User guide CBs

Instructions :

1- Browse www.viasyst.net

2- Enter the login codes you received (Username and password)

3- Click on “Log in”

Tips and recommendations:

• Best browsers to use : Mozilla, Chrome, Opera: be sure to use the latest version

Instructions :

Proceed as follows to add a CB admin and assign him access rights, starting from the left menu:

1- Click on “CB users”

2- Click on “Add user”

3- In the field “Auditor” select “No” (No is ticked by default)

4- Enter the user first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the user (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

7- Click on “Access Rights” button

8- Complete the fields username, email address, gender (if not done yet)

9- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

10- Tick the box “Certification Body Admin”

11- Check the “Yes/No” boxes within the section “Additional rights” to assign additional rights to the user

12- Save

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB users (auditors, reviewers, CB admin) as necessary, according to its organisation, responsibilities and authorities
• Upon creation, a user number will automatically be incremented (visible in the CB users list and in the user profile). This user number is not editable.
• “Qualification folders” will not be accessible for non-auditor users (“yes” not activated for the user in the field “Auditor”)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to add a reviewer and assign him access rights, starting from the left menu:

1- Click on “CB Users’

2- Click on “Add user”

3- In the field “Auditor” select “Yes” (No is ticked by default)

4- Enter the user first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the user (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

7- Click on “Access Rights” button

8- Complete the fields username, email address, gender (if not done yet)

9- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

10- The CB admin has two options to assign validation rights for the user:

• Assigning overall validation rights for all the CB’s organisations through “Rights at CB level” section by ticking the box “Review”
• Assigning “Review” rights organisation per organisation through “Rights at Organisation level” section by ticking the box “Review” only for the organisation to assign to the reviewer

Remark: If overall roles have been previously selected, and the CB decides to restrict the assignment to only few organisations to the reviewers, you have to first untick the overall access and then tick the organisations that you need to share with the Reviewer.

11- Check the “Yes/No” boxes within the section “Add/Edit organisation’s contacts” to assign additional rights to the auditor to add and edit organisation’s contacts

12- Use the section “Edit planning” to assign rights to edit / modify the dates, status and audit windows of the planning assigned to the auditor. These rights are in addition to the edit and/or review rights on the audits.

13- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB reviewers as necessary
• Upon creation, a user number will automatically be incremented (visible in the CB users list and in the user profile). This user number is not editable.
• “Qualification folders” will not be accessible for non-auditor users (“yes” not activated for the user in the field “Auditor”)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to add an auditor, starting from the left menu:

1- Click on “CB Users’

2- Click on “Add user”

3- In the field “Auditor” select “yes”

4- Enter the auditor’s first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the auditor (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB users (auditors, reviewers, admin) as necessary, according to its organisation, responsibilities and authorities.
• Upon creation, an auditor number will automatically incremented (visible in the CB users list and in the auditor profile). This user number is not editable.
• “Qualification folders” will be accessible only for auditors (“yes” is selected for the user in the field “Auditor”).
• For more information about “Qualification folders”, see: Manage auditor qualification folders

Tips and recommendations :

• Only auditors with the status “active” will be visible and proposed in the “Audit team & auditees” page of the audit folder for assignment.

Instructions :

Proceed as follows to assign auditor’s access rights, starting from the left menu:

1- Click on CB Users

2- Click on the User number of the concerned auditor

3- Click on “Access Rights” button

4- Complete the fields username, email address, gender (if not done yet)

5- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

6- The CB admin has two options to assign auditors access rights:

• Assigning overall roles for all the CB’s organisations by ticking the box “Edit” through “Rights at CB level” section.
• Assigning roles organisation per organisation through “Rights at Organisation level” section by ticking “Edit” only for the organisations to make visible for the auditor

Remark: If overall roles have been previously selected, and the CB decides to restrict the assignment to only few organisations to the auditors, you have to first untick the overall roles and then tick the organisations that you need to share with the Auditor.

7- Check the “Yes/No” boxes within the section “Add/Edit organisation’s contacts” to assign additional rights to the auditor to add and edit organisation’s contacts

8- Use the section “Edit planning” to assign rights to edit / modify the dates, status and audit windows of the planning assigned to the auditor. These rights are in addition to the edit and/or review rights on the audits.

9- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Auditor rights are: adding, editing & managing audits (for organisations assigned)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to manage auditor qualification folder, starting from the left menu:

1- Click on “CB Users’

2- Click on the user number of the concerned auditor

3- Click on “Auditor’s Qualification”

4- Tick the standard for which you need to assign qualifications

5- Complete the “Qualification level” of the auditor (Auditor, Lead auditor, Witnessor…)

6- Complete the different fields such as Category, Qualifications dates…

7- Save

8- Click on “Validate” to validate the auditor qualifications and make it visible for the scheme owner. Only auditors with validated qualification will be visible for the Scheme Owner (if any)

Notes :

• For more information about the required rights to do this action, see: Roles and access rights.
• Only auditors with validated qualification folders will be visible for the Scheme Owner.

Instructions :

Proceed as follows to consult auditor’s qualifications’ list, starting from the left menu:

1- Click on “CB Users’

2- Click on “Qualifications’ list” on the left menu

3- Use the search fields to find the information you are looking for

Notes :

• Possibility to search by scope, standard, user number, user first name…)
• Facilitate auditors assignment to audits by using the qualification list with filters possibilities

Instructions :

Proceed as follows to inactivate an auditor, starting from the left menu:

1- Click on “CB Users”

2- Select the concerned auditor (in case of a long list, use the search boxes on the top of the page)

3- Click on “Edit”

4- Tick the “inactive” box.

5- “Save”

Notes :

• Inactivating the auditor will automatically block his/her access and move him/her away from the proposed auditors you can assign to organisations and audits.
• Deleting an auditor is not possible with a CB Admin access. Only ViaSyst Admin can do it, on request. The only auditors that ViaSyst will delete are auditors without any audit assigned to their profiles. The reason is that deleting an auditor would corrupt and invalidate all audits and audit data in which the auditor has been involved, whereby these data shall remain exploitable.

Tips and recommendations :

Difference between the active and inactive status:

• Active auditors can be assigned as auditor to new audits, but inactive auditors cannot
• Auditors with both status are visible by the scheme owner upon CB validation.
• Inactivating the auditor will automatically block his/her access and move him/her away from the proposed auditors you can assign to organisations and audits.

