SayPro A template for documenting QA audits, ensuring consistency and clarity in audit results.

Here’s a standardized SayPro Template for documenting QA audits. This template is designed to ensure consistency and clarity in audit results while maintaining a structured approach for tracking and documenting quality assurance processes.

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QA Audit Documentation Template

1. Document Control

Field	Description
Audit Title	[Insert Audit Title]
Audit ID	[Unique Audit Identifier]
Audit Date	[Date of the audit]
Audit Type	[e.g., Internal Audit, External Audit, Vendor Audit]
Conducted By	[Auditor/Team Name]
Reviewed By	[Quality Manager/Lead Auditor]
Audit Status	[Draft/Final/Closed]
Report Version	[Version Number]
Approval Date	[Date of Report Approval]
Next Audit Date	[Scheduled Date for Next Audit]

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2. Audit Objectives

Clearly state the purpose and scope of the audit to ensure the audit team and stakeholders understand the goals.

Objective	Description
Purpose	[Provide a brief statement of the audit’s purpose, e.g., to assess compliance with QA standards.]
Scope	[Define the boundaries of the audit, such as departments, processes, or systems to be audited.]
Criteria	[List the specific standards, procedures, or regulations that the audit is based on.]

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3. Audit Scope and Methodology

Area Covered	Description
Department/Process	[List the departments, teams, or processes audited, e.g., Production, Customer Service]
Audit Method	[Detail the methodology used: interviews, document reviews, observation, sampling, etc.]
Sample Size	[If applicable, specify the sample size for auditing (e.g., 10% of documents, 5% of transactions).]
Tools/Software	[List any tools or software used during the audit (e.g., Audit software, spreadsheets).]

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4. Audit Findings

List the findings from the audit in a structured format. Each finding should include a description, severity, and corrective action if needed.

Finding ID	Description	Severity (High/Medium/Low)	Evidence/Reference	Corrective Action Required
F01	[Finding description, e.g., non-compliance with XYZ policy.]	High	[Attach document or reference to non-compliance]	[Action to resolve issue]
F02	[Finding description, e.g., process inefficiency identified.]	Medium	[Attach observation log or data]	[Action to improve process]

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5. Root Cause Analysis

Conduct a root cause analysis to identify the underlying causes of the findings. This section helps in addressing the issues at their source.

Finding ID	Root Cause Description	Contributing Factors
F01	[Root cause, e.g., lack of training, unclear procedures.]	[Contributing factors, e.g., inadequate supervision, resource shortages.]
F02	[Root cause, e.g., unclear communication among departments.]	[Contributing factors, e.g., inconsistent processes.]

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6. Recommendations

Provide actionable recommendations for addressing the findings and improving quality assurance processes.

Finding ID	Recommendation	Responsible Party	Suggested Timeline
F01	[Recommendation, e.g., implement training program for staff.]	[Name/Team]	[Date/Timeline]
F02	[Recommendation, e.g., streamline communication channels.]	[Name/Team]	[Date/Timeline]

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7. Corrective Action Plan

Document the corrective actions taken (or planned) in response to audit findings. This ensures accountability and follow-up.

Action ID	Description of Corrective Action	Responsible Party	Deadline	Status
CA01	[Description, e.g., revise SOP to clarify procedures.]	[Name/Team]	[Due Date]	[Not Started/In Progress/Completed]
CA02	[Description, e.g., provide training for staff.]	[Name/Team]	[Due Date]	[Not Started/In Progress/Completed]

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8. Audit Summary and Conclusion

Summarize the overall results of the audit and any conclusions drawn from the findings. Indicate whether the audit objectives were met.

Field	Description
Audit Outcome	[Overall audit outcome, e.g., compliant/non-compliant, minor deviations found.]
Summary	[Brief summary of the audit, e.g., findings were mostly minor and corrective actions are in progress.]
Conclusion	[Final remarks, e.g., audit objectives were met, and all major findings have action plans in place.]

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9. Follow-up Actions

Describe the follow-up actions required to ensure the corrective actions have been implemented and to close the audit.

Follow-up Action ID	Description of Follow-up Action	Responsible Party	Due Date
FUP01	[Follow-up action description, e.g., verify staff training completion.]	[Name/Team]	[Due Date]
FUP02	[Follow-up action description, e.g., review updated procedures.]	[Name/Team]	[Due Date]

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10. Attachments

Include any relevant documents, logs, reports, or data that support the audit findings.

Document Name	Description/Link
[Document Name]	[e.g., Training Logs, Non-compliance Report]

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End of QA Audit Report

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This template can be customized based on your organization’s needs. It ensures that all necessary details are captured in a structured, organized way, promoting clarity and accountability in the audit process.

Let me know if you’d like further customization or additions to this template!