VDA Analysis Tools User Manual
VDA Analysis Tools User Manual
User manual
Contents
1 Foreword ....................................................................................................................................3
1.1 Licence ................................................................................................................................3
2 Description and installation of the tool ........................................................................................3
2.1 Reports/ action plans / files .................................................................................................3
2.2 JSON file format...................................................................................................................4
2.3 Checking data retention settings/ saving files ......................................................................4
2.4 Online version .....................................................................................................................4
2.4.1 14-Day Licence check ...................................................................................................4
2.5 Supported browsers ............................................................................................................4
3 Technical introduction.................................................................................................................5
3.1 Backup ................................................................................................................................5
3.2 Backups - how to secure data entries you have made ..........................................................5
3.3 Restoring data from a backup - re-importing backed-up data ..............................................5
3.4 Creating a new report ..........................................................................................................6
3.5 Editing existing reports ........................................................................................................6
3.6 Exporting reports.................................................................................................................7
3.7 Importing reports ................................................................................................................7
3.8 Deleting reports...................................................................................................................8
3.9 Copying reports ...................................................................................................................8
3.10 Using a report as a template ................................................................................................8
3.11 Resetting the database ........................................................................................................8
4 Menu ..........................................................................................................................................8
5 Settings .......................................................................................................................................9
5.1 General ...............................................................................................................................9
5.1.1 Licence.........................................................................................................................9
Evaluation criteria and grading standards are set out in the VDA volumes. The online tool is not a
replacement for the volume but rather a supplementary interactive documentation and
implementation tool.
The following processes can be carried out with the help of the tool:
Besides providing an introduction to technical functions and the technical structure of the tool, this
handbook also provides information on IT functions such as data backups, restoring data etc.
1.1 Licence
The licence that you have acquired may only be used by the licence holder and may not be passed on
to others. The number and type of devices that can be used is unlimited. The licence is valid for as
long as the validity of the current Rotband. During this period, you will receive all patches and
updates free of charge.
The tool is available using the web address and will be downloaded into your browser cache and be
offline usable. The programme only communicates with a server when validating the licence and
downloading updates. There is no other logging, communication or analysis of your data.
Your licence is sent to the server during validation and if the licence is correct, the first name, last
name and company of the auditor is fed back.
The tool uses the JSON format to create backups and exports. The JSON format is a structured text
file which enables data to be filed away and then be imported again. You can edit the files again
using the tool.
Before using the tool extensively, please check whether your browser deletes website data when the
browser is closed. This is not the default setting of the browser and was activated at some point by
you or your IT. The tool can still be used in this case. However, you must create a backup every time
prior to exiting the programme and then import this backup again to continue working on your data.
Should you still wish to delete all browser data every time you save, we recommend that you open
another browser which you could, for instance, use exclusively for running the tool.
An active report is automatically saved whenever it is printed or exported. When you create a new
report or open another report, you will be asked whether the active report should be saved. A report
on file can also be edited directly whilst loading.
The online version of the tool can be run immediately. All required data is downloaded from the
server and the licence is verified. After the data has loaded, the software runs in the user’s browser
and can be started without an internet connection as long the user does not clear his browser
cache/history.
The data entered does not leave the user’s computer and is stored in the browser. Every browser has
an in-built database and can save this data under the URL (https://vda6-3.vda-qmc-tools.de) and re-
load the data when the page is opened..
• Edge, Chrome, Firefox and Opera are fully supported but you must have the current version.
• Internet Explorer from Version 11 is supported but should not be used since this product
works using old technologies and is not very fast.
• Apple's Safari is not supported. This browser does not follow general standards and does not
support the generation of PDF files. It is not possible to print reports using this browser.
• All reports
• Backup
• Import backup
• Edit report
• Export report
• Import report
• Delete report
• Reset database
3.1 Backup
It is very important to backup your data. In addition to the manual backup described below, the tool
also has an automatic backup feature which is used whenever something on the website is changed.
This backup is conducted automatically when the tool is first launched, after this the interval until the
next backup can be selected under settings, the default setting is 14 days.
If you change the setting to 0, a backup will be carried out every time a change is made to the
browser website. The maximum value that can be entered is 365 days. Exiting the browser can block
this function, since the browser disables the execution of other functions.
You will know that a backup is being generated as a “VDA63-Tool-Backup” file is downloaded. Please
save this file in a secure place.
