CASE STUDY #8

Opening Meeting

Time Allowed = Tutor to Advise

Prepare an agenda for the presentation of an opening meeting to the senior management of CZERKA Ltd. (an ‘agenda
sheet’ attached below). Make sure all elements requested by ISO 19011 are included in your agenda.

!!!See what part of your work from the practice session in presentation 15 you can use here.

Prepare for an opening meeting with senior management (CZERKA Ltd.)

Appoint a Lead auditor to conduct the opening meeting.

Each auditor is expected to participate in the opening meeting by briefly explaining which department they have been
allocated to audit and any key features they plan to include in their audit.

Teams not acting as auditors will assume the position of organisation senior management of CZERKA Ltd.

Conduct an opening meeting using the material assembled and formalised in the agenda sheet.

Make sure you confirm the scope of certification with the CZERKA Ltd. Management and note it down in your papers.

Each audit team member is expected to participate in the opening meeting by briefly explaining the department you have
been allocated to audit highlighting any key feature you plan to include in their audit.

This exercise requires you to ensure that the opening meeting:

• Is complete
• Is accurate
• Is conducted as a team
• Questions are handled well
• Is controlled
NB: See a copy of ISO 19011 for detailed requirements on how the opening meeting is conducted

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Opening Meeting Scenarios

Follow your tutor instructions

Auditees

Czerka Inc.

The Manager – say the scope is not complete and you want the new hardware maintenance department to be included
and audited and furthermore you will not allow one of the auditors take part in the audit as you know he/she is currently
working for your most fierce competitor

Chief Construction Operations Officer – say Czerka is actually running a construction site in a town 150 km away from the
Czerka head office that’s not been advised to the certification body office along with the other sites.

Head of Design and Development Tech Division – say you thought the audit will last 2 days instead of three and you and
the legal advisor have to travel on business the last day

Legal Advisor – agree with Head of Design and Development Tech Division and say you have to visit an important
customer together to settle a major claim.

Chief Financial Manager (accounting) – say you cannot provide financial information to the auditors of any kind, including
the provisions for the QMS

Chief Architect – say there is major change in business processes due to increased workload coming from new client and
your department will not be able to meet customer requirements, especially in case of incident or problem.

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Auditor team

To deal with requests and any adverse behaviour on the auditee side:

• Refer to standard requirements (ISO 9001, ISO 17021, ISO 19011):

• Direct to auditees to communicate with the certification body office and/ or scheme manager for issues you
cannot resolve or if these are beyond your level of authorization;
• Standard Operating Procedures of the Certification Body you represent;
• Any other regulatory and/ or mandatory documents;
• Any applicable legislation;
• The certification contract with the auditee organization – Czerka Inc.
• Your communication skills.