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Unannounced SQF Audit Corrective Action Window


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YNA QA

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Posted 10 September 2019 - 01:07 PM

We recently had our unannounced audit, and our auditor mentioned that he wanted all corrective actions in within 20 days of the end of the audit so that if he did not agree with any corrective actions he could push them back and we would have time to fix in our 30 day window.  He also stated he only wanted responses in one big email, I couldn't submit corrective actions as I finished them.  

 

This is the first time I've dealt with such a particular auditor.  Is this normal? Previously I had the full 30 days to submit, and the auditor would kick back if he/she found an issue even past the 30 days.  I also feel that some of the bigger picture items, that take more than 20 days to coordinate cannot simply be completed within 20 days given the timing.

 

Is this normal? I'm doing my best to comply, but several items were very large scale and required several days of work on just one corrective action, and items that require contractors or outside work cannot always be completed or have bidding done that quickly.  Therefore I cannot fully submit all corrective actions in full until much closer to the end of the window.  

 

Just wanting to see if this is normal or I've been spoiled up to this point.

 

Thanks!!!



Setanta

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Posted 10 September 2019 - 01:13 PM

I think this is the new normal, due to some corrective actions running over the 30 days, We had an audit under SQF 8.0, where everything needed to be submitted in the first 21 days, leaving time to resubmit if necessary.  

 

Edited to add: You will need to file for an extension if you think it will take more than 30 days.

 

Setanta


Edited by Setanta, 10 September 2019 - 01:14 PM.

-Setanta         

 

 

 


AW1488

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Posted 10 September 2019 - 04:54 PM

Totally normal for SQF.  If there is work scheduled passed the 30 days I always had our contractors write a statement showing it was scheduled and if we had to put down a deposit I would include the receipt, of course depended on how severe the finding was.  You can file the extension or see if the auditor would accept documentation showing you have it scheduled and paid for.



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Posted 10 September 2019 - 05:54 PM

Totally normal for SQF.  If there is work scheduled passed the 30 days I always had our contractors write a statement showing it was scheduled and if we had to put down a deposit I would include the receipt, of course depended on how severe the finding was.  You can file the extension or see if the auditor would accept documentation showing you have it scheduled and paid for.

 

This won't require an extension, just more than the 20 days he requested.  I have just always been told previously to get them in as you get them done but aim for before the 30 days, not all of them at once ONLY and absolutely within 20 days.  Just seemed like a bit excessive.  I've kept him updated on certain items and he seems understanding so I'm not worried, just curious if this was the new norm :)



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Posted 10 September 2019 - 06:40 PM

This won't require an extension, just more than the 20 days he requested.  I have just always been told previously to get them in as you get them done but aim for before the 30 days, not all of them at once ONLY and absolutely within 20 days.  Just seemed like a bit excessive.  I've kept him updated on certain items and he seems understanding so I'm not worried, just curious if this was the new norm :)

 Hey AshleyQA,

 

I don't mean to compare apples to oranges, but my experience is with BRC. We always had 28 days from audit to completion of corrective actions, BUT our auditors always asked us to have them completed by 21 days for the reasons you mentioned. I have turned in a report before only to have a technical manager ask more questions...so we were glad we turned ours in early. 



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YNA QA

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Posted 10 September 2019 - 07:37 PM

 

 

I don't mean to compare apples to oranges, but my experience is with BRC. We always had 28 days from audit to completion of corrective actions, BUT our auditors always asked us to have them completed by 21 days for the reasons you mentioned. I have turned in a report before only to have a technical manager ask more questions...so we were glad we turned ours in early. 

 

I agree.  It's a good idea because I have had them kicked back before.  Just haven't experienced this request before.  We really liked this auditor, and hope that he comes back to our facility, but just wanted to see if the criteria were unique to him or if I've had lax auditors in the past.  



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Posted 10 September 2019 - 07:40 PM

When I was an SQF Auditor facilities had 30 days to do the minors and 14 to do the majors.  This creates an issue in that if it is the Auditor that must receive, review and clear the corrective actions and then finds some not acceptable he/she will have to kick them back to the the submitter - but still the max time is 30 days for acceptance... you can check with the CB to see if that is their own policy, and they may say yes - given the max time allowed I think it reasonable by the Auditor to demand this - considering that at the 30 day max time it creates a submission and clearance issue.  I had many that drove right up to the limit and then dumped all of the CARs in at one time. 20 days while seemingly difficult on the facility personnel allows the Auditor breathing time.


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Mulan1010

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Posted 11 September 2019 - 03:13 PM

Since SQF has moved to Edition 8.0 the auditors we have had have asked the same.  We were asked to complete and submit corrective actions within 20 days and submit all at once.  They even had an Excel form for us to use which had the designated locations for us to record the root cause and corrective action(s) and and we had to embed the evidence of each (5 Whys Diagram, Pictures, Training Documentation, etc...) into the file before we sent it off. - I do think it is reasonable as if the auditor disagreed with a response then we would need time to readdress. For items that require construction and downtime to complete and unable to do so within the time frame we did the same as AW1488 and submit the documentation it is in the works to get completed.



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Posted 11 September 2019 - 03:24 PM

When I was an SQF Auditor facilities had 30 days to do the minors and 14 to do the majors.  This creates an issue in that if it is the Auditor that must receive, review and clear the corrective actions and then finds some not acceptable he/she will have to kick them back to the the submitter - but still the max time is 30 days for acceptance... you can check with the CB to see if that is their own policy, and they may say yes - given the max time allowed I think it reasonable by the Auditor to demand this - considering that at the 30 day max time it creates a submission and clearance issue.  I had many that drove right up to the limit and then dumped all of the CARs in at one time. 20 days while seemingly difficult on the facility personnel allows the Auditor breathing time.

Hi Glen,

 

Since you have the experience of also being an auditor, could you help explain the desire to have everything submitted in one submission or document?  In the past our auditors were happy to get them individually, particularly those "quick hitters" that could be taken off the table.  I guess I can partly understand the desire of the auditor to only have to schedule one day to review and accept or not accept, but if it is a long list or complicated issues mixed with the easier, seems like it just delays getting some items accepted or not.  Likewise, I am used to the 14 days for majors and 30 for minors so I am sure I am biased to this format.

 

Thanks for your thoughts!






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