As soon as you have entered your first set of data, you should secure this data using the backup
function. The “backup” function can be found in two places:
1. Click on the “Settings->Backup & Database” menu. Then click on the “backup” button.
2. Click on the “Start” menu on the homepage and select the “backup” function.
3. When the programme is closed, an automatic backup function is activated. You can select
the number of days under “Settings”.
In all cases a pop-up window opens in which you confirm your decision to “save file” by pressing
the OK button or a file is downloaded to your Downloads folder.
Every time you create a new backup, a new backup file with the name “Analysis-Tool-Backup“ is
generated.
Under certain circumstances it might make sense or be necessary to make previously backed-up data
available again. This could be the case if, for instance, you
1. Click on the “Settings->Backup & Database” menu and scroll down to the bottom of the
page. Then click on the “import backup” button.
2. Alternatively you can you the “Import Backup/Report” Button on the start page
Once you select “import backup”, a pop-up window will open. Here you first select where the backup
is stored - often the download folder - and then select the desired file to be imported.
To create a new report, first select the desired form of report from either of the report types.
Then click on the “input mask” function. Once you have entered all report data, create a backup to
also secure the newly entered report data.
When you print the newly created report, this is then filed and can be found under “all reports”.
Under the “Start” menu, you can access all existing and saved reports.
You can directly access the most-recently edited report by clicking on the start button of the relevant
report type. The report can be identified using the report number.
Here you can also choose to “delete report” and “export report”.
To back-up an individual report please use the “export report” function. The export file is stored as
“Report_3456.json” (example file name) in the downloads folder. This means you can re-import this
report to make further changes to it if necessary. We recommend that the JSON document and PDF
of completed reports are stored together.
The “import report” function enables you to upload previously saved and exported reports back into
the tool for further editing. First select the backup location and then select the desired *.json file.
The tool automatically identifies a report based on its data structure and inserts it into the correct
storage place. The tool also recognises whether the file is a backup and loads this backup if you
confirm this in the pop-up window.
You can also delete individual reports under “all reports” menu item. Select the report with the
desired report number and click on the “delete report” function (trash icon).
Please be aware that deleting the report means that it is only possible to re-import the report for
further editing if you have previously exported the report.
It is also possible to copy a report. Use the two-sheet icon to copy report. The tool automatically
removes values that will be changed. First, the first auditor is set as the user of the tool. Then the
data fields report number, report date and audit date are cleared. If an audit is repeated, you can
view and correct previous results.
You can also use a previously created report as a template. A template provides you with all the
master data from the previous report without the entries in the question fields. Just like when
copying a file, the fields report number, report date and audit date are cleared and the first auditor is
set as user of the tool.
The “reset database” function deletes all active data from the tool. This includes all current settings
and previous entries in the various fields. All previously exported reports and the completed backup
are unaffected by this function and are still available after a reset.
After resetting the database, individual reports can be re-imported. The backup can also be re-
imported.
4 Menu
The menu is displayed as a minimal version and on the primary level, the menu only contains the link
to your own settings and the links to the process audits and potential analyses. Behind the above-
5 Settings
Under “Settings” you can enter your licence and other default settings. In addition to these options
you can import backups under “Settings” and fully delete the database.
5.1 General
5.1.1 Licence
Please enter the licence number here which you received per email after purchasing the product
from the shop and naming the licence holder. The licence is immediately verified, and you will then
be informed whether the licence is valid. Under “Auditor”, the same name as the auditor provided in
the webshop should be entered. If, after entering a correct serial number, 5 blocks each with 5
characters appear and the last block ends in VDA63X, check the internet connection and contact IT to
see if a firewall is causing the problem. The address https://vda-qmc-tools.de must be reachable.
5.1.2 Language
The set-up language of the tool is chosen based on the language of the browser but can be changed
at any point. Changing the language at this stage also changes the language of the questions and all
terms supplied in the tool and report printout. Textual inputs are not affected.
The tool is delivered with all languages and can display these in the browser. However, fonts for the
report printout must be included in the delivery. For this reason, there is a separate version for the
Asia region which is also available under the link you received with your licence. It takes considerably
longer to load the Asian version as the Asian fonts are in the MB size range. Data from one version
can be transferred into another version via the backup function.
