DEPARTMENTAL PROCEDURE FOR Issue No. : 03
QUALITY Rev. No. : 02
Date : 31/05/06
Page : 11 of 14
DP:QLY
1.0 SCOPE
1.1 These procedure details out the activities of Quality Department in implementation of Quality Programme as detailed in Integrated Management System Manual (IM).
1.2 This procedure includes activities of Head (QLY) & Quality function of the Region.
2.0 PRIMARY DOCUMENTS
2.1 Quality Manual (IM) IM 4.2.3, 4.2.4, 5.5.2.4, 5.5.3.1, 7.4.3, 7.5.1, 8.2.3, 8.2.4, 8.4,8.5
2.2 Information Security Management System Manual (ISMS)
2.3 Standard Procedures (SPs) 02, 04, 05, 06, 07, 08, 09, 10, 11, 12,13&14.
3.0 PROCESS MAPS
Process map related to Quality Function have been shown on page Number 13
All functions and departments are internal customers of this function. There expectations are:
§ Timely advice and guidance on quality related issues
§ Timely provision of quality plans for execution
4.0 ORGANISATION AND RESPONSIBILITIES
Functional organization chart of the department and delegation of duties are as shown on Page No. 12
5.0 ACTIVITIES
5.1 Quality Assurance:
5.1.1 Quality Plans/Product Checklist (IM 8.2.4)
5.1.1.1 Preparation / submission (to customer) of Quality Plans/ Check lists schedule in line with the Contract agreement.
5.1.1.2 Gather information pertaining equipments / systems for required for preparing QP/ Check lists, from contract specifications/ manufacturing units/ PEM/ BOP suppliers
5.1.1.3 Preparation Quality Plans / Check lists covering the following requirements:
Ø Identification of Customer checkpoints,
Ø Stage verifications (stage inspection) during process for releasing the conforming product,
5.1.1.4 Approval of Quality Plans/ Check lists by Head (QLY)/ customers or consultants as per the terms of contract.
5.1.1.5 Issue of Quality Plans by Nominee of Head (QLY) to task performers/ customers or consultants as per the terms of contract (as applicable) as per SP02.
5.1.1.6 Implementation of Quality Plans/ Check lists by task performers and recording & reporting of deviations from Quality Plans/ Check lists as site deviation thro’ SOMS/ SDR,
5.1.2 IDENTIFICATION OF GENERIC ISSUES
5.1.2.1 Head (QLY) disposes deviations from Quality Plans/ Check lists in consultation with manufacturing units/ Head (TSX).
5.1.2.2 Communicate to Corporate Quality for Resolution of the issues at 5.1.2.1 in case they are related to the region as well as manufacturing units.
5.1.2.3 For issues/ deviations critical to quality, initiate action to form cross-functional teams to take up QIP/ SIP as per SP06 and SP14.
5.1.2.4 For issues related to manufacturing units, forward the details to Head (QLY) of the respective mfg. Unit as per SP 06 & intimate site concerned accordingly.
5.2 QUALITY ASSURANCE ON BOP SUPPLIES (IM 8.2.4)
5.2.1 Coordinate with concerned agencies to meet requirements of Quality Plans and pre-dispatch inspection.
5.2.2 Coordinate with customers/ consultants/ BOP suppliers/ PEM with regard to disposal of deviations observed from Quality Plans/ specifications, before acceptance of such products.
5.2.3 Review inspection reports of BOP supplies and issue material dispatch clearance certificates (MDCC) for the accepted materials.
5.3 CONTROL OF NONCONFORMITIES PERTAINING TO SYSTEM/ PRODUCTS (IM 8.3) AND CORRECTIVE/PREVENTIVE ACTION (IM 8.5.2,8.5.3):
5.3.1 Product nonconformities (IM 8.4 b&c, IM 8.5.2,8.5.3, SP 06).
5.3.2 Receive SDRs & SFRs as detailed in SP 06.
5.3.3 Review SDRs & give dispositioning to critical to quality (CTQ) SFRs in consultation with MU/EC/OTHERS as applicable.
5.3.4 Maintain database of all SDRs & initiate actions for taking up QIP/ SIP projects as applicable.
5.3.5 Review SFRs & decide whether failure is due to site deviation or product non-conformance. Process SFRs as per SP 06 CL.3.6
5.4 QUALITY RELATED TRAINING, AWARENESS, PROGRAMMES AND QUALITY MONTH ACTIVITIES (IM 6.0,Cl. 6.2.2.1.2)
5.4.1 Quality related training of employees of PSWR and training for Vendors, Subcontractors, Customers shall be organized at Sites and Offices from time to time (IM 6.0, Cl. 6.2.2.1.2) based on requirements projected by concerned Departments/Functions through personnel department. Inputs for Quality related training needs are received through Corporate Quality, Head Quality Meets, Management Committee Meetings & Functional Head Meeting’s at region & various policy decisions taken there on.
