PennDOT – District 10-0



PENNDOT – Engineering District 10-0ISO 9001 Internal Audit Report(02/06)Audit ProcessDepartmentDate & Time of Audit5.3,5.4,5.5Construction10-27-09 / 10:00amAudit Objectives:Auditor(s)To review process compliance with ISO 9001 Sections 5.3,5.4,5.5Jeff JordanTim AckenADE-ConstructionConstruction Services EngineerPaul Majoris, P.E.Terry Miller, P.E.Item(s) or areas audited5.3 Quality Policy5.4 Planning5.5 Responsibility, Authority, and CommunicationName of Auditee(s)Auditee(s) job FunctionAuditee Comments:Plan approved by: (Management Representative)Tim McClellanPENNDOT – Engineering District 10-0ISO 9001 Internal Audit ReportAudit CriteriaExternal requirements (questions)Is the 10-0 Quality Policy viewable to our customers? If so where? Who is responsible for ensuring the improvement of the Quality Policy? How is this accomplished? Per 9-23-08 audit nonconformity indicates no formal page-by-page management control document review being conducted. Has this been completed? How?Per 9-23-08 audit how have the 3 noted “Areas to consider for Improvement” been addressed? Consider adding the Quality Policy to the ISO-9001 link on the District’s home page and underline or change the color of the hyperlink.Perform an immediate review of the Quality Management document and update with current data.Timely release of meeting minutes (consider 3-day policy).External requirements (answers)No, IT unit could not commit to implementing this online while maintaining updates to it.Management review committee/ Committee meets quarterly to discuss Quality Policy suitability and improvements.Yes-a CPAR was issued and responded to. See October, 2008 management review folder for agenda and minutes.No – see 1. Above for reason.Tim McClellan was tasked to complete, noted in October, 2008 management review dated 10-1-08.Tim McClellan is releasing meeting minutes, too difficult to meet 3-day policy, usually released within a week. PENNDOT – Engineering District 10-0ISO 9001 Internal Audit ReportInternal requirements (questions)What is this organizations Quality Policy? How is this policy made known?When was the last e-mail sent out to the 10-0 construction unit pertaining to the ISO process? What was the content? Was a response or participation required from the participant?What measure/s are used to determine the effectiveness of the internal questions? Is it part of a dashboard?Does training come under one of the resources needed to achieve quality objectives? How does this compare with the ban on certain training that is outside the District but is not available elsewhere? Is this commitment of resources to attain quality part of the process if the $ is not available? If not, why state that $ will be made available? Is the issue of quality subject to compromise?What is the process if/when resources are not available to implement the Quality Policy?Internal requirements (answers)1..It is contained in he document posted on the J drive2.)The minutes of the meeting of the management review committee and the distribution of on a quarterly basis. No reponse is required of the recipients. 3) The management team has been seeking for some quantitative ,easures to determine the effectiveness of the ISO process. Presently they are none in place and the matter of effectiveness is solely opinion.4) Yes training does . Currently restrictions have been imposed State wide on training. This district has curtailed any training outside the district that involves overnight stays. As much as possible essential trainings have been scheduled inside the district. . Training critical to the success of the unit that is outside the district has been permitted to key personnel on a case by case basis to get the maximum return on the investment in training. The key people then become the unit expert(trainers) with the responsibility to disburse the acquired knowledge to other in the unit.5) The process when the resources are not available are to continue to funding requests. Secondly to squeeze as much out of the allocated resources as possible by using unit people to train. PENNDOT – Engineering District 10-0ISO 9001 Internal Audit ReportOverall Statement of Effectiveness of the Quality Management SystemAreas of strength regarding ability to meet requirements- including observed BEST PracticesThe Quarterly Management review meetings completed in a timely mannerCPAR’s are being reviewed in a timely manner.Areas to consider for improvement:The CPAR process shows proper documentation but lacks in tracking and is hard to follow: example; CPAR request# 2-08 external answer#3. The noted corrective/preventive action response is; “A meeting was held on 10/24/08 to review the Quality Manual in depth. See October, 2008 management review folder for agenda and minutes”. Pg.2of3 of this review highlights the non-conformity and indicates “will have a meeting and review”. Where and what is the outcome? Trail stops here. Specific observed nonconformities (Findings): If Applicable, Follow-up Scheduled:NAObservations and auditor comments:CPAR tracking process noted above in improvements needs refined.Statement of overall effectiveness of the system:The process itself is adequate, some fine tuning is realized.Unit Manager Comments Including Follow-Up Action: (if any)This was discussed at the 1/7/10 management review meeting and after discussion it was determined the CPAR tracking process is functioning correctly; however, notes for ISO meeting other than management review meeting must be kept more diligently. The management rep. will ensure notes for future meetings are located in the J drive under the ISO folder.Distribution of Audit Report:Manager of area auditedA.D.E. ConstructionISO Management Representative ................
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