Guidance External service provider for conducting MAS Audits:
There are two user profiles available for the external service provider.
1. Auditor Master (MAS)
2. Auditor (MAS)
Auditor Master (MAS) is a super user in the external service provider who can plan the audit and conduct the MAS audit and generate the draft report.
Auditor (MAS) can only conduct the audit and generate draft report.
*If you are logging into the tool for the first time change your temporary password.
For Auditor (MAS) Users, please skip step 2 (planning stage) and go to step 3 Audit conduction
Step 2: Planning an audit
Planning can be done in two different ways.
2.1 Initial and final planning is done by Auditor Master (MAS)
2.2 Initial plan done by Metro QA (Selecting the Supplier production site, checklist, audit company and range of date for conducting the audit) and plan is finalized by Auditor Master (MAS) (Selecting the external auditor who is conducting the Audit and Selecting the exact date on which the audit is conducted)
Initial part of the planning is explained below, this part can be done by METRO QA or External service provider: Auditor Master (MAS)
Click on Audit and Click Add new single plan,
Select audit type as MAS and Site type as Supplier Production Site and click on Next,
Select the name of the supplier, checklist, Type of audit (announced or unannounced), Begin date and end date (Range of date within which an audit must be done, it can a quarter where you are planning to do an audit), Report Validator (Name of person in METRO QA who is validating the report), CAP responsible (Supplier level or Factory level), Name of the audit company. Then click on the Next button.
Enter the audit number (If it is the first, second or third MAS audit at the production site) and the save and click on confirm planification
Planning can be done for several production sites at the same time, for that click on Factory and Click on view,
Select all the production site where the audit must be planned by ticking the boxes next to each productions site, select ‘Add a new multi-factories audit planning’ from drop down list and click on apply action.
Select the audit type, checklist, end date and begin date, Report validator and audit company. Click on Apply action.
Next is the finalization of the planning, If METRO QA does the initial plan, the role of Auditor External (MAS) starts here.
Click on Audit and click on View Audit
Select audit type as MAS and Set the audit status to ‘planned’ and untick your name from auditor field and the click on Search.
Enter the exact date of the Audit and Select the exact auditor who can conduct the audit and save it using the save button.
This finalizes the planning stage of the Audit.
Step 3: Audit Conduction
Click on Audit and then Click on view audits
It will open a window where you can see the details of the planned audit and you can already see the chapters of the checklist and the requirements inside those chapters. The auditor can see the score of the previous audit and date of the previous audit.
Audit conduction (auditor perspective)
Start the audit
At this moment the auditor (assigned and notified) should enter the audit already on the tablet/ iPad/phone. The auditor can use the link from the e-mail or go to the Audit ->View.
Find the right audit. You will see the checklist inside (at the moment not active). You can review your checklist to get prepared.
Use the button Start audit to activate the checklist and initiate/ start the audit. This must be done while still having an internet connection.
It can be done few days/ one day/ few hours or just before starting the audit.
Once the start button is pushed you cannot change/ edit anything. The audit turne into the status In progress (by auditor)
Online use
If you stay under internet connection (online) during checklist conduction, the checklist is ready for you to be used. The view of the checklist will not change during the audit conduction.
Offline use
In case you cannot ensure a stable internet connection we recommend using the offline feature. Means that the audit related content will be stored on your device. The offline feature can be activated as follows:
1. Use the yellow cloud button to download a checklist to the device (tablet, phone) please do not do it several times on same device...!!
The yellow button must turn grey before starting the audit. This is the sign that the checklist was successfully downloaded for offline use:
Only if this is done all your data is saved when the internet connection is lost/ weak.
If the button did not turn grey, try to use Save button (green button). If you still face problem, contact our Offer Solution team.
In emergency (broken tablet, the system is down), you can download a checklist anytime into Excel, use Export checklist button for that. Use this option only in emergency. Now there is no option to insert the Excel back in the system.
If the cloud button is grey and you lose the connection at any point the view of the checklist will not change, you will not be disturbed, just all buttons disappear, and offline mode is indicated on the top of the screen.
Once the internet connection is back the mode will change automatically. You will only see the save button once you are back online. Please save everything as soon as you come back online. Your data is saved.
