Audit Report

Surveillance Audit for PEMKOT SBY Perdagangan dan Perindustrian QEC21978 Audited Address: Jl. Arif Rachman Hakim No. 99 Surabaya JAVA 60117 IDN Date of audit: 20/03/2012 EAST

COMMERCIAL- IN CONFIDENCE The contents of this report must not be disclosed to a third party without the agreement of the SAI Global Client

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID :368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 1 of 7

Audit Report

BACKGROUND INFORMATION Latar belakang informasi

SAI Global conducted an audit of PEMKOT SBY Perdagangan dan Perindustrian on 19/03/2012 to 20/03/2012 .

SAI Global melakukan audit di disperdagin pada 19 s/d 20 Maret 20 Maret 2012
The purpose of this audit report is to summarise the degree of compliance with relevant criteria, as defined on the cover page of this Tujuan dari laporan audit adalah untuk merumuskan tingkat pemenuhan dengan criteria yang relevan sebagai penetapan pada halaman sampul dari laporan ini, berdasarkan pada keterangan yang diperoleh selama audit pada organisasimu. Laporan audit ini mempertimbangkan kualitas kebijaksanaan organisasi anda, sasaran/tujuan dan proses perbaikan yang berkelanjutan. Ulasan akan memasukkan bagaimana sasaran yang cocok dipilih oleh organisasi anda tampak pada pemeliharaan tingkat kepuasan anda dan memberikan report, based on the evidence obtained during the audit of your organization. This audit report considers your organizations quality policy, objectives, and continual improvement processes. Comments may include how suitable the objectives selected by your organization appear to be in regard to maintaining customer satisfaction levels and providing other benefits with respect to policy and other external and internal needs. We may also comment regarding the measurable progress you have made in reaching these targets for improvement. SAI Global audits are carried out within the requirements of SAI Global procedures that also reflect the requirements and guidance provided in the international standards relating to audit practice such as ISO/IEC 17021, ISO 19011 and other normative criteria. SAI Global Auditors are assigned to audits according to industry, standard or technical competencies appropriate to the organization being audited. Details of such experience and competency are maintained in our records. In addition to the information contained in this audit report, SAI Global maintains files for each client. These files contain details of organization size and personnel as well as evidence collected during preliminary and subsequent audit activities (Documentation Review and Scope) relevant to the application for initial and continuing certification of your organization. Please take care to advise us of any change that may affect the application/certification or may assist us to keep your contact information up to date, as required by SAI Global Terms and Conditions. This report has been prepared by SAI Global Limited (SAI Global) in respect of a Client's application for assessment by SAI Global. The purpose of the report is to comment upon evidence of the Client's compliance with the standards or other criteria specified. The content of this report applies only to matters, which were evident to SAI Global at the time of the audit within the audit scope. SAI Global does not warrant or otherwise comment upon the suitability of the contents of the report or the certificate for any particular purpose or use. SAI Global accepts no liability whatsoever for consequences to, or actions taken by, third parties as a result of or in reliance upon information contained in this report or certificate. Please note that this report is subject to independent review and approval. Should changes to the outcomes of this report be necessary as a result of the review, a revised report will be issued and will supersede this report. Standard: Applicable codes: 9001:2008 ANZ8113 The registration covers the Quality Management System for the government services relating to the issuance of SIUP (Surat Izin Usaha Perdagangan) and TDP (Tanda Daftar Perusahaan), and IUI (Izin Usaha Industri) within Surabaya City. The registration does not cover for the services relating to the issuance of TDI (Tanda Daftar Industri) and small SIUP (Surat Izin Usaha Perdagangan) under UPTSA (Unit Pelayanan Terpadu Satu Atap). 7.3, 7.6 98 1 2 mandays Badiuz Zaman -

Scope of Certification:

Permissible exclusions: Number of Staff: Number of Shifts: Total audit duration: Team Leader: Auditors: Observers/Technical Specialist:

Definitions and action required with respect to audit findings Non-conformance: Based on objective evidence, the absence of, or a significant failure to implement and/or maintain conformance to requirements of the applicable standard. Such issues may raise significant doubt as to the capability of the management system to achieve its intended outputs. NOTE: The applicable Standard is the Standard which SAI Global are issuing certification against, and may be a Product Standard, a management system Standard, a food safety Standard or another set of documented criteria.

