Quality Assurance Audit Checklist
Product Realization Process– Sales and Order Processing
Determine HT requirements
- specified by the customer (including delivery and post-delivery);
- not stated by the customer, but necessary for specified or intended use;
- statutory and regulatory requirements related to the product; and
- any additional requirements determined by the company.
Determine applicable methods, including statistical techniques, required for the measurement, analysis, and improvement processes.
How are customer requirements determined and communicated?
Establish a communication matrix. Are they documented?
Who processes this information and how is it done?
Are there written procedures/instructions?
Are there any requirements that are not stated by the customer but are necessary?
Are regulatory requirements documented?
Who determines, and how, what these additional requirements are?
Review documentation:
Client RFQ
Quote
Client Approval and Acceptance
Prior to the project start, review requirements related to the HT processes to ensure that
- requirements are defined,
- any discrepancies and ambiguities are resolved, and documented
- company is able to meet the requirements.
Maintain review records.
How are customer requirements reviewed, and by whom?
Are job information sheets and client approval sheets complete?
Is a project checklist applicable?
If discrepancies who is notified?
Verify random documentation.
Were Quotations and Client Approvals issued for all projects reviewed?
Are quotes, rate sheets or MA available and current?
Are hard copies attached or referenced for finalization?
Is it permissible to take and accept verbal orders?
Review records (copies) of the confirmations, and Work Orders.
Interview personnel for responsibilities and processes.
When changing or amending orders, ensure that relevant documents are amended and that changes are communicated to relevant personnel.
How are change orders processed?
Is there a system for amending documents?
How is information communicated to relevant departments/personnel within the company?
Review a sample of change orders to verify that procedures, instructions and/or training are being followed.
Product Realization Process – Purchasing (Measurement System)
Are current copies of qualified vendors and measuring equipment specifications available for review?
Verify current documentation and locations.
Interview personnel to verify the qualification process.
Are PO’s for measuring system components being noted on the PO as a vendor requirement?
In purchasing, specifications include, where appropriate
- requirements for approval of product, procedures, processes and equipment;
- requirements for approval by receipt personnel, and
- quality management system requirements.
Review a sample(s) of purchase orders, especially those where the product is expected to come with certificates.
Is there a process for non-conforming items?
Ensure adequacy of purchasing specifications before they are forwarded to suppliers.
How is the adequacy of purchasing documents ensured?
Are the documents reviewed and verified before release?
Are there standard, pre-approved, specifications in the system?
What other methods are used?
Is the internal PO system being utilized:
- access only to designated personnel
- proper approval sequence
- acquisition sheets utilized
Is the PO process understood?
Is backup being reviewed by DM?
Is there a formatting process for submittal to AP, and is it being properly utilized?
Are third-party charges noted in completed project files?
Product Realization Process– Receiving (Measuring System)
Establish and implement activities for ensuring that purchased products meet specified purchase requirements.
What is being done to ensure purchased measuring system product conformity: certificates or inspection reports from suppliers or independent labs?
Select a sample(s) of purchased product categories and investigate for each what activities or arrangements are planned to ensure their conformity, how the plan is documented and communicated, and whether it is consistently implemented.
Are measuring system receiving logs maintained and current?
How are measuring system purchased products controlled?
Are copies of testing or certification/conformance documentation available?
Who is responsible for receipt inspection?
Interview personnel responsible for the receipt process.
Are processes available for receipt of non-conforming items?
Are there designated segregation areas for non-conforming items?
Is there a CAR process?
Are receipt personnel aware of the NC process?
Product Realization Process – Measurement, Test Equipment and Components
Protect and preserve the conformity of equipment in storage.
Are there designated areas for storage of equipment: Check out, repair, non-conforming items?
How are areas marked?
Is the tagging system being utilized?
Are maintenance logs being maintained?
Is there a risk of cross-contamination?
Who is responsible for management?
Maintenance logs for
- HT Units
- Mobile Rigs / Generators
- Gas trains, blowers, hoses, vaporizers
- Vehicles
Ensure the use of suitable equipment.
Is the equipment tested before it is used in production?
Is tool wear monitored?
Is proper testing resources utilized? (Power, Loads, Time & durations).
