Add an Approval By Supplier Audit

1. Conduct Risk Assessment

Before approving a supplier ensure that you have conducted a risk assessment on that supplier.

2. Prepare Audit Plan

Prepare Audit Plan
  1. Select the date of the audit planning.
  2. Assign responsibility for the audit to a user.
  3. Give the audit program a name that describes the nature of it
  4. Inform the system what type of audit is being conducted, is it an initial audit, or a follow up, etc.
  5. Provide a due date that the audit must be completed by.
  6. Define the scope of the audit program.
  7. Detail what (if anything) is excluded from the scope of the audit.

3. Give Information Regarding the Supplier and Their Products

Give Information Regarding the Supplier and Their Products
  1. Define the plant size
  2. How many employees work in this site / company?
  3. How many HACCP plans does the plant have?
  4. Has the supplier subcontracted some its processes to third parties?
  5. Has something changed since the last audit was conducted?
  6. Give a brief description of the site and the nature of the business
  7. Describe which product categories the company represents or handles

4. Provide Information Regarding Supplier Food Safety

Provide Information Regarding Supplier Food Safety
  1. What type of category does the product fall under?
  2. What is the rationale of the finished product safety for this supplier?
  3. Is the company or the supplied materials high care?
  4. Is the company or the supplied materials high risk?
  5. List all the allergens that are handled on site
  6. Are there any product claims e.g. organic, HALAL, Kosher, Vegan, etc.?
  7. Has the supplier had product recalls during the last year?
  8. List the products that were in production during the audit

5. Define Audit Team Members and Supplier Audit Attendance

Define Audit Team Members and Supplier Audit Attendance

Here you can specify who was present in the audit team, as well as who attended the audit from the supplier side. You may also define the different parts of the audit they were present for.

6. Enter Audit Report

Enter Audit Report
  1. Work through the audit items.
  2. Select the correct answer alternative from the Response column.
  3. Enter any notes, comments or observations made.
  4. For nonconforming items you may split your findings into two items – this way you can create two separate nonconformances from a single audit item but deal with them separately.
  5. You may attach audit evidence and documents to each audit item.
  6. Generate corrective actions for the nonconforming audit items that require it.

Important: The Corrective Action listed in the selection menu is a Supplier Corrective Action. This means, that if the user has configured the Alerts module, that the Corrective Action launched will inform the Supplier about the issue. If you wish to create a Corrective Action for internal use you may do so in the Actions menu.

7. Enter Nonconformance Report

Enter Nonconformance Report

The nonconformance report can be used to list any nonconformances uncovered by the audit and which are due for action and follow-up.

  1. Enter the nonconformance details.
  2. Select the category of nonconformance – Critical, Major or Minor.
  3. Select the date the supplier agreed to correct the nonconformance.
  4. Enter a quick note / summary on the corrective actions.

8. Complete Audit Result

Complete Audit Result
  1. The Audit Score is calculated automatically based on the Rating scale that was used.
  2. The Audit Result is automatically selected based on the Rating scale that was used but you may change this manually.
  3. The Audit Rating is also automatically selected, but you can change this manually if you have to.
  4. Select the Audit Status – either Approved or Not Approved. This will become the new supplier approval status.
  5. The Summary table tells you the audit scores, ratings, results, and number of nonconformances in each section of the audit.
  6. The Responses table tells you how many answers have been given with each answer category in each section of the audit.
  7. Give a short report on the result of the audit.

9. Complete Your Post Audit Report

Complete Your Post Audit Report

In this section detail how much time was spent on each part of the audit. After the record is saved the software will automatically calculate how many hours were spent in which activity. This will allow you to assess how effectively you spent your time during this supplier audit.

10. Provide Information About Previous & Follow-Up Audits

Provide Information About Previous & Follow-Up Audits
  1. Here you can mark down the results from previous audit. This will help you keep track on the development of the supplier.
  2. You can also schedule the next supplier audit and define how often it should be repeated.
  3. You may also provide a quick post audit report.