GETTING THE MOST OUT OF YOUR WOOLWORTHS SUPPLIER AUDIT

Transcription

1 GETTING THE MOST OUT OF YOUR WOOLWORTHS SUPPLIER AUDIT

2 Objectives of a WW Supplier Audit: How well a supplier conforms to the standard requirements Safe, quality products Brand protection Additional Supplier Objectives: Achieving confidence in your business Accurate and clear assessment Valuable audit and outcome Mitigating risk & identifying areas for improvement Opportunity for provide feedback to staff Minimizing impact on the business and production Less cost Anything else?

3 Tips on how this can be achieved throughout the audit process 1. Planning your audit 6. Product Assessment (Production Focus) 7. Traceability Mass:Balance (Production Focus) 2. Preparing for your audit 5. Documentation Audit 8. Exit Meeting 3. Entry Meeting 4. On-site Audit 9. Close out of CARs

4 1. Planning for your audit Understand the business need for the audit and the standard that applies Align audits where possible to reduce impact to business and cost Discuss audit requirements with your auditor

5 1. Planning for your audit Consider when planning: Scheduling your audit on-time Changes that could effect the audit Resources Key staff availability and support Confirm all processes will be operating Processing start times (if earlier start is required) Using a consultant and the rules that apply? Providing the auditor with documentation for desktop review?

6 2. Preparing for your audit be proactive Review the Standard for any changes or updates Review the previous audit report including: Summary of audit, any open CARs and observations Conduct an internal audit well in advance to allow time for addressing any issues before the audit Do a site walk the day before or the morning of the audit to make sure your facility is ready. Apply for exemptions from your WW Quality Specialist

7 2. Preparing for your audit be proactive And: Have a meeting, schedule staff, assign responsibilities Prepare all staff for questioning to reduce anxiety Confirm the production schedule for WW product/s supplied Confirm resources required for the audit Be prepared for emergency situations!

8 Have you completed the WW hit list before your audit? PLMS login and reviewed supplier updates Management reviews Updated insurance policy Internal WW audit Internal traceability exercise Business continuity plan test Mock recall test on a WW supplied product Allergen CoP risk assessment VACCP CoP risk assessment Foreign object bag audits Product/ environmental testing against WW requirements Closed previous CARs and applied for any exemptions

9 3. The Entry Meeting Ensure key staff including senior management are available Provide an overview of the business and any changes Reconfirm any new products, processes or equipment as focus areas for the audit Confirm the audit plan or make any changes required Advise the auditor of staff availability and times

10 3. The Entry Meeting And: Confirm breaks and exit meeting time Ask questions and settle any concerns The auditor may request documents for the site audit Process flow charts Permitted items or glass registers Site map for pest control

11 The On-site Audit Remember the audit starts from the time the auditor arrives on-site Expect a big part of the audit is checking that practice meets procedure Consider who needs to attend the site visit? Too many? Too few?

12 4. The On-site Audit And: Advise staff of time for site visit, product assessment & traceability exercise Ensure all processes required to be observed are not missed Invest time in training and prepare all staff for interviews Discuss findings at the time so both auditor/ auditee are clear Escort the auditor at all times

13 5. The Documentation Audit be prepared Provide a workable area for document review considering: Location (proximity to facilities, access to power points) Space required for the auditor and number of staff involved Electronic vs. hardcopy documents Desk for review of records

14 5. The Documentation Audit be prepared: cont. And: For easy reference have a copy of a reference list with documents relating to each section of the standard Complete all risk assessments in advance Ensure documentation is readily available to reduce time Make sure obsolete documentation is removed or archived. Provide staff for the review of records and answering of questions during review

15 6. The Traceability Mass:Balance Exercise (Production Focus) Your auditor will select a product on-site or from a list provided Expect that that auditor will initiate this early in the audit to allow you time or if not ask! The template is available on Wowlink complete your own internal traceability exercise to prepare for the audit and address any issues identified

16 6. The Traceability Mass:Balance Exercise (Production Focus) And: Have knowledgeable person/s available (for up to 4 hours) to complete the exercise Collate documentation to demonstrate traceability and mass balance Aim for less time incase additional information is required

17 7. Product Assessment (Production Focus) Your auditor will select a product on-site or from retention samples Have a designated area available (e.g. QC lab, factory, other) Ensure that equipment for product testing is available ( and calibrated)

18 7. Product Assessment (Production Focus) And: Have documentation readily available for assessment & vertical trace Approved specifications (WW/ Internal) Product formulation/ recipes Raw material specifications, PIFs, CoAs Documentation for packaging and artwork Supplier certifications, questionnaires etc. Production records Product release records Test results, Vital assessments

19 8. The Exit Meeting Before the exit meeting, make sure that management are aware of any serious findings (no surprises!) Ensure key staff including Senior management/ decision makers are available Have a clear understanding of the CARs and audit outcome

20 8. The Exit Meeting And: Use this time to discuss your corrective action and clarify requirements making notes on your site report Understand reporting timelines and due dates for corrective action Ask questions and settle any concerns Provide feedback on the audit

21 9. Close out of Corrective Action Requests (CARs) Assemble a team or allocate responsibility Stay in contact with your auditor if you have any questions Consider the need to apply for exemptions/ extensions from WW asap Provide evidence before the due date to allow time for review/ any additional information required

22 9. Close out of Corrective Action Requests (CARs) And: Complete the CAR summary report Provide clear and concise hard evidence of corrective action Root cause analysis, corrective & preventative action Updated documents, records, training records, photographs Consider a return visit? Is this a better option? Avoid increased costs of follow-up/ escalation

23 Effective Root cause analysis. The underlying cause, if successfully addressed, will prevent reoccurrence How? Complete as soon as possible Take a team approach Start with the problem, not the solution (although tempting!) Choose a method (5 Why s, Fishbone Diagram)

24 Effective Root cause analysis. Common mistakes Duplication of corrective action The proposed action plan does not prevent reoccurrence People? True RCA identifies a system, procedure or policy that allowed for human error

25 What to do in audits. remain in control Be audit ready Have a good attitude towards the audit Where CARs are identified, be proactive Find value in the findings raised Work as a team, demonstrate an improvement culture on-site View audits as a learning/ improvement exercise Understand how the audit will be conducted Give updates to management to relieve any tension Know the areas to be covered and site responsibilities? Don t be afraid to question the Auditor on non-conformances Listen well and ask questions Manage any contingencies, keep the audit going!

26 What not to do in audits. Be unprepared Scare staff about the upcoming audit Not be transparent or hide information Have surprises (this is true for everyone!) Have the wrong person answer auditor questions Could result in a longer audit, incorrect answers more CARs Leave things until the exit meeting to discuss Don t focus on the number but rather on opportunities for improvement Not ask questions

27 ANY QUESTIONS? Please

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