Reports & actions

All employees report errors (nonconformities), improvement suggestions and near misses, with photos, location and project. Handlers clarify causes (5×Why or Ishikawa), define actions, check effectiveness and, where needed, create an 8D report as a PDF.

In the report form and when filling in forms, text can be dictated with the browser’s voice input (Swiss German as de-CH, French, Italian, English depending on the user interface language). In the internal report form, the help “Which reporting channel fits?” uses AI and the channel descriptions to explain where a request belongs.

Reporting channels group reports under their own prefix, their own handlers, confidentiality (open, internal, confidential), permitted types and labels. A public reporting channel has a link and QR code through which reports can also be made without logging in and anonymously.

Creates a wiki draft from a closed report with problem, cause, immediate action and solution (actions). The draft then goes through the wiki’s review and approval.

All actions arising from reports, risks, controls, changes, forms, audits, reviews and meetings as a Kanban board or list; responsible persons move their actions from “Open” through “In progress” to “Done”. Each action has its own detail page with the effectiveness check and its history. Overdue actions are escalated daily. Legacy effectiveness assessments are retained in the history before the next review cycle. Unknown reviewers and review dates appear as “–”.

Shows a single action with its description, note, status, source, responsible person and due date. Here you change the status, assess effectiveness and book time – even for completed actions. Every effectiveness check stays in the history with its result, date and the person who checked it.

Records the effort spent handling a report or action with date, hours, minutes and note, and shows all bookings with the total in hours.

Lists incidents in information security, data protection, environment, occupational safety and quality with number V-YYYY-NNN, severity, status and deadline traffic light. A warning appears when notifiable incidents have a notification deadline that is close or exceeded. With the right “Standard mapping and QMS settings”, the internal notification deadline can be set in hours (default 72).

Records an incident with type, title, description, time of occurrence and discovery, severity, responsible person, affected assets and optionally the number of a report. For a data breach likely to result in a high risk, the incident becomes notifiable and the deadline runs from discovery; the responsible people and the quality management lead receive a notification.

Shows an incident with the deadline monitor: deadline running, ending soon (24 hours or less), exceeded or notified. Here you record the notification to the supervisory authority (“Notified on”, office) and the information of the data subjects, move the status on, create actions and record the cause and lessons learned.

Shows the cases of the whistleblowing system from all reporting channels in which you are assigned as a case handler and have no conflict of interest – with status, deadline indicator for acknowledgement of receipt and feedback, and deletion proposals. The legal situation with “Specialist review pending” is shown at the top.

Shows a whistleblowing case with the decrypted description, contact (unless anonymous), attachments and deadline monitor. Case handlers acknowledge receipt, send feedback via the follow-up link, keep internal notes, close with an outcome, mark a conflict of interest and delete the content after closure.

Lists the reporting channels of the whistleblowing system with framework, case handlers and status, and creates new channels. Open cases are counted only for channels in which you are a case handler.

Changes a reporting channel (name, framework, case handlers, categories, deletion proposal, anonymous reports, active), shows the public link with QR code and the history of changes to the case handlers.

Customer complaints with company, contact person, reference, assessment, reply, costs and credit note amount; after closing, feedback on satisfaction can be requested from the customer by email.

Creates surveys with scale questions (1–5), a recommendation question (NPS 0–10) and free text. Active surveys can be reached without signing in via a public link or QR code. The results show, for each question, the average, distribution, NPS and text answers; the result can be adopted as the metric value of a quality objective.

Lists external providers with status (new, approved, conditionally approved, blocked), overall score of the latest evaluation, number of complaints and re-evaluation due. A supplier is evaluated against weighted criteria with 1 to 5 points; the overall score gives a proposed status and the date of the next evaluation.