Title Page
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Dear Supplier. Welcome to this e-supplier audit. Please answer all questions to complete the audit. When required, supplement your answer by adding additional notes and a screenshot of your certificate/report. (See below guide) (Please ensure any certificate numbers/dates are captured and are legible). Upon completion, then we will be notified and you will be contacted if any clarification on any point is required. If you require a copy of your audit or have any queries regarding its content, please email us
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Company name
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Years in business.
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Products of type of service provided.
- Building Maintenance
- CCTV/ Fire Alarm Maintenance
- Calibration Services
- Consultancy
- Cleaning services
- Equipment maintenance
- H&S Equipment
- Packaging
- Security
- Software
- Stationary/ office consumables
- Storage solutions (including Racking)
- Training
- Utilities
- Waste management
- Other
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Please determine service type
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Address
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Number of employees
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Web Address
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Audit completed by
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Title/Position
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Email Address
Supplier Information
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Are you a current supplier?
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Do you carry out work that includes Healthcare, Pharmaceuticals & Medical Devices?
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Are you a Parent or Subsidiary company?
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Do you have an Organisational Chart which clearly establishes direct responsibility and roles for your management systems?
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Please attach org Chart in the Media button
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Is the person responsible for your Quality, Safety, Health and Environmental (QSHE) management systems the same person?
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Name of responsible person and job title
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Please list the names of the responsible people in these roles.
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In order to operate, are you licensed by regulation or do you have any affiliation with any professional, industry trade bodies/groups ?
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Please list. Please attach relevant certification in the Media button
Policies, Management Systems and Auditing
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Do you posess a WDA GDP certificate of compliance?
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Do you have a dedicated GDP quality contact /Responsible Person?
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Please provide their name and contact information
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Do you hold any of the following ISO Certificates 9001/14001/45001 or any from the AS9100 series?
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Please explain how you control, maintain and improve your management systems
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Do you have a Quality, Safety, Health and Environmental (Or Combined QSHE) Policy?
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Please attach statement in the Media button
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Are your employees aware of their contribution to the policy?
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How do you internally and externally communicate your commitment to your QSHE management aims and objectives?
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Do you have an established and documented internal audit system to verify the activities within your organisation?
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Which disciplines does your internal auditing system cover?
- Quality
- Environment
- Health and Safety
- Other
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Please advise the frequency of your internal audits
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How do you ensure the effectiveness of your management systems, processes and procedures?
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Is the awarding body an accredited UKAS or INAB approved organisation?
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Please attach statement in the Media button
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During any external ISO audits within the last 12months, were any major findings/non-conformances raised.
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Please describe
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Please detail follow up/corrective action outcome.
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Have you performed a management review within the last 12 months?
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Was the review documented?
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Please describe key bullet points/features of your management review
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Do you hold or have been awarded any other certification?
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Advise certification held and purpose. (Please attach certificate at the end of the audit).
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Is this certification subject to external reviews/audits?
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Were any major findings/non-conformances raised?
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Please describe
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Please detail follow up/corrective action outcome
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Do you have a modern slavery statement/policy?
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Please attach statement in the Media button
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Do you have an ethics code of conduct statement/policy?
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Please attach statement in the Media button
Computer, IT Systems and Infrastructure
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Does your company carry out the maintenance and calibration of equipment used for temperature/humidity monitoring, at regular intervals (calibration at least once a year)?
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Please describe your IT systems/Software you use?
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How do you protect your systems from malicious attacks?
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Have you identified scenarios or unplanned events that would prevent your organisation from operating effectively?
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Please provide examples of your top risks.
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Do you have a disaster recovery/business continuity plans in case of an IT system failure or other unplanned event which could effect your operation?
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Have you performed a simulation to evaluate effectiveness and enable refinement?
