Appendix 10 Example of a standard operating procedure for preparing for an inspection

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1 Appendix 10 Example of a standard operating procedure for preparing for an inspection 1. Title Preparation for an inspection Signature Prepared by 11 May 2006 Authorized by 2. Policy and objective 2.1 Each manufacturer should be inspected by the procurement agency to assess compliance with good manufacturing practices. 2.2 All inspectors should follow the SOP in preparing for the inspection(s). 2.3 The objective is to ensure that a standardized procedure is followed by all inspectors when preparing for the inspections to prevent inspections being performed by different inspectors in different ways. This should ensure consistency in performance between inspectors. 3. Responsibility Project Manager Inspectors 4. Action All actions described here are taken from the details provided by the WHO publication Quality assurance of pharmaceuticals, Volume 2, Chapter 4: Inspection of pharmaceutical manufacturers and inspection of drug distribution channels. These guidelines or other similar systems operated by national drug regulatory agencies should be followed in detail. 4.1 Once the inspection has been allocated to the inspector, he or she should plan for the performance of the inspection according to the steps outlined below. 4.2 Verify the objective of the inspection that is to be carried out. 330

2 4.3 Clarify which type of inspection will be performed, e.g. routine GMP or follow-up 4.4 Decide whether the inspection will cover the entire factory or just part of it. 4.5 Determine what the scope and depth of the inspection will be to enable you to prepare for it properly. (For a company producing sterile products, prepare by reviewing the guidelines for sterile product manufacture in addition to the general GMP guidelines.) 4.6 Scrutinize the product information for the products in the prequalification procedure manufactured at this manufacturing site. 4.7 Decide how long it will take to carry out the inspection and plan the date when the inspection will take place. 4.8 Inform the manufacturer(s) in question of the proposed date for the 4.9 Ensure that the proposed date for the inspection is suitable for all members of the inspection team Decide on a chief or lead inspector to coordinate and lead the 4.11 The lead inspector will be the main spokesperson during the closing or exit meeting at the end of an inspection, and has the overall responsibility for the inspection report Inform other interested parties of the proposed or planned inspection, e.g. a regional office of the procurement agency or agency, or the national regulatory authority Review documentation relating to the manufacturer to be inspected such as a completed questionnaire In case of a follow-up inspection, and where the procurement agency or agency has a company file in which general correspondence and previous inspection reports are filed, review the correspondence If a site master file (SMF) exists and is available, study the SMF and make notes to be followed up during the inspection (e.g. available equipment, SOPs and records) 4.16 Study the layout and design of the manufacturing facility, and some of the systems the manufacturer has in place to ensure quality in manufacture of products Look at the information provided on the manufacturing licence and product licence. Make notes of the aspects that need to be inspected to 331

3 confirm compliance with licence conditions, and to verify data during the 4.18 Review the reports of previous inspections, reports of adverse drug experiences and complaints, if any exist, as investigations and corrective action taken by the manufacturer should be verified during inspections For a special inspection, review records of the company in relation to complaints and recalls, and regulatory test results (surveillance) where available If an annual report is available, scrutinize the report and note the information in relation to financial aspects of the company, personnel issues and products manufactured If any complaints had been received about the manufacturer or products previously supplied, review the contents of the complaint, investigation, outcome and corrective action If self-inspection/internal audit reports were requested from the manufacturer, review the contents. (Such reports are normally not requested as some manufacturers consider that the inspectors should assess GMP compliance themselves, and not look at the company s own findings of inspections. Requesting such reports would be dependent on the policy of the procurement agency.) 4.23 Study the diagram of the facility to get a better understanding of the flow of material, personnel and processes in the facility If any manuals and/or procedures were submitted by the manufacturer, review these and prepare specific questions relating to the quality policy, validation policy and procedure for performing certain activities Draw up a checklist or aide-memoire of points to be verified during the 4.26 Draw up a programme for the Produce an outline of what will be covered each day and clarify what each member of the team will be doing every day or half-day of the visit. Indicate in the programme which sections or departments will be inspected, and when (for an example, see Addendum A) Distribute the programme to the team members. In the case of an announced inspection, inform the company of the proposed inspection programme. 5. Addenda Addendum A: Example of an inspection plan 332

4 6. Distribution and retrieval The record of distribution and retrieval of the SOP should be entered in a table; see the model below. Distribution Retrieval Name Signature Signature 7. History The history of changes to the SOP should be entered in a table; see the model below. Reason for change 333

5 Addendum A: Example of an inspection plan Manufacturer Address Inspectors Day 1 Time Activity 08:30 Arrival 08:45 Opening meeting and company presentation 09:15 Receiving area and stores 10:15 Sampling 11:00 Tea 11:15 Weighing 12:00 Packaging components 13:00 Lunch 14:00 Manufacturing (organize time depending on the dosage form(s)) 17:00 Summary of the day s observations Day 2 08:30 Manufacturing, continued 10:00 Tea 10:15 Quality control 12:00 Heating, ventilation and air-conditioning, water and other utilities 13:00 Lunch 14:00 Documentation 17:00 Summary 17:30 Closing meeting 334