Audit & Inspection Readiness
Written by Li-Anne Rowswell Mufson
This month we will discuss Audit and Inspection Readiness
Last month, we talked a little bit about People’s perception of Quality teams, inspectors, auditors, and “the police” and how that isn’t what our goals should be with Internal and External Audits. This month we are going to talk about how to get the most out of “mock Inspections” Practice Interviews and how to be ready for Audits and Inspections
Why are inspections and audits important?
Inspections and audits allow the pharmaceutical sponsor to improve its processes and demonstrate continual improvement in every department and phase of the process.
While Inspectors may come in with a stated focus—for example, they may focus on GCP—depending on what they discover, they may “Pivot” and talk extensively with another department. For example, the organization may expect them to stay in manufacturing, but they wind up focusing on Pharmacovigilance.
So the organization needs to plan ahead so all departments are ready.
Steps in Performing an Audit
First step you need an Audit Calendar
Internal, Vendors, Suppliers, and Partners: This should not necessarily be every year, but there should be training and audits on the calendar every year. Determined by the Quality Department. This Ensures compliance with regulations and objectives and shows how good you are at what you do.
Doing actual run-throughs of interviews and inspections
Identifying the right “Key people”
Performing the due diligence and auditing your vendors actually ensures that they are qualified to do the job they are contracted to do. The Sponsor is the responsible party.
Don’t just check the box.
Identifying the Right Key People
Identifying the Right Key People—Who will be selected to be in front of an inspector? It is very important to choose key people to represent for a “mock” inspection. The same personnel who are chosen need to present for a “mock” inspection as well. If folks cannot answer questions in their immediate remit, they shouldn’t be there. But staff should understand that this is an opportunity to show how good you are at your job.
Key people from every department who know the documents and systems of their department. Choose people who will answer all questions honestly and directly without guessing or speculating. They should refer any questions that can't be answered to someone who can. Regulatory agencies expect employees to be trained to do this. Don't "hide the truth" because it will make you look bad. Don't state your opinion, don't volunteer information that was not asked for. "Shine"
Such a person might be asked, “Do you know what problems exist?”
If that person can say, “Yes, and this is how we are working on it,” you’re golden.
If the auditor has to tell you what the problem is, you are in trouble. It is an uncomfortable conversation. A 483 because the health authority had to tell you what the problem is means that communication within the organization is probably an issue as well.
An Internal Audit should be used to identify and address problems or concerns that exist in the systems. Again, you don't want the Health Authority to be the one to let you know about any issues.
Communication issues—Listen to your team Members if they tell you about an issue. Put it on a project plan so you’ve at least acknowledged a difficulty and put it on the “to-do List.” Sometimes, the people on the ground who are doing the work may request to have issues included in an internal audit. It may serve to open communication with the folks at the top.
The Sponsors Responsibilities
The Sponsor is the ultimate responsible party for all activity related to their product. Often, a client will say, “My vendor does that.” And while that may be true, the Sponsor can’t abdicate that responsibility. This is when having an external body to do those kinds of audits can be really beneficial. It promotes the relationship between the functional area or contract owner and the Quality Organization. Because the Quality Organization is now supporting the function in the preparation. An objective 3rd party doesn’t share the organization’s bias.
Regulatory agencies prefer independent third-party audits so that the potential for conflict of interest can be eliminated. When you use the in-house team for auditing a vendor, it is like having the fox watch the hen house. If you use the same company as the vendor, you are essentially outsourcing the bias. We do need to trust the vendors and have a collaborative attitude, BUT the oversight is also the responsibility of the Sponsor. So bringing in a 3rd party to audit vendors and even internally. This means you have a neutral Auditor. And your Quality team can be even more helpful to you. In preparation and response.
Avoid common 483 observations like "FIRM FAILED TO FOLLOW ITS OWN SOP." Don’t let this happen in your organization. Train everyone to be familiar with all SOPs and documents relevant to the department's work. Get revisions done in a timely manner.
Get your Documentation in order
List all Documents relating to the audit. Batch manufacturing records Master formula records, SOP's Method of Analysis deviations, change controls testing data, etc..
Qualification Documents for equipment, water systems, Instruments for Quality control, Instruments for production, process validation, method validation, etc., must be reviewed before the audit.
Check for correctness, overwriting, and updating. Include supporting data, analytical data, and data generated from production and warehouse equipment.
Do not throw away our original data. Print Clearly in logs and fill out all documents completely. Record data directly in the appropriate form or notebook (no napkins, scrap paper, etc.. and then transfer. if you do accidently record your data on a piece of scrap you need to staple it to the notebook or form because THAT scrap is original data. Always attach labels or printouts where indicated. Record all requested info and fill in all the blanks, If it isn't documented, it doesn't exist.
Use black indelible ink and write corrections clearly above or beside the line-through with an initial and date.
NEVER average OUT-OF-SPEC results to obtain a passing result. Don't continue testing samples until you get enough that pass. (See Barr Case?)
Have another person perform double checks where indicated in the batch record. These are required for critical steps, such as adding and weighing raw materials, which are historically problematic points in the process.
Record ID, part, lot, document, revision, and other control numbers. If something should go wrong these numbers permit traceability.
NEVER Backdate or falsify records.
Check for Calibration on Equipment
Avoid the most Common errors
If you are a supervisor or manager, report mistakes and encourage people to report them. Then, figure out how to correct and prevent the issue.
Wear your Protective gear
Know where safety "Stop" buttons, First aid kits, eye wash, and other
Read your MSDS- Safety Data Sheets
Be especially careful around Breaks when tired or when someone interrupts you. Be vigilant
Wear appropriate clothing, sterile gowns, lab coats, hair coverings, shoe coverings, etc...
Don't wear a lab coat or uniform while outside the building i.e. smoking
Keep it clean
Use validated procedures on Surfaces and equipment, keep tags, and logbook current
WASH YOUR HANDS
Report illnesses
Check expirations on materials
Remove, segregate and destroy all expired materials
Record ID, part, lot, document, revision, and other control numbers. If something should go wrong these numbers permit traceability.
DO NOT bring food, drinks, gum, tobacco, or house plants into production and lab areas
Check Pest Control Devices frequently
Keep shipping and receiving and any other doors closed. Check the bottoms of outside doors for gaps. Rodents only need a 1/4-inch gap to get in.
Quality organizations are starting to become more collaborative in style rather than adversarial. So that the opportunity to outsource the audit to help the internal quality organization. It is possible to have “practice Interviews as well. You can work through the interview piece together without the intensity of a “mock Inspection” Coaching the interviewees is another valuable tool that an outside consultant.
Risks vs. Non-compliance of outsourcing: They may be able to demonstrate compliance, but the risks are still there.
The biggest Risk is “You don’t know what you don’t know”
Listen to team members
Audit calendar—Internal, Vendors, Suppliers, and Partners. Not necessarily every year, but there should be training and audits on the Calendar every year. Determined by the Quality Department. This is to ensure compliance with regulations and objectives and to show them how good you are at what you do.
Importance of having an audit plan or program
[11:28] Why an external audit is important
[17:19] New trends in auditing and inspection
[20:02] Things you should not say in an audit interview
[23:16] How do you perform an audit of your vendors?
[24:49] Risk vs non-compliances