INTERNAL QUALITY AUDITS Quality Audits.… · ISO 9001:2008 Clause 8.2.2 ... Responsible for effectiveness and efficiency of the audit preparation, ... KFS will be undertaking internal

Issue No:1

INTERNAL QUALITY AUDITS

Revision: 0 Issue Date: 14 JUNE 2010

REF NO: KFS-MP-IQA-04

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Name


Signature

Date

Prepared: Quality Management Representative

Approved By : Director

14/6/2010

14/6/2010

PREPARED BY: QUALITY MANAGEMENT REPRESENTATIVE APPROVED BY: DIRECTOR

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Contents




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1. GENERAL ...................................................................................................................................... 3

1.1 PURPOSE ............................................................................................................................... 3

1.2 SCOPE .................................................................................................................................... 3

1.3 REFERENCES ....................................................................................................................... 3

2 TERMS AND DEFINITIONS ........................................................................................................ 3

3 RESPONSIBILITY AND AUTHORITY ...................................................................................... 4

3.1 Director .................................................................................................................................. 4

3.2 Quality Management Representative ..................................................................................... 4

3.3 Deputy Directors .................................................................................................................... 4

3.4 Departmental Heads ................................................................................................................ 4

3.5 Internal Quality Auditor(s)...................................................................................................... 5

3.6 Auditee .................................................................................................................................... 5

3.7 All Staff ................................................................................................................................... 5

4. DETAILS OF PROCEDURE ......................................................................................................... 5

4.1 Audit Initiation, Planning and Preparation.............................................................................. 5

4.2 Audit Performance .................................................................................................................. 6

4.3 Follow Up and Review of Corrective Action ......................................................................... 6

4.4 Reporting and Management Review ....................................................................................... 6

4. Appendix ............................................................................................................................................. 7


1.

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GENERAL




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1.1 PURPOSE

This is to provide and define the necessary control measures for carrying out the internal

audit activities.

1.2 SCOPE

This procedure covers from planning the audit, carrying out the audit to preparing

the

audit report and follow up.

1.3 REFERENCES

ISO 9001:2008 Clause 8.2.2

Quality Manual

2

TERMS AND DEFINITIONS

In addition to the relevant common definitions of terms given in ISO 9000:2005, the

following specific definitions shall apply:

Audit Criteria: Set of policies, procedures or requirements used as a reference

Audit Findings: Results of the evaluation of the collected audit evidence against audit criteria

Audit Evidence: Records, statements of fact or other information which relevant to

theaudit criteria and verifiable

Non-conformance: Non fulfilment of a specified quality system requirement

Process Owner: These are the people who are responsible for managing and/orcarrying

out the process. They generally have the greatest understanding of what is required to control and improve the process.


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3

CAR: Corrective Action Request

QMR: Quality Management Representative

QMS: Quality Management System

MP: Management Procedure

KFS: Kenya Forest Service

RESPONSIBILITY AND AUTHORITY

3.1 Director

Ensures all audit issues are effectively addressed.

Ensures all necessary audit resources are availed.

3.2 Quality Management Representative

Overall responsible for ensuring the effectiveness of the quality management system.

Prepares the Audit Schedules and circulates them to auditors / auditee.

Ensures audit program is followed.

Receives audit reports and summarizes them for management review meetings.

Ensures audit findings are followed-up.

Records, maintains and distributes minutes of Management Review Meeting.

3.3 Deputy Directors

Responsible for implementing corrective and preventive actions following Internal

Quality Audit reports affecting their divisions.

Assigns corrective and preventive action tasks to staff in their divisions.

3.4 Departmental Heads

Responsible for implementing corrective and preventive actions following Internal

Quality Audit reports affecting their departments.

Assigns corrective and preventive action tasks to staff in their departments.


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3.5 Internal Quality Auditor(s)

Responsible for effectiveness and efficiency of the audit preparation, conduct and

reporting.

Liaises with the auditee and ensures agreement is reached.

Conducts a desk study and prepares the working documents.

Conducts both opening and closing meetings.

Conducts the compliance audit and fills the Non-conformance Report and the Audit summary report.

Follows up on the corrective action with the auditee.

Closes the audit.

