Easy Audit User Manual Version 1.6 February 2010

Table of Contents Introduction

1

Accessing Easy Audit and your account information

2

Browser requirements Logging in The Timeout bar Changing your password Viewing site information

2 2 3 4 5

Scheduling

7

Accessing your audit schedule Exporting the schedule Viewing auditor profiles

7 8 9

Reporting

10

Viewing an audit report Submitting corrective action plans Attaching files to a corrective action plan

10 12 15

Viewing certificates

17

Appendix: Troubleshooting in Internet Explorer

19

Adding Easy Audit as a Trusted Site Turning off pop-up blockers and Information Bar messages about blocked pop-ups To stop the Information bar from blocking file and software downloads Deleting temporary internet files

19 21 22 23

Helpful Hint In the Table of Contents above, click on any page name or number to go directly to that page. Click the Return to Table of Contents link in the footer to automatically return to this page.

i

Introduction Easy Audit, Intertek’s web-based audit management system, will give you the tools to more efficiently monitor your management system auditing program. With Easy Audit, you can: •

Securely download schedules, audit plans, audit reports, and certificates

•

Securely upload corrective actions and supporting evidence for submission to Intertek

•

View all sites’ certificates, audit reports, findings/OFIs, and corrective action replies

•

Quickly generate reports for use in your own documents

This User Manual has been designed to guide you through these processes so you can immediately experience the benefits of online reporting. Helpful Hint boxes along the way will highlight useful tips to navigating and configuring the Easy Audit system. If you have read through this manual and still have questions, we’re here to help! You can send us an email with your specific question: send technical questions to [email protected] and generic questions to [email protected].

Return to Table of Contents

1

Accessing Easy Audit and your account information Browser requirements Currently we support Microsoft® Internet Explorer version 7.0 or later. On Mac, we support Safari version 4.0. We are also currently working on supporting Firefox for PC and Mac. Using browsers other than Internet Explorer may result in some unexpected screen formatting; however, the application can still be used within them. Please ensure that easyaudit.intertek.com has been added to your browser’s Trusted Sites list, and that pop-ups have been enabled. Instructions on how to change these settings in Internet Explorer can be found in the Appendix of this manual; for other web browsers, check the program’s Help documentation.

Logging in Go to the following URL in your browser: https://easyaudit.intertek.com/

If you have used Easy Audit before Enter your Login name and Password, then click Login. If you can’t remember your password: enter your username in the Login name field, leave the Password field blank, then click Forgot your password to receive a password reminder via email. If this is your first time logging in You will need to activate your account by obtaining a temporary password. When you reach the log-in screen shown above, enter your Login name in the form of firstname.lastname, all lowercase letters – for example, if your name is John Smith, your username will be john.smith. Leave the Password field blank, then click on Forgot your password. The system will automatically send you a temporary password at the email address we have on file for you. Once you have received the email, return to https://easyaudit. intertek.com/, enter your username and the temporary password you received, then click Login. After you’ve successfully logged in, we strongly recommend that you change your password. Refer to the next section for further instructions. Return to Table of Contents

2

The Timeout bar At the top of each window, you will see a red Timeout bar like this one:

This is a security function built in to the Easy Audit system. If you are actively working in the system, the Timeout bar will stay full and your functionality will not be affected. Note that “actively working” is defined by clicking buttons – not typing into text fields. If you stop working in the system but remain logged in, the Timeout bar will begin to run down. After 60 minutes of inactivity, the Timeout bar will empty and you will be automatically logged out of Easy Audit.

Helpful Hint Your work is not saved on the server unless you have clicked on the corresponding Save button. If you get logged out due to a Timeout, any unsaved work will be lost. Plan accordingly and save often!

Return to Table of Contents

3

Changing your password Once logged in to Easy Audit, you will see this screen from the Dashboard tab.

Click on the My Profile button in the Your Account box, or click on your name in the menu bar (shown as “Welcome to your account Charlie” in the above screenshot). Your profile window will open. Enter your new password in the Password and Confirm Password fields, then click Save.

Return to Table of Contents

4

Viewing site information From your Dashboard, click on the My Sites button in the Your Account box.

