MPOB CoPM Audit Documentation Forms #
These forms are mandatory for auditors conducting certification assessments based on the Code of Good Milling Practice for Palm Oil Mills (CoPM). This guide explains the purpose, how to fill, and next steps for each form in the correct audit sequence.
1. MPOB/CoP/F/06 – Audit Note #
What is this Form? #
A working field note form used to document all findings during the audit.
Purpose: #
- Record auditor’s observations based on:
- Interviews
- Document review
- Onsite inspection
How to Fill: #
- For each clause assessed:
- Note what was seen, heard, or reviewed
- Specify type of audit method used (I, D, O)
- Mention objective evidence (e.g. photos, records, SOP titles)
- Determine the nature of the finding:
- Area of concern
- Observation
- Nonconformance
What’s Next: #
- Use this form as the basis to complete:
- Checklist (F07)
- Observation (F09)
- Issue of Concern (F08)
- NCR (F10)
- Final Report (F11)
2. MPOB/CoP/F/07(iii) – Audit Checklist #
What is this Form? #
A clause-by-clause checklist aligned with CoPM requirements.
Purpose: #
- To verify compliance status for each CoPM clause.
- Provide a quick reference to the entire audit scope.
How to Fill: #
- At each clause:
- Review the requirement
- Observe or verify compliance
- Record evidence
- Tick C (Compliant) if fulfilled, or leave blank if issues found
- If issues are observed:
- Mark the type (OBS, Issue of Concern, or NCR) in remarks
What’s Next: #
- Any clause with issues noted will be followed by:
- F08 if it’s an issue of concern
- F09 if it’s an observation
- F10 if it’s a confirmed nonconformance
3. MPOB/CoP/F/08 – Issues of Concerned #
What is this Form? #
Form to highlight significant risks that do not qualify as NCRs but still need attention.
Purpose: #
- To flag risky practices or weaknesses that could lead to future noncompliance.
- Allows the client to prioritize actions even if it’s not a strict violation yet.
How to Fill: #
- Identify the clause number and concern
- Explain the potential impact or reason for concern
- Provide supporting information or evidence
What’s Next: #
- Auditee must take action to mitigate risks
- Auditor will review mitigation during next audit or by evidence submission
4. MPOB/CoP/F/09 – Observation Report #
What is this Form? #
Used to record potential nonconformities that don’t meet the threshold for NCR.
Purpose: #
- To encourage preventive action and continuous improvement
How to Fill: #
- Include the clause number and describe the observation
- Explain why it’s not NCR (e.g., insufficient evidence, immediate correction made)
- Add comments to support the observation
What’s Next: #
- The client is encouraged to correct proactively
- Observation will be reviewed in future audits
5. MPOB/CoP/F/10 – Nonconformance Report (NCR) #
What is this Form? #
For recording any confirmed failure to meet a CoPM requirement or legal compliance.
Purpose: #
- To initiate mandatory corrective action from the client.
How to Fill: #
- Auditor completes the clause number, description, and objective evidence
- Auditee fills:
- Root Cause Analysis
- Corrective Action Plan
- Action Taken
- Auditor closes the form after review and verification
What’s Next: #
- Corrective action must be submitted within a determined duration (example: 3 months or agreed period)
- Verified and closed by MPOB auditor
6. MPOB/CoP/F/11(iii) – Mill Audit Report #
What is this Form? #
Final summary report of the audit, incorporating all inputs from F06–F10.
Purpose: #
- To present audit conclusions, including:
- Conformance checklist
- Total number of NCRs, observations, and issues of concern
- To record the auditor’s recommendation:
- Proceed to the next audit phase
- Certification decision
- Follow-up needed
How to Fill: #
- Populate basic company and audit details
- Fill clause-by-clause results: √ (Yes), X (No), OBS, or NC
- Summarize:
- Total Issues of Concern
- Observations
- NCRs
- Record recommendation and sign-off
What’s Next: #
- Submitted to MPOB CoPM Certification Unit
- Client to submit corrective actions for NCRs
- Auditor to verify and close as per the process
Summary Flow: #
- F06 – Audit Note (field-level findings)
- F07 – Checklist (compliance status)
- Based on F06 & F07:
- F11 – Mill Audit Report (summary of above)