INTERNAL INSPECTION

PROCEDURE

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1. PURPOSE

Aim of this procedure is to define method of internal inspection in order to ensure continuity of the system
in line with policy, procedure and instructions of . established by the Integrated Management System and
customer requests, improve the system and identify weak points in practice.

2. SCOPE

This procedure covers inspection of all processes in the Integrated Management System, activities of the
departments and related parties.

3. RELATED DOCUMENTS

 Corrective/Preventive Action Procedure

4. DEFINITIONS

Related parties means subcontractors, contractor and suppliers;

MR Meeting means management review meeting;

Inspection means systematic and independent audits establishing whether activities and results are
consistent with the planned arrangements, whether these adjustments are effectively implemented,
whether the organization has principles and goals.

1st Party Inspections are inspections conducted by the corporate internal inspectors in departments of the
organization.
2nd Party Inspections are inspections conducted by the corporate internal inspectors on related parties of
the organization.
3rd Party Inspections are inspections conducted by certification institutions or external authorized
professionals.

5. RESPONSIBILITIES and APPLICATION

Inspectors audit processes of . and activities of the related parties based on rules of ISO 9001:2008
Quality, ISO 14001:2004 Environment and OHSAS 18001:2007 Occupational Health and Safety Standards
and customer requirements. Inspections conducted for assessment of system performance and
guaranteeing its sustainability are collected in 3 groups;

1st Party Inspections

2nd Party Inspections
3rd Party Inspections

5.1. Planning
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The Quality Director prepares a 12-Month Internal Inspection Plan for the following year in December in
every year. The Internal Inspection Plan is approved by the Management Representative and is
distributed to the departments in the first week of January in every year.

Inspection frequency of processes of . and related parties is planned considering results of the previous
inspection and critical effects on the Integrated Management System in process activities and significance
levels of non-conformities identified.

Conformity of all processes with the Integrated Management System is inspected once a year. Unplanned
inspection may be conducted if nonconformity continues in the departments. Decision of unplanned
inspection is made by the Management Representative.

Internal Inspection Schedule includes the following information;

 Name of department to be inspected.

 Number of week or day of inspection.

5.2. Preparation

5.2.1 Selection of inspectors

Inspectors assigned during the inspection are grouped as chief and assistant inspectors. Inspections are
conducted by at least one chief and one assistant inspector.

Internal inspectors consist of such persons who successfully passed internal inspector training. The Quality
Director reviews number of internal inspectors in December in every year and published authorized internal
inspectors with the Internal Inspection Plan in January in every year.

If required, auditors may also be assigned out of the organization subject to approval of the General
Manager. In this case, external auditors must have a certificate of “Chief Inspector”.

5.2.2 Preparation of Inspection Plan

Internal Inspection Detail Plan is essential for an inspection to cover all applicable items of the standard,
efficiency of inspection and informing the department to be inspected before inspection. Prior to each
inspection, internal inspectors prepare an Internal Inspection Detail Plan for the department they shall
visit under the annual inspection plan.

The Internal Inspection Detail Plan prepared by internal inspectors is submitted to the Management
Representative for approval 1 week before scheduled date of inspection. The Management Representative
delivers the approved Internal Inspection Detail Plan to the department to be inspected and chief
inspector by e-mail no later than 5 days before the inspection.

The chief inspector contacts with the Head of Department or his/her assistant and takes the following
actions.

 Place and time of opening meeting are determined.

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 It is communicated and confirmed that minimum personnel must be present on the day of
inspection in order to provide information to cover all activities related to the department to be
inspected.

5.2.3 Preparation of Questionnaire

Questionnaire is prepared to guarantee review of applicable items of the standard and all documents
applicable to the relevant department during inspection. Quality, Environment, Occupational Health and
Safety Standard items have been issued in the format of an Internal Inspection Questionnaire.

The questionnaire constitutes a template and the chief inspector and assistant inspectors examine the
documentation under inspection of the department to be inspected in detail before inspection and they
prepare a questionnaire specific to the department by detailing the questionnaire.

5.3. Performance of Inspection

The inspection is conducted by the chief and assistant inspectors by using the questionnaire under the
Internal Inspection Detail Plan.

Stages of inspection are the followings;

5.3.1 Opening meeting

Prior to inspection, the inspector informs the persons concerned in the department inspected about aim,
goal and scope of inspection. The following persons participate in the opening meeting as a minimum;

 Chief Inspector,
 Inspectors,
 Department Directors
 Officers to accompany with inspectors during audit (Engineer, Foreman, Master etc.)

Opening meetings are chaired by the chief inspector and the meeting should not last longer than 15
minutes in the absence of a special case. The chief inspector explains the following matters at the opening
meeting;

 Aim, target of inspection

 Scope of inspection
 Method for reporting non-conformities likely to be identified
 Cooperation between inspectors and planning
 Discussion of unclear matters and reply to questions
 Communication of occupational safety measures to be taken by inspectors

5.3.2 Documentation and site inspection

The chief and assistant inspectors conduct audit based on department-specific questionnaire and
positive/negative situations encountered during site inspection. Responses to the department-specific
questionnaire, impressions, non-conformities and positive aspects are noted.

In case of any problem encountered during inspection, the Management Representative is informed.
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Following inspection, the chief inspector and assistant inspectors hold an inspection assessment meeting.
At this meeting, corrective and preventive actions are initiated for non-conformities detected and the
Internal Inspection Report is prepared.

5.3.3 Closing meeting

Following the inspection assessment meeting, the chief inspector and assistant inspectors hold the closing
meeting to last no longer than one hour. At the meeting, contents of the inspection report and brief
information on the corrective and preventive actions proposed are shared.

5.4. Initiation of Corrective & Preventive Actions and Preparation of Inspection Report

Requests for corrective and preventive actions submitted based on result of inspection are recorded as per
the Corrective/Preventive Action Procedure and monitored the responsible persons. Following inspection,
the chief inspector conducts a short monitoring inspection within one week following scheduled date of
corrective & preventive actions and evaluated the corrective and preventive actions proposed.

The inspectors’ team prepares an inspection report to deliver general course of inspection and results to
the Management Representative. The inspection report is prepared in the form of “Inspection Report” and
contains the following titles;

 Scope, date of inspection,

 Names of inspectors
 Inspected department and related divisions
 Persons interviewed during inspection and their titles
 Positive aspects identified during inspection
 Areas to be improved/non-conformities
 Recommendations

In addition to summary of non-conformities identified in inspection report, positive aspects contributing in

the system are also shared. Recommendations given by the chief inspector and assistant inspectors are
general considerations and are not binding in conclusion of corrective and preventive actions offered.

The management representative reviews inspection report and corrective and preventive actions and
informs the department inspected.

5.5. Evaluation of internal inspections and storage of records

The Management Representative presents results of Quality, Environment, Occupational Health and Safety
audit at “Management Review Meeting”. Findings of internal inspection are evaluated by meeting
participants.

6. RECORDS

Record Name Person Responsible for Storage Storage Period

Internal Inspection Schedule Quality Director 3 years

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EOHS Detail Plan Quality Director 3 years

Quality Detail Plan Quality Director 3 years
Internal Inspection Questionnaire Quality Director 3 years
Internal Inspection Report Quality Director 3 years
CPA Form Quality Director 3 years

7. ENCLOSURES

Internal Inspection Schedule

EOHS Internal Inspection Detail Plan
Quality Internal Inspection Detail Plan
EOHS Internal Inspection Questionnaire
Quality Internal Inspection Questionnaire
Internal Inspection Report