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PRI Registrar

PRI Registrar

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PRI Registrar

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  1. PRI Registrar RMS Revisions June 2019

  2. Introduction • PRI Registrar is excited to announce some long-awaited improvements to our RMS workflow. • The new revision includes: • Bug fixes • Reduced paperwork • More efficient process • Increased parity between Aerospace and QMS processes • The revisions will affect all audits conducted on or after July 1, 2019.

  3. Navigation

  4. Navigation (all standards) • Functionality has been added to improve the navigation between audits in RMS. • Links have been added to the top of each page within an RMS audit to navigate to the previous or next audit within a certification cycle. • Navigation between cycles remains the same for now. Please refer to the RMS Auditor Guide – General Functionality presentation for further detail. • Within the Report section of the RMS audit, content has been broken into various tabs; yellow buttons at the top and bottom of each of these tabs allows an easy flow through the audit sections. • The Audit Program table has been added to Audit Program tab in the RMS audit – this table contains links to all other audits in a certification cycle. • For multisite clients, the Audit Program page will also include links to the Audit Program pages for other sites.

  5. Navigation (all standards) • Screenshot:

  6. Audit Program

  7. Audit Program (all standards) • Audit Program • The Audit Program has been moved from the Site Audit Program page, directly into the audit in the Audit Program tab. • The revised table will allow auditors to create a three-year plan for the assessment of both process and activities. • The processes table is to be used only for the client’s defined processes, as they appear on the interaction of process diagram. • The activities table may be used for any other activities that should be or need to be tracked across a three-year period. • Auditors may refer to Auditor Advisory 109 for more detail on the use of activities as part of the audit program.

  8. Audit Program (all standards) • Audit Program continued • Processes/activities may be added and removed from the audit program during any audit. • A process/activity may be deleted during the audit in which it was created. • A deleted process/activity is removed from the table. • Once an audit closes with that process/activity listed, then the process/activity can only be obsoleted. • The obsoleted process/activity will remain in the table until the next certification cycle, at which point it will be removed. • When obsoleting a process/activity, it will fall to the bottom of the list, it will be marked as NA in all current and future audits, and the edit button will disappear.

  9. Audit Program (all standards) • Screenshot:

  10. Audit Reports

  11. Audit Reports • Almost all PRI-specific reports have been built directly into the RMS system. • This will remove the requirement to download Word documents and re-upload them into either RMS or OASIS. • Exceptions to this include: • Audit plan (RF-12) • Audit sign-in sheet (RF-20a) • Pre-Assessment Report (RF-22P) • Audit Planning Resource (RF-114, Aerospace only) • Stage 1 Report (RF-22 S1, ISO 9001, 14001, 45001 only) • Process audit form (RF-26, ISO 9001, 14001, 45001 only) • Management System Matrix (RF-129, ISO 9001, 14001, 45001 only) • Aerospace: Rather than upload documentation in the Supporting Information section of OASIS, auditors will instead be asked to enter this information directly into an audit report page in RMS. • The remaining Word documents will be uploaded back into RMS, instead of OASIS.

  12. QMS/EMS/OHS

  13. QMS/EMS/OHS Reports • Audit Report (RF-22) • The RF-22 (QMS/EMS/OHS) will no longer be used. • All questions from the report will be answered directly in the RMS Audit Report tab. • A new form (RF-22) has been created to capture NCRs, in cases where the auditor is unable (for any reason) to document them in RMS prior to the closing meeting. • Stage 1 and Pre-Assessment reports will remain as downloadable Word documents for the time being.

  14. QMS/EMS/OHS Reports • Screenshot:

  15. QMS/EMS/OHS Reports • Screenshot:

  16. QMS/EMS/OHS Reports • A section of the RMS Audit Report tab has also been created to allow auditors the opportunity to inform the office of changes to the client’s information. • If there are no changes to the client’s information, then the auditor may simply indicate this on the report. • While some of items of information that are specifically captured in RMS have their own questions, a catch-all question with an open text box has been included for anything else the auditor feels should be reported back to the office.

  17. QMS/EMS/OHS Reports • Screenshot:

  18. QMS/EMS/OHS Reports • Management System Matrix (RF-129) • The various management system matrices will still be used in their current formats. • A section has been created in the Plan section of the RMS audit to allow the client to download a blank RF-129 template, and then upload it when complete. • RMS will allow the RF-129 to be revised by the client, the auditor, or staff. • The completed RF-129 will pull forward from year to year, easily allowing the client and auditor to review the existing matrix for any changes.

  19. QMS/EMS/OHS Reports • Audit Plan (RF-12) • The RF-12 will continue to be used, in its same format. • It can now be downloaded, with merged audit data, from the Plan section of the RMS audit. • A new upload slot has been added to the RMS Plan tab (where the RF-129 can be downloaded). • Auditors are to upload the audit plan in RMS when they submit it to the client. • The lead auditor shall still email the plan to the client to ensure that the client receives it in a timely manner. • The final version of the audit plan (including any revisions made during or after the audit) will be updated in this slot. • The plan does not need to be uploaded in the Documents tab of the audit.

  20. QMS/EMS/OHS Reports • Opening/Closing Meeting Attendance Sheet (RF-20a) • The RF-20a will continue to be used, in its current format. • The form will be uploaded directly into RMS. • There are two potential places to upload the RF-20a when it is complete: • The Plan section of the RMS audit • It does not need to be uploaded here in order to submit the Plan section. OR • The Documents tab of the Report section of the RMS audit • The form only needs to be uploaded once, in either of these locations. • Once it has been uploaded, it will automatically appear in both locations. • The template can also be downloaded in either of these locations.

