audit and certification procedure · 2018-10-24 · audit and certification procedure document code...

24
AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration Representative Approved by: General Manager First Publication 15.02.2010 Revision No 17 Revision Date 21.05.2018 Page No 1 / 24 1.0 AIM The aim of this procedure is to define how management systems certification in PCA CERTIFICATION is done from the application to the presentation of the certificate. 2.0 SCOPE All the management system certification process given by PCA includes the regulations and responsibilities of the parties about 1st and 2nd stage audit, monitor audit, follow-up audit, recertification and special audits. 3.0 RESPONSIBILITIES It is the responsibility of all the workers to request for corrective and preventive activities for the present and potential nonconformities. The Management Representative is responsible for deciding on the corrective activities to remove the present nonconformities, to delegate the personnel responsible for the performance of the activity, and to inspect the activity. The Certification Manager is responsible for deciding on the corrective activities for the customer complaints, to delegate the personnel responsible for the performance of the activity and to inspect the activity. 4.0 DEFINITIONS Major Nonconformity: This is the nonconformity type when the competency and/or conformity for one of the items of the related management system standard is not provided or when there is a certain degree of suspicion on the ability of the management system to perform the results it aims. Minor Nonconformity: This is the nonconformity type which does not reduce the abilities of the management system in reaching its aims and which does not collapse the system. Observation: These are evidences that are not clear enough to be defined as nonconformities or cannot be referred to the relevant standard and have the potential to be nonconformities. 5.0 APPLICATION In the certification process od PCA activities are performed according to LS. 20 Certification flow chart. 5.1 RECEIVING THE APPLICATION It is required for the customer applying to be certified to fill in the FR-01 Certification Application Form completely, the information about the application should be clear, if necessary the company should be called and the unclear information should be made clear. During the application stage information about the following topics should definitely be given and these are evaluated by the Certification Manager. The certification that is required, The number of workers in the company, The number of shifts in the company, The number of geographical locations and their addresses, Standard/standards related to the application, The standard items excluded from ISI 9001, if there are any, External processes, Information about seasonal work or campaigns, if there are any,

Upload: others

Post on 04-Aug-2020

5 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 1 / 24

1.0 AIM

The aim of this procedure is to define how management systems certification in PCA

CERTIFICATION is done from the application to the presentation of the certificate.

2.0 SCOPE

All the management system certification process given by PCA includes the regulations and

responsibilities of the parties about 1st and 2nd stage audit, monitor audit, follow-up audit,

recertification and special audits.

3.0 RESPONSIBILITIES

It is the responsibility of all the workers to request for corrective and preventive activities for the

present and potential nonconformities.

The Management Representative is responsible for deciding on the corrective activities to remove

the present nonconformities, to delegate the personnel responsible for the performance of the

activity, and to inspect the activity. The Certification Manager is responsible for deciding on the

corrective activities for the customer complaints, to delegate the personnel responsible for the

performance of the activity and to inspect the activity.

4.0 DEFINITIONS

Major Nonconformity: This is the nonconformity type when the competency and/or conformity

for one of the items of the related management system standard is not provided or when there is

a certain degree of suspicion on the ability of the management system to perform the results it

aims.

Minor Nonconformity: This is the nonconformity type which does not reduce the abilities of the

management system in reaching its aims and which does not collapse the system.

Observation: These are evidences that are not clear enough to be defined as nonconformities or

cannot be referred to the relevant standard and have the potential to be nonconformities.

5.0 APPLICATION

In the certification process od PCA activities are performed according to LS. 20 Certification flow

chart.

5.1 RECEIVING THE APPLICATION

It is required for the customer applying to be certified to fill in the FR-01 Certification Application

Form completely, the information about the application should be clear, if necessary the company

should be called and the unclear information should be made clear.

During the application stage information about the following topics should definitely be given and

these are evaluated by the Certification Manager.

The certification that is required,

The number of workers in the company,

The number of shifts in the company,

The number of geographical locations and their addresses,

Standard/standards related to the application,

The standard items excluded from ISI 9001, if there are any,

External processes,

Information about seasonal work or campaigns, if there are any,

Page 2: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 2 / 24

Necessary legal regulations, legislations, standards about the product,

Whether there are system or product documents or not,

Information about whether consultancy has been received about founding the management

system,

The process excluded, activities, environment dimension and its effect are taken into

consideration.

The legal conditions for ISO 22000 FSMS

Study of HACCP (Hazard Analysis)

Process lines

5.2 PCA CUSTOMER MANAGEMENT SYSTEM (From this point on PCA will be called E-

DOCUMENT Program.) From its address PCA is contacted as “NEW CUSTOMER MODULE”.

The application form of the customer applying for the certification is checked by the secretary

and if there are missing information it is sent back to the customer. The application form sent to

our company is once again checked by the secretary and it is then, sent to Planning Executive.

After taking the application, the Planning Executive records it to the relevant Year Applications

Excel Table, then enters the PCA E-DOCUMENT Program as “New Customer Module”. After that,

specifies the company nace code with “NACE MODULE” by searching it with a word or code.

5.3 a- Evaluating the application: The Customer information that is entered to the system is

checked automatically by PCA E-Document with “EVALUATION MODULE” and the Planning

Executive is informed about the decision. After being evaluated by using the following probabilities

and situations, it is given by PCA E-DOCUMENT:

- Is it within the scope of PCA? (If PCA does not have the EA/GRUP code, the Planning Executive

cannot make the appointment.)

- If it is within the scope of PCA: Is it possible to form an audit group for the related code? (It

identifies the number of auditors in the relevant code, if there are no auditors – technical expert

in that NACE/GRUP CODE, it shows a warning, sayin NO SUITABLE AUDITOR.)

After the application is evaluated, if it is discovered that the company is not within the scope of

PCA or if there no suitable audits, the company is informed that their application has not been taken into consideration by the planning executive.

- According to the risk group, they decide whether 1st stage Audit is going to be made on-site or

at desk. (See TL-07)

- The duration of the certification and observation audits are giveb automatically by PCA E-

DOCUMENT according to TL-01 Instructions on Determining Audit Dration.

- The Nace appointment, the audit duration and the approval of the decreasing and increasing

factors are given by The Certification Manager.

5.2 PREPARING THE BIDS

In relation with the instructions and information given according to the results of the application

evaluation process executed by the Certification Manager, the bids are prepared and presented

to the company with FR-04 Bid/Contract Form by the Planning Executive.

The bid includes the first certification, 1st and 2nd observation audit and certifications. In the

preparation of the bid, PCA software is used. After the company information is recorded fully in

the software, the bid is prepared by the software automatically and printed out. After it is signed

by the Certification Manager, it is sent to the company.

Page 3: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 3 / 24

TL-03 Pricing Regulation is used in giving the bids.

