BALTIMORE COUNTY PUBLIC SCHOOLS The online version of this

Quality Management System document is controlled.

Therefore, all printed
versions of this document
“QMS Audit Process” are unofficial copies.

1.0 PURPOSE:

1.1 This document describes the process used for conducting QMS Audits to ensure that
Baltimore County Public Schools’ (BCPS) quality management system:
• conforms to the requirements of the ISO 9001 International Standard and the
requirements established by BCPS;
• is effectively implemented, followed, and maintained; and
• is corrected when any detected variance from required methodologies is
uncovered.

1.2 This process supports BCPS Blueprint for Progress Performance Goal(s): 7, 8

2.0 SCOPE:

2.1 This process begins with the establishment of an annual master audit schedule and
includes the:
• planning, staffing, executing, and reporting of all audits and audit results;
• follow-up review of all detected nonconformities to ensure effective resolution; and
• reporting of audit results and actions taken to the Management Review Team.

2.2 The process is on-going.

3.0 RESPONSIBILITY AND AUTHORITY:

3.1 Process Responsibility: The QMS Coordinator serves as the process owner who has
final authority on all process activities and requirements.

3.2 Document Approval Authority: The Superintendent has final authority to approve the
issue and/or changes to this document.

4.0 TERMS AND DEFINITIONS:

4.1 BCPS – Baltimore County Public Schools

4.2 CAR – Corrective Action Request

4.3 MRT – Management Review Team

4.4 PAR – Preventive Action Request

4.5 QMS Auditors - Individuals who have completed auditor training provided by an
external supplier/vendor and/or BCPS. The QMS Coordinator maintains a list of
trained auditors.
02/15/11 Revised Page 1 of 6
BALTIMORE COUNTY PUBLIC SCHOOLS
Quality Management System

“QMS Audit Process”

4.6 Lead Auditor – The auditor identified as the primary contact person with the QMS
Coordinator and/or process owner if more than one auditor has been assigned to
perform a specific audit. This individual will be selected by the QMS Coordinator
and/or the audit team members.

5.0 PROCEDURE

5.1 QMS Audits are conducted according to a master audit schedule developed annually
by the QMS Coordinator. The master schedule identifies a series of planned audits
that will ensure that all processes and ISO clauses are audited at least once a year.
This master schedule is developed in consultation with responsible department heads
of the areas to be audited, and taking into consideration the status and importance of
the processes within the scope of certification, as well as previous audits. The
schedule may be modified as needed due to unforeseen circumstances.

5.2 The QMS Coordinator and/or Lead Auditor assigns qualified and competent QMS
Auditors to each scheduled audit, ensuring that the selected auditors will be objective
and impartial. Auditors never audit their own work. Selected QMS Auditors plan the
audit by discussing scope, preparing/reviewing appropriate audit checklists and/or
questions, reviewing previous audits, and developing tentative auditor time schedules
including prospective participants and activities.

5.3 A QMS Audit Notification Form with a tentative auditor time schedule is sent to the
department(s) selected to be audited.

5.4 The audit is conducted. A QMS Audit Feedback Form is given to a sampling of the
personnel interviewed by the auditors. The feedback is used to continually improve the
QMS Audit Process.

5.5 QMS Auditors, at the conclusion of the audit, record audit findings by preparing a QMS
Audit Summary Report.

5.5.1 All detected or potential nonconformities are documented using Corrective

and/or Preventive Action Request forms.

5.5.2 Supporting documentation is submitted to the QMS Coordinator.

5.5.3 The QMS Coordinator will forward copies of the QMS audit summary report and
any related corrective or preventive action request forms to the appropriate
process owner and/or manager.

5.5.4 Corrective and/or Preventive Action Processes are initiated by the QMS
Coordinator, if needed, and are handled in accordance with requirements of
corrective and preventive action process procedures.

02/15/11 Revised Page 2 of 6

BALTIMORE COUNTY PUBLIC SCHOOLS
Quality Management System

“QMS Audit Process”

5.6 The QMS Coordinator and/or Lead Auditor verify any actions taken and communicate
the results of QMS audit summary reports at a scheduled Management Review Team
meeting.

02/15/11 Revised Page 3 of 6

BALTIMORE COUNTY PUBLIC SCHOOLS
Quality Management System

“QMS Audit Process”

6.0 FLOWCHART:

02/15/11 Revised Page 4 of 6

BALTIMORE COUNTY PUBLIC SCHOOLS
Quality Management System

“QMS Audit Process”

7.0 PROCESS MONITORING AND MEASUREMENT METHODS

Process Objective(s) Information or Data Collected Review/Report Cycle

The completion of scheduled audits
per established schedule
The reporting of audit actions taken
and the verification of results to
Management Review Team
Status of audit completion vs. established Report at Management
schedule Reviews
QMS audit summary report results, Report at Management
corrective action plans, and MRT minutes Reviews

8.0 ASSOCIATED DOCUMENTS:

8.1 Master Audit Schedule

8.2 QMS Audit Notification Form
8.3 Auditor Time Schedule
8.4 QMS Audit Checklists
8.5 QMS Audit Feedback Form
8.6 QMS Audit Summary Report Form
8.7 Corrective and Preventive Action Request Forms
8.8 QMS Internal Audit Work Instructions

9.0 RECORD RETENTION TABLE:

Identification Responsibility Where Stored Protection Retention Disposition

List of Trained QMS Hardcopy in Secured Until update Discard as
Auditors Coordinator QMS office files office required desired
QMS Auditor QMS Hardcopy in Secured As long as Discard as
Training Records Coordinator QMS office files office auditor desired
is auditing
QMS Master Audit QMS Electronic on Electronic on Minimum of Discard as
Schedule Coordinator QMS office “I” drive three years desired
computer
QMS Audit Checklists QMS Hardcopy in Secured Minimum of Discard as
and/or questions used Coordinator QMS office files office three years desired
Auditor Time QMS Electronic on Electronic on Minimum of Discard as
Schedule Coordinator QMS office “I” drive three years desired
computer
QMS Audit QMS Hardcopy in Secured Minimum of Discard as
Notification Form Coordinator QMS office files office three years desired
QMS Audit Feedback QMS Hardcopy in Secured Minimum of Discard as
Form Coordinator QMS office files office three years desired
QMS Audit Summary Lead Auditor Hardcopy in Secured Minimum of Discard as
Report QMS office files office three years desired
Corrective/Preventive QMS Hardcopy in Secured Minimum of Discard as
Action Requests Coordinator QMS office files office three years desired
02/15/11 Revised Page 5 of 6
BALTIMORE COUNTY PUBLIC SCHOOLS
Quality Management System

“QMS Audit Process”

10.0 DOCUMENT REVISION HISTORY:

Date Description of Revision

06/16/2009 Initial Release
02/15/2011 Clarify Section 1.1 Audit Purpose to include conformance with QMS requirements
established by BCPS; define lead auditor; delete use of CAR/PAR forms for ‘opportunities
for improvement’ audit findings; define audit report distribution recipients; include verification
of actions taken after audits as a process objective; include any audit questions used as
records retained under Section 9.0. in lieu of or in addition to any checklists used.

02/15/11 Revised Page 6 of 6