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Potential QMS audit under MDR

  • 1.  Potential QMS audit under MDR

    Posted 24-Jul-2019 15:03
    Hi all,

    I have a question regarding the QMS requirement whit the new EU MDR. First, to clarify my knowledge, we are absolutely aware that QMS needs to be adapted / modified for the new MDR requirements. And of course, in order to have a new product added in our future first brand new MDR EC Certificate, we will need to submit the EC Technical File for notified body MDR review and CE clearance.

    My question is the following. When our notified body will verify that we have implemented our QMS-related MDR requirements into our QMS? My initial (and apparently wrong understanding) was that this was going to be at our next QMS surveillance audit. Or that, perhaps, they could have asked specific question during the EC Technical File submission (but not a full audit).

    However, during our current QMS surveillance audit (for EN ISO 13485 + MDD), the auditor is saying that, no, we might need to ask and have an additional audit to certify our QMS for MDR QMS related point. This upfront any CE clearance under MDR. But, of course, he cannot fully confirm or say more as he has not yet been trained and/or has received the information and/or is allowed to provide it to us. I see that he would like to be as helpful as he can, but that for today, I cannot have more information (which is yes impossible to understand but this is another discussion..).

    I will, of course, contact our notified body manager. But I would largely welcome any insight on your current thinking and/or the information from your notified body. And, if someone is with the 2 MDR accredited NB, your exact knowledge of the QMS process will be appreciated ! Have you planned for an audit? Do you know, for sure, if an audit will be required? Will it be an on-site audit? Off-site? How will they manage all their customers audit (for all the ones that have new product in the pipeline...)?

    Regards,

    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------


  • 2.  RE: Potential QMS audit under MDR

    Posted 24-Jul-2019 15:39

    First, you must change your assumptions about any linkage between the MDD and the MDR. There is none. As a manufacturer you must start all over and any certificates you have from the MDD have no value for the MDR. (There is an exception under Article 120, but you didn't ask that question.)

     

    In addition, the Notified Bodies must also start over. Nothing from the MDD carries over for them either. Worse, until they are designated under the MDR, they cannot answer MDR questions. All of this is creating some confusion.

     

    Also, the language changes so you no longer have an EC Technical File.

     

    For the MDR, starting from scratch, you will follow the basic steps below. I don't claim this is the full list, but it will get you started.

     

    Enter the information in Eudamed to register as an economic operator – manufacturer

    Obtain a Single Registration Number, SRN, from the Competent Authority

    (Note that none of this works yet)

    For every device for which you intend to apply the CE Mark, determine its class under MDR Annex VIII

    For every such device assign a Basic UDI-DI

    For every device enter the device registration information in Eudamed (This doesn't work yet either)

    Determine a Notified Body designated under the MDR

    (Note, today there are only two – soon to be only one)

    Provide your SRN, the device classes, and the Basic UDI-DIs to the potential MDR NB

    Expect to complete a detailed application form

    Determine a conformity assessment path – I recommend Annex IX

    Read through all the requirements in Annex IX

    Read through Table 1 of CEN/TR 17223:2018

    Prepare your QMS and technical document according to Annex I, Annex II, and Annex III

    The NB will do a QMS audit to the MDR QMS requirements – EN ISO 13485:2016 is not adequate

    The NB will do technical documentation audit for either every device or on a sampling plan as described in Annex IX

    After you pass, the NB will issue all of the certificates and you will happily apply the MDR CE Mark

     

    After completing all of this, as they say on Star Trek, "Live long and prosper!"



    ------------------------------
    Dan O'Leary CQA, CQE
    Swanzey NH
    United States
    ------------------------------



  • 3.  RE: Potential QMS audit under MDR

    Posted 24-Jul-2019 16:08

    Hi Dan,

    Thanks for your detailed and quick answer. I appreciate.

    But to clarify I know and have already read / work on, prepare, ... several time the MDR. My apologies if, while I wanted to be straight to the QMS point, I had not adapted my wording to the new MDR wording. And of course I know that we need to kind of restart from scratch for almost everything and that there is no transfer from MDD to MDR. And I know that notified body needs to be accredited (almost none apart 2 are currently and one is BSI UK...) and that before this accreditation almost nothing could be officially done (apart of course a looooot of upfront preparation). This is already in discussion with our notified body.