5.5. PLANNING THE AUDIT

The Planning Executive (with the help of Customer Relations Department) designs the

organisations such as, date, accommodation, transportation with the customer and decides on

the committee to execute the audit.

5.5.a- The Appointment of the Audit Committee: The Planning Executive, by using the

information given by the customer during the application, determines the lead audit, audit or

technical experts who have the necessary competency and after contacting them, appoints the

ones who are available at the time of the audit to the audit committee. In order to clarify the

relationship between them and the customer, the people who are going to be working at the audit

committee are sent the FR-05 Audit Committee Appointment Form, which includes necessary

information, and are asked to sign it. In addition, the names and surnames of each committee

member are sent to the customer with FR-06 Customer Audit Confirmation Form. If the customer

requests the biodata of the audit committee, the Planning Executive also sends them by e-mail

or fax. If the customer has logical reasons, they have the right to object the audit committee. In

this case, a new committee is formed.

PCA Planning Executive determines the Audit Committee with PCA E-DOCUMENT “AUDIT

MODULE” and gives the printouts of the 1st stage Audit Set to the Auditor with “FORMS MODULE”.

In order for the FORMS MODULE to open, when the selected audit committee is clicked, all the

nace codes should be GREEN. If there is a RED audit – nace code, the planned committee is not

suitable for the audit. The APPROVAL is given by the Certification Manager after this colour

differences are checked and the FORMS Module is opened after the approval, in this way the

PLANNING EXECUTIVES can print out the audit set and hand them to the auditors.

Negotiating with the audit committe and giving information on previous events, talking about the

audit and answering the questions from the auditors are the responsibilities of the Lead Auditor.

About the problems that cannot be solved by the Lead Auditor, the Certification Manager is

consulted.

5.6. DETERMINING THE SCOPE OF THE AUDIT (CERTIFICATE)

The scope should be easy to understand and clear in the application,

The scope should be neither too general (as in accreditation scope) nor too special.

It should reflect the work of the company in practice.

It should be clear, easy to understand and be able to represent the product/service and

should have expressions that reflect the NACE codes,

It should be suitable for auditing, that is, the application should be visible,

It should be approved during the certification process,

The scope of the customer should be defined well during application,

It should meet the need of the customer, and could make use of Marketting documents.

The stages requiring scope control;

By negotiating with the company and checking their web site during application stage,

During the 1st stage of the audit

During the opening and closing meetings of the certification audit

During the certification audit

Page 4: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 4 / 24

During the decision stage (certification, maintenance, renewal, suspence-cancelation,

scope widening),

In observation and recertification audits

Correct Scope Examples

Pump and compressor manufacturing,

International conveyance by land services,

Food production and catering services,

Cheese and yoghurt production, etc.

Wrong Scope Examples

Production of food products,

All kinds of metal pieces production,

Plastics production,

Legal services,

General building services,

All sorts of infrastructure and upperstructure contract services,

Production of dairy products.

5.7. 1st STAGE AUDIT

The first stage audit is the first level in the certification audit. In this stage no advisory decision

is given about the certification. In this stage of the audit the company is analyzed to look for

objective evidenceabout whether it meets the regulations of the related standards or not, no

detailed audit is executed.

The evaluation is done to see whether the company is ready for the 2nd stage of the audit or not

and if there are missing parts, the customer is informed about them. In addition, the company

should be informed that it is not possible to make decisions at the end of the 1st stage and that it

is only a preparation audit. The management system documents of the customer are analyzed to

see whether they meet the regulations of the related standard or not.

In the 1st stage audit the conditions are analyzed, the durations of the audits are validated and

the plan of the 2nd stage audit is prepared in order to execute the 2nd audit more effectively. The

results of the 1st stage are recorded in FR-08 ISO 9001:2008 1st Stage Report, FR-11 ISO

14001:2004 1st Stage Report or FR-14 ISO 22000:2005 1st Stage Report and according to the

results of the 1st stage, the 2nd stage is planned and executed. In combined systems the audit

results are recorded in FR-58 ISO 9001- ISO 14001 1st Stage Audit Report Form. If any

nonconformity is detected at the end of the 1st Stage audit, it is necessary to give enough time

for them to be corrected before making any plans for the 2nd stage audit and the results should

be detected.

The following are the main aims of the 1st Stage audit;

To inspect the system documentation of the customer,

To validate some information; such as, the number of effective workers; shift,

subcontractor, part-time, social security records, seasonal work or campaign periods.

To evaluate the characteristics of the company location and the environment and to make

meetings with the personnel in order to start planning the 2nd stage audit,

To consider the effectiveness of the company’s status and their degree of meeting the

standard regulations (especially the management of the administrative system being used, its

performance and strengths, and processes)

Page 5: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 5 / 24

To come to agreement with the customer in terms of the scope of its management system,

processes, the location of the company and legal regulations,

To review the resources necessary for the 2nd stage audit and to make agreement with the

customer about the details of the 2nd stage audit,

Following the process of gaining enough information about the customer, to focus on the

planning of the 2nd stage audit,

To evaluate that the customer has planned and executed its internal audits and

management reviews effectively and to determine the efficacy level of application of the

management system and to see if the customer is ready for the 2nd stage audit.

ISO 9001:2008 audits;

The ISO 9001:2008 1st stage audits of the Class 1 Highest Risk, Class 2 High Risk companies, as

described in TL-07 Risk Groups of Accreditation Scopes Regulation, are executed as field audit.

The 1st stage audits of the Class 3 Medium Risk and Class 4 Low Risk groups, as described in TL-

07 Risk Groups of Accreditation Scopes Regulation, are executed by analyzing documents as a

desk audit or through telephone conversation with the customer after The Lead Audit takes into

account the following criteria and gets approval from the customer. Audit plan is not prepared for

desk audits.

a) The process structure of the plantation

b) The number of branches/plantations to be audited

c) The organisational structure of the company (whether the authority and responsibilities that

need to be specified for the 2nd stage audit are clear or not)

d) The complexity of the documentation structure

e) Whether the documentation system is competent enough for the 2nd stage audit to be executed

or not

f) The location and the environment of the company

g) The size of the company

h) The presence of the uncertainities about the conformity to the legal and product regulations

ISO 14001:2004 audits;

The ISO 9001:2008 1st stage audit of the Class 1 Very High, Class 2 High Risk companies, and

Class 3 Medium Risk companies, as specified in “TL-07 The Accreditation Scopes of the Risk

Groups” instruction, are executed at the customer’s site.

