Dokumen - Tips - Bsi Action Manager Welcome Workbook

Getting started workbook
Action Manager Welcome Pack | Version 1.0 | Page 2
Welcome
This worksheet supports your planning process and speeds
up your implementation by giving you a place to document
your decisions and help you to define key aspects of your
application. Before viewing our Quick Start guides, please
consider some of the key areas of your business.
We have used an example throughout this Workbook based on the following scenario:
Scenario
• Organisation description: UK Optician Retail chain based in London with five outlets.
• Objective: ISO 9001 certification.
This is a typical Action Manager process. Follow this throughout the booklet to understand where the key areas of your
business sit within it:
Create
scorecard of
Record non-conformity
Identify Record Non-conformities
findings and corrective
findings findings resolved
owner action
statistics
Notify person
Record Create Action Notify action Action
responsible
root cause action completed approver approved
for action
Define your vision

Use this sample Action Manager vision statement
as a prompt, then establish your own vision.
“Create an automated process to manage the actions that occur from internal audit findings.”
My Vision Statement
Outline the key aspects

of your processes
Modify the worksheets on the following pages to include the
key components associated with your business processes.
Quick Guide
Finding types:
Finding Types
Section 6.1
F indings are discovered and recorded as the result of an inquiry, investigation, inspection
or audit. A finding type is the type of finding this is. Within BSI Action Manager there are
five types of findings.
Finding types can be renamed and workflows edited.
Finding types include

Best practice
Non-conformance
Observation
Opportunity for improvement
Recommendation
Non-conformance
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
Quick Guide
Creating
Management
Management
Systems
Section 2.2
systems or category
All records have a mandatory attribute called Management System which allows you to
tag a record to one or many. These are the core areas of your business and can be defined
as required. This may include areas such as quality, environment, health and safety or
customer complaints.
There is no restriction on the number of management systems which can be created in
the system.
Use the below to define your core management systems and categories.
Management Categories Level one Level two

System/area sub-category sub-category
Quality ISO 9001 Clause 4.7
gged
The finding is ta .7’
9001 > Clause 4
‘Quality > ISO
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
Quick Guide
Users
Creating Users
Section 2.5
Consider those that need access to the application, what areas they
have visibility of and what activity they need to conduct.
Name Email Location Department Management Visible User profile

(based) systems location
Gary g.smith@ Liverpool Sales Quality London, Compliance
Smith opticians.com Liverpool Manager
Sarah Lewis s
Gary Smith own
raised the er”
the finding; “Own
finding.
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
oves the action;

Gary Smith appr
“Approver”.
responsible for
Chris Fletcher is
eptor”.
the action; “Acc
Workflow and notification

Notifications is a feature where you can, with the correct permissions, create a rule with
conditions which, when met, instantly sends an e-mail to a user with a hyperlink back into
the appropriate record in the application.
Action Manager is pre-configured with several notifications and rules. Please see below
a list of pre-configured notifications. You can create additional notifications within the
administration settings.
Title Description
Acceptance required - corrective action Notifies the designated “Acceptor” that the
corrective action is awaiting their acceptance.
Acceptance required - action Notifies the designated “Acceptor” that the action
is awaiting their acceptance.
Acceptance required - correction Notifies the designated “Acceptor” that the

correction is awaiting their acceptance.
Approval required - corrective action Notifies the designated “Approver” that the
corrective action is awaiting their approval.
Approval required - action Notifies the designated “Approver” that the

action is awaiting their approval.
Approval required - correction Notifies the designated “Approver” that the

correction is awaiting their approval.
Corrective Action - action overdue Notifies the owner of a corrective action is

one day overdue.
Quick Guide
Email notifications
Cont’d.
and escalations
Section 4
Action Manager also gives you the opportunity to create new or edit existing notifications.
Consider some of the notifications you may require:
Title Description
Smith
s th e designated owner, Gary
A ding
ified when a fin
needs to be not
im
is assigned to h
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
l Required -
Send an ‘Approva
’ notification
Corrective Action
nce Required -
Send an ‘Accepta to Gary Smith
‘notification to
Corrective Action
Chris Fletcher
Quick Guide
Locations
Creating Locations
Section 2.3
Consider your organization’s locations and departments:
Region Country City/State Office Department

EMEA UK Liverpool Victoria outlet Sales
The finding was er

The finding own
found in the
is based in the
Victoria outlet
Victoria outlet
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
Quick Guide
Causes
Creating Causes
Section 2.8
Identifying the cause of a finding is key. In Action Manager you can pre-define a list of
causes. Causes can have multiple levels that allow you to drill down and group findings
by their cause.
Consider the key causes of findings that may occur in your organization.
Cause Level One Sub-cause Level Two Sub-cause

Human error Training Lack of training
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
The finding was

error
caused by human
Quick Guide
Action types
Action Types
Section 6.2
Actions are the fact or process of doing something, typically to achieve an aim.
ction types are the type of actions required; this may include immediate corrective actions you may take to
A
keep your customer happy, e.g. you sent the wrong part and will immediately replace it with the correct part.
Action types can be renamed and workflow edited.
Action Manager contains three types of actions by default:
Action types include Description

Action General action
Corrective action Corrective action is taken to eliminate the cause
of a detected finding. This requires understanding
the root cause of the detected non-conformity
and taking action to eliminate the root cause(s) to
prevent recurrence of the non-conformity.
Correction Correction is an action taken to eliminate a finding.
If the detected finding is a defective product or
an incorrect invoice, for example, then reworking
the defective product or the incorrect invoice is
considered correction. You may be able to restore
the intended requirement or function, but you are
only correcting the situation.
Create
scorecard of
owner action
statistics
Notify person
responsible
for action
was
Corrective action
e
selected from th
action type s
Other actions
BSI Action Manager lets you create actions that are unrelated
to a finding. These can be in the form of general actions,
recurring actions or action plans.
Quick Guide
Recurring actions
Action Types
Section 6.2
The difference between recurring actions and non-recurring actions is the ability to
schedule a frequency. For example, with recurring actions you can create a schedule to
undertake a weekly or daily task, such as the checking of your fire extinguishers on a
periodic basis.
Consider what actions need to be conducted on a regular basis:
Action types What When Where Who

include
Recurring action Test fire Every Monday, Victoria outlet Gary Smith
extinguisher at 17:00
Action plans
Action plans can be used to group a number of action types such as action,
corrective or preventive.
This enables you to use them as part of a project where multiple actions
with different owners and due dates can be organised.
You can create new actions from an action plan or add existing ones.
Task name Start date Target date Action/who

Find out about ISO 9001
Conduct a Gap Analysis

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Getting started workbook

Action Manager Welcome Pack | Version 1.0 | Page 2

Define your vision

Outline the key aspects

Finding types include

Management Categories Level one Level two

Name Email Location Department Management Visible User profile

oves the action;

Workflow and notification

Acceptance required - correction Notifies the designated “Acceptor” that the

Approval required - action Notifies the designated “Approver” that the

Approval required - correction Notifies the designated “Approver” that the

Corrective Action - action overdue Notifies the owner of a corrective action is

Consider your organization’s locations and departments:

Region Country City/State Office Department

The finding was er

Cause Level One Sub-cause Level Two Sub-cause

The finding was

Action types include Description

Consider what actions need to be conducted on a regular basis:

Action types What When Where Who

Task name Start date Target date Action/who

Conduct a Gap Analysis

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