Difference between revisions of "GLOBALG.A.P. Audit Online"
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The API token is not used when you just use the website.
The API token is not used when you just use the website.
== FAQ: Frequently Asked Questions by Certification Bodies ==
== FAQ: Frequently Asked Questions by Certification Bodies ==
Revision as of 10:35, 14 October 2020
- 1 GLOBALG.A.P. Audit Online
- 2 Adding new users
- 3 Checklists
- 4 Using a checklist offline: Excel template
- 5 Edit checklist
- 6 Audit reports
- 7 New audit
- 8 Entering audit details after 'New audit'
- 9 Enable auditor to be registered for multiple CB's
- 10 FAQ: Frequently Asked Questions by Certification Bodies
The portal for Online Checklists and Audits allows the certification bodies to fill out checklists and audit reports online. This facilitates the compatibility and can speed up the process.
The service started with FSMA and option 1 only. From March 2020 on, IFA 5.2 and the option 2 are available. Using the GLOBALG.A.P. Audit Online for IFA checklists will become mandatory from 13.11.2020 on.
If you find any bugs or have suggestions to increase the functionality, please submit your feedback with the title ‘Feedback Audit Onilne’ to . The title will help us to gather the feedback. Thank you for your cooperation!
The portal is available here: https://audit.globalgap.org Access to the LIVE Version will be granted from 09.04.2020 (if not already done) with the approbiate Schemes and Checklits automatically. Sending an extra request is not necessary. If your invitation link has expired, please contact CB-Admin.
There is also a TEST version: https://pre-audit.globalgap.org For access to this TEST version, please contact Customer Support.
When contacting us, please indicate for which version you want to be unlocked. We will send out an invitation mail to one user and unlock the Checklists. Checklists are similar to Schemes in the Database. So on the LIVE system, we will grant access to the Schemes, Scopes and Subscopes your Certification Body is approved for.
Similar to the Database, the one starting user has all necessary rights to open up new accounts for his company.
Please chose a strong password. Any changes done by your user name are your responsibility. Therefore we kindly ask you to take this seriously.
Please note that the accesses for users have some important differences to the GLOBALG.A.P. Database:
1. The user names from the Database are not automatically used. Instead, the user name is your mail address.
2. There is no direct linkup to the Database. This means your users are not transferred from the Database.
3. Auditors and Scheme Managers will both be able to get a new password without help of GLOBALG.A.P. This saves a lot of time. Please use the link ‘I forgot my password’ on the login page: https://audit.globalgap.org OR https://pre-audit.globalgap.org
Please remember that access to one of both systems does not unlock you automatically on the other. This only resets passwords on existing users (invited by GLOBALG.A.P. as Scheme Managers or created by the Scheme Manager). It does not work to create new logins.
You can change the language to Spanish in the corner on the very right bottom of the page.
Good to know in advance:
1. Every icon will show what it does when the mouse button is over it.
2. Google Maps may not allow you to select a place on the map correctly. In these cases, please just click somewhere nearby and correct the address manually. This is the case when setting up your certification body as well as for producers.
Once logged in, you will view three possibilities to start:
Adding new users
Scheme Managers can add new users. Please go to the top right of the page:
Then the Scheme Manager will first view his own profile including options to change e. g. password and mail address. On the right side, there is a small green icon 'Invite new user' which you can also spot on the screenshot below.
You can then enter all details like names, roles and set the language to English or Spanish.
If you click on 'Send Invitation' the new user will get an invitation link to finish his registration.
The Scheme Manager or qualified auditors can edit and publish their own templates for the certification body. The templates can save time when filled out later. There are also templates provided by GLOBALG.A.P for the Scheme Standards, Scopes and Subscopes that you have been unlocked for.
You can also provide answers in the Checklist template if the answer is in most cases the same. However, the answers must still be correct in every case.
With introduction of option 2 in March 2020, QMS Checklists are available as well if your Certification Body audits producer groups as well.
