What are some best practices for conducting supplier audits and reviews?

To ensure a smooth and effective audit or review process, it is essential to have a well-defined scope and objectives. This involves identifying the key focus areas, criteria, and standards for assessment, as well as determining the measurement and reporting methods. Additionally, it is important to involve the relevant stakeholders and participants and establish clear communication and coordination channels. By clarifying the scope and objectives upfront, you can align expectations, allocate necessary resources, and foster a collaborative approach with your suppliers, reducing the likelihood of confusion or conflicts down the line.

Before conducting a supplier audit or review, it’s crucial to clearly define the scope and objectives. The scope should detail which areas of the supplier’s performance, processes, or compliance will be audited, such as quality control, environmental impact, or adherence to contractual obligations. Objectives should align with your company’s goals—whether it’s to ensure product quality, reduce risks, or improve operational efficiency. This helps keep the audit focused and ensures relevant outcomes.

Regular supplier audits and reviews help maintain quality, mitigate risks and identify improvement opportunities. Focus on transparency, adherence to agreed standards and alignment with your business goals. Collaborate with suppliers to address gaps and build long term value.

Review past score card performance, field return data as well as nonconformity that related to supplier process variation. These information will help planning the scope and objectives for the audit. Additional information from any regulatory audit results will help to determine CAPA effectiveness

Após alguns anos atuando com a Gestão de riscos com terceiros, posso dizer que: - É primordial entender o cenário da empresa contratante, cultura, mercado inserido, tamanho da equipe, que tipos de fornecedores contrata, tipos de risco que podem surgir. Realizar um monitoramento de processos trabalhistas, avaliar os fornecedores financeiramente e com critérios de segurança do trabalho. - Definir um plano de ação, escopo, prazos, alinhamentos de contrato e minuta. - Definir quais são os objetivos do projeto a curto, médio e longo prazo. - Definir o dono do projeto e áreas envolvidas - Definir tecnologia, canais de comunicação e suporte ao fornecedor E a partir disso iniciar.

Be proactive and strategic in your approach by adequately preparing and planning for the upcoming audit or review. Begin by collecting pertinent information and documentation, such as contracts, policies, procedures, records, and reports. Schedule the date, time, and location for the audit or review, ensuring the availability and roles of auditors, reviewers, and representatives from the supplier. Moreover, create a comprehensive checklist or questionnaire that encompasses critical areas to be assessed during the audit or review, encompassing aspects such as quality, safety, environmental impact, social responsibility, ethics, and operational considerations.

Parte crucial do planejamento é obter checklists padronizados para cada escopo de fornecimento que será auditado, desta forma será possível observar a evolução dos fornecedores e ser 'justo' quanto aos critérios estabelecidos para todos os concorrentes. Os checklists até podem mudar com o tempo, visto que legislações mudam e nosso crivo também pode se tornar mais (ou menos) rigoroso conforme vamos evoluindo neste processo de auditoria. É válido ressaltar que estabelecer pontuações e pesos para cada item avaliado é algo necessário para garantir que itens mandatórios tenham mais relevância no resultado apurado do fornecedor, bem como itens apenas desejáveis impactem menos.

Effective preparation is key to a successful supplier audit. Develop a detailed audit plan, including a checklist of the areas to be reviewed, timelines, and the key personnel involved. Communicate the audit objectives to the supplier in advance and provide any necessary information about the audit process. Make sure to gather any pre-existing data on supplier performance to set a baseline and prepare for an informed evaluation.

During the audit, follow the predefined checklist and engage with the supplier’s team to gather evidence through observations, documentation review, and interviews. Maintain a professional and collaborative tone, as audits should be seen as opportunities for mutual improvement rather than as punitive measures. If issues are identified, work with the supplier to understand root causes and potential solutions rather than focusing only on problems.

Pontos relevantes nesta etapa: Tenha um cronograma pré-agendado e confirmado pelo seu fornecedor, 'pegar ele de surpresa' não é necessariamente bom, visto que não podemos impactar em suas rotinas e interromper um processo produtivo. Deixe a agenda fechada com seus auditados... Siga o protocolo e formalize todos os pontos auditados, não deixe para depois, pois será passível de questionamentos na hora de entregar o relatório de auditoria; Muito importante que o modelo de auditoria seja em dividido em avaliação documental (que pode ser previamente solicitada para agilizar a coleta interna do fornecedor) e a visitação ao campo do fornecedor, sempre obedecendo as regras se segurança e confidencialidade do mesmo.

When doing analysis, do aware that it is a second party audit, not third party. You don't have to: 1. help improve your supplier process. 2. concern how they deal with other customers complains. 3. concern on consistent approach the suppliers' quality. 4. concern on market competitive. And, in second party audit, don't delivered recommendations, but requirements in quality process and/or objective, there is nothing optional here. Your procurement team is your primary stakeholders, not your suppliers. Do aligned with them to correctly cost tag the quality requirements, it is always possible for business decisions to accept a compromised price.

