AUDIT Supplier Manual 1.0

QPF Audit module
supplier manual
Karl Heinz Scherling
Version 1.0 – 7/27/2022
Index
Introduction & General Information about the Audit module
Access for users with an existing QPF account
Audit schedule – monthly view

Audit schedule – annual view
Access for users with TOKEN account
Use hyperlinks for

Corrective actions workflow easier navigation
through this user
manual!
Users who are responsible for corrective actions
Users who are responsible for conducting a supplier self-audit
Completing the audit questionnaire

Editing corrective actions
Approval of the audit by the supplier-auditor
Closing/Rejecting/Canelling corrective actions
Finishing the audit
Troubleshooting
8/5/2022 Disclosure or duplication without consent is prohibited 2

Introduction
Welcome to the MAGNA QPF audit module.
The following pages describe how to use the audit module and its
various functions.
The target audience for this user manual are individuals who are
either responsible for implementing corrective actions or have
been assigned as supplier-auditors to conduct a self-audit.

Access for users with QPF account

Starting as a registered user
If you are already familiar with the basic use

and functions of QPF, you can skip this step.
If you are new to QPF, stay here and get

some quick information.
❶ Your name and location
❷ Magna plant & project that are currently

selected. You can change to another project
by clicking the downward facing ▼ arrow.
❸&❻ Your personal QPF inbox
❹ Language Setting (EN:English DE:

German)
❺ Menu bar – here you can see the QPF

modules available in the selected project.
❼ QPF News section – take a look what´s

new.
❽ QPF Download section – Download

manuals & other documents.
❾ Log out from your QPF account
❿ Select “Audit” and chose between Audit overview, Audit-calendar view or the summary of all your corrective actions.
⓫ Please ignore the lower section, which only includes audits until the end of 2021 in the old audit module.

Audit overview
❶ Audits related to your organization are listed here..
❷ You can use filters or search as needed
❸ A + symbol in front of an audit indicates that the audit is linked to other audits/tasks etc.
❹ If required, you also have the possibility to export the overview into an Excel spreadsheet.

Corrective actions overview
❶ Audit number
❷ Corrective action number
❸ Open your corrective action items in order to open and edit it.

Calendar overview
Monthly and annual overview of audit program

Calendar overview – audit schedule
❶ Filter by audit type
❷ Audit progress icon
❸ Audit type
❹ Further information:
Supplier Name
Name of the Auditor
Plant Hyperion
Project
❺ Search bar: Search for

supplier, supplier number,
DUNS, Auditor
❻ Change quickly between

different months
❼Chose between monthly

and annual calendar overview
❽ Pressing [Today] will get

you back to the actual date.
Use the arrows left and right
to move forward or back.

Calendar overview – audit schedule - annual

Access for users with TOKEN account

Starting as a TOKEN user – corrective actions
If you don´t have a registered account in QPF,

you can receive a TOKEN user account which
can be accessed by clicking the link that was
sent to you by e-mail.
You will then be immediately directed to the

audit in which you have to complete corrective
actions.
❶ Your TOKEN Email address
❷ Magna plant & project in which the audit is

located.
❸ Refresh screen
❹ Save changes
❺ Save changes & close audit window
❻ Minimize audit window
❼ Close the audit window
❽ Sub-menu for data history & problem
reports in case you have a technical problem
with QPF. For questions related to the audit
itself refer to your Magna contact person
(Auditor)
❾ As supplier you have the option to confirm
the audit result, audit findings and auditor´s
comments by pressing the “Supplier approval”
button.
❿ Open and download the audit reports as
.pdf files

⓬ In the “Audit” tab you can find all basic

information related to the audit ⓰.
⓭ The “Questions” tab contains all audit

questions. The number besides the tab
indicates the number of audit findings. Click on
this tab to access the questionnaire and to
reach the audit findings for which you have
been named responsible for corrective actions.
⓮ This tab contains the preview of the audit

result. It is always named after the audit type
(in this case MAQMSR results)
⓯ In the “Links” tab you can find links

If you have pressed the “minimize” or the “Close” button, you will be redirected to the audit overview. Here you can see all audits related to your organization. ❶
In the top-right corner❷ you have the possibility to switch between English and German language or to log off from your QPF Token account ❸
Only if you have pressed the “minimize” button, you can see a quick link to the already opened audit(s)❹ If you are working on several audits in parallel, this allows you
to quickly jump between the opened audits.