The 1st stage audits of the Class 4 Low Risk companies, as specified in “TL-07 The Accreditation

Scopes of the Risk Groups” instruction, are executed by analyzing documents as a desk audit or

through telephone conversation with the customer after The Lead Audit takes into account the

following criteria and gets approval from the customer. Audit plan is not prepared for desk audits.

a) The process structure of the plantation

b) The number of branches/plantations to be audited

c) The organisational structure of the company (whether the authority and responsibilities that

need to be specified for the 2nd stage audit are clear or not)

d) The complexity of the documentation structure

e) Whether the documentation system is competent enough for the 2nd stage audit to be executed

or not

f) The location and the environment of the company

g) The size of the company

h) The presence of the uncertainities about the conformity to the legal and product regulations

Page 6: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 6 / 24

ISO 22000 audits;

In the documentation scope of ISO 22000 standard, Food Chain Groups activity scope is taken

into account within determined TSE ISO 22003 standard scope. In the documentation of ISO

22000, stage 1 examinations are done at the customer’s place (at the field).

Group code Groups Sector examples

A Animal breeding Animal breeding, fishing, egg production,

milk production, beekeeping, hunting, fish

hunting, hunting with traps

B Agriculture Fruit vegetable, cereals, spices, gardening

products

C Food processing (weak animal

products, Long termed products

in room temperature)

Red meat, winged-animal products, milk

and milk products, eggs, cans, biscuitsi

crackers, vegetable tallow, drinking water,

fizzy drinks, pasta, flour, sugar, salt

D Provender production Animal provender, fish provender

E Convenience food services

(Catering)

Hotels, restourants, food factories

F Distrubition Retail places, wholesaler, markets

G Transportation and storage Transportation and storage

H Services Water procurement, cleaning, sewer, waste

extermination, producti process and

equipment devolopment, vet services

I Materials and equipments that

are in touch with food

Materials and equipments that are in touch

with food

J Equipment production Process equipment, vending machines

K (Bio)Chemical production Additives, vitamins, pesticides, medicine,

fertilizer, cleaning prodcuts, biocultures

The Content of ISO 9001-First Stage Audits and the Audit Report

The audit report includes;

The evaluation of the circumstances at the site

The status of the company

The evaluation of thr aim, scope, and exclusions

The evaluation of the key points such as management system processes and objectives

Creating the opportunity to detect major non-conformities such as failure to fulfil the

expectations about the products and substructure

Compliance with ISO 9001 documentation conditions (examining the documents is a part

of Stage 1)

Meeting the key personnel and other employees for their opinions and suggestions

The implementation status of the corrective activities, internal audits, and review meeting

decisions

The level of competency for Stage 2

The evaluation of the resources (logistics, transport, accommodation, guides etc.)

The planning of Stage 2 includes the essential notes for the audit dates

Page 7: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 7 / 24

The Content of ISO 14001-First Stage Audits and the Audit Report

The audit includes controlling the following issues;

Examining whether there is an environmental management system and it is being used

Examining whether there is an environmental policy with objectives and targets

Examining whether there is an environmental management system program and it is

being used

Compliance with legal conditions (non-sanitary enterprise license, emission license,

discharge license, and operating license etc.)

ISO 14001 documentation structure

Records indicating environmental accidents or extra-legislative activities if available

Providing resources

Communication records

Environmental dimensions

Executing internal audits

Review by the administration meetings

Whether there is deviation from the application and the contract

The efficiency of the management system for Stage 2 audits

The date of Stage 2 audits

ISO 22000 GGYS Stage 1 Audit:

Purpose of stage 1 audit is providing a look for planning second stage audit by spotting

company’s food security dangers, analysis, HACCP plan and prorequsite programs, politics and

aims and especially creating an understanding in the context of company’s situation of being

ready to an audit with considering the things below. There is no following up after Stage 1 audit

but there is stage 2 Audit.

In this stage lead auditor examines the things below at the place where customer has

shown activity in stage 1 audit (Look R40.06):

Evaluating field and field conditions of company which applies with the purpose of getting

ready to stage 2 examination,

Evaluating the company’s status if it provides the GGYS related standarts’ necessities

especially appropration of important factors, processes, aims and operations by reviewing

it.

The things below should be checked by gathering necessary information related to GGYS

scope;

-Information about managing danger analysis(first step),

-Methodology of danger analysis and defining acceptable steps,

-ÖGP (Prerequisite Plan) and/or HACCP plans,

-Basic information of company’s field or fields and processes there,

-Evaluation and qualification of related legislations and rules,

-Related risks,

-Environment and quality factors at the scope that company applied.

Discussing the details of stage 2 examination,

Field operation of probable important factors and understanding GGYS clearly at the

company and planning stage 2 examinations in this direction,

Page 8: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 8 / 24

Checking if the company is ready for stage 2 examination by control and evaluation of

management review and if inner examinations are done.

Controlling that the company’s ÖGP(Prerequsite Plan) is prepared according to the work

done and, legal and compolsory necessities,

Controlling if the company has enough processes that are defined at GGYS’s food security

dangers

Controling the compatiblity between food security rules and company’s GGYS,

Information about GGYS policy and its applications,

Controlling if validity, verification and rehabilitation rules fit to GGYS standard necessities,

GGYS document and regulations, inner communication and communication with related

suppliers, customer and related groups,

Controlling the company’s additional documents for preparing it to stage 2 examination,

Customer must be informed that stage 2 audit could be delayed or cancelled because of

the results of stage 1 audit.

There is a possibility that any part of GGYS doesn’t need to be audited at stage 2 audit because

this part is audited at stage 1 audit and determined that it is running successfully, efficient and

fits with necessities. However, PCA must concretize the GGYS parts that are audited before are

countinueing to fit to the documentation rules. In this situation, stage 2 audit reports must contain

these evidences and it is declared that fitness is detected at stage 1 audit.

After Stage 1 audit, the second stage might be postponed or cancelled. The customer is informed

about the decision. If ISO 9001, ISO 14001 and ISO 22000audits cause deviation from man-day

number, this deviation is declared to the customer so as to re-calculate the number and the salary

and it is recorded on the audit report. The lead auditor is supposed to record the results on the

audir report.

The date of Stage 2 is determined and the course of the auit is discussed. An audit plan (FR-07)

which covers all the processes and activities of customer is prepared and delivered to the

customer. For the Stage 1 audits which cannot be executed on the site, the audit plan is sent to

the customer by the lead auditor at least 3 days in advance (if applicable).

Audit Plan is:

based on ISO 19011 standard requirements and the scope

prepared by the lead auditor

shared with the audit team

supposed to include the scope of the audit

supposed to include the time of evaluation at the beginning and the end of the day

instructive for the audit team and the department/process/activity supervisors of the

organization to be audited

prepared so as to explain the duties of each auditor, the processes, the conditions,

departments, and activities to be audited

prepared in such a way that each auditor works at least for 8 hours and the course of the

audit starts from the management and proceeds with the policy, aim, and targets; in accordance

with the work flow of the company.

prepared in such a way that the planning and reporting activities do not exceed 10% of

the time stated in the audit duration chart during the period of time spent for ISO 9001 audit.

is revised, if need arises, during the audit according to the findings and needs.

