oasis user training for certification bodies part 2 – applications section july, 2013

OASIS User Training for Certification BodiesPart 2 – Applications Section

July, 2013

OASIS User Training for Certification Bodies

Part 2 – Applications SectionTraining Content:

• Overview• The Main Screen• Certificate / Assessment Add or Transfer• Certificate / Assessment Modify• Certificate / Assessment View Details• Manage Feedback• Reports

• Aggregate ARS• Auditor Capacity• Certificate Issue Dates• Days to Upload• Supplier Admins

• Supplier View• Users – Manage• Help - CB


Overview:

• Background• OASIS contains two primary sections

• Data Search (Public) Section• Applications (User group-specific) Section

• OASIS uses English as its main language. • Written skills associated with that language are essential.

• Scope of Training• This training is designed to provide detailed guidance for Certification

Body (CB) personnel who will be entering data into OASIS• Part 1 covers Public Section functions• Part 2 covers Applications for the CB user group.



• Overview • The Main Screen• Certificate / Assessment Add or Transfer• Certificate / Assessment Modify• Certificate / Assessment View Details• Manage Feedback• Reports



OASIS CB Applications Section

The Main Screen – CB Users

Data Search(Public) Section

CB ApplicationsSection

Refer to OASIS User Training for Certification Bodies Part 1for new user registration and general login instructions.



• Overview • The Main Screen • Certificate / Assessment Add or Transfer• Certificate / Assessment Modify• Certificate / Assessment View Details• Manage Feedback• Reports




Certificate / Assessment Add: Initial Audit Data

Click toaccess


Click to add

Note “ * ” andmeanings

Saved entriesnot yet published



Four Options:• Initial• Recertification• Surveillance• Special

Select option andclick “Continue”



Add additional certificationdetails to help locate

“saved” entries.

Select certification standardfrom drop-down list.Then click “Select.”

Enter at least part of thesupplier’s name, then

click “Search” to locate.



Highlightapplicablesupplier

Then click“Select Supplier”



If no matching supplieris found, complete a

“New Supplier Ticket”by clicking here.



Complete details:• Name• Email address• Comments

Then click “Send”




Example emailrequest to supplier


Repeat searchfor additional sites

Confirmation thatrequest has been

sent to the supplier



Enter number of supplier employees

and onsite audit days

Click to Save Changes



Enter certificatestructure type fromdrop-down selection

Select whetherexclusion clauseswere identified

View supplier OASISAdministrator contact

information

Identify exclusionsas applicable



Upload .pdf copyof certificate

Enter assessment details.Note: Total Audit Days =

Total On-site Days

Enter certificate scope using same wording as

on certificate. Use EnglishAnd Local language.



Enter at least part of theauditor’s name, then

click “Search” to locate.Repeat for all audit

team members.



Locate auditor,then click

“Select Auditor”

Click “Return” ifsearch did not

find auditor



Enter all audit teammembers. Then click to

identify the “Lead Auditor”

Copy/paste theaudit reportsummary



Click to enter PEARs

Upload required documents.Note: Uploads must

be in .pdf format



Click to addadditional PEARs

Enter PEAR details,clauses referenced andlevel of effectiveness

Click to saveas indicated



Click to enterAssessment Result

Summary



Minimum values maybe auto-filled, then

individually “un-checked”for exclusions ornonconformities

Click N/A for permissibleexclusions (Clause 7 only).

N/E not allowed forinitial and recertification

audit reports.



Click to showtotal number ofnonconformities

Enter estimatedbusiness percentages

“Run completeness check”and Save upon completion.



Only use to fullydelete entry before

publication.Always click “Save.”

When fully complete,click the Green buttonto publish the entry.



Note: In some countries (e.g. Italy),clicking the Green confirmation buttonforwards the entry for approval. That

approval applies to all new assessmententries: Initial, Surveillance, Recertification

and Special. The entry will only becomepublicly visible when approved.



Certificate / Assessment Add: Re-certification Audit Data

Click toaccess


Click to add





Re-certification entry includesan option to bring forward datafrom an existing certification.

