- General
- Typical use cases
- Implementation project
- Financial aspects
- Hosting and support
- Designer's profile
As ISO standards user and (at that time) CB owner, Dr Didier BLANC, founder and managing director of ViaSyst, decided in 2001 to apply as ISO international expert with the objectives and commitment to:
- contribute actively to standards his business was earning money of (and not just benefit from them),
- discover and experience how standards are “constructed”, by which kind of experts, under which process.
The new ISO 22000 project gave at that time an ideal opportunity for stepping in, at the crossing of Didier’s 2 major expertise, i.e. food safety & hygiene and management systems implementation & certification.
Didier’s commitment and involvement within ISO work never weakened since and, beside participation to the GFSI technical committee for years, extended to the following major ISO standards:
- ISO 9001, 9004 and 9002 since 2007
- ISO 17021 since 2013
- ISO 22003 since 2004 (initiator of the project and author of the first working draft)
- ISO 17024 since 2015
ViaSyst is happy to share this broad and long experience through newsletters with insider information and moreover through dedicated products and tools perfectly in line with ISO certification and accreditation requirements.
There are many good reasons for that:
- costs: developing one’s own software is much more expensive,
- critical size: under 10 to 15’000 clients, there is no way to refund one’s own software,
- time to market: ViaSyst SaaS is on shelf, turn-key available,
- evolutions: ViaSyst continuously develops additional functionalities and modules, prioritised according to users’ needs,
- core business: CBs’ core business is managing audits, auditors, and certification – ViaSyst core business is providing a modern, user-friendly, and effective CB management software.
The ViaSyst team will guide you throughout the process, from kick-off to pilot. You’ll have a dedicated contact to answer questions, provide remediation session, and ensure a successful deployment.
The following users have controlled access with login & password, under the CB Admin control:
- CB or Department Admin
- Sales manager
- reviewer – certification decision maker
- auditor (and Lead auditor)
- client organisation’s contact (under CB control)
- group or headquarter (if applicable)
ViaSyst is not a common IT company. With almost 20 years certification experience within their own CB (ISO 9001, 14001, 22000, BRC, IFS, FSSC), Florence Le Lann & Didier Blanc, ViaSyst co-founders and shareholders, make sure that CB’s and auditor’s needs, advantages and efficiency have absolute priority in the design, features and evolutions of the ViaSyst audit & certification management software.
At ViaSyst, you speak with peers dedicated to streamline and continuously improve your processes and workflows.
The ViaSyst platform empowers Certification Bodies with robust data extraction capabilities. Through the dedicated admin tab (strictly for CB admins), you can extract all audit data, findings, certificates, and auditor qualification data. This information is available in versatile formats such as Excel or CSV files, providing you with raw data to process as needed.
The ability to extract comprehensive data is incredibly useful for a variety of critical functions, enhancing performance monitoring, efficiency and decision-making. For instance, this data can be effectively used for:
- Preparing auditor training sessions.
- Assessing auditor performance, such as identifying which auditors raise findings or not, and against which clauses (e.g. formal rather than substantive issues).
- Pinpointing common challenges for clients, by analyzing which clauses present the most complexity or difficulties in implementation.
- Scan the resources to identify gaps in terms of auditors’ qualification.
This data-driven approach is at the heart of ViaSyst’s design, based on maximized dematerialization. This means transforming traditional files and documents into structured, digital data. The core belief is that “with files you cannot. With data you can”, allowing for far greater processing capabilities and insights compared to static documents.
The following support services are provided by ViaSyst to users – all in English:
- online user guide,
- helpline support (email): 5/7, 10/24,
- skype or zoom sessions, as necessary,
- super user & auditor training,
- data extraction and processing support.
ViaSyst is committed since years to develop and offer as a SaaS, in complement to available telco software, IT tools supporting CBs for managing remote auditing through shared accesses and modules between CB and client company, e.g.
- self-assessment checklist with evidence attachment editable by the client,
- secured data exchange and storing (no emails),
- data monitoring and alert system,
- online non-conformity manager,
- maturity profile & KPIs for risk-based audit approach.
For facilitating the auditor’s life and getting rid of paper and pen, ViaSyst developed a revolutionary app allowing offline auditing, synchronised with the SaaS:
- easy intuitive navigation
- direct findings edition (by typing or vocal recognition) and grading
- picture attachment as evidence
- closing meeting preparation by sorting out findings
- data synchronisation with the database by return to connection
A good audit management software addressing CBs needs shall:
- be available on the cloud as a SaaS,
- be designed and managed by peers for CB managers and auditors,
- be interactive with the clients for sharing reports and managing NC completion,
- allow easy users’ assignment and strict access control,
- cover all CB audit reporting and operations.