Are 3rd party vendors utilized for any testing, and are these items being logged? (Calibrators, Gas Hoses, Generators……)
Maintenance testing.
Witness testing of time/temp recorders.
Witness testing of HT and Gas equipment.
Interview personnel for process verification and record retention.
Ensure that measuring equipment shall
- be calibrated or verified against traceable measurement standards,
- be adjusted or re-adjusted as necessary,
- be identified (also with calibration status),
- be safeguarded from improper adjustments, and
- be protected from damage and deterioration.
Maintain calibration records.
Is there an inventory of measuring devices?
Are all active devices calibrated?
Are calibration certificates, or other records, established and maintained and to date?
Is traceability to national or international standards recorded?
Is calibration (adjustment) frequency defined?
Are measuring devices identified (unique serial numbers)?
Are measuring devices identified with calibration stickers?
How are devices safeguarded from unauthorized adjustments?
Are measuring devices adequately protected during handling, maintenance and storage?
Recorder and Potentiometer Verification
Verify multiple instruments. Review the following:
Calibration Certification
Instrument Stickers
Technician Certification
Verify retained documentation
Validate computer software used in the monitoring and measurement of specified requirements.
Is computer software used in any monitoring and measurement?
Is it in-house developed software?
Can the software be changed or updated?
Is the software validated?
Are validation reports available?
Product Realization Process – Production & Final Assessment
Ensure the availability of project/work specifications. Plan and implement measurement, analysis, and improvement processes to demonstrate the conformity of the process.
Are adequate project requirements and specifications (drawings, parts lists, math data, standards, samples, etc.) available to field personnel?
Are the specifications approved and are they current?
Randomly interview available technical personnel and ask about the production process.
Who decides work instructions and processes?
Are process parameters (temperature, pressure, speed, etc.) defined?
What is the process for reporting deviations or changes in the process requirements?
Ensure the use of suitable / adequate equipment.
Who selects/specifies production equipment?
Is equipment/tooling tested before it is used in production?
Is tool wear monitored?
Ensure the implementation of release, pre, and post-project quality and safety documents.
Are there defined responsibilities for completion for the project?
Are Client Approvals signed by client prior to HT process?
Are DWRs completed in accordance with QTP?
Are JSA’s properly completed?
Validate processes where the resulting output cannot be verified by subsequent monitoring or measurement. Establish arrangements for these processes including, as applicable
- criteria for their review and approval,
- approval of equipment and qualification of personnel,
- use of specific methods and procedures,
- requirements for records, and
- revalidation.
Who is responsible for identifying processes requiring validation? (Client Designated Rep)
How is it determined what controls, validations, and arrangements shall be required for each such process (criteria for review and approval)? Trace from RFQ to Dispatch.
Are process validation results recorded?
Are processes revalidated (where appropriate)? Client Approvals / DWR’s
Select random sample(s) of processes that require validation and investigate how these processes were validated, and whether this complies with requirements.
Are Client Approval Sheets signed prior to process?
Are copies of the Furnace Chart being retained?
Review as many completed project files as needed to establish compliance trending.
Establish internal WO communication. Identify responsibilities.
Are furnaces and components uniquely identified while in process or in staging areas?
Is the acceptance status identified? (Client Approvals signed prior to process start)
Verify staging traceability of any component in the process or finalization areas.
Maintain records of process and product conformity and the person(s) authorizing release of product.
Verify completed project files for the following documentation:
- Quote
- Job Information Sheet
- Client Approval and Acceptance DWR
- Client and/or specifications or reference documentation
- JSA
- Nonconformance’s or Deviations
Are all process monitoring activities and their results recorded?
Is the identity of the inspecting/testing personnel recorded and client acceptance recorded?
Review samples of completed project files and verify the integrity traceability and acceptance.
Review as many completed project files as needed to establish compliance trending.
Verify that rework operations do not compromise the integrity of the traceability system.
Are projects invoiced in a timely manner
Review receipt of completed project documentation and invoicing process.
Are quotations and or contractual information available and current?
Are preliminary invoices reviewed and approved for final release?
Is documentation present in file for invoicing?
Are invoice logs maintained?
