The MyQ@UPSI system is a Quality Audit system that includes ISO 9001:2015 and Academic Audits conducted by UPSI’s Quality Management Division. This system aims to streamline the audit process from appointing auditors, assigning auditors and audits, to conducting and recording audit findings.
The E-Portfolio module focuses on auditor profiling and information management. It allows system admins to view staff and auditor details and appoint audit admins. ISO admins can verify auditors, manage audit sessions, choose departments for audits, and create audit event calendars. UPSI staff can apply to become auditors and update their audit information, while the system notifies and emails users appointed as auditors.
The ISO Audit Module encompasses five types of audits: Teaching & Learning Audit, Postgraduate Supervision Audit, Lecturer Research Audit, Faculty Examination Audit, and Lecturer Examination Audit. All audit-related reviews can be accessed within the system. Auditors can choose whether to upload forms or use the system-integrated versions. The forms included are:
The system also automatically conducts the analysis for non-conformity reports (NCR) and opportunities for improvement (OFI).
The Academic Audit Module will integrate the following audits into the system, including verification for Apel C and Apel Q:
While the system is in place, audits will still be conducted face-to-face. If audit documents are not available in the system, auditees can present them to auditors through alternative means. However, for Non-Conformance Reports (NCR) and Opportunities for Improvement (OFI), they must be processed within the system, and auditees are required to respond to them within the system. This ensures that NCR and OFI analysis can be conducted effectively.
Lecturers are required to review the data listed in the Internal Quality Audit checklist and update the information using one of the following methods:
Additionally, lecturers must verify that all data has been updated to notify the Faculty PIC that the updates have been completed.
The PIC Faculty is a staff member appointed by the ISO Admin at BPQ. Currently, the PIC Faculty is a faculty staff member who is also a member of the Quality Committee Meeting (MJQ).
There are three main responsibilities of the PIC Faculty within the MyQ@UPSI system:
Updating Faculty Documents Related to Internal Quality Audit
At present, the PIC Faculty can upload documents related to the faculty’s examination checklist, although it is not mandatory. Additionally, the PIC Faculty can upload documents related to the main processes of the faculty that are usually audited in the ISO 9001:2015 Internal Quality Audit.
Monitoring Lecturer Checklists
The PIC Faculty can check the status to see if lecturers within the same faculty have updated their audit documents. Moreover, the PIC Faculty also has access to view the evidence for those checklists.
Responding to NCR/OFI
The PIC Faculty is responsible for collecting and responding to NCR (Non-Conformance Report) or OFI (Opportunity for Improvement) provided by the Auditor. However, if the PIC Faculty is not the process owner for a particular NCR or OFI, they do not need to respond but can still view the NCR or OFI.
The PIC Department is a staff member appointed by the ISO Admin at BPQ. Currently, the PIC Department is a department staff member who is also a member of the Quality Committee Meeting (MJQ).
There are three main responsibilities of the PIC Department within the MyQ@UPSI system:
Updating Department Documents Related to Internal Quality Audit
At present, the PIC Department can upload documents related to the main processes of the Department that are usually audited in the ISO 9001:2015 Internal Quality Audit.
Responding to NCR/OFI
The PIC Department is responsible for collecting and responding to NCR (Non-Conformance Report) or OFI (Opportunity for Improvement) provided by the Auditor. However, if the PIC Department is not the process owner for a particular NCR or OFI, they do not need to respond but can still view the NCR or OFI.
KAD stands for “Ketua Audit Dalam” (Head of Internal Audit) for the ISO 9001:2015 Internal Quality Audit. BPQ will appoint the Chief Internal Quality Auditor as the KAD in the MyQ@UPSI system.
There are three main responsibilities of the KAD (Head of Internal Audit) within the MyQ@UPSI system:
Approve/Reject NCR/OFI Before Submitting to Auditee (PIC Faculty/PIC Department)
The KAD is responsible for reviewing Non-Conformance Reports (NCR) and Opportunities for Improvement (OFI). They must decide whether to approve or reject these reports before they are submitted to the respective auditee, including the Faculty PIC or Department PIC. This process ensures that only validated and relevant issues are communicated to the auditee.
Create Internal Audit Report
The KAD is tasked with compiling and generating the Internal Audit Report. This includes summarizing audit findings, identifying non-conformities, and highlighting areas for improvement. The report provides a comprehensive overview of the audit results and is essential for guiding corrective actions and enhancements.
View Audit Documentation and Audit Finding Details
The KAD has access to view all audit-related documentation and detailed findings. This includes reviewing evidence, clauses associated with each NCR/OFI, and other relevant documents. This responsibility ensures that the KAD can thoroughly understand and evaluate the audit results and make informed decisions about the audit process and outcomes.
KPAD stands for “Ketua Pasukan Audit Dalam” (Head of Internal Audit Team), while PAD stands for “Pasukan Audit Dalam” (Internal Audit Team) for the ISO 9001:2015 Internal Quality Audit. BPQ will appoint these individuals and arrange them in accordance with consultations with the Lead Auditors and the Deputy Lead Auditor. They will be organized and assigned to the respective auditees.
The KPAD (Head of Internal Audit) and PAD (Internal Audit Team) have three main responsibilities within the MyQ@UPSI system:
