FAQs – Frequently Asked Questions2021-08-10T16:48:19+01:00

Frequently Asked Questions

Communicated Compliance

What would you like to know?

Will ZEBSOFT help us to achieve certification to ISO Standards such as ISO9001, ISO14001, ISO27001?2021-08-10T14:30:05+01:00

ZEBSOFT will definitely help with the certification process, the system is founded on an ISO framework and as default has the specific elements for the following standards:

  • ISO9001 Quality Management Systems
  • ISO14001 Environmental Management Systems
  • ISO45001 Occupational Health & Safety Management Systems
  • ISO22301 Business Continuity Management Systems
  • ISO27001 Information Security Management Systems
Will ZEBSOFT help me to be compliant?2021-08-27T12:27:27+01:00

Containment is the key to simplicity, Zebsoft offers a single point of reference in which to create, review and to control all your organisational, legal and regulatory compliance needs. Zebsoft enables your top management to oversee and manage their compliance obligations with ease, the system places all aspects of a compliant organisational environment at the forefront of the business mind by making it visible and accessible.

How Zebsoft helps

  • Demonstrable compliance with evidential weight
  • Complete managerial control of documentation
  • Proactive internal auditing
  • All exported / printed materials are identified and date stamped
  • All amendments logged
  • User accessibility to important regulatory information
  • Defined user regulatory responsibility
  • Simple navigation to the required information
Will ZEBSOFT help me improve what we as an organisation?2021-08-27T12:27:26+01:00

Managing continuous improvement

Improvement is the result of planning, acting & monitoring the output and making the changes required to do it better, and better until we are making just fine adjustments.

The result of this continual improvement process is that our customers become happier with products and services thus over a period of time and the value of the organisation increases.

ZEBSOFT has defined the process to make continual improvement the default setting. The system creates an environment where everyone in the organisation both contributes and responds to the management system.

Book a free demo to see for yourself the extent of our improvement platform.

Will I need to employ a Quality Manager?2021-08-11T09:25:58+01:00

ZEBSOFT has been developed to be intuitive and simple therefore the answer is no.

It is of great benefit to ISO & Compliance professionals in large organisations.

Small to medium organisations, or any organisation starting off with an ISO implementation.

Zebsoft will provide a simple and efficient way of managing systems without ISO & Compliance professionals.

What is UKAS?2021-08-11T09:26:04+01:00

UKAS is the United Kingdom Accreditation Service.

Accreditation is not to be confused with certification, UKAS is an accreditation body that accredits certification bodies, the firms that provide ISO Certificates.

If it says UKAS on an Organisations certificate this does not mean they are “UKAS Registered/Accredited” it simply means the “Certification Body” they use is UKAS Accredited.

ZEBSOFT is suitable for all UKAS accredited certification Bodies and is the system used in many certified management systems today.

 

What is the main benefit of having ISO?2021-08-10T15:55:17+01:00

All ISO standards are geared towards continual improvement, we make that process simple so you will continually improve.

What is the difference between Accreditation & Certification?2021-08-27T12:27:31+01:00

Certification bodies are accredited by Accreditation bodies. Accreditation bodies are generally government recognised.

Organisations are “Certified” not accredited this is a common misconception. The certification body providing the audit and certificate may be accredited however, this is not a requirement by the International Organisation for Standardisation ISO

What is a QMS?2021-08-16T10:10:53+01:00

QMS – Quality Management System.

The term quality management may mislead people in some instances, what we are actually talking about is organisational management and all the aspects of exercising control over a situation or environment, to a degree where we achieve what we set out to. Having the ability to monitor and improve products and environments means that we can increase our customer and or user experience, therefore we improve their perception of our quality of product or service enhancing their satisfaction.

Is ZEBSOFT Approved by ISO?2021-08-11T09:25:53+01:00

ISO does not approve any management system, they are the body that creates standards and this is what say about themselves:

ISO is an independent, non-governmental international organisation with a membership of 164 national standards bodies.

Through its members, it brings together experts to share knowledge and develop voluntary, consensus-based, market relevant International Standards that support innovation and provide solutions to global challenges.

