DC INTERNAL AUDIT REPORT

AUDIT DATE: 31st/10/2023

STATION/AREA OBSERVATION COMMENT RESPONSIBILITY Closure time

frame
Warehouse ACs were found running, Sustain QA, dispatch managers
General improvement in the house keeping and tidiness of Sustain, Dispatch manager, QA
the place during operations.
no dirty tarpaulins (aprons) observed during operations Sustain, Dispatch manager, QA
Products observed on the floor as well as open sacks were Remove all products on the Warehouse manager,
observed with products falling out. floor and seal open bags. dispatch supervisors,
QA
Improved organization of products in the cold rooms. Sustain Dispatch supervisors,
manager, QA

Mixing of feet and heads, and complimentary products with Provide separate storage Engineer
premium products in one cold rooms. such as caging or separate
cold room.
Damaged products observed in cold rooms. Improve handling during Ware house, dispatch
loading, transportation, managers, drivers and
storage and at selling shop staff.
Two staff were seen having bungles on hands, an indicator Refresher training to be QA
of a lapse in the implementation of the GMP rules. done for the staff

Use of nonauthorized personal protective gears, Provide staff with proper HR, and administration.
Such as head gears, warm clothing and worn out gumboots PPEs.
Cracked wall skirtings around the cold room walls, cracked Cracks to be Engineer
glass pane observed in the ware house office. closed/repaired
Facility Facility compounds clean, free of dirt, dust and metals. Sustain QA
Clear and tidy compound observed
Slight improvement in the washrooms hygiene as observed More effort is required to QA End
 DC INTERNAL AUDIT REPORT

during the previous audits. ensure complete cycle of November

hygiene is observed.

Crate proper separate Engineer End

Facility lack of proper changing room. changing room to eliminate November
potential contamination.
Faulty drainage system at the hand washing sinks to the Repair faulty drainage Engineer End
warehouse. system. November

Nonfunctional water point observed in staff wash room. Repair/ replace faulty Engineer
water point
Water observed running out of the drains into the Drainages to be repaired Engineer
compound.
Waste Place well organized, no pest infestation observed, waste Sustain QA Ongoing
collection point well segregated.
The waste bins need to be covered, and some old bins were Old waste bins should be QA
observed replaced
Documentation Monitoring forms are duly filled. Sustain QA
Records in place were well organized for reference. Proper document QA, All clerks doing
organization to be done for records.
all records.

TRACEABILTY REPORT

As one of the requirements, the system must be in position to trace 100% of all the products from reception to the first external customer. This
exercise was initiated and expected to carry on with the traceability tasks during operations. The following should be noted.

 A traceability team was formed, whose composition is as follows,

 DC INTERNAL AUDIT REPORT

a) The receiving clerk/manager (1)

b) The cold room supervisors (2)
c) The dispatch clerk/manager (1)
d) QA (2)
e) Warehouse manager (1)
 A mock trace was triggered for one of the products (Java DT) and was deemed not to be successful as required by the standard. The
following are findings gotten during the exercise.

Challenges Recommendation Responsibility

It took us 2hours 30 minutes while
trying to look for the necessary
documents. This is because the
documents were kept in different places
(The whole exercise is expected to be
done in less than 2hrs)
Some documents did not reflect the
batch number for the products being
dispatched, making it hard to locate the
required batch/lot
There was no evidence for stock
rotation in in the cold rooms
There was no evidence for the
dispatch/delivery of the products to the
customers.
All record to be well organized in a All clerks doing documentation
systematic way to aid the tracing of any QA
document as will be needed.
The batch numbers of the products QA, cold room supervisors, receiving and
incoming, in stock and outgoing should dispatching clerks/managers.
be captured and records maintained
properly on file
Stock bin cards should be introduced and Cold room supervisors, QA, warehouse
put into use in the cold rooms. manager
Self-carbonating delivery notes should be Warehouse manager/QA/dispatch
used/implemented and duly filled, to managers
give proof/evidence of the dispatched
products.
The retained carbon copy will be useful
in this traceability exercise.