VIII. Data management through Dashbords and CSV

Instructions :

Notes :

• For each user within the CB the Dashboard is constructed only with the organisations assigned to him, i.e. a CB Admin with overall rights will have a Dashboard reflecting all organisations, and an auditor with 17 assigned organisations will have a Dashboard reflecting these 17 organisations

Tips and recommendations :

• Click on the top right of each graph, to download, save, annotate or print the graph

Instructions :

Proceed as follows to extract CSV/Excel extracts, starting from the left-hand side menu:

1- Click on “Admin”

2- Select the type of CSV/Excel to extract in the left-hand side menu (audits, findings, certificates, qualification)

3- Click on the corresponding year

4- The CSV/Excel Extract will automatically be downloaded after few minutes (time depend on the number of audits)

5- Save the file as “Excel File” (drop list in excel)

Notes:

• CSV (comma-separated values) is text file that uses a comma to separate values. A CSV file stores tabular data (numbers and text) in plain text. Each line of the file is a data record. Each record consists of one or more fields, separated by commas. The use of the comma as a field separator is the source of the name for this file format
• Only CB Admin users have access to the “Admin” tab. For more information about the access rights, see:Roles and access rights)
• The CSV/Excel extracts are a simple way to browse in a unique file the list of all the audits, findings, certificates generated by the Certification Body on the Database:
  1. Audits extraction: displays one line per audit which contains all the details of the audit folder. This CSV/Excel file is useful to find errors entered and to perform statistics, it also contains many useful information such as validation date, reviewer…
  2. Findings extraction: displays one line per finding, contain useful information such as requirements, interpretations, descriptions, time schedule for action. This CSV/Excel file is useful to obtain a global view on the finding, to make statistic and to compare the finding with the time schedule (if applicable)
  3. Certificates extraction: displays one line per certificate which contain all the details of the certificate of the CB such certificate status, certificate issue date, certificate expiry date. This CSV/Excel file is useful to obtain a global view on the entered certificates, to find errors and to do statistics.
  4. A menu to extract an Excel file according to template version 1 provided by IAF has been added in the “Admin” tab of the CBs, allowing to extract all the IAF certificates entered in the platform and to inject them in one batch in the IAF CertSearch platform. One extracted, you can adapt if needed the data and directly inject it in your IAF account.
  5. Qualification extraction: displays one line per qualification and per auditor. This CSV/Excel is useful to monitor auditor’s qualifications.

Tips and recommendations :

• Normally, the fields are separated in columns. But it happens that some users obtain CSV extracts that display all data in a single column – which is not usable.
• This is due to the separator defined in the settings due to Excel regional settings. The correct separator is “;” (semicolon).
• To change the settings, proceed as follows: Start -> Control panel -> Region and language -> Additional Settings -> List separator field -> semicolon

Instructions :

Proceed as follows to extract IAF certificate Excel extract, starting from the left-hand side menu:

1- Click on “Admin”

2- Select “Certificates extraction”

3- Scroll down, click on the icon download

4- The Excel Extract will automatically be downloaded after few minutes (time depend on the number of certificates)

5- Save the file as “Excel File”

Notes:

• Only CB Admin users have access to the “Admin” tab. For more information about the access rights, see:Roles and access rights)
• The IAF excel downloaded is ready to inject in one batch in the IAF CertSearch platform (template v1). One extracted, you can adapt if needed the data and directly inject it in your IAF account.

Tips and recommendations :

• Normally, the fields are separated in columns. But it happens that some users obtain CSV extracts that display all data in a single column – which is not usable.
• This is due to the separator defined in the settings due to Excel regional settings. The correct separator is “;” (semicolon).
• To change the settings, proceed as follows: Start -> Control panel -> Region and language -> Additional Settings -> List separator field -> semicolon