Scheduling

1. Scheduling Danyel Coyne

2. Introduction • PRI Registrar schedules more than 1,000 audits every year and we are working to find the most efficient, low risk, customer and auditor friendly way to do this important task. • RMS was built to help us proactively schedule audits in advance to allow client information updates, audit planning and audit plan issuance ahead of the audit. • Since we had to load all audits into the RMS system and modify each audit duration for the additional transition time, it took us a while to catch up to the volume. • Most audits are now being scheduled 90-120 days out.

3. Scheduling • Ultimately, all Surveillance audits will be scheduled right after the audit with dates provided in the audit report as agreed between auditor and client during the audit. Some minor changes could occur: • Possible NCR time is needed • New auditor assignment • Scope changes: employee count, design or non-design, additional locations, etc. • Recertification audits will be scheduled after the new contract is signed. This process starts 60 days after last audit event to keep it moving. • All new contract audits will be scheduled as they are signed. • We want to utilize our audit pool capacity to the maximum so advanced scheduling is one very important factor.

4. RMS Calendar • An important tool to complete scheduling in RMS is the calendar function. • It help us not to double book • If not used, we have to reach out to each potential auditor to confirm the dates and then contact each client to accept which is very time consuming especially if we get slow responses.

5. Auditor Calendar

6. How to Schedule an Audit • Verify the audit will be conducted with the target • AS: 90 days from date of expiration • ISO: 60 days from date of expiration • Contact Scheduling • Indicate whether the client has accepted the dates or if Scheduling needs to contact the customer

7. How to Accept an Audit

8. Scheduling Process • Current Process • Scheduling sends an email to the assigned auditor for the proposed date(s) • Scheduling forwards the dates to the client or the auditor works directly with the client and reports back to scheduling • Once dates are confirmed on both ends, the audit is scheduled in RMS

9. Scheduling Process • NEW Process – Surveillance Audits • During the current audit, the auditor is to set the audit date(s) for the following year • Assume you will be the auditor for the next audit unless otherwise notified • Scheduling will check the date on the last page of the Audit Report (RF-22) and schedule the next audit for the date(s) indicated • The audit will not be “officially” scheduled until 4-5 months out • If needed, and the client/auditor agrees, we can still move the audit date after it has been sent out to be scheduled

10. Scheduling Process • NEW Process – Recertification Audits • During the current audit, the auditor is to set the audit date(s) for the following year • AS: If you have cycled off, do not set-up audit dates. Tell the client Scheduling will contact them to line up a new auditor and dates • The audit needs to be scheduled around the target dates to avoid expiration • AS: 90 days from date of expiration • ISO: 60 days from date of expiration • The audit cannot be scheduled until sales has obtained the recertification quote back from the client

11. Tips to Make Scheduling Easier • Follow the new process • Be responsive • Use your calendar or follow the new process • Calendar utilization will also enable us to maximize your earning power OVERALL: Keep scheduling happy 

12. Questions