Page 9: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 9 / 24

includes matters to be checked and estimated dates for certification audits, Stage 1 audit,

Stage 2 audit, and re-certification audit that are to be executed within the 3-year certification

cycle.

The audit dates are determined in agreement with the customer and the audit team by the

planning supervisors. The audit plan is sent to the customer with FR-06 Customer Audit

Confirmation Form by mail or fax. The customer confirms FR-06 form in case of no objection and

sends back to PCA.

The customer has the right to object to the audit plan or the audit team. In this case, FR-06 Form

is not confirmed and the written objection is conveyed to PCA. The objection must be based on

reasonable grounds (PR-08 Dealing Complaints and Objections Form). In case of an objection,

PCA contacts the customer and they reach a compromise. The plan needs to be confirmed again

after the compromise.

If there is non-conformity, it is recorded on the non-conformity form. The classification of the

non-conformity must be stated. The company must determine the root causes of the non-

conformity and plan the necessary corrective actions. When the corrective actions are executed,

their impact must proved with objective evidence and be presented to the lead auditor PCA main

office. The lead auditor revises the acceptability of the corrective actions and if they are approved,

the planning supervisor is informed. Then Stage 2 audit begins. If the corrective actions are not

approved, te company is informed and asked to take new corrective actions.

In the documentation of ISO 9001, ISO 14001 and ISO 22000, the time interval between Stage

1 and Stage 2 audits must no more than 6 months. If there is more than 6 months between the

two stages, Stage 1 is repeated.

The findings of ISO 9001 Stage 1 audit is recorded on FR-08 ISO 9001 Stage 1 Report and the

findings of ISO 14001 Stage 1 audit is recorded on FR-11 ISO 14001 Stage 1 Report and FR-14

ISO 22000 Stage 1 Report by the audit team. The lead auditor is responsible for revising the

report and its delivery to PCA.

5.8. 2nd STAGE AUDIT

It is a part of the initial certification audit and it checks whether the organization has competency

to fulfil, maintain, and improve the customer conditions. The audits are process-based. The lead

auditor is responsible for the management and reporting of the audit. It is executed according to

the scope and audit plan. The amount of objective evidence to prove the competency is checked

and reported.

The objective of the audit is to confirm the compliance with all the conditions for the standard,

the legal conformity, the design of the system, the customer’s policies and procedues.

In all management system audits, the legal conformity of the company is checked. The licences

and permits are checked. The objective evidence is reported. The certification is not confirmed if

the company fails to prove the conformity and the audit results in non-conformity. The corrective

actions suggested for the non-conformities must be added to the report.

The minor non-conformities must be corrected as early as possible, but more demanding actions

can be postponed until the next audit provided that they are stated in Corrective Actions Plan.

Major non-conformities are signed off after all the corrective actions are completed. The non-

Page 10: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 10 / 24

conformities that do not require follow-up audits can be signed off by the lead auditor or an auditor

from the audit team; or another lead auditor from another team.

The findings of ISO 9001 Stage 2 audit is recorded on FR-09 ISO 9001 Stage 2 Report and the

findings of ISO 14001 Stage 2 audit is recorded on FR-12 ISO 14001 Stage 2 Report and FR-14

ISO 22000 Stage 2 Report by the audit team. The lead auditor is responsible for revising the

report and its delivery to PCA.

ISO 22000 FSMS Audit Report:

After audit, audit reports are filled and delivered to the Certification Manager.

Stage 1 Audit Report includes given below;

• Sufficient information about FSMS of the company,

• Information about main performance of the company or analysis of essential impacts,

• An evaluation about whether the company is ready for the Stage 2 audit.

Stage 2 Audit Report includes given below;

• Information of customer audited,

• Information about representatives of customer audited,

• Information about audit team,

• Audit purpose,

• Audit scope, functional units and processes,

• Audit criteria,

• References of FSMS standard

• References of PRP of the company,

• Field audit place and dates

• Audit findings (includes positive sites of the company)

5.9. REVISION OF THE REPORT THE CERTIFICATION DECISION

The decision of the certification is made by the certification committee in PCA. The committee

decision is based on the completeness of the report, the scope of the certificate, the convenience

of the audit plan, the sufficiency of audit findings, and the comprehensibility of the non-

conformities and that they have been signed off, and the compliance with the audit plan made by

the main office.

The committee asks for advice from a lead auditor, auditor, or a technical expert from another

audit team if they do not have the expertise in the scope of the certificate in question.

The certification committee must confirm the following issues before they decide on the

certification:

a) The sufficiency of the information provided by the audit team for the certification conditions

and the scope

b) Whether the efficiency of the corrective actions has been revised, approved, and confirmed

1. Non-compliance with one or more than one conditions in the management system

standard

2. Whether there is a serious doubt about the sufficiency of the management system of

the company in terms of fulfilling the conditions.

Page 11: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 11 / 24

c) Revision and confirmation of the corrective actions that the company has planned for non-

conformities.

The file of a customer that does not eliminate the non-conformities with regard to Stage 2 audit

in 6 months is cancelled. If the customer applies for a certificate after the 6-month period, the

procedure starts all over. The report is reviewed in 3 days after the lead auditor hands it (following

the correction of the nonconformaties) in to the main office of PCA and the decision about

certification is made. For the decision, the customer might be asked to provide additional

information, documents, or corrective activities.

Also, the audit team might ask for FR-21 Audit Team Feedback Form for faults/deficiencies and

additional information. The feedback records are used as input for the performance evaluation of

the audit team.

The original text of the audit report is PCA’s property and customer is provided with another copy

of the report. The final decision about the certificate is recorded on FR-20 Certification Decision

Form. If the decision is affirmative, the certificate is printed/published. The original text along

with a copy of the audit report, the logos the customer can use, the instruction on logo use, and

the flags are shipped to the customer. The pack can also be received from PCA office.

In case of our customer contact with fax number 0216 517 63 49 or email to the address

[email protected], the information about the certificate will be provided.

The certificate includes the following information:

PCA’s full title, address, the certification mark, and accreditation mark

The name of the customer

The full address of the customer or the certified location

The date of certification decision and expiry date, the dates of recertification and the

changes in the scope; the issue number of the certificate indicated with “/” marks

The certificate number

The Scope of the Certificate (product, process, or service categories)

The standards used for the certification or the names of the other documents that has the

feature of standards

The dates on the certificate and their validity:

Audit date: it is the last day of the Stage 2 audit. As for the transfer audits, the last day

of the monitoring audit is written on the certificate.

Registration date: The date of certification date made by the committee is written down.

Reprint date: If a certificate is reprinted due to expansion of the scope, address change,

title change etc., the date is corrected with “/” marks which show the reprinted version of

the certificate.

Validity date: the 364th day beginning from the certification decision is written down. If

the certificate is extended after the interim audit, another 365 days are added.

- The certificate is for 3 years.