ZEBSOFT will provide for all the requirements set out in ISO standards the content is yours.

Is ZEBSOFT a cloud based system or is it locally hosted?2021-08-10T14:32:00+01:00

ZEBSOFT is cloud based and sits in the AWS (Amazon Web Services) server in London UK. These are  the same servers that are used by the UK Government.

As a cloud based system we have guaranteed uptime of 99.99% 365/24/7 making the system accessible from anywhere in the world at any time providing there is internet access.

How do I get ISO14001?2021-08-27T12:27:22+01:00

ISO14001 Environmental Management Systems for those serious about protecting the environment is Easily controlled and monitored with ZEBSOFT.

An ISO14001 Environmental Management System  is an essential if you have an impact on the environment, there has never been a time in human history where the protection of our planet from the Human Race has been so essential to the survival of our species.

The way in which the rules are applied is dependent on the context of your organisation. For example if you are a small organisation based in an office with little travel needs, the requirements will be applied relevant to those aspects, yet if you a chemicals manufacturer the requirements will be relevant to most of your business operations.

Achieving IS14001 operates in the same framework as ISO9001 however it is heavily weighted on risk management, the control, mitigation and reduction of your businesses effects on the environment.

ISO14001 Certified organisations include: Veolia, Biffa,

Achieving ISO14001 in simple terms here it is:

  • You will have determine, produce and manage the following:
  • Your method of doing things, these will be your business processes and you will show how all interact with each other
  • Objectives will need to be set for environmental control across the business and be monitored and maintained.
  • An explanation of your business will be required this is the context of the organisation
  • To define what it is you do exactly you will create your business scope
  • Your environmental aspects and the impacts they generate
  • Managing the manufacture of safety related products where applicable
  • Employees must be empowered to report infosec incidents and report non conformance
  • You must communicate infosec requirements with your suppliers and customers maintaining control
  • Create shut down and restart procedures

Define;

  • An Emergency preparedness plan
  • Work instructions and communicate them effectively
  • Documented procedures & processes
  • See More

Review;

  • What you do within your process (Audit)
  • Make corrections when things that are wrong (CAPA)
  • Plan the way forward for production ad the business as a whole (Management Review)
  • See More

Communicate;

  • Know who is and why they interested in your business how to communicate with them
  • Who will be communicated with, when and how by whom
  • See More

Risk Management;

  • Understand environmental risks and how to reduce them and define mitigation
  • Stay within the law by knowing your obligations
  • See More

Control;

  • All documents and records must be controlled HERE
  • Equipment used for measurement must be protected, controlled and maintained HERE
  • See More
How do I get ISO 9001 & other ISO standards?2021-08-27T12:27:23+01:00

ISO create voluntary standards that you choose to follow. ZEBSOFT makes implementation incredibly easy!

ISO certification is achieved by demonstrating compliance with the clauses / rules in the standard you have chosen, these rules are the same for all organisations.

The way the rules are applied are different depending on the size and complexity of your organisation / business.

Achieving ISO is a simple process, you need a system to control & define the following:

  • Organisation / business structure
  • Roles, responsibilities & authorities
  • Operational controls (9001=Quality 14001=Enviro 45001=H&S etc.)
  • Business processes
  • Organisational policy
  • Organisational objectives & KPI’s
  • Organisational context
  • What it is you do, the “scope” of the system
  • Internal communication
  • What you need to check
  • How you review your performance
  • How you control things that go wrong
  • Future planning requirements
  • Who has an interest in your business
  • Risks associated with what you do
  • What law / regulation applies to your organisation / business
  • The documents you use & how they are controlled
  • How you control equipment used for measurement
  • How you control infrastructure & its maintenance
How do I get ISO 45001?2021-08-27T12:27:21+01:00

ISO45001 (Occupational Health & Safety Management System) is achieved by following the rules laid down in the standard.