5.4.2 Quality Department shall coordinate Quality Month activities at Regional HQ and Sites every year. At the end of Quality Month, a report will be generated regarding salient features/achievements and forwarded to Head (Region).
5.5 BOUGHT OUT ITEM INSPECTION (IM 7.4.3.1)
5.5.1 Purchase Order is received from Purchase Department where inspection needs to be carried out at vendor’s works.
5.5.2 Head (Quality) will authorize inspecting officials.
5.5.3 Inspection of bought out items will be as per Purchase Order.
5.5.4 Inspecting official will raise inspection report and distribute accordingly.
5.6 MILESTONE ACTIVITY AUDIT
5.6.1 Advise sites to inform at least two week’s in advance prior to conductance of milestone to facilitate constituting audit team & deputing to site for audit.
5.6.2 Select few Contractual milestones at each site for conducting audit as per SP06.
5.6.3 Receive format PW-041 from site, scrutinise and communicate clearance to proceed or otherwise to site-in-charge. Receive site action completion on PW-041 if clearance is not given to proceed.
5.7 TOTAL QUALITY MANAGEMENT
5.7.1 Receive calendar of events for preparation of Position Report & relevant guidelines from Corporate Quality at the beginning of each financial year.
5.7.2 Select team members for preparation of position report with approval of Head (Region).
5.7.3 Facilitate assessment of “Position Report” as per CQ guidelines & preparation of Action Plan on “Feed Back” report.
5.7.4 Initiate improvement programs through various functions from feed back of assessment received & areas of improvement identified to enable better scoring during next year assessment as per EFQM Model.
6.0 DOCUMENT CONTROL
6.1 Quality Plans/Product check lists received/prepared shall be controlled as per SP 02.
6.2 Nominee of Head (QLY) shall control this Departmental Procedure for Quality.
6.3 This document shall be prepared, reviewed, revised and issued as per Standard Procedure SP 02.
6.4 Document Control for all receipt and issue shall be exercised as per SP 02.
6.5 LIST OF CONTROLLED DOCUMENTS/DATA:
01. Departmental Procedure DP:QLY
02. Quality Plans/Checklists
03. Working Oganisation Chart for Quality
04. Records required by ISMS
7.0 PLANNING
7.1 PERFORMANCE PLANNING
7.1.1 Objectives of the function are drawn in line with IM-5 during April every year based on:
· IMS up gradation to ISO 9001-2000 and implementation of it.
· Quality Plans issue, approval prior to work commencement in respective product/package.
· Improvements, up gradation of quality plans based on Site, Customer feedback and design changes on continual basis.
· Pre-dispatch Inspection of BOP supplies
· QAEs/QA Nominees identification and skill up gradation for effective quality assurance at Sites.
· Promotion of quality awareness at all levels through quality related training programmes.
7.1.2 Annual individual targets are set, measured and reviewed as per e-MAP system.
7.1.3 Effectiveness of IMS implementation is monitored through monthly reviews.
7.1.4 There are no processes, which require pre-qualification.
7.2 RESOURCE MANAGEMENT
Based on the quantum of work at site, decision for posting full time Quality Assurance Engineer or nominating part time QAE is taken.
7.3 IDENTIFICATION OF COMPETENCIES
Competencies most essential for carrying out work are identified as per e-MAP system.
7.4 IDENTIFICATION OF TRAINING & DEVELOPMENT NEEDS
7.4.1 Training needs of Quality Department personnel shall be identified by Head (QLY) and communicated to HR Department as per SP 11.
7.4.2 On receipt of confirmation of acceptance from HR department in the identified area Quality Personnel will be released for attending the programme.
7.4.3 On individual attending programme, Head (QLY) shall review training relevance and communicate to HR Department (Format PW-030).
7.5 MEASUREMENT, ANALYSIS & REVIEW
Monthly review is conducted for the following:
o Objectives, plans and targets vis a vis achievements
o Audit results
o Customer complaints
o Product/ Process non conformances
o Resources
o Changes affecting IMS
o Improvement activities
o Any other point
o Changes affecting ISMS
Measurement data available from following will be analysed periodically.
*Milestone Audit Reports.
*SFRs, SDRs
*Feedback’s received through various correspondence.
