Management Systems#
A management system is one compliance domain, for example Food Safety, HSE, Quality or Information Security.
- A checklist belongs to exactly one management system.
- A question belongs to at most one.
- A finding is graded against one.
- The responsibility matrix holds an Auditor, Quality lead and Owner per management system.
- Tasks, findings and risks can be filtered by management system.
Create a management system#
Select + New management system, or adopt a standard, which creates one automatically.
| Field | Notes |
|---|---|
| Name | Multi-language, see Multi-language content. |
| Based on standard | Optional. Selecting a standard hands the severity scale to that standard. |
| Description | Optional. |
| Handbook URL | A link to your own management handbook. Shown as a link in the list. |
Changes save automatically. There is no Save button.
The list#
| Column | Content |
|---|---|
| Management system | The name. |
| Standard | The bound standard, or a dash. |
| Grades | How many grades the management system can grade against, and whose scale they come from. |
| Handbook | A link to the handbook URL, when set. |
Select a row to edit it.
The severity scale#
The severity scale is the set of grades a finding here can carry. Each grade determines the corrective workflow it starts and the days allowed to resolve it.
A scale has exactly one owner: the standard when one is bound, otherwise the management system itself. This is what keeps the platform able to state, with a clause reference, what a standard requires for a grade.
Bound to a standard#
When Based on standard is set, the scale is read-only and supplied by the standard. The table shows each grade, what it requires and its deadline.
To define your own scale, clear Based on standard.
Binding a standard discards your own grades
A management system cannot hold both. If you bind a standard while your own grades are defined, the editor states how many grades will be discarded.
Your own scale#
With no standard bound, select + Add grade and complete:
| Field | Notes |
|---|---|
| Code | Short, upper case and stable, for example MAJOR. Stored on every finding graded this way, and referenced by every checklist rule that grades to it. Must be unique within the scale. |
| Label | The name shown to auditors. Multi-language, see Multi-language content. |
| Requires | The CAPA route this grade starts. See CAPA workflows. |
| Deadline | Days allowed to resolve the finding. |
| Knock-out | Marks the grade as severe enough to block certification on its own. |
| Meaning | A description of the grade for the person reviewing a finding. |
Grades are ordered most severe first. Use the up and down arrows to reorder. Select Remove to delete a grade.
Validation#
The editor reports these conditions per grade:
| Condition | Effect |
|---|---|
| No code | The grade is not saved. |
| Duplicate code | The grade is not saved. |
| No CAPA route chosen | The grade is saved, but a finding graded this way starts no corrective workflow. |
Effect of a missing scale#
A management system with no grades, either because it has none of its own or because its bound standard has no encoded scale, cannot grade findings.
A checklist rule attached to it has no grade to select, and a finding raised there is captured without a grade, a deadline or a corrective workflow.
The Grades column in the list shows the current count.
Delete a management system#
Deleting moves the management system to the Trash. Checklists, questions and findings that reference it are not deleted.
Notes and limits#
- A scale is either the standard's or your own, never a combination of the two.
- Changing or removing a grade does not re-grade existing findings. A finding keeps the grade and deadline it was given.
- Deadlines are whole days. Hours are not supported.