Certification Partners Wanted! Please call +6016-202 2447
It is therefore the policy of SYNERGY to establish and maintain effective schemes for the approval and certification of management systems as well as the delivery of management system, under the auspices of Standard Malaysia Accreditation and requirements as recognized by the International Accreditation Forum.
SYNERGY is a living and dynamic entity relying upon the input from Accreditation Bodies, Clients, the Advisory Board and internal personnel to enable on-going improvement and relevance to all stakeholders.
This document provides outline the terms and conditions to any organization that is interested in obtaining certification of its management system or used the certification scheme such as Quality Management System to the requirements of ISO 9001. It is based on the requirements specified in International Standards for Conformity Assessment Bodies and related documents issued by the accreditation bodies.
The management system certification services provided by Synergy Certification (SC) are carried out in accordance to the policies and procedures established by SC based on the requirements of the accreditation standards. The generic certification process is as follows:
Client shall provided the information required for application as per application for assessment form
Upon acceptance of application, client shall sign the contract with SC. In case of rejected application (may due to impartiality), SC will provide the reason for rejection
Upon receiving the application fees, stage 1 audit is carried out to determine the adequacy of the client’s management system documentation and readiness to proceed to the Stage 2 audit.
After the findings from the Stage 1 audit have been resolved, the client is to notify SC on the readiness to proceed to the Stage 2 audit. The purpose of the Stage 2 audit is to evaluate the implementation, including effectiveness, of the client’s management system.
On satisfactory completion of the Stage 2 audit and verification of any non-conformity(ies) raised, the Audit Team Leader will prepare arecommendation report to the Certification Manager for approval.
The Certification Manager reviews and approves the recommendation for certification.
The certificate will be issued upon payment of all fees due. The certificate is valid for 3 years from the date of approval.
All certified organizations will be subjected to annual surveillance audit. The first surveillance will be carried out 11 months from the last day of the Stage 2 audit. Renewal of certification is subject to a satisfactory Recertification audit carry out before the expiry of the certificate.
The management system certification services provided by Synergy Certification (SC) are carried out in accordance to the policies and procedures established by SC based on the requirements of the accreditation standards. The generic certification process is as follows:
The client shall identify the site(s) to be covered under scope of certification. This site(s) shall generally be permanent location(s) at which the client carries out its operations.
For certain types of activities such as construction, client shall also identify the temporary sites at which activities are carried out. These sites will be subjected to audit on sampling basis. However, the sites will not be included in the certificate.
A multiple site organization is an organization having an identified central function (normally referred as central office) at which certain activities are planned, controlled or managed and a network of local offices or branches (sites) at which such activities are fully or partially carried out. The organization shall identify in advance the sites that it wants to include in the certificate. These sites will be subjected to audit on a sampling basis.
The management system has been operational for a sufficient period of time to be able to demonstrate adequately the effective implementation of the entire system.
The Internal Audit and Management Review have been conducted before the Stage 1 audit. For multiple site organizations, the internal audit shall cover all sites to be included in the certificate.
Synergy Certification operations are conducted in accordance with ISO17021 requirement and we are comply with competency, impartiality and confidentiality. Therefore, Synergy Certification is going towards Standard Malaysia Accreditation.The management system certification services of Synergy Certification currently under review by Standard Malaysia.
Client may file an appeal when he does not agree with the decision of the Certification Panel. The appeal shall be in writing and addressed to the Certification Manager within 2 weeks of notification of the decision. Decisions of appeal including the grounds of the decision shall be recorded and the appellant shall be notified in writing. Appeal can be directly email to appeal@synergycert.com or fill in form here.
Any complaint about SC or about organizations certified by SC shall be directed to complaint@synergycert.com or fill in the form here.
Complaints shall be in writing. All complaints received will be verified and validated by the certification manager or above. The complainant shall be informed of the receipt of the complaint and will be provided progress report and a report on the outcome of the investigation. The client shall agreed or response to the complaint if the complaint directly or indirectly involve the clients’ organization. If the investigation required special visit or short notice visit, the client will be informed in advance in writing and fees will be imposed if the special visit is required.
The client whose certification is suspended is required to take the necessary corrective action before the end of the suspension period of 90 days. Failure to resolve the issues satisfactorily will result in withdrawal of certification. The client may appeal if it is dissatisfied with the decision to suspend or withdraw the certificate.