- The certificate is reprinted every year.

- The date of the decision is also the date of the publication.

Page 12: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 12 / 24

- The certificaes are signed by the general manager.

- EA codes are printed on system certificates.

A different certificate is issued for each office of a company with more than one location. The

certificate can be issued in other languages on customer’s request.

The published certificates are valid for 3 years and the validity depends on the monitoring audits,

and the maintenance of management system conditions which comply with international

accreditation rules.

The validity of a published certificate can be seen on www.pca-tr.com. All decisions are made

impartially and independently, without any material or moral pressures, in line with PCA

CERTIFICATION policies and procedures, and other related international guides and standards.

5.10. MONITORING AUDIT

Monitoring audits are on-site audits but they do not require auditing the whole system. It is

planned in order to control the maintenance of compliance with the management system

requirements. Monitoring audits are executed at least once a year according to the results of the

former audits, the lead auditors suggestions about the time, and customer complaints.

During the certification of management systems, in addition to the suggestions of the lead auditor,

the expiry dates of licences and permits of the company are also considered. Depending on the

significance of the issue, the monitoring audit can be moved to an earlier date or implemented

more frequently. In monitoring audits, the efficiency in eliminating former non-conformities is

controlled. The audit is planned so as to control all standard requirements at least once until the

re-certification audit.

Monitoring audits must include:

revision of internal audits and management

revision of the corrective actions for the non-conformities detected during the former

audits

dealing with the complaints

the efficiency of the management system in terms of fulfilling the targets

the course of improvement activities

operational controls

reviewing the changes

logo use and other references to the certificate (advertising material, packages, the web

site etc.)

The following statements of ISO 9001 standard are audited during every monitoring audit. Other

issues to be audited are defined by the lead auditor according to former audit results and changes

in the Customer’s management system.

4 ................... Quality Management System

5 ................... Responsibilities of the Administration

Page 13: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 13 / 24

7.1 ................ Planning of Product Realization

7.5 ................ Presentation of Products and Services

8 ................... Assesment, Analysis, Improvement

The following statements of ISO 14001 standard are audited during every monitoring audit. Other

issues to be audited are defined by the lead auditor according to former audit results and changes

in the Customer’s management system.

4.1 General requirements

4.3 Planning

4.3.1 Environmental aspects

4.3.2 Legal and other requirements

4.3.3 Objectives, targets, and programs

4.4.5 Document control

4.4.6 Operational control

4.5.1 Monitoring and assesment

4.5.2 Evaluation of conformity

4.5.3 Nonconformity, corrective and preventive actions

4.5.4 Records control

4.5.5 Internal Audit

4.6 Review by the management

The ISO 22000 articles below are surely audited in every audit. Other articles which will be audited

are determined from previous audit’s results and changes in customer system by Lead Auditor:

4.1 General conditions

5.3 Food Security Policy

5.4 Responsibility, Task, and Charge

4.2 Documentation and Control

6.2 Human Resources

6.4 Working Envorinment

7.3 Primary stages of concretizing danger analaysis

7.5 Creating operational ÖGP(Prerequsite Plan)s

7.6 Creating HACCP plan

7.7 Updating information and documents

7.10 Unsuitability control

8.3 Control of observation and measurement

8.4 GGYS verifying

8.5 Rehabilitation

5.8 Management’s review

At least one third of the time spent for certification audits must be reserved for monitoring audits.

Surveillance audits shall be conducted at least once a calendar year, except in recertification

years. The date of the first surveillance audit following initial certification shall not be more than

12 months from the certification decision date.

The time can be lengthened if the customer has a compelling reason. Planning starts two months

in advance.

Page 14: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 14 / 24

The audit dates are determined in agreement with the customer and the audit team by the

planning supervisors. The audit plan is sent to the customer with FR-06 Customer Audit

Confirmation Form by mail or fax. The customer confirms FR-06 form in case of no objection and

sends back to PCA.

The customer has the right to object to the audit plan or the audit team. In this case, FR-06 Form

is not confirmed and the written objection is conveyed to PCA. The objection must be based on

reasonable grounds (PR-08 Dealing Complaints and Objections Form). In case of an objection,

PCA contacts the customer and they reach a compromise. The plan needs to be confirmed again

after the compromise.

The findings of ISO 9001 monitoring audit is recorded on FR-09 ISO 9001 Stage 2 Report and the

findings of ISO 14001 monitoring audit is recorded on FR-12 ISO 14001 Stage 2 Report by the

audit team. The lead auditor is responsible for revising the report and its delivery to PCA.

The audit report is delivered to PCA main office firsthand, via fax, e-mail, or cargo etc. Fax and

e-mail can only be used is urgent situations. The original text must be delivered to PCA in one

week at the latest.

If there are non-conformities, they are tracked by the main office. If possible, the signing off

should be executed by the auditor who had reported the non-conformities in question. In other

cases, the signing off can be executed by other auditors.

5.11. CERTIFICATION MAINTENANCE DECISION

After the report is given to the PCA office by the Lead Audit (after correcting the nonconformaties),

it is reviewed in three days and the decision is given on the sustainability of the certificate. If

necessary, additional information, document or corrective activities can be requested from the

customer.

As a result of the monitor audits, the decision on the report analysis and the sustainability of the

certificate is given for ISO 9001, ISO 14001 and ISO 22000 by the Certification Committee. When

giving decision, the following table is taken into account:

S/N Durum Situation Sonuç Result

Page 15: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 15 / 24

1 When a minor nonconformity is

detected during audit

The customer is given a month to correct the

nonconformities.

If they are not corrected in 1 month, the

certificate is suspended. Suspension period is 6

months.

If the corrections are made in 6 months, the

certificate is maintained, if not, it is cancelled.

The above mentioned periods can be

lengthened at most for 1 month with the

approval of The Certification Committee.

2 When a major nonconformity is

detected during audit

If nonconformity is not corrected in 1 month,

the certificate is suspended. Suspension period

is 6 months.

If the corrections are made in 6 months, the

certificate is maintained, if not, it is cancelled.

The above mentioned periods can be

lengthened at most for 1 month with the

approval of The Certification Committee.

3

No obeying the contract regulations

(use of logo, reference to the

certification, payments, etc.)

According to the decision of the Certification

Committee;

a) The customer is requested to perform

corrective activities. The duration for the

corrective activity is 1 month. If this time is

exceeded or the corrective activity is not

performed the certificate is suspended. The

suspension period is 6 months.

If the result is still negative the certificate is

cancelled (all the decisions are given by the

Certification Manager)

b) The certificate is suspended directly. The

duration for the corrective activity is at most 1

month. If this time is exceeded or the

corrective activity is not performed the

certificate is suspended (all the decisions are

given by the Certification Manager).

4 The delay in the monitor audit for

more than 1 month

The certificate is suspended. Suspension period

is 6 months. If there is no audit at the end of 6

months, the certificate is cancelled. The audit

executed during the suspension period should

be a full audit.