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 2 of 7

Audit Report

Action required: This category of findings requires SAI Global to issue a formal NCR; to receive and approve clients proposed correction and corrective action plans; and formally verify the effective implementation of planned activities. Correction and corrective action plan should be submitted to SAI Global prior to commencement of follow-up activities as required. Follow-up action by SAI Global must close out the NCR or reduce it to a lesser category within 60 days for surveillance audits. If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of SAI Global, immediate suspension shall be recommended. In the case of an already certified client, failure to close out NCR within the time limits means that suspension proceedings may be instituted by SAI Global. Follow-up activities incur additional charges. Area of Concern: Area of the system for which the client is required to investigate potential nonconformity. Action required: SAI Global may require client to formulate preventive action plan for approval prior to next planned audit / certification decision or alternatively may follow up clients preventive action at the next planned audit. Lack of client attention to such issues implies that a preventive action system is not working effectively, and could result in an NCR being raised at a later date. Opportunity for Improvement: A documented statement, which may identify areas for improvement however shall not make specific recommendation(s). Action required: Client may develop and implement solutions in order to add value to operations and management systems. SAI Global is not required to follow-up on this category of audit finding.

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 3 of 7

Audit Report

Executive Overview The purpose of this audit was to determine continuing compliance of your organizations management system with the audit criteria; and its effectiveness in achieving continual improvement and system objectives. In general, audit result show that Pemerintah Kota Surabaya - Dinas Perdagangan dan Perindustrian has implemented and maintained their Quality Management System inline with the requirements of ISO 9001:2008, as well as documented system. No nonconformity is raised during audit. However several findings classified areas for concern and opportunity for improvement are raised and written in this report should be followed up to ensure consistent implementation of the quality management system according to ISO 9001:2008 requirements and documented system Recommendation The recommendation from this audit is that your certification continues. Audit recommendations are always subject to ratification by SAI Global certification authority. This report was prepared by: Badiuz

SURVEILLANCE QEC9001 Review of any changes There is no organisation structure change Actions taken on previous audit issues The previous SAI audit findings were addressed with corrective action and closed status given. Except: Area of concern Implementasi back up data dalam server sudah dilakukan namun laporan kegiatan tidak sesuai dengan interval waktu yang ditetapkan setiap bulan. Management commitment and achievement against objectives and targets Management commitment could be sighted in the management. The policy and objectives have been defined and understood by each personnel organisation. Improvement plan including business plan is sighted. Quality policy has been stated and mentioned top management commitment. Quality policy was deployed to quality objectives for each function in the organization The objectives concern to business services and delivery target setting. Quality objective achievements have been monitored regularly as mentioned in the report. Internal audit, management review processes and continual improvement Internal audit procedure has been made and implementation has been performed on 29-29 February 2012. It was observed that all sections were audited and audit records were verified among others audit schedule, corrective action form, etc. Generally all findings have been followed up with the corrective action.

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 4 of 7

Audit Report

Opportunity for improvement Training internal auditor perlu dilakukan karena beberapa karyawan sudah di mutasi dan satu karyawan yang sudah mendapatkan sertifikat (Pak Adwinarto) akan pension.

Management review meeting was implemented, attended by Kepala Dinas, Management Representative and Section Head. Minutes of meetings are evident. Top management recommended action to improve the quality management system. The last review was conducted on 14 March 2012 Customer satisfaction was measured by performing customer satisfaction survey in end of 2011. The survey was collected and distributed to customer and Customer index is achieved satisfied Area of concern: Mesin IKM sudah di buat untuk pelaksanaan survey namun belum ada di evaluasi ketercapaiannya.

