We are certified to ISO 9001:2015 and I have a concern about our procedure in Purchasing. Our purchaser was fired and it seems like management is taking a long time to get a replacement. For the meantime, the job was distributed between 2 staff (our staff in accounting and our staff in engineering, depending on what items are purchased). We are a very small company with 19 people including management. I am worried that we might not be complying with our procedure because of this irregularity. How do I ensure all is well and is this practice acceptable? It seems our management is okay with this present set-up (purchasing activities being distributed to different people and sometimes to himself too as the owner of this company).
Most likely, in the current situation, the procedure is not being followed as there are new “actors” and authorities and responsibilities are no longer centralized.
If the present situation is acceptable and delivering good results, your organization can simply update the Purchasing procedure to reflect the present situation. Do not forget to check if job descriptions and competence requirements also need an update because of the new situation.
I as an auditor always like to see updates in documents, a sign that the system is alive.
The following material will provide you more information about document control: