Helphire PAS125 - Gap Analysis Report
This analysis form will enable the Helphire PTP PAS125 partners to assess what is required in your business to help achieve PAS125 accreditation. Please fill in all the fields and answer every question as accurately as you can. The contact name you have given will be contacted on the telephone number you have submitted to verify your answers prior to a quotation being raised. NB. All fields and questions are mandatory.

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Bodyshop: Date:
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Ref Document Title/Item Description Comments/Contents Yes No
General Documents and Process Descriptions:
4_1 a) & 6 Declaration of Conformity statement, including name/address & repair scope must include a Make/Model Repair Competencies list
4_1b) to g) Process Descriptions, with a level of detail appropriate for the bodyshop flowcharts, with an overall summary plus specifics
5_2 Process Document Control System includes storage & retrieval
People:
4_2 Organisation Chart, with reporting lines  
4_2_1 a) & 4_2_4 Job Descriptions for all repair-related personnel, including directors/managers individual responsibilities & authorities must be stated
4_2_4 List of individual Authorities Incl_ Job sign-off, QC, etc
4_2_1 b) Recruitment Process with verification of ability
4_2_1 c) Induction Training Checklist with job-role specific items, signed by trainer & trainee
4_2_1 d) Training Needs Identification for all staff performing repair tasks a comprehensive Skills Matrix is the preferred way
4_2_1 e) Individual Training Plans result from Skills Matrix
4_2_1 f) Evaluation of Results of Training Given individual feedback forms
4_2_1 g) & 4_3_4 Evidence of Individual Competency must meet the minimum in each type of task: see list
4_2_1 h) Annual Review of the Skills Required, to allow for any new repair requirements that may apply to the overall business must be recorded, and any new skills required must be updated onto Skills Matrix
4_2_1 i) Records of Training & Continuing Professional Development all qualifications must have supporting certificates/etc
Methods:
4_3_1 a) to f) & 4_3_2 Recognized Repair Method documents, specific to the vehicle undergoing repair = if this is not available, there must be documentary evidence of this fact, and of the nearest suitable Method to use it is necessary to have the Thatcham E-Scribe Repair Method, or the Vehicle Manufacturer’s own published Repair Method
4_3_3 & 4_4_2 e) Control of Repair Methods this is done by publisher/s, in the majority of cases
4_3_4 Jobs sampled carried out in accordance with the relevant Repair Method with particular attention to sectioning/welding/bonding
4_3_5 Documented work instructions, with the Recognized Repair Method, at the work bay for technicians to refer to there photocopies of the Repair Method documents need to stay with the job-file
4_3_4 All Jobs 'Supervised' by a 'Competent Person', where any work is not carried out by a 'Competent Person' must be evidence of direct supervision of the repair method = not a QC sign-off
4_3_8 & 5_3 A documented Quality Control Process in-process QC checks, incl on any sub-contractor work
4_3_9 a) to g) Vehicle & Repair Process Information, with specific supporting documentation the required details must be recorded, as per list
4_3_9 h) & 4_3_10 A job-specific Quality Conformance Declaration for each repaired vehicle, by an authorized individual = final QC check, covering the documentation as well as the repaired vehicle
4_3_10 Repair Process documentation (see 4_3_9) to be retained for at least 3 years a system for on-site archiving is advisable
Equipment & Tools :
4_4_1 Availability of Equipment as specified in the Kitemark document Annex A = Equipment Inventory Items can include relevant Sub-contracted facilities
4_3_6 If 'structural – aluminium composite' scope of repair work applies, there must be adequate physical segregation of material types, to avoid any cross-contamination e_g_ aluminium / steel a suitable screen/curtain, or a separate booth, with separate tools & extraction equipment dedicated for use on each material type
4_4_2 Suitability & Capability of Equipment, including of the ability of welding equipment to achieve the current level specified in the relevant Repair Method evidence is needed of the ability of repair equipment to operate as specified in a relevant Repair Method, including records of test-welds carried out
4_4_3_1 & 4_4_3_2a) to e) Calibration of measuring equipment, including of employee-owned tools/etc, with identification of all items and full records of results of calibration needs to be a system for regular calibration, with management control of the planned schedule, and new items must first be calibrated before use
4_4_3_2 d) Assessment of the impact of all out-of-specification results of calibrated items, and notification to relevant customers, with this being fully recorded management must review these, and document their decision with the reason/s, = on calibration certificate
4_4_4 System for the planned maintenance & cleaning of all repair-related equipment, to the manufacturer’s recommendations controlled by management = via Equipment Inventory
Materials :
4_5_1 a) to d) Parts, Components & Fasteners needs to be documentary evidence of the required status, as specifically listed
4_5_2 Refinishing Materials: evidence of suitability & compatibility = letter of compliance from the paint/etc manufacturer
4_5_3_1 Receiving checks recorded on delivery note and/or on parts order/list
4_5_3_2 Traceability of Parts to Vehicle Repair 2-way traceability needed = by delivery note/invoice & also by job-file records
4_5_4 Handling & Storage, including of displaced parts any specific manufacturer advice must be followed
4_5_5 'Best Before' Dates for items with limited shelf-life, including paint/etc any specific manufacturer advice must be followed
Process management:
5_1_1 & 5_1_2 Operating Process Review = evidence of management review of any new or modified Repair-related processes = may be via management meeting notes including records of all changes to Repair processes and of the result = positive / negative
5_1_3 & 5_5__3 & 5_5_4 Internal Feedback records & action/s, including in response to Internal Auditing results (see 5_5) and also records of any employee suggestions, notes of any staff meetings, etc
5_3 Use of Sub-contractors = ones chosen by the bodyshop, not by a work provider documented agreement to work to correct standards
5_4 Repair Authority = to agreed estimate records must be kept
4_3_7 A documented Emergency Process, to ensure any outstanding repair work is completed in accordance with Kitemark (this may be in general 'Disaster Plan') = via sub-contractor/s, including for in-process & final QC checks to be done by the original repairer
Internal Auditing :
5_5_1 Documented Internal Audit procedure, for an Internal Audit of the entire Repair Process to be done at least annually this must be controlled by management, but may be performed by a contractor
5_5_1 Internal Audit Schedule updated at least annually
5_5_2 Internal Audit Plan (for use by Auditor) & Audit Report documentation specific Internal Audit Plan
Audit Notes/Sample Detail
Non-Conformance Report
Audit Summary Report
5_5_3 Management Review of Audit findings for simplicity and clarity, these can be adequately documented via the Audit Non-Conformance Reports & Audit Summary Report
5_5_4 Corrective Action Records for simplicity and clarity, these can be adequately documented via the Audit Non-Conformance Reports & Audit Summary Report
5_5_5 Verification of the effectiveness of all Corrective Action that has been taken for simplicity and clarity, these can be adequately documented via the Audit Non-Conformance Reports & Audit Summary Report
In order that we can support your Gap Analysis request, the information given will need to be shared with Helphire Premier Trade Partnership PAS125 partners. Please tick the acceptance box.