Necessary rights: CB Admin

The “Edit” rights for “Offers” & Contracts” are the following:

• Add, edit, delete offer folders for the organisations of the assigned departments

Instructions:

Proceed as follows to assign access rights “Edit” for “Offers & Contracts” , starting from the left main menu:

1- Click on “CB Users”

2- Open the user profile by clicking on the “User Number”

3- Click on “Access Rights” button on the top

4- Scroll down to the section “Offers & Contracts” to assign the applicable rights

5- The CB admin has two options to assign “Edit” rights for “Offers & Contracts”:

• Assigning overall “Edit” rights for all the departments through “Rights for all departments” section by ticking the box “Edit”
• Assigning “Edit” rights department per department through “Rights per departments” section by ticking the “Edit” box of the appropriate department(s)

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Organisations that are not assigned to a department are not assigned to the “Offers & Contracts” user. To assign departments to an organisation, see: 2. Assign Organisations to CB departments

Necessary rights: CB Admin

The “Review” rights for “Offers” & Contracts” are the following:

• Add, edit, delete offer folders for the organisations of the assigned departments
• Application review of offer folders for the organisations of the assigned departments

Instructions

Proceed as follows to assign access rights “Review” for “Offers & Contracts” , starting from the left main menu:
1- Click on “CB Users”

2- Open the user profile by clicking on the “User Number”

3- Click on “Access Rights” button on the top

4- Scroll down to the section “Offers & Contracts” to assign the applicable rights

5- The CB admin has two options to assign “Review” rights for “Offers & Contracts”:

• Assigning overall “Review” rights for all the departments through “Rights for all departments” section by ticking the box “Review”
• Assigning “Review” rights department per department through “Rights per departments” section by ticking the “Review” box of the appropriate department(s)

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Organisations that are not assigned to a department are not assigned to the “Offers & Contracts” user. To assign departments to an organisation, see: 2. Assign Organisations to CB departments

Instructions :

Proceed as follows to create a new organisation, starting from the left menu:

1- Click on “Organisations

2- Click on “Add organisation”

3- Enter the organisation details, such as: Obligatory fields marked with a red star as (Organisation name, Address, City, Country…)

4- In the section “Users level rights” Manage the rights to give to each user to this new organisation through the fields “Review” and “Edit”

5- Tick the standards to assign to this new organisation through the field “Standard(s)”

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• If the invoicing address if the same as the organisation details, do not complete the “invoicing address” part. Data will be automatically retaken from “Organisation address”
• If the invoicing address is different from the “Organisation address”, tick the box “Different from Organisation name and address” and complete the different fields in the section “Invoicing address”
• For FAMI-QS CBs, the section “Invoicing address” is mandatory and should be precisely completed as the content of this part will be visible in the FAMI-QS public list.
  • If the invoicing address if the same as the organisation details, do not complete the “invoicing address” part. Data will be automatically retaken from “Organisation address”
  • If the invoicing address is different from the “Organisation address”, tick the box “Different from Organisation name and address” and complete the different fields in the section “Invoicing address”
• In the organization’s “Audits” tab, you can filter audits by audit folder name, standards, audit folder status or audit dates.

Tips and recommendations :

• Check whether organisation creation succeeded (green display bar), unless (red display bar with error message) remediate by clicking “Edit”
• The standards selected in this page, will be automatically preselected in the offer & contract, planning and audits that you will create within this organisation
• If you have a large number of organisations to create, ViaSyst can provide you an excel sheet framework which you can fill in with your data and hand over to ViaSyst for data importation in one batch
• Click on the blue titles such as “Organisation address”, Invoicing address”… to open/close the different sections

Mistakes to avoid :

• Enter all fields marked with a *, which are the obligatory fields requested for the audit report
• Do not use specific characters like: “,; in the organisation name

Necessary rights: CB admin and “Offers & Contracts” users assigned to the organisation

Instructions :

Proceed as follows to assign departments to an organisation, starting from the left main menu:

1- Click on “Organisations”

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

3- Open the organisation

4- Click on “Edit”

5- In the field “CB departments” tick the applicable department(s) for the organisation

6- “Save”

Notes :

• The list of departments can be personalized by ViaSyst. If you need more departments to be available on the list, please contact ViaSyst.
• This section of the user guide is not applicable for CBs which have no department added to ViaSyst (the field department is not displayed in the organisation page in that case).
• If no department is assigned to the organisation, it’s not possible to define “Offers & Contracts” users for the organisation.

Instructions :

Proceed as follows to generate a multisite organisation by adding subsites to an existing organisation, starting from the left menu:

1- Click on “Organisations”
2- Enter the organisation name in the filter
3- Click on “Apply”
4- Open the organisation to update
5- Click on “Edit”
6- In the section multisite organisation, enter the details for one site (Site number, Site name, Address…)
7- Use the “Description” field to specify which part of the process is concerned or any other information linked to the subsite
8- Click on “Add another site” to open a new section and enter the details for the second site (Site number, Site name, Address…) and proceed with adding all the sites
9- “Save”

Notes :

• All the sub sites name, address & scope statement added in the organisation page, will be proposed in the generated report and certificates linked to this organisation. You will have the possibility to untick the not applicable sub-site in the report & in the certificates.
• To remove a site from the multisite organisation, open the organisation in view mode and click on “Delete site” available for each site

Tips and recommendations:

The objective of this feature is to simplify your work for the certificates that apply to a multisite organisation by allowing you to pool all the sub-sites and link them to:

• an unique audit folder and report that covers all sub-sites
• an unique certificate with the same content (scope, date, status) applicable for all sub-sites.