Upon certification the client’s name, address, contact details and scope of certification will be published in the www.synergycert.com.
Any change in the status of the certification, e.g. suspension or withdrawal of certificate will also be published in the web site.
The client may seek to make changes to details in the certificate. This may include, name of organization, change of address or scope of certification. Request for such changes shall be made in writing to Synergy Certification
Renewal of certificate shall be carried out upon completion of three (3) year. Clients shall be notified by writing 4 weeks ahead to ensure timely renewal.
Re-audit is applicable for clients whom FAILED during Document Review, Pre-Assessment, Initial Audit or Surveillance audits and recertification audit. The audit fees shall charge as per current man-day rate and other incidental cost where applicable.
Postponement or cancellation of confirmed Applications prior to Audits shall be 14 working days ahead in writing to SC and vice-versa. The entire fees is Non-Refundable if exceed 7 working days.
Whilst every reasonable care is taken by SC to ensure that the service given to the Client is correct, SC shall not be liable or responsible for any loss damage or claim of whatsoever nature including pure economic loss and any consequential loss however arising, occasioned by the implementation of such service. SC takes reasonable care to ensure confidentiality of clients proprietary. If any incidents outside SC capability, SC cannot be held legally in case of loss of confidentiality. Likewise SC will informed in writing the incident if the incident known to SC.
Synergy shall inform its clients of changes to the certification process including transition plans and time frames for the implementation of such changes and shall subsequently verify that each client complies with this requirement. It shall necessitate a special audit in certain cases.
The client must inform Synergy, without delay, of matters that may affect the capability of the management system to continue to fulfill the requirements of the standard used for certification.
These include changes relating to:
Synergy shall review the changes and accordingly discuss with client for an early verification to ensure that the capability of the management system continues to fulfill the requirements of the applicable standard.
ME-001-00
Eff. Date: 01-06-15
Use of the Synergy Certification Mark is subject to the conditions detailed below:
The certified client may display the certification mark –
‘XXX: YYY Certified Organization,’ where XXX is the name of the certified client and YYY is full code of the relevant management system standard. E.g. Company Z: ISO 9001:2008 certified organization’
Note: This wording shall be accompanied by the certification mark
On Product | On larger packaging used for transportation of product | On letterhead, pamphlets, etc. for advertisement | |
---|---|---|---|
Mark Without Statement | Not allowed | Not allowed | Allowed |
Mark With statement | Not allowed | Allowed | Allowed |
Statement without the mark (see clause 3.3(b) | Not allowed | Not allowed | Allowed |
We accept that we have well understood all the above terms and conditions and the above are overridden by the conditions for the use of Synergy Certification mark and we undertake to abide by all for the use of Synergy Certification mark and if violated, Synergy Certification Sdn Bhd (SC) reserves the right to revoke/ suspend/ withdraw the registration certificate without prior written information to us.
SC is committed to impartiality in its management system certification activities and ensures the objectivity of its management system certification activities. SC understands the importance of impartiality in carrying out its management system certification activities and manages conflict of interest.
SC identifies, analyze and document the possibilities for conflict of interests arising from provision of certification and resulting relationships. Detailed information hereto shall be made available to the committee for safeguarding impartiality (CSI) for decision.
SC does not provide certification in cases of unacceptable threat to impartiality. There will be no offering of certification when relationships that threaten impartiality cannot be eliminated or minimized.
SC does not certify another certification body's management systems certification activities
SC does not deal with or provide any type of consulting services or management system consultancy. SC does not promote activities of any particular consultancy body or organization. SC does not enter into any type of relationship or agreement with any management system consultancy body or organization.
SC does not provide services related to internal audits to other organizations or its certified clients.
SC does not provide certification to clients who have received management system consultancy or internal audits if the relationship between the consulting organization and SC poses unacceptable threat to impartiality. There will be no offering of certification when relationships that threaten impartiality cannot be eliminated or minimized.
SC does not outsource audits and do not offer linked activities with organizations that provides management system consultancy.
