New position and AS9100 audit is 1 month away- need advice

[Justonemore]

Hello everyone,

I very recently started with a company as their new Quality Manager. The company is AS9100 certified and is 1 month away from the recertification audit. Being a quality manager is not new to me and I am familiar with AS9100. However, every audit I have been through, I have had ample time to prepare. With only 1 month to learn the details of a new system, handle the day to day job, and prepare for the audit, I am spread thin.

Could anyone offer some advice on the best way to prepare for an audit with short notice? Has anyone been a similar situation?

I appreciate any advice.

Thank you.

 

[Sidney Vianna]

Are you transitioning to Rev. D during this recert audit?

 

[Justonemore]

Hi Sidney,

No we are not transitioning to Rev D. I decided as it is a new system (to me at least) it would be best to stay at Rev C.

 

[howste]

Do you have the audit schedule from the lead auditor yet? If the system is set up correctly you shouldn't need to do any system preparation before the audit. I would be sure to identify the key contacts that the auditor(s) will need to talk to and identify guide(s). You might want to do a quick dry run audit to familiarize yourself with the processes.

 

[Eredhel]

Will this be one of three yearly survey audits? Or is it a once every three years audit for certification?

 

[Coury Ferguson]

Hello everyone,

I very recently started with a company as their new Quality Manager. The company is AS9100 certified and is 1 month away from the recertification audit. Being a quality manager is not new to me and I am familiar with AS9100. However, every audit I have been through, I have had ample time to prepare. With only 1 month to learn the details of a new system, handle the day to day job, and prepare for the audit, I am spread thin.

Could anyone offer some advice on the best way to prepare for an audit with short notice? Has anyone been a similar situation?

I appreciate any advice.

Thank you.

Rely on available resources from other groups within your organization. Any people that are still there, and such. They will be your best help, in my opinion.

 

[Randy]

Expect nonconformities

 

[Sidney Vianna]

Hi Sidney,

No we are not transitioning to Rev D. I decided as it is a new system (to me at least) it would be best to stay at Rev C.

OK. That makes things much simpler for this upcoming audit. Things you can do:

1. Try to find out why your predecessor left. Too many times quality people leave a job for being unable to effect change they see necessary in order to maintain a compliant system. No real commitment and support from leadership is a constant failure mode.

2. Find out who the auditor(s) coming are. If they have been there before, you can peruse the audit reports they generated and see if they have areas of special attention. Most auditors do. Try to find out from your colleagues what is the auditor approach, so you can prepare yourself.

3. Obviously, ensure that your customer complaints, quality escapes, internal CAR's, OASIS feedback loops and action items are being acted upon or satisfactorily closed.Pay attention to how your organization is reporting process effectiveness.

4. When the audit team shows up, be open about the fact that you are new in the position and try not to be defensive. If there are valid NC's, don't push back. Use the opportunity to gage how truly committed to quality your leadership really is.

Good luck.

 

[Kronos147]

When I started with ESM Aerospace, there was a MR there who was on contract and was being transitioned out of the company. Our audit was in two weeks. I printed the quality manual and every procedure, work instruction, and form I could identify. I created a three ring binder. I created a list of what was in the book.

I met with key players. I asked them about their process, their control, documents, and KPI's. When I could, I confirmed their use (or non-use) of the documents in the binder.

During the audit, the MR struggled a little bit (because of nerves?), and as it turned out, I was able to answer a lot of the questions the auditor had. In other words, I had a pretty good grasp of the system at that point (two weeks in).

During the process of the audit, the auditor found issues (Control of Docs/Records being one of the biggest). These were the some of the same issues I recognized. I had a few ideas roughed out for making things a little bit easier (like creating network shares for document control - I have an IT background).

I think the auditor saw a major in doc control. I think my plans were the difference between major and minor.

I can say the experience was enlightening and I think that is a great way to learn is by auditing.