Instructions :

Proceed as follows to edit an organisation’s details, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter

3- Click on “Filter”

4- Open the organisation to update

5- Click on “Edit”

6- Enter / adapt the new organisation details

7- “Save”

Notes:

• For more information about the required rights to do this action, see:   Roles and access rights

Instructions :

Proceed as follows to delete an organisation, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field and click on “Filter” or select the requested organisation in organisations list

3- Open the organisation to delete (by clicking on its name)

4- Click on “Delete”

5- Write the word “Delete” to confirm

6- Click on “Delete”

Notes :

• for step 5, if you are using another language than the English, write the word mentionned in the guidance proposed
• For more information about the required rights to do this action, see: Roles and access rights
• Deleting an organisation will delete all offers and contracts, audits and certificates assigned to it

Instructions :

Proceed as follows to create an organisation contact, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field

3- Open the organisation

4- Click on “Contacts” on the left-hand side menu

5- Click on “Add contact” on the top right

6- Enter the contact’s details

7- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

8- “Save”

Proceed as follows to link existing user to an organisation, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field

3- Open the organisation

4- Click on “Contacts” on the left-hand side menu

5- Click on (Un)link contact

6- Use the search fields to search for the corresponding contact to assign to this organisation

7- Tick the contact (or all the contacts to assign to this organisation if many)

8- “Save”

Proceed as follow to edit an organisation contact:

1- Reproduce the 4 first steps of creation of an organisation contact

2- Click on “Edit”

3- Edit corresponding fields

4- “Save”

Notes :

• The platform allows to create as much contacts as necessary. The only limit is that each contact shall have a specific e-mail address.
• It’s possible to assign the same contact to many organisations at the same time
• The contacts having access to the organisation will be visible on the list as ticked
• Only audit folders validated by reviewer or published by CB users are visible
• All organisation’s contacts receive automatic notifications linked to the processing of findings and comments when their profile is ticked to be notified

Tips and recommendations:

• The profile of the contacts organisation with no organisation linked to their profile will be automaticially blocked

Instructions :

Proceed as follows to extract organisation’s data, starting from the left menu:

1- Click on “Organisations”

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

3- The Excel Extract will automatically be downloaded

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

Notes :

• The option “Extract” is available for all CB users and for clients but the content of the extraction is restricted to the organisations that are assigned to them
• The Extraction is a simple way to browse in a unique file the list of all the organisations generated by the Certification Body on the Database: displays one line per organisation which contains all the details of the organisation. In case of multisites, displays one line per site

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions :

You may add a new offer from scratch or by retaking some stable data from a previous offer.

Both options are detailed below:

A. Proceed as follows to add a new offer from scratch, starting from the left main menu:

1- Click on “Organisations”

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

3- Open the organisation

4- Click on “Offers & Contracts” in the left menu

5- Click on “ADD NEW”

6- Choose “New offer” in the drop list (proposed by default)

7- Click on “Create”

8- Adapt the “Title” of the “Offer folder” if necessary

9- Tick the box “Organisation data” in the section “Right in edit mode to the contact organisation” in case you need to give to the organisation’s contact the right to complete directly the “Organisation data” tab.

10- Assign the applicable “Standards” and “Scope/Category”

11- “Save”

12- Browse the tabs on the left and enter the corresponding data by editing/saving each tab (Instructions about completing each menu are detailed below)

B. Proceed as follows to add a new offer by retaking data from an existing “Offer folder” from the same organisation, starting from the left main menu:

1- Reproduce all the 5 first steps of adding a new offer

2- Choose the “Offer folder” from which you need to retake data from the drop-list

3- Click on “Create”

4- Adapt the “Title” of the offer if necessary

5- Tick the box “Organisation data” in the section “Right in edit mode to the contact organisation” in case you need to give to the organisation’s contact the right to complete directly the “Organisation data” tab.

6- Assign the applicable “Standards” and “Scope/Category”

7- “Save”

8- Browse the tabs on the left and enter the corresponding data by editing/saving each tab (Instructions about completing each tab are detailed below)

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts” – Organisation contacts if they have necessary rights assigned by CB

The ViaSyst audit reporting platform is interactive with the audited/certified organisation, so 2 options are available to complete this section:

a) Complete the “Organisation data” tab by organisation’s contact
b) Complete the “Organisation data” tab by “Offers & Contracts” users

Both options are detailed below:

a) Assign the right to organisation’s contact to enter “Organisation data”

Instructions:

Proceed as follows to give “Right in edit mode to the contact organisation” to complete the “Organisation data” tab of the “Offer folder” starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Edit”

4- In the field “Right in edit mode to the contact organisation”, tick the box “Organisation data” to give rights to the organisation’s contact to complete this tab of the “Offer folder”

5- “Save”

Notes:

• Instructions are available for organisation’s contact in the Certified organisations user guide
• As long as the “Offer folder” has not been “Reviewed by CB” by the “Offers & Contracts” user:
  • Organisation’s contacts can update « Organisation data » information (if necessary rights are assigned)
  • Only the “Organisation Data” and “Message box” tabs will be accessible for the organisation’s contact. All other tabs will not be displayed.

Tips and recommendations:

• Use the « Message box » section to invite organisation’s contact to complete their information. A notification is sent to the contact’s organisation with direct link to the “Offer folder”
• After organisation’s data completion by the organisation contact, to avoid any modification from their side, untick the option “Right in edit mode to the contact organisation” from the “Offer folder” according to instructions available here

b) Complete “Organisation data” tab by “Offers & Contracts” users:

Instructions:

Proceed as follows to complete the “Organisation data” tab of an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Organisation data” in the left menu

4- Click on “Edit”

5- Enter the corresponding data in the proposed fields

6- “Save”

Notes:

• As long as the “Offer folder” has not been “Reviewed by CB” by an “Offers & Contracts” authorised reviewer, only the “Organisation Data” and “Message box” tabs will be accessible for the organisation’s contact. All other tabs will not be displayed.

Proceed as follows to complete the tab “CB Data & Review” of an “Offer folder”, starting from the left main menu or from the organisation:

Instructions:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “CB Data & Review” in the left menu

4- Click on “Edit”

5- Enter the corresponding data in the proposed fields

6- “Save”

Notes:

• This tab is only visible for CB admin and “Offers & Contracts” users
• Only “Offers & Contracts” users have the right to “Edit” and complete this section
• The basic fields available in this tab are at least “Currency” and “Audit daily rates” (for contract calculation)
• If more fields for the offer review are needed, please contact ViaSyst

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

a. Add a new “Audit stage” in “Calculation” tab

Instructions:

Proceed as follows to prepare the calculation by adding the different stages, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Calculation” in the left menu

4- Click on “Add Stage”

5- Enter the Stages details, i.e.: “Audit Stage” type, “Preparation” in number of days, “On site audit duration”…

6- “Save”

7- Click again on “Calculation” in the left menu to add the second stage (if applicable) and reproduce the steps from 4 to 6

Tips and recommendations:

• It’s possible to manage one stage per offer or to generate the complete ISO 17021-1 cycle from initial certification stage 1 to the recertification and all stages calculation will be retaken in the “Contract” tab
• Store the calculation data used for the audit duration in the “Comment” section of the “Offer folder”

b. Edit an “Audit Stage”

Instructions

Proceed as follows to edit an “Audit Stage”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Calculation” in the left menu

