Certification procedure, oversight and recertification
Certification Body «PROFI SYSTEM»
The applicant will be contacted in any convenient way to receive the application form and explanations for its completion in order to begin interaction with the PROFI SYSTEM. When completing the application, the OS representative provides explanations on the certification procedure, applicants’ rights and obligations, payment information, procedures for solving complaints and appeals, and any other questions from the applicant.
The applicant must file an application in accordance with the form on paper, signed by senior management and certified by the seal of the applicant.
The consideration of the application ends with the approval of the decision on the application.
In the case of positive results of consideration of the application, a draft contract for certification is prepared and an announcement about the results of the consideration (not later than two weeks from the date of receipt of the fully completed application) with the draft agreement is sent to the applicant. The calculation of the value of the contract is made taking into account the specified duration of audits and travel expenses.
The applicant submits to the operating system one signed copy and one seal of the contract and other documents and materials for evaluation in the agreed term.
The transfer of the application, agreement and documents between the applicant and the PROFI SYSTEM can be done in any way (by mail, fax or e-mail).
The starting point for determining the time is the number of staff of the applicant. Then, the basic amount of time is adjusted by the factors inherent in the applicant.
The selection and appointment of the audit team begins upon receipt of a set of documents from the applicant, as determined by the Report on the results of the review.
The number of people involved in the group depends on the duration of the audit and the number of remote areas.
Participation in a group of experts and trainee auditors does not affect the duration of the audit.
The order for the certification of the CM must be prepared and approved by the Director not later than one week after the date of receipt from the applicant of the set of documents specified in the Report on the results of the review.
A copy of the order is sent to the applicant in any way convenient for both parties. The applicant is informed that, in the event of a denial of the participation of any person, justification must be made in accordance with the provisions of ISO 19011.
The head of the certification department, after obtaining the consent of the applicant, informs the chief auditor of the necessity of starting work.
The development of the audit program begins with the first stage audio on the basis of analysis of the information and documentation provided by the applicant.
The 1st stage audit can be carried out entirely at the applicant’s premises (or remotely if the applicant provided the documentation).
The 1st stage audit is carried out in accordance with the measures specified in the Program.
If the applicant provided the CM documentation, the 1st stage audit begins with its analysis to prepare for the 1st phase audit on-site.
As a rule, part 1 of the 1st stage audit conducted in the premises of the applicant is carried out only by the chief audit officer.
Matching the date and place of the 1st stage audit is performed by the chief accountant at any convenient way for both parties (by telephone, e-mail, etc.).
As a result of the 1st phase audit, the Chief Auditor prepares the Report, and submits it for approval in the OS. The Chief Auditor makes a decision on the need to eliminate the non-conformities (if any) before the 2nd stage audit and report this decision in the Report.
One copy of the Application Report shall be sent to the applicant.
Also, the result of the audit of phase 1 is the planning of audit of the second stage — the audit plan of the 2nd stage. The plan should cover all requirements of the standard on the CM.
The developed and approved plan is sent to the applicant after approval by the head of the PROFI SYSTEM of the Report in the first stage with the positive conclusion of the chief auditor or, in case of negative opinion, confirmation by the chief auditor of the removal of the comments by the applicant. Aggregation can be done in any way (by mail, fax or e-mail).
The 2nd stage audit starts with an introductory meeting involving all the members of the audit team and the applicant’s representatives. During the meeting, the Chief Auditor should highlight the following issues:
representation of group members and their roles;
— confirmation of objectives, industry and audit criteria;
— confirmation of the plan of the audit or changes to it;
— methods and methods of auditing;
— confirmation of availability of resources;
— ways of exchanging information between members of the group and the applicant;
— reporting method;
— safety issues;
Confirmation of confidentiality
— Information about OS procedures for dealing with complaints and appeals;
— Possibilities of representatives of the applicant to put questions to the audit team.
The minutes and discussions are recorded in the duplicate in the minutes. One copy is given to the applicant.
The SM audit is conducted in accordance with the guidelines of ISO 19011.
All discrepancies detected during the audit are recorded by non-compliance protocols and communicated to the applicant.
The 2nd stage audit ends with a final meeting involving full-time audit teams and a representative.