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Approvals Audit continued “It’s improved the quality of the audit,” said Rennie of today’s use of outside resources. “Because we take the auditing function quite seriously, their efforts are always under review, even if it is just carefully reading the reports they prepare and the nature of the issues they raise. I find that their motivation is different and they have, perhaps, a more objective view. Our auditors are looking at products and processes from a different point of view and can often see issues that may be missed by someone too familiar with the Approved product or process. “Using auditors who are either engineers or have equivalent experience also is important,” he continued. “Because all the products we Approve are technologybased, it is extremely relevant to use auditors whose background and training also are technology-based. They readily grasp what they are auditing and the many issues involved with ease. It is significant that many of our auditors also have had more formal quality system training and experience in that field as well.” And, in the end, this benefits the Approvals customer. Contractors who specialize in conducting F&PAs have the time and experience to offer suggestions and provide counsel. At the end of the audit, for example, auditors will discuss their findings with clients and provide input on measures that can be taken to improve the overall quality of the site, as well as those issues critical to their product Approval. For companies that still don’t have a formal quality management system in place, but are interested in pursuing such course of action, this final conference also may include help establishing one from the ground up. According to Rennie, the existence of a formal quality management system ensures a repeatable process is in place, ensuring products consistently meet performance criteria. 8 Approved Product News “The important factor is using personnel with an in-depth knowledge of the certification requirements,” said Barth. “In addition, personnel with diverse professional experience offer that diversity that adds understanding and value to an audit.” Once the final conference has taken place, the auditor will complete an audit report, outlining any problems that were discovered and the clear need for remedy. This report is then shared with the client and submitted to Factory Mutual Research for review. Depending on the significance of the problem, follow-up with the client may include a letter requesting missing documentation, a subsequent visit to make sure corrective action has been taken, a recall of shipped products, or the loss of product Approval — which Rennie is quick to point out has not happened during his tenure. “We find our customers to be very cooperative and many express their appreciation based on the support and help they’ve received from our auditing staff,” said Rennie. “Our customers want to do the right thing and if they’re not doing the right thing, they want to know about it. They respond positively to the suggestions we make that help improve their process because the issues raised and corrective actions posed are logical, rather than frivolous, and represent good practice.” All consultants who conduct Factory Mutual Research F&PAs have undergone training to ensure they’re in tune with the company’s standards and concerns. The Potential for Cost Savings In addition to preserving the integrity of the diamond Approval mark and facilitating the opportunity for experienced engineers to assist clients in developing formal quality management systems, the F&PA has the potential for cost savings. By inspecting testing programs, calibration equipment, and systems and procedures, Factory Mutual Research helps customers spot hidden process errors that could cut into profits if they result in higher production costs, defective products, dissatisfied customers and/or the added expense of warranty repairs. “If the process is running smoothly, there’s less chance of making errors that could result in scrapping materials,” said Rennie. Similarly, there’s also less chance of producing a faulty product, which can result in customer complaints — or worse, a decline in consumer confidence — and higher costs if the product must be fixed or replaced under warranty. In the end, by helping to ensure Approved products and services continue to meet applicable Factory Mutual Research Approval or listing standards, we’re also helping to ensure the quality of a company’s products. The ultimate benefit lies with the company’s customers, who will know that the goods or services they purchase will consistently perform as expected.
A Flexible Audit Schedule While the frequency of such audits may not necessarily be a benefit of the process itself, it’s certainly a benefit of choosing Factory Mutual Research as your independent thirdparty testing organization. According to Rennie, Factory Mutual Research audits typically are conducted on an annual basis out of respect for the busy schedules today’s customers must maintain. “It’s not a matter of doing it as a police action,” he said of the audit process. “It’s more to produce some assurance so that both Factory Mutual Research and our customers can benefit from the process. “Some [testing laboratories] submit to an audit four times a year, but we don’t think that’s necessary. An annual inspection is appropriate,” he continued. “Because many of our customers are being asked to do more with less, they’re a lot busier than they used to be. An annual schedule takes up less of their time and it saves them money.” Yet, despite this general rule, there are several instances in which audits must be conducted more than once a year. Specifically, more frequent audits are required if By inspecting testing programs, calibration equipment, and systems and procedures, Factory Mutual Research auditors can help customers spot hidden process errors that could prove costly. problems or conditions warrant additional visits, if the customer prefers a more frequent schedule, or if the site or product is regulated by a state, federal or organizational jurisdiction such as the Occupational Safety and Health Administration (OSHA). The arm of the U.S. Department of Labor responsible for ensuring safe working conditions nationwide, OSHA requires at least four audits per year for manufacturers of products used in hazardous locations and at least two per year for manufacturers of products used in ordinary locations who have demonstrated good quality control practices. However, in such cases, Factory Mutual Research works with customers to reduce the frequency of required audits — and their subsequent costs — whenever possible. “When more frequent audits are required, we try to get to a minimum schedule,” said Rennie. “We do take their concerns into consideration when the nature of what we’re doing allows us to do that.” For example: • If the production of Factory Mutual Research-Approved products is limited to a specific calendar quarter or quarters, audits can be scheduled to occur only in those quarters. • If the site is audited by another nationally recognized testing laboratory (NRTL) and agrees to make the results available for review, Factory Mutual Research can schedule its inspections to occur in opposite quarter(s) providing the other NRTL is auditing for the same products, under the exact same classification of service. “In effect, this ends up being a cost savings because we accept that report rather than making them go through another audit,” said Rennie. Whenever possible, auditors also are assigned to cover the same sites each cycle to provide continuity — as is the case with Accusonic Technologies, Inc. While a quarterly audit typically can take one to two hours because inspection work is spread over four visits, an annual audit can last anywhere up to six hours because the requisite inspection must be completed during a single visit. Neither requires very much preparation on the part of the customer. A Winning Approach “Our experience tells us that providing the customer with a different pair of eyes to look at their processes and procedures is a winning approach,” said Rennie. “It benefits the customer and gives Factory Mutual Research the assurance its label is being applied to products that satisfy all the criteria of the Approval.” To learn more about the Approvals audit program, please contact John Rennie at (781) 255-4810 or by e-mail at john.rennie@fmglobal.com. Approved Product News 9
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