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8. Operation
8.1 Operational planning and control.
In Hexatech Engineering’s operation, corporate planning is carried out solely by Managing Director (MD) after taken into consideration of all views made by manager in charge:
* overall company policies with regards to production management.
* overall management policies.
* overall resources such as: materials, human resource, finance, and etc.
* quality, health and safety policy.
* quality objectives.
* procedures and business processes, which includes verification, monitoring and inspection activities.
* records required to provide evidence that the project engineering and implementation activities are carried out.
* operations planning and monitoring of services including day-to-day running of project engineering and implementation, human resources recruitment and administration of resources.
* annual activities to meet quality objectives and Hexatech Engineering operational requirements.
>>> Annex G - Project Management Framework Annex M - Hexatech Engineering ISO9001:2015 Annual Activity Time Chart
8.2 Requirements for products and services.
8.2.1 Customer communication - land telephone line, handphone, correspondence, email, meeting, visit, etc.
8.2.2 Determining the requirements for product and services.
In Hexatech Engineering’s project engineering and implementation provision, customer requirements are recorded for the following services:
* Engineering services. * Project implementation services. * Maintenance services.
In determining the customer requirements the respective manager in charge will ensure to determine the necessary processes as follows:
Managing Director (MD) >>> OCS-PRO-01 Risk Management Procedure OCS-PRO-02 Organizational Knowledge Procedure OCS-PRO-03 Health, Safety & Environment Procedure
Contracts Manager (CM) >>> CPD-PRO-01 Tender & Contracts Procedure CPD-PRO-02 Material Requisition & Purchasing Procedure CPD-PRO-03 Outsourced Vendor Control Procedure CPD-PRO-04 Customer Verification of Purchased Products & Services Procedure
Designer Engineer (DE) >>> ENG-PRO-01 Design and Development Procedure ENG-PRO-02 Control of Technical Drawings Procedure ENG-PRO-03 Control of Inspection, Measuring & Testing Equipment Procedure
Project Manager (PM) >>> Annex G Project Management FrameworkPD-PRO-01 Project Engineering & Methodology Procedure PD-PRO-02 Project Planning Procedure PD-PRO-03 M&E Project Installation Works Procedure PD-PRO-04 Project Inspection, Testing & Commissioning Procedure PD-PRO-05 Stock Control & Transfer of Materials Procedure PD-PRO-06 Customer Supplied Materials Handling Procedure PD-PRO-07 Project Handover & Demobilization Procedure PD-PRO-09 Method Statement For M&E Projects
Maintenance Manager (LM) >>> PD-PRO-08 Maintenance Works Procedure PD-PRO-09 Method Statement For M&E Projects
Human Resource Manager (HRM) >>> HRA-PRO-01 Job Descriptions HRA-PRO-02 Recruitment Procedure HRA-PRO-03 Awareness, Training & Competency Procedure
Administration Executive (AE) >>> AD-PRO-01 Correspondence & Drawings Handling Procedure AD-PRO-02 Management Meetings Procedure AD-PRO-03 Disclosure Protection Administration Procedure AD-PRO-04 Office Equipment Maintenance Procedure
ISO Manager (IM) >>> QSA-PRO-01 Control of QMS Documented Information Procedure QSA-PRO-02 Customer Satisfaction Procedure QSA-PRO-03 Customer Complaints Procedure QSA-PRO-04 Internal Quality Audit Procedure QSA-PRO-05 Analysis of Data & Process Improvement Action Procedure QSA-PRO-06 Corrective Action Procedure
8.2.3 Review of the requirements for M&E engineering and implementation servicecs.
8.2.3.1 The manager in charge is basically responsible to review the requirements of the respective services provided to the customers. The review is conducted to ensure high service levels are achieved.
8.2.3.2 Where there are cases of additional product and service requirements, this shall be communicated to the Managing Director (MD) for further allocation of resources.
8.2.4 Changes to requirements for products and services.
Any changes to the requirements for products and services are reviewed by ISO Manager (IM) and put forward to Managing Director (MD) for approvalbefore the changes are implemented.
>>> QSA-PRO-01 Control of QMS Documented Information ProcedureQSA-REC-QDCR QMS Document Change Register QSA-REC-QDCN QMS Document Change Notice QSA-REC-DDL QMS Document Distribution List QSA-REC-RM Read Memo QSA-REC-QDIAR QMS Documented Information Archiving Register QSA-REC-QDIAL QMS Documented Information Archive Label
8.3 Design and development of project engineering and implementation services.
Not Applicable Clause:
MS ISO9001:2015 Clause 8.3 Design and Development of Products and Services is not applicable to the scope of Hexatech Engineering Quality Management System.
Should the above requirement become relevant in the future; the company will develop the necessary and relevant procedures for inclusion in the QMS.
The provision of Hexatech Engineering's products and services are tailored to meet customers' requirement which had been predetermined with approved design and development criteria.
8.4 Control of externally provided processes, products and services.
8.4.1 General.
In support of Hexatech Engineering's project and implementation provision, all externally provided resources and specialized services are procured by Purchasing Executive (PURE) with the use of the Purchase Order.
To procure an externally provided item or services, the manager in charge or appointed Hexatech Engineering personnel shall submit a Material Requisition Form (MRF) for approval before the Purchase Order (PO) are issued to external providers.
