To our certified client,

 

Re: Audit Activities During Covid-19 Pandemic

This memo is to provide guidance to MY CO2 Certification’s certified client on audit activities during the Covid-19 pandemic.

In light of the current Covid-19 situation, MY CO2 Certification’s conduct of audit will proceed as per scheduled with the implementation of precautionary measures as advised by the Government of Malaysia.

During the on-going Covid-19 pandemic, it’s important that MY CO2 to continue to act in accordance with the principles on which the certification system is based, so that the client’s businesses can continue to rely on certification services. Both MY CO2 Certification and certified clients need to be able to provide and perform our services even though we have limitation on the travel arrangement, access to the necessary materials, and reduced manpower and resources. MY CO2 Certification has therefore compiled these guidelines for certified client during the ongoing pandemic.

 

Conduct of Audit

1. Conduct of Audit on-site

1.1 The following audit shall be conducted on-site

a) Compliance audit

b) Extension of scope

1.2. As the wellbeing of our auditor are of the utmost importance, conduct of on-site audit during this period depends on the readiness of the auditor.

1.3 On-site audit are not allowed in areas that are designated as Conditional Movement Control Order (CMCO).

1.4 If an on-site audit is conducted during this period, prior to commencement of audit, certified client shall take measures as follows:

1.4.1 Should there be any positive COVID-19 cases in the organisation, the certified client to determine whether to proceed with the assessment or not:

a) If the certified client decides to continue with the audit, the client shall ensure the premises shall be sanitised;

b) If the certified client decides to postpone the audit, the certified client shall notify MY CO2 Certification as soon as possible and reschedule the audit to a suitable date.

1.4.2 Should the audit be conducted at high-risk certified client (e.g. laboratories that process COVID-19 samples), the audit can proceed if it is agreed between the audit team and the client. The laboratory shall ensure that all measures have been taken to provide a safe environment for the audit team to conduct the audit.

1.4.3 Should the certified client require the audit team to undertake a COVID-19 swab test, the cost of the procedure shall be borne by the certified client.

1.5 During the on-site audit, the certified client shall take measures as follows:

a) Provide suitable Personal Protective Equipment (PPE) such as face masks;

b) Provide hand hygiene solutions (e.g. hand sanitiser/soap and water);

c) Avoid contact (e.g: handshaking, appropriate social distancing) with the assessment team;

d) Provide a safe and suitable room/space for the audit team

 

2. Conduct of audit remotely

The following audit, but not limited to, can be conducted remotely (e.g. online platform, cloud sharing, video conferencing, teleconferencing etc.):

a) documentation review/adequacy audit,

b) surveillance,

c) transition audit.

 

3. Postponement of scheduled audit

3.1 Normally, a scheduled audit is conducted ± 2 months from the planned date. However, due to the COVID-19 Pandemic, the audit can be conducted up to 6 months from the planned date.

3.2 In cases where the certified client wishes to postpone the audit from the planned date, the certified client shall formally request in writing to MY CO2 Certification’s providing justification for postponement. MY CO2 Certification may consider to re-schedule the audit to a later date.

 

4. Failure to conduct scheduled audit

If the certified client fails to conduct the audit within the extended time, the certified client may request for a voluntarily suspension or MY CO2 Certification will initiate suspension or withdrawal of the certified client’s certification.

Should you have any enquiry, please contact us at 603-51223366.

 

Thank you.

 

Approved by,

General Manager

MYCO2 Certification Sdn Bhd

Date : 30th October 2020