Enter Reference Standard Information

Explanation

Use this activity to define reference standards against which audits are focused and against which non conformance reports are raised.

Prerequisites

N/A

System Effects

As a result of this activity, new reference standard records are defined or existing ones are modified.

Documents may have been attached to reference standard records. If a document is attached to a reference standard record, a link to the document will be inherited to any audit or non conformance report (NCR) that has a reference to the reference standard record.

Window

Audit Basic Data

Related Window Descriptions

Audit Basic Data/Reference Standards
Basic Data Translation

Procedure

1. On the Audit Basic Data window, click the Reference Standards tab.
2. Create a new record.
3. In the Reference Standard column, enter a new reference standard or click the List of Values to select an existing. Entering a value in this field is mandatory and once saved, this value cannot be edited.
4. In the Reference ID column, enter a unique reference ID. Once saved, this value cannot be edited.
5. In the Description column, enter a description of the reference ID.
6. In the Reference Group ID field, enter a value, This is to group similar Reference Standards. Similar Reference Group IDs can be used in several Reference Standards.
7. In the Parent Reference ID column, click the List of Values to select a parent reference ID. The parent record must be created and saved before it can be referenced from a child record.
8. Select the Allow in NCR check box if the reference standard record may be referenced when creating a Non Conformance Report (NCR). A top level reference standard such as “ISO 9001” should generally not be NCR allowed, since a NCR should relate to a specific area of the standard.
9. The value in the Display Order column is used to provide some flexibility when sorting the reference standard records. The default value is 100, but it can be changed to any positive number, including decimals.
10. In the Notes column, enter a note regarding the reference standard. Entering a value in this field is optional.
11. Save when complete.

Optional step (remember to save your entries):

If a document is attached to a reference standard record, for instance the actual reference standard, a link to the document will be inherited to any audit or non conformance report (NCR) that has a reference to the reference standard record.

11. Select the required reference standard record.
12. Click Documents on the Attachments panel.
13. Click Attach to attach a document that already exists in IFS / Document Management to the reference standard record.
14. Click New to attach a new document to the reference standard record. This will also create and check-in the document to IFS/Document Management.

Optional step (remember to save your entries):

A reference standard record can be set as obsolete so that it cannot be used in new audits or NCR records. Setting a reference standard record to obsolete will not affect any existing use of it.

15. To set a reference standard to obsolete, select the Obsolete check box for the required reference standard.
16. Save when complete.

Note: You can translate the description into different languages using the basic data translation functionality. Select a record, right-click and then click Translation. In the Basic Data Translation window, enter descriptions per language.