>>> CPD-PRO-02 Material Request & Purchasing Procedure CPD-REC-MRF Material Requisition Form CPD-REC-MOAF Memorandum Of Approval Form CPD-REC-ALT Memorandum Of Approval Log CPD-REC-PO Purchase Order
8.4.2 Type and extent of control.
All incoming purchased items are subjected to a physical check upon receipt by the project implementation personnel. Items that do not comply to specifications are rejected and communicated to the respective suppliers for corrective actions or replacement.
>>> PD-PRO-04 Project Inspection, Testing & Commissioning Procedure PD-REC-ITP Inspection & Test Plan PD-REC-RFMRIR Request For Material Receiving Inspection Register PD-PRO-05 Stock Control & Transfer of Materials Procedure PD-REC-SC Stock Card PD-REC-SIF Stock Issue Form PD-REC-MTF Material Transfer Form
8.4.3 Information for external providers.
All Purchase Order (PO) for intended procurement of externally provided resources related to the M&E engineering and implementation services must contain adequate information on the product or service such as specifications, grade, class, size, duration, job scope, etc.
All POs will be verified by the the Departmental Manager and approved by the Managing Director (MD) and the issuance of the POs will be effected upon receipt of approval from MD.
All new and existing external providers are evaluated on a yearly basis. The evaluation criteria are stipulated in the vendor evaluation form. The evaluation is carried out by the manager in charge of the respective services (coordinated by PURE) .
The yearly evaluation of external providers will determine the eligibility of the external providers to be register into the List of Approved Vendors. Should the evaluation is unsatisfactory , the blacklisting of the external provider shallbe effected in accordance to the outsourced vendor control procedure.
Record of the evaluation and the Approved Vendor List (AVL) is maintained by PURE .
>>> CPD-PRO-03 Outsourced Vendor Control Procedure CPD-REC-VRAF Vendor Registration & Approval Form CPD-REC-AVL Approved Vendor List CPD-REC-VPEF Vendor Performance Evaluation Form CPD-REC-VPER Vendor Performance Evaluation Report
8.5 M&E engineering and implementation of product and service provision.
8.5.1 Control of M&E product and service provision.
The provision of project and maintenance services are planned and controlled at the respective manager in charge.
Each manager in charge is primarily responsible for the efficiency of their designated services as detailed out in their respective job descriptions.
8.5.2 Identification and traceability.
Hexatech Engineering shall apply suitable means of identification throughout its provision ofM&E engineering and implementation services, such as:
a) Each work request for M&E engineering and servicing shall be identified by a project reference to be recorded by the Project Manager (PM).
b) Materials, equipment and tools used in the provision of any on-site servicing shall be traceable to outsourced vendors.
c) The identification of each service status with respect to monitoring and measurement conducted shall be identified by the PE on work inspection checklists, field service reports, delivery orders, test reports, testing and commissioning certificates, or other appropriate records.
8.5.3 Property belonging to customers or external providers.
It is very seldom that Hexatech Engineering is involved in handling of customer property in the conduct of its M&E engineering and implementation services, however, should there be a need to use customer property, then, Hexatech Engineering shall exercise care withcustomer property while it is under its control or being used by its appointed specialist vendor.
Hexatech Engineering shall identify, verify, protect and maintain customer property provided for use. Occurrence of any customer property that is lost, damaged or otherwise found to be unsuitable for use shall be recorded and reported to the customer. >>> PD-PRO-06 Control Of Customer Supplied Materials Procedure PD-REC-CSML Customer Supplied Materials List
8.5.4 Preservation.
The respective assigned Hexatech Engineering project personnel shall be responsible to preserve the conformity of their installed equipment as per given workscope. This preservation shall include identification, handling and protection of all materials, equipment and tools received from vendors including those supplied by the customer (if any).
Appropriate mechanical handling equipment shall be used and stored adequately (in case for temporary storage) to prevent damage, deterioration or loss.
8.5.5 Post-delivery activities.
The post-delivery activities provided by Hexatech Engineering in terms of warranty provisions, contractual obligations, on-site servicing and supplementary services shall be handled by Project Manager (PM).
8.5.6 Control of changes.
Hexatech Engineering's manager in charge is responsible to address any changes to the requirements made by the customer. Such changes shall be informed to the Project Manager (PM) and the manager in charge is to take necessary steps to fulfill the requirement of the customer.
8.6 Release of products and services.
All Hexatech Engineering personnel involved in M&E engineering and implementation services are required to undergo adequate training before being assigned to undertake post project activities with the customer.
The release of products and services shall only be conducted after adequate acceptance by the customer and proper preservation and packaging of the product are taken before delivery to customer.
>>> PD-PRO-07 Project Handover & Demobilization ProcedurePD-REC-WCBOF Works Completion Buy Off Form
8.7 Control of non-conforming outputs.
8.7.1 All non-conforming products and services rendered by Hexatech Engineering are identified, recorded, and analyzed to determine the cause or causes of the non-conformances. Corrective actions are determined and implemented to prevent recurrence of the incident.
8.7.2 The responsibilities, controls and authorities for dealing with the non-conforming products and services are detailed in the control of non-conforming product procedure. Records of the non-conforming product and service and the actions taken are maintained by ISO Manager (IM).
>>> QSA-PRO-06 Control of Non-Conforming Product Procedure QSA-REC-NCRL Non Conformance Report (NCR) Log QSA-REC-NCR Non Conformance Report (NCR)
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