KAN 03

ACCREDITATION OF
INSPECTION BODIES

Issue Number : 2
January 2008

Komite Akreditasi Nasional

National Accreditation Body of Indonesia
Gedung Manggala Wanabakti, Blok IV, Lt. 4
Jl. Jend. Gatot Subroto, Senayan, Jakarta 10270 – Indonesia
Tel. : 62 21 5747043, 5747044
Fax. : 62 21 57902948, 5747045
Email : laboratorium@bsn.or.id
Website : http://www.bsn.or.id
KAN 03 Issue Number : 2 January 2008

APPROVAL SHEET

Reviewed by :

Approved by:

Director Accreditation of Komite Akreditasi Nasional

(K A N)

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 KAN 03 Issue Number : 2 January 2008

LIST OF AMANDMENT

Part
Part number
No. Date Brief description of changes revision
revised
number

1. 12/06/08 Identification Identification document changed to KAN 2

document DPLI 03
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KAN 03 Issue Number : 2 January 2008

ACCREDITATION OF INSPECTION BODIES

1 Process of Applications

a. 0n receipt of an enquiry, KAN dispatches the application form and KAN

documents (accreditation proce dures in details and document, concerning the
right and obligation of applicant, etc) to the inspection body.

b. The Inspection Body will submit a formal application attached by description of the
scope of accreditation requested, agreement for fulfilling acc reditation
requirements, quality manual, and other documents required for assessment.

c. Each applicant inspection body provides basic information on its activities,

equipment and staff in an application form and its quality documentation

d. Documents of application are reviewed by KAN secretariat, to ensure that KAN

has fully understood the inspection body requirements.

e. KAN secretariat will arrange assessment teams with all the necessary expertise
and competence and make realistic estimates of the timescales an d costs
involved.

f. On site assessment will continues for three day with second day for witnessing
and interviewing the inspector that inspected in site inspection.

g. KAN secretariat gives the list of assessor name that have expertise in the scope
application for inspection body accreditation.

h. KAN Executive Senior will select the appropriate the lead assessor and technical
assessor for the task.

i. KAN secretariat will sent a letter to representative of the inspection body of the
impending assessment and the lea d assessor and technical assessors appointed.

j. Inspection bodies have the right to object to the appointment of the nominated
assessor team, with the clear reason

k. Lead Assessor reviews the Quality Manual and any supporting documentation
supplied by the Inspection body.

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l. Inspection body makes corrective action for non -conformity resulting from
adequacy audit of documentation.

m. On site assessment will continue, if corrective action for non -conformity resulting
from adequacy audit of documentation by the inspect ion body has accepted and
declare compliance to SNI 17020 by the Lead assessor.

n. KAN secretariat will arrange and prepare a visit plan for the initial assessment by
Assessment team to Inspection body sites include the date and time of
assessment convenient to both the inspection body and assessor team

2 Document Pertaining to the Assessment for Assessor Team

a. Upon appointment by KAN and before commencing any assessment, KAN would
require the technical assessor to sign a declaration of confidentiality.

b. The assessment team should, as far as possible, ensure that such assessment is
undertaken in a manner that will maintain KAN principles of confidentiality.

c. KAN Secretariat will prepare an Assessor team with a document containing the
necessary information of the inspection body and any other necessary documents
pertaining to the assessment. This will be sent well in advance to the lead
assessor before the assessment.

d. Document Pertaining to the assessment for Assessor team will include the
following details:

Quality manual of inspection body

Legality of inspection body

Information on the Application form

Information on the KAN questioner checklist for inspection body.

Guidelines for the technical assessor;

List of inspectors;

Records of technical assessor’s findings.

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Information of inspection body such as: background information of the

organization, scope of accreditation, organization and staff structure,
equipment and reference materials and highlights from the last
assessment for surveillance and reassessment.

3 Pre-assessment Meeting

a. A pre-assessment meeting between members of the assessment team will

normally be arranged prior to the assessment visit. This meeting will enable the
assessment team to plan the best approach to the assessment and to work out
the part that each member of the team will play in the assessment process.

b. The assessment team should give some thoughts to the sequence in which the
assessment is to be carried out and the time to be spent on each aspect of the
assessment.

4 Process of on site assessment

4.1. Opening Meeting

a. The initial assessment visit begins with an Opening Meeting between the
assessment team and representatives of the Inspection body.

b. The Opening Meeting is held on arrival to enable the assessment te am and the
Inspection body’s representatives to become acquainted, to confirm the purpose
of the assessment and to remind the Inspection body of what is expected during
the assessment. It sets the scene, and is chaired by the Lead Assessor

c. The lead assessor will normally initiate the assessment by introducing the
technical assessor to the authorized representative and the other senior
inspection body staff present.

d. Lead Assessor will an explanation of:

The purpose of the assessment

The functions of the technical assessors

Confirmation that the Inspection body staff understands the procedure.

