Master Data
Master Data contains the reference values that all other modules use — audit types, rating schemes, org units, finding categories, and more. This data is maintained by users with the Master Data Admin role.
What’s in Master Data?
Section titled “What’s in Master Data?”Org Units
Section titled “Org Units”Organisational units represent the structure of your organisation — departments, divisions, locations, production lines, etc. Org units are hierarchical: each unit can have a parent, allowing you to model tree structures (e.g. Company → Region → Plant → Department).
Each org unit can also have Locations (physical sites, addresses) assigned to it.
Audits require an org unit to define what part of the organisation is being audited.
Persons
Section titled “Persons”The Persons master data links platform users to their identity within qportal. Each person record holds name, email, and optionally a user ID that connects them to the identity provider (needed for the My Actions personal worklist).
When assigning team members to an audit or a responsible person to a finding or action item, you select from the Persons list.
Audit Types
Section titled “Audit Types”Categories that classify audits — e.g. Internal Audit, Supplier Audit, Customer Audit, Process Audit. Audit types are also linked to Question Catalogs to ensure the right checklist is used for the right kind of audit.
Rating Schemes
Section titled “Rating Schemes”A Rating Scheme defines the set of rating options available when auditors answer questions during fieldwork. Each scheme has:
| Field | Description |
|---|---|
| Name | Descriptive label (e.g. “ISO 9001 Standard Ratings”) |
| Code | Short identifier |
| Options | List of rating options (e.g. Fulfilled, Partially Fulfilled, Not Fulfilled) |
Each option has:
- Label — display text shown to auditors
- Score — optional numeric value for scoring/aggregation
- Is Conform — whether this rating counts as meeting the requirement
Rating schemes are assigned to Question Catalogs. All audits using a given catalog share the same rating options.
Finding Categories
Section titled “Finding Categories”A secondary classification layer for findings — e.g. Documentation, Process, Infrastructure, Competence. Configured independently of severity (severity is always the ISO 9001 four-level scale).
Finding Statuses
Section titled “Finding Statuses”Custom lifecycle labels for findings within your organisation’s process. Examples: Open, Under Review, Accepted, Closed. These are organisation-specific and do not affect the automated audit lifecycle.
Action Item Priorities
Section titled “Action Item Priorities”Priority levels for action items — e.g. High, Medium, Low. Each priority can have a numeric weight for sorting and reporting.
Team Roles
Section titled “Team Roles”Roles assignable to audit team members — e.g. Lead Auditor, Auditor, Auditee, Observer. The role indicates the person’s function within the audit team.
Business Partner Types
Section titled “Business Partner Types”Categories for business partners involved in audits — e.g. Supplier, Customer, External Auditor. Used when an audit involves an external party (e.g. supplier audit).
Who Can Edit Master Data?
Section titled “Who Can Edit Master Data?”Only users with the Master Data Admin role can create or edit master data. All other users can view but not change these values.
Impact of Changes
Section titled “Impact of Changes”Changing master data values (e.g. renaming a rating option or audit type) affects all existing records that reference that value. To preserve historical data integrity:
- Archive or deactivate values that are no longer in use rather than deleting them
- Each master data entity has an Active flag — inactive records are hidden from selection lists but retained in the database
- Deleting master data that is still referenced in audits or findings will be rejected by the system