BUSINESS ASSURANCE

E-LOF version 2.4

Explanation of changes

12 December 2016

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Major Changes

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Synching to ConCert(1)

 What is new: when synching to ConCert:

– Only the ENABLED findings in Open Findings tab will synched to ConCert (irrespective of
the Activity selected in the Home Page)
– Only the Stage 1 (or Stage 2) contents based on the Activity selected in the Home Page
(for all the Sites connected to the Activity itself)
 Why?
– In case of several Team Leaders (or Acting TL) scheduled on the same Project (on different
Project Activities), in the past each TL was potentially overwriting the findings data of the
other TL. This because the synch to ConCert was updating the entire set of findings present
in the Open Findings tab.

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Synching to ConCert(2)

 Business Case:
– DI associated to HQ (Headquarter)
– IA scheduled to HQ, S1 (Site1), S2, S3, S4
– P1 scheduled to HQ, S1 and S4
– P2 scheduled to HQ and S2

 ‘Send to Concert’ will synch:

– all the ENABLED (white rows) findings in Open Finding sheet
– PLUS (+)
– The Stage 1 (or Stage 2) data entered in e-LOF Plus (for any Site, hence HQ and S2 in the
example, since P2 is selected in the Home Page)

Only Enabled
findings will synch

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Enable/Disable Findings(1)

 What is new:
– When uploading a fresh XML, all the Findings will be DISABLED (grey row)
– New Findings (e.g. Add New Finding) will be ENABLED (white row) by default
– ENABLED findings can be disabled and vice-versa (right-click of the mouse)
– Only ENABLED findings will synch when Send To Concert is done

For ENABLING a
finding, right click on
the row header and
select Enable Finding
(and vice-versa)

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Enable/Disable Findings(2) >>EXPORT FINDINGS

 ‘Export Findings’ will create an xml export file containing only the ENABLED
findings (white rows)

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Enable/Disable Findings(3) >>IMPORT FINDINGS

 ‘Import Findings’ will automatically add the new findings (those not in the e-LOF
of the Team Leader) and will default them as ENABLED
 When importing findings already existing in the e-LOF of the Team Leader instead,
the usual CONFLICT RESOLUTION steps will be run:
– For each conflicting finding, when the conflict is accepted, the finding is
automatically turned into ENABLED

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Retain information for Activity and Site

 What is new:
– When working to a specific Project Activity (e.g. P2), in the Stage 1 sheet (or
Stage 2, is the same), the information entered are retained even if the user
switch Activity or Site from the Home Page
 Why?
– In the previous tool version the information entered for e.g. P2 under site e.g.
S1 were lost when user was changing Site (e.g. selecting S2) or Activity (e.g.
P1) and then back to P2 and S1.

– Now whatever is entered under a Project Activity and Site (in Stage 1 &/or
Stage 2 sheet) is retained and also saved (in case of Save Work)

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Changes from GCU and Accreditation

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Amendments to auditor reporting to comply with external
requirements
 To comply with external requirements related to audit reporting, some amendments have
been made in this release of e-LOF (see details in next slides):
– 4 checkpoints (3 new) included in the “Technical summary/Data validation”- report

– 2 new Auditor Statements added:

 1 new entry added related to Multi-sites (based on sampling) under the “Management
Summary” -tab
 1 new entry added under the “Miscellaneous Tab” for ISO 50001 related to achievement
of continual improvement in energy performance.

 Note that these changes was also announced through webinars for all units run
September 28th. In addition to the explanation given here, separate communication
will shortly be sent to focals in all units to ensure proper use and implementation
among our auditors.
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Changes in Auditor Statements
1) Added new Auditor Statement for multi-site certifications based on sampling
(This synchs to ConCert and show up in the generated report as for the others):
(This is to fulfil requirement in
IAF MD1 4.2.1 and also a
response to a NC given by RvA +
to fulfil ISO 50003 B2.5.2 )

2) Under the “Miscellaneous Tab”: Added new Auditor Statement specific for ISO
50000: “Achievement of continual improvement in energy performance” (This
synchs to ConCert and show up in the generated report as for Auditor
statements in general):
This is to fulfil requirement in ISO 50003,
see 5.7.2, 5.8, 5,9

Note that the auditor statements has not

yet been translated to different
languages, but will be in next update of
the e-LOF, scheduled for early 2017

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Changes in the Technical summary/Data validation report

