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How AGQS creates greater transparency across its audit processes

As its audit volume increased, AGQS needed a clearer overview of ongoing audits, responsibilities and nonconformities. Word documents, Excel spreadsheets and files stored across different locations made it increasingly difficult to manage the overall process.

With kameon AUDIT Certification, AGQS now organises audit planning, execution, documentation and follow-up within a more structured system.

A clearer overview of ongoing audits and responsibilities

Structured audit documentation instead of scattered Word and Excel files

Less manual rework through integrated standard text and systematic nonconformity management

The Company About AGQS: A medium-sized certification body with growing management needs

About AGQS: Greater transparency for a growing certification body

AGQS is a DAkkS-accredited certification body based in Remscheid, Germany. Its team serves approximately 160 clients across a wide range of sectors, including metalworking, plastics processing, retail, social services, hospitals and sports clubs.

With three employed auditors, 1.5 full-time-equivalent back-office roles and between seven and ten external auditors, AGQS operates in an environment where a clear overview of ongoing audits, responsibilities and outstanding issues is essential.

Without kameon AUDIT

With kameon AUDIT

Audit planning in Excel

No centralised overview of ongoing audits, assigned auditors or available resources. 
Audit planning in Excel

Master data exchanged by email

A high level of coordination and changes that were difficult to track. 
Master data exchanged by email

Documents stored in folder structures

Inconsistent filing structures made it difficult to identify and locate the latest documents. 
Documents stored in folder structures

Reports created in Word

Considerable manual effort was required to prepare, review and coordinate reports. 
Reports created in Word

Nonconformities managed in separate documents

Manual follow-up made it difficult to track outstanding issues across multiple audit cycles. 
Nonconformities managed in separate documents

Centralised audit planning

Ongoing audits, responsibilities and due dates can be managed from a central location. 
Centralised audit planning

Structured master data

Consistent data supports planning and documentation. 
Structured master data

Audit-related documents in context

Relevant documents are linked more closely to the corresponding audit and are easier to find. 
Audit-related documents in context

Integrated audit documentation and reporting

Standard text, assessments and report content are combined in one workflow. 
Integrated audit documentation and reporting

Systematic nonconformity tracking

Open nonconformities and follow-up activities can be tracked more effectively across audit cycles. 

Systematic nonconformity tracking

Location
Remscheid, Germany

Team
3 employed auditors, 1.5 full-time-equivalent back-office roles and 7–10 external auditors

Standards
ISO 9001, 14001 and 50001; ISO 45001 (planned)

Managing Director
Manuel Fomby

Product used
Certification management software for certification bodies with kameon AUDIT Certification

The Challenge

When Word and Excel became a management problem

When Manuel Fomby took over as Managing Director, AGQS already had established processes. However, much of the work depended on Word documents, Excel spreadsheets, PDFs and conventional folder structures.

As the audit volume increased, this decentralised way of working became a growing management challenge. The necessary information was available, but producing a reliable overall picture required considerable manual effort.

It was difficult to see who was working on which audit, how far each audit had progressed and which nonconformities or follow-up activities remained outstanding.

Limited visibility of ongoing audits

Audit statuses, responsibilities and outstanding tasks were not available from one central source and had to be compiled manually. 
Limited visibility of ongoing audits

Considerable coordination between auditors and the back office

Information was distributed across different channels, resulting in more queries, clarification and manual follow-up. 
Considerable coordination between auditors and the back office

Inconsistent documentation and manual transfers between tools

Word documents, Excel spreadsheets, PDFs and file-system structures meant that up-to-date information was not always available within the same working context. 
Inconsistent documentation and manual transfers between tools

Growing requirements for control and traceability

As the number of audits increased, AGQS needed a more structured way to track decisions, nonconformities and follow-up activities. 
Growing requirements for control and traceability
fomby
"When I took over as Managing Director, it was extremely difficult to establish who was working on what and why."

Manuel Fomby

Managing Director, AGQS GmbH

The Solution

How AGQS Organises Its Audit Processes More Transparently with kameon AUDIT Certification

Transparency is not created by a dashboard alone. It comes from bringing planning, audit execution, documentation and follow-up together within a shared and structured data foundation.

AGQS initially focused on the processes most directly related to its audit work. Planning, execution, audit documentation and follow-up were organised more systematically, while additional business processes could continue to be developed step by step.

Planning

Audits are planned centrally, making responsibilities and current statuses easier to track. 
Planning

Audit execution

Auditors work within a shared system and follow a more consistent process. 
Audit execution

Audit documentation

Standard text, nonconformities, assessments and supporting information are linked within the relevant audit context. 
Audit documentation

Follow-up

Outstanding nonconformities and other follow-up activities are easier to identify and track. 
Follow-up
manuel-fomby
“I believe specialised audit software will become essential over the next three to five years if we want to attract and retain auditors. Younger professionals have high expectations of the digital tools they use.”

