How should I present Internal Audit results to Management in Management Review

C

Chance

#1
Hi Covers,

Please help me how should I present the internal audit results to Management?
My plan is to specify the following:
1. Nonconformances (minor, major)
2. Time it took the process owner to respond for the first time
3. Status of corrective actions - was it effective?
4. Summary of findings per department
5. Specify the type of finding - people related, process related

Please comment. Thanks.
 
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Sidney Vianna

Post Responsibly
Staff member
Admin
#2
Re: Management Review - Internal Audit Results

Chance, don't forget WHOM you are presenting this to: Top Management. In my experience, the biggest problem with this activity is the failure by quality professionals to present audit results in a way that BUSINESS risks are identified. Most of these people don't care if you have 1, 2 or 17 minor nonconformities on your calibration system. They care about business risks. We have to make the connection for them about QMS deficiencies and strengths to the business. I gave an example of a poor and better way of communicating audit results to management on page 16 of this attachment.

Many times, it is more HOW you present it, rather than what you present. As difficult as this might sound, try to make this part of the management review interesting for top management. Otherwise, whatever you are presenting will be lost in a sea of dullness. Pay attention to their body language. If you see top management acting such as

it means that you are not connecting.
 

qusys

Trusted Information Resource
#3
Hi Covers,

Please help me how should I present the internal audit results to Management?
My plan is to specify the following:
1. Nonconformances (minor, major)
2. Time it took the process owner to respond for the first time
3. Status of corrective actions - was it effective?
4. Summary of findings per department
5. Specify the type of finding - people related, process related

Please comment. Thanks.
Try to use Pareto analysis making comparison vs the last year results as well.
In addition to data presentation and collecting, try to analysis the data showing the processes where you can have liability ( I mean product non conforming, regulatory and statutory issue, customer satisfaction and so on) in relation to the non conformance revealed and the level of engagement to solve the problems. Point also on the effectiveness of the corrective action verification and how preventive actions are going too.
You should put to mgmt attention if the health of qsm is ok and eventual area of threats. Besides, suggest the three area of improvement to pursue.
I think that if you have KPI for this process you can show the trend too.
Consider to have in input the results of all audit, including registrars, registrar body and integrated if you also pursue environmental and safety standards.
In breif these are my idea based upon experience.
hope this helps:bigwave:
 
#4
Very s.i.m.p.l.y. They don't understand. Find an analogy, spell it out for them in pictures like this: :caution:

Red traffic light - non-conformance, can lead to shipping/making/accepting bad stuff

Yellow TL - non-confomance, might contribute to the above if not attended to

Green TL - process working to plan

Keep it very simple.
 
Last edited:

Stijloor

Staff member
Super Moderator
#6
Hi Covers,

Please help me how should I present the internal audit results to Management?
My plan is to specify the following:
1. Nonconformances (minor, major)
2. Time it took the process owner to respond for the first time
3. Status of corrective actions - was it effective?
4. Summary of findings per department
5. Specify the type of finding - people related, process related

Please comment. Thanks.
Simple!

Email your report to Top Management 1 week prior to the review.
During the review (meeting?), ask if there are any questions.
Summarize using Andy's and Randy's advice. No more than 2 minutes.

Done!

Stijloor.
 
S

ssz102

#7
tell my own experience as quality system engineer!
if you are charger of inner audit only, you can better send findings and advice to the top management prior to a week holding meeting to review, meawhile, this report should be shown as an picture and article together
if your's surpervisor or top management had responsed that you must express your's suggestion, this time you can describe to it

if you are a management representative, you also should be send the summary report to the top management to let them review or approval; however, the report contents should be included the audit results of last audit or the second party or the third party or customer; and the achievement status for qualtity per dept, and follow-up last management review and the resource requirements etc
 

Colin

Quite Involved in Discussions
#8
I would add to the previous good advice, 'accentuate the positive' where you can. I see some very good internal auditing (sadly not the norm) where an auditor has identified a potential problem and the company have been able to put a preventive action in place - potentially saving money, time, effort, etc.

Make sure you bring these into the report to help demonstrate the advantages of performing internal audits.
 
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