Quality Management

Functions and their interrelation within the Company are defined and communicated.

Executive Management appoints a Management Representative responsible for establishment and maintenance of the Quality System, and for reporting to the Executive Management on the performance of the system.

Issues regarding the Quality System are communicated internally though distribution of pertinent documents, meetings, training and awareness programs, and Management Reviews.

Establishment and revision of documents, and their distribution are controlled. New documents and revisions are reviewed and approved prior to issue; and are identified with respect to their revision level. Appropriate documents are available at locations where they are used. Obsolete documents are removed from points of use. Documents of external origin are identified and their distribution is controlled.

Quality records are identified and indexed to facilitate their retrieval, and are stored in a suitable environment to minimize deterioration. Quality records are retained for a period as defined in the Master List of Documents.

PROCEDURAL POLICIES

1. Responsibility and Authority

1.1 Interrelation of personnel who manage, perform, and verify work effecting Quality is defined in the Organization Chart enclosed at the end of this section.

1.2 All departments and functions in the company are responsible for implementing, maintaining, and improving the quality system.

Definitions of the abbreviations used in this section of the Quality Manual are as follows:-

• CE means Chief Executive
• DIR means Director
• DO means Director Operations
• GM means General Manager
• Sr means Senior
• MR means Management Representative
• Admin means Administration
• Q.A means Quality Assurance
• PPC Mgr. means Production Planning & Control Manager
• QSM means Quality Management System
• COMPANY means Organization 
• Company’s Quality Organization comprises of 11 Departments.
• Production department headed by the GM
• Quality Assurance department headed by the GM
• Administration department headed by the DO
• Human Resources department headed by the CFO// GM
• Procurement department headed by the DO / GM
• Production Planning and Control department headed by the FM
• Marketing & Sales department headed by the CEO
• ISO/Social Compliance department headed by the Sr MR
•  IT. department headed by the CFO
• Finance department headed by the CFO
• Import & Export department headed by the CFO

The General Manager reports directly to the Chief Executive as and when required, he looks in the areas of Production, Quality Assurance, Admin, Human Resources and Procurement.

The Chief Executive also looks after Quality Assurance directly and in-directly through General Manager..

The Sectional Incharges reports directly to the Departmental Managers. The Managers thereafter report to the General Manager/Director Operations as has been described in the Organizational Chart which has been integrated with the departments and sections.

1.3 Following specific responsibilities and authorities are assigned:

  Executive Management

The Executive Management constitutes on the following;

• Chief Executive/Director
• Director Operations,
• General Manager and
• Senior Management Representative.
• Executive Management
• Formulates the Quality Policy and Objective
• Provides resources necessary to maintain and improve the Quality System
•  Conducts Reviews of the Quality System
• Chief Executive
• Approves the Quality Policy,
• Approves the Quality Manual,
• Approves the Quality Operational Procedures,
• Chairs the Management Review Meeting,
• Approves the resources, necessary to maintain the System,
• Director Operations
• Approves the Quality Operational Procedures,
• Develops the over all strategies of the Company,
• Monitors the entire operations of the company,
• Marketing & Sales
• Establishes functional specifications of products and associated services (product briefs).
• Carries out contract and order reviews.
• Determines customer satisfaction
• Advertises and promotes company's products
• Carries out contract and order reviews
• Provides customer liaison
• Provides product information
• Handles customer feedback and complaints
• Production
• Determines production personnel and equipment requirements
• Administrates storage areas
• Control the Verification of Quality of received goods
• Schedules production
• Established Production Plan
• Develops production processes
• Controls and monitors processes
• Conducts in-process inspections
• Applies and maintains in-process product identification
• Maintains production and measuring equipment
• Provides training for its personnel
• Maintain Finish Product Stacking
• Purchasing
• Selects qualified supplies and subcontractors
• Prepares and approves purchasing documents
• Monitors and evaluates supplier performance
• Finance
• Control all the Financial matters,
• All banking activities,
• All corporate requirements.
• Administration
• Defines personnel qualification requirements.
• Implements measures to motivate personnel.
• Conducts training.
• Quality Assurance
• Develop Quality Plan.
• Initiates requests for and follows up on, corrective actions.
• Carries out supplier Quality surveys and audits.
• Performs inspections and testing in accordance with the Quality plans.
• Handles non conforming products
• Coordinates document control activities of Production
• Maintains inspection records

ISO 9000/ Social Compliance

• Establishes and maintains the Quality Management System
• Audits implementation of the Quality System
• Coordinates document control activities
• Identifies opportunity for improvement of the Quality System.