4- Click on the Edit sign at the right to open the “Audit Stage” in edit mode

5- Edit the corresponding fields

6- “Save”

c. Delete an “Audit Stage”

Instructions

Proceed as follows to delete an “Audit Stage”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Calculation” in the left menu

4- Click on the delete sign at the right to delete one stage

5- Confirm deletion

The contract view is automatically generated and calculated based on the data entered in the tabs “CB Data & Review” and “Calculation” with the different stages

Instructions:

Proceed as follows to consult the “Contract, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Contract” in the left menu

4- The “Contract” displays information retaken from the “CB Data & Review” and “Calculation” tabs such as “Standards”, “Scopes”, “Audit stage”, “Preparation (Day)”, “Desk review (Day)”, currency…. with automatic calculation of the “Total stage” and “Total” for all stages together

5- If you need a PDF version, click on “Print”

6- The PDF report will automatically be downloaded

Notes:

• Additional editable fields may be available in the “Contract” tab to add any information about the contract to be shared with the organisation’s contact (details, discount…). Proceed as follows to complete it, starting from the “Contract” tab:
  1. Click on “Edit”
  2. Complete the editable field(s)
  3. “Save”

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to edit an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Edit”

4- Update the “Offer folder” title, assigned Standards/Scopes…

5- “Save”

6- Browse the menus on the left and “Edit” the corresponding data by editing/saving each tab

Notes:

• Only Offer folders with status “In progress” or “Unlocked by CB” can be edited by “Offers & Contracts” users
• The “Contract” is automatically updated if you update “Offer folder”, “CB Data & Review” and “Calculation” tabs
• It’s not possible to “Edit” an “Offer folder” with the status “Reviewed by CB”, “Approved by the organisation” or “Cancelled”. It should be unlocked by “Offers & Contracts” “Review” user before edition. For more information about unlocking an “Offer folder”, see: “Unlock” an “Offer folder”

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to delete an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to delete

3- Click on “Delete”

4- Confirm deletion

Notes:

• Only Offer folders with status “In progress” or “Unlocked by CB” could be deleted by “Offers & Contracts” users
• It’s not possible to “Delete” an “Offer folder” with the status “Reviewed by CB” or “Approved by the organisation”. It should be unlocked by “Offers & Contracts” “Review” user before. For more information about unlocking an offer folder, see: “Unlock” an “Offer folder”.
• It’s not possible to “Delete” an “Offer folder” with the status “Cancelled”

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

a. “Review” the Offer folder

Proceed as follows to Review an “Offer folder”, starting from the left main menu, or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to review

3- Click on “Application Review”

4- If any required field for the applicable “Offer folder” tabs is missing, a red bar will appear, with links to complete the corresponding fields. In this case, complete the missing fields by clicking on the links

5- If applicable, click again on “Application review” once completed

Once “Reviewed by CB”:

• The status of the Offer folder is displayed as “Reviewed by CB”
• 2 buttons (options) are available in the “Offer folder”: “Unlock” and “Approve by the organisation”
  • “Approve by the organisation” button is available for both organisation’s contact and “Offers & Contracts” users and to approve the “Contract”
  • “Unlock” button available only for “Offers & Contracts” reviewers in case any update is needed on the “Offer folder” tabs.
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is automatically published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the “Offer folder” is “Reviewed by CB”

Notes

• All actions related to the evolution and change of the “Offer folder” status are listed in the “Status history” in the Offer folder and in the “Offers & Contracts” list

b. “Unlock” the Offer folder

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to unlock an Offer folder, starting from the left main menu, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to unlock

3- Click on “Unlock”

Once “Unlocked by CB”:

• The status of the Offer folder is displayed as “Unlocked by CB”
• 3 buttons (options) are available in the “Offer folder” for authorised users:
  • “Edit”, for instructions, see “Edit” an Offer folder
  • “Delete”, for instructions, see “Delete” an Offer folder
  • “Application review”, for instructions, see “Application Review” of an Offer folder
• All “Offer folder” tabs are editable
• The “Contract” is no more shared with the organisation’s contact

Notes

• “Unlock” is applicable only for Offers & Contracts” with status “Reviewed by CB”
• All actions related to the evolution and change of the Offer folder status are listed in the “Status history” in the Offer folder and in the “Offers & Contracts” list

c. “Approve by the organisation” the Offer folder:

Necessary rights: Organisation’s contact

Once “Reviewed by CB”, the organisation’s contact has the possibility to “Approve by the organisation” the Offer folder. Instructions are available on the “Certified organisations user guide”

Once “Approved by the organisation”:

• The status of the Offer folder is “Approved by the organisation”
• 1 button “Cancel” is available in the Offer folder – for instructions, see “Cancel” an Offer folder
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• A notification is automatically sent when the organisation’s contact approves the Offer folder to the “Offers & Contracts” reviewers with direct link to the Offer folder
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the Offer folder is “Approved by the organisation”

Notes

• Only the Offers folders with status “Reviewed by CB” can be approved by the organisation’s contact (“Approve by organisation” button is visible)

Tips and recommendations:

• The “Offers & Contracts” reviewer has the possibility to approve the Offer folder instead of the organisation’s contact. This option could be used in case the organisation’s contact approves it by letter, phone or email. In this case the status of the Offer folder is also “Approved by the organisation”

d. “Cancel” the Offer folder

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to “Cancel” an Offer folder, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding Offer folder to cancel

3- Click on “Cancel”

Once “Cancelled”:

• The status of the “Offer folder” is displayed as “Cancelled”
• No button (option) is available in the “Offer folder
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the “Offer folder” is “Approved by the organisation”

Notes:

• Only the Offers folders with status “Approved by the organisation” can be cancelled (“Cancel” button is visible)

Tips and recommendations:

• All actions related to the change of the “Offer folder” status are listed in the “Status history” in the “Offer folder” and in the “Offers & Contracts” list

Instructions:

Proceed as follows to communicate or share documents between “Offers & Contracts” users assigned to an organisation, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the “Offer folder” concerned by the communication or the documents to send

3- Enter the message to send in the “Comment” section of the “Offer folder” page

4- Attach a file if needed

5- Notify the right persons in the section “Notify to”

6- “Save”

Notes:

• Access to documents and comments entered here is strictly limited to the concerned CB users or roles: CB Admin, “Offers & Contracts” users. The other CB users (Auditors, Reviewer) do not have access to this information.
• In case of comments, those listed under « Notify to » automatically receive an email including a link to the “Offer folder”

Tips and recommendations:

• Use this “Comment” section to communicate or share documents within the team and ensure exchange historization.

