Installation and activation of the Audit-tool V4

Transcription

1 Installation and activation of the Audit-tool V4 System requirements: Windows 2000/XP/VISTA/7; Minimum processing speed Pentium IV (1 GHz) or equivalent; 512 MB RAM; 100 MB of hard disk storage space; Graphic interface VGA or higher; Internet access. The new Audit-tool V4 is distributed by a LINK for DOWNLOAD or via USB stick. 1. Step: Installation Please execute the setup.exe file. Installation starts automatically. Simply follow the instructions for installation on your screen. 2. Step: Activation After installation you can start the IRIS Audit-Tool by double clicking the icon on the desktop. The first time you start, you will be asked to enter: the user name => insert your Name the license name => you should get it with the download link or with the USB stick. the registration key => you should get it with the download link or with the USB stick. You should ensure that an internet connection is available before activation. To activate your IRIS Audit-Tool license, please select the activation of the license via Internet! Your registration details will be verified and the activation will be completed. After successful activation, you can use the complete version of the IRIS Audit-Tool. If you required any support, please contact IRIS Management Centre. Note: Without activation, you can use a Demo version of the IRIS Audit-Tool for 30 days. After this period expires, the activation of the software becomes necessary.

2 A) Look&Feel Interface changes Audit-tool v3 Audit-tool v4 Which are the major changes? - The software was 100% re-coded using the state of the art programming language Microsoft.NET; - L&F is now very similar to the Microsoft Office interface; - The left side column can be hidden to give more space to the questionnaire - All kinds of characters can be used B) Auto-save function The Audit-Tool includes an auto save function. This function saves the audit file automatically after a given period of time. The function is ON by default, but can be switched OFF in the options dialog, also selecting the amount of time to do the automatic saving. The default value is 10 minutes.

3 C) Company Master Data It now shows the information about WHEN the data have been last edited on the IRIS Portal it s key to keep up this information updated due to the calculation of the minimum audit days now embedded in the AT4. The AT4 automatically crosscheck the data on the IRIS Portal company profile with the data entered by the CB about site extensions and remote function, and in case of inconsistencies it drives the user to the right approach. D) Questionnaire - The Maturity Levels (MLs) visibility has largely increased by: o Possibility to select the 4 MLs as separate columns, to show the content of the 4 MLs in the questionnaire window;

4 o Possibility to see the 4 MLs by dragging the mouse over the column title, so that the POP-UP window comes out showing the 4 MLs - The column Number, if used as a filter, shows all IRIS clauses and sub-clauses for a more effective use; - Now the user may enter information in the cells and move quicker from one cell to another one: no more the need to push on the OK button when entering a score or a finding text; - There are 4 new columns in the questionnaire, dedicated to the processes, procedures, KPIs and Records (mandatory and recommended) following the description of the IRIS booklet Annex 3. Now the user can filter the questionnaire also according to these characteristics.

5 - Added the possibility to search text also in the column description where you will find the content of the different MLs E) Audit PLAN The Audit plan is one of the major improvements introduced with the AT4. The new audit plan section is composed by 5 parts. 1) AUDIT PLAN COVER SHEET This page contains the most important information about the audit itself and will be printed mandatory as the 1 st page of the audit plan export option.

6 2) AUDIT PLAN CONTENT This part should contain the details of the audit planning. It s NOT mandatory, but it s highly recommended to be filled up because it gives many advantages to the users: - It s very easy to complete: the AT drives the user in the selection. Each cell can be filled up by picking a date, a time, selecting a person, selecting the action type (audit, meeting, break, ), selecting the parts of the standards to be audited. - The AT manages how the questionnaire parts are selected into the audit planning: o The user shall pick up the questionnaire clauses/sub-clauses from the scrolling list; o If a clauses is picked up, it becomes GREY together will its sub-clauses; o The same clauses can be picked up other times during the planning, if needed; o Excluded clauses or not applicable questions (set-up in the questionnaire part) are considered in the planning; - Once the Audit plan is done, the questionnaire can be ordered to follow the plan in one click (from the questionnaire window, right click with the mouse button on the questionnaire, sort by Audit plan), and can also be exported as a PDF document by following the planning order and showing the audit plan information on top of each section; - The user may also choose to import the audit plan content from another IRIS audit file (just the audit plan, to avoid creating every time the audit plan from scratch); - The Audit-tool automatically updates the info about result in % and numbers of CARs/IARs for every item of the plan content;

7 3) AUDIT LONG TERM PLANNING This section was developed especially to better manage and follow-up internal audits. It shows the progresses in the long term, the user can select from one up to three years This part will automatically fill-up based on the progress in auditing the IRIS questionnaire, as it was planned in the audit plan section.