    My question was really on the QMS audit part (that they never ever highlighted ...). I really thought that the 2 certificates (MDD / EN ISO 13485) were in fact, more independent, but that no QMS audit would have been required at the exact moment of EC Certificate start to MDR (if I can say it like that). Even if, yes there are several new QMS requirements in the MDR, I was sure that they were going to be reviewed but I didn't expected them to be instantly reviewed. Even if, of course, some records of it (like PSUR, CER, ...) will be submitted / reviewed at the moment of the submission of the Technical documentation. Of course all that depends of our conformity assessment path and classification level (IIa not modified by MDR).

    So in summary, if I read your email you effectively confirm the absolute need of an MDR QMS-related audit. This is what I quite understood from our auditor.

    Note: I have already sent extensive question on this to our NB manager, I would be pleased to provide the info when received. If this interest anyone.

    Regards,



    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------



  • 4.  RE: Potential QMS audit under MDR

    Posted 25-Jul-2019 02:45
    Maud,

    Yes it would be great if you could pass along on knowledge or information related to how your Notified Body is planning audits under the EU MDR, because as you are experiencing with your current auditor no one is really aware.  Transitioning from MDD to MDR will be a "switch" because there is no comparison, but how NB are going to be performing an audit while linking the EC Cert and QMS Cert is a bit unknown.  It would be assumed once you update your MDD cert to MDR cert this will also include a thorough QMS audit.  It is also assumed even if you stay with MDD cert through say 2024, the first QMS audit after May 2020 will also be an EU MDR audit regardless of status of EC Cert.  There are going to be changes and updates in the next 4 or 5 years any organisation is going to assure their quality system is ready and able to handle.

    ------------------------------
    Richard Vincins RAC
    Vice President Global Regulatory Affairs
    ------------------------------



  • 5.  RE: Potential QMS audit under MDR

    Posted 26-Jul-2019 08:49
    ​All;
    We have been recently notified by our NB that there is not "upgrade audit" and we will undergo what they referred to as an initial MDR audit which will cover the entire QMS.  It is estimated to take 2-4 days to complete the initial MDR audit.

    ------------------------------
    Shelley Looby
    Director, Regulatory Affairs & Quality Assurance
    Kansas City MO
    United States
    ------------------------------



  • 6.  RE: Potential QMS audit under MDR

    Posted 29-Jul-2019 04:26
    Hi Richard,

    Thanks for your answer.

    Yes I will pass along any official information once I will receive them from our notified body. For the moment, the only official reply I can obtain about MDR is "We are not yet accredited so we cannot reply".

    But yes unofficially I received some kind of information for an audit in order to have the first MDR EC Certificate (before our surveillance audit). But as you said, the extent is unknown. Especially for our class IIa "simple" devices. It seems that the audit could be shorter for such kind of device class but nothing more is known (on-site audit, off-site audit, length of audit, ...). I have then officially demanded for official information, form to submit the demand, early quote, ... Let's see if they reply something more informative.

    Regards,

    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------



  • 7.  RE: Potential QMS audit under MDR

    Posted 25-Jul-2019 02:53
    Hi Maud;
    You will get an audit in the course of CE certification according MDR QMS requirements under Annexes IX and XI depending the conformity assessment pathway applicable. The audit will cover article 10 sect.9 requirements and the requirements that are referenced from there covering PMS. Also any reporting obligations shall be covered by the QMS, among other details.
    The usefulness of  ISO 13485 certificate should be questioned if the focus is just EU market. The ISO 13485 does not cover many of the MDR QMS requirements. And, based on ISO 17021, underlies a certification cycle of 3 years whereas MDR CE certificates are 5 years. Some NB do not oblige to link CE certificate to ISO cert because there is no legal obligation. Others do - and this is a very questionable practice. Now I am deviating with my answer, but I think I answered your question ;-)
    Step by to our offices in Chailly once for a coffee
    Best
    Michael

    ------------------------------
    MichaelMaier
    Senior Partner
    Switzerland
    michael.maier@medidee.com
    ------------------------------



  • 8.  RE: Potential QMS audit under MDR

    Posted 29-Jul-2019 04:29
    Hi Michael,

    Thank you for your answer !

