AMS - Audit Management System

1) Information Flow

  • QMS Coordinator Plans Audit. Admin Can also plan.
  • Auditor executes Audit (takes printout of process IP, OP, objective and check sheet)
  • Auditor updates NC summary
  • Auditee submits NC countermeasure
  • Auditee HOD approves countermeasure
  • QMS Co-ordinator approves countermeasure
  • QMS Co-ordinator reviews effectiveness monitoring for 3 months
  • If some problem found in effectiveness monitoring , same will be reflected in next audit
  • Audit Completed

2) Current Scenario : Pain Areas

  • Annual planning is very manual and labor intensive task.
  • No laid down standards being followed for auditor qualifications.
  • Lack of audit counter measure implementation and effectiveness verification
  • MIS and reporting are labor intensive and reactive in approach. Only when a senior management person asks for these reports, it is provided
  • No proper monitoring for the NCs raised for 2nd and 3rd party audits

3) Disadvantages of Current Scenario

  • Employees identified as auditor might not fit into required criteria
  • Extra Manpower Cost for Data Management Reporting
  • Improper audit planning
  • Difficulty in accessing past audit database
  • Non Compliance in 2nd Party and 3rd Party Audits
  • Lack of countermeasures verification
  • Lack of monitoring for Audit Planning and NCs
  • Defective Products

4) Benefits

  • Ensures periodic audit
  • Ensures qualified auditor is selected for audit.
  • Ensures that not a single process or product audit is missed
  • Live monitoring of all planned audits and NCs
  • Automatically includes 2nd and 3rd party observations in audit check sheet
  • Automatically forces counter measure verification on monthly basis  for 3 months
  • Supplier audit score is automatically calculated in the supplier rating system to avoid manipulation

5) Methodology Used

We are using PDCA method for audits management system

Plan

  • Audit Planning
  • Auditor Selection (Criteria)
  • Check Sheet Preparation and Data Collection (Types)

Do

  • Conduct Audit
  • Uploading Audit Evidence
  • Prepare Audit Summary and Score Card
  • Information to All Concerned
  • Uploading 2nd & 3rd Party Audit Observation

Check

  • Audit Plan Vs Actual
  • Audit Objective Maturation
  • Countermeasure implementation and Submission
  • Effectiveness Verification
  • NC point to next Audit Planning

Act

  • Audit Re-planning against gap in Plan/Actual
  • Action against Audit Objective Gap
  • Increase Frequency against Customer Complaint
  • Countermeasure Effectiveness Updation
  • Compiled Audit NC Summary Reports

6) Roles

  1. Admin
  2. Management
  3. QMS Coordinator
  4. Head Of Department
  5. Auditor
  6. Auditee
  7. Layout Inspector
  8. Supplier Coordinator
  9. Plant Quality Manager

6.A ) Admin

  • Admin Manage All the masters data
  • Admin Manage user data. create, update and delete users. assign roles
  • Admin also plan audits (Annual plan, monthly plan, reschedule audit ). All type of audit plan except Layout Audit
  • Admin can view all reports.

6.B ) Management

  • Management View all reports.
  • Management get time to time notification via email, for monitoring the system according to policies

6.C ) QMS Coordinator

  • The coordinator can make the audit process new. If an old process changes, it can be modified. Management and all seniors get information about any changes in the process through automated email.
  • QMS Coordinator manage Auditors details. Update their certificates and create new auditors
  • QMS Coordinator plan Annual Audit, Monthly Audits and reschedule audits
  • Audit Summary Approval. Approve NCs countermeasures with status and remarks
  • Three months effectiveness monitoring of NCs
  • QMS Coordinator view reports
  • QMS Coordinator time to time notification via email, if nc not submit by auditee on time , NC submission, HOD Approval and many others mail notifications

6.D ) Head Of Department (HOD)

  • HOD can update the status of Non Conformance of their department and plant
  • HOD can update the status of Layout Audit Summary of their department and plant
  • HOD can update the status of Initial Supplier Assessment Approval
  • Audit Summary Approval. Approve NCs countermeasures with status and remarks
  • HOD view reports
  • HOD time to time notification via email, if nc not submit by auditee on time , NC submission and many others mail notifications

6.E ) Auditor

  • Auditor can Execute Monthly audit and view previous nc and check their status
  • Auditor can update executed audit summary . can upload checksheet and update created nc in system

6.F ) Auditee

  • Auditee can update Countermeasure of created NCs by Auditors
  • Auditee can update Countermeasure of layout audit NCs

6.G ) Layout Inspector

  • Layout Inspector can Plan layout audit (OEM, NON-OEM)
  • Layout Inspector can Execute and update summary of particular part

6.H ) Supplier Coordinator

  • Supplier Coordinator can plan Supplier Audit and also plan Initial Supplier Assessment Audit
  • Supplier Coordinator can update Countermeasure of supplier Audit NCs those created by Auditors
  • Supplier Coordinator can update status on NC countermeasure after Plant Quality Manager Approval

6.H ) Supplier Coordinator

  • Supplier Coordinator can plan Supplier Audit and also plan Initial Supplier Assessment Audit
  • Supplier Coordinator can update Countermeasure of supplier Audit NCs those created by Auditors
  • Supplier Coordinator can update status on NC countermeasure after Plant Quality Manager Approval

6.I ) Plant Quality Manager

  • Plant Quality Manager can update status on supplier NCs Countermeasure

7) Reports

A report is a document that presents information in an organized format for a specific audience and purpose.

  1. Audit Summary Report
  2. Internal Process Audit Plan Vs Actual Report
  3. Internal Product Audit Plan Vs Actual Report
  4. Supplier Audit Plan Vs Actual Report
  5. Layout Audit Plan Vs Actual Report
  6. Layout Audit Report
  7. Process Wise Plan vs Actual Report
  8. Process Wise NC Report
  9. Supplier Wise NC Report
  10. NC Status Report
  11. 2nd & 3rd Party NC Status Report
  12. Monthly - Pending Corrective Action Report
  13. User Wise - Pending Corrective Action Report
  14. Monthly - 2nd & 3rd Party Pending Corrective Action Report
  15. Countermeasure Monitoring Sheet
  16. Auditor Audit Plan Vs Pending Report
  17. Auditor Certificate
  18. Audit Objective

   Reports

Internal Process Audit Plan Vs Actual Report

Layout Audit Report