The way in which the rules are applied is dependent on the context of your organisation. For example if you are in construction and have many workers it will be more in depth than if you are a small retail business. Lets keep it simple:

Achieving ISO45001 has its foundation in the same framework as ISO9001:

1. You have an organization/ business
2. You have existing methods of controlling health & safety risks
3. You need a number of policies
4. You need health & safety objectives
5. You need an explanation of your business and how it controls health & safety
6. You need a definition of what it is you do
7. You need to identify hazards and how to eliminate them
8. You need to identify all risks and how to reduce them
9. You need to identify your requirements
10. You need to communicate the system to your workers and consult with them
11. You need to manage change
12. You need to check and review what you do
13. You need to correct things that are wrong
14. You need to plan the way forward
15. You need to know who is interested in your business and why
16. You need to communicate effectively
17. You need to control documentation

How do I get ISO 27001?2021-08-27T12:27:19+01:00

ISO27001 Information Security Management Systems for those serious about protecting information is Easily controlled and monitored with ZEBSOFT.

An ISO27001 Information Security Management System  is an essential if you are in an environment where GDPR applies to your practices to a greater extent, or where the protection of your intellectual rights is paramount.

The way in which the rules are applied is dependent on the context of your organisation. For example if you hold client data/information and develop Software as a Service, the rules will be applied in much more depth than if you only hold your own information. To avoid confusion let’s keep it simple.

Achieving IS27001 the information security management system is based around the pillars of Confidentiality, Integrity & Availability (CIA), its foundation operates in the same framework as ISO9001 however it is accompanied by the Annex A controls, these are a list of 144 controls that if applicable must be adopted and if not applicable justified as an exclusion.

ISO27001 Certified organisations include: Amazon, Microsoft, GE Digital, Hewlett Packard (HP), DELL, IBM, Zoho, Workplace (Facebook), Kongsberg,

Achieving ISO27001:2013 in simple terms here it is:

  • You will have determine, produce and manage the following:
  • Your method of doing things, these will be your business processes and you will show how all interact with each other
  • You will need a number of policies as defined by the Annex A controls
  • Objectives will need to be set for infosec across the business and be monitored and maintained.
  • An explanation of your business will be required this is the context of the organisation
  • To define what it is you do exactly you will create your business scope
  • How your business and how it stores & processes data/information
  • Managing the manufacture of safety related products where applicable
  • Employees must be empowered to report infosec incidents and report non conformance
  • You must communicate infosec requirements with your suppliers and customers maintaining control
  • Determine the Annex A controls that apply to your operations
  • Create shut down and restart procedures

Define;

  • language interaction (Verbal & Machine Code)
  • Work instructions and communicate them effectively
  • Documented procedures & processes
  • See More

Review;

  • What you do within your process (Audit)
  • Make corrections when things that are wrong (CAPA)
  • Plan the way forward for production ad the business as a whole (Management Review)
  • See More

Communicate;

  • Know who is and why they interested in your business how to communicate with them
  • Who will be communicated with, when and how by whom
  • See More

Risk Management;

  • Understand what risks are associated with what you do and define mitigation
  • Stay within the law by knowing your obligations
  • See More

Control;

  • All documents and records must be controlled HERE
  • Equipment used for measurement must be protected, controlled and maintained HERE
  • See More
How do I get ISO 22301?2021-08-27T12:27:18+01:00

ISO22301 Business Continuity Management System is the way to ensure that your business will keep running no matter what happens, Easily manged within the ZEBSOFT platform

An ISO22301 Business Continuity Management System  is an essential you need to keep moving no matter what happens. People often confuse disaster recovery with continuity. Disasters rarely happen yet disruptive events happen regularly with ISO22301 you pan for disruption and predetermine what will happen to recover in the quickest possible time.

Achieving ISO22301 Business Continuity Management System is based around the same framework as ISO9001 however it stipulates specified controls within clause differing from ISO9001

ISO27001 Certified organisations include:

Achieving ISO22301:2019 in simple terms here it is:

  • You will have determine, produce and manage the following:
  • Your method of doing things, these will be your business processes and you will show how all interact with each other
  • You will need a number of policies
  • Objectives will need to be set for BCM across the business and be monitored and maintained.
  • An explanation of your business will be required this is the context of the organisation
  • To define what it is you do exactly you will create your business scope
  • How your business and how it stores & processes data/information
  • Analyse how the failure of processes will affect your business and customers
  • Employees must be empowered to report infosec incidents and report non conformance
  • You must communicate infosec requirements with your suppliers and customers maintaining control
  • You need to analyse how the failure of processes will affect your business and customers

