QPM-01

NCT Forestry Co-operative Limited

Quality Policy Manual

NCT Forestry Co-op Ltd
PO Box 1445
Pietermaritzburg
3200
Tel:033 – 897 8500
Fax:033 – 897 8501
Web site:
Quality Policy Manual
For
NCT FORESTRY
CO-OPERATIVE LIMITED

Document Number: QPM-01

Revision 12 (14/10/2011)
Author
Management Representative

Contents

SectionTitlePage

1Quality Policy and Objectives 3

2Organisation for Quality 4

3 Introduction to Quality Management System 5

4Interaction between Quality Management System Processes 6

5Outline of the Quality Management System 7-13

6Index of system documents and correlation table 14

7Quality Policy Manual – Preparation, approval, Issue and Revision 15

This document is valid as a hard-copy for 24 hours from date and time of printing.Page 1 of 16

2018/10/12

11:50 AM

QPM-01

NCT Forestry Co-operative Limited

Quality Policy Manual

1.Quality Policy and Objectives:

NCT Forestry Co-operative is committed to winning and maintaining the unreserved confidence and support of all members, customers and employees.This includes providing a quality timber marketing and forestry advisory service to our members. In pursuance of this goal we see the need to satisfy our customers’ and members requirements and expectations in the quality of our services.

In fulfilment of the corporate policy and our internal quality policy, we are committed to establishing and maintaining a Quality Management System that conforms to the ISO 9001:2008 requirements

As NCT’s General Manager I undertake to ensure that our Quality Policy is thus directed towards achieving the following objectives:

  • That the ISO 9001:2008 Quality Management System, is understood, implemented and maintained and continually improved at all levels in our organisation;
  • That the responsibility and authority of those managing the system will be defined;
  • Personnel will be trained to carry out relevant procedures of the system;
  • That marketing, forestry advice, farm management and related services will be optimised through efficient procedures;
  • Quality and the Quality Management System are identified as strategic issues and included in the strategic plan;
  • That the system will be reviewed at regular intervals via both internal and external audits; and
  • That a high level of quality assurance awareness is promoted among company personnel.

I appoint Lauren Bomford, Strategy and Planning Forester for the Forestry Technology Services Department, to act in my capacity as Management Representative for NCT Forestry Co-operative Ltd and NCT Tree Farming (PTY) Ltd.

______

Patrick KimeDate

GENERAL MANAGER

2.Organisation for Quality

2.1The internal organisational structure of the Company as it relates to Quality is shown below:

NCT Board
Patrick Kime
General Manager
Jacob Kotze
General Manager
NCT Tree Farming / Mfundo Ngcobo
Secretary to the
General Manager’s Department
Robert Thompson
Manager
Member Services
Assist/General Manager / Richard Golding
Manager
Financial
Services / Anita Nicholson
Communications
Officer & P.A .to the General Manager
James van Zyl
Manager
Commercial
Services / Andy Jones
Manager
Administration
Services
Craig Norris
Manager
Forestry Technology
Services / Isaac Premananthan
Manager
Information Technology Services
Vusi Dladla
Manager
Development Services
Lauren Bomford
Strategy & Planning Forester
Management
Representative

3.Introduction to Quality Management System

3.1Objective and Scope

Our objective is to operate a Quality Management System based on ISO 9001: 2008 to ensure that all services provided to members, customers and employees will meet/exceed their expectations.

The Quality Management system covers the following processes:

NCT Forestry Co-operative Ltd

-Commercial Services

-Member Services

-Technology Services

-Financial Services

-IT Services

-Administration Services

-NCT Tree Farming Services

-Development Services

NCT Tree Farming (PTY) Ltd

-Land Management Services

3.2In order to meet the above objective, we have the following resources:

-Trained staff in all departments

-Modern administration systems

-Comprehensive member database

-Reliable IT equipment

-Functionalised departments and structures

-Secure markets

3.3The Quality Management System is fully documented by:

-A Quality Policy Manual, (QPM)

-System Procedures, (SP)

- Departmental Procedures, (DP)

- Inter-Departmental Procedures, (IDP)

For the effective implementation of the Quality System. The Quality Management plan is detailed in the above documents.