Responsible for corrective actions

Audit questionnaire
❶ Progress bar showing in which status ❹ Questionnaire tab – the number ❽ Status of corrective action ⓬ Show only audit questions with audit
the audit is. indicates the number of audit findings findings
❾ Person responsible for a corrective
❷ If requested by Magna, the supplier ❺ Audit question (click on a question to action ⓭ ATTENTION! Never forget to save
must approve the audit result & findings by expand for further information) after you have entered or changed
pressing the “Supplier approval” button ❿ expand/collapse all chapters something!
❻ Comment by Auditor related to the
❸ Audit reports (*.pdf) audit question, audit finding(s) ⓫ Show additional information related to
audit questions
❼ Corrective action items
Audit questionnaire
❶ Preview of the result.
❷ If you need detailed information regarding the audit

result, you can download all reports as *.pdf

Corrective actions

Corrective action workflow
In order to guarantee a standardized process of Audit findings (Supplier) - AUDITOR

addressing audit findings, a workflow has been
implemented. • Documentation of all audit findings
In Phase 1 the auditor is documenting deviations and

audit findings during the audit.
Planning Responsible for corr. action
• Root cause analysis
Once the audit has been approved, the corrective
actions will be in Phase 2 – Planning phase, in which • Optional: 5 why
root cause analysis (optional with 5-why analysis), • Definition of corrective actions
definition of corrective actions and a target date for • Defining a target date for completing the corrective actions
completing the implementation.
Implementation Responsible for corr. action
Once the person responsible for the corrective actions
has confirmed the target date, it will move to phase 3 • Documentation of all implemented activities.
– implementation phase. Here, all previously in phase
• Documenting the proof of effectiveness
2 defined corrective actions are being implemented. In
order to reach the last phase, a proof of effectiveness • Confirmation of completion of all activities
is mandatory. The extent of which has to be defined in
cooperation with the auditor. Effectiveness (Supplier) - AUDITOR
In phase 4 the auditor is verifying the effectiveness of • Review of effectiveness by auditor
implemented activities and reviews the submitted • If implementation and/or documentation has not been satisfactorily for auditor,
documents. the corrective action can be re-opened (rejected) by the auditor.
• Closing the corrective action by the auditor if everything has been completed by
If everything has been satisfactorily completed, the the supplier
corrective action will be closed by the auditor,
otherwise rejected to move it back to phase 2.

The following information can only be
Audit findings (Supplier) - AUDITOR
edited by the auditor:
❶ Corrective action number
❷ Checklist item (Audit question)
❸ Reference to Standard chapter (i.e.,

IATF chapter etc.)
❹ Work status of corrective action
❺ Issue: Basic information is

automatically imported – further
details can be added here if required.
❻ Name of the auditor
❼ Name of the person responsible for

closing this audit issue (can be changed
to a different user)
❽ Deviation type (predefined selection)

❾ Systems/areas affected by the audit
finding
❿ Attachments
⓫ You can either confirm your entry or

cancel (discard your entry)

The following information can only be
Audit findings (Supplier) - AUDITOR
edited by the auditor:
If you did not find a registered user, a TOKEN

user can be entered as responsible person for
a corrective action.
⓬ Click on the button [Token]
⓭ Enter the e-mail address in the pop-up

window and press [OK]
By pressing the [Approval] button

automatically generated emails will be sent to
those who are responsible for corrective
actions.
TOKEN Users will receive a token which will

allow someone who does not have (or need)
a QPF account to access and edit corrective
actions.

