MANAGEMENT SYSTEM CERTIFICATION APPLICATION

Transcription

1 Our ref: (Scheme reference) Enquiries: (Name of the Manager) Date: (Date report completed and reviewed by Manager) Dear XXXXXXXXXXXXX MANAGEMENT SYSTEM CERTIFICATION APPLICATION Thank you for your enquiry regarding the certification of your Management System by SABS Commercial (SOC) Ltd. Attached is an Application for Management Certification, Part A: Client Information. Please be so kind as to complete the forms with as much relevant information as possible. Once you have returned the completed application, we will then arrange for a site visit if deemed necessary due to clarity of application. Our representative will spend some time explaining the certification process to you and obtaining further company operational details that will allow us to complete your application and to develop a quotation for certification if so agreed. This application process and the visit by our representative do not commit you, in any way, to using our services and no costs are involved. We will then forward you our quotation that you can complete should you wish to proceed. Please also return the credit application on acceptance of the quotation. Once we have received these completed documents we will contact you to confirm a suitable date for the commencement of the audit process and for finalization of the agreement. Your interest in the SABS Management System Certification Scheme is much appreciated and we look forward to a successful partnership. If you require further clarity regarding the certification process, or your application, please contact the undersigned at any time. Yours faithfully XXXXXXXXXXXXXX Sales Manger SABS Commercial (SOC) Ltd SABS COMMERCIAL SOC Ltd. Reg. No. 2000/013581/07 Directors: Mr CB Sibisi, Dr B Mehlomakulu, Dr T Demana, Dr MJ Ellman, Mr WK Masvikwa, Ms B Mosako, Ms WIJ Poulton, Mr G Harris, Ms V Klein, Ms W de Witt (Company Secretary). Website: info@sabs.co.za Call Centre: Gauteng Head Office 1 Dr Lategan Road, Groenkloof Private Bag X191 Pretoria, 0001 Tel +27 (0) Fax +27 (0) West Coast Region Liesbeek Park Way, Rosebank PO Box 615, Rondebosch, Cape Town, 7701 Tel +27 (0) Fax +27 (0) East Coast Region 15 Garth Road, Waterfall Park PO Box 30087, Mayville, 4058 Tel +27 (0) Fax +27 (0)

2 APPLICATION FOR MANAGEMENT SYSTEM CERTIFICATION Part A: CLIENT INFORMATION Please indicate the scheme to which you wish to be certified: ISO 9001 ISO ISO/IEC SANS ISO SANS (HACCP) ISO/IEC PAS 220 OHSAS ISO SANS BRC Company details: Registered Name of Company: Name under which business is conducted (trade name): Registration number (company or CC) or identity numbers (partnership): Name of Holding Company: Physical Address: Postal Address: Code: Code: Other Details: Contact Name: Contact s Position: CEO/Managing Director: Consultant (if any): Do you have any outsource process Telephone Number: Fax Number: Cell Number: Telephone Number: Telephone Number: Shift times (if applicable): Do shifts perform different activities: Note: If shifts carry out different activities then the different shifts must be included in the audit plan. Seasonal Activities and impact on operations: Any other special requirements / precautions: (e.g. medical examination) Please list any statutory and regulatory requirements to your product(s): Participation in any other SABS Certification Schemes: Language preference All certification activities will be in English. Note: Interpreter requirements will be for your arrangement. 21SF-001 Rev 7 Page 2 of

3 OPERATIONAL DETAILS NUMBER OF SITES / BRANCHES Addresses of site(s)/activities or where services are rendered that are applicable to this application: (If there is not enough space attach additional sheet): Site Name Address Contact person Tel number Number of staff Scope of Fax Number Cell Number Fulltime Parttime Registration/ Commodities Produced MAIN SITE OTHER SITES Applicant Signature: Date: SABS SALES REVIEW (for official use only) Do the SABS have the Capability for certifying this scope Yes No Is the information sufficient to do a quotation Yes No Will reduction in audit days be applicable (complete 21SF 002J) Yes No Is SABS Accredited for the scope (verify the SABS certificate on or enquire with the relevant manager: Yes No 21SF-001 Rev 7 Page 3 of