5.1.3 Author/Auditor
The name of the auditor is automatically fed back from the server after the correct serial number is
entered and cannot be changed. It can only be changed if the licence holder is changed.
5.1.5 Logo
You can select a logo which is both displayed in the software and printed on the reports. There
should not be any problem with displaying the logo in the browser. However, it can be problematic
printing logos without a background. For this reason only logos in JPEG format are supported.
You have the possibility to keep an address book. An address includes the name, organisation,
department and email address. It is also possible for auditors to enter the certificate number. All
saved addresses are used as suggestions when entering auditors, distributors and participants. Saved
information on departments and organisations are also used as suggestions for these input fields.
Besides managing address in the address book, the programme automatically fills in addresses based
on the entries in the input mask. The person's name functions as the reference in this case. Making
changes under this name in the input mask leads to changes under this name in the address book as
well.
The addresses can be filtered according to name, organisation and department. The programme
verifies if text has been entered.
Report data
Based on the chosen report type
Structure of report data input mask - internal Structure of report data
Job-/Order no. Report date input mask - external
Audit date
Signatory/Signatories of the areas audited
Audit ordered by Department/ Abbreviation
Grounds for audit
Audit subject-matter
Audited area / process Country
Location
Telephone no. Fax no.
Audited shift
CEO Plant management
Audit team
The audit team always contains the licence holder, whose name is entered as the first auditor.
Further auditors are entered into the address book or can be selected from the book if they are
already entered.
Name Department/Abbreviation Certificate No. / Auditor qualification
1. Auditor
2. Auditor
Distributors
All entered names are added to the address book or can be removed from the book if an entry
already exists.
Participants
All entered names are added to the address book or can be removed from the book if an entry
already exists.
Questions section: This is where the audit findings are recorded. The following process elements and
the questions relating to these are found in this section and can be activated or deactivated.
• P2 - project management
o General 7/5/7
• P3 Planning product and process development
o Product: 5/4/5 (at activation)
o Process: 5/4/5
• P4 Implementation of product and process development
o Product: 6/4/6 (at activation)
o Process: 8/4/8
• P5 Supplier management
o General 7/5/7
• P6 Process analysis / production
o Process 1-10: 26/18/26
• P7 Customer service / customer satisfaction / service
o General 5/4/5
Before a result/finding can be entered, the user must first activate the relevant list of questions in
step 1 by clicking on this. The selected list of questions will then turn blue (activated) and the
questions will then be displayed. The corresponding evaluation results can now be entered for each
question.
How to evaluate the individual questions is described in VDA Rotband 6.3 under 6.1 Evaluating the
individual questions. The questions relating to a special product and process risk are marked with a
star (*). These individual questions are evaluated in the same way as the other questions.
For all deviations identified, record the immediate measure to be taken in the textbox “Findings”.
The immediate measures listed here are incorporated later into an action plan which can be saved as
an Excel file.
The evaluation matrix summarises the data entered and provides insight into both the overall level of
performance - evaluation of all product groups - and the result of an individual product group.
You can move between the general overview and the individual results of the product groups by
clicking on the corresponding tab.
At the bottom of the page, you can continue using the following functions:
• Print evaluation matrix– delayed
(Creates a PDF file with all results to date - slightly delayed print)
• Print evaluation matrix
(Creates a PDF file with all results to date)
• Continue
Load “Report” page
6.4 Report
The first part of the page gives you a short overview of the audit findings. This lists the process
components, the evaluated product groups and the grade assigned to each of these in accordance
with the VDA 6.3 regulations.
6.4.1 Images
It is possible to add images to your reports. These are centrally managed on the report page. Each
image can be uploaded and later removed. The images are scaled so that they do not take up too
much space in the browser database. Under Settings - General - Printer settings, you can choose
whether the images on the report should also be printed out or not.
allowing you to also apply these standards. . In chapter 6.5.3 you will
learn how to set these additional grading standards specific to your company.
In doing so, it is important that the current definition of the standard is saved during activation. After
activation, changes made to the definition of the grading standard no longer affect the standards
used in the report. This procedure means that you can load reports with completely different grading
standards without having to change these. When the grading standards specific to your company are
If there is a calculated ranking of “A” and an overall ranking of “C” due to gradings, only the grading
standards will be shown in the grading monitor which lead to the “C” ranking. Grading standards
which lead to the “B” ranking are not displayed.