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Discussion of the significance and status of the Quality Manual;

Confirmation of the inspection scope covered by the Inspection body’s

application

Confirmation of the assessment schedule and of the programmed for

witnessing inspection;

Confirmation that a representative of the Inspection body has been

assigned to accompany each assessor.

Explanation of the role of this representative in the assessme nt,

particularly in agreeing findings recorded on the KAN non -conformity
Report forms concerning any possible failures to comply with
requirements.

e. The assessment team will witness the inspection process performed by a selected
sample of inspectors to dete rmine if inspections performed are in accordance to
appropriate inspection methods and procedures

f. The assessment team then makes a brief tour of the facilities before starting the
assessment.

g. Tour is followed by a discussion, between Inspection body staff and the Lead
Assessor, on the Inspection body’s quality documentation, and by detailed
observation, by all team members, of the Inspection body at work, to determine
whether or not it meets the requirements of the SNI 19 -17020-1999.

4.2 On-site assessments

a. Personnel of the Inspection body nominated by the management should

accompany each assessor during assessment in office center or in sites of
inspection activities.

b. Assessment of activities in the inspection body will provide an insight into the level
of competence of Inspector inspection body and the manner in which the
inspection body functions

c. The assessment team should minimize disruption to the normal operating

schedule of the inspection body when conducting the assessment. Observation of
the work going on in the inspection body or inspection site will often yield as much
information on the real standard of competence and expertise of the inspection
body personnel as the specially arranged witnessed inspections.

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d. The Lead Assessor will examine the In spection body’s quality system and quality
documentation with the Quality Manager of inspection body and any other
appropriate staff, to verify that it meets the requirements of the SNI 19 -17020-
1999

e. Technical assessor will examine the inspection methods, facilities, equipment,

reporting systems and competence of inspection body Inspector to make
professional judgments. All components of competence criteria shall be assessed.
They will determine whether the treatment is in accordance with KAN criteria.

f. Assessors will be required to obtain evidence to establish the Type (A or B or C)

of the Inspection body, including the ownership of the inspection body.

g. Assessor team will verify the implementation of the procedures for the inspection
listed in the visit programmed.

h. Assessor team will witness inspection and examine documentation concerning

inspection in progress, and will trace back results from previously issued
certificates or reports to the original entries in the Inspection body’s notebooks or
work sheets.

h. Site witnessing of inspection activities selected carry out at second day

assessment. Site witnessing should be representative of the scope for which the
inspection body is seeking accreditation.

i. At the last day, after finishing of on -the-spot assessments, the assessor team
needs to meet in private room to prepare reports and review meeting for this
Closing Meeting, and to compare notes and discuss any changes to the
assessment plan that may have become necessary.

j. An interim meeting may also be held wit h the Inspection body management, for
example, to appraise of any changes or if some members of the assessment team
have completed their work.

k. Such a meeting can also be used to recapitulate on the day’s findings/

observations and to discuss any issues or propose provisional corrective actions

4.3 Interviewing of Inspector at Head office

a. Technical assessor will examine the competence of inspection body Inspector to

make professional judgments with Interviewing of Inspector.

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b. The Interview is a dialogue between the assessment team and the Inspector, in
presenting its summary the team should not be drawn into debating the validity of
the accreditation criteria.

c. The inspection body should be advised to refer these matters to the KAN through
the KAN Lead assessor.

d. Effective interviewing of inspection body Inspector is vital to the success of any

assessment.

e. Interviewing should not be aggressive, but it must be thorough and on occasions

persistent if the real facts are to be established.

f. The assessment team should try to put the Inspector at ease at the start of any
interviewing session.

g. The Inspector will know that they are under assessment and will react in a variety
of ways.

h. Judicious use should be made of both direct and indirect questions

4.4 Closing Meeting

a. The assessment ends with a Closing Meeting involving the assessment team and
Inspection body representatives and or some supervisor and or inspector that
assessed.

b. The Closing Meeting is chaired by the Lead Assessor

c. The Lead assessor, as the repr esentative of KAN will act as the spokes person of
the team to inform the inspection body of the team’s recommendations or the
likely outcome of the assessment and any corrective action required.

d. The Lead assessor may need to call upon the technical asses sor to contribute on
specific technical matters.

e. Each assessor presents their observations and finding to the Inspection body
management and or inspector.

f. The Lead Assessor summarizes the findings of the team. Than presents a
summary of the results of the assessment and informs the management of the
recommendation that will be made to KAN.

g. Lead Assessor will address the following items, normally in the order listed:

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Ask for questions to be deferred until after the findings have been
presented, although points of clarification should not be refused.

The significance of the Types of non -compliance;

The possibility that non-compliances may exist that has not been found.

Present the summary, conclusions and recommendation.

Ensure that each Report forms record the proposed corrective actions and
are signed and dated by the Inspection body management or
representative.