Instructions:

Proceed as follows to communicate or share documents with the organisation’s contact, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the “Offer folder” concerned by the communication or the documents to send

3- Click on “Message box” on the left menu

4- Enter the message to send in the “Comment” field

5- Attach a file if needed

6- Notify the right persons in the section “Notify to”

7- “Save”

Notes:

• Access to documents and message entered here is strictly limited to the following roles: CB Admin, “Offers & Contracts” users and organisation’s contact
• The other CB users (Auditors, Reviewer) do not have access to this information
• In case of comments, those selected under « Notify to » automatically receive an email including a link to the message
• In the section “Notify to”, the user identified in “CB users” are the “Offers & Contracts” users and CB admin users

Tips and recommendations:

• You can use this “Message box” to
  • share documents with the organisation’s contact
  • store manually signed pdf version of the contract

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)

Notes :

• 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 module proposes only the auditors who are qualified (i.e. with validated qualification folders) for the selected standards and scopes

5- “Save”

Notes :

• It is easier to identify your planning needs, i.e. organisations for which no audits are planned, and to generate pre-populated audit planning more quickly
• A direct link to the qualification folders of the qualified auditors is available within the planning page.

Tips and recommendations:

• Standards and scopes / categories are proposed 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

Instructions :

a- Add a new audit report

Proceed as follows to enter data of a new audit report, starting from the left menu:

1- Click on “Organisations”

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

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Click on “Add audit”

6- Choose “New audit” in the drop list

7- Click on “Create”

8- Assign the applicable standards

9- Browse the menus on the left-hand side and enter the corresponding data by editing/saving each page

10- Validate the audit. For more information about validation, see section Validate / unlock an audit report

b- Add a new audit report with the Retaken option

The ViaSyst platform allows to retake some stable data from one audit report to the next one. This allows a lot of time saving by editing audit reports.

1- Reproduce all the 5 first steps of creating a new audit

2- Choose the “Name of previous audit” from which you need to retake data

3- Click on “Create”

Note: If there is already an audit report for the organisation on the database, you will preferably choose the last audit in the drop list. This brings advantage that all available and potentially stable data will be taken over from the last report – so that you spare a lot of time for entering the new report, by just checking existing data and updating as necessary.

c- Generate audit report starting from the planning

The ViaSyst platform allows to generate an audit report from the planning and retake some data. This allows a lot of time saving.

1- Click on “Planning”

2- Open the planning linked to the audit that you will generate by clicking on the “eye” icon

3- Click on “Generate audit folder” on the top

4- Click on “Create” to add a new audit or use the droplist and hoose the “Name of previous audit” from which you need to retake data and “Create”

Notes :

• All existing subsites’ data (except the “Description” field) are automatically injected into the audit folder and the certificates module at the time of the creation of the audit folder.
• Any modifications of the subsites’ data after the creation of the audit folders will not impact on the data carried over in these existing audit folders.
• For more information about the required rights to do this action, see: Roles and access rights

Tips and recommendations :

Audit name recommendation:

• • • • • Specify the audit type (e.g. certification stage 2 or surveillance, recertification)
        • Add the audit date yyyy/mm/dd
        • Example: Certification audit stage 2 2012/04/17

Instructions :

Proceed as follows to add a certificate, starting from the left menu:

1- Click on “Organisations”

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

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Identify and click on the corresponding audit to open it

6- Click on “Certificates” in the left-hand side menu (bottom)

7- Click on “Add certificate”

8- Select the applicable standard(s) or scheme(s)

9- Complete all the fields (for the scope statement and category see notes below)

10- “Save”

Notes :

• • • • • The field “Sites included in the certificates”, allows to select the subsites covered by the certificate.
        • The field “Accreditation body” field in the certificates is mandatory for the IAF certificates and pre-filled with the name of your AB(s).
        • At least for IAF certificates, it is necessary to create a new certificate for each certification cycle, ancient certificates must therefore be changed to “expired” and shall not be updated with the data of the new certification cycle.
        • All existing subsites’ data (except the “Description” field) are automatically injected into certificates module at the time of the creation of the audit folder.
        • Any modifications of the subsites’ data after the creation of the audit folders will not impact on the data carried over in these existing certificates.
        • For more information about the required rights to do this action, see: Roles and access rights

Note 1:

• • • • • Scope statement is proposed from the data entered in the audit report. It can be adapted, but it is better to change it in the audit report, so that it is already updated for the future audit report (“stable” fields are taken over from a previous audit report to the next one) and so the future certificate.
        • Certificate address: the address appearing on the certificates is prefilled from the organisation profile. So, if the organisation’s address changes, it’s important to edit the organisation profile to adapt it to have the right address appearing on future certificates.

Note 2:

How to interpret the various possible certificate status and make sure using the correct one?

• • • • • Valid; An active certificate. The organisation is certified and meets the requirements.
        • Suspended. The organisation does not meet the certification requirements. The CB has decided that the certificate is temporarily invalid (Sanction). The organisation has an imparted time frame to meet the certification requirements. If the requirements are not met within the imparted time frame the certificate is withdrawn.
        • Withdrawn: The organisation does not met the certification requirements. The CB has decided to withdraw the certificate. The certificate is invalid (Sanction).
        • Cancelled: The certified organisation has voluntary decided to terminate the certificate. The certificate is invalid but this is not the result of a sanction.
        • Transferred: The certificate has been transferred by one another CB.