3.4 Continual Improvement to Quality System

We will strive for continual service improvement and management by identifying, implementing and integrating other systems and procedures into our QMS. These being: good service procedures or practices, good administration procedures, effective human resources management and reliable IT systems.

3.5Policy Objectives

Objectives identified in the policy statement are quantified (see SP 09), measured and reviewed at Management Reviews.

3.6Outsourced Processes

Some Transport is outsourced and controlled through the Purchasing Procedure (See SP-03) and DP 03 (4.1.7.5).

4.Interaction Between Quality Management System Processes

5.Outline of Quality Management System

5.1General Requirements (Clause 4.1)

5.1.1Processes, their sequence and their interaction have been determined by the Management Representative. These processes are managed by NCT in accordance with the requirements. The availability of resources and information necessary to support the operation and monitoring of processes are ensured. Outsourced processes have been determined by the relevant Department and the necessary controls implemented.

5.1.2Control of Documents (Clause 4.2.3)

Documents and records relevant to Quality are identified in various procedures forming part of the Quality System documentation. Documents of external origin have been determined and their distribution is controlled by the relevant Department.

5.1.2.1Document and Data Approval and Issue

The Procedures detail how the documents are approved before issue, how it is ensured that up-to-date issues of the documents are available at all relevant locations and that only those issues are in use and how obsolete documents/data are identified.

5.1.2.2Document and Data Changes

The procedures detail how changes to the documents are approved and how they are identified.

5.1.2.3Control of Records (Clause 4.2.4)

A procedure forming part of the Quality System identifies all documents required to form part of the Company's Quality Records and their retention periods. The Procedure also governs the collection, indexing, storage, access to and disposition of Quality Records such that they are stored in an easily retrievable way in an environment that prevents damage, deterioration or loss.

5.2 Management Responsibility (Clause 5)

5.2.1Management Commitment (Clauses 5.1)

Regulatory and statutory requirements(see Applicable Legislation) will be communicated to the organisation as well as the importance of meeting customer requirements. The Administration Manager is the custodian of all statutory and legal documents applicable to NCT. Top Management will maintain the quality policy and ensure that the objectives are established. Management will conduct management reviews and ensure the availability of resources for all staff to perform their functions in providing a service to all customers. Needs of customers and all interested parties will be determined by the company through contact, experience, market and competition research. Before proceeding with a contract, customer needs are clearly defined and understood. These needs and expectations are translated into specific requirements before formal contracts are established.

5.2.2Quality Policy (Clauses 5.3 and 5.4.1)

The company’s policy for, and commitment to Quality is set out in this Quality Policy Manual. To ensure the policy is understood at all levels in the company, quality objectives, supporting the quality policy, are required at each applicable functional level in the organisation. These objectives are communicated to all employees, and continually reviewed with the Quality policy objectives for relevance.

5.2.3Quality Management System Planning (Clause 5.4.2)

The activities and resources required to achieve quality objectives are to ensure they are relevant to the prevention of, rather than reaction to, non-conformity. Quality planning covers

  • The validation of work practices.
  • Reliance of existing skills profile and evaluation and provision of new skills.
  • Consideration of health and safety, environmental, insurance and third party risk management, compliance with product and management standards and legislative requirements.
  • Measurement, reporting and scheduling.
  • Operational structure, responsibility and authority.

The integrity of the QMS will be maintained when changes to the QMS are planned and implemented.

5.2.4Responsibility and Authority (Clause 5.5.1)

The responsibility, authority and the inter-relation of all personnel who manage, perform and verify work affecting Quality are defined in this Quality Policy Manual and/or in individual Procedures, work Instructions and job descriptions.