Root cause analysis Planning Responsible for corr. action
& corrective action planning
The following information can only be edited by the person

responsible for a certain corrective action:
❶ Documentation of the root cause analysis

❷ “Five Why” root cause analysis (optional)
❸ Description of the scheduled activities. All activities,
everything that is being planned to be implemented must
be described in detail.
❹ Further comments or remarks on the scheduled activities.
❺ Enter a target date for the implementation of the planned
activities – This is the target date until when all activities
described in ❸ have to be implemented.
❻ When the root cause analysis and the planning of the
required activities are completed, confirm by clicking on the
checkbox. A timestamp will then be automatically created.
❼ Click on the bottom right corner of the input boxes and pull
to enlarge the boxes for better visibility.
❽ Click on the “APPLY” button to get back to the audit

Note: after saving, this section can no ! ATTENTION !
After completing this step, the corrective action will change its status longer be edited. Any changes require
from “open” to “planned”
the person responsible for the corrective Any changes require
action to contact the auditor! you to save!

Implementing Implementation Responsible for corr. action
Corrective actions
The following information can only be edited by the person

responsible for a certain corrective action:
❶ Only after you have activated the checkbox “Planning Complete”

AND entered a Target date for implementation of all activities, you
will be able to edit this section
❷ Documentation and detailed information of the activities that

were implemented.
❸ Detailed description and documentation about how the

effectiveness of the corrective action has been verified.
Evidence of effectiveness is mandatory!
❹ Some corrective actions may require to attach documents in

order to prove the effectiveness. (Measurement reports,
process capability report, random sample report etc.)
❺ When all activities have been completed and verified,

confirm by clicking on the checkbox. A timestamp will then
be automatically created.
After completing this step, the corrective action will change its status
from “planned” to “implemented”
Note: after saving, this section can no ! ATTENTION !

longer be edited. Any changes require
the person responsible for the corrective Any changes require
action to contact the auditor! you to save!

Confirmation of Effectiveness Effectiveness (Supplier) - AUDITOR
by the auditor
The following information can only be edited by the auditor:
❶ Only after the person responsible for corrective actions has activated the
checkbox “Planning Complete” AND entered a Target date for implementation
of all activities, the auditor can edit this section
❷ Document the verification of the effectiveness.

What has been verified?
Which checks were made?
❸ Set the effectiveness status:

If the person responsible for the corrective action has to
change the target date, add or correct anything in the
sections root cause analysis or implementation the auditor
can set the status to “declined”
If the auditor is not satisfied with the activities or
documentation of the corrective actions he can set the
status to “declined” – this will allow the person responsible
to add or correct entries.
If all activities were implemented satisfactorily, the auditor
can set the status to “completed”
In case a corrective action is no longer required or
or if a corrective action was opened accidentally, the
auditor can set the status to “cancelled”
❹ When all activities have been completed and verified, confirm by

clicking on the checkbox. A timestamp will then be automatically Note: An audit can only get completed if ! ATTENTION !
created. all corrective actions have been closed
and its effectivity and effectiveness has Any changes require
been verified by the auditor. you to save!
After completing this step, the corrective action will change its status
from “implemented” to “closed”
Conducting a self-audit

Conducting a self-audit - MAQMSR
In some cases, instead of a Magna-conducted audit, a self-audit is created by a Magna

auditor, which is then conducted by the auditee (i.e.: Supplier)
This is usually the case for annually conducted MAQMSR audits or in preparation for
potential supplier audits, which can either be MAQMSR audits or VDA 6-3 potential
analysis. In case of potential supplier audits, the self-audit will be the base for a follow-up
audit conducted by a Magna auditor.
If you were nominated as supplier-auditor, the following pages are relevant for you since
you were given certain permissions and responsibilities to conduct the audit for your
organization.