You can in this view edit existing templates.
In case you have many checklist templates available, you can search by name or filter via Module (=Subscope) or Standard (please enter 3 or more character to start the search). Please note that if the search does not seem to work, continue by clicking on ‘Filter’ to continue.
You can of course also create a new checklist template. Please note: The user login needs the role ‘Checklist Administrator’ to do this. The Scheme Manager can add this role if needed.
Please use the button ‘Create checklist’ in the upper right corner. A new window will open. You can enter three information here:
1. Name of the checklist template
2. (Internal) Version of the template
4. Now you can either:
a. ‘Create checklist from another checklist’ (use an existing template which will then not be overwritten, but modified)
b. Or create a completely new template.
i. Please click 'Next' when you have finished the information. You will come to a window to choose the standards. Multiple standards can be combined to form your template.
ii. Next step: Please choose the modules (SubScopes)
iii. After the Modules are chosen, please click ‘Create checklist’ and your new template is ready.
Using a checklist offline: Excel template
If you want to have an excel file to use as checklist (offline), you can click on the button in the upper right corner.
'You are about to download an Excel template to complete the audit. Do you wish to continue?' If you have chosen the right checklist, please click 'Yes'.
The downloaded file can be used offline. Please remember to save your work. Instructions can be found directly in the file.
Please do not delete any rows or change any other column than I: Answer and J: Justification. Otherwise the file may not be accepted by the Audit Online or the answers may not be registered correctly.
You can upload the template within an 'Audit'. Please refer to the section: Entering audit details after 'New audit' (There is an upload button in the Audit.)
Please note that this function changes the template, so it should not be used by auditors to upload the data for a specific client. But if you need e. g. to customize criteria or set some values (not possible for Major Musts) to ‘not applicable’ (N/A).
You can quickly expand or hide all criteria or all criteria of a specific subset of criteria with ‘Show/Hide All Compliance Criteria’. Please note the icons on the right. They offer the possibility to expand/hide the subsets (icon looking like a list) or to enter values YES, NO, N/A for a subset of criteria (icon that looks like three people).
Here you can look up lists that have been saved under ‘Audit reports.’
You can select and unselect GGN. You can use several filters to find your clients.
You can select or unselect Producers, Group members (of an option 2) and Producer groups. You can as well filter by the audit dates (Date start / Date end).
Please click on 'More filters' to expand the view. Then you can search/filter by Company name, GGN, the inspector, the used modules (Scopes/Subscopes) and the Standards. Just click in the cell and start typing. At least 3 characters are needed before the system starts to search.
Click on the green 'Filter' icon to start your search.
This can both be accessed from the main screen or from the ‘Audit reports.’
Checklist: Please chose a checklist template from the drop-down menu. If it is not available, please contact your Scheme Manager or the person that is responsible for the templates.
Type the GGN: Please enter the GGN of the producer or producer group here.
Audited Company: This will be filled automatically based on the information in the Database. Nevertheless in case that doesn't work please enter the company name here (name of producer or producer group).
Certification Option: Chose the option that applies.
Country sites assessed are located: Please enter the country here. After you have entered 3 or more characters, the system will search for a country to choose.
Language that will be used to write the assessment notes: Currently only English and Spanish available after you have entered 3 or more characters.
Then click Create.
Entering audit details after 'New audit'
After the new audit is registered, a new page will open.
In the upper right corner you will notice the buttons to Download an excel template. This will create a template as mentioned before in this article: 'Checklists' (please see above). But this download will download the current checklist from THIS audit. If you want to create your own template, please refer to 'Checklists'.
You can also upload the filled template here. Please make sure the template has been used correctly, so only the answers and justifications are given (no rows or lines deleted or overwritten).
This site comes after you have created the audit report in the step before.
You can check Standard, GGN and the producer’s name in the top line.