A set of 4 checkpoints are made available for the Team Leader, of these 3 are new:
 “Is the certification scope and/or boundaries still appropriate based on consideration of e.g. organisation’s
sites, activities, processes and products?”
(This is to fulfil requirement in ISO 17021-1 9.4.8.3 b) + ISO 50003, clause 5.6)
 “Have any significant issues or changes been identified during the audit that impacts the 3 year audit
programme?
(Note: Includes consideration of the need to audit more or less shifts based on consideration of processes
performed across shifts and differences in the level of control) “
(This is to fulfil requirement in ISO 17021-1 4.8.2 h))
 “Is there a need to change the audit time based on consideration of changes e.g. in: number of personnel
(including contractors), sites/locations, activities/processes/products and complexity level of the
organization? “
(Note that this is just a re-write of the current checkpoint, not new) (fulfils requirement in ISO
IAF MD5 clause 5)
 “For multisite project based on sampling: Does the organization still fulfil the conditions for a sampling based
approach (sufficient control by central office etc) and is audit time still considered appropriate for the
project?”
(This is to fulfil requirement in IAF MD1 4.2.1 and also a response to a NC given by RvA + to fulfil
ISO 50003 B2.5.2)

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The changes and the Team Leaders role

 For every audit activity the Team Leader needs to conclude on the 4 checkpoints
(the last one only if it is a multi-site project based on sampling.
 For each of the checkpoints “Yes” or “No” needs to be chosen, and explanation is
required when changes are needed.
 Team Leader need to initiate the needed changes, note the possibility initiate a
mail from the e-mail from the tool

 To provide evidence that the needed checkpoints are performed the

report shall be saved and sent to ConCert for each audit activity.

 The rationale for keeping these checkpoints as part of the Technical

summary/Validation report rather than in the Management Summary report is
that these are more related to the project itself and less to the audit activity
 Although this is solely provided in English we believe this should be possible to
use for all auditors.
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Major bug Fixes

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Saved work functionality for multiple activity and multi-site

Problem statement
 Using saved work function it was possible only to save data for the selected activity in the home Page.
 Data entered for activities not selected in the home page were lost

What is this Change?

 Fix has been applied to eLOF version 2.4 to store the changes across the activities and sites in the same
file(.elof).
 Auditors can now enter data for different combination of site and activities in the same instance and do a
save operation
 Save as operation will store all data entered in the saved work file.
 Please note the sync to ConCert is still restricted to activity site combination selected in the home Page of
tool for data entered in management summary and Stage 1 tabs

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Non-active sites should not be visible in any site picks

Problem statement
 In eLOF tool it was possible to select sites inactivated in ConCert application
 Data entered under the inactive site were creating data quality issues

What is this Change?

 Fix has been applied to eLOF version 2.4 to shown only the active sites in all the site picks available in the
tool
 In eLOF application Auditors will not be able to see any Site inactivated in ConCert

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Other Fixes

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Fixes

 The user with the role "Acting team leader" will also be able to sync data back to
concert (currently only Team leader role is able to sync data back to concert from
the tool.
 The no of attachments per mail has been increased from 3 to 10. So now by
clicking Send attachment button from the home page the user can send up to 10
attachments in a single email
 All drop down menus (pre defined lists) in the tool are sorted alphabetically
 Increased the height of main area of improvement and positive indication text
fields in stage 1 and MSR tabs so that the auditor can see and type more in one
og
 Results and conclusion session should retain the order specified in the tool initially
when retrieved back to the tool from ConCert
 When a user goes to the sort menu and selects the sort column it starts with the
first column on the list - Used to go to the last column

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Fixes

 In Findings sheet when specifying a "Text Filter" or "Custom Filter" the cursor
should be placed in the criteria cell (the one to the right) rather than operator
cell. This reduced the chance of teh user making a mistake when choosing the
filter
 The user chooses an activity and site enters data in the Management Summary
tab or the Stage 1 tab. Then the user can come back to the home page and
choose another activity and site and og back to the Management Summary tab
or the Stage 1 tab and enter respective data. The older data wouls be saved and
not deleted. This allows the user to work with multiple activities or site in the
same tool without losing data
 When the tool is expering delay when the data set to process is large then the
waiting icon is dsiplayed indicating that the tool is processing data
 The issue in the tool when the Account name had an underscore(_) has now been
fixed
 The Total no.of employees field in Technical summary tab under project site
information is now showing the right value
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Report Changes

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Report changes

 When generating the Standard and Simple report in local languages , all the site
information should be available in the site field
 Technical summary report should contain details of activity selected in Past
Performance Review section
 The standards of the activity are now removed from the header of the
Management Summary and the Stage 1 report. The title Management System
Certification is also removed from the header section of the Management
Summary and the Stage 1 report
 In the Stage 1 report in the section "Focus Areas (suggested)" the following
leading text has been added for completeness "As a result of the document
review and the customer’s input the following areas have been identified as
potential Focus Areas for the up-coming initial audit:"
 In the Technical summary tab, Date of the certificate field under Project
information section will now be displayed in the yyyy/mm/dd formart

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Report changes

 The date of the report is removed from the Presentation format for the
Management Summary report
 All the dates in the standard report have been changed DD- MMM-YYYY format
 Permissible exclusions now also available in other languages
 Multiple standards - Combined audit session also available in other languages
 The technical summary report should only display applicable standards at the
activity
 The status and category is now back to multilingual in simple and standard
reports

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