The audit questionnaire is opened by clicking
on “Questions” (❶) – To extend a desired
chapter, simply click on the icon.
❷ Audit number (automatically generated)
❸ Result tab (result preview)
❹ Group/chapter rating – This function

allows you to rate an entire checklist
group/chapter at once.
If a question/group is not relevant for an audit,

it may get rated “n.a.” – in this case, a
statement explaining the reason is created
automatically
❺ Status bar: Indicating how many questions

have been rated, how many are unanswered
etc.
❻ Optional, you can show/hide additional

information about the audit question. For a
better overview, you can also select to only
show audit questions with audit
findings/corrective actions ❼.
❽ The “Apply” button remains gray and

deactivated until all required questions were
answered. Depending on the audit type,
different rules apply.

After clicking the icon, you can see all audit
questions of the expanded chapter –> to collapse the
chapter, simply click on the icon. (❶)
To rate single audit questions, just click on the desired

question (❷)
Next to the audit question, you choose the rating (❸).

To avoid accidentally rating all questions, a checkbox will
appear before the rating is done. For questions rated
with n.a. (not audited), a comment is mandatory to
document, why a certain question was not evaluated
during the audit.
❹ Show additional information related to audit questions
ATTENTION!:
For some audits, the maximum number of questions

rated with n.a. is restricted! If you have rated too many
questions n.a. it is not possible to approve audits.
Example:
VDA 6.3 potential analysis: Maximum 3 questions n.a.
VDA 6.3 process audits: At least 2/3 of the questions for
each evaluated process element, sub-element or
process step must be evaluated.
MAQMSR audits: All questions must be answered, in

certain cases a maximum of 5 questions rated with n.a. is
permitted

Upon clicking into the line of an audit
question (❶), the section will
expand, and you can see the audit
question, further information such as
minimum requirements, examples
and suggestions for rating the
selected question.
First, you enter a detailed description

of the audit findings, or – in case of
deviations a detailed description of
the issues. (❷) Next, you rate the
question – in this audit type n.a. – 0
– 4 – 6 – 8 – 10 are available. (❸) -
> Note, that writing a comment, in
case you rate a question n.a. is
mandatory!
Attachments can be added with the

upload button (❹) . ! ATTENTION !
If a limit for creating automatic issues Any changes require
has been set, an automatically you to save!
created corrective action (❺) will
appear if the rating is below the
predefined limit – you can always
manually create corrective actions by
pressing the [Add] button even if no
limit has been set. If more than one issue has been discovered for related to a question, you should manually add
audit issues/deviations (❻) in order to allow each topic to be tracked individually!

Performing an audit - MAQMSR
By clicking on the tab “MAQMSR Results” you can see an

overview of the audit result by chapters/groups and the overall
result of the audit.

Audit summary
Before an audit is approved by the auditor, it is

important to complete the bottom section of the
audit form.
❶ The first section is a summary of the audit,

general impression, remarks of the auditor on the
auditee.
❷ The second section contains the conclusions of

the auditor. In case of potential supplier audits, this
may be a conclusion whether the audited
organization qualifies as a supplier, whether it can
deliver the required quality and/or customer
requirements etc.
❸ The third section contains a brief description of

the next steps, depending on the audit result.
Note: after approval, this section can no longer be edited.

Any changes require the auditor to revoke the approval.
This means, supplier and auditor have to approve the
audit again after the changes were completed.

Approval of an audit by the auditor
When all audit questions have been answered (❶), all required audit documents have been attached (❷) and after the audit has been saved it must be approved (❸). In this context
“Approval” means, that performing the audit has been completed, all issues, deviations and other audit findings have been documented. After pressing the [Approval] button, the audit
can no longer be edited.
Pressing the [Approval] button initiates automatic email notifications to everyone who is responsible for corrective actions. Token users will receive emails with their token access.

❶ After the audit has been approved, it is possible to generate the audit reports.
❷ A warning message will be shown until all corrective actions have been completely implemented, reviewed and verified.
❸ As long as corrective actions have not been completely closed, the [Finish] button will be inactive and shown in light gray color.
❹ If corrections must be made, the auditor has the possibility to revoke the approval. Once the required corrections have been completed, the audit must be approved again.