5

The company itself requests for

cancellation or suspension for any

reason (strike, natural disaster, halt

of production / service, financial

reasons, etc.)

At most 6 months is given for the suspension

with the decision of The Certification Committe,

after this, if no audit is executed, the certificate

is cancelled. If the audit is executed, normal

certification procedure is applied. This audit

should be a full one.

If there is a request for cancellation, it

cancelled directly.

Page 16: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 16 / 24

6

Loss of legal conformity or being

unable to show this

The certificate is suspended immediately.

Suspension period is 6 months. If legal

conformity is regained during 6 months

suspension period, the certificate is

maintained.

If conformity cannot be realised, the certificate

is cancelled.

The above mentioned periods can be

lengthened at most for 1 month with the

approval of The Certification Committee.

The suspension period is generally 6 months but The Certification Committee can extend the

period 1 more month. The certification committee can give additional 1 month in the following

situations;

If strike, natural disaster, halt of production / service, financial problems occur before the

end of the 6 month suspension period.

If great changes occur in Management System and Procedures before the end of the 6

month suspension period

In the event of suspension, the management system certificate of the customer is not valid for a

certain time. When the certificate is suspended or cancelled, the customer should give its

certificate back to PCA, stop using logo and references. This situation is under contract.

If, because of nonconformity to contract regulations or logo usage, the customer cannot complete

the corrective activities on time, PCA can initiate a legal action. The status of the suspended or

cancelled certificates are recorded in PCA web site www.pca-tr.com and are announced the related

parties.

All the decisions are given totally impartially and freely, without any material or moral constraints,

in line with PCA CERTIFICATION’ s policy and procedures and other related international guides

and standards.

5.12. RECERTIFICATION AUDIT

At the end of the 3 year certification, a full audit is given just like the first certification audit.

Before the recertification audit, the company is asked, orally or written, by Planning Executive,

whether there has been a change in its customer organisation or management system, which

might affect the audit (ex.: regulations, scope, address, legal conditions, number of workers,

environmental dimension, etc.).

In the event of changes; the customer is requested to fill in the application form again or write

the changes to PCA. The audit has two stages. The duration of the recertification is calculated

again by the Certification Manager according to the changes.

If there are no serious changes the 1st stage audit is not executed. The duration of the

recertification is calculated as the 2/3 of the first certification duration. In the recertification stage

the reports of the previous audit are analysed, if the Lead Audit finds it necessary, 1st stage audit

Page 17: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 17 / 24

can also be planned. The 1st stage of the recertification has the same scope and is executed using

the same method as the 1st stage of the first certification.

Recertification Audit dates are determined 2 months before the recertification by planning

executives after confirmation from the customer and audit committee. The prepared audit plan is

sent to the customer through fax/mail by using FR-06 Customer Audit Confirmation Form and the

customer is contacted. If the customer does not have any objection to the prepared recertification

audit plan or to the audit committee, it approves the FR-06 Customer Audit Confirmation form

and seds it to PCA.

The customer has the right to object the audit committee and the recertification audit plan. To do

this, the customer has to send the FR-06 Customer Audit Confirmation Form without signing it

and the objection should be written to PCA. In order for the objection to be approved, there should

be a reasonable justification (See PR-08 Handling the Complaints and Objections Procedure). The

customer is contacted about the objections to the Recertification Audit Plan and agreement is

made about the plan and approval is taken again by using the same method.

The following points are taken into consideration during recertification field audits:

a) In the light of internal and external changes, the effectiveness of the management system

in its entirety, the relevance and applicability of the effectiveness of the management

system,

b) Demonstration commitment to maintain the effectiveness and improvement of the

management system to improve overall performance,

c) The effectiveness of the management system in terms of achieving the objectives of the

certified client and the intended results of the relevant management system.

Recertification audits should be execured before the 3 year period ends. If noncorformity is

detected during recertification audits, the customer should make corrective activities and these

activities need to be verified before the period of the present certificate ends. For recertification

audits, the time for correcting nonconformities is 2 months, in this respect the planning of

recertification audits is done 3 months before the certificate time ends. In recertification audit the

reports of the 2nd stage of the related standard are used. The Lead Audit is responsibible for the

completion and delivery of the report to PCA.

The validity period of the existing certification for the validity period of the re-certification shall

be based on the successful completion of the re-certification activities after the end of the existing

certification. The date of issuance of the new document may be the date of the re-certification

decision or a later date.

If the document can not be verified again before the expiration of the validity period, or if it can

not verify that the correction and corrective action has been carried out for any major

nonconformities, re-certification is not recommended and the validity of the document is not

extended. The customer is informed and the ones to be done in the future are explained.

At the end of the certification period, re-certification may be made within 6 months following the

validity period of the document provided that the re-certification activities are completed,

otherwise at least one Stage 2 should be done. The current date on the document must be re-

certification date or later and the previous certification cycle must be based on validity.

5.13. RECERTIFICATION DECISION

Page 18: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 18 / 24

Recertification decision is given according to the recertification audit results, the results of the

monitoring of the system during certification period and the customer complaints, if there are

any.

The report is reviewed in 3 days following its delivery to the PCA office by the Lead Audit (following

the nonconformaties, if there are any) and the decision about the renewal of the certificate is

given. In giving recertification decision, the same method is used with the first certification

decision. Recertification decision is given by the Certification Committee.

If the customer does not correct the nonconformaties before the certificate time ends,

recertification is not done, the audit is renewed covering the first certification audit. The process

is the same with the first certification. In such cases, it is not necessary to execute the 1st stage

audit.

The status of the expiring certificates is recorded in PCA web site www.pca-tr.com and when

necessary, it is announced to the relevant parties. All decisions are made impartially and

independently, without any material or moral constraints, in line with PCA CERTIFICATION policies

and procedures, and other related international guides and standards.

5.14. FOLLOW-UP AUDIT

This is the audit executed in cases where the correction of one or more nonconformaties cannot

be made at document level and can only be made on site. These audits can also be performed for

the suspended certificates to be sustained.

In follow-up audits only the activities regarding the noncorformaties are checked. However, if the

Lead Audit finds it necessary, he/she can also detect the other items of the standard which might

affect the conformity.

In follow-up audits the reports of the 2nd stage of the related standard are used. However, in the

check list, only the detected standard items are filled in. Other items are left empty. The Lead

Audit is responsible for the completion and delivery of the report to PCA.

After the report is given to the PCA office by the Lead Audit (after correcting the nonconformaties),

it is reviewed in three days and the related decision procedure is applied. If necessary, additional

information, document or corrective activities can be requested from the customer. Sometimes

to remove suspensions follow-up audit might be necessary.

