Assurance database system

Our assurance database system covers all processes that organizations execute to ensure Health & Safety, Quality and Integrity for their company/organization, industry, society or environment. Typically these processes include accreditation, inspection, audit, assessment, incident reporting and certification.

These processes come together in our extensive assurance database system that has to communicate with the different stakeholders. Security and access management is critical because of the sensitivity of the information.

The assurance database system consists of a web application providing access to an internet database containing the assurance data. The system can service various types of users, each having access to specific functionality. The required functionality varies according to the user profile.

User groups

The assurance database system services to the following user groups:

General Public

The general public (internet) users (no password protection): have access to general information such as the list of accredited inspectors and the list of chemical company users.

Inspected party

The inspected parties are the companies that are being inspected under the specific assurance system. The inspected party can enter their comments after the inspector has finished and uploaded his report. By default the inspected party only has access to their own report. The inspected company can grant and/or deny access for his/her reports, limiting the group of chemical companies that can view his/her reports.

Inspector

The inspectors conduct the inspections and create the inspection reports using the Pharox Assure Inspection client software. After completing the report entry, the results of the inspections are submitted to the assurance database system.

Chemical company users

The chemical company users are able to access/view/download/print the report information (if access has been granted by the inspected party).

Supervisor

The Supervisor has special maintenance functionality and access to all data and functionality. For example the supervisor can view / add / update / delete / (de-)activate users, view and print the use of the system and perform other maintenance operations.

Viewing reports

The assurance database system can support numerous questionnaires. The required functionality varies according to the user role, but most functions are mainly used for displaying information to the user (incl. various print, PDF and export options). Examples of functions that are mainly used for displaying information to the user (depending on the user role) are:

  • View report details;
  • View user details;

The report data is searchable. The user has the option to use basic search criteria with the most frequently used parameters (like inspection date (from-until), inspected party name, or use advanced search criteria with much more search parameters. The user will be able to export this list in Excel or XML format (if required).

Report access mechanism

The inspected party can specify who has access to the report. The chemical companies can be specified on an individual basis. The access can also be granted/revoked from the whole group of chemical company members.

By default the access is granted to all companies, the inspected party can select the members who should not get access to the report(s).

The inspectors will also get an option to request access to the reports of another inspectors. The inspected party must grant this report access, the inspected party will get the following options:

  • Grant / deny access Chemical companies;
  • Grant / deny access Inspectors.

Logging and audit trail mechanism

All user activity during the application sessions is logged. The user activity is logged for maintenance purposes and to help the user in case of questions. Below you will find some examples of activities which will be logged:

  • Successful and failed login attempts;
  • Successful and failed attempts to submit a report;
  • Successful and failed attempts to update data.

All updates to data is logged via an audit trail. For example an audit trail will be maintained for:

  • Users: updating company name, name of contact person, contact details etc.;
  • Reports: updating report answers, owner comments, report status changes.