8 4) AUDIT PLAN SUMMARY This summary of the planning is mandatory to be done for 3 rd party audits (and not for internal audits) and replaces the AT3.2 section where the user had to write the starting-ending time of the audit. Here the user shall select for each audit day, how many hours the team has spent for the IRIS audit, including information on the Readiness Review. Finally the table calculates the total time spent in the IRIS audits and crosschecks this number with the minimum number of days according to official calculations described in the Annex 2 of the IRIS booklet. 5) AUDIT DAYS CALCULATOR This area is automatically filled up and shows the calculation of the minimum audit days based on the information present in the AT4: - Number of employees in the location (from the IRIS Portal); - Number of employees in remote locations and site extensions (requested by the AT4 and crosschecked with the info on the IRIS Portal); - Other certifications already achieved (from the IRIS Portal); - Activities such as D&D or Manufacturing NOT in the scope of the company (selected in the AT4); - Reductions based on the so called compensative and rewarding approach will automatically apply if the scores of the previous audit allows it; A new EXPORT option dedicated to the audit plan is available now. The user may select which parts of the audit plan can be exported, however the cover sheet is always mandatory. The user may also select to export any part of the audit plan in the Audit Report export. In this case, the section 4 of the plan (audit plan summary) is mandatory printed.

9 F) EXECUTIVE REPORT EXPORT The AT4 includes a new export dedicated to the company executives, who need access to the KEY information to take quick decisions and react rapidly. In order for this export to be available, the auditor shall fill-up an additional SWOT analysis part, visible in the section audit summary. By doing the SWOT analysis, the EXPORT of the executive report looks like the image on the left.

10 G) PROJECT AUDITED In this new area the auditor should enter information about the Rail projects he has been audited on site, including the info about which clauses of the standard have been audited concerning the project. H) NEW COLUMN FOR THE TEXT OF THE CARS AND IARS A new column named text of CARs(NCs) and IARs is introduced and is used similarly to the column findings/evidence. In this field the auditor shall write the text of the assigned CARs or IARs, therefore leaving the cell findings/evidence for a better and more appropriate use. The cell Corrective Action and improvement action are to be used by the audited organization to follow-up the closure of CARs/IARs. It is to be mandatory filled in ONLY when it s assigned a CAR or a IAR.

11 I) PERFORMANCE IMPROVEMENT AREA This new area was created with the intention to collect feedbacks from the field about the improvements measured in the BMS following the implementation of the IRIS requirements. The auditor should answer to the questions: - What has IRIS changed or improved in the company? - How is the company measuring the effectiveness of the BMS based on IRIS? The user is asked to rate (HIGH, MEDIUM or LOW) how much IRIS brought improvements in the company in each proposed subject. For each subject there is some space to enter some dedicated optional free text. If an item is scored with HIGH, the optional text becomes mandatory. This new TAB is optional to be filled for every certification and re-certification audits where a previous audit exists. J) CUSTOMIZING THE PDF EXPORT TOOL The new AT4 includes a section where the user can customize the layout of the PDF reports. When the user enters this area, the top side menu changes to offer the options about the customization of the PDF exports. Margins, orientation and size can be modified, and the document may even be scaled if there s the need to fit more information into the page.

12 K) UPLOAD OF AUDIT RESULT ON THE PORTAL (not relevant for INTERNAL audits) With the launch of Audit-tool V4, the IRIS Portal is modified to directly select and upload the audit file itself, without the need to enter all audit information. Please refer to the dedicated information sent to all CBs on 25/01/2012 and 26/01/2012