The ViaSyst audit management software ticks all these boxes – no benchmark does.
- customised audit report format (unlimited number with PREMIUM package)
- notifications settings
- user’s logo
- editable custom word format for report, certificate and contract
- APIs
- user’s specific instance with custom domain name and corporate identity.
The ViaSyst audit management software fits perfectly for:
- management system or product certification
- supplier audits
- internal audits
- organisation profile
- auditor qualification, accesses, assignments & mandate
- offer & contract
- planning, audit programme & audit plan
- audit report
- checklist with various scoring options
- CAPA & NC management
- maturity profile
- audit review
- certificate editor
- performance monitoring dashboard & KPIs
There are no limits on the number and type of requirements’ sets against which audits can be performed. The ViaSyst audit management software fits perfectly for:
- management system or product certification
- supplier audits
- internal audits
Any combination of various audits is possible.
The ViaSyst audit management software is hosted on the cloud, hiring services of professional and ISO 27001 certified hosting providers, in Switzerland and/or Western Europe.
Simply go to the Apply page. The best is to book a live demo so that you can have opportunity to express your needs and get clear explanations and answers to all your questions.
A live demo takes typically 1 to 1.5 hours.
There is no rule for that. By growing, any CB reaches a point where the need for a solid and reliable IT tool becomes urgent for replacing emails and files handed over.
The pay-back due to back-office and reporting time savings is quite good with 200 certificates and excellent with 500.
Implementing the ViaSyst audit management software shall be managed as a project, whereby the necessary resources are quite reasonable, as everything is very intuitive and goes progressive.
The typical project’s milestones and steps are:
- implementation of the customised report form,
- upload of the clients’ organisations list (from excel, in 1 batch),
- CB super-user and auditors training (1 hour is usually widely enough for auditors),
- entering auditors’ qualifications and assigning organisations,
- transfer the clients progressively over the usual certification cycle.
ViaSyst audit management software is offered as a SaaS solution, meaning it is invoiced based on usage and number of clients.
To keep things simple, the annual exploitation fees are structured as follows:
- Basic subscription fee:
Covering SaaS maintenance and updates, helpline support, hosting, and data storage. - Organisation fee:
Applied for each client organization created within the platform.
In addition, a one-time onboarding fee is applied to cover activation, setting and training services.
There are no extra charges for auditors or any other user roles. The number of users is unlimited.
The onboarding process is structured as a project with a series of clearly defined steps. It is designed to be smooth and progressive, with minimal resource demands, thanks to the intuitive nature of the ViaSyst platform.
Before the kick-off meeting, prepare:
- CB information and list of your standards
- A list of your client organizations (Excel format).
- Your audit report, certificates and offer templates.
The ViaSyst audit management software is a SaaS, which means it is invoiced by user and use.
To keep it simple, the applied yearly fees are structured as follows:
- basic application fee, covering settings, SaaS maintenance & evolutions, training, helpline, hosting, and data storing, …
- organisation fee, for each organisation (client) generated on the SaaS.
There are no auditor’s or other fees.
Implementation Phase
- Step 1: Kick-off Meeting
- Define the project team and agree on the timeline.
- Overview of onboarding steps.
- Your audit environment will be set up in ViaSyst.
- Upload your list of client organizations (via Excel, in one batch).
- Step 2: Standard Integration
- We’ll import the required standards and configure system settings according to your needs.
- Step 3: Overall Platform Presentation
- Overview of the different platform modules.
- Training materials and instructions will be shared.
- Step 4: Audits, Findings & Certificates
- Review your current audit report template and create a mockup.
- Implement a customized report form within ViaSyst.
- Step 5: Offers & Contracts
- Analyze your current offer template.
- Implement a customized offer format in the system.
Deployment Phase
- Remediation Session
- Assess your team’s understanding of the system.
- Address any questions or issues with database processes.
- Pilot & Validation
- Run a pilot phase using real data and processes.
- Validate that everything works smoothly before full rollout.
