Quality Assurance Checklist
The Performance Objectives and Criteria Familiarization
Management should have a formal system under Quality Assurance with adequate controls defined and implemented to identify and preclude counterfeit, fraudulent and suspect items being introduced into the safety and applications that create potential hazards. Organization management should have a formal system of controls in place for assurance that all items procured meet the requirements for their intended use. It is also important that they ensure they offer a training program with detailed records that ensures managers and their staff are informed.
The counterfeit, fraudulent, suspect item program by organization managements should ensure that they check on their records on expired training so that they can be able to detect and prevent any forms of counterfeit, fraudulent, or suspect items. This will assist the organization in the provision of quality offers to the market and also to better the organization’s reputation. An organization can undertake this procedure by documenting, where they will be able to detect any form of counterfeit materials and corrupt deals. However, when an organization is undertaking the documentation process, it should also come up with better ways of how they can deal with CFSI deals, to ensure there are very tough consequences in case any staff member is involved in this kind of deals. These processes should be able to identify technical and quality assurance to prevent CFSIs. Procurement processes should comply with the rules and regulations of accepting items that are relevant with the specifications. The procurement procedures are usually meant to inspect inventory and storage areas to identify, control and disposition CFSIs.
Business managements should provide awareness to its staff on counterfeit and fraudulent items from time to time. The procurement management should ensure that they purchase items that have full details about them, for instance the manufacturer, standardization label among others. An organization, ensuring that their procurement processes are performed thoroughly, experience less or no forms of counterfeit materials delivered to them or corrupt deals. This is because the procurement management should always ensure that they purchase original materials from manufacturers and if they purchase from distributors they should make sure it is standardized. This guarantees the organization on offering the best quality goods or services, and also better the organization’s reputation. For organizations to avoid receiving counterfeit materials from their suppliers, they should ensure that they only accept materials that have been authorized by the manufacturers, and also ensure this, even when a different distributor delivers any item. It is also important for management to maintain a list of “non-trusted” suppliers until they do not just start using any items brought by such an organization and they should examine the items before using them. This will ensure that there are no suppliers that will risk delivering counterfeit materials to the organization. An organization that shows taking all its activities seriously and ensuring legal procedures are followed, will shun suppliers with such objectives away from that organization.
The management should ensure that they perform general audits of their commodities to be sure that the level of quality of the services or commodities they are offering in the market are not compromised. With this, an organization meets the required procedures by its government of standardizing its products before public consumption. However, the management should plan and perform assessments of suppliers to ensure that it addresses important aspects of items provided. Organizations that just ignore assessing their suppliers and also assessing what their materials, tend to lose more in terms of money and also reputation. An organization that is found to produce commodity from counterfeit materials, are likely to be find legally for indulging in illegal practices and it could also be stopped from operating. It’s therefore important that the organization takes enough time examining their suppliers, materials and also the materials before releasing them to the market. Having a good relationship with the suppliers is therefore an important aspect in ensuring that they are able to return any rejected items from the suppliers.
Managements should be keen on the terms and conditions their suppliers offer when delivering their products. In case the management notices that they have been receiving counterfeit materials from its suppliers, what procedures does the management take? An organization manager should follow the legal procedures in case such incidences happen, to ensure that they are not charged legally for not reporting illegal activities.
Documentation is also another way for an organization to be able to detect counterfeit items delivered to them and fraud activities. The manner organization documents their information on their time to time activities, is important for managers, take note on that to ensure that there are less cases of fraud activities. For instance, managers should give certain responsibilities to specific persons, that is to ensure if it is to show that a certain commodity was purchased, there is a signature of that person, and he or she would be held responsible for any fraudulent activities. Organizations, also need to ensure that there are a number of departments handling different activities to avoid any kind of data or documents missing. With this, the organization will be able to detect and prevent any kind of counterfeit, fraudulent, suspect items activities during its auditing periods.
When organizations are examining materials from suppliers to check whether they are appropriate for use, he should ensure that they handle the materials carefully to ensure in case of any fraudulent claims, the organization has not tempered with the evidence. Managers should also embrace new technologies for the purpose of improving on their offers and also to better the examining processes of materials from suppliers. With new technologies the management is able to detect counterfeit procedures.
Procurement management should ensure that they also give terms and conditions to their suppliers on what they are to deliver to them. For instance the procurement managers should give directives to their suppliers that they should screen screen their items and material and ensure that they are genuine before delivering them to the organization. This will ensure that the procurement managers spend less time in verifying the materials delivered to them are genuine. Moreover, the managers should also be curious to know what their suppliers usually do in the event that they notice they are handling counterfeit materials. It could be possible that some distributors would still risk to deliver those materials to other parties that are not very keen on screening materials delivered to them. This should be a major concern for the organization to know whether they operate with suppliers that are trustworthy and are concerned about the final consumers.