Supplier Quality Audit Checklist
A Supplier Quality Audit is a systematic evaluation of a supplier’s quality management systems, processes, and capabilities.
The goal is to ensure that the supplier can consistently meet the required standards and specifications for products or services.
Steps to Conduct a Supplier Quality Audit
1. Preparation
- Define Objectives: Clearly outline the goals of the audit, such as assessing compliance with quality standards, evaluating process effectiveness, or identifying areas for improvement.
- Select Audit Team: Assemble a team with relevant expertise, including quality engineers, auditors, and subject matter experts.
- Review Documentation: Collect and review supplier’s quality documentation, including previous audit reports, quality manuals, and process flows.
2. Pre-Audit Planning
- Develop an Audit Plan: Create a detailed plan outlining the scope, objectives, schedule, and methodology of the audit. Include specific areas to be audited, such as production processes, quality control systems, and supply chain management.
- Notify the Supplier: Inform the supplier of the upcoming audit, providing details about the audit scope and schedule. Request any necessary documentation or information in advance.
3. Conducting the Audit
- Opening Meeting: Start with an opening meeting to introduce the audit team, review the audit plan, and clarify objectives. This sets the tone and ensures everyone understands the process.
- Document Review: Examine the supplier’s quality management system (QMS) documentation, including quality policies, procedures, and records.
- Process Observation: Observe the supplier’s processes and practices. This may include inspecting production lines, reviewing process controls, and evaluating employee practices.
- Interviews: Interview key personnel to assess their understanding of quality requirements, procedures, and responsibilities.
- Record Review: Review records related to quality control, such as inspection reports, non-conformance reports, corrective actions, and training records.
4. Assessment and Evaluation
- Compliance Check: Evaluate the supplier’s compliance with contractual agreements, industry standards (e.g., ISO 9001), and regulatory requirements.
- Process Effectiveness: Assess the effectiveness of the supplier’s processes in achieving quality objectives and meeting customer expectations.
- Risk Identification: Identify potential risks or areas where the supplier may be falling short of quality standards.
5. Reporting
- Audit Findings: Document findings, including areas of non-compliance, strengths, and opportunities for improvement.
- Audit Report: Prepare a detailed audit report summarizing the audit process, findings, and recommendations. Include evidence and examples to support conclusions.
- Closing Meeting: Conduct a closing meeting with the supplier to discuss preliminary findings, answer questions, and outline next steps.
6. Follow-Up
- Action Plan: Work with the supplier to develop a corrective action plan for any identified issues. Specify deadlines and responsible parties for each action.
- Verification: Schedule follow-up audits or reviews to verify the implementation and effectiveness of corrective actions.
- Continuous Improvement: Use audit findings to drive continuous improvement initiatives and strengthen the supplier relationship.
Key Components of a Supplier Quality Audit Report
- Executive Summary
- Overview of audit objectives, scope, and key findings.
- Audit Scope and Methodology
- Description of the audit process, including areas audited and methods used.
- Findings and Observations
- Detailed findings categorized by compliance, process effectiveness, and risk areas.
- Evidence and examples supporting each finding.
- Recommendations
- Specific recommendations for corrective actions and improvements.
- Action Plan
- A plan outlining agreed-upon corrective actions, responsible parties, and deadlines.
- Conclusion
- Summary of overall audit results and supplier performance.
Example Audit Checklist
1. Documentation Review
- Quality policy and objectives
- Quality manual
- Procedures and work instructions
- Records of previous audits and corrective actions
2. Process Evaluation
- Production processes and controls
- Inspection and testing procedures
- Handling of non-conformances
- Calibration of equipment
3. Personnel and Training
- Qualifications and training records
- Roles and responsibilities
- Awareness of quality requirements
4. Compliance Check
- Adherence to contractual requirements
- Compliance with industry standards (e.g., ISO, ASME)
- Regulatory compliance
5. Risk Assessment
- Identification of potential risks
- Risk mitigation strategies
- Contingency planning
Tips for a Successful Supplier Quality Audit
- Be Objective: Maintain impartiality and avoid personal biases.
