How is the ViaSyst dematerialised audit report structured?

The concept of the ViaSyst dematerialised audit report is to move to a 100% web and database approach in order to draw a full profit from any rationalisation, efficiency, consistency or security potential allowed by the NTIC.

The report form structure, summary and (obligatory or not) fields are defined by the scheme owner or the certification body.

The auditor cannot modify the form structure and completion of all items is checked and validated before releasing the report.

The auditor only needs to enter the audit specific data (general information, audit plan, auditees, findings).

In case of combined audit with various report forms required by the scheme owners, all item are only entered once, the database approach allowing the different report forms to draw the needed information from the database.

The auditor can improve consistency of audit findings by using the audit findings database, with validated modifiable findings proposed for any clauses of the standard. This approach also saves time.

The auditor may also attach links to relevant items of the knowledge base, so that the client may search solutions and best practices for completing any non-conformity. This is adding value to the audit.

The released report is automatically shared with the authorised users, and doesn’t need anymore to be mailed or uploaded as file on any portal.

The client can enter himself the corrective actions related to non-conformities. The non-conformity follow-up is secured and simplified.

Data may be used for statistic or benchmarking by scheme owner or any authorised interested party (e.g. group, certification body, retailer, authorities)

What are the advantages of the ViaSyst dematerialised audit report?

Traditional audit reports (as word or pdf files) include a lot of disadvantages:

• mix of document (form’s frame, summary, standard texts) and records
• summary and format adaptable
• waste of time for finding writing and report edition
• no validated audit findings
• waste of time in case of combined audits
• records not exploitable
• no consistency check before release
• no interactive share with authorised users
• recorded data impossible to use outside the specific recorded report
• copy/paste errors
• waste of time in case of new version

ViaSyst dematerialised audit addresses all these weak points and brings following advantages thanks its interconnected database approach:

• controlled form, not modifiable by the user
• audit report writing limited to specific data and findings recording
• audit findings consistency improved (and writing time reduced) thanks relation to validated audit findings database
• check of report completion before release
• data entered only once and usable by several report forms in case of combined audits (time and cost saving)
• data exploitable for statistic or benchmarking
• data of previous audits and/or report forms available without copy for new audits

Does the ViaSyst dematerialised audit report allow to save time and money?

Yes, experience shows that the ViaSyst dematerialised audit report allows average 2 hours time saving per report (or additional report in case of combined audit) – with simultaneously improved consistency.

What is the efficiency gain generated by the ViaSyst dematerialised audit report?

Auditors gain:

• time (for sometimes unpaid hours)
• consistency
• reliability
• added value for the client
• client satisfaction

Certification bodies gain:

• consistency
• cost savings
• audit process and auditor control
• added value for the client
• client satisfaction

Certified companies gain:

• access to audit finding database for audit preparation (self-assessment)
• validated finding interpretation
• access to best practices for non-conformity completion
• simplified communication with CB

What is the return on investment for the certification bodies using the ViaSyst dematerialised audit report?

Experience shows that the cost saving and return on investment for an average certification body is about 4% of turnover.

Who edits the audit report on the ViaSyst platform?

The auditor edits the report.

Only registered auditors (with the applicable scopes) may edit a report.

How is the audit report verified before release?

The first verification level of the report is provided by the system: all obligatory fields shall be completed prior the report is released.

The second verification level is through validated audit findings that the auditor uses for writing his report.

Who has access to the audit report?

The auditor and the certification body have access as editor.

The auditor generates the needed access for the client.

The client may generate an access for any interested party he’d like to authorise (e.g. retailer, authority).

How does the follow-up of the non-conformities completion work with the ViaSyst dematerialised audit report?

Any audit finding interpreted as non-conformity generates an entry in the non-conformity database or “manager”.

The client has editor access to display the applied the corresponding corrective actions.

Both the auditor and the client may check the completion follow-up over the time.