    Yes we will of course maintain our ISO certificate for several reasons including MEA, Asia-pacific, Lat-Am markets.

    And yes happy to step in to your office after summer!

    Regards,
    Maud

    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------



  • 9.  RE: Potential QMS audit under MDR

    Posted 25-Jul-2019 06:57

    I infer that you will use Annex IX as the conformity assessment path.

     

    Annex IX(2.3) says, "The notified body shall audit the quality management system to determine whether it meets the requirements referred to in Section 2.2. Where the manufacturer uses a harmonized standard or CS related to a quality management system, the notified body shall assess conformity with those standards or CS."

     

    Section 2.2 identifies the elements of the QMS that you include in your application.

     

    This NB audit is independent of any QMS standard; it is based on the EU-MDR requirements.

     

    If you use a harmonized standard or a CS, the NB will audit to them as well. At this point, there is neither a harmonized standard nor a CS so they would not be in the scope of the audit.

     

    Note the EN ISO 13485:2016 is not harmonized to the MDR. I expect a new EN standard that, one day, will be harmonized to MDR. In addition, conformance to EN ISO 13485:2016 is not enough to demonstrate conformance to the EU-MDR QMS.

     

    The section also says, "If the quality management system conforms to the relevant provisions of this Regulation, the notified body shall issue an EU quality management system certificate."

     

    This will be an MDR certificate. It probably won't mention 13485, since it is not a harmonized standard (yet).

     

    I confirm the absolute need of an MDR QMS-related audit.

     

    I would be interested in the question to the NB and the response. I think many others on the list would also be interested.



    ------------------------------
    Dan O'Leary CQA, CQE
    Swanzey NH
    United States
    ------------------------------



  • 10.  RE: Potential QMS audit under MDR

    Posted 25-Jul-2019 07:38
    Many notified bodies have began evaluating an organizations preparedness for critical QMS components during the ISO 13485:2016 assessment under the MDD such as adequacy of the PMS/ Clinical Data, without auditing to the MDR.  That said, all transitions have historically required a full QMS assessment.  With the normal 3 year transition, a full re-assessment may have looked like just a couple of extra days and no big deal.   The current issue is that the deadline looms with "no" notified body designated and as such those full QMS assessments can't be scheduled or included within the scope of your MDD assessment dates. 

    Dan has captured the process perfectly.  I'd go with his recommendations on how to approach the MDR.  Good Luck to you and to everyone in the EU marketplace.

    ------------------------------
    Beverly Whitaker
    Beaufort SC
    United States
    ------------------------------



  • 11.  RE: Potential QMS audit under MDR

    Posted 26-Jul-2019 02:51
    Beverly,

    There are 2 Designated NBs. 1) BSI UK but with Brexit looming possible in Oct I would not count it as a full possible resource.  The 2nd is TÜV SÜDeen designated.  There are others in the pipeline we just know when that may happen yet and the process has been exceedingly slow.  

    ------------------------------
    Leonard (Leo) Eisner, P.E.
    The "IEC 60601 Guy"
    Principal Consultant, Eisner Safety Consultants
    Phone: (503) 244-6151
    Mobile: (503) 709-8328
    Email: Leo@EisnerSafety.com
    Website: www.EisnerSafety.com
    ------------------------------



  • 12.  RE: Potential QMS audit under MDR

    Posted 26-Jul-2019 03:47
    Dear all,

    befor issuing a MDR-QMS-certificate, Notified Bodies always have to check and review the full QMS-documentation for compliance to the MDR requirements and than do an initial MDR onsite-audit to check its implementation. For your planning make sure, that your updated/revised QMS-documentationis is ready several months before the on-site audit. Than your Notified Body has enough time for his review in advance to the audit.
    Be aware, that it takes several months/up to/more than a year to issue an MDR-QMS-certificate (depending also on the number of technical documentations to review against the MDR requirements). During this time, your MDD-QMS-certificate must still be valid, otherwise you are not allowed to still sale MDD compliant products to the EU.
    Taking all this into account, your QMS-documenation at the point of the first MDR-audit must still cover MDD requirements (surveillance MDD-audit), but also the MDR requirememts (initial MDR-audit).