Define;

  • Your recovery points following a disruptive event
  • Work instructions and communicate them effectively
  • Documented procedures & processes
  • Final inspection criteria for appearance items
  • Your warranty responsibilities
  • See More

Review;

  • Test your continuity plans, record results and determine if they are effective.
  • What you do within your processes (Audit)
  • Make corrections when things that are wrong (CAPA)
  • Plan the way forward for production ad the business as a whole (Management Review)
  • See More

Communicate;

  • Know who is and why they interested in your business how to communicate with them
  • Who will be communicated with, when and how by whom
  • See More

Risk Management;

  • Understand what risks are associated with what you do and define mitigation
  • Stay within the law by knowing your obligations
  • See More

Control;

  • All documents and records must be controlled HERE
  • Equipment used for measurement must be protected, controlled and maintained HERE
  • See More
How do I get IATF 16949?2021-08-27T12:27:15+01:00

IATF16949 (Automotive Quality Management System)

Created by the International Automotive Task Force & Effectively Managed with ZEBSOFT

IATF members include the following vehicle manufacturers: BMW Group, Daimler AG, Ford Motor Company, Geely Group, General Motors, Jaguar Land Rover (JLR) Limited, Groupe Renault, Stellantis (ex FCA), Stellantis (ex PSA), Volkswagen AG and their respective National Automotive Industry Associations – AIAG (U.S.), ANFIA (Italy), FIEV (France), SMMT (U.K.) and VDA (Germany).

Certification to IATF16949 is an important step if your business is looking to maintained or enter into relationships with automotive customers as a requirement for them is that their supply chain is IATF16949 certified. In the UK the certification must be conducted by a UKAS accredited certification body.

IATF16949 is achieved by following the rules laid down in the standard, although these rules are the same for organizations. The way in which those rules are applied is different in all organizations. Automotive is a very serious subject matter therefore although it shares the same framework as ISO9001 but has supplemental clauses designed by the IATF to meet their own requirements. There is little flexibility in the interpretation of the requirements therefore this is a standard for those who are 100% focused on quality management.

Achieving IATF16949 in simple terms here it is:

  • You will have determine, produce and manage the following:
  • Your method of doing things, these will be your business processes and you will show how all interact with each other
  • You will need a number of policies as defined by the standard
  • Objectives will need to be set all levels across the business and be monitored and maintained.
  • An explanation of your business will be required this is the context of the organisation
  • To define what it is you do exactly you will create your business scope
  • The performance requirements of products needs to be established and agreed with the customer
  • Design responsibilities have to be established, if you are not the product designer you are still responsible process design
  • You will need to maintain control plans and conduct analysis using core tools (FMEA, PPAP, Etc.)
  • Managing the manufacture of safety related products where applicable
  • Employees must be empowered to stop processes and report non conformance
  • You must communicate quality requirements with your suppliers and maintain control
  • Determine and maintain on time delivery and on quality requirements
  • Create shut down and restart procedures

Define;

  • language interaction (Verbal & Machine Code)
  • Work instructions and communicate them effectively
  • Documented procedures & processes
  • Final inspection criteria for appearance items
  • Your warranty responsibilities
  • See More

Review;

  • What you do within your process (Audit)
  • Make corrections when things that are wrong (CAPA)
  • Plan the way forward for production ad the business as a whole (Management Review)
  • See More

Communicate;

  • Know who is and why they interested in your business how to communicate with them
  • Who will be communicated with, when and how by whom
  • See More

Risk Management;

  • Understand what risks are associated with what you do and define mitigation
  • Stay within the law by knowing your obligations
  • See More

Control;

  • All documents and records must be controlled HERE
  • Equipment used for measurement must be protected, controlled and maintained HERE
  • See More
How do I get AS 9100D?2021-08-27T12:27:16+01:00

AS9100D (Aerospace Quality Management System)

Controlled by International Aerospace Quality Group (IAQG) & Effectively Managed with ZEBSOFT

AS9100D is achieved by following the rules laid down in the standard, although these rules are the same for organizations. The way in which those rules are applied is different in all organizations. Aerospace is a very serious subject matter therefore although it shares the same framework as ISO9001 but has supplemental clauses designed by the IAQG to meet their own requirements. There is little flexibility in the interpretation of the requirements therefore this is a standard for those who are 100% focused on quality management.