Customer complaint handling system The complaint was no received from customer. Complaint handling procedure has been defined Use of marks and/or any other reference to certification Use of marks has been used within company in the correspondence report. Issuance of SIUP (Surat Ijin Usaha Perdagangan trades license) including order review, handling and control of records Issuance of SIUP process was done based on the request from the customer. Some documents should be completed for registration according to the regulation. A procedure for SIUP issuance is available. During audit it was sighted that all processes were done according to the defined procedure. All checking and approval process were defined and the authorized persons were assigned. The quality objectives were defined and monitored. Records were available. The customer data or records are stored in the filing room. The filing room was visited that was organized filing storage

Issuing of TDP (Tanda Daftar Perusahaan company listed license) including order review, handling and control of records Issuance of TDP process was done based on the request from the customer. Some documents should be completed for registration according to the regulation. A procedure for TDP issuance is available. During audit it was sighted that all processes were done according to the defined procedure. All checking and approval process were defined and the authorized persons were assigned. The quality objectives were defined and monitored. Area of concern: Procedure penerbitan TDP perlu di revisi sesuai dengan perubahan system dimana buku induk perusahaan sudah tidak digunakan lagi
ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

QEF08C.10 / Issue Date: 2012-Jan-15

Page 5 of 7

Audit Report

Issuance of IUI (Surat Ijin Usaha industri Industry license) including order review, handling and control of records Issuance of IUI process was done based on the request from the customer. Some documents should be completed for registration according to the regulation. A procedure for IUI issuance is available. During audit it was sighted that all processes were done according to the defined procedure. All checking and approval process were defined and the authorized persons were assigned. The quality objectives were defined and monitored. Area of concern Status tempat sewa belum konsisten di isi dalam laporan hasil pemeriksaan PT.Perwiramulti jaya Kencana no 536/032.G/436.6.11/2012. Belum ada persyaratan kompetensi untuk petugas Pelaksana survey. Record control It was observed that all map files was kept and stored in the specified warehouse. Filing room was proper maintained by fumigation, termite control, related to prevent the client files. Areas of concern: Daftar pengendalian arsip belum ditetapkan masa simpan nya Prosedur pengendalian arsip belum menjelaskan bagaimana system pengarsiapan yang sesuai dengan ketentuan seperti update arsip pendaftraran ulang. Disarankan ada pembahasan di tingkat walikota mengenai regulasi pengarsipan terutama mengenai penghaapusan agar system pengarispan berjalan dengan terkendali.

Opportunity for improvement:

Purchasing The procurement procedure has been established. The process is initiated based on purchase request from user/ relevant function, defined priority and budget readiness. Purchasing is conducted directly to the direct or tender procurement. Incoming purchased items are checked prior sent to users or kept on the small warehouse. Supplier selection activity has been reviewed regarding to on time delivery, quality, price, and services. However evaluation for supplier period 2011 has not been performed. Area of concern: Daftar rekanan terseleksi belum dibuat Dan juga evaluasi supplier untuk pengadaan langsung belum dilakukan yang mana telah dijelaskan dalam prosedur pemilihan dan penghapusan rekanan seharusnya dilakukan setiap tahun.

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 6 of 7

Audit Report

NEXT AUDIT PLAN During our next audit the issues identified as requiring attention will be reviewed to ensure they have been adequately addressed, as well as the following set out in the plan below: The plan is draft and can be modified to suit all availability of relevant people.
Audit type : Date Auditor Audit meetings plus functions/ processes/ areas/ shifts audited Entry Meeting Day 1 # Shift Approx. time 09.00- finish

Top Management/Kepala Dinas: policy, objectives, management review Sekretariat/MR: Management system support and continual improvement
To be confirmed

Day 2

Bagian Kepegawaian : Personnel (SDM) training Sub Bagian Keuangan: finance Administration
Bidang Industri: Issuing of industrial licenses (Ijin Usaha Industri)including order review, handling and control of records Report Preparation/ Exit Meeting 09.00- finish

QEF08C.10 / Issue Date: 2012-Jan-15

ACTIVITY ID: 368400 SAI Global Limited Copyright 2008 - ABN 67 050 611 642

Page 7 of 7