Tips and recommendations :

• • • • • Only not expired valid or suspended certificates are published in the public list
        • The certificate will usually be visible on the applicable public list 1 hour after adding it on the Database
        • If the company’s scope statement covers more than one category, just tick as many categories as applicable by editing the certificate

Mistakes to avoid :

• • • • • Do not use specific characters as: “,; in the scope description

Instructions :

Proceed as follows to add a FAMI-QS certificate, starting from the left menu:

1- Click on “Organisations”

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

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Identify and click on the corresponding audit to open it

6- Click on “Certificates” in the left-hand side menu (bottom)

7- Click on “Add certificate”

8- Select the FAMI-QS – Code of practice V6 standard

9- Complete the fields:

• • • • • Decision date
        • Initial issue date: the date at which the certificate was firstly issued in the same certification cycle.
        • Last update:
          • Same as Initial issue date in case of a new certificate
          • Date of change (e.g. scope) within the current certification cycle
        • Expiry date: In case of changes during the certification cycle, the expiry date will remain the same as in the first certificate for the same cycle.
        • Certificate status

10- “Save” (All other fields are retaken from the organisation page or the audit report)
11- Click on “Submit to Scheme Owner” to validate certificate data internally and submit it to FAMI-QS for validation (Validation by CB reviewer only)
12- FAMI-QS receives an automatic notification and is invited to validate the certificate
13- Once validated by FAMI-QS, certificate data are automatically published on the public list

Notes :

• • • • Only the following certificate data are published on the FAMI-QS public list:
        • Not expired certificates
        • Certificates validated by FAMI-QS
      • On the first page of the public list, only the “Valid” certificates are indicated in the counter, but the certificate list in the following page displays all the other certificate status as well (withdrawn, cancelled…)
      • The comment section of the certificate page within the database is only visible for CB and FAMI-QS (not on the public list)
      • In case the certificate is not accepted by FAMI-QS or contains any mistake it is unlocked by FAMI-QS and no more visible on the public list:
        • 1- Update the data on the Database
        • 2- Refresh the corresponding section
        • 3- Submit the new certificate to FAMI-QS
        • 4- Once the new certificate validated by FAMI-QS
      • Notification:
        • FAMI-QS will receive a notification when a new certificate has been proposed for validation.
        • In case FAMI-QS validates or unlocks a certificate, the CB super user and the CB user who submitted the certificate will receive an email notification.
        • In case a CB user unlocks a certificate, FAMI-QS will receive an email notification.
      • Multisite organisation: As soon as a not expired multisite certificate is validated by FAMI-QS:
        • Each site is visible in a specific line on the public list in addition to the main site
        • Subsites are marked with a red star
        • FAMI-QS number, Site name, city and country are retaken from the details of each site available in the organisation page
        • Status, Certified from, Expiry date are retaken from the main certificate that contains the sites
        • For each subsite, the invoice address published in the public list will be the same as the address of the subsite

        Tips and recommendations:

        • For updating certificates data: please refer to the section “Refresh certificate”

        Mistakes to avoid :

        • Forget to unlock the previous certificate in case of new certification cycle!

Instructions :

Proceed as follow to edit an existing certificate, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation name in the search field and click on Apply

3- Open the organisation (by clicking on its name)

4- Click on “Certificates” in the left-hand side menu

5- Choose and open the corresponding certificate to edit

6- Click on “Edit”

7- Edit the corresponding fields

8- “Save”

Notes:

• • • For more information about the required rights to do this action, see: Roles and access rights

Tips and recommendations:

It’s not possible to change the assigned standard of an existing certificate.

Mistakes to avoid:

• • • FAMI-QS: forget to submit certificate to SO for validation

Instructions :

Only applicable for specific certificates

This function allows to update a certificate by taking over certificate related data that have been changed either in the organisation page or in the audit folder.

Proceed as follow to edit/refresh the data of an existing certificate, starting from the left menu:

• Click on “Organisations”
• Enter the organisation name in the search field and click on Apply
• Open the organisation (by clicking on its name)
• Click on “Certificates” in the left-hand side menu
• Choose and open the certificate to be edited/refreshed

To refresh data retaken from the organisation page, such as “Organisation name”, Address”, …:

• Click on “Refresh organisation’s data”

To refresh data retaken from the audit folder, such as “scope”:

• Click on “Refresh audit’s data”

Notes:

• All existing subsites’ data (except the “Description” field) are automatically injected into the certificates module at the time of the creation of the audit folder.
• Any modifications of the subsites’ data after the creation of the audit folders will not impact on the data carried over in these existing certificates.
• For more information about the required rights to do this action, see: Roles and access rights

Mistakes to avoid:

• FAMI-QS: forget to submit certificate to SO for validation

Instructions :

Proceed as follows to generate multisite certificates based on the same organisation and audit, starting from the left menu:

1 Add a new organisation or edit an existing organisation to add sites

2- In the section multisite organisation, enter the details for one site (Site number, Site name, Address…)

3- Click on “Add another site” to open a new section and enter the details for the second site (Site number, Site name, Address…) and proceed with adding all the sites

4- Save

5- Click on “Audits” in the left-hand side menu

6- Add the audit data

7- Click on “Certificates” in the left-hand side menu (bottom)

8- Click on “Add certificate”

9- Select the applicable standard(s) or scheme(s)

10- Complete all the fields and save

The details of all the sites will be visible in a section “Included sites” in the certificate

Notes:

• All existing subsites’ data (except the “Description” field) are automatically injected into the audit folder and the certificates module at the time of the creation of the audit folder.
• Any modifications of the subsites’ data after the creation of the audit folders will not impact on the data carried over in these existing certificates.

Tips and recommendations:

• To edit the sites details in the certificate, first edit the organisation to adjust the sites data, generate a new Audit folder, then generate a new certificate

Instructions :

Proceed as follow to delete a certificate, starting from the left menu:

1- Click on Organisations

2- Enter the organisation name in the search field and click on Apply

3- Open the organisation (by clicking on its name)

4- Click on Certificates in the left-hand side menu

5- Chose and open the corresponding certificate

6- Click on “Delete”

7- Confirm

Notes:

• • • For more information about the required rights to do this action, see: Roles and access rights

Instructions :

In case of recertification (certificate renewal), you can either (according to scheme owner instructions):

a) Create a new certificate with specific dates, or

b) Edit the existing certificate and change issue and expiry dates

Instructions :

Proceed as follow to edit a certificate in case of suspension or withdrawal, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter field

3- Open the organisation

4- Click on “Certificates” in the left-hand side menu

5- Identify the corresponding certificate

6- Open the certificate

7- Click on “Edit”

8- Go to the bottom of the page

9- Adapt the certificate status following the case: tick box valid / suspended / withdrawn

10-“Save”

Notes:

• • • For more information about the required rights to do this action, see: Roles and access rights
    • FAMI-QS certificates: in case of status change
      1. Unlock the certificate (if already validated by FAMI-QS)
      2. Update the status of the certificate
      3. Submit again the certificate to FAMI-QS for validation

Tips and recommendations :

• • • It is better not to remove the company itself (unless data are lost), but to modify the corresponding certificate.

General :

For obvious confidentiality reasons ViaSyst is not allowed to transfer an organisation folder from one CB to the other.

Only the certified organisation, as report owner, can decide to share the previous report(s) with the new CB.