Certification to AS9100D is an important step if your business is looking to maintained or enter into relationships with aerospace customers as a requirement for them is that their supply chain is AS9100D certified. In the UK the certification must be conducted by a UKAS accredited certification body.

IAQG Full Members include: Aero Engine Corporation of China, Aerospace Industrial Development Corp., Airbus, Aviation Industry Corporation of China, BAE Systems, Boeing, Commercial Aircraft Corporation of China, ltd., GE Aviation, Gulfstream, Hensoldt, IHI Corporation, Kawasaki Heavy Industries Ltd., Korea Aerospace Industries Lts. Leonardo, Lockheed Martin, Meggitt PLC, Mitsubishi Heavy Industries, Moog, Inc., Northrop Grumman, Parker, Raytheon Technologies, Rolls-Royce PLC, Saab AB, SAFRAN SA, Spirit AeroSystems, Subrau CorporationTextron, Thales, United Aircraft Corporation

Achieving AS900D in simple terms here it is:

Determine;

  • You need to need to define key performance indicators for you PEAR’s (Aerospace Methodology)
  • Your method of doing things, these will be your business processes and you will show how all interact with each other
  • You will need a number of policies as defined by the standard
  • Objectives will need to be set all levels across the business and be monitored and maintained.
  • An explanation of your business will be required this is the context of the organisation
  • To define what it is you do exactly you will create your business scope
  • The performance requirements of products needs to be established and agreed with the customer
  • Design responsibilities have to be established, if you are not the product designer you are still responsible process design
  • You will need to maintain control plans and conduct analysis
  • Create a FOD control environment
  • Communicated quality requirements with your suppliers and maintain control
  • Maintain on time delivery and on quality requirements
  • Managing the manufacture of safety related products where applicable
  • Employees must be empowered to stop processes and report non conformance
  • You must communicate quality requirements with your suppliers and maintain control
  • Determine and maintain on time delivery and on quality requirements
  • Create shut down and restart procedures

Define;

  • Product & production related responsibilities & authorities
  • language interaction (Verbal & Machine Code)
  • Work instructions and communicate them effectively
  • Documented procedures & processes
  • Your warranty responsibilities
  • See More

Review;

  • What you do within your process (Audit)
  • Make corrections when things that are wrong (CAPA)
  • Plan the way forward for production ad the business as a whole (Management Review)
  • See More

Communicate;

  • Know who is and why they interested in your business how to communicate with them
  • Who will be communicated with, when and how by whom
  • See More

Risk Management;

  • Understand what risks are associated with what you do and define mitigation
  • Stay within the law by knowing your obligations
  • See More

Control;

  • All documents and records must be controlled HERE
  • Equipment used for measurement must be protected, controlled and maintained HERE
  • Measuring equipment used must be traceable to last know deviation HERE
  • See More
Does ZEBSOFT come with ISO Certification?2021-08-27T12:27:32+01:00

No but we can provide the ZEBSOFT with a certification audit included in the implementation process from a UKAS or independent Certification bodies (Prices vary ask for a quotation)

Zebsoft is a management system, the content of the management system is audited by a certification body, the certification body provides the relevant certification for the organisation.

Can I use ZEBSOFT to manage risk?2021-08-27T12:27:28+01:00

Risk control

The ZEBSOFT system allows you to focus on risk and encourages all users to enter risks as they see them, by analysing risks we are able to identify the triggers and put into place the control measures needed. Where there is possibility for risk, we have provided prompts to the user to record a risk or suggest risk consideration. Managers are able to review all risks and to respond to the risks entered for their consideration.

Importantly when risk management is effective it often leads to opportunities for improvement which in turn creates increased customer satisfaction.