WARNINGDO NOT use “Modify” toadd a NEW re-certification

or surveillance audit



Enter parameters,then click “Search”

Search auto-filters to only listcertificates that are issued

by your CB organization



Then click“Select”

Select correctcertification



Always select “View/Manage”to update supplier information

Verify supplieradministrator



Click “Refresh” to updatedata maintained by theSupplier Administrator

Ensure all informationis correct and up to date.

Click to saveany changes



All other data entryis the same as for“Initial Audit Data”



Certificate / Assessment Add: Surveillance Audit Data

Click toaccess


Click to add






Surveillance entry requires thatdata is brought forward from

an existing certification

WARNINGDO NOT use “Modify” toadd a NEW re-certification

or surveillance audit


Enter parameters,then click “Search”

Search auto-filters to only listcertificates that are issued

by your CB organization



Then click“Select”

Select correctcertification



Certification data may be editedby clicking this Green button.

Note: Editing the certification

data requires re-issuanceof the certificate.



Warning when changingcertification data. Click

“OK” to proceed.




When certification data is edited,enter the certificate’s reissue date

The revised certificatemust be uploaded

Example scope change.


Certificate Transfer

Click toaccess

Enables the transfer of certificate(s) from one CB to another


Click to transfer acertificate(s) to your

CB organization.

Two types of transfers are possible:• Individual certificate transfers• Mass transfers resulting from

a CB merger/acquisition

Certificate Transfer


Select the audit typethat was conducted tosupport the transfer

Certificate Transfer: Individual Certificate Transfers


Search for the existingcertificate – published

by a different CB



Select the certificateto be transferred




Click the Green buttonto edit the certification

data and re-issuethe certificate.



Click “OK” to proceed.



Enter the certificate reissue date

Enter your CBcertificate number



Select “View/Manage”to update supplier

information

Verify supplieradministrator

Complete certificatedata entry and upload

new certificate

All other data entryis the same as for“Initial Audit Data”



Click to Save

When fully complete,click the Green button



Click to publishthe transfer

Publishing the transferwill initiate an emailnotification to the

previous CB

View thetransfer summary

From: [email protected] [mailto:[email protected]] Sent: Monday, June 17, 2013 11:29 AM To: Subject: [IAQG-OASIS] Certificate Transfer Notice: yegygegi This is an automated message from IAQG OASIS (http://www.iaqg.org/oasis). A new certificate entry in IAQG OASIS (Cert # 7654321 issued by Demonstration CB 2) is replacing the below certificate as the "latest certificate" for the supplier and 9110 standard group below. If you have any questions, please reply to this email or contact the new issuing CB directly. Certification Body: Demonstration CB Certificate Number: yegygegi Previous Status: Certified Supplier: Demo Supplier - 3 (OIN: 6113980781) Little fake street 13 Center City, AK 12345 USA Accredited Standard(s): - AS9110:B Thank you IAQG Admin


Certificate Transfer: Mass Certificate Transfers

• In cases of CB Mergers/Acquisitions, an application is availablein OASIS to enable the mass transfer of certificates from one(“Purchased”) CB to another (“Purchasing”) CB.

• To obtain that application, authorization of the transfer must be sent to the IAQG OASIS Administrator from the Purchasing CB’s Accrediting AB.

Note:

Example ofcertificate mass

transfer authorization


Certificate Transfer: Mass Certificate Transfers

Once authorization has beenprovided, the Purchasing CBwill receive an application to

enable completion of the transfer.



• Overview • The Main Screen • Certificate / Assessment Add or Transfer • Certificate / Assessment Modify• Certificate / Assessment View Details• Manage Feedback• Reports




Certificate / Assessment Modify

Modify or Delete?

• It is important to understand the difference:• MODIFY amends the record• DELETE permanently removes the record from OASIS

• ONLY delete an assessment when:• An entirely incorrect record was entered – one that needs

to be totally removed.