Import & Export

•  Prepares and processes all export documents
• Ships products to customers

2. Senior Management Representative

2.1 Company appoints the Senior Management Representative, who reports to the Chief Executive Sr Management Representative has the authority and responsibility to:

• Ensure that the Quality Management System is implemented, maintained and continually improved;
• Promote awareness of customer requirements throughout the organization, with the assistance of Merchandiser and/or Director Operations; and
• Report to the Executive Management on the performance of the Quality System, including needs for improvement.

3. Internal Communication

3.1 Internal communication regarding the Quality System flows Two Ways:

a). The Management communicates to the Organization the

• Quality Policy and Objectives;
• Customer and regulatory requirements;
• Product and process specifications; and
• Instructions on how to implement and use the quality system.

b). The Organization communicates to the Management the

• Information and data regarding customer needs and expectations,
• Customer satisfaction,
• Quality performance,
• Effectiveness of the quality system, and
• Opportunities for improvement

to the Executive Management.

3.2 The information is communicated through procedures, instructions, drawings, specifications, quality records, reports, etc.; and through training, on-the-job instruction, and meetings. The following operational procedures regulate these activities.

• QOP-55-01, Quality System Documentation;
• QOP-55-02, Control of Documents; and
• QOP-61-01, Training and Awareness.

3.3 Management Review Meetings have a special role in ensuring proper communication between the Executive Management and the Organization. The meeting provides the framework for the organization to report on the status of quality-related issues and activities, and for the Management to formulate policies and directives to change and/or improve the Quality System. This process is defined in Operational Procedure QOP-56-01, Management Review.

3.4 Management Representative has the overall responsibility for ensuring that all pertinent documents, reports and records are distributed to appropriate departments and functions, and that information and data about quality performance and the effectiveness of the Quality System are reported to the Executive Management.

4. Control of documents

4.1 Company’s Quality System documentation comprises the following types of documents:

• Quality Manual
• Quality Operational Procedures
• Work Instructions
• Customer Documents (Technical Specifications / Drawings)
• Standard and Reference Documents
• Production and Quality Plans (Product realization and control plans)

4.2 The purpose, scope, and responsibility for controlling various types of documents are defined in Procedure QOP-55-02, Control of Documents.

4.3 The Company shall establish and maintain documented procedures to control all documents and data that relate to the requirement of the International Standard including to the extent applicable documents of External Original such as Standards and Customer Drawing.

4.4 Purpose, scope, and responsibility for controlling various types of documents are defined in Operational Procedure QOP-55-01, Quality System Documentation.

4.5 New documents and document changes may be initiated by anyone in the organization, but may only be issued by an authorized function. The authorized functions and the rules governing the issue of documents are defined in Quality Operational ProcedureQ

• OP-55-01, Quality System Documentation, and
• QOP-55-02, Control of Documents.

All documents are reviewed and approved prior to issue.

4.6 A paper document is officially issued for use when it is approved by authorized function. An electronic document is issued by being placed in a public directory accessible from the network.

4.7 Documents are distributed to personnel and locations where they are used. When appropriate and relevant, documents display a distribution list. Electronic documents are available on the network and are accessible at relevant terminals and computers. Document placement is regulated by Procedure QOP-55-02.

4.8 Obsolete documents are removed from points of use. Retained masters or copies of obsolete documents are properly marked and are kept separate from active documents. Obsolete electronic documents are removed from the network and, if retained, are stored in directories that are only accessible to authorized personnel.