5.2.5Management Representative (Clause 5.5.2)

The Company has appointedthe Management Representative from the organisation. His/her responsibilities include:

  • Ensuring that the processes needed for the QMS are established, implemented and maintained.
  • Reporting to Top Management on the performance of the QMS and any requirements for improvement.
  • Ensure the promotion and awareness of customer requirements throughout the organisation.

5.2.6Internal Communication (Clause 5.5.3)

Quality requirements, objectives and achievements will be communicated by management to all employees through:

  • Departmental meetings
  • Notice-boards
  • Visual management activities
  • Training sessions
  • Management meetings
  • E mail
  • Company newsletters

5.2.7Management Review (Clause 5.6)

A Procedure is included within the Quality System which requires the system to be reviewed at top management level on an annual basis (ISO Annual Review Meeting), in order to ensure its continuing suitability and effectiveness of the Quality Management System. In addition, bi-monthlyISO Committee and monthly management meetings are held to monitor the suitability and effectiveness of the Quality Management System. Records of these reviews form part of the Company's Quality Records (See SP-09).

Records of all reviews and meetings are maintained.

5.3Human Resources (Clause 6.2)

5.3.1Competence, Training and Awareness (Clause 6.2.2)

The Company has determined the necessary competence for personnel performing work affecting conformity to product requirements. A Procedure is included in the Quality System that provides for the regular assessment of each member of staff and for the identification of any training needs. Effectiveness of training is measured, and records of training, education, training and experience are kept.

5.3.2Infrastructure (Clause 6.3)

The infrastructure required to ensure the underlying foundation for operations is available, has been identified and provided for – this includes workspace, hardware, software, services, information systems, communication, transport, facilities etc. A maintenance programme is implemented to ensure the infrastructure continues to meet defined requirements.

5.3.3Work Environment (Clause 6.4)

To ensure the motivation and performance of employees in achieving organisational objectives, the company ensures that human and physical factors are defined and provided for. These include:

  • Opportunities for realising employee potential
  • Health and safety rules and conditions
  • Ergonomics
  • Facilities for employees
  • Ambient working conditions

The Administration Department and IT Department are inherently responsible for ensuring that the above factors are considered and the work environment maintained for all staff members.

5.4Product Realisation (Clause 7.0)

5.4.1Planning of Product Realization (Clause 7.1).

The company has documented a procedure for ensuring that product or service is planned, measuredand monitored in such a way in order that customer delivery and quality requirements are met.

5.4.2Determination of Requirements Related to the Product (Clause 7.2.1)

A procedure is included within the Quality System which requires the identification of customer requirements, includingthose not specified by the customer but necessary for fitness for purpose. Applicable statutory and regulatory requirements related to the product have been identified (see mill specification documents).

5.4.3Review of Requirements Related to the Product (Clause 7.2.2)

The purpose of this review is to ensure that:

  • The Customer's requirements are as completely defined as is possible, they are understood by the Company and this understanding is documented and agreed by the customer.
  • Any differences between the Customer's requirements expressed and assumptions made by the Company in any preceding proposal are examined jointly by the Customer and the Company, resolved and the resolution documented
  • The capabilities available, or potentially available to the Company for the purposes of meeting the Customer's requirements are assessed.

5.4.4Customer Communication (Clause 7.2.3)

Effective liaison interfaces are maintained with customers to ensure that requirements are met; these may relate to service information, enquiry and contract handling, amendments, and customer complaints/non-conformities.

5.4.5Design and Development (Clause 7.3)

The design requirement of ISO 9001:2008 is not applicable to NCT, as no original design is carried out.

6.5Purchasing (Clause 7.4)

6.5.1 Purchasing Process (Clause 7.4.1)

The Quality System includes a Procedure (See SP-03) designed to ensure that services and products purchased from external Suppliers/Sub-consultants conform to the Company's requirements, including:

-How potential Suppliers/Sub-consultants are assessed for adequacy;

-How the type and extent of control over them is defined and;

-How records of the performance of Suppliers/Sub-consultants are maintained.

