CHCS On-site Audit Preparation Guide (FAQ)
Overview
Q1: What is a Halal certification on-site audit, and why is it so important?
A: The on-site audit is the core component of Halal certification. It involves our expert auditors visiting your production/processing facility to systematically evaluate your entire operation for compliance with Halal standards through document reviews, physical inspections, and personnel interviews. It is not just a mandatory step for certification but a critical process to ensure the Halal integrity of your products and establish a systematic risk control mechanism. A successful audit means your products obtain a "trust passport" to global Halal markets.
Q2: What standards does CHCS's on-site audit follow?
A: Our audits strictly adhere to the Halal standards officially recognized by the target markets. For the Indonesian market, we follow the Halal Product Assurance System (SJPH) requirements issued by the Indonesian Halal Product Assurance Agency (BPJPH) under the Ministry of Religious Affairs. This system aligns with mainstream international Halal standards and covers comprehensive requirements from management commitment to specific production controls.
Pre-Audit Preparation
Q3: What internal preparations should our company make before the audit?
A: A successful audit begins with thorough preparation.
We recommend focusing on these four areas:
1.System Preparation: Establish a clear Halal policy and appoint/train Halal supervisors.
2.Document Preparation: Organize all Halal certificates for raw materials, process flowcharts, product formulation lists, equipment cleaning records, etc.
3.Site Preparation: Ensure the production site is clean and that clear segregation is in place between Halal and non-Halal areas/tools.
4.Personnel Preparation: Arrange for relevant personnel (e.g., production, quality control, procurement heads) to be available for the audit to ensure smooth communication.
Q4: What specific documents and records do we need to prepare in advance?
A: Please ensure you have the following verifiable evidence ready (partial list):
l Management & System: Documented Halal policy, appointment letter and training records for Halal supervisor(s), internal audit and management review records.
l Raw Materials: Valid Halal certificates for all animal-derived, alcohol-derived, and high-risk ingredients; supplier list; purchase records and invoices.
l Production & Process: Process flowcharts with control points; equipment list and cleaning procedures; product formulations and specifications.
l Facility: Site layout plan indicating personnel, material, and water flow; cleaning and sanitation records.
Q5: What if we cannot obtain Halal certificates for some of our raw materials yet?
A: This is a common situation.
We recommend:
l Act Immediately: Request certificates from suppliers or seek alternative suppliers with certificates.
l Provide Alternative Proof: For very low-risk or hard-to-certify materials (e.g., some minerals, salt), prepare a Certificate of Analysis (COA) and a "Non-Porcine Origin Statement" from the manufacturer as an interim measure.
l Communicate Transparently: Proactively inform the audit team about the situation before or during the audit. We will assess the risk level and provide professional advice. Please note: Halal certificates for core high-risk ingredients (e.g., meat, enzymes, flavorings) are mandatory.
The Audit Process Explained
Q6: How long does an on-site audit typically last, and what is the process?
A: The duration depends on the factory size, product complexity, and number of production lines, typically 1-3 working days.
The standard process includes:
1.Opening Meeting: Introduces the audit plan, scope, and methodology.
2.Site Tour: A comprehensive walkthrough of the facility, warehouses, production lines, labs, etc.
3.Document Review: In-depth verification of all documents and records mentioned in Q4.
4.Personnel Interviews: Discussions with management and operational staff to understand actual practices and awareness.
5.Audit Team Internal Meeting: Consolidation and analysis of findings.
6.Closing Meeting: Clear presentation of audit findings, conclusions, and next steps.
Q7: What high-risk areas do auditors pay special attention to?
A: Auditors adopt a risk-based approach, focusing on contamination-prone areas
such as:
l Raw Material Receiving & Storage: Is there mixing of Halal and non-Halal materials? Are labels clear?
l Product Changeover: When switching from non-Halal to Halal production, are complete and effective cleaning and purification procedures (including "Sertu" where applicable) followed and validated?
l Shared Equipment: Such as shared grinders, reactors, pipelines. Is cleaning validation sufficient?
l Cross-contamination Risks: Potential from personnel movement, shared tools, or containers.
Q8: Will problems found during the audit lead to immediate disqualification?
A: No. The purpose of an audit is to identify and help you improve your system, not to "fail" you on the spot. Findings are recorded as "non-conformities" (NCs) and classified by severity:
l Minor NC: Isolated, incidental lapse in documentation or records with no direct impact on the Halal system.
l Major NC: A systemic or localized failure that could lead to Halal risk (e.g., missing certificates for high-risk materials, high cross-contamination risk).
l Critical NC: Direct, actual contamination with non-Halal substances, or discovery of fraudulent practices.
Except for "Critical" NCs which may trigger serious actions, most issues allow you to implement corrective actions within a set timeframe, submit evidence, and proceed with certification upon our verification.
Post-Audit Process
Q9: What report will we receive after the audit?
A: You will receive a detailed "On-site Audit Findings Report," which includes:
l Audit Summary: Company info, audit scope, dates, etc.
l Compliance Summary: A clear table showing the audit status of each section (documents, materials, production, etc.).
l Detailed Findings: A list of all non-conformities with objective descriptions, corresponding standard clauses, and risk classifications.
l Corrective Action Requirements: Specifies the actions and evidence required for each NC.
l Audit Conclusion & Recommendation: The audit team's overall conclusion and suggested next steps.
Q10: How should we address the findings (non-conformities)?
A: For each non-conformity,
you need to:
1.Analyze the Root Cause: Go beyond "fixing" the symptom to find the underlying reason (e.g., missing procedure, insufficient training, poor implementation).
2.Develop and Implement Corrective Actions: E.g., update procedures, provide training, modify physical segregation.
3.Provide Evidence of Effectiveness: Compile evidence of the corrective actions (new documents, training records, photos) into a Corrective Action Report (CAR) and submit it to us for desk review within the agreed timeframe.
4.On-site Verification (if needed): For major corrections, we may schedule a follow-up visit to verify implementation.
Q11: How long does it typically take from audit completion to receiving the certificate?
A: This depends on the speed and effectiveness of your corrective actions.
Generally:
l If no NCs are found, the certificate issuance process begins after report finalization.
l If Minor or Major NCs exist, the certificate can usually be issued within 2-4 weeks after we receive and approve an effective CAR.
l The overall timeline is determined by our joint efficiency. Our project specialist will assist you throughout the process.
Other Common Questions
Q12: Our facility also produces non-Halal products. Can we still apply for certification?
A: Absolutely. This is common for integrated facilities. The key is not "whether you produce" but "how you effectively segregate and manage." The audit will focus on your physical segregation measures, production scheduling, cleaning/purification procedures, and traceability system to ensure Halal products are protected from any potential contamination throughout production.
Q13: How can we communicate most effectively with the audit team?
A: Transparent, open, and fact-based communication is the most effective.
Please ensure to:
l Appoint a single point of contact to coordinate all matters.
l Provide truthful information and documents; concealment or misrepresentation can lead to more serious consequences.
l Ask questions anytime you are unclear about a standard or requirement; we are happy to explain.
l View the audit as a valuable "management health check" rather than just a compliance test.
Friendly Reminder: This guide is based on general situations. Specific audit requirements may vary slightly depending on your business type and product characteristics. For more precise guidance tailored to your company's specific situation, please contact our account manager for a free pre-audit consultation.
