FAQ on Quality Management

Before the actual certification audit begins, the management documentation is handed over to the designated audit leader. This is reviewed and the audit results are communicated to the customer. Based on this, the audit leader draws up an audit plan for the initial certification audit, which is usually carried out in two consecutive stages.

In stage 1, the documentation and implementation of the new QM system in the company are reviewed and the certification readiness of the quality management system is assessed. In stage 2, the focus is on processes and continuous improvement.

After successful completion, the audit leader prepares a report with the results of the audit, which serves as the basis for the certification decision.

In the second and third years, the annual review audit takes place. The next three-year certification cycle then begins with what is known as recertification.

A detailed description of the GUTcert certification process can be found here.

In the case of multiple locations, certification can also be carried out as a matrix procedure under certain conditions. In this case, only a certain number of locations are included in the annual audit in addition to the head office. This saves you time and money throughout the entire certification process.

A description of the requirements and the procedure can be found here.

The certificate is valid for three years, after which recertification is required.

The certificate serves as proof of successful certification. It can be sent to customers or interested parties to underline the quality level of your company.

GUTcert is accredited by DAkkS in accordance with internationally applicable regulations. DAkkS's involvement in European and international committees ensures that all GUTcert-accredited certificates are recognised internationally.

The requirements are defined in the DIN EN ISO 9001:2008 standard. It specifies what must be taken into account when designing processes within a company. The key point here is the continuous improvement process, which must be implemented in accordance with the PDCA cycle (Plan-Do-Check-Act).

ISO 9001 also requires strict process orientation, with the following key requirements:

• Define and present processes in an appropriate and comprehensible manner
• Identify, define and specify the sequence and interaction of processes
• Determine criteria and methods for controlling and managing processes
• Ensure the availability of resources and information
• Monitor, measure and analyse processes
• Ensure the control of outsourced processes

In preparation for the certification audit, we provide our customers with the checklists that we use in our own audits. This ensures that they are as well prepared as possible.

A member of senior management (QM manager) is always responsible for implementing the QM system. A quality management representative (QMR) is often appointed for this purpose, who acts as a staff function to drive forward the design and implementation of the QM system. In smaller organisations in particular, it is also possible for the QM manager and QMR to be the same person.

The QMB is tasked by senior management with implementing all requirements of the standard in practice. This requires detailed knowledge in order to map the relatively general requirements of the standard – taking into account defined principles of quality management – into concrete processes.

The QMB is also the contact person for all external bodies regarding questions about the QM system, i.e. the main player in the certification audit.

Direct proof of training is not required, but participation in appropriate training courses is strongly recommended. GUTcert offers training courses for QMBs at its academy, for example.

Internal audits must be carried out at regular intervals to determine whether the QM system meets the requirements of the standard, is effectively implemented and maintained. The selection of auditors and the conduct of audits must ensure the objectivity and impartiality of the audit process. Internal auditors must be qualified for their work, but there is no direct requirement for a specific qualification. However, in order to use internal audits effectively as a starting point for the internal improvement process, training as an internal auditor is recommended.

Incidentally, the QM representative's area of activity must also be audited regularly. As they cannot do this themselves for reasons of impartiality, another auditor must be appointed. If no qualified person is available within the company, an external employee can also carry out the internal audit.

The internal audit programme must take into account the status and importance of the various areas. However, each area should be audited at least once every three years. It is also important not to forget to audit the QM system as a whole (system audit), including the QM documentation.

Of course – at any time. More information is available from the change service.