QA & Certification Auditing Facts
Within any industry there is often confusion as to what is fact and what is fiction in relation to requirements of systems and certifications.
We often have questions from our clients as to what is actually required. Many are frustrated, confused and dissatisfied with the whole process, often receiving conflicting information in regards to their responsibilities to their quality system and certification requirements. The advice usually comes from people not acting in the best interests of their client but instead acting in the interests of fulfilling their own agenda.
When clients approach us with some of the "requirements" that have been demanded of them from other auditors, we are sometimes surprised at some of the demands, but often it is sadly an all too common occurence to learn that businesses are being misguided by some self-serving certification bodies or auditors.
eQA are in the business of continual improvement for ourselves and for our clients. Afterall if our clients improve and enjoy significant benefit from our involvement in their business, that is a direct reflection on us and we prefer to see that mirror image of success and a satisfied customer, than trying to score a free lunch!
Below are some questions we have been asked by our clients. Here are some facts to the fiction......
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Can you change certification bodies? |
Certification Bodies are running a business as well and therefore are competing for your business. If you are not getting value for money or the service you demand, shop around for the right company for you. |
| Can you change auditors? | It is vital that a business enjoys a beneficial relationship with their auditor.
If you are unhappy with your auditor you can request a change. You do not have to have the same auditor just because the certification body has nominated that person. International Certifications have had clients tell us many horror stories about putting up with incompetent auditors and not being listened to when they were unhappy with the process. As the International Certifications motto says, "We never forget you have a choice". |
| Do you need to have an expensive consultant to write your QA system - or you will fail? | Expensive does not necessarily mean the best or the right fit for you. When you chose to use a consultant, it is important to shop around for the right consultant for your business. Ensure that the consultant understands what you require for the project. A good consultant will listen more than talk and write a system to suit your exact business |
| Do you need a bulky manual? | Size DOES NOT matter, it is all about the content. Procedures should be written in simple, easy to understand language. The more complex the manual, the harder it is to understand and follow procedures. This leads to an ineffective QA system. Think about this.....the more complicated your manual, the more likely you are to fail, not only certification, but in business. Streamlined systems that directly relate and contribute to your business success will still ensure customer satisfaction and certification compliance. |
| Is an electronic system acceptable? |
Electronic systems are acceptable, you do not need to have a printed manual. |
| Do meetings have to happen all the time for everything? | There is no need for formal meetings with everyone in attendance. We live in an electronic world of mobile phones, email, twitter etc, you can use them to improve communication, reduce time and travel costs. |
| How many CARs should I expect from each audit? |
You do not need to have a CAR or observation from every single audit. Many auditors feel compelled to issue a certain number of CARs and/or observations to prove they have adequately reviewed your system and found discrepancies. Many auditors feel they need to issue CARs to show that they have conducted the audit thoroughly. At eQA we have experienced this, as one of our past clients was issued a minor CAR for having two spelling mistakes in the manual - no other problems were found - but the auditor felt he needed to raise at least one CAR! |
| Do you need a form for everything? |
Only record information that is required and will assist to improve your business. If you do not use the recorded data to make a business improvement decision, don't record it. One form can be used for as many items as you want. |
| Do you have to supply the auditor lunch? | Some certification bodies insist that you provide meals for the auditor. You are under no obligation to provide lunch, it will not affect the outcome of the audit. |
| Can you change the audit date and time if required? | If there are special circumstances that require you to change the date of the audit, by giving the certification body as much notice as you can and explaining your situation, the certification body should be reasonable about this. |
| How much does certification really cost? |
All certification bodies vary in how they charge clients for certification. We prefer working with International Certifications as all the fees are upfront. With International Certifications you receive a quote based on information you provide to them. This quote is an all inclusive quote. After the audit you get a total bill, which will be the same as your final quote. No hidden costs. Some other organisations will charge for the audit then add costs such as travel, accommodation, meals, travel time and report writing. |
Please feel free to contact us with a query you may have from previous experience with QA and/or Certification Auditing. We would be happy to give you a simple and factual answer - put your mind at ease - find out if it's fact or fiction!