3.6 Auditee

Ensures the required information is availed to the auditor.

Identifies and implements the appropriate corrective action.

3.7 All Staff

Carry out corrective and preventive action as assigned.

4. DETAILS OF PROCEDURE

Note 1: KFS will be undertaking internal quality audits twice per year,

at regular intervals

4.1 Audit Initiation, Planning and Preparation

4.1.1 The Quality Management Representative prepares the Internal Audit Schedule at the

beginning of every year.

4.1.2 The Quality Management Representative distributes the Internal Audit Schedule to both

auditors and auditee.

4.1.3 The auditors and the auditee mutually arrange and agree on the audit details.

4.1.4 Auditor conducts a desk study (adequacy audit) and prepares working documents using the relevant Audit Checklist


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4.2 Audit Performance

4.2.1 The Auditor visits the site and conducts an opening meeting.

4.2.2 The Auditor conducts the compliance audit and records any non-compliance on the Non- conformance Report.

Note 2: A Non-compliance Report must be prepared for each non-

conformity observed.

4.2.3 The auditor conducts the closing meeting during which:- 4.2.4 The auditee fills the "Proposed Corrective Action" section of the Non-conformance Report indicating the proposed corrective action and the implementation deadline. 4.2.5 The auditee signs the same section of the document. 4.2.6 A copy of the Non-conformance Report is left with the auditee for follow-up.

4.3 Follow Up and Review of Corrective Action

4.3.1 When the agreed implementation date arrives, the auditor checks to confirm that

the

corrective action has been effected and that the results are satisfactory.

4.3.2 The Auditor then fills and signs the "Review of Corrective Action" section of the

report and audit is closed.

4.4 Reporting and Management Review

4.4.1 For each audit, all the Non-conformance Reports are summarized in the Audit Summary

Report by the auditor.

4.4.2 The Auditor forwards the Non-conformance Reports and Audit Summary Report to

the Quality Management Representative.

4.4.3 The Quality Management Representative reviews, signs the "Quality Management

Representative's Comments" section of the Non-conformance Report and presents the Audit

Summary Report to the Management Review Meeting.

4.4.4 During the Management Review Meeting, the audit report is discussed and the

necessary actions taken.


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4.4.5 Minutes are recorded and distributed, not later than two weeks after the meeting, by the

Quality Management Representative

4. Appendix

Non Conformance Report Form (Ref:KFS/IA/FORM/001)

Internal Audit Schedule (Ref:KFS/IA/FORM/002)

Audit Checklist (Ref:KFS/IA/FORM/003)

Audit Summary Report Form (Ref:KFS/IA/FORM/004)

Audit Plan Report Form (Ref: KFS/IA/FORM/005)


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Appendix 1: NON-CONFORMANCE REPORT

(Ref:KFS/IA/FORM/001)

Department Audited/Department of Detection

ISO 9001:2008 Clause Covered

Auditor/Detector:

Auditor's/Detector's Report:

Name: __________________________________ Signed:

Proposed Corrective Action:

Name: __________________________________ Signed:

No:

Date:

Auditee:

Date:

Date:


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Review of Corrective Action:




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Name: __________________________________ Signed:

Quality Management Representative Comments:

Name: __________________________________ Signed:

Internal Audit schedule


Date:

Date:


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Procedure

process

Audit

Scope e.g. ISO 9001 Clause(s)

Audit

No

Date of Auditee

Audit

Auditor Name

HQS Field

Division/Depart

ment /Zone

Requirements

INTERNAL AUDIT CHECKLIST


Observations/Comments

Results

Quality Management System


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AUDIT PLAN FORM

(Ref: KFS/IA/FORM/005)


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Secti

on No

Titl Div/Dept/

e Pro Cons/Zon e

Audi

t Freq

Annu

al

Biann

ual

Jul

y

Au

g

Se

p

O

ct

No

v

Planned Audit

De Ja Fe

c n b

M

ar

A

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Ma

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Jun

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Documents

INTERNAL QUALITY AUDITS Quality Audits.… · ISO 9001:2008 Clause 8.2.2 ... Responsible for effectiveness and efficiency of the audit preparation, ... KFS will be undertaking internal