- Communicate Clearly: Ensure clear communication with the supplier throughout the audit process.
- Focus on Improvement: Emphasize collaboration and continuous improvement rather than merely finding faults.
- Document Thoroughly: Keep detailed records of all findings and evidence to support audit conclusions.
Key Features of a Supplier Quality Audit with eAuditor Audits & Inspections
1. User Authentication and Roles
- Secure Login: Provides secure access for auditors and other users.
- Role-Based Access: Different access levels for auditors, managers, and suppliers.
2. Customizable Checklists
- Predefined Checklists: Preloaded checklists based on audit standards and requirements.
- Custom Checklists: Ability to create and customize checklists for specific audit needs.
3. Data Collection and Documentation
- Form Filling: Digital forms for collecting audit data and observations.
- Photo and Video Capture: Capture and attach photos or videos as evidence.
4. Real-Time Data Entry and Syncing
- Offline Capability: Allow data entry even without internet access, with automatic syncing once online.
- Real-Time Syncing: Sync data with a central server or database for immediate access and review.
5. Reporting and Analysis
- Instant Reports: Generate audit reports instantly from the eAuditor Audits & Inspections.
- Data Analysis: Analyze data trends and identify common issues or areas for improvement.
- Export Options: Export reports and data in various formats (e.g., PDF, Excel).
6. Action Tracking and Follow-Up
- Action Items: Track corrective actions and improvements based on audit findings.
- Notification Alerts: Send alerts or reminders for follow-up actions and deadlines.
7. Integration Capabilities
- Integration with Other Systems: Connect with ERP, CRM, or other quality management systems for seamless data flow.
- API Access: Allow integration with external tools or platforms for extended functionality.
Steps to Conduct a Supplier Quality Audit with eAuditor Audits & Inspections
1. Preparation
- Choose an App: Select a eAuditor Audits & Inspections that meets your audit requirements (see examples below).
- Set Up the App: Configure the eAuditor Audits & Inspections with relevant checklists, forms, and user permissions.
- Review Supplier Information: Gather necessary information about the supplier and review previous audit reports.
2. Pre-Audit Planning
- Schedule the Audit: Plan the audit schedule and notify the supplier.
- Prepare Checklists: Customize or use predefined checklists in the eAuditor Audits & Inspections based on audit objectives.
3. Conduct the Audit
- Login to the App: Log in using secure credentials.
- Start the Audit: Begin the audit by selecting the relevant checklist or form in the eAuditor Audits & Inspections.
- Document Findings: Use the eAuditor Audits & Inspections to record observations, take photos/videos, and add notes.
- Capture Evidence: Attach evidence such as photos, videos, and voice recordings to the audit records.
4. Post-Audit Activities
- Review Data: Review the collected data and observations within the eAuditor Audits & Inspections.
- Generate Reports: Use the eAuditor Audits & Inspections’ reporting features to generate a comprehensive audit report.
- Conduct Closing Meeting: Discuss findings with the supplier using data from the eAuditor Audits & Inspections.
5. Follow-Up
- Create Action Items: Enter corrective actions and track progress within the eAuditor Audits & Inspections.
- Set Reminders: Use notification features to remind stakeholders of follow-up actions and deadlines.
- Monitor Implementation: Verify that corrective actions are implemented and effective.
Tips for Using a eAuditor Audits & Inspections for Supplier Quality Audits
- Train Users: Ensure that auditors and relevant personnel are trained on how to use the eAuditor Audits & Inspections effectively.
- Regular Updates: Keep the eAuditor Audits & Inspections updated with the latest features and compliance requirements.
- Data Security: Ensure that all data is stored securely and complies with data protection regulations.
- Feedback Loop: Gather feedback from users to improve the app’s functionality and address any issues.