The analysed data will be reviewed periodically for corrective actions or for taking up improvement projects.
7.6 IMPROVEMENT ACTIVITIES
7.6.1 Improvement areas are identified based on,
.
*Customer Perception Survey Results
*SDRs, SFRs
*Milestone Audits.
*QIP, SIP projects
*NCR’s, observations during Audits
*Feedbacks from review meetings at HQ.
7.6.2 Improvement activities identification & initiation will be done as per SP 06
& SP 14.
7.6.3.1 Targets are set based on feedback & action plans are drawn and reviewed for effectiveness of improvement by Head (QLY) at least once in a Quarter & sent to MR as input for MQC.
8.0 INFORMATION ASSETS
Information assets are classified as per ISMS and SP.
The information assets that need to be protected are:
· Contract related documents and records
· Records required to be maintained as per statutory/ regulatory requirements, IM and ISMS
9.0 CONTROL OF NONCONFORMING PRODUCT
9.1 Activities carried out by deviating documented procedures, approval of authority issuing the procedure will be obtained.
10.0 CORRECTIVE AND PREVENTIVE ACTION
10.1 Head (QLY) shall review the implementation of DP:QLY and take corrective action wherever necessary as a result of quality audit findings and initiate action for prevention of recurrence.
10.2 Records of corrective action taken will be maintained.
10.3 Site Deviation Reports & Site Failure Reports are received and corrective action is initiated as per SP06.
10.4 Corrective/preventive actions are identified as detailed in SP 06 and SP07.
10.5 Head (QLY) shall maintain a Database for SFRs & SDRs.
11.0 STATUORY & REGULATORY REQUIREMENTS.
Adherence to statutory & regulatory requirements at sites will be co-ordinated through site QAE’s, QA nominees
12.0 RECORDS & RETENTION PERIOD
S.No. Type of Record Retention Period
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
01 Master copies of QPs Till Site closing
02 Correspondence with Sites Till Site closing
03 Correspondence with others Two years
04 Business continuity plan Till next issue
05 Risk assessment/ Risk Till next issue
Treatment plan
06 BCP Test procedure Till next issue
12.0 LIST OF SOFTWARES DEVELOPED/USED
Software provided by IT is used.
13.0 FORMATS USED
S.No. Format No. Description Type
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1. PW-004 Organisation Chart I/O
2. PW-005 Table of contents OUTPUT
3. PW-006 Summary of Revision OUTPUT
4. PW-008 Protocol for handing over/ I/O
taking over documents
5. PW-024 DP/WI – Cover Page OUTPUT
6. PW-025 Departmental Procedure – page OUTPUT
7. PW-030 Evaluation of Training Program OUTPUT
8. PW-031 Projections of gap in skills in OUTPUT
ensuing year
15.0 BUSINESS CONTINUITY PLAN
Business continuity plan is prepared in consultation with BCP core group. Further actions are taken as per advice of BCP core group/ IT department.
15.0 ABBREVIATIONS USED
BOP BALANCE OF PLANT
CQ CORPORATE QUALITY
DP DEPARTMENTAL PROCEDURE
QP QUALITY PLAN
HOD HEAD OF DEPARTMENT
I/O INPUT/OUTPUT
MIR MANAGEMENT INFORMATION REPORT
MOM MINUTES OF MEETING
MR MANAGEMENT REPRESENTATIVE
MQC MANAGEMENT QUALITY COMMITTEE
MSX MANAGEMENT SERVICES
NCR NONCONFORMITY REPORT
PMX PROJECT MANAGEMENT SERVICES
PSWR POWER SECTOR WESTERN REGION
QAE QUALITY ASSURANCE ENGINEER
IM INTEGRATED MANAGEMENT SYSTEM MANUAL
QLY QUALITY
REV.NO. REVISION NUMBER
SER SERVICES
SMX CONSTRUCTION MANAGEMENT SERVICES
SP STANDARD PROCEDURE
WI WORK INSTRUCTION
FUNCTIONAL ORGANISATION CHART
* Quality Assurance on Installation & * MQR Generation
Servicing
* Develop and issue QPs * Surveillance Audits
* Quality related training * Nonconformance
Control
* Bought out item inspections * Stage Inspections
* Coordination with Sites * Quality Assurance
At Sites.
* TQM program of region
* QIP’s, SIP’s, QC. Projects
* TQM Program
Reviewed by Approved by
Head (MSX) Head (QLY)
BHARAT HEAVY ELECTRICALS LIMITED, POWER SECTOR WESTERN REGION