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Perform Vendor Quality Audit using eAuditor

A Vendor Quality Audit is a systematic evaluation of a supplier’s processes, systems, and practices to ensure they meet specified quality standards, contractual requirements, and regulatory guidelines. It helps organizations verify that vendors consistently deliver products or services that align with expectations and maintain compliance with relevant industry or customer standards.

Performing a Vendor Quality Audit using eAuditor enables organizations to consistently evaluate supplier compliance, product quality, and process integrity through a digital, standardized, and evidence-driven approach. eAuditor streamlines audit preparation, execution, corrective action tracking, and report generation—enhancing transparency, accountability, and continuous improvement in supplier relationships.

1. Preparing the Vendor Quality Audit in eAuditor

2. Create or Customize a Vendor Quality Audit Template

• Build a comprehensive checklist tailored to your industry and audit objectives. Typical sections include:
  • Vendor company profile and certifications (e.g., ISO 9001, GMP)
  • Quality management systems (QMS)
  • Process control and documentation
  • Product quality and testing procedures
  • Corrective and preventive actions (CAPA)
  • Logistics and packaging
  • Training and personnel competency
• Use conditional logic in eAuditor to show or hide relevant sections based on vendor type (e.g., manufacturer, logistics provider, service vendor).

1. Include Supporting Documentation and Rating Scales

• Attach standard references (e.g., contract clauses, SOPs, specs) to each audit section.
• Integrate scoring logic to grade vendor performance (e.g., compliant, partially compliant, non-compliant).
• Define thresholds for audit outcomes (e.g., pass, conditional approval, fail).

1. Schedule the Audit

• Assign the audit to internal or third-party auditors.
• Schedule recurring audits based on vendor criticality or contract terms.

2. Executing the Vendor Quality Audit On-Site or Remotely

2. Collect Evidence in Real-Time

• Use the eAuditor mobile app to conduct the audit on-site or during virtual inspections.
• Take geotagged photos of production lines, documentation, product samples, equipment, or storage conditions.
• Record voice notes or add comments to clarify findings.

1. Verify Compliance with Standards

• Evaluate compliance with required quality certifications (e.g., ISO, CE, FDA).
• Check calibration records, test reports, training logs, and deviation records.
• Document whether vendors follow process controls and maintain traceability throughout production.

1. Identify Non-Conformities and Risks

• Flag immediate non-compliances or systemic issues (e.g., expired certifications, process gaps, recurring defects).
• Rate severity and potential impact using built-in risk matrices or weighted scoring.

3. Corrective Actions and Continuous Improvement

4. Assign Corrective Actions in eAuditor

• Instantly assign corrective actions to vendors or internal stakeholders.
• Include detailed instructions, photos, due dates, and priority levels for each action item.
• Attach supporting documentation (e.g., updated SOPs, test results) to verify closure.

1. Track Action Progress and Escalations

• Use eAuditor’s Actions dashboard to monitor completion, overdue items, or audit failures.
• Set up automated alerts and notifications for unresolved or critical issues.

1. Monitor Vendor Performance Over Time

• Link audit results to a vendor performance dashboard to track trends, improvements, and recurring issues.
• Use analytics to support procurement decisions, risk management, or vendor requalification.

4. Generate and Share Audit Reports

4. Produce Comprehensive Digital Reports

• Automatically generate audit reports upon completion, including:
  • Executive summary of findings
  • Scoring and compliance status
  • Photos, evidence, and risk ratings
  • Assigned actions and resolution status

1. Share Reports Securely

• Share the report with procurement, quality assurance, or the vendor via email or secure links.
• Store reports in the cloud with access controls, version history, and audit trails for transparency.

5. Ongoing Supplier Oversight and Quality Control

6. Automate Follow-Ups and Reassessments

• Schedule reassessments or follow-up audits based on previous results or performance indicators.
• Create recurring templates for annual, quarterly, or conditional audits.

1. Benchmark Vendors and Inform Procurement

• Use audit scores to rank vendors across key metrics (e.g., quality, delivery, compliance).
• Inform procurement strategy and risk management with objective, data-backed evaluations.

Summary

Performing a Vendor Quality Audit using eAuditor enhances visibility into supplier operations, reduces compliance risk, and promotes consistent product and service quality. From customizable checklists and mobile inspections to real-time corrective action tracking and detailed reporting, eAuditor equips teams to audit vendors efficiently, document findings thoroughly, and build a high-performing supply chain based on transparency and continuous improvement.

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