Audit Management Software

A Commitment to Standards

Internal audits are an essential element of any compliance system. IsoTracker greatly simplifies the process of constructing, scheduling and running an audit. Its flexibility and ease of use means that even the most unusual or complex audit can be set up logically and quickly.

 
Business Drivers
  • I want to encourage customer confidence
  • I want a time saving solution
  • I need consistent auditing standards
  • I want clarity across the organisation
 

Scheduling and Checklists

Our auditing process allows you to easily construct a checklist and attach it to a particular document. An audit checklist can either be built from scratch or by using prior checklist items. When an audit is constructed and published, isoTracker will identify the auditees with access to the document in the assigned departments and will also identify the auditors with the appropriate competencies.

Scheduling the individual to be audited is then quick and easy. When an audit is due it automatically appears in both the auditor’s and the auditee’s lists of Tasks. When an audit occurs the auditor enters the results on line. Space is provided for comments and the results of an internal audit are immediate. Passed audits are immediately closed while failed audits can proceed to a re-audit stage. Improvements in audit results over time can be tracked and measured.

A range of reports offer an up to date and comprehensive picture of each audit’s status.

Features

Construction

  • IsoTracker allows identified auditors to schedule, specify and construct an audit checklist and to perform the audit on its scheduled time. Audit schedules and the checklist can be viewed by auditors, auditees and other approved personnel.
  • Schedule audits of suppliers, internal departments, products or processes. Assign an auditor who can differ from the person creating the audit.
  • Audit checklists can vary in size and be saved in a library and retrieved for future audits. This relieves the repetitive task of re-writing similar audits and reduces the risk of overlooking audit items and areas. Saved checklists can be modified and then updated or saved with a different title.
  • Checklists can be printed for recording results off-line on a spreadsheet. Answers entered on the spreadsheet can be uploaded to populate the checklist.

Scheduling

  • Audits can be scheduled to run at any time and be repeated at regular intervals.
  • Comprehensive report showing all scheduled audits whether planned, running or completed.
  • Audit start dates and recurrences may be altered.
  • Simultaneous audits can be scheduled in different departments with the same checklist but different auditors.

Running

  • The auditor and the selected auditee are sent advance reminders of an impending audit. On the day the audit is due to start, it appears in the auditor’s list of Tasks and stays there until it is completed.
  • The properties of an audit can be modified prior to being run. During the audit questions can be added on the fly in order to respond to matters that have arisen and that need to be checked as the audit progresses. Non-relevant questions are answered as N/A (non-applicable) and deleted from the results of the completed audit.
  • All the audits that have been run are stored by the system.
  • Allows easy comparison between current audit and previous audit results.
  • Audits can either be pass/fail or numerically graded. The grades can be modified to suit an organization's grading system.
  • Upon completion of the audit checklist the CAPA (Corrective and Preventive Action) features are activated. Failed or unsatisfactory questions can be selected and assigned for correction to selected staff members.
  • The audit can be closed once completed or after all CAPA issues have been signed off. On sign off an opinion is selected and the audit report is produced. Feedback can be solicited from the auditee, or another selected user, about the audit opinion and the audit report.
  • Once closed the next occurrence of a recurring audit is automatically created and scheduled according to the identified recurrence rules.
  • Signed-off audits may be viewed at any time by authorized users but they cannot be changed.

Benefits

There are a number of divergent opinions about the role of audits. Some people feel that they take up too much time to prepare and perform. Others would like audits to acknowledge the fact that the Pass/Fail result does not demonstrate improvement. Our objective with our audits module is to minimize the overhead of creating and running them as well as being able to trend changes in performance over time.

Maintain Standards

  • Noticeably maintain standards at minimum cost in terms of time and money.
  • Ensure a consistent auditing approach.
  • Building up a sound history of audits and results establishes a verifiable level of expertise, which can engender improved customer confidence in your business processes.

Minimize Compliance Costs

  • Schedule audits easily and quickly.
  • Access previous checklists and re-use commonly used checklist questions. This saves time as well as minimizes the chance of forgetting important questions.
  • Easily refer back to previously entered results for any given audit as a cross check for building an up to date audit checklist.

