LEADING ISO AUDIT & CERTIFICATION BODY MANAGEMENT SOFTWARE

We had a dream, as CB owners and managers: an audit & certification management software simplifying the life and generating savings for both auditors and back office. We made this dream happen since 2008 with the ViaSyst SaaS Management Software, used nowadays by 31+ CBs and 3 scheme owners.

SaaS (Software as a Service) means:

  • access through secured login codes on any browser – interactive access with clients
  • no license, no device specific installation, no version update to purchase
  • pay by use (i.e. yearly fees for CB application & certificates)
SaaS Management Software

VIASYST AUDIT MANAGEMENT SOFTWARE FEATURES & FUNCTIONALITIES

A.  GENERAL

  • End to end solution, form application to invoicing, through contract & report
  • Interactivity with the client
  • Visibility on progress to client
  • Software solution comparted to manual
  • Online document control
  • Highlighting important deadlines
  • Reports for managing the entire process
  • BI capability
  • Adaptation of the system to CB processes without customizations
  • SaaS, available on any device
  • Supports multiple & combined standards natively
  • Supports proprietary standards
  • Easy to use across different programs and services
  • Implements any custom report format
  • Unlimited scoring options
  • Single 100% dematerialised system, nothing manual
  • Support for accreditation, quality & security inspections
  • Planning & scheduling alerts
  • Checks automatically for report consistency
  • Significantly saves staff & auditors time
  • Gets rid of files & emails management, and paper costs
  • Meets ISO 17021 or 17065 requirements by minimizing human error
  • Closed feedback loops, interactive with clients

Interactive customer portal allowing:

  • Customer registration with headquarters and sites
  • Communication, share of audit programme & plan
  • Self-assessment
  • Upload documents
  • Manage CAPA / NC completion
  • Download certificates and audit reports

B.  END-TO-END CB SOLUTION

Sales module:

  • Client application (online)
  • Generating quote & Offer
  • Contract proposal & review
  • Contract approval by the applicant
  • Access right management (login, assigned organisations)
  • Qualification for standards & scopes
  • Dates scopes granted or withdrawn
  • Qualification / witnessing / maintenance evidence attachments and archive
  • Shared between CB Admin and auditor
  • View / search module for qualified auditors
  • Planning and scheduling audits
  • Efficiency & time saving in planning and scheduling
  • Flexible scheduling capabilities
  • Entire certification cycle (certification, surveillance 1 & 2)
  • Targeted or confirmed dates
  • Monitoring of progress according to planning
  • Flags for due audits and audit planning
  • Auditor match control
  • Shared between CB Admin and auditor
  • Auditor programme
  • High degree of workflow management
  • Mandate proposal (consistent with contract)
  • Auditor match control
  • Auditor sign-off (mandate & conflict of interest)
  • Auditor costs & invoice

Auditor assignment:

  • Auditor qualification (scopes per standard)
  • Auditor match control
  • Audit team assignment & changes

Audit plan & preparation:

  • Audit plan per process, shared with the client
  • Message box & file exchange interactive with the client
  • Check-lists editable by client for information gathering & remote auditing

Auditing App:

  • Offline reporting App for note taking with vocal recognition and pictures
  • Easy intuitive navigation
  • Direct findings edition and grading
  • Closing meeting preparation by sorting out findings
  • Data synchronisation with the database by return to connection

CB customised & branded report format:

  • CB specific customised & branded report format & fields
  • Applicable to any audit / inspection services
  • Detailed audit / inspection trail for all activities
  • User-friendly platform adding professionalism to your reports
  • Ensuring consistency & traceability of the audits / inspections

Online or offline report editing:

  • Direct editing by the auditor, shared with reviewer
  • Online and offline reporting
  • Easy documents management as per ISO 17021 / 17065
  • Offline auditing App for onsite auditing
  • Creating audit checklist with scoring and score totals
  • Control of report consistency through mandatory fields checks & alerts
  • Control of data consistency through fields format, checks & alerts

CB branded pdf reports (shared with the client):

  • Audit report
  • Checklist
  • Findings report

Report validation & Certification decision:

  • Report evaluation & review after the audit by assigned reviewer(s)
  • Certification decision & status history tracked on the platform
  • Issuance of certificates by authorised users
  • Report locked after validation by reviewer

Certificates:

  • List of certificates & certificate status
  • Certificate list, sortable by expiry / due renewal date
  • Management of certificates (validity period)
  • Public certificate list to integrate on CB’s website for certificate validity check
  • Editor for CB branded customised PDF certificate (downloadable by clients)

NC completion management:

  • Report & findings accessible in view to the client (with login codes)
  • Cause analysis, action plan & corrective action editable by client
  • Automatic notifications for completion deadlines
  • Notifications & interactive validation between auditor & client
  • Centralised monitoring of NC completion & closure
  • Review client files, status and records.