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Please describe nature of your simulation and bullet points of your headlines findings (Good or bad)
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Please advise how you ensure your business is not effected by IT system failure or other unplanned event
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Please advise how you would continue to provide your services
Training
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Do your personnel, whose work can directly affect the quality of your service, impact the environment and your health and safety performance, receive all training necessary for your documented procedures and any legislative requirements?
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Is the training recorded and documented?
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Please provide examples of your training and refresher training programs.
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Do you have an annual review of your employee training requirements to ensure it is still relevant for your business and legislative requirements?
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How do you evidence training or know when an employee has a pending training requirement?
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How do you ensure your staff are competent to perform their role?
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Does the training program cover Good Distribution Practice (GDP) topics?
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Are your processes, procedures, policies and other key features of your management system available to all employees, even those without direct access to company computers and other IT systems?
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Please describe how all employees access all relevant documentation?
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Please advise how you communicate your key information to all your employees
Control of your suppliers, service providers and other outsourced activities.
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The use of sub-contractors, 3rd party service providers and suppliers for any business critical activity for Schenker Ltd, including final product, customer facing service must only be done in conjunction with a prior written agreement with Schenker.
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Is there a process for selecting, evaluating, approving and maintaining a list of sub-contracted service providers or suppliers?
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Please advise how you evaluate the quality of products and services provided.
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When purchasing any services or products, do you consider sustainability aspects before making your decision?
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Please provide more information.
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Do you have written contracts/agreements with your sub-contractors or suppliers.
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Does the contract/agreement include performance clauses, employee conduct and escalation requirements for service failures?
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How would you address any disputes that may arise from a failed service?
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How would you address any disputes that may arise from a failed service?
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Do you perform a documented review of your sub-contractors and/or suppliers' Quality, Safety, Health and Environmental performance on a regular basis?
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Does this form part of your auditing schedule as described earlier in this questionnaire?
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Do you have a formal corrective action system for your suppliers in the event of a non conformance?
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How do you address non conformances with your suppliers and sub-contractors to prevent future reoccurrences?
Quality, Safety, Health and Environmental Performance.
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Have you established and do you review key performance indicators with each of your suppliers?
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How do you ensure you identify and address performance issues
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Do you have a documented customer complaints/satisfaction measurement process?
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Please provide further information.
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Please advise how establish the root cause of the complaint to prevent reoccurance?
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Do you measure your Health and Safety performance?
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Do you set targets to improve your health and safety performance?
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Please provide information recent health and safety improvement initiatives and results
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Do you measure your environmental performance (Energy consumption, waste generation, road fuel etc)
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Do you set targets to improve your environmental performance?
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Please provide further information.
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Have you had an incident in the last 3 years which required notification under the reporting regulations to any of the following regulatory bodies?
- Health and Safety Executive (HSE) - UK
- Health and Safety Agency (HSA) - Eire
- Environment Agency (EA) - UK
- Environment Protection Agency (EPA) - Eire
- Scottish Environment Protection Agency (SEPA) - Scotland
- Northern Ireland Environment Agency (NIEA) - N.Ireland
- No reportable incidents
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Please describe incident and follow up/corrective action outcome.
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Please describe incident and follow up/corrective action outcome.
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Please describe incident and follow up/corrective action outcome.
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Please describe incident and follow up/corrective action outcome.
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Please describe incident and follow up/corrective action outcome.
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Please describe incident and follow up/corrective action outcome.
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Have you been issued with an improvement or prohibition notice?
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Please provide details and corrective action taken.
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When you are required to make amendments to your Quality, Safety, Health and Environmental management systems, is there a documented procedure to manage this change?
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Please describe process
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Please advise how you effect changes to your management systems
Transportation
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Do you provide transport services for DB Schenker?
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Are security aspects considered during route planning and features of transportation?
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Please describe security features of transportation
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Do you have a valid ATP certificate or similar qualification for your trucks/trailers?
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Are all vehicles equipped with GPS/Trackers or similar?
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Is there a schedule for maintenance/service of your vehicles/trailers?
