Dispatch process audit documentation
Dispatch process audit documentation is established to ensure that all activities are conducted in system is properly managed and process conducted as per standards.
Dispatch process audit documentation is prepared & apply in dispatch’s internal system for ensure the system is properly managed and organized as per standards requirements, all the activities, documentations and others supporting activities are managed and follows standards requirement to sustain material dispatching to customers on delivery time. Dispatch process audit documentation is established by dispatch head & concern processes and its controls are maintained by management or management representative to dispatch processes are accurately conduct during stages of processes. In the documentation of the dispatch process audit and concern activity are established for identify non-conformity in process, on base of identified non-conformity, dispatch head conducted those points are determine action plan and implement on those areas where non-conformity identified. For the dispatch process improvement, timely audit and inspection processes are necessary for making a directive process of dispatch and concern.
Dispatch process audit documentation conducted by management representative to managing activities concern audit in dispatch department, and management representative is responsible for arrangement of audit, selection of qualified auditors that conduct audit and identify internal system requirements, non-conformity and system direction. The audit processes are conducted by qualified auditors and are responsible for audit properly at all the stages of dispatch processes, and suggest the improvement of system. To conducting internal audit, audit team is prepared documents and checklist to verification of the activities and processes are conducted in dispatch department, generally in audit functions, checklist is very useful format for quick and easier for auditing the activities, so here as below given example format of checklist for the conducting dispatch processes activities and verification, see picture of dispatch process inspection checklist for education purpose:
In the dispatch process inspection checklist, all the required points that checklist points are merged in the format to easier for auditors to conducting each activities and stages of processes where conducted during activity within department, here as below given some basic points which helps to determine and preparation of checklist for particular dispatch process audit:
- Whether all incoming materials from quality department, documents, quantity of product and other details are comes along with materials? How to verify that details?
- What is the process in case the materials are found with shortage? Its there document or product shortage notice is provided? How to prepare? And what kind of information merged in it?
- In the dispatch department, how the materials are temporary storage? Is there warehouse? How the warehouse is managing all the records and materials? Whether warehouse management system is deployed? & warehouse management system audit is separately conducted?
- How the warehouse is managing materials, and its input – outputs are conducted, is there FIFO system is applied? Or the material is handled as per customer order?
- Is there packaging department is separately maintained? All the documentations and products are maintained as per standard requirements? Packaging materials inspection are properly audited and inspected by qualified engineers?
- How all outgoing materials / shipping / dispatch processes are conducted? Is there documentation is evident? Which document though all dispatch process is conducted? The document is sufficient for managing all dispatch processes?
- Is there commercial invoices / bill of landing / Shipping checklist and other transportation documentation are verified by authorized person? How the authorize person proceeding authentication of documentation?
- How the documentation is managed? All the documents are shipped along with materials are part of the documentation are conducted and sent through courier services? How both types of documentation services are maintained?
- Is there any existing mechanism for monitoring incoming and outgoing vehicle? How the vehicle checking conducted?
- Is there loading /unloading procedures / work instructions / SOP are deployed in the packaging / dispatch department / warehouse? Peoples are understood & follow strictly?
In the dispatch process audit is conducted on base of the product / dispatch department’s internal management system and records are conducted as per standards, the documents are records are generally maintained in department as per requirements of processes, when the audit is conducted that auditors are verify the dispatch flow of the processes to easier for audit and all the documentation are verified as per flow to managing or avoiding any stage of process from audit processes. The documentation of dispatch process audit and its records are maintained, update and identified all non-conformity are given to dispatch department, department head is conducting those identified non-conformity and determine action for implementation and improvement of internal system.
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Dispatch process inspection checklist
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