You need to write a scope statement [paragraph or few lines only] that reflects the certification you are applying for.
This statement cannot be a marketing statement. It must be factual. You cannot use words like 'best' 'most advanced' or "value added to the client" unless it can be proven and therefore becomes part of your audit.
Jones and Partners, established in 1901, is a medium sized market research company with offices in Buenos Aires, New York, and London. Jones and Partners provide full service market research services, both qualitative and quantitative, to clients in private enterprise and government agencies, with a particular focus on the financial services and automotive sectors. Quantitative data collection is conducted primarily in-house using our own in-house CATI telephone technology or via web surveys for which we purchase the use of access panels from a variety of sub-contractors. We specialize in customer satisfaction research.
Yes, and it often does. But when it does, CIRQ must be notified and CIRQ shall validate the revised scope of certification. The scope may change when:
Note: CIRQ must be informed if you wish to change the scope or if the structure of your organization changes. This may impact your audit process and the audit program may need to be adjusted. It is always in the best interest of a company to keep their scope statement current and to keep it as full a statement as possible. Therefore, always inform CIRQ as soon as you believe the scope of your certification could or should change.
Yes, as long as they cover all of the core processes covered by the scope of business within that country. If for instance the only data collection function you have is in China, you will need to include China in the scope of services. If you have data collection functions in the US, then you could geographically leave out China in your scope statement.
The Self-assessment is a unique tool provided by CIRQ to help you do a GAP analysis of your compliance to the standard(s). You simply indicate briefly how your company complies with each clause listed. Your responses will eventually be evaluated by an auditor resulting in a score indicating your company's readiness to go to the onsite audit. Note: If the scope of your system does not include some section of the audit tool, simply write "Not Applicable". However, do not write "Not Applicable" simply because you are not following a process that meets the ISO Standard.
Take a systematic approach to the document:
Lastly the Quality Manager should review and fine tune the responses and complete Section 3 - The Research Process Management System.
A RECORD is either a document or data that cannot be changed, it represents a finite point, and it is permanent and historical. e.g. a training record, a completed questionnaire, a completed and closed off contract, a completed project, a paid invoice, etc.
PROCESSES, PROCEDURES and DOCUMENTS are information that is changing and/or changeable while remaining under a control mechanism that allows for traceability; e.g. A documented process or procedure can be changed and updated as necessary but should have a form of document control such as date or revision status that shows the changes that have occurred. A contract is a live document until the contract is completed. While the contract is ongoing it can be amended as long as the amendments are traceable. Once it is completed and signed it becomes a Record. A blank template is a document and is in effect the master. Once it has information in it, it becomes a document until such time as the form (or template) is completed and then it becomes a record.
At least the core processes should be proven and available for audit prior to undertaking a certification audit. An auditor requires evidence; a documented process that has not been fully enacted cannot be audited and therefore, you would not be ready for certification. However a process that is only just recently changed but 80% of the process history remains would be considered sufficient to continue to audit. All core processes, such as proposal, report, body of the job, i.e., data collection, coding, analysis, must have a minimum of 3 months history with several projects having worked through the system from proposal to reporting for a system to be ready for audit.
First your quality system must be completely documented and have been in place for at least 3 months so that you have RECORDS or EVIDENCE to demonstrate your compliance with the ISO standard to which you wish to be certified. At least some of these RECORDS or EVIDENCE must be available for closed projects. Then when you have completed all sections of the self-assessment form you should submit it to CIRQ for a pre-assessment evaluation and report conducted by a CIRQ auditor. Before you submit the self-assessment, go through it and ensure you have or are creating RECORDS or EVIDENCE for every statement you have made in the assessment. This is your true indication of whether you are ready for a certification audit. A CIRQ auditor will conduct a pre-assessment review against your self-assessment and inform you if it is determined that you are not ready for an audit.
Simple compliance to the Standard against your scope of certification is the answer. However, try this Top 10 Key Success Factor checklist as a good indicator of success:
This will depend of the scope of certification including the number of employees and sites to be audited. Please submit a Request for Quotation to get an estimate of costs involved.
That really depends on the scope of your certification, how prepared you are for the audit and how you progress the documentation throughout the certification journey. We have seen companies (especially those that have attended the CASRO ISO Implementation Workshop) be audit ready in 6 months.
There is no objection to you choosing your own auditor amongst the certified CIRQ auditors, however, there are rules relating to auditors access to companies where there may be a conflict of interest and also auditor availability and experience. Generally Auditors are assigned based on experience and availability factors, location, costs, and conflict of interest, etc. If you would like to discuss this matter please contact CIRQ and your query will be directed to the Managing Director for response.
It is CIRQ's policy to try and maintain the same audit team with a client for a period of at least 3 years until re-certification is due and then, where practical, a new audit team is appointed. From time to time this may not be possible and in these circumstances you will be informed of changes in advance and the reasons for those changes.
We have a list of criteria for auditors when scheduling audits that address:
This rarely occurs but when it does the matter is addressed according to a documented process. For a description of the Complaint/Dispute/Appeal process, please access the link for the Standard Certification Agreement. You can also access the CIRQ Quality Manual which details this process.
Yes but in order to do so you must comply with relevant sections contained in ISO 20252 which are referenced throughout the ISO 26362 Standard.
Yes for additional standards certification however it will not cover all aspects of the system and is therefore a shorter process.
No CIRQ is not accredited to certify to this standard. Our systems are not set up and we have not gone through the due diligence required to certify to this standard nor will we in the future.
On the day of audit, an auditor will need to have sufficient resources to get their job done with as little disruption to the company as possible but also in an efficient and effective manner:
Yes it will if CIRQ is notified either prior to or at the time the change occurs. CIRQ will request that you submit a management plan, detailing who is now responsible for the quality system, how the scope of certification will change and how the new structure will absorb the quality system sufficiently to maintain certification standards. Refer to Section 3.1 of the 20252 standard called Organization and Responsibilities (this also applies to ISO 26362). Submit to CIRQ the plan for merging the two company's quality systems so that your company and CIRQ can prepare for an interim audit (if necessary) or for the next surveillance audit [depending on timeframes]. The Plan should be submitted early within the timeframe of change and allow a 6 month transition period prior to the next CIRQ audit in order to confirm compliance. The earlier the notification to CIRQ, the more lead time CIRQ can provide you for any changes necessary in your overall audit schedule. Within 6 months of the change having occurred CIRQ will need to audit the change management functions and random processes to ensure certification continues.
The formal process is to lodge a complaint with CIRQ in writing - email is acceptable. This complaint will be logged into the system and the complaints process followed. For a description of the complaints process, please access the link for the Standard Certification Agreement.
Please access the Standard Certification Agreement to view the Terms and Conditions for the Audit and Certification Process.
CIRQ shall give due notice to all certified clients of changes in the ISO 20252 and/or 26362 standards, as well as any changes CIRQ intends to make in its requirements for certification as a result. The client has up to 18 months to make the advised changes in order to maintain certification.