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Audit efficiency storyboard.pptx
This document discusses improving the efficiency of an organization's internal quality auditing process. Currently, the process is paper-heavy and labor intensive, involving multiple forms, duplicative logging, and scanning documents multiple times. The goals of the project are to make the auditing process more efficient and less time-consuming. Quick wins identified include reducing duplicate logging, reducing unnecessary paperwork, and moving to electronic communication and records. Interviews will gather user feedback and the new process will be measured and analyzed for further improvements. Ultimately, an electronic auditing system is proposed to make the process fully traceable, reduce manual work, and eliminate paper use.
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Audit efficiency storyboard.pptx
- 1. Improving efficiency forquality auditing TIM SANDLE
- 2. Project Background • InternalQuality audits are a requirement of all Quality Management Systems (QMS) and legal HTA requirements • Confirm compliance to quality, technical & legal requirements • Highlight issues • Facilitate improvements
- 3. Project identification - Internalquality audit process • Current system is paper heavy • Labour intensive process • Time consuming completing and collating multiple documents • Scanning and filing • Duplication of work
- 4. Project link tobusiness strategy • Quality and governance underpins all aspects of our work, enabling us to maintain our legal governance requirements, Quality Accreditation and Certification status. • Internal Quality audit provide assurance that our internal processes are compliant and provide a mechanism for improvements and benchmarking. • Efficient auditing will provide staff and management assurance that their areas are within compliance.
- 5. Reasons for projectselection Project sponsor would like to see: • A more efficient auditing process • Less time consuming • Value added internal auditing • Less time spent on inefficient processes around auditing • Positive customer and user attitude to audit process
- 6. Measurement of currentprocess Current Internal Audit process Perform audit Audit initiation Audit summary Audit closure Phase Audit code, audit type and month Contact lead auditor, auditor and auditees by email to agree a date Decide on the scope of the audit Auditor and auditee meet for feedback Prepare and send relevant forms to auditee for completion Prepare an audit brief Send audit plan paperwork to auditor and auditees Print and prepare audit paperwork Perform audit and write audit observations Complete the elements form and assign clauses of Standards to observations Write audit summary report and non- compliances (NC) Agree NC action date Auditee performs investigation and assigns Corrective Actions NC form completed by auditee Audit coordinator completes spreadsheet and forwards NC paperwork to auditee NC form returned to lead auditor Auditor confirms NC actions Auditor closes audit and completes closure form Records collated and scanned onto FileDirector Prepare and send relevant forms to auditee for completion Prepare an audit brief Send audit plan paperwork to auditor and auditees Print and prepare audit paperwork Perform audit involving auditor, scribe, auditees and Qualco and write audit observations Complete the elements form and assign clauses of Standards to observations Audit coordinator completes spreadsheet and forwards NC paperwork to auditee
- 7. Measurement of currentprocess Process review – non-value adding steps • Audits are logged into two places • Each audit involves multiple forms • A large number of manual handovers • Forms are printed out but often never used • Forms are collated and scanned in part at three separate occasions Prepare and send relevant forms to auditee for completion Prepare an audit brief Send audit plan paperwork to auditor and auditees Complete the elements form and assign clauses of Standards to observations Print and prepare audit paperwork Perform audit involving auditor, scribe, auditees and Qualco and write audit observations Write audit summary report and non- compliances (NC) Audit coordinator completes spreadsheet and forwards NC paperwork to auditee NC form completed by auditee Auditor closes audit and completes closure form
- 8. Processing times –pain points 0 10 20 30 40 50 60 70 80 90 Contacting relevant parties Completing logs Printing paperwork Preparation of paperwork Collating and scanning paperwork Completing paperwork Process pain points Time (mins) Multiple forms involving repetition of information Duplicated logging system Paperwork printed in advanced and often not used Forms scanned multiple times
- 9. Reworks and duplicatedsteps Audit process Reworks Duplicated processes Audit identified Audit closed Print paperwork Communicate to all parties to arrange date/time Complete paperwork Reprint new versions of paperwork Perform audit Complete paperwork Scan paperwork Complete duplicate logs Scan paperwork Send actions to auditees for completion Actions returned for approval Paperwork completed Scan paperwork
- 10. ‘Delighters’ for theend users I want an efficient effective internal quality auditing process Informative communication between QA/auditors and auditees By email Electronic record Emails and records stored electronically Easier records management Detailed information recorded to follow audit process All relevant information in forms included to meet QMS requirements Less forms to complete Audits logged to ensure traceability All critical information logged Electronical log for ease of trending Easy extraction of data Reduction of duplication
- 11. Quick wins • Reducethe logging in step from duplicate to single Withdraw the audit book and just use the spreadsheet • Reduce the paperwork Incorporate three forms into one Only print forms prior to auditing • Reduce the scanning steps Send NCs electronically between auditor and auditees Scan all documents once at the end of the process • Introduce electronically recorded audits Paperwork completed electronically Audits communicated electronically Electronic signatures
- 12. Positive drives • Continuousimprovement for quality systems • Agency drive towards paperless systems • Save users time • Reduce manual steps
- 13. Next steps Interview • Implementchanges to process • Gather feedback from users and stakeholders Analyse • Measure new process • Analyse data Translate • Identify further changes • Make further modifications
- 14. Future plan –Electronic system • Identify user and stakeholder requirements • Improvements to processes: Fully traceable and transparent Easy input and extraction of data Consistency of data input Reduce manual processes Eliminate use of paper Storage of all records and data • Define user requirement specification
- 15. “ ” Thank you forlistening Any questions?