    ------------------------------
    Klaus-Dieter Ziel
    Hamburg
    Germany
    ------------------------------



  • 13.  RE: Potential QMS audit under MDR

    Posted 29-Jul-2019 04:36
    Edited by Maud Giorgi 29-Jul-2019 04:37
    Hi Beverly,

    Thank you for your answer.

    Our notified body refused to approach anything that seems related to MDR in our annual surveillance audit of EN ISO 13485. However, they are reviewing our Technical File at/before every new product release (like 5 submission this year) in line with our annex V EC certificate route. And yes, I clearly saw that they have largely increased their scrutiny on PMS and clinical. While still being in the current MDD requirements. But they are much more strict than last year.

    I really see this as a sure way to force manufacturer quickly move towards MDR AND a potential result of their own MDR accreditation audit(s) by the German competent authority. 

    And thanks for the kind words. Moving towards MDR is an interesting challenge (even if we would have all expected more guidance and a better coordinated transition).

    Regards,
    Maud

    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------



  • 14.  RE: Potential QMS audit under MDR

    Posted 21-Nov-2019 11:44
    Hi all,

    Some feedback received from our notified body. If this could interest you. Kind of informal information that they are allowed to provide as of today while they are not yet MDR accredited. Final and official information to be sent later only when accredited. This is their only message for now.

    So the process for them should be;
    1 - Submission by us of our first MDR "EC technical File, TF" (yes old wording but quicker to write)
    2 - Administrative review by NB
    3 - If successful admin review, Technical file review
    4 - If successful TF review, MDR audit. This confirmed to be on site (our products are class IIa with no specific particularity, risk)
          Important note: Audit cannot be be done in parallel of TF review. It has to wait the end of the 1st TF review
          Second important note. First audit duration will be 1.5 times longer than our current QMS audit for ISO 13485
    5 - Only when all successful (TF review + MDR audit) we will obtain our first MDR certificate (logical)

    The difficult point for us and all concerned is that apparently the audit cannot be done in parallel neither booked, planned upfront. It has to wait the finalization of the TF review. A bit difficult to schedule product release without knowing the notified body availability. So time for MDR audit (planning, audit, report received) may vary from 2 to 6 months for this ???

    Hope this helps. And if you have other information, I am happy to receive them

    ------------------------------
    Maud Giorgi
    QMS & RA Manager
    Lausanne
    Switzerland
    ------------------------------



  • 15.  RE: Potential QMS audit under MDR

    Posted 21-Nov-2019 20:14
    Mr. O'Leary. I took the webinar on soft transition.  Have Legacy devices (MDD cert expiring after May 2020). with no EUDAMED what are the steps under Article 120 to keep the CE Mark - will I at least be able to get a SRN?

    ------------------------------
    Veronica Williams
    VP, Quality Assurance
    San Jose CA
    United States
    ------------------------------



  • 16.  RE: Potential QMS audit under MDR

    Posted 22-Nov-2019 08:09

    I don't know what will happen or how it will work. There have not been any announcements of the contingency plan.

    I'm going to be an optimist!

    The initial plan was to have EUDAMED up and running by May 2020, but the EU-MDR has provisions for delay. I infer that the EU prepared contingency plans, but they are not yet public. I expect the contingency plans would cover the recently announced two-year delay.

    In addition, I suspect that some manufacturers and NBs have exercised the contingency plan. We know that from the Date of Application is was possible to apply the MDR CE Mark to some products. We also know that some companies have the MDR CE Mark for products that are not Class I because the NBs have issued press announces. I looked on the company's website to see if they had a copy of the certificates since I was curious how they did it without Eudamed. I didn't find them.

