Complete Audit Trail System

Comprehensive audit trail system that integrates QMS and HRM modules for complete traceability, performance management, and employee involvement tracking.

Learn More Implementation

System Overview

Complete Traceability

Track every action across QMS and HRM modules with detailed audit trails including user actions, timestamps, and data changes.

Performance Integration

Integrate QMS KPIs into HRM performance appraisals with automated scoring and comprehensive evaluation systems.

Employee Involvement

Track employee participation in quality improvement teams and manage suggestion systems for continuous improvement.

Core Components

Audit Trail System
  • Comprehensive Logging: Track all user actions across modules
  • Data Change Tracking: Record old and new values for all modifications
  • User Activity Monitoring: Track user sessions and IP addresses
  • Department-based Filtering: Filter audit trails by department
  • Export Capabilities: Export audit data for compliance reporting
Performance Management
  • KPI Integration: QMS KPIs automatically integrated into performance reviews
  • Automated Scoring: Calculate performance scores based on KPI achievements
  • Review Cycles: Support for monthly, quarterly, and annual reviews
  • Goal Setting: Set and track performance goals for next periods
  • Trend Analysis: Track performance trends over time
Quality Improvement Teams
  • Team Formation: Create and manage quality improvement teams
  • Project Management: Track project progress and deliverables
  • Member Contributions: Track individual contributions and hours
  • Budget Tracking: Monitor project budgets and actual costs
  • Lessons Learned: Document and share project learnings
Employee Suggestions
  • Suggestion Submission: Employees can submit improvement suggestions
  • Review Process: Structured review and approval workflow
  • Implementation Tracking: Track suggestion implementation status
  • Cost Analysis: Estimate and track implementation costs
  • Recognition System: Recognize employee contributions

Database Schema

Audit Trails Table
Field Type Description
id BigInt Primary key
module String QMS, HRM, PERFORMANCE, etc.
action String CREATE, UPDATE, DELETE, APPROVE
entity_type String SOP, TrainingPathway, Employee, etc.
entity_id BigInt ID of the affected entity
entity_name String Human readable entity name
user_id BigInt User who performed the action
department_id BigInt Related department
old_values JSON Previous state
new_values JSON New state
description Text Human readable description
ip_address String User's IP address
performed_at Timestamp When action was performed
Performance Management Tables
performance_management
  • employee_id: Employee being reviewed
  • department_id: Employee's department
  • review_period: Monthly, Quarterly, Annual
  • overall_rating: Excellent, Good, Satisfactory, etc.
  • overall_score: Calculated score (0-100)
  • strengths: Employee strengths
  • areas_for_improvement: Improvement areas
  • goals_for_next_period: Future goals
performance_kpis
  • performance_id: Link to performance review
  • kpi_name: KPI name
  • kpi_category: Quality, Safety, Productivity
  • target_value: Target KPI value
  • actual_value: Achieved KPI value
  • achievement_percentage: % achievement
  • weight: Weight in overall score

Implementation Guide

Integration Steps

Run the migrations to create all necessary tables:

php artisan migrate

This creates:

  • audit_trails
  • performance_management
  • performance_kpis
  • quality_improvement_teams
  • team_members
  • employee_suggestions

Add audit trail logging to your controllers:

use Workdo\Qms\Services\AuditTrailService;

// Log QMS activity
AuditTrailService::logQms(
    'CREATE',
    'SOP',
    $sop->id,
    $sop->title,
    null,
    $sop->toArray(),
    'Created new SOP',
    $sop->department_id
);

// Log HRM activity
AuditTrailService::logHrm(
    'UPDATE',
    'Employee',
    $employee->id,
    $employee->name,
    $oldValues,
    $newValues,
    'Updated employee information'
);

Create performance reviews with QMS KPI integration:

// Create performance review
$performance = PerformanceManagement::create([
    'employee_id' => $employeeId,
    'department_id' => $departmentId,
    'review_period' => 'Quarterly',
    'review_date' => now(),
    'next_review_date' => now()->addMonths(3),
    'overall_rating' => 'Good',
    'overall_score' => 85.5
]);

// Add QMS KPIs
$kpi = PerformanceKPI::create([
    'performance_id' => $performance->id,
    'kpi_name' => 'SOP Compliance Rate',
    'kpi_category' => 'Quality',
    'target_value' => 95.0,
    'actual_value' => 92.5,
    'achievement_percentage' => 97.4,
    'weight' => 20.0
]);

Set up quality improvement teams:

// Create quality team
$team = QualityImprovementTeam::create([
    'team_name' => 'Process Improvement Team',
    'department_id' => $departmentId,
    'project_name' => 'Reduce Defect Rate',
    'start_date' => now(),
    'target_completion_date' => now()->addMonths(6),
    'status' => 'Active'
]);

// Add team members
TeamMember::create([
    'team_id' => $team->id,
    'employee_id' => $employeeId,
    'role' => 'Team Leader',
    'joined_date' => now()
]);
Key Considerations
  • Performance Impact: Audit trails can grow large - implement archiving
  • Data Privacy: Ensure compliance with data protection regulations
  • User Training: Train users on new performance management features
  • Regular Reviews: Schedule regular audit trail reviews
  • Backup Strategy: Implement regular backup of audit data

System Benefits

Compliance

Meet regulatory requirements with complete audit trails and documentation.

Performance

Improve employee performance through integrated KPI tracking and feedback.

Engagement

Increase employee engagement through quality improvement participation.

Innovation

Foster innovation through employee suggestion systems and continuous improvement.