Conduct the audit
The view of the auditor on the audit conduction screen is as follows:
1- General information about the audit (status, date, auditors) as well as last audit result. Click on it to go directly to the report and CAP (corrective action plan) of the last audit of this site/ store. You can review, download it to PDF or print.
2- General overview, Good practices, Areas for improvement – three fields which are not obligatory to fill in.
You can also fill them in while working on the final report (after audit validation).
3- Chapters of the checklist – you see them all at once with number of already answered questions and total number of questions:
4- You can skip a full chapter while conducting the audit. All questions of this chapter will stay not answered and not scored if you do so.
If you click on the chapter name you will see all questions of this chapter to be answered.
You can see normal questions and major questions. Major ones are marked with orange color (as shown below) to distinguish. Type of the question defines weight of it behind and will affect the score (major questions deduct 10% from the final score).
1- When you see this icon that means a question has an auditor guideline. Click on it to read it
2- If you see this icon that means that this question was scored as a non-conformity on the last audit of this site (all answers other that Fully compliant, Not checked or Not applicable are non-conformities). When you click on this icon you can read the exact answer and the observation from last audit. This option allows tracking repeated non-conformities.
3- The field for your answer and observation. The answers are pre-defined with the score behind. All answers other than Fully compliant, Not applicable, Not checked are considered as non-conformities and require the written observation.
If you forget to give a comment system will give you the error before validation.
4- You can take a picture/ video or attach any document to every question as an objective evidence
5- The exclamation mark gives you information on if it’s a basic question or intermediate question.
You are obliged to answer all questions before finalizing the audit. Questions not checked you can mark as not checked (major questions do not have this answer possibility).
Audit validation
All buttons located on the audit conduction screen (save, validate, etc.) are visible only while online. If you work offline, come back to the internet connection to finalize your work.
Before validation click on the Save button to push all pictures attached to the server:
If you are ready you can finalize the audit by clicking on Validate audit.
If some questions are left not fully answered, you will get the error message:
Please download the checklist in excel format using Export checklist option after you have filled in the questions if you want to share the filled in checklist with any relevant person.
After validation is done successfully you will directly see the total score of the audit and score of each chapter:
Audit re- opening
If after your review you decide to change the score of some answers or correct spelling mistake you can re-open the audit.
This possibility of re-opening is given to
Lead auditor of the audit (if more than one is planned for the audit),
Head Office_ Operations profiles or Admin MAS of the country (even though the audit was not conducted by them).
Audit report
Once you click on the Audit report the new window with the report section is open. You see that status of the audit has changed from ‘Audit in progress’ into ‘Audit completed, under generation report’. It is still the status on which the audit can be re-opened, answers changed, and all parts of the report edited. Those possibilities are open until the button Validate report is clicked.
You can find below the history icon 
which allows you to track the history of status change.
From this view you still have a direct link to the last audit report and last audit score. Click on that to see more details.
Any time while working on the report you can see how it will eventually look like a document. Click on Preview PDF. You can also download all the pictures using the download picture button.
Before that you need to Save what, you have written.
- > All white fields on the report are editable, like
- General Information (Report number, Objective, Scope, out of scope, Comments)
- Overview, Best practices, Areas of improvement
- Repeated Non- Conformities which are extracted from the finalized checklist
- Major Non- Conformities which are extracted from the finalized checklist
- Corrective action - general statements – you can edit them
- Documentation - general statements – you can edit them
- Additional field (8) which you can use
You don’t need to fill them in. If left empty they will not appear on the generated PDF.
-> Grey fields are taken from the system and blocked for editing, like:
- status,
- date of the audit,
- audit type,
- auditors name,
- people who gets notified by e-mail about this report,
- audited location
Audit total score is shown with a score breakdown,
If you want to see the full checklist with all the answers, click here (Blue ribbon MAS HPC (31/08/2021) like highlighted in the picture below) and audit number is displayed also in this section.
On this step you can still re-open the audit from this place (before report validation you can always do it).
You can select certain pictures from the CAP (initiated CAP is below the report) to be displayed under Good Practices field of the report (choose thumb up for those pictures) or Area for improvement field of the report (choose the thumb down). You can select up to 10 pictures for both areas.
In this way you will get important pictures in your main report document.
After selection and clicking on Save pictures will be displayed on the report, both in the system and in extracted PDF.
