The most general definition of an audit is an evaluation of a person, organization, system, process, project or product. Audits are performed to ascertain the validity and reliability of information, and also provide an assessment of a system's internal control.

So, what is the most efficient way of assessing whether a company is providing information and performing responsibly in a fair and reasonable manner?

Most modern businesses have easy access to vast amounts of data. That is all the more reason to have stringent controls to assist in the maintenance and to provide complete transparency of what the data is saying. Integrated ERP systems are effective at communicating one version of the truth (in varying degrees of capability), but do they offer a way of assisting in the assessment process itself?

Companies must be more accountable for all facets of the performance and reporting within the organization. Environmental performance, and other areas of operations, such as Risk, may be as critically important to the overall success of the business as is the financial performance. Immediate performance snapshots are necessary to instill confidence on behalf of the management, stakeholders and auditors alike.

This is where an efficient means of capturing the various layers of data outside of the ERP system can provide excellent results. Reviewing the eBMS Business Management System in this regard can provide an insight into how this type of information can be disseminated effectively.

Not only is the performance greatly enhanced but the ability to generate clear and accurate records to assist in audit compliance is also at the users fingertips.

The internal controls within the system can ensure the data collection is accurate, secure and handled by authorized parties. Any company document can be viewed by those with the appropriately assigned permissions. Only those who reside in the certain roles (with relevant clearance levels) can assess those documents or publish new ones. Of course there is a level enabling all staff members to easily search then view important company documents.

The eForm side of the eBMS system allows the necessary processes to be built and designed in the most logical business format. eBMS is a web based process design, data capture and trend analysis system. Once introduced, a full documentation management system is available and simple workflow can be activated, where required.

The process is straightforward. Any process can be designed or replicated using the eBMS eForm designer. Once a process is designed, workflow can be enabled and a single line of notification is passed through to the next responsible person. If other notifications are required they can be advised via an automated email system. The workflow recipient will also receive a new link to their “My eForms” list. This is an automated “to-do” list that ensures every activity is carried out within the required time frame.