Manuel Fomby

Managing Director, AGQS GmbH

Why AGQS chose kameon AUDIT Certification

AGQS did not choose kameon AUDIT Certification solely because of its licence model. The organisation had already evaluated another provider in detail and had progressed considerably in its decision-making process.

The deciding factors were the combination of a flexible pay-per-audit model, a strong understanding of the day-to-day work of accredited certification bodies and a willingness to refine requirements collaboratively.

Specialisation in certification processes

kameon AUDIT Certification reflects the operational requirements of certification bodies, including audit planning, audit documentation and nonconformity management.
Specialisation in certification processes

Direct and collaborative communication

For AGQS, kameon was not simply another anonymous software provider. The team listened to technical and operational requirements and worked collaboratively to develop appropriate solutions. 
Direct and collaborative communication

A flexible pay-per-audit model

A usage-based model suited the structure of AGQS better than high base fees or licence costs calculated per client. 
A flexible pay-per-audit model

Pragmatic product development

The decision was based not only on price, but also on kameon’s willingness to develop the product in response to practical requirements from certification work. 
Pragmatic product development
fomby
“The licence model was not the only factor that mattered to us. What made the difference was that kameon understands the requirements of an accredited certification body, responds to them and works with us to develop the product further.”

Manuel Fomby

Managing Director, AGQS GmbH

Gradual digitalisation rather than a complete system overhaul

AGQS did not replace every existing business process at once. The initial focus was on the areas that had the greatest impact on the daily work of auditors and management: planning, audit execution, documentation, reporting and nonconformity management. 

Continue using effective existing processes

Cost calculations, quotations, contracts and invoices could initially remain in existing systems, while the audit process itself was organised more transparently. 
Continue using effective existing processes

Improve the core audit process first

AGQS first improved the processes with the most direct influence on transparency and operational control: planning, audit execution, documentation, reporting and nonconformity management. 
Improve the core audit process first

Build acceptance among auditors

The initial phase focused on tangible improvements in day-to-day work, including less manual rework, clearer documentation and more transparent audit statuses.
Build acceptance among auditors

Enable gradual development

Additional process steps can be reviewed and improved over time without having to reorganise the entire certification operation at once. 
Enable gradual development
fomby
“Of the solutions available in the market I know, kameon AUDIT is the best fit for our use case. Even though we have not yet realised its full potential, the opportunities are considerable — and kameon remains our clear first choice.”

Manuel Fomby

Managing Director, AGQS GmbH

Results

From Word and Excel to more transparent audit management

With kameon AUDIT Certification, AGQS has gained a clearer overview of ongoing audits, responsibilities and documentation statuses.

Information that was previously spread across Word documents, Excel spreadsheets, PDFs and folder structures is now organised more systematically within the relevant audit context.

This helps AGQS track:

  • which audits are currently in progress;
  • who is responsible for each process step;
  • how far the documentation has progressed; and
  • which nonconformities or follow-up activities remain outstanding.

The shared system also facilitates coordination between auditors, the back office and management, providing a clearer basis for managing audit activities.

Audit documentation has become more consistent. Standard text, assessments, report content and nonconformities are more closely connected, making documentation statuses easier to understand and reducing the need for manual clarification.

For AGQS, the result is less fragmented information, fewer manual queries and a more reliable foundation for managing audit processes transparently and traceably.

manuel-fomby
“For our auditors, it is essential that the relevant information is brought together more effectively during an audit. This supports the documentation process without replacing the auditor’s professional judgement.”

Manuel Fomby

Managing Director, AGQS GmbH

Frequently asked questions about optimizing audit processes

What does greater transparency in the audit process mean in practice?

It means being able to identify the status of ongoing audits, responsibilities, documentation, open nonconformities and follow-up activities more quickly.

For AGQS, this reduces the manual effort involved in compiling information from individual files, spreadsheets and enquiries.

Which processes did AGQS improve first?

AGQS initially focused on the core audit-related processes: planning, audit execution, documentation, reporting and nonconformity management. 

Why did AGQS not replace all its existing systems?

AGQS deliberately chose a pragmatic approach. Cost calculations, quotations, contracts and invoices could initially remain in existing systems, while the audit process itself was organised within a more structured environment. 

Which certification bodies can benefit from kameon AUDIT Certification?

kameon AUDIT Certification is designed for certification bodies and environmental verifiers that want to organise audit programmes, planning, execution, documentation and nonconformity management within a more transparent and structured system. 

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