1. Certification application & application review

The organization contacts GIC Vietnam and provides information on its legal entity, proposed certification scope, sites, processes, personnel numbers, shifts, water sources, purposes of use, consumption levels, outsourced activities and WEMS status. GIC Vietnam reviews the application to determine its ability to perform the certification activities, the applicable technical sector, audit-team competence, audit duration and other relevant conditions. On this basis, the parties agree on the scope, fees and certification contract.

2. Audit planning & preparation

GIC Vietnam establishes the certification programme for the certification cycle, appoints a competent audit team and prepares a detailed plan covering the objectives, scope, criteria, sites, processes, timing and sampling methods. The organization prepares its policy, water-flow diagram or water balance, water-use review, baselines, efficiency indicators, measurement data, calibration or equipment-verification records, legal requirements, objectives, action plans, operational controls, design and procurement arrangements, internal audit results and management review records.

3. Audit process

The initial certification audit is conducted in two stages:

• Stage 1: Review of the scope, context, interested parties, applicable requirements, documented information, water-use review, baselines, indicators, initial data, internal audit, management review and readiness for Stage 2.
• Stage 2: An on-site audit at locations within the certification scope to confirm the implementation, conformity and effectiveness of the WEMS. The audit focuses on data reliability, measurement, significant water uses, leaks and losses, operational control, design and procurement, personnel competence, objectives, performance improvement and compliance with applicable requirements. The principal sequence is: Opening meeting → On-site audit → Consolidation of findings → Closing meeting.

4. Audit report & nonconformity handling

The audit team prepares a report setting out its conclusions and any nonconformities supported by objective evidence. The organization implements correction where necessary, analyzes the root cause, evaluates the extent and impact, and implements corrective action within the specified timeframe. GIC Vietnam reviews the submitted evidence and verifies the effectiveness of the response. Depending on the nature of the findings, additional documentation or an on-site follow-up audit may be required before the file proceeds to certification review.

5. Certification review & certificate issuance

A person independent of the audit team conducts the certification review and makes the certification decision, considering the scope, application records, audit report, conclusions and evidence of corrective action. Once all requirements are fulfilled, GIC Vietnam makes the certification decision and issues an ISO 46001:2019 certificate with a clearly defined scope. The certificate remains valid within a three-year certification cycle, provided that the organization maintains its WEMS, uses the certification correctly and completes the required surveillance audits.

6. Periodic surveillance & recertification

During the certification cycle, GIC Vietnam conducts periodic surveillance audits to confirm that the WEMS remains conforming, maintained and effective. The first surveillance audit is conducted no later than 12 months after the initial certification decision. Surveillance focuses on water efficiency data and indicators, achievement of objectives, changes in water sources, processes, sites or measurement systems, internal audits, management review, nonconformities and improvement. Before the certificate expires, the organization undergoes a recertification audit for the next certification cycle and addresses any edition-transition requirements once official arrangements are issued.