Managing and Scheduling Internal Audits

[amariepsu]

Hi everyone! I could really use some of your expertise.

I have been trying to formulate an efficient method for managing our internal audit program.

Currently I have a spreadsheet that tracks the internal audit reports, and whether or not a corrective action arose as a result. I just recently obtained a template from the post attachments list for a scheduling matrix and started using it to track which processes have been audited, and which ones need to be audited.

We breifly review each audit report during a Manager's meeting, and then just enter the date reviewed at the bottom of the report. I don't agree with this method, so I decided to embed a document which lists all analyses and follow up actions taken after the audit.

However, I feel like I'm missing something, such as data collection and analysis, and the audit program isn't really linked to the corrective action process. We just seem to have all these reports and information sitting out there, and they're not being utilized efficiently.

How do you guys track the information & data received from internal auditing? Any advice on what else I could do to improve the audit program?

 

[Craig H.]

We had the same type of system a few years ago. We installed an integrated system (QSi) and it is a vast improvement. It takes some work to set up and learn, but I have found the investment to be well worth it for our situation. Ours requires a Notes environment, but surely there is something similar for Windows and the Apple, if that is what you are using.

 

[Jen Kirley]

Corrective actions and performance in resolving them are important factors in scheduling audits. You didn't say what standard you are working to; in TS16949, 8.2.2.4 specifies a relationship between nonconformities and audit frequency. Otherwise, system performance is considered and the number of various types of problems among the different departments is considered when we make our schedule. I use a monster Excel spreadsheet set to get this done. I would love a better solution - I will look at QSi, thank you Craig.

 

[amariepsu]

Yeah mine's definitley a monster!

 

[Craig H.]

Corrective actions and performance in resolving them are important factors in scheduling audits. You didn't say what standard you are working to; in TS16949, 8.2.2.4 specifies a relationship between nonconformities and audit frequency. Otherwise, system performance is considered and the number of various types of problems among the different departments is considered when we make our schedule. I use a monster Excel spreadsheet set to get this done. I would love a better solution - I will look at QSi, thank you Craig.

There are some threads here about QSi. I don't know about the current version, but if you decide to go that route, remember to set up your employees first, then the procedures that they will be trained to. The other way around will cause you problems later. At least with the older version.

 

[qusys]

Hi everyone! I could really use some of your expertise.

I have been trying to formulate an efficient method for managing our internal audit program.

Currently I have a spreadsheet that tracks the internal audit reports, and whether or not a corrective action arose as a result. I just recently obtained a template from the post attachments list for a scheduling matrix and started using it to track which processes have been audited, and which ones need to be audited.

We breifly review each audit report during a Manager's meeting, and then just enter the date reviewed at the bottom of the report. I don't agree with this method, so I decided to embed a document which lists all analyses and follow up actions taken after the audit.

However, I feel like I'm missing something, such as data collection and analysis, and the audit program isn't really linked to the corrective action process. We just seem to have all these reports and information sitting out there, and they're not being utilized efficiently.

How do you guys track the information & data received from internal auditing? Any advice on what else I could do to improve the audit program?

My suggestion is to track on a certain time base the status of corrective actions and undestand , by means a follow up audit, if the action have been successfull.
Besides it is also important if there have been preventive actions in place based upon the previous actions from corrective action.
You should also provide to management review a presentation (on annual basis) in order to see what are the major non conformities nd what clauses they violated. Then , building up an hystory, year after year to see if there are improvement in the processes subjected to internal audit.
Consider also the external audit of your customers and registration body.
hope this helps