Auditor:
- User-friendly platform
- Report edition: 1-2 h saved (data copied from previous audit)
- No data duplication (for reports directly submitted to clients)
- Combined audits on the platform: single finding writing
- Offline app for onsite auditing
- NC manager: NC completion follow-up interactive with clients
- E-mail alerts by any NC completion update
- Audit experience: automatically recorded
Certification Body:
- Control of CB operations (planning, assignment, review, certification decision, …)
- Certified company’s folder transfer: single click
- Performance monitoring: statistics & benchmarking
- Back-up & archives: managed by server
Certified company:
- Full & consistent report available at NC completion follow-up place
- Validation system (by auditor + CB), with tracking
- Added value: knowledge bases
- Benchmarking on maturity profile & KPIs
Yes! Training is an essential part of the onboarding process. It is delivered in two key phases:
- Self-Training:
Before any live sessions, your team will receive access to detailed and progressive training materials and instructions related to the ViaSyst user guide. This allows users to explore the platform independently and become familiar with its features at their own pace. - Remediation Session:
After completing the self-training, we will conduct a remediation session. This live session is deemed to address any questions, clarify uncertainties, and ensure that your team fully understands the database processes and platform functionality.
This approach ensures your team is well-prepared and confident to move forward with using the ViaSyst platform effectively.
Experience significant savings with the ViaSyst audit & CB management software. ViaSyst optimises processes , and workflows, generating cost reductions for both CB and auditor operations, frequently surpassing SaaS fees to provide an instant substantial return on investment.
The timeline varies depending on the size and complexity of your organization, but most customers complete the onboarding in a matter of weeks. A detailed timeline will be shared during the kick-off meeting.
Is it possible to:
- View previous audit reports or findings during a current audit.
- Import past audit data into the system for continuity and traceability.
- Track audit history for a client or site across multiple years.
ViaSyst’s Response:
- Yes, it is possible. The system allows access to previous audit reports, to the finding’s history (throughout the audits) and related documents.
- There is traceability across audits: users can link nonconformities, track closure status, and review historical performance.
- The system supports importing past data, especially when onboarding a new customer, through data migration tools or manual input.
- ViaSyst also supports monitoring open issues or nonconformities from previous audits to ensure follow-up.
- When assigning a client to a new auditor, the entire history and follow-up is automatically accessible to him.
Does the system allow for the implementation of a scoring or grading system within the audit process, being able to assign a numerical score or grade to audit findings or overall audit performance?
Answer:
Yes the ViaSyst checklist tool can be very flexibly configured in all kinds of manners to support scoring or grading systems that reflect customer’s model, with automatic scores or % calculation.
The scorings or gradings are entered within the checklist, and a summarise is automatically generated within the audit report.
This feature supports as well CB’s internal or scheme owner’s scoring or grading methods.
Absolutely. ViaSyst is not designed just for Management System Certifications, its capabilities extend significantly beyond these, making it an exceptionally effective solution for product certification also, allowing to cover any ISO 17065 scheme. Developed by peers who owned and operated a CB for two decades, ViaSyst deeply understands the expectations and operational workflows inherent to certification processes, in several fields of application.
A key capability that enhances its value for product certification is the robust approach to product segmentation. ViaSyst allows you to:
- Define Your Own Product Types/Scopes: You can establish a comprehensive, centralized database for specific product types or scopes relevant to your schemes. This segmentation can be as detailed as your operational and accreditation needs require.
- Seamless Integration with Standards and Qualifications: This self-defined segmentation is then seamlessly integrated into the platform. It can be used for assigning corresponding categories to your clients, for qualifying your auditors against specific product scopes, and for ensuring the correct information appears on certificates.
- Enhanced Reporting and Analysis: The platform provides a global view of certificates, and we can add filters based on these product categories, allowing you to easily track and report on which of your clients are certified for specific products (e.g. liquid egg versus whole egg). This ensures that your data is not only structured but also highly actionable for insights and reporting, giving you full control over your certification landscape.
This functionality streamlines your processes, reduces manual data entry, and ensures consistency across your certification operations, reflecting ViaSyst’s commitment to maximizing data utility.
Yes.
Basically, there are two options:
- a generic test environment based on ISO 9001
- a dedicated fully customized test environment, based on your own standards and report formats
Option 1 is for free.
For Option 2 you pay the same one-time onboarding fee you would pay if you applied.
Our team will then manage with you the complete setup, including configuration and training.
You will then have access to a fully customised test environment, aligned with your own standards and reports, for a 3-month evaluation period with real data before making a final decision.
This is the best way to meet your decision with full confidence.
Contact us to get started!