Below the top line, you can change the status of the audit (here named assessment): 1. New: The default new status. 2. In progress: Audit in progress (date planned, audit going on) 3. Open CA: this means ‘open non-conformance’ and ‘corrective actions’ as their solution 4. Closed: Audit is closed, and the decision taken.
Please enter a contact person here. It should comply with the person you have entered in the GLOBALG.A.P. Database. The mail is also needed and should be the same. Leave the field empty if no mail is available.
You can enter the producer’s place directly via Google Maps. After you have clicked a point on the map, the window will close and take the longitude/latitude of that point. Entering a longitude or latitude manually directly into the system will not work.
Audit Team: Enter the auditor who has conducted the audit.
Assessment details: Please enter a start and end date of the audit(s) here. You can also take notes on the audit.
Please do not forget to save your work!
Standard (e. g. IFA, FSMA…)
Assessment type: Please enter the type of audit here by choosing from a drop-down menu. Please answer the questions in the ‘IFA Assessment details.’ Please notice the IFAQMS Tab which contains the relevant QMS questions for Producer Groups.
Just start typing the name of the product. After 3 letters, suggestions will appear. You can click on them and they will appear as ‘boxes.’ Make sure you save later. The products need to be entered under every section which applies for them. This makes searching for a product ID and choosing from a huge list unnecessary.
Farm Assurer: Please answer the questions asked in this section.
PP/PO: Here the PP/PO should be entered. Also, his trade can be indicated if applicable (just entering products like in the section ‘products.’
Trade: Does the producer buy certified products from external sources? Please start by typing the product name, the system will suggest a product after 3 letters have been typed.
Sites assessed: Please register production sites here.
NC/CA: Non-compliances will automatically be shown here from the checklists.
Summary will show you how many questions are unanswered. Also, it will indicate how many Major Musts, Minor Musts and Recommendations are fulfilled or not.
This is the heart of the app. You can fill the checklist here. Please note that this is only possible when connected to the internet. Saving data that is entered offline is possible with the excel upload, but not within the checklist in the browser.
If you need to save date when offline, our system offers an easy standardized link. If programming service companies want to offer you the possibility to save data offline, they can add it to your side of the system. For the communication between the programs, we use a programming standard with the name 'REST API'. Programmers will know how to handle this information.
You can find the documentation here: 
When connected to the internet, you can fill out the control points just as you would offline or on a paper list. You can enter multiple fields and save whenever you like.
Please not that this section only (Checklists) has an auto-save integrated, manual saving can be done at the end but is not necessary here between the steps.
You can show and hide all criteria points and filter for questions answered with Yes, No, N/A or unanswered ones.
The flag can translate text to the language of the logged in user (English <-> Spanish). Please consider that this is done via Google Translate and is only for convenience. There is no way to guarantee that the translation is correctly done by Google translate.
On each control point, there is a small icon that looks like (three) people. This will allow you to fill in a whole subset of criteria points in bulk. This way you avoid clicking dozens of times the same ‘Yes’ if a producer is compliant to the whole subset.
The icon on each control points or its subsets that looks like a list offers the possibility to show and hide the control points of this subset.
You can upload relevant documents in this section or directly attach it to the corresponding control point.
PDF & Send PDF
You can create and download a PDF under ‘PDF’. Or you can enter a mail address under ‘Send PDF’. This saves time as you don’t have to download it first and then upload it to your mail program.
You can also copy this audit if needed.
Enable auditor to be registered for multiple CB's
A user can switch between several CB's for which he works.
Users can from mid-July 2020 on work for any number of CBs by being invited by the respective CB. As soon as the user accepts this invitation, he can work with the corresponding roles and module assignments for the respective CB. The user can change the CB on the web interface, either directly before logging in or afterwards.
You will notice a new menu under your password on the login screen. You can change the CB your want to login for there OR You can login with any CB and then click on your name in light green on the upper right of the screen and switch the CB you are working for there.
