PHARMACEUTICAL INSPECTION CONVENTION

PHARMACEUTICAL INSPECTION CO-OPERATION SCHEME

PI 009-3
25 September 2007

AIDE-MEMOIRE

INSPECTION OF UTILITIES

PIC/S September 2007

Reproduction prohibited for commercial purposes.
Reproduction for internal use is authorised,
provided that the source is acknowledged.

Editor: PIC/S Secretariat

e-mail: info@picscheme.org
web site: http://www.picscheme.org

PI 009-3 25 September 2007

 TABLE OF CONTENTS

Page

1. Document History............................................................................................ 1
2. Introduction ..................................................................................................... 1
3. Purpose........................................................................................................... 1
4. Scope.............................................................................................................. 1
5. Aide Memoire .................................................................................................. 2
6. Revision History .............................................................................................. 9

1. DOCUMENT HISTORY

Adoption by Committee 24 April 2002

Entry into force 1 July 2002

2. INTRODUCTION

2.1 Technological and technical progress have increased in the pharmaceutical

industry in the last decades. Progress has not only been made in the area of
production equipment, technology and quality control but also in the area of
auxiliary systems such as HVAC and media systems.

2.2 PIC/S has paid due attention to these systems for the manufacture of medicinal
products. In 2001, the annual PIC/S Seminar was devoted to the inspection of
utilities used by the manufacturer of pharmaceuticals (Prague, Czech Republic).

3. PURPOSE

3.1 The purpose of this document is to provide guidance for GMP inspectors to use
for training purposes and in preparation for inspections.

3.2 The Aide-Memoire is the direct result of the 2001 PIC/S Seminar and was
drafted with the aim of facilitating the effective planning and conduct of GMP
inspections of utilities. The Aide-Memoire should enable the inspector to make
both an optimal use of the inspection time and an optimal evaluation of GMP
compliance.

4. SCOPE

4.1 The following Aide-Memoire describes different areas which could be evaluated
during the GMP inspection of HVAC systems, pharmaceutical water, steam and
medicinal gases. However, the Aide-Memoire should be considered as a non-
exhaustive list of areas to be looked at during an inspection.

4.2 At the time of issue, this document reflected the current state of the art. It is not
intended to be a barrier to technical innovation or the pursuit of excellence. The
advice in this Aide-Memoire is not mandatory for industry. However, industry
should consider PIC/S recommendations and aide-memoires as appropriate.

PI 009-3 Page 1 of 9 25 September 2007

 5. AIDE MEMOIRE

Area of operation/Items
1. HVAC for medicinal Notes Crucial questions Supporting documents
products
1
1.1 Key design parameters
Need for separate
How do you prevent PIC/S GMP Guide 3.10,
systems cross contamination by 3.14, 5.10, 5.11, 5.18,
air? 5.20. Annex 1- 29-31,

Level of filtration (Filter Annex 2 -9,10,14,15,
specifications) Annex 15- 9,10

Recirculation or make- ISO 14644-4: Clean
up air rooms and associated
controlled environments

Location of filters Part 4: Design and

Position of inlet and air construction.
return, dust extractors International Organisation
for Standardisation ISO,

Temperature Geneva (April 2001)
EN 1822: High efficiency

Humidity
particulate air filters

Air changes (HEPA and ULPA):
Part 1 Requirements,

Pressure differentials testing, marking;

Design of ducting Part 2 Aerosol
production, measuring

Easy and effective equipment, particle
cleaning counting statistics;

Alarm system Part 3 Testing the
planar filter medium;

Air flow direction- LAF Part 4 Testing the filter
and/or turbulent element for leaks (scan
method);
Part 5 Testing the
efficiency of the filter
element.
European Committee for
Standardisation, Brussels
(parts 1-3 were ratified in
March 1998, parts 4-5 in
August 2000).
EN 779: Particle air filters
for general ventilation
Requirements, testing,
marking.
European Committee for
Standardisation, Brussels
(July 1993).
1.2 Qualification of HVAC
DQ, IQ, OQ a PQ
How have you Guide - 4.26, 5.21, 5.22,
1
systems implemented 5.24, 5.37, Annex 1-30,

Average speed and recommendations and Annex 15 2-18.
uniformity of airflow correct deviations
mentioned in EN ISO 14644-1: Clean

Pressure differentials rooms and associated
qualification reports?

Air changes controlled environments

Who is responsible for Part 1: Classification of

Integrity and tightness evaluating if air cleanliness.
of terminal installed requalification is International Organisation
final filters necessary? for Standardisation ISO,
Geneva and European

1
Important for the introductory inspection

PI 009-3 Page 2 of 9 25 September 2007

 Area of operation/Items
1. HVAC for medicinal Notes Crucial questions Supporting documents
products

Number of particles
What are the Committee for
requirements for Standardisation CEN,

Recovery tests regular requalification? Brussels (May 1999).
EN ISO 14644-2:

Air temperature
Show me your Clean rooms and

Smoke tests deviations and change associated controlled
control reports for environments

Requalification HVAC? Part 2: Specifications for
(parameters for testing and monitoring to
requalification) prove continued

Change control compliance with ISO
14644-1.
International Organisation
for Standardisation ISO,
Geneva and European
Committee for
Standardisation
(September 2000).
1.3 Walk round tour
Are rooms for the
How do you challenge Guide - 3.6, 3.7, 3.12,
Confront differences production of medicinal your alarm systems? 4.27 Annex 1 -29, Annex
between design products equipped with 2-14
specifications, drawings HVAC in accordance
Place and procedure
(in SMF) and reality, with GMP for sampling?
1
unplanned maintenance requirements ?
Where and how do you
and change control and weigh and refill starting
following items
Location of filters
materials?

