SAMPLE COMPANY Page 1 of 5 SOP # 17-1 Revision: 0 Prepared by: _ Effective Date: Approved by: _ Title: QUALITY ASSURANCE AUDITS Policy: Quality Assurance is an integrated effort or total systems approach to satisfy the quality, performance and safety for each product and usermarket. It does not simply consist of inspection and testing, or spot solutions or "fire fighting". To evaluate and continually improve Quality Assurance, periodic and unscheduled audits of completed products, processes and product flow shall be performed to assure compliance with regulatory and company requirements. Purpose: To describe the Quality Assurance Audit process and corrective action as a vital component of the total quality assurance system. Scope: All production and manufacturing operations. Procedures: 1.0 Audit Guide 1.1 Routine quality audits of selected areas shall be conducted at the discretion of the Quality Assurance Manager. An "Action Audit" may be performed more than once and any time a special problem arises. A routine audit must be performed a minimum of once in a twelve month cycle. 1.2 The Quality Assurance Manager may appoint an audit team to assist with identifying and correcting deficiencies. If an audit team is used, it shall consist of the Quality Assurance Manager (team leader) plus one or more individuals from other areas with no direct responsibility to the area being inspected. 2.0 Audit Process 2.1 Audit Preparation: The audit team should review good manufacturing practices, master product records, product history and complaint files plus any other documents relevant to the audit. 2.2 Audit Initiation: The Quality Assurance Manager will prepare the Quality Assurance Audit Checklist (Exhibit 1) to assure a systematic examination of the department or area. The Quality Assurance Manager will inform the area manager at the start of the audit and will review any observations made. QUALITY ASSURANCE AUDITS Page 2 of 5 2.3 Audit Report: The Quality Assurance Manager will review the data gathered and verify important details. A written report will be issued to the Vice-President of Operations and the department manager within five (5) days of completion of the audit. If conditions are critical, the Quality Assurance Manager will verbally address the appropriate manager within one (1) working day after the audit to discuss and implement corrective action or interruption of operations until corrective action can be implemented. The audit report should be in the following outline: a. Purpose and area description - Describe initiating factors for the audit, limitations of audit, and area being audited. b. Major facts - Summarize for management review, the most undesirable conditions and practices in order of their relative importance. c. Observations and deficiencies - Give a detailed account of the current practices and list the deficiencies in procedures, standards, documentation, safety, etc., along with identity of relevant regulation or ISO 9001 Standard. d. Follow-up - State plans for follow-up review to establish individual responsibilities and completion dates. 3.0 Corrective Action 3.1 If deficiencies in quality assurance are discovered during the audit, the department manager or an individual designated by the manager, will submit a corrective action program within five (5) working days after notification. The corrective action program should sufficiently address all areas described with adequate measures to resolve the issues. The Quality Assurance Manager may challenge the validity of a corrective action program. In this situation, the department manager should prepare a written statement directly addressing the specific area and submit it to the Vice-President of Operations and the Quality Assurance Manager. The Vice-President of Operations will in this situation represent final arbitration. QUALITY ASSURANCE AUDITS Page 3 of 5 4.0 Audit Records 4.1 The Quality Assurance Manager will maintain a master log of audits listing deficiencies, individual with assigned responsibilities, target correction date and mandatory completion date. If conditions dictate, administrative action may be taken if directed by the Vice-President of Operations. 4.2 The master log of audits shall be maintained and in the possession of the Quality Assurance Manager. The audit log file shall include a copy of the most recent audits with a minimum of one (1) audit per department and a listing of projected audits and tentative dates (month and year). All audit reports and the master log will be available for inspection by regulatory authorities, otherwise these records are classified as confidential on a "need to know" access basis. Access to reports must be requested and approved from the Quality Assurance Manager in writing.