AVEN
Maintenance & control
Keep the system working after handover: due work, evidence, audits, actions and leadership decisions.
Service scope
Understand the work before writing documents
After documents are issued, a system can decay through small omissions: an untracked due date, a record stored elsewhere, an action closed without effectiveness verification. This service maintains a manageable control rhythm, focuses on exceptions that need decisions and leaves ownership with your team.
01
Signals to start
These are illustrative scenarios for discovery, not actual clients or completed outcomes.
Illustrative scenario
Manufacturing
Production orders change but instructions at the machine do not; inspectors use an old version. Version review and shop-floor sampling must connect to an approver.
Illustrative scenario
Services
A customer incident is resolved but the cause and prevention are never checked again. The CAPA register must separate action completion from effectiveness verification.
Illustrative scenario
Food
Hygiene logs are signed daily but temperature exceptions never reach the owner. A food-safety specialist validates controls and technical limits.
Illustrative scenario
Software and IT
Access lists change with projects but reviews follow an old quarterly habit. Risk-based scheduling and handover revocation evidence are needed.
Illustrative scenario
Construction
Site inspection minutes have photos but no link to work, contractor or due date. Each finding needs a path to verification at the worksite.
02
Phased work with explicit exit conditions
Set the rhythm
Review scope, owners, audit calendar, recent records and how leadership receives reports. Schedule only justified controls.
Deliverable: Risk-based control calendar, responsibility matrix and source list.
Move on when: Your team approves owners and dates.
Sample & record
Each cycle samples current documents, due work, new evidence and exceptions. Findings name source, impact and owner rather than inventing conclusions.
Deliverable: Exception register, internal-audit records and dated action list.
Move on when: Independent auditors validate audit findings.
Close actions
Owners address causes; another person checks post-action results. Overdue work appears in the report but does not automatically change compliance status.
Deliverable: Action/CAPA register, completion evidence and effectiveness verification.
Move on when: Post-action sources and a role-correct decision exist.
Review & adjust
Bring together trends, resource needs, customer/legal changes and missing data. Leadership decides changes to objectives, controls or cadence.
Deliverable: One-page report, management-review inputs/minutes and next-cycle schedule.
Move on when: Leadership records decisions and owners accept next work.
03
Deliverables that can be checked
The exact pack follows the agreed scope; records need sources and drafts are clearly marked for approval.
- Process map and handoffs showing inputs, outputs, owners and where records arise.
- Fit-for-scope policy/manual and document register, each with approver, effective date and version history.
- Procedures and forms for work that needs control; undecided fields stay marked for approval rather than filled with guesses.
- Sourced risk–opportunity matrix with owners and actions, without one aggregate risk score.
- Role-based training plan, approved materials and actual attendance records; knowledge checks never automatically become competence conclusions.
- Internal-audit programme, plan and records; auditors do not audit work they designed or performed.
- Management-review minutes record inputs, decisions, resources and follow-up owners; the meeting must actually occur.
- Action/CAPA register separates implementer from effectiveness verifier, retaining change history and post-action evidence.
- Readiness evidence pack by applicable requirement, with source, version and gaps; it does not replace a certification body’s conclusion.
04
Who does what, and how long?
AVEN
We design discovery, facilitate working sessions, map requirements and processes, configure the workflow, prepare versioned templates, train by role and return findings to decision owners. Food, environmental and occupational-safety content requires qualified specialist validation; we do not invent limits or duties.
Your organization
Your organization confirms scope, supplies authorized records, names process owners and approvers, operates controls and records what happened. Leadership decides resources, objectives and changes; internal auditors remain independent from the work they audit.
One site with 10–50 people: an illustrative 1–2 working sessions per month, plus planned internal audit and management review. Multiple sites or 50–200 people: an illustrative 2–4 sessions monthly, rotating samples by risk. Sessions are confirmed after reviewing scope, change frequency and records.
A session may be an interview, design workshop, document review, training or sample check. Timing is illustrative, not a certification schedule; a formal plan follows discovery.
Platform in the service
One flow from scope to verification
Each step retains the decision, source and owner so a later review does not have to reconstruct the story.
- ScopeConfirm sites, activities, outputs and interfaces; unknowns remain explicitly open.
- Applicable requirementsSeparate standard, legal and contract requirements; each has a source and an approving owner.
- Current stateSample records from work that actually happened; a blank form is never counted as evidence.
- ActionAssign gap-closing work with owner and due date approved by the client.
- EvidenceLink permission-checked, scanned and versioned files or records to the right requirement.
- VerificationAn authorized person checks source and effectiveness and makes the decision; history is retained.
The client portal keeps tasks, document versions and evidence in the right project; server-side permissions apply before viewing, searching or exporting.
Reminders use dates approved by task owners. The one-page report uses the same data source as the screen: due work, open actions and missing evidence are shown as counts, never as one aggregate compliance percentage.
Teams can work remotely on interviews, draft reviews, assignments and authorized records. Work requiring on-site observation is scheduled separately after scope is agreed.
06
Completion conditions and boundaries
A cycle is complete when samples have sources, exceptions have owners, closed actions have role-correct verification and the report makes missing data explicit. Open actions are not coloured green; the next cycle follows them to effectiveness.
Not included
- Certification-body fees, certification audits and certification decisions are outside the service; the client selects an independent body.
- We do not create measurements, minutes, training records or audit outcomes for events that have not occurred. Specialist legal, safety, food or environmental work needs qualified people and a separate scope.
- Software, equipment, testing or on-site surveys outside the agreed proposal are excluded. Any addition is described by output, owner and cost before work begins.
Next step
Start with a scope that can be checked
Self-check first, or send an outline of your scope so we can agree outputs, sessions and specialist needs. Do not send sensitive records through the public form.
We provide consulting and training; certification decisions are made independently by certification bodies.