  21. QMS/EMS/OHS Reports • Screenshot:

  22. NCRs (QMS/EMS/OHS) • NCRs will be created and managed in the same way as previously. • The NCR tab in the RMS audit now includes links to the previous audit for convenient navigation. • The previous audit nonconformity disposition table is now automatically generated on the NCR tab page, allowing auditors to see at a glance if all previous NCRs have been closed.

  23. Aerospace

  24. Aerospace Reports • Additional Audit Report (RF-22AS) • The RF-22AS will no longer be used. • All remaining questions from the report will answered directly in the RMS Audit Report tab. • A new version of the RF-22 has been created to capture NCRs, in cases where the auditor is unable (for any reason) to document them in OASIS prior to the closing meeting.

  25. Aerospace Reports • Screenshot:

  26. Aerospace Reports • AS9104/1 Cert Structure Analysis (RF-116) • The RF-116 will no longer be used, except as a Sales form. • The audit duration and certification structure will be confirmed via questions in the RMS Audit Report tab. • The Sales justification for the certification structure will be available in RMS for review. • If the auditor indicates disagreement with the cert structure or audit days, a text box will appear to document the reasons. • Should the auditor disagree with the cert structure designation, a place for Sales’ response will become available directly in the RMS audit. • The justification for audit duration will continue to be documented in the Audit Day Calculation in OASIS. • This section will also allow the auditor to capture changes to the scope of certification and the site employee count.

  27. Aerospace Reports • Screenshot:

  28. Aerospace Reports • Audit Program Detail Form (RF-117) • The RF-117 will no longer be used. • The process planning table has been built directly into the RMS audit, on the Audit Program tab. • Auditors will no longer have to navigate to the Site Audit Program page. • Refer to the Audit Program slide of this presentation for additional details on the functionality of the process table.

  29. Aerospace Reports • Audit Program Detail Form (RF-117) continued • A section of the RMS Audit Report tab has also been created to allow auditors the opportunity to inform the office of changes to the client’s information, as was previously accomplished on the RF-117. • If there are no changes to the client’s information, then the auditor may simply indicate this on the report. • While some of items of information that are specifically captured in RMS have their own questions, a catch-all question with an open text box has been included for anything else the auditor feels should be reported back to the office.

  30. Aerospace Reports • Screenshot:

  31. Aerospace Reports • Audit Planning Resource (RF-114) • The RF-114 will continue to be used, in the same format. • RMS has been modified to allow the RF-114 to be revised by the client, the auditor, or staff. • In order for the RMS audit status to proceed as necessary, the client will be expected to press a “Submit” button after uploading/updating their RF-114 and/or interaction diagram. • This submit button is also available to the auditor, but it is expectation that the client will be responsible for submittal.

  32. Aerospace Reports • Audit Plan (RF-12 AS) • The RF-12 will continue to be used, in its same format. • It can be downloaded, with merged audit data, from the Plan section of the RMS audit (as was previously the case). • A new upload slot has been added to the RMS Plan tab (where the RF-114 can be downloaded). • Auditors are to upload the audit plan in RMS when they submit it to the client. • The lead auditor shall still email the plan to the client to ensure that the client receives it in a timely manner. • This will be the initial version of the plan, and it does NOT need to be updated with any revisions to the plan. • The final version of the plan will continue to be uploaded as part of the audit package in OASIS. • Until the audit plan has been uploaded and the Plan tab has been submitted in RMS, the rest of the RMS audit will not generate.

  33. Aerospace Reports • Opening/Closing Meeting Attendance Sheet (RF-20a) • The RF-20a will continue to be used, in its current format. • The form will be uploaded directly into RMS. • There are two potential places to upload the RF-20a when it is complete: • The Plan section of the RMS audit OR • The Documents tab of the Report section of the RMS audit • The form only needs to be uploaded once, in either of these locations. • Once it has been uploaded, it will automatically appear in both locations. • It does not need to be uploaded to OASIS. • The template can also be downloaded in either of these locations.

  34. Aerospace Reports • Screenshot:

  35. Expert Review

  36. Expert Review (all standards) • For all audits requiring an expert review or registration decision, the review and/or decision will be conducted directly through RMS. • The expert reviewer will be able to download a blank template of the appropriate version of the Expert Review Report Form (RF-76), and upload the completed form back into RMS; the signature line has been removed from the form, and identity will be captured by RMS. • Once the RF-76 has been uploaded and the review submitted, the lead auditor will be notified by RMS, and will be able to download the RF-76 to see the issues that need to be addressed. • The expert reviewer will continue to use the RF-76 as normal, striking out all issues that have been addressed. • The lead auditor will be able to download the RF-76, but they will not be able to upload; only the expert reviewer will be able to upload revised forms. • The expert reviewer and lead auditor will also be able to communicate via the comments section in the RMS audit. This section will not be visible to the client but will be visible to the office.

  37. Expert Review (all standards) • Screenshot:

  38. Questions • We hope that the changes described here will be of benefit to all auditors! • We’re always working to improve RMS, so any feedback is appreciated! • If you have any questions about the new functionality, please contact: • Louise Stefanakis (lstefanakis@p-r-i.org) • Danyel Coyne (dcoyne@p-r-i.org)