Introduction of Conformity of Production for the GB / UK(NI) Schemes

This page was last updated on 26th May 2022

Phase Three – Carrying out the Audit Plan

Following the activity that has taken place in Phase One (application) and Phase Two (initial assessment), this clearance method will need to become a regular exercise, for both new and existing VCA CoP holders.

In the future, we will conduct with you:

• Quarterly meetings – if you are a vehicle manufacturer with emissions approvals
• Annual review – if you are a vehicle manufacturer
• On-site audits of assembly plants
• Remote audits of assembly plants

Quarterly and Annual Meetings

Quarterly Meetings

The quarterly meetings are likely to be conducted with the approval holder or the manufacturer’s representative. These meetings are currently only required for all vehicle manufacturers with emissions approvals and will act as a “touch point” to understand upcoming changes such as the sites, the scope of the work, and the names of those involved.

We will discuss the progress being made against the testing requirements (emissions) and aim to eliminate any last-minute issues that could arise. It is important to remember that these meetings will be an informal discussion and not an audit and we expect these meeting to be conducted by video calls.

Meetings with manufacturers who are the primary holders of the emissions approvals, such as complete and Stage 1 incomplete vehicles will take around one hour or potentially longer depending on the complexity and number of interpolation families being discussed.

Meetings with manufacturers who are not the primary holders of the emissions approvals, such as completed Stage 2 vehicles are expected to take substantially less time.

Additional meetings may be required for other subjects in the future.

How much will it cost?

Meetings with primary holders of the emissions approvals will be charged at £89/hour

Annual Meetings

The annual meetings are likely to be conducted with the approval holder but could be with the manufacturer’s representative. It is important to remember that these meetings are separate from any audits conducted with the approval holder if this is also an assembly plant.

The annual meetings are required for all vehicle manufacturers and the areas that will be covered include:

• ISO performance / Audit results
• Non-Conformities raised
• Root Cause / Corrective Actions / Preventative Actions
• CoP test schedules
• Completion rates for proceeding year
• Schedule for upcoming year
• Test data sampling
• Review of tests conducted (non-emissions)
• Sample of test reports (internal and external)
• Recalls / Non-compliance
• Completion rates of campaigns
• Non-conformances identified during CoP tests
• Certificates of conformity
• Check of content (One per vehicle type minimum)
• Repair and Maintenance Information (RMI) and On-Board Diagnostics (OBD)
• Access to information
• Updates
• Audit / meeting schedule for coming year

How much will it cost?

Meetings will be charged at £89/hour

Remote Audits

All assembly plants will need auditing annually and the remote audit will be conducted on years where an onsite audit is not required.  We recommend that the approval holder and representative are in attendance for the call.  A remote audit is a shorter audit and will likely cover the following:

• Elements of the QMS (i.e. calibration, competency)
• Application of control plans and CoP testing against schedule
• Change control with respect to type approval
• CoP tests data may be sampled
• Non-conformance reports for internal items

How will it happen?

As outlined previously, the meeting will be conducted via a video call, and we anticipate it will last up to four hours. Before the meeting, the relevant paperwork we require will be requested prior to audit, and NC’s may be raised and will require closing.

Please remember that this directly relates to assembly plant clearance and the risk rating may require on-site audit sooner than scheduled.

How much will it cost?

For remote audits, we charge £890 per site.

On-site Audits

As part of the ongoing approval process, all assembly plants will need auditing at least once every three years. Approval holder representative is recommended to be in attendance.

During the audit, we will cover elements of the QMS (i.e. calibration, competency), and will look at the application of control plans and CoP testing against schedule. At the same time, we may also sample CoP test data.

We will cover change control with respect to Type Approval and review non-conformance reports for internal items. The audit will take between one and two days, dependent on the size of the facility. For this audit, paperwork will not be requested prior to audit. NC’s may be raised and will require closing.

It is important to note that these on-site audits relate directly to assembly plant clearance, and Risk Ratings may require on-site audit sooner than previously scheduled. This may include bringing forward other site audits.

How much will it cost?

We will charge £1295 for one day or £1785 for two days (travel outside of the UK will incur additional costs).

What happens next?

In summary, you will receive a detailed audit report and your clearance remains valid. If significant non-conformances are identified that affect the risk rating, a new clearance may be issued with a reduced clearance period. If NC’s are raised and not closed, the assembly site for which it relates to is likely to be withdrawn from the clearance.