5.15. CHANGE OF SCOPE (SCOPE LIMITATION / WIDENING)

The request for the scope change, together with its reasons, is taken from the customer in written

form. If the change of scope is to limit it, the Certification Committee gives a decision after

evaluating the situation. It is not necessary to execute an additional audit for scope limitation.

The customer is sent the certification with the limited scope.

If the scope change includes widening it, The Certification Manager first evaluates the PCA’s

competency for the new scope. If it is competent, after taking the opinion of the auditor who has

taken part in operational auditing of the company, he/she evaluates the request.

Page 19: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 19 / 24

At the end of the evaluation;

a) If the company is not competent enough to make a change in infrastructural or legal terms,

the request is not accepted even without auditing. This situation is announced to the company by

explaining its reasons in written form.

b) If the previous audit includes the request of change, if it is only a different way of defining the

scope, the request is accepted without auditing again.

c) If the previous audit does not include the request of change, the first certification process is

applied again. At this stage, if there is a need for additional documents, they are requested from

the company. At least one of the appointed auditors or experts should be appointed with a suitable

EA or NACE code related to the topic. The Lead Audit determines the items that need to be audited

in the scope of change requested. The audit duration is determined according to the number of

workers. During the audit, it is necessary to check whether internal audits and management

reviews have already been completed or not.

The customer is informed about the requests for change which are not within the scope of

accreditation. If the customer accepts the certificate without accreditation, the audit is executed

by applying the above mentioned rules. The decision process is the same with the decision of the

first certification.

If the scope widening wants to be made together with the monitor audit, the decision on whether

some additional time is needed or not is given by the Certification Manager and the auditor who

has executed operational audit in that company before. If necessary, monitor duration is

lengthened. In addition, the new audit committee is formed again considering the new scope.

The ISO 9001 14001 customers are requested to inform their requests for any process or scope

change to PCA. Because the risks, environmental factors and their effects that appear with the

new scope might be affecting the new scope as well and if there is a possibility of being out of

control, the audit might start earlier without waiting for monitor audit.

The requests for scope change that come during the audit are reported to the central office and

they act according to the decision given by the Certification Manager at the end of the evaluations.

The 2nd stage audit report of the related standard is used for the change of scope audits.

5.16. SHORT-TERM AUDITS

Short-term audit is a type of audit that is executed when there is the violation of PCA rules with

regard to certification, monitoring, re-certification, scope, and follow-up audits, unfair use of logo,

or in cases of customer complaints.

PCA has the right to execute short-term special audits for situations mentioned above. This right

has been recorded in the contract made with the customer. The Certification Manager gives the

decision for short-term private audits. The Management Representative’s advice about this might

also be taken.

The scope and the criteria of the audit are determined by the Certification Manager and the

appointed Lead Audit. This situation can be valid for the whole, one part or only for one

process/section depending on the conditions.

Page 20: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 20 / 24

The duration for the short-term audits is determined according to the number of workers in line

with TL-01 Instructions on Determining Audit Times and IAF rules. The procedure on the

sustainability of the certificate, explained in item 5.9 of that document is applied.

The findings of the 2nd stage of ISO 9001 audit are written in FR-09 ISO 9001 2nd Stage Report,

and ISO 14001 2nd stage audit findings, in FR-12 ISO 14001 2nd Stage Report and FR-15 ISO

22000 2nd Stage Report by the members of all the audit committee. The Lead Audit is responsible

for preparing and handing in the report to PCA.

5.17. CHANGE OF ADDRESS AUDIT

In cases of change of address the customer is requested to give a written letter and necessary

documents (trade journal, settlement plan, flow process chart, is exists, etc.) as addition.

If required, the audit can be performed with the decision of the director of certification.

5.18. CHANGE OF TITLE

In title changes the customer is requested to apply in written form together with a letter and the

necessary documents (trade gazette, etc) showing the change. The title is changed with the

decision of the Certification Manager.

5.19. TRANSFER AUDIT

The transfer requests of companies are taken with FR-01 Certification Application Form by the

Customer Representative, checked and given to the Certification Manager with the aim for the

transfer request to be given.

The transfer process is applied only for the applications coming from the companies accredited

by the bodies accredited according to IAF MLA contract. If other certification bodies apply for the

transfer, they are treated as new customers and the certification process starts from the 1st stage

of certification.

The system documents and audit reports of the previous certification body are requested,

analysed and the company is visited for the transfer. If the company is suitable for the transfer,

the audit process begins with signing a contract. In transfer audit, duration of the second stage

will be choosen.

During the analysis the following points are considered and recorded in FR-74 Transfer

Certification Application Review Form.

Whether the activities of the company are included within the scope of PCA’s services or not,

The reasons of transfer,

Whether the certificate is accredited or not,

The nonconformaties detected in the previous certification, monitoring and/or recertification

audit reports,

The complaints received and the actions performed,

The updated situation in the certificate transfer,

Any relation with the legal bodies.

The applications of the companies under suspension or in the process of suspension are not

accepted. The nonconformities detected in the system documents are reported to the customer

in written form. The nonconformities need to be corrected and approved by the present

certification body before the transfer audit. As a result of these audits if there are any doubts,

Page 21: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 21 / 24

the company is treated as a new customer or an audit can be executed in the problematic areas

only.

If the work relation of the previous accreditation body has ended or if its accreditation has

cancelled, suspended or withdrawn, the audit duration starts from the fist stage of the

certification.

5.20. THE AUDITS OF THE MANAGEMENT SYSTEMS AND GREAT CHANGES IN THE

PROCESSES

These are audits executed for the management system and the serious changes in processes,

restructuring; that is, the change in the top management, organisational changes, changes in

corporate body, mergers, big changes in the management systems or processes, change in

production/service, standard version changes. The process of the audit is applied in the same way

as decribed in 5.16 Short-term Audits.

The documenting director will review the amendment and decide whether or not the stage 1 is

required. If Stage 1 is deemed necessary, the results of the inspection are recorded in the relevant

Stage 1 audit report.

5.21. DETERMINING THE AUDIT COMMITTEE AND THE AUDIT DURATIONS

All the audit committee appointments mentioned in this document and the audits executed by

PCA are done according to PR-07 Audit Committee Appointment, Assignment and Evaluation

Procedure, and the number of personnel-day and the durations of audits are determined according

to TL-01 Instruction on Determining the Audit Duration.

In the first certification audits, there is no need for the members of the 1st stage audit committee

and the 2nd stage audit committee to be exactly the same. The first audit committee is determined

according to personnel-day and it is necessary to have at least one auditor in the committee

within the activity scope of the customer. The Lead Audit is responsible for the management and

the report writing of the audit.

All the audits are process-based, executed and reported according to ISO 19011 standard. In

addition, they are made impartially and independently, without any material or moral constraints,

in line with PCA CERTIFICATION policies and procedures, and other related international guides

and standards.