• Findings / Requirements
There is a textbox for entering a summary, listing priorities and further action.
• Improvements Plan
Via the “Add” function, you can add an activity to an individual point, describe this and
allocate it a time frame.
The most recently entered activity for each point can be deleted from the list using the “delete”
function.
By clicking on “print report” or “action plan in Excel format”, the process audit is completed. Both the
report and the Excel file are made available to download. You also have the possibility to save the
report as a JSON file. You can use this file to upload the complete report into the tool.
It is possible to enter additional company-specific requirements and grading standards for the
product development and service processes. You will find this menu item after the list of reports in
the relevant sub-menu. Different requirements and gradings can be recorded for both types of
report.
The selected formatting is also displayed in the tool and when files are printed.
You can always amend this information in the list of questions. There is no delay in implementing the
changes.
To do so, you must simply activate the function “show minimum requirements and examples”.
6.5.3 Defining additional grading standards specific to your company
Additional company-specific grading standards can be added. There is no cap on the number of
standards that can be entered. These standards are in fact a functional enhancement of the tool
which helps to implement internal or supplier requirements. There is no complex grading logic to
these grading standards like those in the VDA6.3. Grading must be carried out by the auditor. The
overall grade can be devalued based on the value set and is entered into the grading monitor.
When setting this up, a text must be set. During set-up you can also determine which gradings are
possible. You must either choose between B and C or just B or just C. The language chosen is also
important when setting up the grading. This can be determined by choosing the relevant language
Making a change to the grading standards will be reflected immediately in the database but does not
influence existing or active reports for which the additional company-specific standards have already
been activated, so as not to distort report data.
Should you require company-specific grading standards for more than one supplier, please refer to
chapter Fehler! Verweisquelle konnte nicht gefunden werden.. In this chapter you will find a
description of how you can have different databases in the offline version.
6.5.4 Using additional grading standards specific to your company
The additional grading standards you have defined are available on the report page. These will only
be used once they have also been activated.
Each standard is set to A when activated and therefore has no influence on the VDA6.3 audit result. A
devaluation that influences the calculated ranking is displayed in the grading monitor of the report
and on the printout, just as it is in the VDA6.3 gradings. The company-specific grading standards are
referred to in the grading monitor.
When the additional grading standards are activated, they become part of the report and are no
longer influenced by changes made to the master data. This means that a report can be loaded by a
colleague who does not have these standards in his/her master data.
To make a change to the additional standards, the “company-specific grading standards” must be
deactivated. If the standards are re-activated, they are loaded once again from the master data and
any changes made are applied.
7 Other reports
For the other report types (process audit service development process and potential analysis), the
same functions are available and work identically. In this chapter we will look at the special features
in detail.
In this report type, there is no possibility to choose whether you would like a separate assessment of
process and product development in P3 and P4. All other functions are identical.
The potential analysis does not offer the option of allocating a process step to a product. You can
select whether you wish to perform the potential analysis for 1 to 3 projects.
In contrast to the process audits, you will not receive an evaluation matrix either. You will directly
receive the results of your entries in the list of questions. This list must be filled in first so that a
calculation can be made.
FAQs have been compiled for the tool which are available in German and English. Please select the
correct language and send us your questions so that all other tool users can benefit from the answers
provided.
The tool is continually being improved. Patches are loaded automatically. When you start the tool,
the newest version will be downloaded on the background. This functionality is controlled by your
browser. On next start up the tool will start in the new version.
To use the tool as creators intended, browser data should not be deleted every time the tool is
closed. This also affects the part of the browser with the databases in which the VDA Analysis Tools
data are stored.
8.3.1 Firefox
You will find this function in “Options” in Firefox, then in “Privacy & Security” in the menu on the left.
In Firefox you have the possibility to choose to use this function in general or just for the VDA6.3
Analysis Tool. Under the sub-item “Cookies and Site Data”, you can set an exception by entering the
address of the tool. For the online version this address is https://vda6-3.vda-qmc-tools.de. For the
offline version, no exception can be made. Alternatively, you can also change the “Keep until”
function to “they expire”.
8.3.2 Chrome
You will find this function after opening the other points under Settings in Chrome by clicking on
“Advanced” at the bottom of the page. In “Privacy and security”, you will find “Content Settings” at
the bottom. In this menu you will find the item “Cookies”.