The Importance of Accurate Nonconformance Reporting in ISO and AS9100 Audits
In the realm of quality management, accurate nonconformance reporting is a cornerstone for maintaining and improving standards. This is particularly true for organizations adhering to ISO and AS9100 standards, where the stakes are high, and the margin for error is minimal. Nonconformance reporting is not just a procedural requirement; it is a critical tool for continuous improvement and risk management.
Key Points for Auditors to Remember:
Phone a Friend: Anytime a process owner pushes back against a nonconformance you are discussing with them, and you can't come to an agreement, please call another experienced auditor, consultant, or another senior member of your organization to discuss and get clarification on the finding.
Certified Organization: If an organization you are auditing is certified already and especially if it has been for a number of years, be extra cautious about writing a nonconformance that their management does not agree with. Make sure there is an explicit requirement and that you have discussed the finding with myself or a senior team member.
Documented Information: In many instances, organizations face the expectation of maintaining documented records even when their internal procedures or ISO or AS9100 standards do not explicitly require them. This can be a challenging situation. I've experienced scenarios where a standard's requirement was being met, but the auditor still requested a record as objective evidence of compliance. For example, during a recent audit, an organization demonstrated that their KPI Management process (addressing a failure to meet a target) was in line with the standard through practical demonstration and verbal explanation. However, the auditor insisted on seeing a documented corrective action as proof. We were able to have that finding overturned by Technical Review. It's important to understand that while documentation can provide clear proof, it is not always mandatory. As long as you can convincingly demonstrate that the requirement is being fulfilled, it does not necessarily need to be captured in a formal record. This flexibility can help organizations focus on actual compliance rather than unnecessary paperwork.
Adherence to Standards and Requirements: When identifying nonconformances, it is imperative that you base your findings on specific requirements outlined in the ISO or AS9100 standards, customer requirements, or the organization's documented requirements. Each nonconformance must be clearly linked to a specific clause or requirement that has not been met. This ensures that your findings are objective, verifiable, and defensible.
Avoiding Subjective Judgments: It is not appropriate to write nonconformances based on personal opinions or subjective judgments about how an organization should operate. Your role is to assess compliance with established standards and requirements, not to impose your own views or best practices unless they are explicitly required by the standards or customer requirements.
Clarity and Precision: Each nonconformance report must clearly state the exact requirement that has not been met. This includes citing the specific clause from the standard, customer requirement, or internal procedure that the organization has failed to comply with. This approach not only ensures transparency but also helps the organization understand and address the issue effectively.
Professionalism and Integrity: Your credibility as an auditor depends on your ability to conduct audits with experienced professionalism. By ensuring that all nonconformances are well-founded and clearly documented, you maintain the trust and respect of your clients.
Conclusion
In conclusion, accurate nonconformance reporting in ISO and AS9100 Audits is fundamental to the integrity of your auditing process. Let us all commit to upholding these principles in every audit you conduct. By doing so, you not only enhance the value of your audits but also contribute to the continuous improvement of the organizations you serve.
