Face-to-face with the listener is an experience often apprehended by the auditors. Indeed, the outcome of this meeting gives the right, or not, to the QUALIOPI sesame. Without having experienced it, it is difficult to imagine the day and the unknown always scares. This article will give you a concrete overview of a typical audit day, so you can organize it as best as possible.
The QUALIOPI certification is valid for a period of 3 years. This starts with an initial audit and then a monitoring audit between 14 and 22 months after the date of obtaining the certification. After 3 years, the certification comes to an end and a new cycle begins again .
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You have agreed on an audit date with your certifying body. This one misses an auditor (employee or subcontractor) to carry out your audit and will be the same throughout the cycle (initial audit and follow-up audit).
Before the audit, the auditor will contact you to provide you with an audit plan. This audit plan is the common thread for the audit day. It defines the scope of the audit, the names of the persons to be audited and the benchmark indicators involved in the audit.
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An audit day lasts between 7 and 8 hours, not counting the lunch break.
Plan de l'article
The day usually starts around 8:30am, and it is customary to take 5 to 10 minutes with the listener to get to know around a cafe and take a little guided tour of the premises.
Opening meeting (15-20min) — meeting room
Officially, the auditor will present the progress of the day, audit conditions, reminder of rules, duration, and organization of the audit.
Audit — Offices/Premises/Training Room
The audit begins, the auditor will usually unfold the criteria in the order of the repository. Depending on the size of the organization and the topics to be addressed, the audit can take place in the meeting room or in the auditor’s office. The auditor is free to verify the actual implementation of your provisions and request access to a training room, display point or other.
The auditor will request to audit specific cases by sampling.
For the 1st indicator, the auditor will ask you what are the latest training you have given. He will select a few (sampling) and want to see the programs of these trainings. It analyze them, verify that all the topics requested by the repository are present in the repository, ask you about how to disseminate to the relevant public and ensure that the documents are dated. If everything suits him, he will move to the next indicator.
If it finds a deviation from the repository, it must indicate it to you.
Lunch is a moment of conviviality, apart from the audit. Take the opportunity to take the listener to lunch to a nice place. No zeal. Remember to respect the scheduled schedules.
If you have any questions, you can take the opportunity to seek the opinion of the auditor who will be able to answer them more openly than in auditing. As a reminder, an auditor is there to see, he has no right to give advice.
The auditor’s fees (meal accommodation travel) are, in all case, at your expense, at the actual or the package, as specified in the quote you signed. So it’s better to invite him.
Back to Audit
The audit continues in accordance with the audit plan; when interviews are completed, the auditor will be isolated to prepare for the closing meeting.
The auditor will recall the context of the audit, and sets out the findings.
In the event of non-compliances observed, the auditor must provide you with a written statement of non-compliance and explain the terms and conditions of response and the time you have to provide the response elements. In any case, an analysis of the causes and extent of the non-compliance will be required to define the actions to be taken and the timelines you expect (this is the action plan).
What is a non-compliance?
Minor non-compliance: “it is the partial consideration of an indicator that does not call into question the quality of the service delivered. For minor non-compliance, the established action plan shall be sent to the certifying body within the time limit set by the certifying body and must be implemented within six months. Verification of the implementation of corrective actions is carried out at the following audit. If the minor non-compliance is not lifted at the next audit, it shall be re-qualified as a major non-compliance”.
Major non-compliance: “it is the failure to take into account an indicator or its partial consideration calling into question the quality of the service delivered.
For a major non-compliance, the verification of the implementation of corrective actions must be effective within three months. Failure to implement actions corrective, certification is suspended. The suspension of the certification shall be lifted by the certifying body following receipt of evidence showing the return in conformity by the provider and the balance of major non-conformities. If corrective actions are not implemented within three months of the suspension, the certification is withdrawn or not issued. It then requires the completion of a new initial certification audit”.
Once the report is finalised to the certifying body, it is analysed by a technical committee which is the only one able to decide on the award of the certification. He may reclassify deviations (e.g. minor to major) if he feels that the auditor was wrong.
If everything is in order, the committee validates the certification and you will receive the certificate in weeks that follow.
Caution: If you have one or more major non-conformities, a supplementary audit may be requested by the certifying body to verify that you have corrected all major non-conformities correctly. This additional audit can be carried out on site or remotely, depending on the type of non-compliance.
The additional audit is paid and will be subject to additional billing, not provided for on the quote.
The existence of at least 5 minor non-compliances unlifted in decision making constitutes a major non-compliance, and blocks the granting of certification.
If you are denied certification, you can only make a new application within 3 months from the date of the refusal.
It is important to properly prepare for the audit, to put all the chances of your side. A blank audit can be a great way to verify your system to identify and correct potential non-compliances before the actual audit.
Benefiting from a “certified or refunded” offer, as proposed by MyeCertificate is also a great way to ensure the success of your audit.