4 APPLICATION FOR MANAGEMENT SYSTEM CERTIFICATION Part B: APPLICATION EVALUATION Conduct meeting as per the Agenda if deemed needed(annex A) and obtain information and data to include the following: If sales did not do the promotional visit will operations be responsible for completion of this part and agreement before Stage 1 Question ANSWER COMMENT Any group involvement? Management system documented? Processes identified? Interaction of Processes Mapped? Complex processes - Technical expertise required? Internal audits conducted? Management review conducted? Do you export? Information supplied by client in Part A has been verified? Other applicable information needed? Industry or market sectors company supplies: Obtain Organogram during stage 1: Physical size of site(s) (Attach floor plan where available): Confirm distance total km return to Company and back: Scope of registration: Exclusions: Justification for exclusions: SIC code to be allocated to company Any special conditions on scope of registration: Estimated date of the stage 1 audit, when appropriate (to be finalized with the relevant Certification Department: Personal Protective Equipment (what is required, and who would provide it?) Should shift work be audited? If not, supply reasons below: DEPARTMENTS, STRUCTURE AND STAFF MEMBERS (To be completed if form 21SF 002j was not completed by Sales) 21SF-001 Rev 7 Page 4 of

5 DEPARTMENT / SITE / ACTIVITY (Attach breakdown on separate paper, if necessary) (Please complete 21SF 002J in detail if the effective audit days are to be used for quote calculation) No. of STAFF ORGANIZATIONS SYSTEM MATURITY Readiness = only heard about the scheme 5= 50-70% manuals prepared 2= just started preparing 6= 70% + manuals prepared 3= have sent person for training and have started 7= manuals completed and implemented 4= 0-50% manuals prepared List of competent auditors: General Comments: Reviewed and take into account the scope of certification sought, the location(s) of the applicant s operations, time required for audits and any other points influencing the certification activity such as language, safety, impartiality etc. Lead Auditor/Manager Name: Signature: Date: JDE No. 21SF-001 Rev 7 Page 5 of

6 ANNEX A AGENDA FOR PROMOTIONAL VISIT 1. Inform the organization of the benefits and objectives of certification to the relevant standard in terms of assurance to stakeholders that the management system will consistently meet client, regulatory and statutory requirements. 2. Inform the organization of the conditions and terms of the certification schemes. Including the Accreditation status (SANAS and/or RvA) of the certification scheme and scope of certification 3. Explain the Audit process: The initial audit consists of Stage 1 and Stage 2 audits. If successful the company will then go into a three-year cycle where the first two years consists of surveillance audits and in the third year the re-certification audit is conducted. The cycle then repeats itself. 4. Explain the Process Approach that will be used in the auditing process and that the objective of the Process Approach will be to audit the performance of the organization against its objectives in meeting client, regulatory and statutory requirements. 5. Explain to the organization that their management system will be subject to a Stage 1 Audit evaluation and that the Stage 2 audit needs to be conducted within 6 months of the Stage 1 audit, failing which the Stage 1 audit will have to be repeated. 6. Explain to the organization that the planning schedule will be made available before the initial audit. 7. Inform the organization about the formal Agreement that is part of the registration process. 8. Inform the organization that the formal quotation letter and Agreement must be signed by the organisation prior to any audit and invoicing will be done after the audit. The cost of clearing findings is for the organisations account and is not included in the quotation. In addition ensure that the organization understands that any breach of agreement may result in suspension and/or withdrawal of certification. 9. Inform the organization that, upon completion of a successful initial audit (Stage 1 and Stage 2), a recommendation will be made to the SABS Approvals Board that has the authority to review, approve or reject registration of the organization. 10. Inform the organization that, if registration is approved, it will be issued with a registration certificate and that the name of the organization will be entered into the publically available SABS Commercial SOC Ltd register of companies of assessed capability (the organization s contact telephone numbers, addresses and scope of certification will also be published on the SABS website Inform the organization about the Impartiality Committee and explain its purpose and function. 12. Draw attention to advertising and marketing of registered status. 13. Inform the organization about contracted auditors, who are not in the permanent employ of SABS Commercial SOC Ltd and who may be used during audits and of the possibility of trainee auditors, peer reviewers and accreditation assessors being part of the audit team. 14. Advise that English will be the official language of communication. If documentation is not in English, an interpreter may be identified. 15. Complete the Certification Application with the potential client and obtain verification of information by the client. 16. When applicable explain about multiple site registration. 21SF-001 Rev 7 Page 6 of

7 Company s Name: Part C: FINAL REVIEW (To be completed by Manager after stage 1) Scope of Registration: (Final) Changes to the special conditions on scope of registration? Is the information provided during stage1 sufficient for revising the quotation and selection of the audit team if applicable? Have the agreement been completed and in line with this application? Have any known differences in understanding between the application and SABS been resolved? Did the scope change that will ensure a change in the capability of SABS to certify? If yes please specify. Was this application correctly allocated to your BU with this change in scope? If no then please specify? Did anything change that might affect the capability to certify this scope? If yes please specify. Was Part B effectively completed for this review to be effective? New cluster Allocated to if applicable: Stage 2 Audit date set by the Certification Department: Signed by MANAGER: Name: Date: 21SF-001 Rev 7 Page 7 of