What to do when processes vary between work sites

B

bonterra

#1
Our company is ISO 9001:2000 certified. We have a remote work site that due to its size is certified separately from corporate. Both locations are certified under the same registration number, the remote location classified as a subsidiary of corporate. The remote work site also has a very different operation than our corporate location and therefore follows separate procedures from corporate. At our last continuing assessment visit, we received some nonconformities because these discrepancies were not identified anywhere. Per the external auditors suggestion, I recommended to the CEO that we amend our quality manual stating something to the effect that "process procedures unique to a contract / program / department or work-site may exisit, in which case they will supercede the corporate processes." And also there could be a notation on any of the corporate processes where variances occured.

The CEO agrees that we should amend the Quality Manual but wants to require that a Written Waiver with noted review date be issued for any procedures that do not follow those of corporate.

I think his concern is that he doesn't want everybody just doing their own thing, but I don't think we need to go to this extreme. For one thing, its another form / record that has to be maintained.

Does anybody have any suggestions on how they've handled similiar situations where procedures varied across worksites?

Thanks

Barbara
 
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Statistical Steven

Statistician
Staff member
Super Moderator
#2
I have seen this handled a few different ways.

1. The documentation system. A prefix can be used to identify site specific versus corporate procedure (XXXX-C-YYYY for corporate, XXXX-S-YYYY) where the YYYY are sequentially assigned across the entire quality system (both sites use the same numbering so there are no repetition).

2. A method similar to your suggestion. Use an annual "planned" deviation system. A planned deviation is where apriori those processes known to be different are covered by a blanket document that states the differences. The planned deviation is reviewed annually (or more frequently if needed). Any process not covered by the planned deviation would need a reviewed deviation.

I hope that helps.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#3
Wait a minute.....

bonterra said:
At our last continuing assessment visit, we received some nonconformities because these discrepancies were not identified anywhere. ....Does anybody have any suggestions on how they've handled similiar situations where procedures varied across worksites?
Barbara, my recommendation, before you do anything, is to identify which requirement is the auditor writing you up against. Where is the requirement that stipulates that the processes performed remotely can not be different from the ones in the "corporate" office?
Root cause analysis require identification of the requirement being violated. From what you described, I am not convinced that the non-conformity is fully justified.

This could be related to the requirements contained in Annex 3 of the IAF Guidance to ISO Guide 62, but my STRONG suggestion to you is NOT to do ANYTHING until the requirement being violated is CLEARLY identified.
 
B

bonterra

#4
Sidney Vianna said:
Barbara, my recommendation, before you do anything, is to identify which requirement is the auditor writing you up against. Where is the requirement that stipulates that the processes performed remotely can not be different from the ones in the "corporate" office?
Root cause analysis require identification of the requirement being violated. From what you described, I am not convinced that the non-conformity is fully justified.

This could be related to the requirements contained in Annex 3 of the IAF Guidance to ISO Guide 62, but my STRONG suggestion to you is NOT to do ANYTHING until the requirement being violated is CLEARLY identified.
Sidney:

I'm comfortable with these being valid nonconformities. Indeed we do follow different procedures for controlling records, documents, corrective action and preventive action. The corporate procedures just do not apply to the operation at our remote facility. And nowhere was it documented that there was a discrepancy, so I think its justified.

My concern was having to require a waiver. My first reaction was that it would be just one more record to manage. However, the method Statistical Steven outlined - i.e. annual review, would be manageable.

Barbara
 
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