INTERNAL QUALITY AUDITS

of 12 INTERNAL QUALITY AUDITS Name Prepared: Quality Management Representative Signature 14/6/2010 Date Approved By : Director 14/6/2010

of 12 Contents 1. GENERAL... 3 1.1 PURPOSE... 3 1.2 SCOPE... 3 1.3 REFERENCES... 3 2 TERMS AND DEFINITIONS... 3 3 RESPONSIBILITY AND AUTHORITY... 4 3.1 Director... 4 3.2 Quality Management Representative... 4 3.3 Deputy Directors... 4 3.4 Departmental Heads... 4 3.5 Internal Quality Auditor(s)... 5 3.6 Auditee... 5 3.7 All Staff... 5 4. DETAILS OF PROCEDURE... 5 4.1 Audit Initiation, Planning and Preparation... 5 4.2 Audit Performance... 6 4.3 Follow Up and Review of Corrective Action... 6 4.4 Reporting and Management Review... 6 4. Appendix... 7

of 12 1. GENERAL 1.1 PURPOSE This is to provide and define the necessary control measures for carrying out the internal audit activities. 1.2 SCOPE This procedure covers from planning the audit, carrying out the audit to preparing the audit report and follow up. 1.3 REFERENCES ISO 9001:2008 Clause 8.2.2 Quality Manual 2 TERMS AND DEFINITIONS In addition to the relevant common definitions of terms given in ISO 9000:2005, the following specific definitions shall apply: Audit Criteria: Set of policies, procedures or requirements used as a reference Audit Findings: Results of the evaluation of the collected audit evidence against audit criteria Audit Evidence: Records, statements of fact or other information which relevant to theaudit criteria and verifiable Non-conformance: Non fulfilment of a specified quality system requirement Process Owner: These are the people who are responsible for managing and/orcarrying out the process. They generally have the greatest understanding of what is required to control and improve the process.

of 12 CAR: Corrective Action Request QMR: Quality Management Representative QMS: Quality Management System MP: Management Procedure KFS: Kenya Forest Service 3 RESPONSIBILITY AND AUTHORITY 3.1 Director Ensures all audit issues are effectively addressed. Ensures all necessary audit resources are availed. 3.2 Quality Management Representative Overall responsible for ensuring the effectiveness of the quality management system. Prepares the Audit Schedules and circulates them to auditors / auditee. Ensures audit program is followed. Receives audit reports and summarizes them for management review meetings. Ensures audit findings are followed-up. Records, maintains and distributes minutes of Management Review Meeting. 3.3 Deputy Directors Responsible for implementing corrective and preventive actions following Internal Quality Audit reports affecting their divisions. Assigns corrective and preventive action tasks to staff in their divisions. 3.4 Departmental Heads Responsible for implementing corrective and preventive actions following Internal Quality Audit reports affecting their departments. Assigns corrective and preventive action tasks to staff in their departments.

of 12 3.5 Internal Quality Auditor(s) Responsible for effectiveness and efficiency of the audit preparation, conduct and reporting. Liaises with the auditee and ensures agreement is reached. Conducts a desk study and prepares the working documents. Conducts both opening and closing meetings. Conducts the compliance audit and fills the Non-conformance Report and the Audit summary report. Follows up on the corrective action with the auditee. Closes the audit. 3.6 Auditee Ensures the required information is availed to the auditor. Identifies and implements the appropriate corrective action. 3.7 All Staff Carry out corrective and preventive action as assigned. 4. DETAILS OF PROCEDURE Note 1: KFS will be undertaking internal quality audits twice per year, at regular intervals 4.1 Audit Initiation, Planning and Preparation 4.1.1 The Quality Management Representative prepares the Internal Audit Schedule at the beginning of every year. 4.1.2 The Quality Management Representative distributes the Internal Audit Schedule to both auditors and auditee. 4.1.3 The auditors and the auditee mutually arrange and agree on the audit details. 4.1.4 Auditor conducts a desk study (adequacy audit) and prepares working documents using the relevant Audit Checklist

of 12 4.2 Audit Performance 4.2.1 The Auditor visits the site and conducts an opening meeting. 4.2.2 The Auditor conducts the compliance audit and records any non-compliance on the Nonconformance Report. Note 2: A Non-compliance Report must be prepared for each non- conformity observed. 4.2.3 The auditor conducts the closing meeting during which:- 4.2.4 The auditee fills the "Proposed Corrective Action" section of the Non-conformance Report indicating the proposed corrective action and the implementation deadline. 4.2.5 The auditee signs the same section of the document. 4.2.6 A copy of the Non-conformance Report is left with the auditee for follow-up. 4.3 Follow Up and Review of Corrective Action 4.3.1 When the agreed implementation date arrives, the auditor checks to confirm that the corrective action has been effected and that the results are satisfactory. 4.3.2 The Auditor then fills and signs the "Review of Corrective Action" section of the report and audit is closed. 4.4 Reporting and Management Review 4.4.1 For each audit, all the Non-conformance Reports are summarized in the Audit Summary Report by the auditor. 4.4.2 The Auditor forwards the Non-conformance Reports and Audit Summary Report to the Quality Management Representative. 4.4.3 The Quality Management Representative reviews, signs the "Quality Management Representative's Comments" section of the Non-conformance Report and presents the Audit Summary Report to the Management Review Meeting. 4.4.4 During the Management Review Meeting, the audit report is discussed and the necessary actions taken.

of 12 4.4.5 Minutes are recorded and distributed, not later than two weeks after the meeting, by the Quality Management Representative 4. Appendix Non Conformance Report Form (Ref:KFS/IA/FORM/001) Internal Audit Schedule (Ref:KFS/IA/FORM/002) Audit Checklist (Ref:KFS/IA/FORM/003) Audit Summary Report Form (Ref:KFS/IA/FORM/004) Audit Plan Report Form (Ref: KFS/IA/FORM/005)

of 12 Appendix 1: NON-CONFORMANCE REPORT (Ref:KFS/IA/FORM/001) Department Audited/Department of Detection ISO 9001:2008 Clause Covered Auditor/Detector: Auditee: No: Date: Auditor's/Detector's Report: Name: Signed: Date: Proposed Corrective Action: Name: Signed: Date:

of 12 Review of Corrective Action: Name: Signed: Date: Quality Management Representative Comments: Name: Signed: Date: Internal Audit schedule (Ref:KFS/IA/FORM/002)

of 12 Procedure process Audit Scope e.g. ISO 9001 Clause(s) Audit No Date of Audit Auditee Auditor Name HQS Field Division/Depart ment /Zone Requirements INTERNAL AUDIT CHECKLIST (Ref:KFS/IA/FORM/003) Observations/Comments Results Quality Management System

of 12 AUDIT PLAN FORM (Ref: KFS/IA/FORM/005) Secti on No Titl e Div/Dept/ Pro Cons/Zon e Audi t Freq Annu al Biann ual Jul y Au g Se p O ct No v Planned Audit De Ja Fe c n b M ar A pr Ma y Jun e