alphaZ control

Cloud based IMS / ISO systems where you are in complete control

alphaZ-Control is all about taking control of your own management system in your own cloud solution where you have complete control. Your integrated management system (IMS) can be saved into your own cloud location with full support and implementation of other functionality as required. We can assist with installation or advise on setup of suitable cloud solutions or supply files and guidance for setup.

The alphaZ integrated management system can be setup locally or installed into your selected cloud solution for ease of management and access within your organisation. The alphaZ IMS system makes use of a logical filing structure for all key management system documents and resources and this structure can be installed or supplied ready to install on your existing cloud solution filing system. We make use of Atlassian (Confluence / Jira), Dropbox, Box, Sharepoint and Google Drive for setup of cloud-based management systems.

az-control cloud options

Key elements within the management system such as problem reporting, customer feedback collection, improvement requests, audit scheduling and equipment maintenance can be enhanced by using online systems such as Jira where we have designed and built a number of ready to use applications to assist with these elements and the operation of the management system and ISO compliance. These online systems offer a range of additional features such as push notifications and multi-user mobile access using the Jira app. These applications are also fully customisable and can be updated and modified to suit your organisation with almost unlimited potential for further development and modification to meet your business requirements.

Within our ready to use alphaZ-Control-Jira system you can select from the following ready to use projects;

ER1 - Issues / Actions Register - an online issue reporting and management system based on the ER1 register
ER5 - Feedback Register - online version of ER5 which automatically collects feedback submitted and can be used to create reports and analyse or respond to feedback. Negative feedback can be converted into an issue.
ER11 - Audit Schedule - online version of the ER11 audit schedule which can be used to plan and manage management system audits.
ER12 Breakdown Register - Online database and tracker for breakdown information. Breakdowns can either be submitted directly using the online login or app or can be collected using an issue collector with notifications set as required.

Jira can be accessed online with individual user accounts or via the Jira app. An administrator account will be included which allows full control over the system setup so can fully customise or update the initial project setup and add more users as required. Jira is free to use (up to 10 users) so no ongoing costs with the free package.

The system is fully customisable and can include all or selected project modules. The ER1 - Issues Actions Register can be used for managing a wide range of information required for compliance with a number of ISO standards where there is a requirement to log and manage non-conformances, CAR's, incidents and improvement requests. The following issue categories have been included in the default installation (can be customised);

General Issue Reporting (Internal or External)
Improvement Requests
Near-miss reporting
Accident / Incident reporting
Information Security / Personal Data breach reporting
Whistleblowing (Anonymous reporting)
Customer feedback collection
Breakdown reporting (Internal or External)
Safety incident reporting (Accident / Near-miss / Unsafe practice)
Audit Finding
Supplier Issue (with additional field for supplier name)
Improvement Request
Focus committee action
Environmental incident
Customer Complaint (additional field for customer name)
Product / Service Issue

Issue Collectors
A feature of Jira which offers a number of uses for ISO compliant management systems is issue collectors which can be used to collect relevant information from workers or other 3rd parties.

Issue Collectors setup can be accessed using the unique URL on own web site, intranet, or link within email footer or we can provide a hosted solution for this using a dedicated domain such as flagit.co.uk. Issue collectors allow 3rd parties or anyone with the relevant link URL to submit information which is automatically then added to your project and can then be reviewed and processed. Can also be used anonymously so perfect for Whistleblowing (anonymous reporting systems) where it is important to demonstrate there will be no consequences for persons reporting concerns. Main uses for issue collectors;

General Issue Reporting (Internal or External)
Improvement Requests
Near-miss reporting
Accident / Incident reporting
Information Security / Personal Data breach reporting
Whistleblowing (Anonymous reporting)
Customer feedback collection
Breakdown reporting (Internal or External)
Safety incident reporting (Accident / Near-miss / Unsafe practice)
Supplier Issues
Environmental incidents
Customer Complaint (internally logged or public access)
Product / Service Issues (internally logged or public access)

ER1-Issue-Register - Jira Demo

View online demo of the Jira version of the alphaZ documents ER1 issues / actions register. This is a fully configured online issue register ready to use for logging issues, actions, improvement requests, IT incidents and any and all other reportable issues. The Jira system allows each entry to be allocated to one or more users and all actions taken and overall status logged. The issue input form has been customised for each issue type to ensure all relevant details and actions relating to that issue type is captured with the input for configured based on a number of alphaZ document reporting forms including; F-Q10 Significant Problem / Incident form, F-Q16 Improvement Request Form & the F-Q74 Personal Data Breach Form.

The reporter of all issues is automatically logged and each issue can be assigned to a user and also reviewed and closed by a specified user. Issues can be linked to other issues and labels attached to assist with analysis. Notifications can be configured to allow control of what notifications are sent to specific users and when.

View Demo

Issue Collectors demo page

Issue collectors link to the alphaZ-Control-Jira system and can be used to collect information using an input form which can be added to your own web site, intranet, company forms or form link added to email footer etc... A hosted solution is also available where we set up the issue collector page allowing you to simply share the URL for accessing this. Depending on the purpose there are a number of options for where this page can be setup including domains such as reportsomething.co.uk/your-company-name/ Different pages can be setup for different issue collectors or all added to the same page.

View issue collectors page

Demo Customer Feedback

A commonly used issue collector is the customer feedback issue collector which can be used to support ISO 9001 compliance by allowing customers to easily provide feedback using the online feedback form. A link to the feedback form can be added to sales paperwork or other correspondence or sent out directly to customers to request feedback. Like all systems within alphaZ control you have complete control over the feedback form and can amend the questions and options within the module administration page.

View Demo