13 History of Revisions Audit-tool V (Update) - Fixed: Export of the questionnaire the columns Process, Procedures, KPIs and Records (IRIS-6251) - Optimized: Renaming certification to Readiness review and Certification/Upgrade audit and added new validity check of a certificate for Reaudits and re-certification audits to extend the certificate validity (IRIS-6194) - Fixed: Added signature line and description to 2nd page of certificate export (IRIS-6192) - Fixed: excel export format to xlsx and fixed several output bugs (IRIS-6154) - Fixed: special chars messages in master data tab to be only visible if there is a special char in one of the text fields (IRIS-6100) - Fixed: Fixed questionnaire import for excluded rows, the system exclude only questions which are allowed (IRIS-5996) - Optimized: Added registration name and serial to about screen (IRIS-5984) - Fixed: Fixed spelling in proxy authentication dialog (IRIS-5980) - Fixed: Fixed export for certicates without templates (IRIS-5922) - Fixed: Fixed auditplan content and summary export to use the sortno properly (IRIS-5414) - Fixed: Activate RR export for failed RR (IRIS-5395) - Fixed: Removed old version of spell checker and implement a new one for questionnaires (IRIS-5383) - Optimized: Added download and update of CB text into the audit tool for the export (IRIS-5372) - Fixed: By adding new lines in the audit plan content and summary tables, the sorting numbers are not set properly if more than one line was added. (IRIS-5194 ) - Fixed: Audit master data -> Last failed audit were wrong (IRIS-4474) - Fixed: Fixed IAR assignment via questionnaire column textofcar/iar (IRIS-4152) - Fixed: Export questionnaire sorted by audit plan (IRIS-4147) - Fixed: certificate export: Templates will be visible on all pages (IRIS-3924) - Fixed: added help link to the software (IRIS-3166) - New function: Additional control when creating an audit: An auditor can only selected and uploaded to an audit for five five annual IRIS audits for the same client - New function: Confirmation of previous certificates; The info about other certifications, is shown in the company master data include all IRIS approved CB. In the audit days calculator the audit time shall reduced when the following audits are done from the same CB: ISO9001, IRIS, ISO TS16949, AS Improvement: Export the executive report with a template option (IRIS-6312) - Fixed: correct export to Action plan to new Excel Format in XLSX File (IRIS-6154) - Fixed: Added license name and part of serial to the about screen of the software (IRIS-5984) Audit-tool V (Update) - Optimized: export certificate with templates. Using another module to allow the template function (IRIS-4157) - Fixed: Allow the possibility to exclude questions in REV 01 and REV 02 and Import of excluded questions from old REV01 files (IRIS-3141) - Fixed: audit plan calculation. Take care of minutes and implement a basic rounding function in the audit plan. (IRIS-4498)

14 - Fixed: certificate export: certificate number on the second page were wrong (IRIS-4514) - Fixed: certificate export: country name in the certificate export in English only even the settings are in another language (IRIS-4500, IRIS-5171) - Fixed: certificate export without auditors signature (IRIS-4506) - Fixed: certificate export: problems with special chars in the export (IRIS-4787) - Fixed: allow the possibility to mark some questions as NA where it is allowed (IRIS-5071) - Changed: Naming of the result in the report as INTERMEDIATE-, PRELIMINARY- OR FINAL RESULT (IRIS-2969) - Optimized: special characters in the name of the file allowed now (IRIS-5007) - Fixed: Export of Audit plan does not longer throws an exception if it is empty (IRIS-5345) - Fixed: Naming of area changes compared to previous audits (IRIS-4151) - Fixed: fixed problems to handle internal double coid s (IRIS-3884) - Fixed: activation error message more readable (IRIS-4181) - Fixed: scope and product description in executive report (IRIS-3886) - Fixed: error during select and deselect auditors in the audit plan summary (IRIS-4095) - Fixed: Activated history of CARs in the report for all audits and visibility and Output of report page History of CARs/IARs take care on empty tables now (IRIS-4148) - Fixed: text wrap of all fields in the action plan export (IRIS-4189) - Fixed: Sorting for audit plan content and audit plan summary works now properly (IRIS-5064) - Fixed: Prevent errors during adding, delete and sort entries in the audit plan content. (IRIS-4551) - Fixed: some clauses in the audit plan export were written in German (IRIS-5044) - Fixed: added readable message in the update dialog (IRIS-5139) - Fixed: Spell checker for the questionnaire is working now (IRIS-5378) Audit-tool V (Hotfix) - Fixed: Excel Export for action plan - Fixed: In the Questionnaire two questions (4.1-6 and 4.1-7) were not visible for REV 01.( IRIS-4123 ) - Fixed: Renaming HISTORY of CARs/IARs section (IRIS-4153) - Fixed: In case of CARs and IARs, the PDF action plan only shows the signature for IARs. The text below the signature line shall be "Company agrees on the Action Plan" and nothing else (the due date is already available in the table, last column). (IRIS-4098) - Fixed: If I double click on the missing item in the "status" page I'm not redirected directly to the missing item (see example of SWOT analysis: the AT4 just brings me to the last open item in the area "audit summaries" and not directly to the SWOT area) (IRIS-4097) - Fixed: The info about the project audited in the PDF report. (IRIS-4093) - Fixed: Audit report export: The text of the 10 main points in the RR part shall be in bold or with GREY background (IRIS-4086) - Fixed: Audit long term planning: Added Optimized and Qualified to CAR Checks in long term list (IRIS- 4085) - Removed COID in the audit plan cover sheet area in the audit report (IRIS-4083) - Change: Enable clickable links in the Update message (IRIS-4114) - Change: the update message that the message is appearing every time the user start the software. (IRIS-4110)

