Roles and Responsibilities of Auditors and Observers in the Audit Process
During an audit, observers play a crucial role in witnessing audit activities without interfering. They review the performance of the audit team, discuss findings, and provide valuable insights. Observers must remain neutral, document observations, and report to the certification body. Their input can lead to training, improvement, or further evaluation of the auditing process.
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Observer Observer Roles during the audit (mainly in witness audit by accreditation board and TNV representative)
Definition of Definition of Observer as Observer as per ISO 19011 per ISO 19011- - Individual who accompanies the audit team (3.14) but does not act as an auditor (3.15) 2018 2018
Observer: An individual specifically authorized by the TNV to observe an audit. An observer does not actively participate (i.e., perform auditor functions) or interfere with ongoing audit activities. Meaning of Meaning of Observer Observer Observers accompany auditors and witness audit activities. However, they're not audit team members and therefore do not perform audit functions. They may not influence or interfere with the audit. Observers can represent Certification Body, Accreditation Board, auditee organizations, regulators, or any other interested party. TNV System Certification P Ltd 3
Name Name of observer must be mentioned in Audit Plan Audit Team Leader must inform any specific requirement related to check in system / requirements to auditee, PPE requirement, Safety Guidance etc in advance. Inform Roles of Roles of Audit Team Audit Team Leader Leader towards towards Observer Observer Introduce Audit Team Leader shall welcome and introduce Observer in opening Meeting. Audit Team Leader must introduce observer with background and representation (i.e. TNV or Accreditation Board or any other as applicable) Representation Remain Neutral Audit Team must do their natural audit.
Observer doesnt audit the client but review the performance of the audit team mainly audit team leader. Observer discuss the finding of the audit with audit team after the closing meeting but observer have right to ask for discussion of development in between the audit without affecting audit schedule. Role and Responsibility of Observer Observer may review client documents/records if needed to verify if auditor are appropriately auditing or not. Observation report of the observation is basis for competence of the auditor.
Finding given by observer shall be discussed during the closing meeting and reported to TNV head office. Any major lack in auditing process (if reported) may be basis for the training or limitation of the auditing or further evaluation. Importance of Importance of Finding of the Finding of the observer observer Observer must give due respect and seek if observer want to review any document during the development of the audit. Team Leader must ensure Safety and convenience of the observer during the audit. Team Lead shall ensure refreshment & travel requirements etc for the observer if needed. TNV System Certification P Ltd 6
The auditee should be notified of a presence of the observer in advance. There are times where this may not be allowed depending on the type of the audit. The Observer sign a confidentiality agreement (with Accreditation board or CAB) on not disclosing any information outside the audit process. The rules should be established as part of this confidentiality agreement. FAQ related to Observer An observer may not engage in any part of the audit. The observer may not interfere in any aspect of the audit (may not inject, provide opinions, argue a finding, speak for or against a finding, use the audit information for a future punitive measure). If questioned during the audit, the observer should explain the role as observer. Ideally this should be brought to the attention of the auditor in advance. These basic rules ensure that the audit is not affected in any way (positive or negative) and the customer s request to witness the audit is conducted in a professional manner. TNV System Certification P Ltd 7
8 1. The Audit Observer shall: a. Remember at all times that the role is purely observational. b. Maintain confidentiality throughout the audit process from the entrance notice to the final report. c. Maintain confidentiality of the names of the individuals interviewed and the content of the interviews, even after the audit report is issued. Rules of Observer Role (Contd..) TNV System Certification P Ltd
9 2. The Audit Observer may: a. Take notes during an interview. b. Express concerns about the audit process to the Lead Auditor only and in private. At his or her discretion, the Lead Auditor may invite the audit team into these discussions. Rules of Observer Role (Contd..) TNV System Certification P Ltd
10 3. The Audit Observer shall not: a. Talk during any interview or walkthrough. b. Take any active part in the audit program. This includes asking questions of interviewees, participating in audit team discussions unless invited to do so by the Lead Auditor, etc. c. Separately, on their own, further review or assess any aspect of the program or area being audited prior to the issuance of the final audit report. Rules of Observer Role (Contd..) TNV System Certification P Ltd
11 Responsibilities of Lead Audit With Respect to the Observer 1. Include the Audit Observer in the distribution of the audit notification. 2. Provide the Audit Observer with a copy of the audit checklist prior to the start of the audit. 3. Invite Audit Observer to the entrance meeting, audit interviews or walk-throughs, team meetings, and the exit meeting (if held). The Audit Observer should recognize that team discussions may, unintentionally but necessarily, be impromptu. 4. Include the Audit Observer in the distribution of draft and final audit reports. Rules of Observer Role (Contd..) TNV System Certification P Ltd
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