PennDOT – District 10-0



PENNDOT – Engineering District 10-0

ISO 9001 Internal Audit Report

(02/06)

PENNDOT – Engineering District 10-0

ISO 9001 Internal Audit Report

PENNDOT – Engineering District 10-0

ISO 9001 Internal Audit Report

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7.5.1 C1

Audit Process

Construction Unit

Department

Auditor(s)

Audit Objectives:

Date & Time of Audit

1. Gary Madey

2. Anita Harris

To review the Hotel Reservation Process, ISO 9001 procedure 7.5.1 #C1 to ensure compliance with the prescribed requirements.

9/20/10 10:30AM

Name of Auditee(s)

Auditee(s) job Function

Item(s) or areas audited

1. Sharon Woods

1. ADE-C Secretary

Hotel Reservation Process

Procedure C1

7.5.1

Overall Statement of Effectiveness of the Quality Management System

Areas to consider for improvement:

1. The flow chart needs updated to meet the current requirement. Sharon has indicated that she will review the flowchart and have it updated to meet the current requirements.

Unit Manager Comments Including Follow-Up Action: (if any)

➢ The flowchart was updated on 9/13/10. TAM The new flowchart is in the Quality Manual.

Specific observed nonconformities (Findings): If Applicable, Follow-up Scheduled:

1. None

Auditee Comments:

o The procedure needs updated according to our current requirements.

Distribution of Audit Report:

• Manager of area audited

• A.D.E. Construction

• ISO Management Representative

Plan approved by: (Management Representative)

Tim McClellan

Statement of overall effectiveness of the system:

• The hotel reservation process is in place and functioning as intended.

Observations and auditor comments:

1. The hotel reservation process has changed since the last audit.

2. Sharon understands the process very well. The process is working even though the flowchart needs updated.

Audit Criteria

Internal requirements (questions)

1. On the process you are to verify the attendee is more than 50 miles form home or headquarters. The process indicates to use Mapquest. Are we permitted to use Mapquest or should some other search be used?

2. Who do you inquire with about the pool cars for availablility?

3. Have there been an adequate number of pool cars available for overnight travel?

External requirements (questions)

1. With the travel restrictions that are currently in place, has this process been adjusted to meet any new requirements?

2. If the hotel requires a credit card and the traveler is using the Agency Lodging Card, what happens if the traveler will not give a personal credit card?

3. Where in the process is the Tax Exemption Form given to the traveler?

4. Should this be shown on the process?

Areas of strength regarding ability to meet requirements- including observed BEST Practices

1. The construction unit does the scheduling for their own employees.

2. There is a backup person available if Sharon is off.

External requirements (answers)

1. Yes. The process has changed. There are differences in the hotels that the attendees are allowed to stay at. Sharon no longer calls the hotel to schedule the room. She checks on the HTL list which is maintained in Harrisburg.

2. Attendee no longer needs a personal credit card. An Agency Card is used and it can only be used for the hotel stay, no meals, etc.

3. The tax form is sent with the e-mail confirmation after the reservation is made.

4. Yes – will be added to the process map.

Internal requirements (answers)

1. Can use any search engine to determine distance.

2. Checks the construction units pool cars. If none available, then Sharon checks for Maintenance, Traffic, and Design pool car availablility.

3. Depends on the time of year. Most times a car has been available. The attendee can drive their personal vehicle if a pool car is available, but they cannot be reimbursed mileage unless the cost can be justified that it is cheaper to drive their personal vehicle.

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