6.5.2Purchasing Information (Clause 7.4.2)

Procedures are included in the Quality System which control the preparation and approval of purchasing documents in connection with the services of Suppliers/Sub-consultants.

6.5.3Verification of Purchased Product (Clause 7.4.3)

The company has documented procedures for ensuring that purchased product meets specified purchase requirements.

The Quality System does not, at present, include any procedures concerning verification at Suppliers'/Sub-consultants' premises because this is not the company's usual practice. Should this be appropriate at any time, procedures will be developed to suit and will be implemented.

6.5.4Control of Production and Service Provision (Clause 7.5)

The company has documented a procedure for ensuring that product and service provision is carried out under controlled conditions.

6.5.5Validation of Processes for Production and Service Provision (Clause 7.5.2)

The Quality System does not at this stage include any special processes, the resulting output of which cannot be readily verified by subsequent monitoring. Should this become a requirement, the Management Representative will document and implement suitable systems.

6.5.6Identification and Traceability (Clause 7.5.3)

The Quality System includes requirements for identifying and traceability of supplies, where appropriate from production, through storage and delivery to customers in order to facilitate investigation in the event of a customer complaint, query or non-conformance. Records will be maintained for traceability.

6.5.7Customer Property (Clause 7.5.4)

The Quality System includes requirements, where applicable, for the handling of property, (including personal data and intellectual property), supplied by the customer.

6.5.8Preservation of Product (Clause 7.5.5)

A procedure is included in the Quality System, which sets out the requirements for the handling, storage, packaging, preservation and delivery of items of the Company's output where applicable.

6.5.9Control of Monitoring and Measuring Equipment (7.6)

The Quality System includes a procedure governing the control, calibration, use and maintenance of measuring and test equipment used by the company's staff.

The Procedure requires that all such equipment that can affect the Quality of the Company's output is identified, calibrated or verified, or both, at prescribed intervals and adjusted prior to use, that its calibration status is indicated and that calibration records are maintained. It also requires that staff ensure that environmental conditions are suitable for all measurement and test work being carried out and that equipment is handled and stored in a way that maintains its accuracy and fitness for use.

6.6Measurement, Analysis and Improvement (Clause 8)

General (Clause 8.1)

6.6.1A process for measurement, analysis and improvement has been implemented to ensure that the Quality Management System and services conform to product requirements. Results are recorded and used during Management Reviews.

6.6.2Customer Satisfaction (Clause 8.2.1)

System output is measured through client satisfaction. Customer related information is collected from sources such as feedback from marketing, direct communication with the client, and client customer satisfaction surveys.

6.6.3 Internal Audit (Clause 8.2.2)

The Quality System includes a documented procedure which sets out how internal quality audits are to be scheduled, carried out and reported on, how corrective actions are to be recorded and actioned and how follow-up action is to be carried out.Verification of effectiveness of corrective and preventive actions will be described and documented.

6.6.4Monitoring and Measurement of Processes (Clause 8.2.3)

Appropriate measurement type and extent have been identified for evaluating effectiveness and efficiency of the systems. Results are used to maintain and improve the processes.

6.6.5Measurement and Monitoring of the Product (Clause 8.2.4)

Procedures are included within the Quality System regarding the measurement and monitoring of the product.

In particular, Procedures are included which control the verification, on receipt, of purchased products.

The Procedures allow for variations in the amount of control exercised by the Supplier/Sub-consultant and for any evidence of conformance provided by the Supplier/Sub-consultant.

Procedures are included in the Quality System which require that satisfactory completion of all other verifications is confirmed and recorded before any part of the Company's output is released externally. The Procedures also sets out the action to be taken in the event of any verification being unsatisfactory.

Procedures are included in the Quality System which set out the requirements for final verification of output prior to release. These Procedures also require that the authority responsible for final verification is recorded and that that records form part of the Company's Quality Records.

6.6.6Control of Non-conforming Products (Clause 8.3)

A Procedure governing the handling of non-conformities forms part of the Quality System.

The responsibility for review of non-conforming work and the authority for its disposition is defined in the Procedure.