Continual Improvements
Are Continual Improvement Survey’s distributed with invoicing?
Is there objective proof of compliance?
Measurement and Improvement Process – Control of Nonconforming Product
Identify and control nonconforming processes or components to prevent its unintended use and/or delivery.
Is there a procedure for identifying, controlling, and dealing with a nonconforming product?
Is the identification (labels, tags, etc.) firmly attached /affixed to the product or its container?
Are nonconforming products segregated?
Are there arrangements to identify/segregate non-conforming (purchased) product in receiving, inspection or storage areas?
Are personnel trained in the uses of the procedure for identifying non-conforming items?
Deal with nonconforming processes or components by
- eliminating the nonconformity (rework),
- authorize its use, release or acceptance (accept as-is under concession), or
- preclude its original use or application (scrap or re-grade).
Are responsibilities assigned for making NC disposition decisions?
Are these decisions documented?
How is this documentation associated with the actual product (control number, special stickers/tag, copy of the NCR report attached to the product, etc.)?
When accepting NC products, how is it determined whether customer concession is required or not?
Who has the authority to accept NC products under a concession?
Maintain records of the nature of nonconformities and any subsequent action taken.
Are there records describing the nature of nonconformities and actions taken?
Are they traceable to specific product batches or shipments?
How long are these records retained?
Measurement and Improvement Process – Corrective and Preventive Action
Take actions to eliminate causes of nonconformities to prevent recurrence.
How many corrective actions have been initiated through the period?
How many are open?
How long have they been open?
Are there due dates?
Establish a documented procedure for
- reviewing nonconformities (including customer complaints),
- determining causes,
- evaluating the need for corrective action,
- determining and implementing corrective actions,
- recording the results of actions taken, and
- reviewing corrective actions.
Is there a documented procedure for corrective actions?
How are nonconformities identified and reviewed (nonconforming product/process reports, customer-returned product, product returned for servicing, customer complaints, etc.)?
How are causes determined?
Are they documented (CAR form?)
How are the required actions determined and recorded (in a CAR form)?
Are corrective actions followed up and are their results recorded?
Are corrective actions reviewed (Management Review)?
Take actions to eliminate causes of potential nonconformities to prevent occurrence.
Establish documented procedure for
- determining potential nonconformities and causes,
- evaluating the need for preventive action,
- determining and implementing preventive actions,
- recording the results of actions taken, and
- reviewing preventive actions.
Is there a documented procedure for preventive actions?
How are potential nonconformities determined (quality performance trends, customer complaints, service records, etc.)?
How are causes determined?
Are they documented (PAR form?)
How is the need for preventive actions determined (are authorized personnel/managers issuing PARs)?
How are the required actions determined and recorded (in a PAR form)?
Are preventive actions followed up and are their results recorded?
Are preventive actions reviewed (Management Review)?
Measurement and Improvement Process– Internal QA Audits, Records and Files
Establish and maintain quality management system documentation to include:
- quality policy an quality objectives
- quality manual
- operational procedure
- specifications, drawings, work instructions
- records
Identify and verify district controlled documentation.
If hard copies exists, are they current, and who is responsible for retention?
Is there a quality manual, operational procedures (SOP)?
How are completed files retained?
Are electronic documents safeguarded?
Establish retention and responsibilities
- Internal audits
- Nonconformance’s
- CAR /PAR
- MIR
Identify and verify post or active documentation.
Establish reporting responsibilities for personnel.
Establish delegation and follow-up responsibilities.
Current standardized forms:
Verify district utilizing current Quality, Safety and ADM/ SOP forms
Verify access to intra-net documentation and processes.
Applicable calibration policy and procedures
Verify district access and current issue.
Verify personnel certification.
Ensure district personnel who are certified for calibration maintain current QTP
Employee/Personnel Files
Are employee files properly segregated in accordance with company SOP and HR requirements?
Are all necessary acknowledgments signed and to date?
Is access limited to authorized personnel?
How are the files monitored for access?
Are personnel approved for access?
Is there objective evidence of permission issued for access?
Determine and implement effective arrangements for communicating with customers regarding customer feedback and customer complaints.
