From process map to audit report
In SpiceQMS, processes, risks and opportunities, audits and inspections, documents and complaints are linked, for one standard or several.
The starting point
A management system lives on its connections
Many management systems consist of binders, spreadsheets and a folder for the next audit. What happens day to day only goes in shortly before the audit.
In SpiceQMS, what belongs together stays together: processes, documents, risks and opportunities. The report item becomes the finding, and the finding becomes the action, without retyping.
The audit then sees the same state as everyday work.
Processes you can see
Drawn in BPMN 2.0
Processes are drawn in the international standard BPMN 2.0 and stored directly with the process.
Step by step
Each process step knows its predecessors and successors.
Linked, not filed away
Each process is linked to its documents, risks, opportunities and organisational units.
Approvals in the workflow
Process approvals can be controlled through the workflow engine.
Risks and opportunities
Risks are rated by impact and likelihood, giving a risk value of low, medium or high. Actions are created as tasks straight from the risk, already linked. A dashboard shows the risk analysis as a chart.
- Five risk classes, from process to strategic risk
- A status through the whole lifecycle, from new to closed
- Assessments as records of their own, with an approval step
- Opportunities as a module of their own, linked to processes
Audits and inspections in one flow
Audit types
System, process, product and compliance audits.
Internal and external
Audits run internally, at suppliers or at customers.
Auditors
Auditors come from your staff or from outside, for example a certification body.
Lifecycle
Every audit runs from planned through scheduled and follow-up to closed.
Questions per chapter
Audit questions are stored per chapter of the standard, with report items per question.
Rating scale
Report items are rated on a scale with colours and points.
Inspections
Inspections have their own module, for example for safety at work or hygiene, and run from planned to closed.
Checklists
Question sets serve as reusable checklists.
Results
Each question ends with in order, observation or deviation. Findings then follow exactly the same path as those from audits.
Documents under control
Word documents are edited in the browser, with a full word processor. Released revisions are stored as PDF together with the Word file.
- Status from draft and active to review and expired
- Revisions with their own approval workflow
- Automatic headers and footers
Complaints, handled to the end
A complaint is only settled once its cause has been removed. SpiceQMS takes it through all five steps.
Record
Complaints are recorded in the system.
Assign
Each complaint is assigned to the processes it concerns.
Find the cause
A root cause analysis can be started from the complaint.
Handle
Handling is managed through to completion.
Check effectiveness
An effectiveness check confirms that the measures work.
From finding to proven action
Finding
A finding is a deviation, an observation or good practice. Created from a report item, it carries audit, item, type and status over.
Assessment
The finding is assessed. This shows what needs to be done and by when.
Implementation
The action is implemented. The record shows who is responsible.
Effectiveness check
An effectiveness check comes before closing.
Closed
The finding stays linked to its audit or inspection and the report item.
Templates
Standards as ready chapter structures
The templates follow the chapter structure of each standard, without the full text.
15
standards and regulations with templates
Almost 1,500
chapter templates
Templates
Standards as ready chapter structures
The templates follow the chapter structure of each standard, without the full text.
15
standards and regulations with templates
Almost 1,500
chapter templates
Skills and training with SpiceHCM
Trainings run from request through planning to completion. Requirements on competence, training and awareness are shown with the same people data. You manage the trainings themselves in SpiceHCM. The qualification matrix shows which skills a position requires. Qualifications have a period of validity, and anything about to expire is flagged in time.
What changes
From binder to living system
Processes, risks and audits belong together instead of lying in separate files. On each process you see the linked documents, risks and opportunities.
Key figures are calculated live from the system data, separately for each company. Output templates list linked data, for example all processes with their risks and chapters.
The management system stays current without anyone reworking it afterwards.
Several standards, one management system
The templates range from quality through environment and energy to information security. Several standards run in parallel in one management system.
- ISO 9001 and IATF 16949 for quality
- ISO 14001 for the environment
- ISO 45001 for safety at work
- ISO 13485 for medical devices
- ISO 27001 for information security
Connected to people and customers
Questions about SpiceQMS
Chapter structures only, not the full text of the standards. Audit questions can be stored for every chapter.
Yes, one management system can carry several standards in parallel.
Each finding keeps the link to the audit or inspection it came from and to the exact report item.
Hosting is all in the EU, on request all in Austria with European operators.
Talk to us.
What are you planning, and what is missing today? We reply personally and tell you plainly whether Spice is the right fit.
- You tell us what you have in mind.
- We get back to you personally by email.
- If you like, we show you Spice in a demonstration.
Prefer to talk directly? office@spicecrm.com+43 (1) 89083610