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- Data extraction & processing
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.
This feature, available with the PREMIUM package, enables the publication and sharing of either a public register or a search module connected to the list of certified or recognised sites and organisations by the CB.
This public list or search module can then be linked in the CB’s website.
Its purpose is to provide transparent and easily accessible verification for third parties — such as clients, partners, or accreditation bodies — allowing them to confirm that an organisation is properly certified and listed in accordance with the applicable standards.
The Public List contributes to trust and credibility, as it helps demonstrate the organisation’s commitment to compliance, visibility, and openness in managing its certification data.
The Public List option is configurable in three different ways, depending on the organization’s preferences and communication strategy:
- A clear, publicly accessible list of certified organisations, as shown in this example from one of our clients: https://fami-qs.org/certified-organisations/
- Search module through company name or certificate number.
- QR code-based certificate verification, where each certificate is linked to a unique QR code that allows instant access to its validation details through the ViaSyst platform.
This flexibility allows each certification body to tailor the Public List to its operational needs and visibility goals, while maintaining full control over the data being shared.
An auditor shall be qualified for the applicable standard and scope. This is key within third party accredited certification.
Checking and controlling the auditor qualification when planning audits is a critical and time-consuming issue for planning officers.
But can this be automatised?
Can a database propose you qualified auditors? And flag a warning if you assign a non-qualified auditor?
The answer is YES. With ViaSyst, of course.
Within ViaSyst, you have:
- a fine-tuned qualification module, linked to the specific scopes applicable for each standard,
- an automatic short-listing of available qualified auditors matching with the client’s scope within the planning module,
- a warning in case you assign a non-qualified auditor.
With these features you have the qualification match 100% under control.
Note: you nevertheless remain free to decide assigning a non-qualified auditor, maybe as a 2nd auditor, or in the course of a qualification process.
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.