A new window will open to display a list of the sites you currently have audited and certified by Intertek. To view the details of a site, click on the white radio button to the left of the item, then click View.

Another new window will open.

Return to Table of Contents

5

Here, you can confirm the site details that we have on file for you. If there are any errors, please contact your local Intertek office.

Return to Table of Contents

6

Scheduling Accessing your audit schedule From your Dashboard, click on the Schedule tab. You will see a calendar:

You can choose to view your schedule in either a Calendar View or a List View. In List View, you can sort lists based on the various columns available. Most users find List View to be the most flexible. To go from the default Calendar View to List View, click on the drop down above the small calendar on the left, and select List View. Your schedule will be displayed in the format of the screen shot below.

To view a scheduled activity, click on the white radio button to the left of the item you want to view, then click View.

Helpful Hint You can sort lists based on the various columns available. For example, in the screenshot at the top of this page, the schedule shows the latest date first. To reverse the sort order and show the most recent date first, click on the From Date column header.

Return to Table of Contents

7

A new window will open to display further information for the selected activity, including: auditor name(s), audit date(s), number of employees, order number, and number of audit days.

Note: The Documents tab may contain uploaded information for viewing.

Exporting the schedule From your Schedule screen, you can export the schedule in a spreadsheet format. Sort the list by the criteria you want, then click Export. In the pop-up dialog box, select Open or Save. (Note: this will only export what you currently see on the screen.)

Return to Table of Contents

8

Viewing auditor profiles From the Dashboard, in the Your Account box, select My Sites.

Click the radio button to the left of the site you want to see auditor information for, then click View.

Click on the Documents tab. If the auditor’s profile document has been uploaded, you can view it here. If it is not here, Intertek’s scheduling department will send it to you upon your request.

Return to Table of Contents

9

Reporting Viewing an audit report From the Dashboard, click the Reports tab.

In the dropdown menu in Section 1 (Select Report), select Intertek Audit Report.

In the list that appears in Section 2 (Select Audit), you can sort the columns by clicking on the appropriate header, or by entering text in the box to the right of the magnifying glass icon and clicking Go. When you find the audit report you want to view, click on the radio button to the left of it. Section 3 (Generate Report) will appear. Click the Generate Report button.

Return to Table of Contents

10

A dialog box will open. (Note: if you do not see this pop-up, look towards the top of the screen for a notification bar; if one is there, click on it and then select Download.) Select Open.

Helpful Hint To keep Easy Audit pop-ups from hiding in the future, refer to the pop-up and trusted sites instructions in the Appendix, or refer to your browser’s Help function.

The audit report document opens as a Microsoft Word file.

Helpful Hint A file ending in .docx is in Microsoft Word 2007 format. If you have an earlier version of Word and cannot open the audit report, you can download a converter by visiting www.microsoft.com and searching for Office 2007 compatibility pack.

Return to Table of Contents

11

Submitting corrective action plans From the Dashboard, click on the Action Items tab. You will see a list of action items. Filtering the list by the status All Status will allow you to see all action items related to your site. Click on the radio button to the left of the action you want, then click Edit.

A new window will open. (If you do not see it, check for blocked pop-up windows.) From the Main tab, you can view the NC text (in this case, it is a sample and not shown).

Return to Table of Contents

12

Click on the Additional Info tab.

Fill in the text boxes to complete your corrective action plan. (Note: You can attach evidence under the Documents tab if you choose. Refer to the next section for details.)

Helpful Hint You may submit your corrective action information by attaching files in the Documents tab instead of manually inputting the information in the Additional Info tab. However, doing so will not enable the system to capture the information for special reports that you may want to generate later.

Return to Table of Contents

13

Once you have added the text and documents that you want, and are ready to submit your corrective action, return to the Main tab and change the Action Item Status to Complete. Ensure that the responsibility for the item has reverted back to the auditor, then click Save.

You have now submitted your corrective action to the auditor for review. Once the auditor reviews the item, he will change the Action Item Status to Plan Approved and send you an email notification.

Return to Table of Contents

14

Attaching files to a corrective action plan While in the Edit Action screen, you can attach documents with the Documents tab. Files uploaded here will typically be any supporting evidence to accompany the corrective action submitted. In the Documents tab, click on Add.

