How do you review and audit PFDs to ensure quality and effectiveness?

Process flow diagrams (PFDs) are graphical representations of the steps, inputs, outputs, and interactions involved in a process. They are useful tools for designing, optimizing, documenting, and communicating processes in various fields and industries. However, to ensure that PFDs are accurate, consistent, and effective, they need to be reviewed and audited regularly. In this article, you will learn how to perform a quality and effectiveness audit of PFDs using some practical steps and criteria.

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1 Define the scope and objectives

The first step in reviewing and auditing PFDs is to define the scope and objectives of the audit. This means identifying the purpose, scope, and criteria of the audit, as well as the roles and responsibilities of the auditors and the auditees. For example, you may want to audit PFDs to verify their compliance with standards, regulations, or specifications, to evaluate their performance and efficiency, or to identify potential risks and opportunities for improvement. You should also determine the level of detail and complexity of the PFDs to be audited, and the sources of information and evidence to be used.

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2 Plan and prepare the audit

The next step is to plan and prepare the audit activities and schedule. This involves developing an audit plan that outlines the audit scope, objectives, criteria, methods, and resources, as well as the audit checklist that contains the questions and items to be verified during the audit. You should also communicate the audit plan and checklist to the auditees and obtain their agreement and cooperation. Additionally, you should review the existing PFDs and related documents, such as process descriptions, operating procedures, control plans, or risk assessments, to familiarize yourself with the process and its context.

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John Benning

Director, Engineering and Continuous Improvement at Hughson Nut -ofi
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A solid model to consider when preparing the PFD is the SIPOCr. Suppliers to the process steps. Inputs to the steps. The Process itself. The Outputs (changes in form, fit, or function) of the steps. The Customers receiving the Outputs. And the Customers’ requirements. The best order to develop the SIPOCr is PCOrIS. This is an approach that has proven easy to follow and understand.

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3 Conduct the audit

The third step is to conduct the audit according to the audit plan and checklist. This involves collecting and analyzing evidence from various sources, such as PFDs, documents, records, interviews, observations, or measurements, to verify the conformity, performance, and effectiveness of the PFDs. You should also evaluate the strengths and weaknesses of the PFDs, as well as the risks and opportunities associated with them. Moreover, you should document your findings and observations, and report any nonconformities, deviations, or issues that need to be addressed or corrected.

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4 Report and communicate the audit results

The fourth step is to report and communicate the audit results to the auditees and other relevant stakeholders. This involves preparing an audit report that summarizes the audit scope, objectives, criteria, methods, findings, conclusions, and recommendations, as well as any corrective or preventive actions that need to be taken. You should also present and discuss the audit report with the auditees and obtain their feedback and commitment to implement the actions. Furthermore, you should communicate the audit results to other stakeholders, such as management, customers, or regulators, as appropriate.

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5 Follow up and verify the actions

The fifth step is to follow up and verify the actions taken by the auditees to address the audit findings and recommendations. This involves monitoring and evaluating the progress and effectiveness of the actions, as well as verifying their completion and closure. You should also provide support and guidance to the auditees as needed, and acknowledge their efforts and achievements. Additionally, you should update and revise the PFDs and related documents as necessary, to reflect the changes and improvements made.

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John Benning

Director, Engineering and Continuous Improvement at Hughson Nut -ofi
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The follow up activities are often where the value is captured and sets the ground work for sustainment. This means it is also the highest risk area to not sustaining the changes. Harmonization of the entire suite of documents, standards, drawings, etc. must be completed to ensure the changes stick. Conflicting guidance and requirements sets the stage for confusion and regression to previous practices. Additionally, all impacted followers of the process need to be effectively trained and the changes reinforced for a period of time. Visual management through tools like signage and one point lessons should also be considered.

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6 Review and improve the audit process

The final step is to review and improve the audit process itself. This involves collecting and analyzing feedback from the auditors and the auditees, as well as other stakeholders, to assess the quality and effectiveness of the audit process. You should also identify the lessons learned, best practices, challenges, and opportunities for improvement of the audit process. Moreover, you should implement and document the improvements and changes to the audit process, as well as share and disseminate the knowledge and experience gained from the audit.

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