❶ Audit report – Cover sheet with an audit summary and
the overall result considering downgrading
requirements
❷ Audit action plan – showing the issues found during

the audit as well as the scheduled corrective action,
root cause analysis etc.
❸ Audit report with audit findings, issues and percentual

evaluation of each group
❹ Download all three documents at once as compressed

.zip file
❺ In case something needs to be added or corrected,

the (supplier) auditor has the possibility to revoke the
approval and do the required adjustments.

Finishing an audit

❶ If you can still see the warning Correct Actions not closed , not all corrective actions have been completed. The warning message will disappear once all activities are closed and the
auditor has confirmed all corrective action topics.

❶ When all activities related to audit findings have been closed and verified by the auditor, the audit is finally closed by pressing the [Finish] button.
ATTENTION!
The Audit will officially be closed when the Supplier Auditor clicks Finish.
This action will officially submit the Audit to the Magna division!
After having pressed the [Finish] button, the supplier-auditor can no longer edit anything!
In case something needs to get corrected, contact the Magna auditor to unlock the audit.

Troubleshooting

Troubleshooting – index
General user support
QPF-support related communication
Starting problems
603_..... (unknown)
ERROR: You are not authorized!
Browser problems
Missing entry fields
Registration problems
Can´t find user
Corrective action workflow problems
Can´t enter Implementation phase

Can´t close corrective action
Corrections required
Creating a problem report

User support
If you are facing difficulties, you have multiple options:
Detailed information in the user manual

If you have been nominated as supplier-auditor, contact your direct Magna
contact (Magna Auditor)
If you have been nominated as responsible person for corrective, contact your
direct Magna contact (Magna Auditor) for Magna-conducted audits or the
supplier-auditor in case of self-audits
If none of the above-mentioned options work for you, initiate a problem report.

QPF-support related communication
Always include the following information

in any QPF-support related
conversation:
Your full name ❶ and your email

address
Full Magna plant name ❷ &

Hyperion number ❸ & Project
name ❹
Which module you were using ❺,

in which you encountered a
problem
Audit number (AU_...) ❻
Corrective action number

(AUM_...) ❼
Detailed description of your

problem
Screenshot of the ENTIRE

screen, not just a piece of it.

603_..... (unknown)
In some cases, usually after changes of your permits, you will see something like Then click on the arrows facing towards the right side ► until you have reached the desired
603_....(unknown) in the project selection ❶ combined with an error message saying location/proect. ❹
“ERROR: You are not authorized!” ❷
If this happens, go to the project selection and click on the downward ▼ facing arrow ❸

ERROR: You are not authorized!
You receive the error message “ERROR: You are not authorized!” ❶ when you have been in a different project in a module that is not available in the current project.
This is the case, if you can also see that you are in a project ❷
If this happens, simply select a different module and the error message will disappear. ❸

Missing entry fields
QPF in general doesn´t work with certain

browsers.
Here is one example:
❶ In this case, [Audit Start Date] and

[Corrective action submission] are missing. The
user opened QPF with Microsoft Internet
Explorer..
❷ In this case, everything is OK – QPF was

opened with Google Chrome and all required
content is shown.
Check your internet browser! Don´t use

Microsoft Internet Explorer or Microsoft
Edge!

Can´t find user
The (supplier) auditor must nominate someone for each

corrective action.
The person who was nominated in the audit basic information

as responsible for corrective actions is automatically set as
responsible for each new corrective action.
The (supplier) auditor however can change the responsible

person to someone else.
If no search result is found, the following might be the case:
• The user is not registered in QPF

Solution:
- Ask the user to register
- Use Token instead
• The user is registered in QPF but doesn´t have the

required permissions
Solution:
- Ask the user to request the required permissions.
- Contact the Magna-auditor and ask him to assign the
required permissions to the user

Can´t enter Implementation phase
Planning Responsible for corr. action
If you cannot enter implementation notes, proof of

effectiveness and upload documents, check the status of the
previous phase (Planning phase) of the corrective action.
In order to conclude the planning phase, you must click the

checkbox.
After pressing the [Confirm] button and saving the audit, the
corrective action will be moved into the implementation
phase.
When you have finished entering all relevant information and

uploading all required documents, you must click the
checkbox “Implementation Completed”
After that, the auditor will do a final review and approve the
corrective action if everything has been completed as agreed.

