QMS | base: Frequently asked questions

The standard mapping is your working framework for the standard: 55 clauses and sub-clauses from 4 to 10, named with our own short titles and without protected standard text. You rate each clause as open, partly met or met, assign processes, documents, objectives and roles as evidence, and see the coverage overall and per main clause.

If you exclude a clause as not applicable, you must record a justification for it. Anyone moving from the 2015 edition manages the transition with a crosswalk list.

No. Whether a company is certified is decided solely by the certification body in the audit. QMS | base gives you the tools for preparation: a plan up to the certification audit in nine phases, a gap report for standard clauses without evidence and an audit package with the most important documents.

The certification body can also be given time-limited read access without an account, only for the selected areas. Every access is logged.

Each version of a document goes from draft through review and approval to “valid” and later to “withdrawn”. A rejection requires a reason. Whoever wrote a version can neither review nor approve it (four-eyes principle); very small teams can switch this rule off in the settings.

Each new version records what has changed and who reviewed and approved it. Old versions remain viewable.

You distribute a document to everyone, to a company, a department, a job title or individual people and make reading mandatory. Each person sees their open reading obligations and confirms with one click that they have taken note of the valid version.

Those responsible see for each document who has confirmed, and the reading rate. You remind anyone who has not yet confirmed at the press of a button. If you wish, you attach a comprehension quiz: only someone who has passed it can then confirm.

In the audit programme you plan audits for up to three years and see which active processes do not yet appear in any audit. For each audit you record the date, scope, objectives, criteria, processes, standard clauses, audit lead and auditors.

Without a checklist of your own, the questions are generated from the processes and standard clauses in scope. An answer of “deviation” becomes a finding, with a follow-up action, in one click. The approved audit report is produced as a PDF and filed in the archive.

Yes, with the KMU | base app. Employees record reports with a photo, auditors answer the questions of their audit on site, and checks and measured values can also be recorded without a network. On sending, the data is synchronised; anything unclear is handed over as a case to be clarified to the responsible person.

With the app you can also scan QR labels that you print for test equipment, batches, checks and check points. The same permissions apply as in the portal.

All employees can report nonconformities, improvement suggestions and near misses, anonymously if they wish. A bar shows where the report stands: reported, to be clarified, actions, effectiveness, closed.

You record the immediate action and root cause analysis, using 5 Whys, Ishikawa or free-form, and schedule the effectiveness check with a date. You fill in D1 to D8 directly on the report and download the 8D report as a PDF.

You record the complaint with customer, company, email and reference and assess it as justified, partly justified or unjustified. You record the reply and the credit amount in the complaint. After closing, you can send the customer a time-limited link for feedback on satisfaction.

For a justified complaint with an amount, you request a credit note with one click. Finance | base creates a draft for it; it is checked and issued there.

You manage risks and opportunities in separate registers, with category, causes, consequences, process, context topic and owner. You define the risk matrix yourself: levels for each axis and thresholds for yellow and red.

For each risk you choose a strategy, set the target rating and see every reassessment in the history. If you attach actions, the risk changes to “being treated”. You manage recurring controls as ICS controls with a frequency from daily to yearly.

You define which qualifications a job title requires and see in the qualification matrix target, actual, expiry warnings and fulfilment rate for each person. In the training catalogue you offer in-person, online and e-learning courses.

Employees register themselves; full sessions lead to a waiting list, courses requiring approval to a request. On completion the person receives a certificate as a PDF and an entry in the competence master data. Quizzes with a pass mark are possible.

You manage suppliers with category, service, contact person and status: new, approved, conditional or blocked. The evaluation uses 1 to 5 points against weighted criteria such as quality, delivery date, price, communication and complaints, or against your own criteria. This produces a status proposal.

For a supplier you request a self-disclosure with one click; the supplier replies through a link without an account. The supplier can be linked to the creditor in Finance | base.

QMS | base takes the figures from the system as a snapshot, for example objectives, audits, reports, complaints, actions, risks and earlier decisions. The review runs in the meeting as a presentation with slides; management rates each section.

You track decisions as actions. After approval you receive the minutes as a PDF, which is filed in the archive. You also manage meetings, agendas and minutes in QMS | base.

Yes, as a working aid. Alongside ISO 9001 you activate ISO 14001, ISO 45001, ISO 27001, ISO 21001 and EFQM and carry out the standard mapping for each standard. There are also environmental aspects (ISO 14001), the hazard assessment (ISO 45001) and the statement of applicability (ISO 27001) with Excel export.

The multi-standard matrix shows the coverage side by side; you carry evidence over to identically numbered clauses of another standard. This does not replace certification: it is carried out by a certification body.

Yes. You activate packages for care and Spitex, food, laboratory, social institutions, occupational safety, data protection, automotive suppliers and GxP. The result is sample processes, draft documents, requirements for the register and criteria for self-assessment in our own words.

Each package states what still needs professional review. For food, you record an HACCP plan with critical control points, limit values and monitoring. The packages are templates and do not replace professional advice.

You ask questions about the standard. The AI reads your valid documents and active processes for this, names those it used, with their version, as evidence and marks general guidance without evidence.

Answers become visible only after approval by a specialist, and only to people who may see the evidence themselves. The standards advice is an aid for your quality work, not a statement about certification. AI is included in every app; you will find the conditions on the pricing page.