    In my optimistic mode I expect an MDCG guidance "any day now". There could even be a new correction document instead of guidance documents.

    The good news is that you don't need a single registration number, SRN, now. Article 31 explains that Eudamed is necessary to issue the SRN. Article 123(3)(d) say that if Eudamed is not ready in time, the provisions of some articles don't apply until six months after the notice that it works. Article 31 is one of those articles.



    ------------------------------
    Dan O'Leary CQA, CQE
    Swanzey NH
    United States
    ------------------------------



  • 17.  RE: Potential QMS audit under MDR

    Posted 22-Nov-2019 09:46
    What difference does it make, if EudaMed is up and running or not?  Other than creating a credibility gap for the EC?

    ------------------------------
    Julie Omohundro, ex-RAC (US, GS), still an MBA
    Principal Consultant
    Class Three, LLC
    Mebane, North Carolina, USA
    919-544-3366 (T)
    434-964-1614 (C)
    julie@class3devices.com
    ------------------------------



  • 18.  RE: Potential QMS audit under MDR

    Posted 27-Nov-2019 09:49
    Yeah, I couldn't think of any reason that Eudamed needs to be up and running either.

    ------------------------------
    Julie Omohundro, ex-RAC (US, GS), still an MBA
    Principal Consultant
    Class Three, LLC
    Mebane, North Carolina, USA
    919-544-3366 (T)
    434-964-1614 (C)
    julie@class3devices.com
    ------------------------------



  • 19.  RE: Potential QMS audit under MDR

    Posted 27-Nov-2019 04:40
    Just to add to the point on MDR certificates, in case it's still of interest - Mindray is posting their certificate from TüV Süd on its website, CND code is found on the 2nd page of the certificate.(https://www.mindray.com/en/news/details/Mindray_becomes_the_first_China_medical_device_manufacturer_that_received_MDR_certificate.html):



    ------------------------------
    Ima Miermeister
    Regulatory Affairs Specialist QA/RA
    Schlieren
    Switzerland
    ------------------------------



  • 20.  RE: Potential QMS audit under MDR

    Posted 27-Nov-2019 09:32

    Thank you for posting this. It is quite interesting.

    I compared it with the requirements for NB certificates in the EU-MDR Annex XII, Chapter II. I didn't see any issues.

    One issue that has come up is the single registration number, SRN. Annex XII, Chapter II(4) says, "if already issued, the SRN of the manufacturer referred to in to Article 31(2)". Since the certificate doesn't have an SRN, I infer one has not yet been issued.

    However, I noticed that it is a quality management certificate, so it falls under Annex XII, Chapter I(4.b).

    I also noticed that as a quality management certificate it cites the QMS in Article 10(9), but does not cite any version of ISO 13485:2016. The standard could be in the referenced report.



    ------------------------------
    Dan O'Leary CQA, CQE
    Swanzey NH
    United States
    ------------------------------



  • 21.  RE: Potential QMS audit under MDR

    Posted 28-Nov-2019 05:52
      |   view attached
    Or the ISO 13485 will be certified in a separate certificate (as it is currently the practice for EC certs with one EC cert for the company, individual ones for the products or product families and other ones for ISO 13485 and MDSAP, etc.)?

    When searching the certificate database of TüV Süd, there is one "Directive Certificate for Systems" with G10 number and three "QM Certificates" with Q5 numbers for mindray referring to ISO 13485. I have pasted the screenshots of the available summary in the linked pdf file below. Somehow I was only able to find a German version of the certificate database (https://www.tuvsud.com/de-de/dienstleistungen/produktpruefung-und-produktzertifizierung/zertifikatsdatenbank), apologies for any inconvenience this may cause.

    Re SRN, MDR has it nicely formulated to provide for all eventualities :) None issued and none in sight applies to our case as well (also we are in Switzerland, so we will in addition have to see what happens with the mutual recognition agreement between EU and CH).


    ------------------------------
    Ima Miermeister
    Regulatory Affairs Specialist QA/RA
    Schlieren
    Switzerland
    ------------------------------

    Attachment(s)