Risk Management Features

  • Risks management
  • Linking of risk to whole risk landscape
  • View risks by area
  • Complaints
  • Interested parties
  • Compliance register
  • Internal & external issues
  • Environmental aspects
  • Contingency plans
Can I use ZEBSOFT for my organisations system needs?2021-08-10T16:12:39+01:00

Our most valuable assets are people as they hold the key to our operational success and hold much of the knowledge required for us to conduct our processes effectively.

Importantly the term people includes “Sub-Contractors” ZEBSOFT allows you to add sub-contractors to the system and communicate with them in the same way as you would with your employed staff.

Effective management requires a communicated structure of roles, reporting, responsibilities and authorities. The ZEBSOFT platform allocates these effectively and defines the organisation structure across all areas, users are able to see where they sit in the organisation and the reporting lines to be followed.

Organisations in compliant environments are expected to provide evidence of the skills, training and competency of their people is required by regulation and has to be checked and monitored. licences and certification where required must be evidenced. The ZEBSOFT skills platform allows for the control of records and the ability to cross reference and analyse skills across the organisation preempting and avoiding gaps in its skills and knowledge.

Can I use ZEBSOFT for asset management such as maintenance & inspection planning?2021-08-27T12:27:24+01:00

All organisations are dependent on their infrastructure and we offer you the simple way to control it.

ZEBSOFT has a dedicated equipment & asset management platform that will allow you to control all your assets from a condition monitoring and regulatory control perspective.

The platform works in conjunction with a planning matrix that allows for multiple years, unlimited equipment numbers and unlimited activities for each piece of equipment.

During monitoring relevant reminders and tasks can be set to control the status, ensuring communication to those who need to be aware.

Your people need to be aware of equipment condition status or pending need for repair or replacement. Make the planning processes easy and manage your spend on new equipment. Any loss of resource has an effect on your organisations ability to service customers needs.

Can I use ZEBSOFT as one system on different sites?2021-08-27T12:27:29+01:00

Yes you can!

Operating across multiple sites ZEBSOFT alleviates problems associated with accountability.

All aspects of control are as a result of effective communication. The system allows you to define what you need to communicate and gives you the mechanism to communicate effectively.

Issuing documents; compliance, policies & control you can issue documents across the whole organisation instantly, with document management it is easy to see who has read, accepted and signed for the information. Issue and send reminders where required until compliance is achieved.

Sites, depots, offices, departments and individuals contribute to the system as a whole, through feedback, change requests, tasks and audit results, all containing opportunities for improvement.

Audit results can be viewed as they are entered, and will generate automatic alerts when required. Required intervention can be actioned immediately allowing you to control multiple areas of any organisation from one single point.

Control over the whole of an organisation where multiple departments and sites exist can be difficult due to the fragmented nature of how the information is obtained and stored. Commonly multi-site control is segregated by area and management levels.

Can I control access visibility documents in the ZEBSOFT system?2021-08-10T14:38:54+01:00

ZEBSOFT uses a combination of user site allocation and document sensitivity to create a ranging visibility pattern from everyone can see, to only specified individuals can see documents.

Are documents controlled in ZEBSOFT?2021-08-10T16:16:12+01:00

Document management

Documents are extremely important as these are the method by which we communicate, we all know how important communication is.

The way we in which we store documents can be a risk, not only in terms of the risk of losing it, the unauthorised modifying of the document, but also the purpose of the document itself. In many instances, documents are need to provided evidence of something required by rules or regulations.

With Zebsoft you can publish documents and inform all relevant recipients that there is a new document, but also, that it needs to be electronically signed as proof that it has been read.  Within the document management screen you can see who has signed, that they have read the document and if necessary, resend on an individual basis.

Create a document online using the WYSIWYG editor, or upload a PDF document.  Once created or uploaded, the document will then display all relevant naming protocols revisions and issue dates together with the authority of the issuing user i.e. Top management.  You are also able to assign document groups and document classification conforming to ISO27001 standards.

Effective date, Review date, Approved by, Document version, Document type, Document Sensitivity, Allocated Site, Approval status.

Documents are system imbedded so that the system has total control of all versions of a document. The document archive contains all previous versions and retains signing history for the iteration.

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