The login data remain the same, with the exception of the so-called "API Token". The API token (used for authentication via API) is user / CB-specific to ensure that the respective roles and module assignment for the user with the corresponding CB are adhered to.
The API token is not used when you just use the website.
FAQ: Frequently Asked Questions by Certification Bodies
If you cannot find the answer to your question in this Wiki or in the FAQ below, please contact Customer Support.
Q: We are using our own Checklists. Can we keep using them? A: You will have to use our template, but you can adapt it to your needs and test if it still works in the test system OR make use of the software solutions our Partners provide; then you won't need any excel files anymore.
Q: We have heard about the API solution. Do we have to contract an IT Company? A: No, there is no obligation to do it with another company, it may just be easier.
Q: We don't do option 2 (producer group) certifications. Can we remove QMS Checklist templates? A: We kindly ask you to ignore the QMS checklists in the system, those published by GLOBALG.A.P. can't be removed individually.
Q: Do we need to upload checklists with open non-conformances? A: We only require the final report to be in the system before the certification decision was made, but appreciate intermediate steps to be documented as well.
Q: Does every inspector/auditor have to have his own account or can one user do the uploads? A: You can do it either way, the only important thing to us here is that the checklists are uploaded.
Q: Can we then stop using the GLOBALG.A.P. Database or does anything change here? A: No, please proceed with certifications in the GLOBALG.A.P. Database as usual.
Q: Do I need to download every report on its own? A: No, you can use the button Multireport Summary within the Audit itself to download a summary of all the producer's checklist at once.
Q: What is the difference between a Checklist and an Audit Report? A: In context of Audit Online, the Checklist is the template. The Audit Report is the copy of the checklist to be filled out individually for the producers.
Q: Can I delete Audit Reports? A: No, for integrity reasons they can't be deleted. If you have accidentally set up multiple empty Audit Reports for one GGN, please contact us.
Q: The GPS coordinates are not working. What can I do? A: Internet Explorer might not work here. Please try with another browser. As well, you can use 'Select from map' to find the spot on the map.
Q: Audit Online does not allow to set some Control Points to N/A, but they should be N/A. A: Please refer to GR III Chapter 6.1 f. It reads: 'Control points that are indicated as "No N/A" cannot be answered as "not applicable". In exceptions in which the control point is not applicable, the answer shall be given as "Yes" with a clear justification.'
Q: We want to edit the Checklists. How much changes will Audit Online accept? A: The cells which contain the answers and the overall number of Control Points must remain unchanged to work. Everything else depends and we would suggest that you use the Pre-Audit system (testing enviroment) to check if the changes you want to implement are accepted by the system.
Q: Where can I see which rights the user roles have? A: You can hold your mouse arrow over the name of the user role and information will show up.
Q: Can we stop using our own templates? A: Audit Online does not yet replace the own CB checklist. The CB still shall maintain its own checklists that it later has to upload to Audit Online.
Q: Why is the name of the producer not showing up? A: The producer must have allowed public access to name and addresses in the Database if Audit Online shall fetch them automatically after you have entered the GGN. If not, you can enter them manually. There is no obligation to unlock the data in the Database.
Q: Why is the producer name spelled incorrectly? A: Audit Online gets the name from the Database, so when you correct it there, it will show up correctly in Audit Online as well.
Q: Which IFA subscopes need to be uploaded into Audit Online? A: We will require complete IFA. All IFA scopes are already available in Audit Online.
Q: Where are checklists for IFA subscope X, for example PPM? A: The checklists we provide are just samples for support for the most common cases. Please feel free to generate your own checklists via web interface with corresponding module combination. This can and should be done right in Audit Online in the section 'New Checklist', own checklist files won't work with Audit Online. Checklist refers to the template, the individual one for a producer is called 'Audit Report' in Audit Online.
Q: When will the Standard X be available in Audit Online? A: We plan to add more Standards over time. They will be announced via the Technical Newsletter once they are ready.