Position of inlets and
air return

Dust extractors,

Pressure differences
(across filters, between
production and
adjacent rooms)

Logbooks-maintenance
and calibration

Monitoring of other
process parameters

HVAC alarm systems
function
1.4 Monitoring of HVAC
Environmental Guide 4.15,
systems monitoring (particles,
micro organ, humidity, Annex 1 4-6,
temperature)

Chemical residue
testing
1.5 Maintenance and
Maintenance program The interaction between Guide 3.41
calibration of HVAC unplanned maintenance
systems
Calibration program and requalification

SOPs

Records

Breakdown/Emergency
including challenges of
alarm systems

PI 009-3 Page 3 of 9 25 September 2007

 Area of operation/Items
1. HVAC for medicinal Notes Crucial questions Supporting documents
products
1.6 Documentation for HVAC
Technical data Guide 4.1, 4.26, 4.28,
systems 4.29

SOP, records-
maintenance,
calibration, validation,
monitoring, deviations,
change control

Validation protocols
and reports

Asbuilt engine
drawing

Area of operation/Items
2. Pharmaceutical water Notes Crucial questions Supporting documents
system
2.1 Key design parameters WFI
What are the design Guide 3.10
features that prevent FDA- Guide to Inspection

Weld quality entrainment? of Highly Purified Water

Passivation of Systems

Who owns the system?
pipeworks Annex 1-35

Vent filters Annex 15 9,10
All kinds of
pharmaceutical water

Suitability of
construction materials

Slope of pipeworks

Recirculation at
adequate velocity and
temperature

Sanitary joints

Capacity x daily
demand

Valves

Draining /flushing

Samplings ports
2.2 Qualification DQ, IQ, OQ, PQ AND
All qualification 3.3.4, 3.38, 5.22, 5.24
COMPUTER completed?
VALIDATION IF Annex 15 2-18.
NEEDED
For existing systems,
show me deviation

Drawing, with all and change control
sampling points reports?

Setting operation and
Does staff understand
cleaning parameters-I. what, how and why
Stage the work is
performed?

CONSISTENTLY
PRODUCING WATER
What do signatures
OF DESIRED mean?
QUALITY

PI 009-3 Page 4 of 9 25 September 2007

 Area of operation/Items
2. Pharmaceutical water Notes Crucial questions Supporting documents
system
2.3 Walk round inspection
Water quality grade
How is the system kept Ph. Eur. current edition
Is water for injection and purposes of its use in a validated state? CPMP - Note for
produced and used
feed water
Let me have a look in Guidance on Quality of
according to the sight glass! Water for Pharmaceutical
requirements of Note for
pre- treatment Purposes
Guidance on Quality of
distillation sight glass
Show me records of
alarms that have Annex 1 35
Water for Pharmaceutical

storage tank-filter, occurred!
Purposes and Ph Eur?
break valve, Q-spray
Confront differences
ball
between drawings and
reality, unplanned
distribution loop-temp,
maintenance and change conductivity, TOC
control.
heat exchanger-
Follow the system from integrity
pre-treatment to user
points: in each part,
user points-number,
check leaks, sampling design and location
points (access), who
control system-alarms,
does what, start up and record of action, set
shutdown, cleaning / points and
disinfection / sterilisation), demonstration
quantities produced.

monitoring print outs

DISINFECTION? HOT
WATER? STEAM?
CONTINUOUS
RECIRCULATION?
2.4 Quality control testing
PROGRAMME,
How do you perform Ph. Eur. current edition
INCLUDING TEST sampling (handling, CPMP Note for
METHODS volume, done by, all Guidance on Quality of

SCHEDULE? points covered)? Water for Pharmaceutical

What are alert, action Purposes Guide 3.43,

SAMPLING, WHO 4.15, 4.22, 6.7
TAKES SAMPLES, limits?
TRAINING, VOLUME
Source water testing?
SAMPLED, HANDLING
OF SAMPLES

Limits (micro, chemical,
endotoxin)

Out of spec. results
(OOS)

Trending of results

Check that all points
are sampled over time,
accessibility to
sampling points
2.5 Monitoring
Temperature By whom and how are Guide 4.15

Speed corrective actions made? Annex 1 44

Vent filters

DI column regeneration

pH

UV light (PW)

Conductivity

Leakage

TOC

PI 009-3 Page 5 of 9 25 September 2007

 Area of operation/Items
2. Pharmaceutical water Notes Crucial questions Supporting documents
system
2.6 Maintenance and
Maintenance program The interaction between Guide 3.41
calibration of water unplanned maintenance
systems
Calibration programme and requalification

