1. Visit Cycles Justifying Audit Days
March 5, 2008
Marie Romano
RVP Strategic Accounts

2. Visit Cycles
Control mechanism to ensure certificate maintenance plans are delivered on-time and within scheme requirements
Automated to minimize administration, over-sight and errors
Data output used for resource planning and budgeting

3. One cycle = 3 Years/ First Surveillance through Reassessment

4. Visit Cycles
How does this look
in Point Global?

5. From the main site screen
Click on Visit Cycle to view the current set up information
For clients with multiple certificates… make sure the correct certificate is selected.

6. Visit Cycle Screen

7. Justifying Audit Days
Audit days are based on headcount, scope, registration program and governing Scheme Rules

8. Where to find site headcount in last audit report:

9. Where to find scope and standard in last audit report:

10. Proceed to schedule audit
Justifying Audit Days
Initial Assessments
Review Quotation – check headcount, standard & scope
Prior to visit – confirm with client the information in the quote is still valid
YES
Proceed to schedule audit
and confirm dates NO
Advise Regional VP
Refer case back to sales
for amended quote

11. Proceed to schedule audit
Justifying Audit Days
Surveillances/Reassessments
Review Last Audit Report – check headcount, standard & scope
Prior to visit – confirm with client there have been no changes since the last on-site visit NO
1. Using applicable guidance
document – determine the
correct number of days
Advise client
Raise change request to
amend SMO
4. Correct visit cycle
5. Advice appropriate
Regional VP
YES
Proceed to schedule audit
and confirm dates

12. Correcting a SMO 1. Using applicable guidance document – determine the
correct number of days
Advise client
Raise change request to amend SMO
4. Correct visit cycle
5. Advice appropriate Regional VP

13. From the SMO (job screen) – select “change history”

14. From the change history screen – select “request change”

15. 1. Select “amend this job”
2. Enter detail for change.
3. Include reason & justification for change
4. Click on confirm to
save the request

16. Correcting the Visit Cycle
1. Using applicable guidance document – determine the
correct number of days
Advise client
Raise change request to amend SMO
4. Correct visit cycle
5. Advice appropriate Regional VP

17. Visit Cycles Components: Type of Maintenance Plan Exempt Non-exempt
Surveillances
Frequency (annual/ biannual)
Duration (# audit days/ visit)
Reassessment
Due date (based on initial assessment or last reassessment)
Duration (# audit days/ reassessment visit)

18. Exempt/ Non-Exempt Clients
Part of Sampling Plan
TS Support Site
Covered by Contract (Medical)
Non-Exempt
HQ/primary site for a multi-site sampled certificate
Sites for corporate certificates where sampling is not allowed (i.e. TS 16949, AS 9100)
Single site certificates

19. Defining the Visit Cycle
Surveillance
1. Determine the surveillance frequency
Determine the # of days each surveillance visit
Convert the # of days to hours (1 audit day = 8 hours; i.e. 2 audit days = 16 hours)
Determine cycle start date
Reassessment
Determine the # of days for Reassessment
Determine the cycle start date

20. Reassessments Duration Timing
Refer the specific governing scheme rules
(i.e. TS16949, AS 9100, ISO etc.).
When in doubt – check with the scheme owner
Generally 2/3 (66%) of the initial assessment days
at the current head count for the site
Timing
Client on annual surveillance frequency:
Reassessment is at the 3rd visit
Client on six-month surveillance frequency:
Reassessment is at the 6th visit

21. Visit Cycle Start Dates
Scenario 1
Newly Registered Client
Scenario 2
Reassessed Client
(entering next cycle)
a.) Reassessment due date is
3 years from the Initial
(Stage 2) Assessment
b.) Cycle start date is the
due date of the first
surveillance visit
a.) Reassessment due date is
3 years from the last
reassessment
b.) Cycle start date is the
due date of the first
surveillance visit

22. How are these components expressed in Point Global?

24. What should go into the Change Request?

25. Select “Amend Visit Cycle” from the drop down menu
Please amend visit cycle for automatic roll out as follows:
Surveillance Frequency = 6 months
Surveillance Duration = 24 hours/visit
Reassessment at the 6th visit
Reassessment Duration = 72 hours (6th visit)
Visit cycle start date = May 2006

26. What will the visit cycle screen look like after the change request has been completed?

28. After Amending the Visit Cycle:
Existing SMOs
Make sure to go back and amend each SMO for
jobs that have already rolled out. Amendments
will ensure jobs are adjusted to be consistent with
the new (amended) visit cycle
When amending Existing SMOs
Make sure the due date of the SMO matches
exactly the new due date requested. If this does
Not happen the system will roll out a duplicate
SMO

29. Summary Validate/justify days for the visit prior to
confirming schedule
Advice RVP of changes (duration &
timing)
Determine correct visit cycle parameters
Amend visit cycle
Amend existing SMOs

30. Thank You!