Unpacking Resolution 167

Resolution 167, issued on 27 November 2023, effectively requires all certification bodies to begin using the new OASIS database. To help understand what is mandated, we spoke with IAQG’s Certification Oversight Team Lead, Pete Cracknell (BAE Systems).  In addition to understanding why the resolution was issued, Pete pointed out temporary assistance the Team is permitting to help ease the potential backlog of data entry some CBs are faced with. Two notable permissions include allowing others (designated by the CB) to enter data on behalf of an auditor and accepting PDF files in certain instances. Listen today to learn more. 

Links noted in the discussion: 

Resolution Log: https://iaqg.org/go/resolution-log  

OASIS Knowledge Base: https://iaqg.org/go/oasis-v3-help 

Transitional Audits Guidance Article: https://iaqg.org/go/transition-audit 

Transcript

The Quality Horizon – Resolution 167 

[00:00:00]  

Susan Matson: Greetings everyone and welcome. I'm your host, Susan Matson. And with me today is Pete Cracknell. Pete works in supply chain quality for BAE systems, as well as he is the IAQG Certification Oversight Team lead. Pete, welcome to the show. 

Cracknell: Hi, thanks for that.  

Susan Matson: So the certification team recently published a new resolution, resolution 167. And today I'd like us to take just a few minutes to unpack what that is and why it was needed. But before I do that, can you briefly explain the role of the certification oversight team in the IAQG?  

Cracknell: Yeah, certainly. 

Cracknell: Let me give it a try. It's very self explanatory I think, it's very much in the title. Certification Oversight Team is responsible for the oversight of the certification activities, [00:01:00] e.g. the now 100 series certification activities to the third parties. So we look at the certification bodies, accreditation bodies, and all the other entities which support the scheme itself and its operation. 

Susan Matson: So now that we've got that covered. Let's dive into 167 itself. Essentially, what is resolution 167?  

Cracknell: 167 is the resolution, which now starts the process of transferring or getting data back onto the OASIS database. As people will probably remember, we've had a period of suspension where we haven't been entering data. 

Cracknell: Officially onto the system where it hasn't been a requirement, although I appreciate many organizations have been, what we have seen now is the development of OASIS V3 has got to a point. The supporting documentation has got to a point, the experience of the individuals using it has got to a point where now we feel it's possible to mandate [00:02:00] the use of it for certification bodies for the delivery of audits and certification. 

Susan Matson: Okay, so it affects obviously the CBs. Is there a timeline for this resolution?  

Cracknell: There is. It's been issued. It was due to come into effect 15 days after its issuance. I think that works out to be the 12th of December, so after the 12th of December. It'd be a mandated requirement to enter audit data onto OASIS V3 and use the system as it should be used. 

Susan Matson: And. Globally, does this affect everyone?  

Cracknell: Certainly, yeah. This is in a global scheme. The resolution affects everybody. So we should see this global transition or movement now to actually enter all of that data on there. So like I say, from there, we'll have all of the guidance material updated so that it's there for supporting people. 

Cracknell: Like I say, a number of certification bodies, quite a lot of audits are already [00:03:00] on the system, so it's no, people aren't a stranger to it at all. So a lot of organizations are familiar with it. We're now just mandating its use. I think it's come to a point now where if we don't actually make that step, we can carry on drifting for quite some time. 

Cracknell: The system and the actual database itself is able to support these activities as well. We all recognize there's been a number of issues and problems they've been worked through by intact and we're now, as I say, we're in a position to be able to launch with confidence that will now be a suitable system for managing the audits and the data set. 

Susan Matson: Wonderful. So it's my understanding that this, does this replace Resolution 165? Is it in addition to it? How do the two of them work?  

Cracknell: Yeah. 165 actually effectively suspended all activities and said, we don't need to do it. And he only gave a date when we would start to look for the information to go back [00:04:00] onto OASIS. 

Cracknell: 165 has been replaced by, for the certification body activities. It's been partially replaced, so for the CB side, it is a change. For the other entities Auditorial authentication bodies, AABs, TPABs, et cetera. It remains still in force.  

Susan Matson: Good. So are there things that people should know about this Resolution 165 and how, what we've done to help them with this data entry? 

Cracknell: There's a provision in the resolution for the backloading of data. So there's a process which has been trialed and tested and it's documented. So we actually have a process where people go onto the system and backload those reports, which were produced offline. There's also been provision for the uploading of attached files, [00:05:00] PDF files, to actually ensure that the process, the speed, the process, and this has been given a sort of six day period to get all those offline reports entered. 

Cracknell: To support that, there's also been the creation of a temporary role which will allow a sort of designated individual the ability to put those in. So it doesn't need to be an auditor, it can be a designated individual within that CPO organization. The testing also looked at how long those, it would take to actually upload those reports and it took between 20 and 30 minutes to actually be able to complete one. 

Cracknell: So we've based our estimates on those sort of time scales. So we're looking at, to enter a report, say, 30 minutes to complete that backlog entry. So that's also included in Resolution 167. So we have all data going forward, being loaded directly into V3 and the data which was taken offline, collected offline, entered [00:06:00] to this agreed process. 

Susan Matson: And for those that are looking to now do this work that we just talked about, is there material out there to help them? Is there something, is there an instructional guide for OASIS V3 for that upload transition?  

Cracknell: Yes, there is. As I mentioned earlier on, the guidance material which supports V3 going forward has actually been updated for the CB elements, for the data entry elements. 

Cracknell: That's been completed, so that's available, but there is a special process, a spoke process, which has been drawn up, which covers this backlog of backlog entry. So that is available. And again, it is actually referenced from the the Resolution itself.  

Susan Matson: And then for people who are listening, the resolution is found on the IAQG.org under the certification teams area. In addition to that, we'll put that link that you just talked about in the show notes. So people can [00:07:00] access that information quickly and easily. Thank you so much, Pete. I appreciate everything that you talked about today and gave us a better understanding of resolution 167. 

Susan Matson: Thank you so much. This has been Susan Matson and you have been listening to the IAQG Quality Horizon. Until next time, stay safe.