SC does not do joined marketing activities with management system consultancy organizations. SC does not state or imply that certification would be simpler, easier, faster or less expensive if services of specified management system consultancy organization are used. SC will take appropriate legal action against any false or inappropriate claims by any management system consultancy organization stating or implying that certification would be simpler, easier faster or less expensive if SC’s certification services are used. Since SC does not enter into any type of relationship or agreement with any management consultancy body or organization any such claims shall be false and misleading.
SC make sure, that personnel who have provided management system consultancy in previous two years, shall not be used to take part in certification activities, unless more than 2 years passed.
SC takes actions to respond to any threats to its impartiality arising from external actions including that of other persons, bodies or organizations.
SC makes sure that its personnel act impartially and shall not allow commercial, financial or other pressures to compromise impartiality. SC periodically reviews conformance with the impartiality requirements of ISO 17021. The results shall be presented to the CSI for further review and approval.
The personnel of SC are instructed to report any situations regarding conflict of interest that might result in threats to impartiality. SC does not use such personnel for certification activities unless they demonstrate that there is no conflict of interest.
All the activities of the staff are based on employee declaration. SC uses this information as input to identifying threats to impartiality raised by the activities of such personnel or by the organizations that employ them.
SC doesn’t use personnel, either internal or external, that cannot demonstrate that there is no conflict of interests.
For,
Synergy Certification Sdn Bhd,
Managing Director
DC-002-00
Rev: 0
Eff. Date: 02.06.14
This policy defines how confidentiality of the information obtained or created during the certification activities, is ensured.
The Client is obliged to maintain strict confidentiality about any information revealed within the terms of the Certification Contract as well as knowledge of matters relating to SC, its employees and auditors. This obligation also applies after termination of the Contract. The Client similarly accepts the obligation on behalf of his auxiliary persons and associates.
DC-003-00
Rev: 0
Eff. Date: 02.06.14
Certifications granted by Synergy Certification Sdn Bhd may be suspended or withdrawn or the scope of certification may be reduced.
Suspension: Temporary invalidation of a certificate (not more than 6 month).
Withdrawal: Permanent invalidation of a certificate.
Suspension of Certification - SC shall suspend the certification of the client under the following circumstances;
The management of Synergy Certification who issued the certificate shall decide on the action to be taken, based on review of the evidence. If suspension of the Client’s certification is decided, the Client will be formally notified as described in the procedure Maintenance, Suspension, Withdrawal & Reduction of Scope (CT-005-01)
Withdrawal of Certification - A Client’s certification may be withdrawn as a consequence of:
The management of Synergy Certification who issued the certificate shall decide on the action to be taken, based on review of the evidence. If withdrawal of the Client’s certification is decided, the Client will be formally notified as described in the procedure Maintenance, Suspension, Withdrawal & Reduction of Scope (CT-005-00).
The decision to withdraw a certificate shall be formally communicated to the customer including the requirements to:
Reduction of Scope - Where the failure of the quality system is related to a specific part of the Client’s organization (physical locations, organizational units, or activities), the Client’s scope of certification shall be reduced to exclude the part of the business that does not meet requirements. Only design, service, and/or special processes that are outsourced may be excluded or reduced from the Client’s scope of certification.
The Client has the right to appeal any certification decision made by Synergy Certification. An appeal may be filed according to the appeals handling procedure (CT-006-01)
Synergy Certification requires that the certified client conforms to the following requirements when making reference to its certification status in communication media:
DC-004-R0
Rev: 0
Eff. Date: 02.05.15
To outline the activities carried out by the Synergy Certification (SC) to ensure that appeal brought by customers or other parties are appropriately addressed.
This procedure applies to all appeals received by SC.
MD ensures that the investigation and decision on appeal does not result in any discriminatory action against appellant.
MD ensures any individual or team involved in the resolution of appeal shall be in odd numbers and satisfy the following criteria
(a) not be person named in the subject of the said appeal
(b) be independent of the audit and/or certification process of the said appeal
To outline the activities carried out by the Synergy Certification (SC) to ensure that complaint brought by customers or other parties are appropriately addressed.
This procedure applies to all complaints received by SC.
ISO/IEC 17021 Conformity assessment – requirements for bodies providing audit and certification of management systems
MD ensures any individual or team involved in the resolution of complaint shall:
(a) not be person named in the subject of the said complaint
(b) be independent of the audit and/or certification process of the said complaint
Some Content here...