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Prior to starting, does the driver perform a daily inspection of their vehicle and trailer using a checklist comprising road worthiness, loads secured and cleanliness and if applicable, temperature control systems fully functioning?
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Do you perform periodic checks on your driver's licences and permits?
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Has your company implemented measures to ensure the quality and integrity of medicinal products during transportation (incl. risk assessments per route, emergency contacts)?
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Do you communicate Proofs of Delivery, incl. temperature records?
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Do you operate refrigerated units?
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How do you monitor temperature control?
Additional Documentary Evidence Uploads (If you're unable to attach your documentary evidence, please email QSHE@dbschenker.com)
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Public, Employee (and other relevant) liability insurance certificates.
Completion
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Name and job title of Representative:
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Are you a Parent or Subsidiary company?
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Do you have an Organisational Chart which clearly establishes direct responsibility and roles for your management systems?
-
Please attach org Chart in the Media button
-
Is the person responsible for your Quality, Safety, Health and Environmental (QSHE) management systems the same person?
-
Name of responsible person and job title
-
Please list the names of the responsible people in these roles.
-
In order to operate, are you licensed by regulation or do you have any affiliation with any professional, industry trade bodies/groups ?
-
Please list. Please attach relevant certification in the Media button
Policies, Management Systems and Auditing
-
Do you hold any of the following ISO Certificates 9001/14001/45001 or any from the AS9100 series?
-
Please explain how you control, maintain and improve your management systems
-
Do you have a Quality, Safety, Health and Environmental (Or Combined QSHE) Policy?
-
Please attach statement in the Media button
-
Are your employees aware of their contribution to the policy?
-
Do you have an established and documented internal audit system to verify the activities within your organisation?
-
Which disciplines does your internal auditing system cover?
- Quality
- Environment
- Health and Safety
- Other
-
Please advise the frequency of your internal audits
-
How do you ensure the effectiveness of your management systems, processes and procedures?
-
How do you internally and externally communicate your commitment to your QSHE management aims and objectives?
-
Is the awarding body an accredited UKAS or INAB approved organisation?
-
Please attach statement in the Media button
-
During any external ISO audits within the last 12months, were any major findings/non-conformances raised.
-
Please describe
-
Please detail follow up/corrective action outcome.
-
Have you performed a management review within the last 12 months?
-
Was the review documented?
-
Please describe key bullet points/features of your management review
-
Do you hold or have been awarded any other certification?
-
Advise certification held and purpose. (Please attach certificate at the end of the audit).
-
Is this certification subject to external reviews/audits?
-
Were any major findings/non-conformances raised?
-
Please describe
-
Please detail follow up/corrective action outcome
-
Do you have a modern slavery statement/policy?
-
Please attach statement in the Media button
-
Do you have an ethics code of conduct statement/policy?
-
Please attach statement in the Media button
Computer, IT Systems and Infrastructure
-
Please describe your IT systems/Software you use?
-
How do you protect your systems from malicious attacks?
-
Have you identified scenarios or unplanned events that would prevent your organisation from operating effectively?
-
Please provide examples of your top risks.
-
Do you have a disaster recovery/business continuity plans in case of an IT system failure or other unplanned event which could effect your operation?
-
Have you performed a simulation to evaluate effectiveness and enable refinement?
-
Please describe nature of your simulation and bullet points of your headlines findings (Good or bad)
-
Please advise how you ensure your business is not effected by IT system failure or other unplanned event
-
Please advise how you would continue to provide your services
Training
-
Do your personnel, whose work can directly affect the quality of your service, impact the environment and your health and safety performance, receive all training necessary for your documented procedures and any legislative requirements?
-
Is the training recorded and documented?
-
Please provide examples of your training and refresher training programs.
-
Do you have an annual review of your employee training requirements to ensure it is still relevant for your business and legislative requirements?
-
How do you evidence training or know when an employee has a pending training requirement?
