V. Planification

Instructions :

In this section, 2 different views are available:

• Planned audits:  To visualize the planning gaps and to simplify the creation of audit plans. It shows, by organisation, the audit planning AFTER the date of the last audit (validated or not) entered in the platform.
• Planning list: To see all the plannings in the past as well as in the future.

Proceed as follows to plan an audit (programme) for an organisation, starting from the left menu:

1- Click on “Planning”

2- Enter the organisation name in the filter field and click on “Apply”

3- Click on “+” on the “Add” column from the right

4- Enter the Organisation Data, Audit Data and Auditor Data (all obligatory fields are marked with a red star)

5- “Save”

6- The created planning will be visible in the ‘Planning list’ and will also appear in ‘Planned audits’ if the scheduled date is later than the date of the last audit recorded on the platform.

Notes :

• In the “Planning” in edit mode, the auditors are displayed in two different lists:
  • a) qualified and
  • b) not qualified auditors, according to the standards and scopes that you selected in the planning
• The “Qualified auditors” list within the planning in edit view proposes only the auditors who are qualified (i.e. with validated qualification folders) for the selected standards and scopes
• A direct link to the qualification folders of the qualified auditors is available within the planning page.
• There are two options for entering the audit duration: either fill in the ‘On-site audit duration (h)’ field or the ‘On-site audit duration (man-days)’ field.
• The view “Planned audits” allows you to identify your planning needs, i.e. organisations for which no audits are planned, and to generate pre-populated audit planning more quickly

Tips and recommendations:

• Standards and scopes / categories are precompleted as entered in the organisation profile, saving time and mitigating risks of errors
• A warning is emitted if the selected auditor is already assigned to another planning at the same date (Availabilities warning are based on the planned Audit Dates and not on the Audit windows)
• The warning message is visible in the planning page and a warning icon is displayed in the “Plannings list” in case the auditor is assigned for the same dates
• Possibility to filter by audit date to check which audits have been performed last year et plan next ones (if not done yet)

Proceed as follows to edit a planned audit:

1- Click on “Planning”

2- Click on “Planning list”

3- Use the search fields to find the planned audit to be edited

4- Click on the edit sign at the right to open it in edit mode

5- Edit corresponding fields

6- “Save”

Proceed as follows to delete a planned audit:

1- Click on “Planning”

2- Click on “Planning list”

3- Use the search fields to find the planned audit to delete

4- Click on the delete sign at the right

5- Confirm the suppression

Notes :

• For more information about the required rights to do this action, see: Roles and access rights.
• This module allows planning the entire audit programme or cycle, as required by ISO 17021, by entering targeted dates that can be adjusted and confirmed as necessary

Tips and recommendations:

• You can share the planning with the organization contacts by checking “« Audit planning » Published to contact organisation”

Instructions:

In this section, 2 different views are available:

• Planned audits:  To visualize the planning gaps and to simplify the creation of audit plans. It shows, by organisation, the audit planning AFTER the date of the last audit (validated or not) entered in the platform.
• Planning list: To see all the plannings in the past as well as in the future.

Proceed as follows to consult Planned audits list, starting from the left menu:

1- Click on “Planning”

2- Use the search fields to find the corresponding planned audit to consult

3- Open the planned audit to consult from the column “Planning”

Proceed as follows to consult Planning list, starting from the left menu:

1- Click on “Planning”

2- Select the page to consult “Planning list”

3- Use the search fields to find the corresponding planned audit to consult

4- Click on the open sign to open it

Proceed as follows to edit audit windows, dates and status, starting from the left menu:

1- Click on “Planning”

2- Click on “Planning list” from the left hand side menu

3- Use the search fields to find the corresponding planned audit to edit

4- Click on the edit sign at the right to open it in edit mode

5- Edit the corresponding fields from “Audit Data” section

6- “Save”

Notes:

• For more information about the required rights to do this action, see: Roles and access rights.
• An auditor can see all the planned audits related to the organisations assigned to him, but can only consult the audit planned for him (all other planned audits will be access denied)
• Only the audit windows and/or audit date and status fields can be edited by the auditor, the other fields (name of the organization, standard, name of the auditors, publication for the organization contacts, etc.) cannot be modified by simple auditors.
• Only auditors with granted rights are able to edit audit windows and/or audit date and status fields (Right are assigned from auditor profile).

