What is a Vendor Audit?
Organizations use a Vendor Audit to evaluate a third-party hired by the organization. An audit can look at several different issues, such as the organization’s quality control, its costs vs. benefits, its cybersecurity protection, or other aspects.
QA shall prepare the vendor audit schedule for raw material. QA shall inform all concerned and Purchase Department Head in advance regarding agenda, scope, and audit details.
In general, the audit shall cover six systems but not limited to:
- Material Management System.
- Facility and Equipment System.
- Production and Process Control.
- Packing and Labeling Control.
- Laboratory Control.
- Quality Management System.
During Audit (in case of schedule audit) status of the last audit (if applicable) shall be verified.
What are the Advantages of Vendor Audit?
- Increased Process Transparency.
- Better Cost Control.
- Enhanced Business ROI.
- Ensure Compliance in Vendor Operations and Output.
- Strengthens Relationships Between Vendor and Client.
- Secure and Easy Document and data storage.
- Automation of Redundant tasks.
- Deeper Vendor Analytics for Greater Service Operations.
- Efficient Risk Management.
- Optimize Quality Checks and Audit Trails.
- Tracking Payments and Reimbursements.
- Time Savings.
- One Familiar Interface.
- Less Risk.
- Less Administration and Meetings.
- One Support Desk.
- Quality and Performance.
Vendor Risk Management Audit Checklist
Organizations conduct due diligence into the third-party’s ecosystem and security, but they must audit and continuously monitor their vendors to protect themselves truly. Not only do organizations audit their vendors, but standards and regulations often require audits of the company’s vendor management program.
Therefore, organizations need efficient Vendor Risk Management audit processes that allow for smooth audits of their vendor management program.
What is Vendor Lifecycle Management?
Traditionally, Vendor lifecycle Management incorporates five primary categories: qualifying, engagement, managing delivery, managing finances, and relationship termination. However, as data breach risk increases, companies need to review information security as a sixth category in the life cycle.
For example, due diligence during the qualification step incorporates information security management. However, threats evolve continuously, meaning that organizations need to review information security over the entire life cycle, not just a single point.
What are the Steps in Vendor Management Audit?
Internal audit managers know that successful audits begin by establishing an audit trail. Next, the operating model, or living documents that guide the process, includes vendor categorization and concentration based on a risk assessment that uses an approved methodology. Next, organizations must supply vendor report reviews providing ongoing governance throughout the vendor lifecycle.
1. Choosing the Vendor to Audit
It is perhaps unrealistic (and possibly unnecessary) to audit every vendor in detail. How much time and effort can be placed in this activity will largely depend on the resources available to a business and the degree of risk involved. However, an auditing team should be established, and the need for any shortfall in team members’ knowledge ascertained and additional training sought.
- Before ever visiting the site, you should begin by asking the vendor some simple questions, such as the following:
- Do they have a quality statement backed by a quality assurance system?
- How is their system organized?
- How is quality assurance implemented?
- Did it organize in such a way as adequately to meet the needs of the food business being supplied?
- Who has overall control, and what authority do they have within the company’s structure to rectify non-conformities as they arise?
- How many complaints do they have in a year?
- How are these followed up?
2. Visiting the Vendor
An appointment will have to be made, at least initially, with the vendor since the right people must be present during the auditing process. The agreement should first be sought as to the standard to which the premises are to be inspected. If the quality assurance plans have proved acceptable to a company, then the appropriate benchmark might be the vendor has set for themselves (i.e., are they doing what they say they should be doing?).
3. Inspecting the Premises
The inspection will be conducted to the agreed standard and might make use of the checklists already devised. The assessment should be detailed and precise. The auditing company should have a clear idea of the areas they want to inspect. For more significant operations, it may be necessary to arrange for several company members to review the work appropriately allocated at one time.
4. Closing the Audit
The audit is closed by the auditors conveying their findings to the organization concerned. This may either be done verbally at the time or by way of a written report later. It is political to allow senior managers to analyze the audit results and devise ways of dealing with the non-conformities that will have been unearthed.
A further meeting may have to be arranged later to allow both parties to air their views. Timescales should be agreed upon, and urgent items should be given priority.
Why Use Vendor Audit Services from TUV Austria Bureau of Inspection & Certification?
With a global reach, we can accurately assess your vendors and suppliers wherever you need us. We can help you to:
- Make informed decisions using our detailed assessment report.
- Ensure your suppliers and vendors meet all relevant statutory regulations and quality standards.
- Assess the ability of your vendor or supplier to deliver your specific orders.
- Ensure thorough independent assessments of their premises or construction site – anywhere in the world.
In addition, to Vendor Audit Services we also offer a range of complimentary services:
- Inspection Services
- Third-Party Inspection Services
- Pre-Shipment Inspection Services
- Quality Assurance/Quality Control Services (QA/QC)
- Lifting Equipment & Crane Inspection Services
- Technical Staffing Services
- Construction Supervision Services
- Technical Manpower Supply Services
- Non-Destructive Testing (NDT/NDE) Services
- Mechanical Testing Services
- Risk-Based Inspection Services
- Pressure Equipment Directive (PED) Certification
- Pressure Vessel Inspection Services
- Storage Tank Inspection Services
- Steam Boiler Inspection Services
- Supplier Expediting Services
- Emission Testing Services
- Plant Safety Services
- Equipment Safety Services
- Explosion Protection Services
- Fire Protection Services
- Environment, Health, and Safety Services
- Process Improvement Solutions