Client invoice:

  • Consistent with contract
  • Including auditors’ costs
  • Possible API with CB CRM & accountancy

C.  DATA AVAILABILITY, PROCESSING & TRANSFER

  • Dashboard for overall visibility of audits
  • Real time performance monitoring, at CB or auditor level
  • Trigger for action at CB management level

Looking for folders or files and sending emails belongs to the past. On the ViaSyst platform, all audit, certificate and report related data are 100% available for analysis, for you as CB, but also for your clients and for your accreditation audits through CSV, KPIs.

  • Excel downloads on organisations, audits, findings, certificates & auditors qualification
  • Tailored data processing for statistics, KPIs, performance monitoring & risk based auditing
  • Business Intelligence reporting (audit performance, trends, KPIs, etc.)
  • API to interface with GFSI Scheme owner databases
  • Interoperability with your CRM system (e.g. SuperOffice)
  • API to internal and external sources
  • Improved integration with internal systems and GFSI standards owners.

ViaSyst OFFLINE App

THE APP THAT WILL REVOLUTION AUDITING

Get rid of paper and pen for onsite auditing: just use your smartphone or tablet, offline, for typing or dictating findings with vocal recognition and attaching pictures as evidence.

Then, sort the findings for preparing the closing meeting and send them to the client for signing up.

And finally synchronise data with the platform at your next connection for finalizing the report.

At ViaSyst, you speak with former auditors focused on making the auditor’s daily life easier.

Want to see how simple it works? Apply for a demo.

audit management software
custom audit Management Software

ViaSyst Saas evolution policy

CONTINUOUS IMPROVEMENTS

The ViaSyst Audit Management Software is under constant evolution.

ViaSyst prioritizes the evolutions according to the clients’ needs.

10% of the regular fees are dedicated to generic evolutions, beneficiating all clients.

Custom developments are also offered for addressing clients’ specific or priority needs.

At ViaSyst, you construct and continuously improve your IT management tools in tight dialog with a partner perfectly aware of your daily business.

Generate substantial savings

THANKS TO THE VIASYST AUDIT MANAGEMENT SOFTWARE

The ViaSyst audit reporting platform helps to generate substantial savings at both back office and auditor level.

Usually, the generated saving are in any case higher than the cost of the fees invoiced for using the ViaSyst audit reporting platform. This means you have an immediate pay-back.

Savingsh / report
AuditorEditing of audit findings1,00
Editing of generic sections of the report0,50
Follow up and release of non-conformities0,50
Total hours saved per audit / report (auditor)2,00
Internal (or free-lancers) auditor rate per hour €60,00
Total auditor costs saved per audit / report €120,00
Back officeOrganisations’ & auditors’ assignment0,25
Audit report consistency check & format management0,25
Print, send & archive audit reports0,50
Managing data transfer between auditor & certification commission0,25
Follow-up of clients non-conformities0,25
Managing the certificate list0,25
Data processing & performance monitoring (dashboard, CSV)0,25
Total hours saved per audit / report (back office)2,00
Internal back office rate per hour €30,00
Total back office costs saved per audit / report €60,00
ViaSyst feesFee per organisation according to price list (€)18,00
BenefitsEffective total savings per audit / report (€)162,00

Supports any Standard & Audit Type

  • ISO or private Management System Certification: 9001, 14001, 22000, 27001 , 45001, …
  • Product / Services and Competence Certification
  • Private or Official Standards
  • Internal Audits, 2nd Party Supplier Audits, Inspection
  • (Non) Accredited Standards in any Business Sector: Food, Feed, Health & Safety, Industry, …
  • ISO 17021-1, 17065, 17020, 17024 Accreditations
  • Online & Offline Reporting
  • Supporting unlimited Languages: English, Chinese, French, Spanish, …

CLIENTS & USERS

ViaSyst is the leading global provider of cloud software as a service (SaaS) solutions for the audit and certification sector, trusted by world’s leading certification bodies across standards and business types.