5.22. THE OPENING AND CLOSING MEETINGS

The audit committe has to conduct an opening meeting at the beginning and at the end of all the

on-site audits (except for 1st stage audits). The Lead Audit leads the opening and closing meetings

and the topics in the agenda are discussed. In order to avoid possible problems, the audit rules,

scope, number of workers and audit plan should be understood and approved at the opening

meeting. The audit findings, nonconformaties, if they exist, and the findings on the legal

conformity of the customer are all explained in the closing meetings. If there are nonconformaties,

the customer is expected to find a solution for them.

5.23. AUDIT REPORTS

Page 22: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 22 / 24

The audit reports are completed during the audit. The activities showing the effectiveness are

recorded, the examples should be defined with references. The following areas should be covered

within the scope of the audit (ex: certification necessities and audited areas), the important

samples followed and the audit methods, observations, positive applications, the details of the

nonconformaties, objective evidences and relating them with the relevant standard necessities

and the documents necessary for the certification, the suitability of the management system of

the customer to the certification regulations, and the comments, clear definitions of the

nonconformaties and their suitability, the comparison concerning the previous audits of the

customer and its benefits.

The audit committee can define the opportunities related to the recovery but cannot make any

offers related to private solutions. The report is handed in or sent to the PCA central office by fax,

e-mail, cargo, etc. Fax or e-mail can only be used in emergency, in such cases, the original reports

should be given to PCA central office in 1 week. The centre office traces the nonconformaties, if

there are any.

If it is possible to recover the nonconformaties, this is done by the auditor who has written them.

In other cases, other committee members or another appointed auditor can make the recovery.

Audit notes, the question lists to be used in the audit, charts, observation reports, reports

concerning the findings are all parts of the audit report and these reports are also presented to

the Certification Manager by the auditors.

The report must indicate the adequacy of the organization and procedures. It must be clear and

legible with the signatures of the customer representative.

While writng the observations, the language should be understandable and clear, the objective

proof should definitely be mentioned, conditional sentences should not be used because if one

regulation is not obeyed, it means nonconformity. While the nonconformaties are being written,

they should be understandable and clear, and should definitely have objective proof. When making

the minor/major classification, and identifying the related standard item, one should be careful.

At the end of the report, the audit committee should definitely mention their decision. The coding

of the audit reports are done according to TL-05 Instructions on Audit Report Coding.

5.24. MAKING CHANGES IN CERTIFICATION REGULATIONS

The certification regulations are announced to all the related parties by publishing them on PR-06

Audit and Certification Procedure web site. The changes in any related procedure are updated by

PCA on web site www.pca-tr.com. The changes in regulations are evaluated by considering the

feedback and opinions from the customer and are revised if necessary and the latest form of the

change is published on the web page again.

5.24.1 Changes in the share distribution of PCA certification, and changes in the company names

are announced on web site www.pca-tr.com.

5.25. SUSPENSION / WITHDRAWAL / LIMITATION / CANCELATION BY PCA

Certification committee makes a decision about the maintenance of the certification for

nonconforming situations which might cause the certification to be suspended or withdrawn.

The certification committee suspends the certification on condition that the certified management

system of the customer, including the regulations concerning the effectiveness of the

Page 23: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 23 / 24

management system, fail continuously.

The certification committee can also suspend the certification on condition that the certified

customer does not allow monitoring or recertification observation at necessary frequency.

The certification committee decides to withdraw or limit the certification if after the audit of the

management system of the company, whose certification or the maintenance of certification is

requested, some nonconformaties are detected and if the customer company fails to solve the

problems at the given time.

The audit committee which is executing the observation of audited company might decide to limit

its scope if they detect that it does not realise some of the scopes that it has declared or has

existed in the previous audit. In this case, the Certification Committee has to limit its scope in a

proper way according to the necessary observation, evidence and proofs. When the PCA

Certification limits the scope, it should request the company to change all the advertisements of

the company.

When the customer keeps failing to meet some of the regulations of the certification, PCA should

limit the scope of the customer to exclude the parts which do not meet the certification

regulations. (Such a limitation should conform to the regulations of the standard being used for

certification.)

If the certified company itself requests to be suspended for a period of time, the certification

committee can also suspend the certification. The details are given in item 5.15.

If the suspended company does not do anything to correct the points of suspension for 6 months,

the committee should meet again and decide to cancel the certification.

As a result of the investigation on a complaint received by PCA about the customer company, if

it is detected that the complaining company is right and if the subject is serious enough to be

taken into account (not obeying the contract regulations, noncorforming the confidentiality rules,

being illegal, etc.), the certification committee should decide to cancel the certification.

If it is detected in one way or other, without even receiving any complaints, that the company is

not obeying the contract regulations, not conforming to the confidentiality rules, and performing

illegal acts, PCA Certification committee takes the decision to cancel the certificate of the

company.

PCA is responsible for all the the decisions, whether they be suspension / withdrawal / limitation

/ cancelation. For suspension / withdrawal / limitation / cancelation decisions, the Certification

Committee Decision Forms are prepared by the Leader of the Certification Committee Manager.

Suspension / withdrawal / limitation / cancelation decisions will be confirmed after they are

approved by the Leader of the Certification Committee.

6.0 NECESSARY DOCUMENTS

TL-01 Instructions on Determining Audit Times

TL-03 Instructions on Pricing

TL-07 Instructions on Accreditation Scopes of the Risk Groups

PR-07 Appointing and Evaluating Audit Teams Procedure

FR-02 ISO 14001 Additional Information Form

FR-03 ISO 22000 Additional Information Form

FR-04 Certification Contract

FR-05 Contract for Assigning Audit Team

FR-06 Customer Audit Confirmation Form

FR-07 ISO 9001 Audit Plan

Page 24: AUDIT AND CERTIFICATION PROCEDURE · 2018-10-24 · AUDIT AND CERTIFICATION PROCEDURE Document Code PR-06 Prepared by: Administration RepresentativeFirst Approved by: General Manager

AUDIT AND CERTIFICATION PROCEDURE

Document Code

PR-06 Prepared by: Administration Representative

Approved by: General Manager First

Publication 15.02.2010

Revision No 17

Revision Date 21.05.2018

Page No 24 / 24

FR-08 ISO 9001:2008 1st Stage Report

FR-08 ISO 9001:2008 2nd Stage Report

FR-11 ISO 14001:2004 1st Stage Report

FR-12 ISO 14001:2004 2nd Stage Report

FR-14 ISO 22000:2005 1st Stage Report

FR-15 ISO 22000:2005 2nd Stage Report

FR-20 Certification Decision Form

FR-30 Adress Change Contract

FR-60 Audit Program

FR-58 ISO 9001+14001 1st Stage Audit Report

FR-59 ISO 9001+14001 2nd Stage Audit Report

FR-75 ISO 14001 Audit Plan

FR-76 ISO 9001-14001 Integrated Audit Plan