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QAD Enhanced Controls

Key Features of QAD Enhanced Controls

  • Generates automatic e-mails to the system administrators when there are any changes to the audit trail and electronic signature configurations
  • Captures the trail of electronic record changes that includes before and after values for all changed fields. The integrity of audit trail data is retained even as new releases of QAD Enterprise Applications are implemented
  • Captures electronic signatures for critical QAD Enterprise Application functions with complete roll-back capability if the signature is not accepted
  • Provides flexible reports for audit trail and electronic signature data

Enhanced Controls (Audit Trails and Electronic Signatures)

QAD Audit Trails

QAD Audit Trails is designed to meet a wide range of reporting requirements. Every record has a unique identifier that remains constant over the life of the record, regardless of conversions or schema changes. Changes to tables such as new fields are managed as part of the data storage and retrieval.

  • QAD Audit Trails records include data such as:
    • Identifying information of the user performing the update
    • Date, time and time zone when the change was posted
    • Before and after data values for changes, additions and deletions
  • Captures all changes to regulated data (without obscuring previously recorded audit information) and provides for retaining and reviewing audit trail information for as long a period as necessary
  • Uses a unique record ID to identify, link and track each QAD Enterprise Applications database record with audit trail information maintained in the database
  • Supports audit trails for all QADDB database tables, which covers Manufacturing, Distribution, Financials, Service and Support Management, Compliance and more. QAD products that reside in separate databases, such as QAD Customer Self Service, are not supported
  • Meets the requirements of Part 11
  • Provides flexible reports
  • Allows for future schema changes
  • Covers all selected QAD Enterprise Application tables
  • Maintains audit trail configuration history

Electronic Signatures

Electronic Signatures allows selected data groups to require review and confirmation to create electronic signatures, which is tied to the corresponding electronic records.

  • Electronic signature records include:
    • Identification, including full name, of the user who created or modified the data
    • The meaning of the signature as selected by the user from a predefined list
    • Optionally, remarks made by the user who signed the data
    • Detailed field values for all elements of the signature record
  • Electronic signature functionality is available on selected QAD Enterprise Applications menu programs such as:
    • Product Change Control (PCC) functions that manage the change process for items
    • Product structures and routings
    • Many shop floor control functions that record labor completions and quality data
    • Some inventory control functions that maintain important inventory attributes such as status and expire date
  • Requires a user to enter a valid user ID and password when creating or updating enterprise records that have been configured for signatures
  • Displays enterprise records in a maintenance program or report along with the latest signature details including an integrity flag that indicates that the current data matches the signed data
  • Initiates a signature event and presents a signature block at the end of the transaction when an electronic record that requires a signature is created, modified or deleted
  • Triggers a security violation and causes the user’s changes to be rolled back when the user tries to apply an invalid electronic signature
  • Meets the Part 11 requirements
  • Maintains e-signature configuration history and roll-back capability for failed signatures

System Controls and Security

QAD has developed additional security and control functionality to meet strict security procedures—those required by internal corporate policies as well as mandated by governing bodies—such as the requirements of the SEC, IFRS, as well as the U.S. Food and Drug Administration 21 CFR Part 11.

  • Provides log-in access control and access restrictions to menu functions and operations with core functionality
  • Controls password complexity and aging with configurable parameters
  • Allows administrators to force some or all users to change their password at next log-in
  • Streamlines the flexible administration of users and user groups. Administrators need not know any user’s password, even when setting up new accounts. The system can generate and e-mail a password to the new user
  • Provides enhanced intrusion detection including the ability to record all or failed log-in attempts
  • Controls password composition, frequency of change and rules for reuse
  • Logs all log-in events and locks accounts when the number of failed attempts exceeds the configured threshold for a security violation; this also triggers immediate e-mail messages to designated security administrators
  • Provides a flexible report for investigating log-in attempts
  • Controls and meets the requirements of Part 11 and provides multiple password creation methods and automatic e-mail notification of security violations

Availability

Enhanced System Controls and Security is available to all customers in standard QAD Enterprise Applications starting with MFG/PRO eB2.1. The separately purchased QAD Enhanced Controls module contains Audit Trails and e-Signatures.