Product Release Authorization - Clause 8.2.4 Requirements

J

jhinckley

#1
In our Stage 2 audit to add another office to our certificate we had the following NC:

The program used to track the project has a place to document the person performing the final review - "final eye" - this is not consistently filled in and there are no safeguards in place to ensure the release of product and delivery of service to the customer shall not proceed until the planned arrangements (see 7.1) have been satisfactorily completed.

First of all the "program" the auditor noted is our job database, and it has a place to identify the person assigned to do a final review. This person may or may not be the person authorized to release the product to the customer. It is not in any way, shape, or form the record required in 8.2.4.

Currently when a job is finished, the project manager usually sends an e-mail to the account manager saying the job is finished, checked and ready for delivery. Sometimes this is done verbally. The problem, in the auditor's eyes, is that this e-mail is not readily retrievable—a point I would agree with.

My CAP is to develop a standard Outlook form that will be sent by the person authorizing release to the respective account manager. The account manager will then put a copy of the e-mail in the delivery folder where the inspected files are located. This is on our server so the e-mail "record" would be readily retrievable.

Is this a solution that will meet the requirements of 8.2.4?
 
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Colin

Quite Involved in Discussions
#4
Sounds OK to me as a system. Interesting inclusion of the word 'usually' when referring to the project manager sending an email to the account manager! Obviously, the system would need to be implemented consistently.

Does the job database also hold details of the results of performing the final inspection/test? or perhaps the results are recorded elsewhere?
 
J

Jeff Frost

#5
Another way of looking at this is the fact that you are using a program that has a field in it that requires something. The auditor is looking at this because someone showed it to him or her and it is not complete as noted in finding. You must remember that to an auditor records may be in any format such as hard copy or electronic, optical etc. and so it looks like you have something that serves as a record and it is not complete. If the use of this field, in the software, is not required them have it removed from the screen view or explain within your procedure what fields of the program are required and what fields are optional.
 

Paul Simpson

Trusted Information Resource
#6
In our Stage 2 audit to add another office to our certificate we had the following NC:

The program used to track the project has a place to document the person performing the final review - "final eye" - this is not consistently filled in and there are no safeguards in place to ensure the release of product and delivery of service to the customer shall not proceed until the planned arrangements (see 7.1) have been satisfactorily completed.
Before getting into the detal of your CAP it might be worth asking a couple of questions further about the NC.
  • The 'program' just tracks jobs going through the business. (It might help to know a little about what the jobs are)
  • The people completing the database - are they involved in the process activity or are they administrative?
  • $64k - do you actually operate a 'final inspection' system?


First of all the "program" the auditor noted is our job database, and it has a place to identify the person assigned to do a final review. This person may or may not be the person authorized to release the product to the customer. It is not in any way, shape, or form the record required in 8.2.4.
If you do final inspection (see above) is there a separate record and if so what form does it take?


Currently when a job is finished, the project manager usually sends an e-mail to the account manager saying the job is finished, checked and ready for delivery. Sometimes this is done verbally. The problem, in the auditor's eyes, is that this e-mail is not readily retrievable—a point I would agree with.
Does the project manager do any form of final inspection? If not who does the final check?


My CAP is to develop a standard Outlook form that will be sent by the person authorizing release to the respective account manager. The account manager will then put a copy of the e-mail in the delivery folder where the inspected files are located. This is on our server so the e-mail "record" would be readily retrievable.

Is this a solution that will meet the requirements of 8.2.4?
I'll get back to your solution when I better understand the problem. :D
 
J

jhinckley

#7
The 'program' just tracks jobs going through the business. (It might help to know a little about what the jobs are)
The jobs are the language localization of products (e.g., software, websites, e-learning, manuals, etc.) The list is endless.

The people completing the database - are they involved in the process activity or are they administrative?
Yes, they are involved in the process activity.

Do you actually operate a 'final inspection' system?
Not really. We are relying on our product realization process to ensure that the final product meets the customer's requirements. The project manager is responsible for making a final spot check and is the person authorized to release the job to an account manager for delivery.

If you do final inspection (see above) is there a separate record and if so what form does it take?
There is no separate record.

Does the project manager do any form of final inspection? If not who does the final check?
Yes, as mentioned above, it is only a spot check. It is not a detailed inspection.
 
J

jhinckley

#8
Interesting inclusion of the word 'usually' when referring to the project manager sending an email to the account manager!
The procedure is for the project manager to send an e-mail to the account manager saying the final files are in the delivery folder and are ready for delivery. There have been occasions when project managers, by their own admissions, have verbally notified account managers that jobs are ready.

Does the job database also hold details of the results of performing the final inspection/test? or perhaps the results are recorded elsewhere?
No. I was remiss in saying we do a final inspection. It is more of a spot check to make sure all the files are there. We rely on our product realization process to make sure customer requirements are being met as the product moves from one stage to the next.
 

Paul Simpson

Trusted Information Resource
#10
Bump to top. Waiting for the reply to the questions I answered for BorisS and Colin.
Sorry for the delay - working away.
The jobs are the language localization of products (e.g., software, websites, e-learning, manuals, etc.) The list is endless.
So if there isn't a 'final' inspection then the flag on the software tracking jobs is meaningless as you won't be able to trace a job to who did the checks.


Yes, they are involved in the process activity.
Is there a record of who did the work. If so your procedures can be rewritten to say this record includes the 'self check' work they do.



Not really. We are relying on our product realization process to ensure that the final product meets the customer's requirements. The project manager is responsible for making a final spot check and is the person authorized to release the job to an account manager for delivery.
So if the project manager's check doesn't take place in every case then it doesn't meet the intent of 8.2.4. It is more of a sample check / product / process audit.



There is no separate record.
As above you need to check to see if there is a record of who did the translation work and record this includes a self check.



Yes, as mentioned above, it is only a spot check. It is not a detailed inspection.
As mentioned this is not the intent of the requirement of 8.2.4.

Hope this helps.
 
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