Instructions :

Certified organisation:

Login to the existing access within the former CB environment and download the report(s) to be shared with the new CB.

Require both the former and the new CB to follow the following instructions.

Former CB:

The former CB has to unlock (or cancel) the certificate (if the transfer is done in the course of a certification cycle)

New CB:

The new CB has to create a new certificate as follows:

1 – Add the organisation

2- Create a new audit

• In audit folder, select the checklist “Pre-transfer review”
• In the section “Details”, in the field audit type, select “Pre-transfer review”
• and complete the following fields: “Activity”, “Single ingredients”, Mixtures”, “Formulation”, “Scope”

3- Create one certificate (linked to the audit previously created) following the instructions below:

• “Issue date”:enter the date at which the certificate has been issued by the new CB
• “Valid until date”: enter the date of end of validity period entered previously by the former
• “Decision date”: enter the date at which the company was certified for the first time by the former CB
• “Status”select “valid”

4- Click on “Submit to Scheme Owner” to submit the certificate to FAMI-QS for validation

5- After validation by the Scheme Owner, the new certificate will be visible on the FAMI-QS public list

Notes:

The former CB, the new CB and the certified organisation should operate the transfer in compliance with the scheme owner’s instructions

• Former CB:After the certificate is transferred the former CB shall unlock or cancel the existing certificate (once the certificate will be unlocked, it will no more be visible in the public certificate directory)
• New CB: Create a certificate with the status “valid”.

Instructions :

Proceed as follows to extract certificate’s data, starting from the left menu:

1- Click on “Certificates”

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

3- The Excel Extract will automatically be downloaded

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

Notes :

• • • The option “Extract” is available for all CB users but the content of the extraction is restricted to the organisations that are assigned to them
    • The Extraction is a simple way to browse in a unique file the list of all the certificates generated by the Certification Body on the Database: displays one line per certificate which contains all the details about certification such as: standards, scope, validity period, certificate status…

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 CSV audits for External users, starting from the left menu:

1- Click on “Data management”

2- Select the CSV to extract in the left hand side menu

3- The CSV Extract will automatically be downloaded after few minutes (time depend on the volume of data)

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

Notes :

• • • The Audits CSV is a simple way to browse, check and analyse in a unique file the content of all the audits related to the organisations assigned to you as external user. The Audits CSV displays one line per audit which contains all the details of the audit folder. Utilization: this CSV file is useful to perform data analysis and statistics
    • The Certificates CSV is a simple way to browse, check and analyse in a unique file the list of all certificates related to the organisations assigned to you as external user.Each certificate registered on the Database is displayed in a line so each organisation can be listed more than one time on the CSV if it is certified against more than one standard.
    • The Findings CSV is a simple way to browse, check and analyse in a unique file the list of all findings related to the organisations assigned to you as external user.Each finding registered in the Database is displayed in a line per audit, even if the finding is raised against more than one standard, it will be displayed in one unique line.

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.
    • It is about 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 publish a FAMI-QS certificate on the FAMI-QS public list:

1- Add an organisation

2- Add an audit based on the following standard: FAMI-QS – Code of practice V6

3- Add a certificate based on the following standard: FAMI-QS – Code of practice V6

4- Click on “Submit to Scheme Owner” to validate certificate data internally and submit it to FAMI-QS for validation (Validation by CB reviewer only)

5- FAMI-QS receives an automatic notification and is invited to validate the certificate

6- Once validated by FAMI-QS, certificate data are automatically published on the public list

Notes :

• Only the following certificate data are published on the FAMI-QS public list:
  1. Not expired certificates
  2. Certificates validated by FAMI-QS
• On the first page of the public list, only the “Valid” certificates are indicated in the counter, but the certificate list in the following page displays all the other certificate status as well (withdraw, cancelled…)
• The comment section of the certificate page within the database is only visible for CB and FAMI-QS
• In case the certificate is not accepted by FAMI-QS or contains any mistake it is unlocked by FAMI-QS and no more visible on the public list:
• 1. 1- Update the data on the Database
  2. 2- Refresh the corresponding section
  3. 3- Submit the new certificate to FAMI-QS
  4. 4- Once the new certificate validated by FAMI-QS

Notification:

• FAMI-QS will receive a notification when a new certificate has been proposed for validation.
• In case FAMI-QS validates or unlocks a certificate, the CB super user and the CB user who submitted the certificate will receive an email notification.
• In case a CB user unlocks a certificate, FAMI-QS will receive an email notification.

Multisite organisation: As soon as a not expired multisite certificate is validated by FAMI-QS:

• Each site is visible in a specific line on the public list in addition to the main site
• Subsites are marked with a red star
• FAMI-QS number, Site name, city and country are retaken from the details of each site available in the organisation page
• Status, Certified from, Expiry date are retaken from the main certificate that contains the sites
• For each subsite, the invoice address published in the public list will be the same as the address of the subsite

Tips and recommendations:

• For updating certificates data: please refer to the section “Refresh certificate”

Mistakes to avoid :

• Forget to unlock the previous certificate in case of new certification cycle!

CB Admin rights

Dashboard

• Access to the dashboard that includes data related to all organisations of the CB

Organisations

• Access the list of all CB organisations and can extract data
• Add, edit, delete all CB’s organisations
• Add/edit/link organisation contacts*

Offers & Contracts

• Access all CB’s “Offers & Contracts” in view
• Cannot add, edit or delete “Offers & Contracts”
• Planning
• Access to the “Planned audits” page: see all the CB plannings
• Can add, modify, delete plannings on all CB organizations
• Access the “Map”: see all CB organisations and auditors

Audits

• Access the list of all CB audits and can extract the data
• Add, edit, delete all Audit folders

Findings

• Access the list of all CB findings and can extract the data
• Add, edit, delete, validate all findings

Certificates

• Access the list of all CB certificates and can extract the data
• Add, edit, delete all certificates
• Knowledge bases
• Read all CB Knowledge bases
• Edit knowledge base items provided specific rights are allocated**

CB users

• Add, edit, delete Users profiles and Access rights
• Enter & validate qualifications for Auditors

Admin

• Read CB profile
• Access to all CB extractions (audits, findings & certificates per year, qualifications list)
• Access to IAF extraction

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

** Edit & translation right of the KB item of can be granted to a single user (only within PREMIUM package)

“Offers & Contracts” “Edit” rights:

