• Audit Title

  • Client / Site

  • Conducted on

  • Prepared by

  • Location
  • Personnel

1.0 - Control of documents

  • 1.1 - Does the procedure include controls for approval of documents for adequacy prior to issue? (Check for signed off /approved Document Change Request forms PGF001)

  • 1.2 - Does the procedure include controls for review, update, as necessary and re-approve documents? (Check for records of documents amended and approvals identified)

  • 1.3 - Look for evidence that Design Review Meetings have been used for new product launch, change in product codes, repeat quality problems etc

  • 1.4 Is the company Intranet available to check for latest revisions of procedures and specifications?

  • 1.5 What documents are legible, readily identifiable(in files or on shared drive etc) and retrievable?

  • 1.6 Are there any external documents that require the control of the established procedure? Look for external machine manuals, colour standards, signed off samples etc

2.0 - Control records

  • 2.1 The procedure calls for adequate identification, storage, retrieval, protection, retention time and disposition of results of Management reviews. Look for evidence

  • 2.2 - As above but for training records. Are there available records of training undergone by Bloem staff?

  • 2.3 As 2.1 but for records of customer approved design and/or development review. Look for form PGF010. Particularly in the case of new installations at customers and/or new products. Also look for form PGF008 design Request Application

  • 2.4 As 2.3 but look for records of Design Review Meetings. Look for records of completed DRMs, close out of actions and follow up of effectiveness of change

  • 2.5 As 2.1 but look for records of Supplier Evaluations, nonconformances and use of PGF029

  • 2.6 Check traceability of carton and bag labellimgbof FG stock in warehouse

  • 2.7 Release of product. Check records such as picking slips, related invoices, customer returns, GRVs, F99 quarantine register, concessions (if any).

  • 2.8 Records of calibration. Verniers, micrometers, scales

  • 2.9 Cleaning schedules, housekeeping inspections, maintenance records etc completed and up to date?

3.0 - Management commitment.

  • 3.1 - Evidence of communication to staff the importance of meeting customer requirements. Look for this in customer feedback information, notice boards in green ares etc

  • 3.2 - Evidence that management reviews the existing resources and future needs of the organisation. Weekly services feedback, production and sales meetings

  • 3.3 - Regional Executive does attend twice yearly reviews but are the outcomes of these reviews conveyed to staff?

4.0 - Customer focus

  • 4.1 - How does top management determine that the QMS is achieving and fulfilling customer requirements and satisfaction? (Records of CFARs, Isometrix NCs and Customer Satisfaction Surveys PGF207)

5.0 - Quality Policy

  • 5.1 - Evidence that the Quality Policy has been communicated and understood at appropriate levels of the operation. (Adequate visual display and awareness of policy in all areas - ask people!!)

  • 5.2 - Is top management aware when the policy has been reviewed and is this cimmunkcated to all staff.

6.0 - Responsibility, authority and communication

  • 6.1 - Is there an organisation chart and us this known to all staff?

  • 6.2 - Does the org chart identify inter-relationships?

  • 6.3 - Have responsibilities and authorities been identified and communicated to those involved in the effective operation of the QMS? Look for letters of appointment, job profiles etc

  • 6.4 Is management aware of who the designated management representative is at Polyoak Gauteng.?

  • 6.5 Does the organisation ensure communication at various levels regarding the processes of the QMS? Look for evidence of process feedback information on notice boards, e-mails, induction records!

7.0 - Provision of resources

  • 7.1 - How does the organisation determine and provide adequate resources to implement and improve the processes of the QMS? (Departmental growth plans/budgets, succession planning, performance review)

8.0 - Competence, training and awareness

  • 8.1 - Are personnel with assigned responsibilities competent on the basis of applicable education, training, skills and experience? (Look for records of training and recommendation for training and education as an outcome of performance reviews)

  • 8.2 - Are competency needs identified? (Check if core competencies are referenced on job profiles)

  • 8.3 - Is training provided to satisfy competency needs? (Records of training referenced innan overall training plan per department) HR in Aeroton can provide training schedules for POP training and other Business School programs. Lauren

  • 8.4 - is effectiveness of training evaluated and follow up action initiated? (Look for evidence on Training Worksheets PGF084)

  • 8.5 - What methods are used to involve staff in problem solving on a departmental basis? Are they aware of their relevance and importance in contributing to achievement of quality objectives.

  • 8.6 - Are records of education, experience, training and qualifications maintained? (Look for evidence in random sample across the spectrum of staff)

9.0 - Infrastructure

  • 9.1 - Have the facilities needed to achieve the conformity of product been identified and provided. (Check work space areas are tidy, uncluttered and free from food and drink, the level of housekeeping applied)

10.0 - Planning of product realisation

  • 10.1 - have the quality objectives for the product, project or contract been determined. ( Check for cascading of company objectives down to managers, supervisors andnoperatives. Check for knowledge of existing customer contract requirements)

11.0 Customer related processes

  • 11.1 - How do you ensure that the product will be/is acceptable to the customer? (Look for controlled master samples and signed colour standards)

  • 11.2 - Have customer-specified requirements for the product, including availability, delivery and support, been determined? (Records of customer orders, quotations and specifications and the extent of the processing of these)

  • 11.3 - How do you review customer requirements - and other requirements determined by the organisation - prior to commitment to supply a product? (Records of contracts, quotations and customer acceptance of them)

  • 11.4 - Are you aware of the procedures for the different stages of review of tenders, contract acceptance or orders? Show GP8.9-07, GP8.3-02&04

  • 11.5 - Check for knowledge of how to access specifications on the Intranet and set up desktop short cuts

  • 11.6 Do you confirm customer requirements before accepting an order, particularly if customer has NOT given written statement of requirements? (Follow up e-mail, record of telephone conversation etc)

  • 11.7 How do you resolve any unforseen changes in contracts or orders that have already been accepted? (Documented change records, e-mails etc)

  • 11.8 Is the Production planning procedure GP8.9-04 understood and in use? Particularly to check if we are able to deliver on promises?

  • 11.9 When changes are made to the product, how are these communicated to relevant staff (Sales, stores, loading teams etc)

  • 11.10 What awareness and usage is there of procedure GP8.9-07 Customer Order Processing? This will cover how we communicate enquiries, conpract or order handling, including amendments

  • 11.11 Awareness and usage of procedure GP8.3-03 Customer Satisfaction

12.0 - Control of nonconfrming product

  • 12.1 - Are nonconforming products corrected and subject to re-verification after correction to demonstrate conformity? Actions arising for NCQRs should address this if relevant

  • 12.2 - Do we involve the customer in the authorising of concessions or at least make them aware that a concession has been granted for the delivered product? Check if a concession register is in use and who authorises the concessions

  • 12.3 - Are "HOLD" stickers in use to identify nonconforming product, is it isolated from other stock and is there a register showing disposition, quantity, etc

13.0 - Corrective action

  • 13.1 - Are corrective and preventive actions taken to eliminate causes of nonconformance appropriate to the impact of the problems encountered? (Check previous NCQRs as well as asessment of the effectiveness of the action. DRM results perhaps?)

14.0 - Vehicle Condition and workshop

  • 14.1 - Schedule maintenance performed?

  • 14.2 - Are daily vehicle check sheets in use?

  • 14.3 - Drivers' licences up to date and appropriate for the vehicle being driven?

  • 14.4 - Vehicle cleaning schedules in use and up to date

Sign Off

  • On site representative

  • Auditor's signature

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