Can´t close corrective action
Effectiveness (Supplier) - AUDITOR
If you cannot close corrective actions, check the status of the

previous steps.
Corrective actions which are still in the planning- or

implementation phase cannot get closed by the (supplier)
auditor.
Ask the person responsible for the affected corrective action

to complete planning/implementation phase by clicking on the
checkboxes.

Corrections required
Effectiveness (Supplier) - AUDITOR
In some cases, the person responsible will need to correct

something or ad documents.
Once the planning and implementation phases have been

confirmed, the only way to enable the person responsible to
do any corrections is to decline the corrective action.
This can only be done by the (supplier) auditor.
After a corrective action has been declined, the status will be

set to [open]. The person responsible must then close the
planning and implementation phase again by clicking on the
checkbox after completing all modifications.
This may also be the case if the (supplier) auditor is not

satisfied with the information/documents provided by the
person responsible.
It can also happen, that the target date for implementing

corrective actions cannot be met. In order to change the
target date, the person responsible for the affected corrective
action must contact the (supplier) auditor who then can
decide if the target date can be postponed.

In case of technical problems, you have the possibility to

create a problem report.
Problem reports are automatically generated by QPF and will

be sent to Magna Key-users and/or QPF administrators.
To initiate a problem report, click on the downward facing

arrow ▼next to your name and then on [Report problem] ❶

When clicking on [Report problem], a pop-up window will

open, which contains all background information such as
Plant/project/module and an automatically generated
screenshot ❶
Click on the downward facing arrow to select a contact person

to whom you would like to send the problem report. This can
either be the responsible key-user for a Magna plant or
someone from QPF back-office.
Besides the names of the available users, you can also see in
brackets the modules for which each user is responsible ❷.
❸ Please describe your problem as detailed as possible:

What exactly is the problem?
How did it occur?
Does it occur under certain circumstances?
Did you encounter this problem before?
Is the problem reproducible? If yes, how?
Once you have entered all relevant information, press the

[Report problem] button ❹.

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QPF Audit module

Introduction & General Information about the Audit module

Access for users with an existing QPF account

Audit schedule – monthly view

Access for users with TOKEN account

Use hyperlinks for

Users who are responsible for conducting a supplier self-audit

Completing the audit questionnaire

8/5/2022 Disclosure or duplication without consent is prohibited 2

Welcome to the MAGNA QPF audit module.

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If you are already familiar with the basic use

If you are new to QPF, stay here and get

❶ Your name and location

❷ Magna plant & project that are currently

❸&❻ Your personal QPF inbox

❹ Language Setting (EN:English DE:

❺ Menu bar – here you can see the QPF

❼ QPF News section – take a look what´s

❽ QPF Download section – Download

❾ Log out from your QPF account

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❶ Audits related to your organization are listed here..

❷ You can use filters or search as needed

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❷ Corrective action number

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❶ Filter by audit type

❷ Audit progress icon

❺ Search bar: Search for

❻ Change quickly between

❼Chose between monthly

❽ Pressing [Today] will get

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If you don´t have a registered account in QPF,

You will then be immediately directed to the

❶ Your TOKEN Email address

❷ Magna plant & project in which the audit is

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⓬ In the “Audit” tab you can find all basic

⓭ The “Questions” tab contains all audit

⓮ This tab contains the preview of the audit

⓯ In the “Links” tab you can find links

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❶ Preview of the result.

❷ If you need detailed information regarding the audit

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In order to guarantee a standardized process of Audit findings (Supplier) - AUDITOR

In Phase 1 the auditor is documenting deviations and

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❶ Corrective action number

❷ Checklist item (Audit question)

❸ Reference to Standard chapter (i.e.,

❺ Issue: Basic information is

❻ Name of the auditor