• WARNING! DO NOT DELETE A CERTIFICATION IN ORDERTO CHANGE ITS STATUS.• Doing so will permanently remove the entire OASIS record

for that certificate.



When to Delete?

• OASIS keeps track of assessment and certificate historyfor 6 years.

• OASIS automatically removes expired certificates fromthe Certified Supplier List, but not from the history.

• DO NOT DELETE expired certifications or assessments!• When a certificate is withdrawn, use the Certificate Modify

function to change the certification status to “Withdrawn”

• Only delete in cases of incorrect or double record entry!



When to Modify a Certificate?

• Modify a CERTIFICATE for:• Typing errors• Change of scope• Name or address change

• NOTE: A new printed certificate publication requiresa new upload to OASIS!

• DO NOT USE “MODIFY” when re-certifying a supplier (i.e. for a new 3-year period) – the modification will berejected by the Sector OASIS Administrator!

• Instead, use the “Certificate / Assessment Add” function,and select “Re-certification”



Enter search parameters.Search for either:• Assessments or• Certificates

Existing Assessmentmodifications in progress:Select “Edit” to Continue.“Cancel” deletes modification.

Existing Certificatemodifications in progress:Select “Edit” to Continue.“Cancel” deletes modification.


Select applicablecertificate and

click “Edit”

Certificate Modify


Note Warning! Click“OK” to proceed.

Certificate Modify


Certificate Modify

Always enter reissue date:• Same as on certificate• Between Issue and Expire dates

Change Certification statususing drop down. Select:• Certified• Suspended or• Withdrawn


Certificate Modify

Always add an explanationfor the change: - Change due to…

DO NOT just enter“Certificate modified”


Certificate Modify

5 Options:• Delete Certificate• Delete Modification• Save• Return• Confirm Entry for Submission


Certificate Modify

If “Delete Certificate” is selected,a WARNING will appear.

Only “Delete Certificate” for double certification entry orcompletely incorrect record! Deletion removes the entirecertificate history.


Certificate Modify

Modification Choices:

• Delete Certificateo Only use in case of duplicate or entirely incorrect record asdeletion will remove the entire certificate history.

• Delete Modificationo Applies to in-process modifications that are being temporarilystored in the “Work” area.

• Saveo Save changes in the work area for further processing.

• Returno Go back to the Certificate/Assessment Modification Screen

• Confirm Entry for Submissiono Send the modification to the OASIS Sector Administrator for approval


Certificate Modify

Expired Certificates:

• Do not cancel or delete an expired certificate!o OASIS will do this automatically. The visible certificate statuswill then be shown as “Expired.”

o After 13 weeks, an “Expired” certificate will no longer be publiclyvisible in OASIS, although the data will still remain in the database.

• Only Modify a certificate to “Withdrawn” status when a supplierno longer fulfills AQMS requirements.

o If a supplier transfers to another Certification Body, simply allowyour certificate to expire. The OASIS Change Summary and theCertified Suppliers Directory will show the latest issuing CB.



• Overview • The Main Screen • Certificate / Assessment Add or Transfer • Certificate / Assessment Modify • Certificate / Assessment View Details• Manage Feedback• Reports




Certificate / Assessment View Details

Click toaccess

Shows certificate and audit data already entered by your CB


Certificate / Assessment View Details

From drop down, select Certificates or

Assessments

Enter search parametersand click “Search”


Certificate View Details

Identify supplier andthen click “View”


Certificate View Details

Shows details from theselected assessment

Click “View” to see theuploaded Certificate


Assessment View Details

Identify supplier andthen click “View”


Assessment View Details

Shows the assessmentbeing viewed

Shows details from theselected assessment



• Overview • The Main Screen • Certificate / Assessment Add or Transfer • Certificate / Assessment Modify • Certificate / Assessment View Details • Manage Feedback• Reports




Manage Feedback – General Information

• Feedback requests (tickets) may be created by any registeredOASIS user.

• There are two paths by which users can create feedback requests.Options differ depending on the path chosen.


Manage Feedback – General Information

• Read all feedback requests. Always respond when requested to.