Click the drop-down menu for Attachment Type and select the type of file you wish to upload. Then click the Browse button to select the Attachment Path.

Return to Table of Contents

15

Select the drive/folder containing the file that you want to upload, click on the file to highlight it, and click Open.

Click on the Save button.

You will then see the document listed under Attachment Title. By clicking the radio button next to the file, the auditor will now be able to view your supporting evidence.

Return to Table of Contents

16

Viewing certificates From the Dashboard, in the Your Account box, click on Certificates.

A new window will open. Click on the radio button to the left of the certificate you want to view, then click on View Certificate at the bottom of the window.

Return to Table of Contents

17

In the dialog box that pops up, click Open.

Helpful Hint To keep Easy Audit pop-ups from hiding in the future, refer to the pop-up and trusted sites instructions in the Appendix, or refer to your browser’s Help function.

The certificate will then open as a PDF file.

Return to Table of Contents

18

Appendix: Troubleshooting in Internet Explorer Adding Easy Audit as a Trusted Site While signed in to Easy Audit, click on Tools in the top menu bar, then select Internet Options.

Click on the Security tab, click on Trusted Sites, then click the Sites button.

Return to Table of Contents

19

In the Add this website to the zone box, enter https://easyaudit.intertek.com. Click Add, then Close..

Close the dialog boxes, then close the Internet Explorer window. Restart Internet Explorer, go to https://easyaudit.intertek.com, and sign in to Easy Audit. You should see a green check mark in the bottom right corner of your screen, indicating that this is now a Trusted Site.

Return to Table of Contents

20

Turning off pop-up blockers and Information Bar messages about blocked pop-ups In Internet Explorer, click on Tools in the top menu bar, then select: Pop Up Blocker, Pop Up Blocker Settings. In the Address of website to allow box, type easyaudit.intertek.com. Click Add.

easyaudit.intertek.com is added to the Allowed sites list. To turn off Information Bar messages about blocked pop-up windows, clear the Show Information Bar when a pop-up is blocked check box. Click the Close button to return to Internet Explorer.

Return to Table of Contents

21

To stop the Information bar from blocking file and software downloads Open Internet Explorer. Click the Tools button, and then click Internet Options. Click the Security tab, and then click Custom level.

Do one or both of the following: To turn off the Information bar for file downloads, scroll to the Downloads section of the list, and then, under Automatic prompting for file downloads, click Enable. To turn off the Information bar for ActiveX controls, scroll to the ActiveX controls and plug-ins section of the list, and then, under Automatic prompting for ActiveX controls, click Enable. Click OK, click Yes to confirm that you want to make the change, and then click OK again.

Return to Table of Contents

22

Deleting temporary internet files In Internet Explorer, click on Tools in the top menu bar, then select Internet Options. In the General tab, under Browsing history, click Settings.

Return to Table of Contents

23

Under Check for newer versions of stored pages, select Automatically. Then, click the View files button.

A new window will open to display your Temporary Internet Files.

Return to Table of Contents

24

It is a good practice to periodically delete these files. To do so, click on the top line item, then scroll down to the bottom, hold the Shift key, and click on the last line item; this should highlight all of the items. Click the red X icon in the toolbar.

A dialog box will ask you to confirm the action. Select Yes.

You should then see all files deleted. Close the opened windows, and close Internet Explorer. Restart Internet Explorer to use again.

Return to Table of Contents

25

Testing

Inspection

Certification

Auditing

Outsourcing

Advisory

Training

Quality Assurance

Globally grounded where you need us most. Your business knows no boundaries – and neither does ours. Wherever you do business, there’s an Intertek office and qualified auditors well versed in the local language, culture, and laws nearby. For more information, please contact your local Intertek office or one of our regional offices: Americas Intertek 4700 Broadmoor Suite 200 Kentwood, MI 49512 USA

Europe, Middle East, Africa Intertek Torshamnsgatan 43 SE-164 22 Kista Sweden

Asia-Pacific Intertek 5 Pereira Road #04-01 Asiawide Industrial Building Singapore 368025

t: +1 800 810 1195

t: +46 8 750 03 33

t: +65 6285 2649

e: [email protected] www.intertek.com

rev. 08-24-09