Streamline your sales audit process for product quality

How to create outlook signature

[Music] nowadays different Industries are exposed to much more competition thus we want to ensure excellence in our business to maintain customer satisfaction exceed their expectations and at the same time reduce any cost of defects in our operations that's why many companies build reputation for Quality by gaining accreditation or certification with a recognized ISO standards but are you confident enough that the management system you implemented is consistently complied this video presented to you by agf Consulting Group will help you understand why we must perform internal quality audit as CLA 9.2.2 of the standard shows exactly what must be done for the management system to be effective as well as look for improvement opportunities let us Define first what is an audit as defined by both 901205 and 1911 2011 standard audit is a systematic independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which audit criteria are fulfilled there are three classifications of audit the first party audit this is conducted within the company by a qualified employee in which the independence of the area being audited is taken into consideration this is also known as the internal quality audit the second party audit is an audit conducted by an employee of a company in their subcontractor supplier mother company to check the conformance and customer requirements and lastly the third party audit it is conducted by an independent organization or person hired by the company to check Conformity to a specific standard usually refers to the external independent audit or certifying body the purpose of audit and why internal Auditors exist is mainly to verify the adequate compliance and effectiveness of the management system remember that the aim of audit is fact finding and not fault finding other principles related to Auditors are the following Integrity it is a foundation of professionalism such as honesty diligence responsibility and demonstration of competence fair presentation means the obligation to report truthfully and accurately substantial difficulties and un result diverging opinions between auditor and audity are reported and disclosed due Professional Care which refers to diligence and judgment in auditing as an auditor you exercise due care in ance with the importance of task perform confidentiality or the security of information information should not be used for personal gain or in a manner harmful to the legitimate interest of the audity independence is the impartiality and objectivity of audit conclusions free from bias and conflict of [Music] interest evidencebased approach reaching a reliable audit conclusion in a systematic audit process your audit evidence should be verifiable based on appropriate samples of information available that is closely related to confidence of audit conclusions who are the people behind the internal quality audit the lead auditor an auditor who has extra responsibility of managing the audit the auditor the person qualified to perform audits the audity this is the organization or process owner being audited and finally the audit client this is the organization or person requesting an audit each roles and responsibilities will be discussed further but first let us talk about the activities in performing an audit there are five phases of auditing these are initiation preparation execution reporting and followup first initiation first thing is to appoint the lead auditor you shall establish initial contact with the auditing and check the visibility of the audit the exact schedule plan or requests audit must be at plan intervals thus Mak use of the annual internal audit plan second preparation once annual audit plan is approved by the management representative you need to define the objectives of what are to be accomplished in the audit criteria end scope or boundaries of the audit itinerary contains details such as exact date time duration of the audit per area location of the audit auditor and audity representatives and other resources needed for the audit next the lead auditor shall appoint the Auditors and activities to be done selection of the auditor shall conform to the following requirements as they are to be evaluated after audit competence or training it is important that an Auditor's knowledge on the standards and skills in the management system discipline to be audited is up to date an auditor shall undergo trainings as required others even go through assessments such as iqa exam or questioning and workshops education it is suggested that an auditor shall hold at least a secondary school certificate experience it is also recommended that an auditor should be in a position where the activities undertaken help develop skills and knowledge in management system after selection of audit team it's time to prepare the working documents for the auditor's toolkit the auditor's toolkit includes the following the audit checklist clipboard and Pen audit itinerary audit report forms ISO 901 standard ISO 140001 standard ISO 1801 standard whichever is applicable third is the execution once everything is set Auditors May proceed with the conduct of actual audit which is called the execution first activity is to conduct an opening meeting by the lead auditor with the audities opening meeting discussion shall include agreement of all parties to the audit at tenary introduce the audit team methods or procedures of audit including the grading of non-conformities relevant safety procedures and other conditions needed to be discussed obtaining information comes in four methods these are observation see if audities work matches with the company procedures asking question or interview check if auditing knows exactly what he is doing these are some tips during the interview introduce yourself and explain why you are there develop rapport with small talk eye contact and smile when appropriate ask open questions usually starts with what why and how be assertive but avoid arguments check facts and make notes do the show me please remain objective and calm and acknowledge the audity verifying records kept if records are maintained or if there's completeness selecting records examination of Records is evidence-based could be positive or negative and because there is no time to check everything so you may select examples like purchase order incident records recent changes in the organization next is the reporting after on-site audit identified non-conformance is finalized by the audit team and write it formally in the non-conformance report Consolidated findings shall be summarized by the the lead auditor subsequently the lead auditor shall initiate the conduct of closing meeting with the audity and or ISO core team to discuss audit results resolve any errors or misunderstanding and agree possible action plans to address the rais findings if applicable how do you classify an audit finding non-conformance can be a major or minor finding when can you say it's a major non conformance major non conformance is the absence or total breakdown of a system to meet the requirements of a clause of iso 90001 or other standard requirements it can be raised as a major if a number of lapses against a specific requirement to the extent that there are actual adverse effects on the customer satisfaction and quality of product or service observation a single observe lapse or failure to comply one guideline or company procedure or work instruction which does not jeopardize product or service quality this may not require corrective action but always remember that the non-conformance report must be factful specific and concise completeness of the audit report shall observe the following objective scope audit team and audity date and location of audit audit criteria audit findings and relevant evidence and audit conclusions then lastly the followup as agreed during the closing meeting corrective actions are usually decided and undertaken by the audity within and agreed time frame Auditors shall evaluate action items to its suitability and follow up within specified time this may require visit to verify closure of findings on site organization success is one lifelong process especially in the business such word Improvement has no meaning without the decision to try quality of management system has no time limit you just have to work for it and maintain to know more about internal quality audit feel free to visit our website at .f Consulting group.com where you can download free resources or you can send us an email or direct call our hotlines [Music]