Look for Improvement

  • Choose between a pass/fail and a graded result based audit. This ensures that the results actually reflect the level of achievement against your standards.
  • Track the improvements over time by trending the graded audit results.
  • Identify areas of consistent under achievements and then set priorities for future audits.

Create Consistency

  • All standards (Quality, Environmental, Health and Safety) can be administered using isoTracker.
  • Ensure consistency of approach and reporting over time. Build up a proven and reliable audit history.

FAQs

GENERAL

Q. Is there anything in isoTracker that allows me to speed up the process of building checklist?

Yes, there are two different methods available. You can upload and save checklists which can be reused for as many audits as you wish. You can also access prior audit checklists, and these can be re-used for different audits also as often as you wish. After using either of those options you can pick and choose which questions you want to re-use and also add new questions to the checklist at will such that you have a completely new checklist in a matter of minutes.

Q. Can I print a checklist of Questions?

Yes. There is facility for extracting a checklist as an Excel spreadsheet and printing it. There is plenty of space provided on the printed checklist to write the results as well as your audit notes.

Also, the Excel spreadsheet can have the answers and notes typed in the relevant fields and then uploaded back into the relevant audit thereby populating the answers to the checklist questions and saving valuable time.

Q. Do I have to have a checklist of questions set up before I can run an audit?

No, you do not need to have the checklist constructed when you start running the audit. You can add questions on the fly as they occur to you.

Q. What about Suppliers? Can I set up audits against them?

In common with all of isoTracker’s other functionalities, external activity can be run as effectively as internal ones. The auditor will simply need Internet access when they are performing the audit at the supplier’s location or simply print out the checklist prior to running the audit.

Q. Can I link an audit to a procedure? Can the procedure be displayed while the audit is being run?

Yes, at any time prior to running the audit you can attach documents from the isoTracker document control module or external documents. All documents are viewable at any time while running the audit.

SCHEDULING

Q. Does isoTracker allow me to schedule my audits to be run in the future?

Yes, dates of audits may be planned at any time and can be scheduled to run in the future. Once an audit has been constructed and scheduled any of its elements may be changed.

Q. Can I schedule regular or recurring audits?

Yes, regular or recurring audits are scheduled very easily. Simply state the date on which you want the audit to start and then give the frequency of these audits; the system does the rest.

Q. How does an auditor and an auditee know when an audit needs to be performed?

Audits dates are displayed automatically in the users respective calendars in the module. Both parties then receive a reminder that they are due to have the audit, if that has been requested, and they also receive a notification at the scheduled date and time.

RUNNING AN AUDIT

Q. How do I record results?

When audits are created scoring rules are selected from either pass/fail or graded. Results are entered directly into the checklist on a question by question basis by selecting from an answer drop down list which displays the options based on the selected scoring rules. A comment is required for a fail answer in a pass/fail audit or a score of 1 and 2 in a graded audit.

A comment can also optionally be entered on any question.

Q. How do I raise a corrective action from within an audit?

A corrective action can be assigned to any audit question that has not had the pass answer assigned to it in a pass/fail audit or the score of 5 for a graded audit. The corrective and preventive action features are only activated once all the questions in the audit checklist have been completed.

Q. How are corrective actions initiated and resolved?

A corrective action is initiated by assigning a task to one or more staff members, associating a relevant question and/or a non-conformance and assigning a response date. Reminders are automatically sent off when the task has not been responded to by the assigned response date. A corrective action is resolved when the task has been responded to with the requisite proof of implementation and effectiveness. At this stage the correction action is recorded as resolved when the response is accepted.

The rejection of the response indicates that the corrective action is not resolved and additional information and proof is required. A rejected response from a relevant staff member re-launches the corrective action but with a new response date. The process of rejecting the response and assigning a new response date can be repeated until the response is accepted which closes the corrective action.

Q. Can anyone change an audit's results after its completion?

No. Once an audit is completed and signed off it cannot be changed by anyone. It can, however, be repeated either as a recurring audit or by creating a new audit with all its properties using the copy prior audit feature.