• Respond as soon as possible.

• The requestor will see all responses submitted.

• The requestor may delegate to the recipient the ability to closethe request.

• The requestor may re-open a request if they believe it was in factnot closed.


Manage Feedback

Click toaccess

Allows management of feedback requests that have been sent to your CB organization


Manage Feedback

Click to select arecipient type and senda new feedback ticket

Filtering optionsfor viewing the list of

feedback requests

Click on the entry toprocess the request.

Note: Each feedbackrequest has a unique

reference number.

Click to downloadthe list to Excel


Manage Feedback

Click to invite, viewor manage contributors

to the feedback discussion

View details of the request and anyattachments that

were included

Click to add a responseif one is requested


Manage Feedback

If a response was requested,select the type usingthe drop down menu

Check to copy the responseto associates in your

organization who haveaccess to feedback entries.

Add message andattach any applicable files

Click to send response



• Overview • The Main Screen • Certificate / Assessment Add or Transfer • Certificate / Assessment Modify • Certificate / Assessment View Details • Manage Feedback • Reports



CB Reports


Reports

• Several reports are currently available to CB’so Aggregate ARSo Auditor Capacityo Certificate Issue Dateso Days to Uploado Supplier Admins


Report: Aggregate ARS

Then click“Get Report”

Select report parametersincluding one or moreFamily of Standards.



Screen indicating that the report is being

generated.



Shows the average numberof nonconformities reportedby AQMS clause and audit type:• Initial• Recertification• Surveillance• Special• All

Allows comparison by:• AEA’s (AEA-led teams)at your CB• Others within your Sector• Others Globally


Report: Auditor Capacity

Enter time periodfor report

Click toget report


Report: Auditor Capacity

Provides an indication ofauditor utilization by yourCB within the timeframe

selected

Calculates AEA and AA daysbased on the number of

auditors and total audit daysentered into OASIS


Report: Certificate Issue Dates


Click toget report


Report: Certificate Issue Dates

Shows certificate issue/re-issuedates, and the number of days (gap)between a cert’s previous expirationdate and the date it was re-issued.

A positive (+) number gapindicates that the certificate

was re-issued after itsprevious expiration date.


Report: Days to Upload


Click toget report


Report: Days to Upload

Shows the number of daysbetween audit completion andaudit data upload into OASIS

Indicates whether time takento upload audit data complies

with applicable standards


Report: Supplier Admins

Click toget report


Report: Supplier Admins

For suppliers having an assessmententered by your CB:• Shows active OASIS Administrators• Shows cases in which no active OASIS Administrator is present


Supplier - View

Click toaccess

Shows organizational contact information entered by suppliers for each certificated site


Supplier - View

Enter organization nameand then click “Search”


Supplier - View

Select supplier

Click to view data


Supplier - View

Latest suppliercontact information

Click to go directly to“Certificate/Assessment

to enter a new assessmentfor this supplier

Click to view the supplier’sOASIS Administrator





• Supplier View • Users – Manage• Help - CB


Users - Manage

Click toaccess

Allows:• Adding, editing or removing OASIS users within your CB organization• Managing application privileges for those users


Users - Manage

Search to add usersalready registered

in OASIS

Click to registera new user

Click to editan existing user


Users - Manage

Un-check to “de-activate”user from your

OASIS applications

User details

Enter start/end dates foraccess to privileges. Leavingblank indicates no end date.


Users - Manage

Check/un-check toadd or remove individual

application privileges

NOTE: Associates with “Users-Manage”privileges are considered “OASISAdministrators.” It is recommendedthat there is only one user with thisprivilege at each CB organization.

Click to save info





• Supplier View • Users – Manage • Help - CB


Help - CB

Click toaccess


Help - CB

Click to provide feedbackregarding the Help-CB section

Click topic to review





• Supplier View • Users – Manage • Help – CB

oasis user training for certification bodies part 2 – applications section july, 2013

Documents

oasis user training

help cb slide

background oasis

certification bodies

initial audit data slide

cb user group

public section functions

matching supplier