Certification Process in Overview
Regardless of the particular program selected, TQCSI Indonesia has an established method of assessing management systems to formal third party certification. At TQCSI Indonesia, we strive to retain simplicity in the audit process and set the highest priority on client requirements in a partnership relationship. The implementation of this method and philosophy is what sets TQCSI Indonesia apart from the others who, too often, demonstrate bureaucracy, require additional overheads and prove to be, both, difficult to achieve and expensive.
TQCSI Indonesia applies simple, effective applications and interpretations within the following framework.
TQCSI Indonesia applies simple, effective applications and interpretations within the following framework.
Certification Process in Detail
1 - Introduction Interview
2 - Application
3 - Document Review
4 - Pre-Audit
5 - System Audit
6 - Certification
7 - Surveillance Audits
8 - Triennial Assessment
- Contact with the TQCSI Indonesia will provide the opportunity for a discussion where the proposed system requirements and conditions of certification will be explained in detail. You will be provided with a clear understanding of what is required and be given plenty of opportunity to ask for clarification until completely aware of the responsibilities of both parties.
- For large companies or those with diverse operations, it may be desirable at this stage for TQCSI Indonesia to visit and view your company's operations and services.
- Once the necessary information has been solicited, you will be given a firm quotation for the certification services with all costs explained and no hidden charges to worry about. Quotations may also be requested via our contact page.
- A proposed time frame for the certification will then be agreed upon.
2 - Application
- Once you decide to accept TQCSI Indonesia for certification, you should complete the Application Form and forward it to us.
- On receipt of the application, you will receive an acknowledgment which, in itself, may be used to demonstrate that you have made a firm commitment to proceed to third party certification. You may then contact TQCSI Indonesia, at any stage, to discuss any issues regarding our services and the certification process.
3 - Document Review
- When your Policy Manual has been completed, you should contact TQCSI Indonesia to arrange for a Document Review. The Review will determine the Manual's conformance with the formal Standard and it may reveal discrepancies that require correction before the Pre-Audit and / or System Audit can be conducted. This Document Review is normally conducted at our office but may be completed at your premises. This Review prepares your documentation for ultimate assessment. For Food Safety Programs, the HACCP Plan will also be required for the Document Review.
- Following the Document Review you will be provided with a written report detailing any areas requiring attention.
4 - Pre-Audit
- As an optional service, you may undertake a Pre-Audit to preview your Company's preparedness for the System Audit. While this service will not review every function of the system it will, in most cases, be sufficient to provide a realistic measurement of the system's development. It should be conducted within one to two months of the System Audit and many companies have found it beneficial in highlighting any major discrepancies prior to the more formal assessment.
- The Pre-Audit will also allow the Auditor to accurately forecast what resources will be required to conduct the formal assessment. A Pre-Audit is mandatory for Environmental Management Systems (Stage 1 Audit).
5 - System Audit
- When you believe the system is operating as documented, continued effective operation within the system has developed a viable history of performance and you have addressed issues identified by the Document Review or Pre-Audit, the formal System Audit can be arranged.
- The System Audit will ensure that "you have written what you are doing and you are doing what you have written" and all operations are in conformance with the requirements of the Standard and your System documentation.
- If minor nonconformances are found during the System Audit, you will be required to provide an Action Plan to address the relevant issues. On receipt of a satisfactory Action Plan detailing the target dates for rectification, the Auditor will recommend the certification to proceed.
- If major nonconformances are found during the System Audit you will be required to take appropriate action to rectify the problems and then have the relevant issues re-audited. Successful rectification will then allow the certification procedure to continue.
- The process is somewhat different for Environmental Management System certification. Initial site visits are conducted prior to the issuing of a quotation. The Pre-Audit (also referred to as Stage 1 Assessment) which is mandatory for EMS, is usually combined with a Document Review. The System Audit (also known as the Stage 2 Assessment) is conducted when action items identified at Stage 1 have been addressed.
6 - Certification
- Providing the System Audit demonstrates compliance to the Standard and recognized nonconformances have been corrected or there is an agreed Action Plan in place, your company will be recommended for certification. The recommendation will then be submitted to the TQCSI Certification Approval Panel for ratification.
- You will be asked to sign a Licence Agreement, which explains your responsibilities and the responsibilities of TQCSI to ensure your system remains compliant following certification. It will specify the scope and any limitations to, or exclusions from, the certification. Your Company will then be listed in the TQCSI List of Certified Organizations and, for Quality Management System (QMS) and Environmental Management System (EMS) certification, on the JASANZ Register. You will then be forwarded your Certificate of Registration.
- You may then use the TQCSI Certification Marks and other approved marks for promotional and identification purposes. The TQCSI Certification Mark highlights your commitment to continuously improving your Company's operations in accordance with International and/or industry specific standards. TQCSI Rules of Certification contain the guidelines for the use of these marks.
7 - Surveillance Audits
- Normally once or twice per year (depending on the size of your Company), the TQCSI Auditor will visit and check your system to ensure it is continuing to conform with the Standard. The frequency and length of these Surveillance Audits is determined by international guidelines.
- Should nonconformances be recognised during these audits you will be required to correct the relevant issue within a time frame determined by you and the Auditor. Continued failure to correct the nonconformances as requested may result in suspension of the certification.
8 - Triennial Assessment
- On the third anniversary of your original certification, you will be required to undergo a reassessment similar to that of the initial System Audit. This requirement is designed to ensure that the entire system is continuing to be applied in conformance with the Standard.
- On completion of the Triennial Assessment a new Licence Agreement will be signed and the three year cycle will re-commence in the normal manner. A new Certificate of Registration will then be issued.