Dashboard

• View data related to the organisations within the assigned departments

Organisations

• View organisations of the assigned departments
• Extract data of assigned organisations from the list
• May Add/edit/link organisation contacts in certain cases*

Offers & Contracts

• Add, edit, delete offer folders of the organisations of the assigned departments
• Planning
• View plannings of the organisations of the assigned departments

Audits

• View Audits of the organisations of the assigned departments

Findings

• View Findings of the organisations of the assigned departments

Certificates

• View Certificates of the organisations of the assigned departments

CB users

• View “User’s list”
• View “Qualifications’ list”

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

“Offers & Contracts” “Review” rights:

Dashboard

• View data related to the organisations within the assigned departments

Organisations

• View organisations of the assigned departments
• Extract data of assigned organisations from the list
• May Add/edit/link organisation contacts in certain cases*

Offers & Contracts

• Add, edit, delete offer folders of the organisations of the assigned departments
• Review and validate offers

Planning

• View plannings of the organisations of the assigned departments

Audits

• View Audits of the organisations of the assigned departments

Findings

• View Findings of the organisations of the assigned departments

Certificates

• View Certificates of the organisations of the assigned departments

CB users

• View “User’s list”
• View “Qualifications’ list”

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

Reviewer rights

Dashboard

• Read only view of data related to the assigned organisations

Organisations

• Read only view on assigned organisations
• Extract data of assigned organisations from the list
• May Add/edit/link organisation contacts in certain cases*

Offers & Contracts

• Access the list of offers of each assigned organisation
• Access the “Organisation data” page of the offers of the assigned organisations
• No access to any other “Offer & Contract” folder tab (‘CB data’, ‘calculation’, ‘contract’)

Planning

• Access to the “Planned audits” and “Planning list” pages: view only the list of plannings of the assigned organisations
• View only plannings of assigned organisations
• Edit certain planning data as appropriate**
• Access to the “Map”: view all assigned organisations and only its own geolocation on the MAP

Audits

• Access the list of all audits of the assigned organisations, can extract these data
• Add, edit, delete Audit folders of the assigned organisations
• “Validation by Reviewer” of the Audit folders of the assigned organisations

Findings

• Access the list of all findings of the assigned organisations, can extract these data
• Add, edit, delete, validate all findings of the assigned organisations

Certificates

• Access the list of all certificates of the assigned organisations, can extract these data
• Add, edit, delete certificates of the assigned organisations

Knowledge bases

• Read all CB Knowledge bases
• Edit knowledge base items provided specific rights are allocated***

CB users

• View his/her profile

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

** Edit the following planning data provided additional rights have been granted

• Edit / modify the audit windows
• Edit / modify dates and status of the audit planning

*** Edit & translation right of the KB item of can be granted to a single user (only within PREMIUM package)

Lead Auditor rights:

Dashboard

• View data related to the assigned organisations

Organisations

• View assigned organisations
• Extract data of assigned organisations from the list
• May Add/edit/link organisation contacts in certain cases*

Offers & Contracts

• Access the list of offers of each assigned organisation
• Access the “Organisation data” page of the offers of the assigned organisations
• No access to any other “Offer & Contract” folder tab (‘CB data’, ‘calculation’, ‘contract’)

Planning

• Access to the “Planned audits” and “Planning list” pages: view only the list of plannings of the assigned organisations
• View only plannings of assigned organisations
• Edit certain planning data as appropriate**
• Access to the “Map”: view all assigned organisations and only its own geolocation on the MAP

Audits

• Access the list of all audits of the assigned organisations, can extract these data
• Add, edit, delete Audit folders of the assigned organisations
• “Validation by Lead Auditor” of the Audit folders of the assigned organisations

Findings

• Access the list of all findings of the assigned organisations, can extract these data
• Add, edit, delete, validate all findings of the assigned organisations

Certificates

• Access the list of all certificates of the assigned organisations, can extract these data
• Add, edit, delete certificates of the assigned organisations

Knowledge bases

• Read all CB Knowledge bases
• Edit knowledge base items provided specific rights are allocated***

CB users

• View his/her profile

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

** Edit the following planning data provided additional rights have been granted

• Edit / modify the audit windows
• Edit / modify dates and status of the audit planning

*** Edit & translation right of the KB item of can be granted to a single user (only within PREMIUM package)

Auditor rights

Dashboard

• View data related to the assigned organisations

Organisations

• View assigned organisations
• Extract data of assigned organisations from the list
• May Add/edit/link organisation contacts in certain cases*

Offers & Contracts

• Access the list of offers of each assigned organisation
• Access the “Organisation data” page of the offers of the assigned organisations
• No access to any other “Offer & Contract” folder tab (‘CB data’, ‘calculation’, ‘contract’)

Planning

• Access to the “Planned audits” and “Planning list” pages: view only the list of plannings of the assigned organisations
• View only plannings of assigned organisations
• Edit certain planning data as appropriate**
• Access to the “Map”: view all assigned organisations and only its own geolocation on the MAP

Audits

• Access the list of all audits of the assigned organisations, can extract these data
• Add, edit, delete Audit folders of the assigned organisations

Findings

• Access the list of all findings of the assigned organisations, can extract these data
• Add, edit, delete, validate all findings of the assigned organisations

Certificates

• Access the list of all certificates of the assigned organisations, can extract these data
• Add, edit, delete certificates of the assigned organisations

Knowledge bases

• Read all CB Knowledge bases
• Edit knowledge base items provided specific rights are allocated***

CB users

• View his/her profile

* Add/Edit organisation’s contacts: These rights are additional rights that can be withdrawn as necessary

** Edit the following planning data provided additional rights have been granted

• Edit / modify the audit windows
• Edit / modify dates and status of the audit planning

*** Edit & translation right of the KB item of can be granted to a single user (only within PREMIUM package)

Contact organisation

Organisations

• View the list of his/her organisations
• Extract data

Offers & Contracts

• View the reviewed “Offers & Contracts” of his/her organisations
• If edit right are given by CB, can edit and complete “Organisation data page”
• Can validate “Offers & Contracts” as “Contact Organisation”

Planning

• Access to the “Planning list” page: see plannings of his/her organisations

Audits

• View the list of published audits folders of his/her organisations

Findings

• Access the list of all findings published related of his/her organisations and can extract the data
• View all findings published related to his/her organisations
• Complete corrective action plan and implemented corrective action of the findings related of his/her organisations

Certificates

• Access the list of all certificates related of his/her organisations and to each certificate

Knowledge bases

• View all CB Knowledge bases