15 - Removed text about the next surveillance audit time in the report (IRIS-4092) - Changed: Remote locations: The RED MESSAGE is still there also if I tick the box "not to consider for the calculation"! When the user tick this box the verification of respect of the minimum audit days shall not include this people! (IRIS-4100 ) Audit-tool V Fixed: Wrong result in the report even the audit is passed (IRISATNET-538) - Fixed: If you open the AT 3 file the score Excluded is not assigned in the AT 4 file (IRISATNET-537) - Fixed: Error message during import of Action plan (IRISATNET-535) - Fixed: wrong message "gridcontrolsummary" in the status window about audit plan summary (IRISATNET-527) - Fixed: Message to complete the RR several times in an surveilance audit (IRISATNET-524) - Fixed: Removed deprecated status checks in status windows (IRISATNET-515) - Fixed: The audit days calculator do not take care about REV 01 audits (IRIS-3786, IRIS-3763) - Renaming Action Plan Report into Action Plan Preview in Preview section (IRIS-3775) - Fixed: Merge Files errors - Fixed: RR sorting while process audit is active or inactive (headers 7,8,9,10 are always at the end of the line ) (IRIS-3771) - Fixed: Fixed: the LEGEND is not shown in the audit long term planning (IRIS-3758) - Fixed: The signatures are missing in the end of the PDF list of CARs and IARs (export action plan) (IRIS- 3698, IRIS-3529) - Fixed: A page numbering is missing in action plan and some lines are printed over each other. (IRIS- 3681) - Fixed: Problem with the auto save function (IRIS-3677) - Fixed: The document status for summary calculations in the audit plan summary - now it has the same behavior as the checks in the summary itself. (IRIS-3542) - Updated help about using templates for exports. - Fixed: Using templates for the certificate export. (IRIS-3335) - Fixed: Certificate export. Removed IRIS logo from certificate header so it is possible to change the position without moving the whole content. (IRIS-3233, IRIS-3121) - Fixed: audtor notes are not imported from AT V 3 files (IRIS-3180) - Fixed: Audit plan. Added error handling for early acces to audit data (IRIS-3178) - Fixed: The IRIS Logo is not any more in the centre of the certificate as it was in the past. (IRIS-3160) - Fixed: When trying to use the template for IRIS Certificate, an error message appears. (IRIS-3160) - Fixed: The Readiness Review is set on the 09/02/2012 but the PDF export shows the RR from 09/02 to 07/02 (IRIS-3152) - Fixed: the SCORE shall not include the two decimals (IRIS-3118) - Fixed: Add a final status message that the file is completed (IRIS-3101) - Fixed: error after trial period is over (IRIS-3063) - Changes in remote location and site extension in relation about the audit days calculator (IRIS-3200): o The user have the option to activate a checkbox so the people dedicated to the entry is not countend in the audit days calculator. - Change sort order in audit plan content and audit plan summary (IRIS-3199):

16 o Audit plan content: In the audit plan content the order can defined by the user by using arrows to change the order. By using the arrows the order number in the column "No" will be changed. o Audit plan summary: In the audit plan summary the order can defined by the user by using arrows to change the order. By using the arrows the order number in the column "No" will be changed. - Changed: hide some elements in the audit days calculator which are not important. (IRIS-3761) - Fixed: In Audit plan summary: Message only appears, when audittime is lower than expected by auditdays calculator (IRIS-3209 ) - Fixed: Selection list of auditors. Observers were possible to select aslead AUDITORS (IRIS-3622) Audit-tool V First official release on the market. END