Quotation, Order Entry & Contract Review

• Audit ID

• Site

  Select

• Audit date

  Date

• Carried out by

• Department / Cell

• Process

Process description

• Provide details on the process being audited. If a process map is available, this should be attached

• Inputs:

• Outputs:

• People and responsbilities:

• Tasks / activities:

• Process controls:

Process performance

• How is the effectiveness of the process(es) measured?

• Detail process performance trends

  Media

• Is this process meeting performance targets

  Yes

  No

• What actions are being taken to address the process performance

Quotation

• Observe the process and answer the following:

• What are the triggers for carrying out this process?

• Are these consistently understood/applied?

  Yes

  No

• Are there documented instructions for carrying out this process?

  Yes

  No

• Provide details

• Is the person carrying out the process aware of the documented instructions?

  Yes

  No

• Do they know how to access them?

  Yes

  No

• Do they refer to the instructions while carrying out this task?

  Yes

  No

• Is the process carried out in accordance with the documented instructions

  Yes

  No

• Are control points / checks carried out as part of this process?

  Yes

  No

• Are these checks controlled / standardised?

  Yes

  No

Order entry

• Observe the process and answer the following:

• What are the triggers for carrying out this process?

• Are these consistently understood/applied?

  Yes

  No

• Are there documented instructions for carrying out this process?

  Yes

  No

• Provide details

• Is the person carrying out the process aware of the documented instructions?

  Yes

  No

• Do they know how to access them?

  Yes

  No

• Do they refer to the instructions while carrying out this task?

  Yes

  No

• Is the process carried out in accordance with the documented instructions

  Yes

  No

• Are control points / checks carried out as part of this process?

  Yes

  No

• Are these checks controlled / standardised?

  Yes

  No

Contract review

• What does the person carrying out the process understand by 'Contract Review'

• Provide details on how/when the following are considered:

• a) Process capability

• b) Process capacity

• c) Availability of tooling and raw materials

• d) Product cost/price/margins

• e) Non-standard product requirements (eg. labelling, packaging, tolerances)

• f) Non-standard system requirements (eg. document retention, third party approval, supplier approval)

• How are non-standard requirements communicated?

Customer communication

• How is information relating to products / services communicated to customers?

• Provide examples

  Media

• How are enquiries, contracts or orders (including changes) handled?

• Is customer feedback relating to products / services obtained?

  Yes

  No

• Provide examples

  Media

• Is there communication with the customer regarding handling or controlling customer property?

  Yes

  No

  Not applicable

• Provide details

• Is there communication with the customer regarding their requirements for contingency actions?

  Yes

  No

  Not applicable

• Provide details

Determining product / service requirements

• Are requirements for products / services being offered defined?

  Yes

  No

• How are requirements defined?

• Provide examples

  Media

• Are applicable statutory and regulatory requirements included?

  Yes

  No

  Not applicable

• Are requirements considered necessary by Tenmat included?

  Yes

  No

  Not applicable

• Can the company meet the claims for products / services offered?

  Yes

  No

• How does the company ensure claims can be met

• Provide examples

  Media

Reviewing product / service requirements

• Is a review carried out to ensure the company has the ability to meet requirements for products / services before committing to supply?

  Yes

  No

• Does the review include:

• a) Requirements specified by the customer, including requirements for delivery and post-delivery activities

  Yes

  No

• b) Requirements not stated by the customer, but necessary for the specified or intended use

  Yes

  No

  Not applicable

• c) Requirements specified by the organisation

  Yes

  No

• d) Statutory and regulatory requirements applicable to the product

  Yes

  No

  Not applicable

• e) Contract or order requirements differing from those previously expressed

  Yes

  No

• Are contract or order requirements differing from those previously defined resolved?

  Yes

  No

• Provide details

• Are the customer requirements confirmed when the customer doesn't provide a documented statement of their requirements?

  Yes

  No

• Provide evidence on the results of the review

  Media

Changes to product / service requirements

• Is relevant documentation amended when requirements for products and services change

  Yes

  No

• Provide details

• Are relevane persons made aware of changes to requirements

  Yes

  No

• Provide details

Competence

• What competencies are required by persons carrying out this process?

• Is the competency of these persons ensured

  Yes

  No

• How has competency been ensured?

  Select Education Training Experience

  • Education
  • Training
  • Experience

• Provide evidence of competence

  Media

• Was action taken to achieve the necessary competency?

  Yes

  No

  Not applicable

• How was the effectiveness of the action evaluated?

Awareness

• Interview one or more persons carrying out tasks or activities as part of this process

• Are employees aware of the quality policy?

  Yes

  No

• Are employees aware of the quality objectives (for the site or their area)?

  Yes

  No

• Are employees aware of how they contribute to the effectiveness of the quality management system?

  Yes

  No

• Are employees aware of the benefits of improved performance?

  Yes

  No

• Are employees aware of the implications of not conforming with the quality management system?

  Yes

  No

Communication

• What internal or external communication is required as part of this process?

• Has the process owner considered:

• a) What information is communicated

  Yes

  No

  Not applicable

• b) When it is communicated

  Yes

  No

  Not applicable

• c) With whom it is communicated

  Yes

  No

  Not applicable

• d) How it is communicated

  Yes

  No

  Not applicable

• e) Who communicates

  Yes

  No

  Not applicable

Documented information

• What documented information is required for this process?

• Provide examples

  Media

• Is the documented information:

• a) Appropriately identified

  Yes

  No

• b) In an appropriate format

  Yes

  No

• c) Reviewed and approved for suitability and adequacy

  Yes

  No

• d) Available and suitable for use, where and when it is needed

  Yes

  No

• e) Adequately protected

  Yes

  No

• What documented information is required to provide evidence of process status / results

• Provide examples

  Media

• Is this documented information suitably:

• a) Distributed

  Yes

  No

  Not applicable

• b) Available (able to be retrieved as necessary)

  Yes

  No

• c) Stored and preserved

  Yes

  No

• d) Controlled to prevent change

  Yes

  No

• e) Retained for the required period of time

  Yes

  No

• If documented information of external origin is required, is this identified and controlled?

  Yes

  No

  Not applicable