ASEAN Guidelines on GMP for Traditional Medicines - Preparation of GMP Report
The ASEAN Guidelines on GMP for Traditional Medicines provide detailed instructions on preparing GMP reports, including post-inspection activities, deficiency classification, examples of deficiencies, and inspection report format. Deficiencies are categorized as Critical, Major, or Minor, with specific examples provided. The document emphasizes the importance of listing all deficiencies, even if immediate corrective action is taken, and provides guidance on inspection report content and distribution.
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ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements (TM/HS) PREPARATION OF GMP REPORT Prepared by: Malaysia & Indonesia Approved by: ASEAN TMHS GMP Task Force Endorsed by: ASEAN TMHS Product Working Group 1
OBJECTIVE To review the activities after GMP inspection. 2 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
POST-INSPECTION Definition of deficiencies Inspection report format Inspection report details Inspection report distribution Follow up action 3 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
DEFICIENCIES All deficiencies found should be listed, even if corrective action has taken place straight away. If the deficiencies are related to the assessment of the marketing application, this should be clearly stated. 4 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
DEFICIENCIES Deficiencies classification: Critical Major Minor 5 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
EXAMPLES The design of the manufacturing premises did not meet the basic GMP requirement. Examples: a) No changing room and buffer room for raw material and packaging material provided. b) Storage of raw material was inside the production area. CLASSIFICATION EXAMPLE OF DEFICIENCIES: Critical Major There were a number of important documents which have yet to be established by the company. Example; a) Procedures for handling the receipt of raw materials. b) Maintenance procedures for water systems dehydrated ion (DI Water) c) Records of cleaning activities in the area of production. d) Stocks cards for raw materials and packaging materials stored in the storage area. Minor Procedures for handling medical examinations were provided. However, no information on the frequency of health checks specified in the mention procedures . FOR FORTHER INFORMATION: REFER TO CLASSIFICATION OF GMP NON-CONFORMANCE TRAINING MODULE ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report 6
INSPECTION REPORT FORMAT Inspection Report content: a)General information on company. 7 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
INSPECTION REPORT FORMAT Inspection Report content: b) Description of the inspection. c) Observations. 8 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
INSPECTION REPORT FORMAT Inspection Report content: d) Conclusion and recommendation. e) Annexes-Attendance List. f) Inspector(s) signature. 9 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
REPORT WRITING All inspections conducted should be reported using a standard format. Report should be written by inspector(s) involved. Compiled by the Lead Inspector. Keep it simple and based on fact. The conclusion of the GMP Inspection should be stated at the end of the report followed by a disclaimer and signed by the inspector(s). 10 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
REPORT WRITING Do not include: Subjective opinions Irrelevant information Ambiguous statements Antagonist statements 11 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
REPORT WRITING When reporting non-compliances the following aspect should be considered: It must be possible to identify exactly where the non- compliance was and, therefore, the location, piece of equipment, document or job title of individual referred to must be identified. The non-compliance should be described according to the relevant PIC/S chapters or any GMP guideline that was made for reference at the time of inspection. 12 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
GMP INSPECTION REPORT REPORT WRITING REMEMBER!!! Inspection reports are treated as confidential documents. 13 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
REPORT DISTRIBUTION The inspection report: Sent out to the company. Company must reply to the inspection report within 30 days unless there is acceptable reason. 14 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
FOLLOW UP The Head of GMP Compliance will received the company s response letter and forward it to the inspector for review. ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
FOLLOW UP Deficiencies may be considered as resolved if the response letter: States that corrective and preventative measures have been implemented, and includes supporting documentation, if necessary. Provides a written commitment, providing a clear and reasonable schedule for implementation of corrective and preventative measures. ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
FOLLOW UP If the corrective and preventative measures taken by the company are not considered to be acceptable, further correspondence may be necessary. ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
PUNITIVE ACTION Unacceptable GMP Compliance Compliance related communications which alert the manufacturer to the regulatory authority s concern, and possibility for future regulatory action if remedial action is not effective Regulatory action against the site authorisation or GMP approval (refusal, suspension or amendment of an establishment licence) Market action such as recall (voluntary or mandated by regulatory authority) Prohibition of supply/ importation Prosecution Communications to the public using public warning/ public advisory or information updates; Suspension or cancellation of Marketing Authorisation/Product Licence Health product label or changes ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
REFERENCES PIC/S INSPECTION REPORT FORMAT; PI013-3; 2007 NPRA PROCEDURE FOR PREPARING A GMP INSPECTION REPORT : PKP/200/309 19 ASEAN Guidelines on GMP for Traditional Medicines / Health Supplements - 2015 Preparation of GMP Report
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