SOPs

Records

Breakdown/Emergency
including challenges of
alarm systems
2.7 Documentation
Drawing up to date Guide 5.38
(SMF?)
Guide 4.1, 4.26, 4.28,

OOS evaluation 4.29

Deviation reports

Change control reports

Operation of the
system

Cleaning / sanitation /
sterilisation

Logbook monitoring
parameters- see 1.6,
incidents, filter
changes, shut down
periods,
cleaning/sanitation,
maintenance

Area of operation/Items
3. Pharmaceutical steam Notes Crucial questions Supporting documents
systems
3.1 Key design parameters
entrainment prevention Guide 3.10

cross contamination- Annex 15 9-10
factory/ clean steam

non condensable
gases reduction

slope of pipeworks

no dead legs
3.2 Qualification DQ, IQ, OQ, PQ AND
All qualification 3.3.4, 3.38, 5.22, 5.24
COMPUTER completed? Annex 15- 2-18
VALIDATION IF
For existing systems,
NEEDED show me deviation and
THE SCOPE OF change control reports
VALIDATION
3.3 Walk round tour
FEED WATER-TYPE,
What kind of steam is LEVEL,
used for manufacture of TEMPERATURE
pharmaceutical products
Sample points-
factory, clean steam location, number,
generator)? access
What kind of source
System for removal of
water is used for air loop
production of steam?
Confront differences

PI 009-3 Page 6 of 9 25 September 2007

 Area of operation/Items
3. Pharmaceutical steam Notes Crucial questions Supporting documents
systems
between drawings and
reality, unplanned
maintenance and change
control.
Follow the system in
logical order. Pay
attention to leaks,
sampling points (access),
who does what, start up
and shutdown, cleaning /
disinfection / sterilisation),
quantities produced.
3.4 Monitoring
control of entrainment Guide 4.15

level control of feed
water

pressure control inside
still

temperature

filters

blown down frequency

emergency shutdown
and start up
3.5 Quality control testing
methods (contains non Guide 3.43, 4.15, 4.22,
condensable gases 6.7
and additives) Annex 1- 68

limits

sampling

OOS results

Trending results
3.6 Maintenance and
Maintenance program The interaction between Guide 3.41
calibration of the system
Calibration programme unplanned maintenance
and requalification

SOPs

Records

Breakdown/Emergency
including challenges of
alarm systems
3.7 Documentation
Drawing up to date Guide 4.1, 4.26, 4.28,
(SMF?) 4.29

OOS evaluation

Deviation reports

Change control reports

Operation of the
system

Cleaning / sanitation /
sterilisation

Logbook - monitoring
parameters - see 1.6,
incidents, filter
changes, shut down
periods, cleaning /
sanitation,
maintenance

PI 009-3 Page 7 of 9 25 September 2007

 Area of operation/Items
4. Notes Crucial questions Supporting documents
Pharmaceutical gases
4.1. Key design criteria
air inlet-source, Guide 3.10.
(compressed air) contamination risks
Annex 15- 9-10

filters (pre final)

suitability of materials

welding

prevention of
contamination (receiver
vessel)

valves
4.2. Qualification
(DQ, IQ, OQ? PQ)
how do you assure that Guide 3.34, 3.38
filters are replaced in

solid contaminants, time? ISO 8573 Compressed
water, oil limits air 1-7

capacity, filter pressure Annex 15- 2-18
drops, alarm operation
4.3. Walk round inspection
contact with the
Identify all used gases product or with the
with the risk for medicinal process equipment
products.

type of the product -
Confront differences non sterile (terminally
between drawings and sterilised, aseptic
reality, unplanned procedures)
maintenance and change
control
labelling and
identification of the
Follow the system in system
logical order

Connections-risk of mix
up

Identify all other used
gases
4.4. Operating the system
Changing system for
filters

SIP system

Back-up systems

Capacity-consumption
4.5. Monitoring of the system
Leakage tests Guide 4.15

Filter integrity tests

Pressure control
4.6. Quality control
Pollution - oil, water, Guide 3.43, 4.15, 4.22,
particles, bio burden 6.7
4.7. Maintenance and
Maintenance program The interaction between Guide 3.41
calibration of the system unplanned maintenance

Calibration programme and requalification

SOPs

Records

Breakdown/Emergency
including challenges of
alarm systems

PI 009-3 Page 8 of 9 25 September 2007

 Area of operation/Items
4. Notes Crucial questions Supporting documents
Pharmaceutical gases
4.8 Documentation
Line drawings (pipeline,
flow, valves, filters,
rooms)

Deviation and
corrective actions

Cleaning / sanitation /
sterilisation

Logbook monitoring
parameters see 1.6,
incidents, filter
changes, shut down
periods, cleaning /
sanitation,
maintenance

6. REVISION HISTORY

Date Version Number Reasons for revision

1 July 2004 PI 009-2 Change in the Editors co-ordinates
25 September 2007 PI 009-3 Change in the Editors co-ordinates

PI 009-3 Page 9 of 9 25 September 2007