Is there a system for receiving customer feedback and complaints (logs, complaint files, etc.)?
Are responsibilities for handling customer complaints assigned?
Is there a linkage with the corrective/preventive action system?
Ensure that personnel is aware of the relevance and importance of their work and how they contribute to the achievement of quality objectives. (Annual Evaluations)
Are employees aware of specific consequences of product deficiencies and failures (safety, environmental, customer dissatisfaction, etc.)?
Are employees aware of the quality objectives relevant to their jobs/positions and do they know-how, specifically, they can contribute to reaching these objectives?
Are evaluations being conducted?
Establish objective materials as proof of continuing instruction.
Resource Management Process – Personnel Competence and Skills
Ensure that personnel performing work affecting product quality have appropriate education, training, skills, and experience; and maintain records of their qualifications.
Are competence (training, skills and/or experience) records maintained for each employee?
At a minimum does each district employee have introductory certification?
What is the format of these records and who maintains them?
How do managers/supervisors responsible for the assignment of work activities know who is competent to perform a particular job (training matrix)?
- Determine the necessary competence requirements for personnel,
- Provide training or take other actions to satisfy these needs, and
- Evaluate the effectiveness of the training provided (or other actions taken).
Are there defined competence (education, training, skills and/or experience) requirements for each job/position affecting product quality?
How are they documented?
Are new employees formally trained for new jobs/positions?
Is this training recorded?
After completion of training, how is the effectiveness of the training evaluated?
Is requalification testing utilized? (Required after 5yrs at same merit level)
Measurement and Improvement Process – Customer Complaints & Satisfaction
Determine and implement effective arrangements for communicating with customers regarding customer feedback and customer complaints.
Is there a system for receiving customer feedback and complaints (logs, complaint files, etc.)?
Are responsibilities for handling customer complaints assigned?
Is there a linkage with the corrective/preventive action system?
Monitor information relating to customer satisfaction. Determine methods for obtaining and using this information on a district basis.
What type of information is received by the customer?
How is this information obtained?
How is this information processed and used for statistical analysis reported to management review?
Resource Management Process– Information, Document Control and IT
Establish and maintain records to provide evidence of conformity and effectiveness of the quality management system.
Are records maintained for a ten (10) year period?
Are the records sufficient to demonstrate product and process conformity, and the conformity and effectiveness of the quality management system and its implementation?
Establish a documented procedures for the identification, storage, protection, retrieval, retention time, and disposition of records.
Do all files meet SOP requirements?
Does it address the identification, storage, protection and retrieval of records?
Are retention times and storage locations defined for all types of records?
Are safeguards in place for electronic documentation?
Ensure that records remain legible, readily identifiable and retrievable.
Are records stored in dry, clean locations to protect them from deterioration?
Are electronic records backed up?
Are records readily retrievable (verify by asking for retrieval of specific records)?
Electronically retained documentation
Are electronic documents accessible to management outside of the district?
Is the information backed up?
Establish responsibilities for retention.
Resource Management Process– Facilities, Equipment and Work Environment (Safety)
Determine, provide and maintain the infrastructure needed to achieve conformity to product requirements, including:
- buildings, workspaces, and associated utilities,
- process equipment, and
- supporting services.
Are buildings and facilities in good repair and properly maintained (look for leaking roofs, broken windows, contamination, infestation, etc.)?
Is there sufficient space for office, production, storage, and other operations and activities (look for overcrowding, intermingling, cross-contamination, etc.)?
Is organization and housekeeping of storage and work areas satisfactory?
Is warehouse vehicles such as cranes and forklifts regularly maintained and serviced? (Tagged for Use)
Are supporting services (communication, transportation, etc.) adequate?
Verify the condition of service vehicles, rigs, and generators. Ensure MSDS and applicable safety equipment is available and maintained.
Does the facility exhibit proper:
- emergency exits
- fire extinguisher locations
- safety shut offs
- disposable fuels storage
Are areas well defined and meet regulatory requirements?
Are fire exits and extinguishers identified and maintained?
Are flammable materials contained in properly identified containers or cabinets?
Are disposable fluids properly disked and labeled?
Confirmation
Comments
Name & Signature Auditor