4.9 Document changes are reviewed and authorized by the same function that issued the original document. Revised documents are distributed with a change documents. Each issuing documents maintains a master list specifying the latest issues and revisions of its documents. For electronic documents such list is not necessary, as only the latest issue and revision of a documents is available on the network.

5. Control of Quality Records

• 5.1 Quality Records provide the evidence that
• Product meet their input requirements,
• Finished products conform to the output requirements,
• The Quality System is operated in accordance with documented procedures and it is effective.

 Where required, Quality Records also include traceability information.

5.2 Records are usually established by the personnel directly involved with the task, operation, or activity whose results need to be recorded.

5.3 Records identify the product, person, or event to which they pertain; provide the relevant facts and data; and are signed and dated by the person who established the record.

5.4 Specific record formats are usually prescribed by the procedures that call for their establishment. These can be forms, reports, minutes of meetings, sign-offs or stamps placed on other documents, and so forth. Records can also be established and maintained in electronic media.

5.5 When agreed contractually Quality Record will be made available for evaluation by the Customer or his nominee for and agreed period.

5.6 Records are indexed and grouped to facilitate their retrieval.

•  Binders,
•  Cabinets,
•  Computer Disk, and
•  Other Storage media etc.,

containing records are clearly labeled with identification of their content. Records may not be stored in obscure locations that are not generally known.

5.7 The activities of Identification, Collection, Indexing, Filing, Storage, Maintenance and Disposition of Quality Records are governed by Procedure QOP-55-03, Control of Quality Records.

5.8 Records are normally stored and maintained by the same department that initially established the record. Procedure QOP-55-03, Control of Quality Records, stipulates the storage locations for all types of records required by the Quality System.

5.9 Retention period for records is determined by the Department that establishes and maintains the records.

5.10 The retention period is determined on the bases of contractual obligations, legal considerations etc. Procedure QOP-55-03, Control of Quality Records, stipulates the retention periods for all types of records required by the Quality System.

5.11 Where agreed contractually Quality Records shall be made available for evaluation by the Customer or the Customer’s Representative for an agreed period.

ASSOCIATED DOCUMENTS

Operational Procedure QOP-56-01: Management Review

Operational Procedure QOP-62-01: Training and Awareness

Operational Procedure QOP-55-01: Quality System Documentation

Operational Procedure QOP-55-02: Control of Documents

Operational Procedure QOP-55-03: Control of Quality Records

PERFORMANCE EXPECTATIONS

To develop a system, establish a procedure; assign responsibilities to ensure that personnel performing work effecting product quality are competent on the basis of appropriate education, training, skills and experience. This Quality System Procedure is applicable to Human Resource Department, Administration & International Relation Department and all departmental heads of the Company. Top management is responsible for improve the effectiveness and efficiency of the Company and quality management system through the involvement and support of the people. Top management encourages the involvement and development of its people by • Recognizing and rewarding its personnel performance • To facilitate open and two way of communication • Continually reviewing the need of its people • Investigate the reason why people join and leave the organization • Ensuring effective team work ADMIN & HR department will maintain updated “Approved Strength List” of the company which will be referred prior to any hiring of employee. The management ensures that the necessary competence is available for the effective and efficient operation of the Company. Top management/departmental head determine the competence of an employee by the competency expected by him/her and the present performance, which he/she has performed. Changes in organization’s process, tools, equipment, regulatory requirements etc., can change the competence criteria of the Organization. The competency criteria can be differing from other department. Departmental Head is responsible for setting the competency criteria for his/her department. The basic competency criteria are education and experience. When ever a hiring need arises, Departmental Head will discuss the matter with Factory Manager who will further instruct to Admin department accordingly. Admin department maintains competency criteria. Admin Department Head will collect the curriculum Vitea of suitable candidates via: 1. Publication/Ad in News Paper 2. Displaying banners at appropriate places 3. From reference of existing employees 4. Social Sides 5. Linked In Keeping in view the requirements of job, Admin Head short list the CV’s of suitable candidates. As per group defined policy for different level of employees, calls the candidate for interview with Heads Operation and Concerned department or factory Manager as needed After passing from all above preliminary levels, successful person joins the company.

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