Invite the Inspection body to specify a date by which any required

corrective actions will be implemented. (An acceptable period will normally
be maximum not up to three months);

Obtain the signature of a management representative, or authorized, on

the Summary Report form (it is important to note that the signing by
management of the Summary Report form is solely an acknowledgement
that the report has been presented).

Provide the Inspection body with an opportunity to discuss the assessment

and to ask any questions.

Leave copies (not originals) of Individual Assessor’s Report and the

Summary Report with the Inspection body.

h. The efficient conduct of this closing meeting should leave a lasting impression of
the professionalism of the assessment team and the value of the assessment
process.

i. A copy of the findings will be left with the authorized representative at the closing
meeting.

5 Assessment Report

5.1 Time limit of reports

Within ten days of the assessment, the Lead Assessor will report their finding to KAN
Secretariat.

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5.2 Non Conformity Reports

a. Technical assessor when concluded on the site assessment should submit th e

completed Technical Assessor form for outstanding findings in the form of Non -
Compliance Report to the Lead assessor as soon as possible.

b. This report should be signed by members of the assessment team and submitted
to the Technical Committee for consider ation.

c. Possible failures of the Inspection body’s arrangements to comply with the

requirements of the Standard SNI 19 -17020-1999 are recorded on Non
Conformity Report forms.

d. Reports of record factual finding relating to possible non -compliances with specific
clauses in the Standard SNI 19 -17020-1999.

e. These records will be based. On provide the objective evidence on which the
Lead Assessor’s Report on assessments to KAN

f. The Lead assessor should prepare a summary report in the Assessment Report.
This report should be signed by lead assessor and submitted to the Technical
Committee for consideration.

g. The Technical Committee will review the assessment team’s report and
recommend to the KAN Council on actions to be taken with respect to the
Inspection body and its accreditation.

5.3 Information on report form:

a. Name of organization/inspection body

b. Type of assessment (initial, reassessment or Surveillance)

c. The field of activity where each observation was made

d. Any documents involved;

e. Non compliance identified;

f. Non Conformities classification

g. The name of the person that accompany assessor and discussed the matter

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h. The signatures of the accompanying representative of the Inspection body and of

the technical assessor and sign by lead assessor.

i. Comments of lead assessor

j. Corrective action agreed by Inspection body:

k. Signature of top management

5.4 Summary of findings

a. After the assessors have completed their individual assignments, they meet in
private to produce a co-ordinate view of the Inspection bodies work.

b. Each assessor, including the Lead Assessor, will complete an Individual

Assessor’s Report form, which enables assessors to report findings from the
assessment. Assessors will also record which clauses of the Standard they have
covered and which inspection th ey have observed.

c. In conjunction with the technical assessors, the Lead Assessor allocates Types of
non-compliances to every non-conformity finding on each Report form raised
during the assessment.

d. The Lead Assessor then co mpletes the Summary Report form , based on the
findings recorded on Individual Assessor’s Report form .

e. The Summary Report will summarize the assessors’ findings, indicate key areas
needing corrective action, and give the Lead Assessor’s recommendations to
KAN. The recommendations may be f or an unconditional offer of accreditation, for
an offer to be deferred until the non -compliances have been cleared, or for
refusal. In some cases it may be appropriate to recommend that an offer of
accreditation be made for a reduced Schedule.

5.5 After on site assessment Process

a. After Lead Assessor reported their finding to KAN within ten days after
assessment.

b. KAN sending notification to Inspection body for making corrective action an

acceptable period that agreed by lead assessor at the Closing meet ing.

c. The Inspection body makes corrective action and supplies KAN with evidence of
the corrective action to be taken to address any non -compliances found.

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d. The assessors involved in the assessment verify this evidence. Inspection bodies
can assist in this process by cross-referencing the evidence of individual actions
taken to the Report form and non -compliance number. It helps further if the
evidence of actions taken is grouped by assessor. To facilitate this, a standard
form is left with Inspection bodies at the Closing Meeting.

e. It may be necessary for a verification visit to be made to assess the corrective

actions taken. Assessment at such a visit will be confined specifically to the
clearance of the non-compliances.

f. If an assessor observes a new potent ial noncompliance, they will bring the matter
to the attention of management and will also report it, in writing, to KAN.

g. Once the assessment team is satisfied that all non -compliances have been
satisfactorily discharged, result assessment will review by t echnical committee.

h. Accreditation is granted by voting system of meeting of KAN member.

i. The KAN member meeting shall grant accreditation and certification of

accreditation will be issued and signed by the Chairman of KAN

j. The grant letter is sent to the Ins pection body with an Accreditation Certificate and
attachment by inspection scope

k. If the Inspection body disagrees with the accreditation recitation decision taken by
KAN meeting member, it may appeal.

l. The appeal must be in writing and must be received b y KAN within one month of
the decision letter.

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