Tips and recommendations:

• By filtering by date, the auditor can have a global view of his planning over the time, and identify any potential conflict.

Instructions:

Proceed as follows to share planning data with organisation contacts, starting from the left menu:

1- Click on Planning

2- Click on “Planning list” in the left-hand side menu

3- Use the search fields to find the corresponding planning data to share

4- Click on the edit sign from the right

5- In the Publication section, tick the box “« Audit planning » Published to contact organisation”

6- “Save”

Notes:

• The objective of this option, is to simplify exchanges with organisation contacts regarding audit dates, audit program, and audit cycle.

Tips and recommendations:

• You can selectively share information with organisation contacts for announced audits, for example, but of course, choose not to share information related to unannounced audits.

Instructions:

Proceed as follows to consult and use the MAP View, starting from the left menu:
(Locate organisations, auditors and planned audits on a map to simplify audits planification)

1- Click on “Planning”

2- Click on “MAP View” in the left menu

• Organisations: Red icons with a pop up. Click on the pop up to consult the organisation name (clickable to reach the organisation page) and organisation geolocation information
• Auditors: blue icons with a pop up. Click on the pop up to consult the auditor’s name (clickable to the auditor profile) and auditor geolocation information
• Click on Toggle full screen view to have the map on the full screen

Notes:

If no filter is activated on the map, the following data are visible:

• Only active auditors with qualifications (validated or not)/ or no qualification and with completed address on his user profile. Other users (CB admin, ”Offers & Contract” users …) are not visible.
• All organisations
• A CB admin can see all the information on the map but ”Offers & Contract” users can only see data related to the departments assigned to him, and an auditor can only see data related to the organisations assigned to him

3- Use the filter fields on the left:

a- Auditor name / Organisation name

• Auditor name: Active auditors with qualifications (validated or not / or no qualification) and with completed address on his user profile. (possibility to search by first name or last name)
• Organisation name: All visible organisations could be filtered

b- Location type

• Select “All” to consult all organisations and auditors on the map
  • Only active auditors with qualifications (validated or not)/ or no qualification and with completed address on his user profile. Other users (CB admin, / ”Offers & Contract” user …) are not visible
  • All organisations
  • A CB admin can see all the information on the map,
  • “Offers & Contracts” users and auditors can only see data related to the organisations/departments assigned to them
    • Select “Auditors” to display only the auditors on the map. CB admin: Only active auditors with qualifications (validated or not)/ or no qualification and with completed address on his user profile are visible
  • Select “organisations” to display only the organisations on the map.
    CB admin: see all the organisations
    Auditor & other users: see only assigned organisations

c- Planned audits

Organisations without any audit(s) planned beyond last audit date. Only following organisations are displayed:

• Organisations without any audit folder and any planning beyond last audit date
• Organisations with audit folder but no planning (after latest audit folder date)

d- Standard(s)

• Only standards assigned to the CB are listed in the filter
• Multi-selection possible on this filter
• If one or more standards are selected, are visible on the map:
  • only organisations with at least one of the assigned standards
  • only active auditors (with valid address on the user profile) with validated qualifications on the selected standards

16. Extract Planning Data
Instructions :
Proceed as follows to extract planning data, starting from the left menu:

1. Click on “Planning”

2. Click on “Extract” available under the filter fields

3. The Excel extract will automatically be downloaded

4. Save the file as “Excel File” (from the format drop-down menu in Excel)

Notes :

• The “Extract” option is available to all CB users, but the content is limited to the organisations assigned to them.
• This feature provides a convenient way to view, in a single file, all planning records generated by the Certification Body in the database. Each row represents one planning item, including key details such as scopes, audit type, planned dates, and status…