Upon completion of the audit or review, it is important to analyze and report the results. Begin by thoroughly reviewing the collected evidence and data, comparing them against the established criteria and standards. Identify the supplier's performance and compliance strengths, weaknesses, opportunities, and threats through this analysis. Based on your findings, prepare a comprehensive report that outlines the key conclusions, recommendations, and summary of the audit or review. Share the report with the supplier and other pertinent stakeholders, encouraging their feedback and comments for further insights.

A qualidade do relatório de auditoria reflete o nível de qualidade do planejamento e execução da auditoria em si. Relatório de auditoria deve ser preciso, objetivo e conciso, principalmente quando realizada com o objetivo de desenvolver um parceiro estratégico que é o fornecedor.

Once the audit is complete, the collected data should be analyzed to identify trends, gaps, and areas for improvement. Benchmarking supplier performance against industry standards or company requirements can provide insight into their operational strengths and weaknesses. A comprehensive audit report should be prepared, including key findings, actionable recommendations, and timelines for addressing issues. It should be clear, concise, and shared with both internal teams and the supplier.

O relatório de auditoria não é uma mera formalidade, ele representa o resultado alcançado pelos seus parceiros. Sempre formalize o resultado com o fornecedor e deixe um resumo para que ele entenda suas melhores práticas e quais pontos deve priorizar desenvolver. Estabeleça um processo para que o fornecedor apresente um plano de ação para corrigir as não conformidades, determine SLA para entregar e prazos para ele apresentar evidências. Auditoria não serve apenas para apontar os erros, mas sim para propor soluções que tragam melhorias contínuas.

Ensure effective follow-up and ongoing monitoring of progress post-audit or review. Collaborate with your supplier to establish an action plan detailing corrective and preventive measures to address any identified gaps or issues. Clearly assign responsibilities, set timelines, and establish indicators for each action. Continuously track and evaluate the implementation and effectiveness of these measures. Foster regular communication and feedback with your supplier, offering support and guidance when required. Additionally, schedule periodic reviews or audits to assess their progress and overall performance.

While doing supplier audit: you must ensure: 1- the reputation in market 2- the number of years it serves 3- how it deals with existing customers 4- financial position of supplier as if it will be able to supply in unforeseeable period. 5-the payment terms it offers & payment terms other supplier offering in market

Audits are only effective if followed by action. After sharing the audit report, collaborate with the supplier to implement recommended improvements. Establish a timeline for regular follow-ups and progress checks to ensure corrective actions are being taken and sustained. Monitoring progress over time helps suppliers remain accountable and ensures continuous improvement in performance.

Plano de Ação proposto pelo fornecedor? Ótimo! Agora é hora de levantar os dados e fazer o follow-up, garantindo que ele cumpra com as soluções propostas por ele mesmo. Uma vez que o fornecedor corrigiu as não-conformidade, atualize o resultado final no relatório e formalize a nova pontuação. Quando chegar o momento de reavaliar, comece pelos pontos não tratados pelo fornecedor, ou as oportunidades de melhoria não priorizadas, de forma que você garantirá uma priorização neste segundo momento.

Un buen acercamiento a la auditorías de proveedores es el contratar compañías especializadas de auditoría para realizar revisiones tanto de licencias y documentación, en origen, como también de condiciones de trabajo, certificaciones vigentes, estado de las fábricas y además calidad de los productos elaborados.

Following will help establishing best practices for conducting supplier audits and reviews - - Establish Clear Objectives – quality, compliance or performance - Develop a Comprehensive Checklist - Prioritize audits based on the risk level of suppliers - Collaborate with Suppliers – audit for improvements and not for punitive measures - Conduct Thorough Site Visits - Evaluate Sub-tier Suppliers as needed - Review Documentation and Records - Use Data Analytics : Leverage data to identify trends and areas of concern. - Provide detailed Constructive Feedback and agree on improvement action plan and provide support if needed - Follow-Up Audits to check the progress

To maximize the value of supplier audits and reviews, organizations should integrate them into their broader supplier relationship management (SRM) strategy. Using digital tools for audit management, standardizing the process across all suppliers, and providing feedback in a constructive manner can create an environment of continuous learning and improvement. Additionally, balancing formal audits with informal reviews helps maintain an ongoing understanding of supplier performance while building trust in the relationship.

Schedule regular audits, focus on key performance indicators, assess compliance with contracts and standards, involve cross-functional teams, ensure transparency, communicate findings constructively, encourage supplier feedback, and prioritize continuous improvement. Foster a collaborative and proactive approach to enhance supplier relationships and overall supply chain efficiency.