-
How do you ensure your staff are competent to perform their role?
-
Are your processes, procedures, policies and other key features of your management system available to all employees, even those without direct access to company computers and other IT systems?
-
Please describe how all employees access all relevant documentation?
-
Please advise how you communicate your key information to all your employees
Control of your suppliers, service providers and other outsourced activities.
-
The use of sub-contractors, 3rd party service providers and suppliers for any business critical activity for Schenker Ltd, including final product, customer facing service must only be done in conjunction with a prior written agreement with Schenker.
-
Is there a process for selecting, evaluating, approving and maintaining a list of sub-contracted service providers or suppliers?
-
Please advise how you evaluate the quality of products and services provided.
-
When purchasing any services or products, do you consider sustainability aspects before making your decision?
-
Please provide more information.
-
Do you have written contracts/agreements with your sub-contractors or suppliers.
-
Does the contract/agreement include performance clauses, employee conduct and escalation requirements for service failures?
-
How would you address any disputes that may arise from a failed service?
-
How would you address any disputes that may arise from a failed service?
-
Do you perform a documented review of your sub-contractors and/or suppliers' Quality, Safety, Health and Environmental performance on a regular basis?
-
Does this form part of your auditing schedule as described earlier in this questionnaire?
-
Do you have a formal corrective action system for your suppliers in the event of a non conformance?
-
How do you address non conformances with your suppliers and sub-contractors to prevent future reoccurrences?
Quality, Safety, Health and Environmental Performance.
-
Have you established and do you review key performance indicators with each of your suppliers?
-
How do you ensure you identify and address performance issues
-
Do you have a documented customer complaints/satisfaction measurement process?
-
Please provide further information.
-
Please advise how establish the root cause of the complaint to prevent reoccurance?
-
Do you measure your Health and Safety performance?
-
Do you set targets to improve your health and safety performance?
-
Please provide information recent health and safety improvement initiatives and results
-
Do you measure your environmental performance (Energy consumption, waste generation, road fuel etc)
-
Do you set targets to improve your environmental performance?
-
Please provide further information.
-
Have you had an incident in the last 3 years which required notification under the reporting regulations to any of the following regulatory bodies?
- Health and Safety Executive (HSE) - UK
- Health and Safety Agency (HSA) - Eire
- Environment Agency (EA) - UK
- Environment Protection Agency (EPA) - Eire
- Scottish Environment Protection Agency (SEPA) - Scotland
- Northern Ireland Environment Agency (NIEA) - N.Ireland
- No reportable incidents
-
Please describe incident and follow up/corrective action outcome.
-
Please describe incident and follow up/corrective action outcome.
-
Please describe incident and follow up/corrective action outcome.
-
Please describe incident and follow up/corrective action outcome.
-
Please describe incident and follow up/corrective action outcome.
-
Please describe incident and follow up/corrective action outcome.
-
Have you been issued with an improvement or prohibition notice?
-
Please provide details and corrective action taken.
-
When you are required to make amendments to your Quality, Safety, Health and Environmental management systems, is there a documented procedure to manage this change?
-
Please describe process
-
Please advise how you effect changes to your management systems
Transportation
-
Do you provide transport services ?
-
Are security aspects considered during route planning?
-
Are all vehicles equipped with GPS/Trackers or similar?
-
Is there a schedule for maintenance/service of your vehicles/trailers?
-
Prior to starting, does the driver perform a daily inspection of their vehicle and trailer using a checklist comprising road worthiness, loads secured and cleanliness and if applicable, temperature control systems fully functioning?
-
Do you perform periodic checks on your driver's licences and permits?
-
Do you operate refrigerated units?
-
How do you monitor temperature control?
Additional Documentary Evidence Uploads (If you're unable to attach your documentary evidence, please email us)
-
Public, Employee (and other relevant) liability insurance certificates.
Completion
-
Name and job title of Representative:
