ISO9001 7.0 PRODUCT/SERVICE REALIZATION Page 1 of 20

Quality Management System – Documented Manual – ISO9001 7.0 PRODUCT/SERVICE REALIZATION

Page 1 of 20

Compiled By: CHRIS VD NEST Signature:

Approved By: EUGENE BREDENKAMP Signature:

Document Name Quality Management System Manual Index

7.0 Product/Service Realization Index

Document No IMS/I7 Current Rev No REV00 Effective Date JULY 2015

INDEX

IDENTIFICATION D E S C R I P T I O N Page

Numbers IMS/A7 Amendment Distribution Record 2

IMS/POL7.1 PLANNING POLICY 3,4

IMS/PFC7.1 PROCESS FLOW – LETAB PROJECTS PROCESSES 5

IMS/POL7.2.1 POLICY FOR DETERMINING CUSTOMER REQUIREMENTS

– OUR CUSTOMER ENQUIRY

6

IMS/PROC7.2.2 POLICY FOR REVIEWING CUSTOMER REQUIREMENTS –

OUR CUSTOMER ORDER 7,8

IMS/POL7.5.1 PRODUCTION(EXCLUDED)&SERVICE (INCLUDED) PROVISION – DEFINE

9,10

IMS/POL7.5.2A PRODUCTION(EXCLUDED)&SERVICE (INCLUDED)

PROVISION – VALIDATE 11,12

IMS/POL7.5.2A PRODUCTION(EXCLUDED)&SERVICE (INCLUDED)

PROVISION – CLARIFY 13,14

IMS/PFC7.4 PURCHASING – PROCESS FLOW 15

IMS/POL7.4 PURCHASING POLICY 16,17

IMS/PROC7.4 PURCHASING PROCESS PAGES 1&2 18,19,20

Quality Management System – Documented Manual – ISO9001

7.0 PRODUCT/SERVICE REALIZATION Page 2 of 20

Document Name Quality Management System – Amendment Distribution Record

7.0 Product Realization Amendment Distribution Record

Document No Let/IMS/A7 Current Rev No REV04 Effective Date AUG 2015

AMENDMENT DISTRIBUTION RECORD

DOCUMENT NUMBER & PAGE

NUMBER

AMENDMENT /REVISION NUMBER

EFFECTIVE DATE

DISTRIBUTED TO NATURE OF REVISION

IMS/PFC 7.2 REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/POL 7.2.1 REV01 FEB2015

TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PROC7.2.2 REV01 FEB2015

TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PROC7.5.1 REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PROC7.5.2.A REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PROC7.5.2.B REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETYSAFETY

INTERNAL AUDITING

IMS/PFC 7.4 REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/POL7.4 REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PROC7.4 REV01 FEB2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDITING

IMS/PFC 7.4 REV02 JULY2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

CONTINUAL IMPROVEMENT

IMS/POL7.4 REV02 JULY2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY


IMS/PROC7.4 REV02 JULY2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY


IMS/PROC7.5.2.A REV02 JULY 2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INTERNAL AUDIT

IMS/PFC 7.1 REV01 AUG2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

INSERTING Goods Receiving “ Materials to site

IMS/PROC7.5.1 REV02 AUG2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY

Amendment Customer Handover Document

IMS/PROC7.5.2.A REV03 AUG2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETY


IMS/PROC7.5.2.B REV02 AUG2015 TOP , SENIOR ,ADMIN, SITE QUALITY, SAFETYSAFETY




Document Name Quality Management System PROCESS 7.1 Planning – PROCESS (Page 1/2)

Document No IMS/PROC 7.1 Current Rev No REV00 Effective Date SEPT2013

7. Product realizations 7.1 Planning of product realization The organization shall plan and develop the processes needed for product realization. Planning of product realization shall be consistent with the requirements of the other processes of the quality management system (see 4.1). In planning product realization, the organization shall determine the following, as appropriate: a) quality objectives and requirements for the product; b) the need to establish processes and documents, and to provide resources specific to the product; c) required verification, validation, monitoring, measurement, inspection and test activities specific to the product and the criteria for product acceptance; d) records needed to provide evidence that the realization processes and resulting product meet requirements (see 4.2.4). The output of this planning shall be in a form suitable for the organization's method of operations. NOTE 1 A document specifying the processes of the quality management system (including the product realization processes) and the resources to be applied to a specific product, project or contract can be referred to as a quality plan. NOTE 2 The organization may also apply the requirements given in 7.3 to the development of product realization processes.

Continue to next Page



Document Name Quality Management System PROCESS 7.1 Planning – PROCESS (Page 2/2)

Document No IMS/PROC 7.1 Current Rev No REV00 Effective Date SEPT2013

Continued from Previous Page

The format shown below, reflects the Documented Procedures needed (established, implemented & to be continuously improved) for the Processes required by the Organization for Product& Service Realization TO CONFORM TO THE INTERNATION STANDARD ISO 9001:CLAUSES 7.1 ; 7.2 ; 7.3 (EXCLUDE); 7.4; 7.5 ; 7.6 (EXCLUDE)

Document Name Quality Management System PROCESS

7.1 Planning – PROCESS Page 2 of 2

Document No Let/QmsM/PROC 7.1 Current Rev No REV00 Effective Date SEPT2013

Document Name Quality Management System Manual Index 7.1 Planning – PROCESS

Document No MS/PROC 7.1 Current Rev No REV00 Effective Date SEPT2013

PURPOSE xxx xxx SCOPE xxx xxx

RESPONSIBILITY xxx xxx

PROCEDURE

xxx

xxx

The Purpose (Objective) of each Process is defined

The Scope defines the area the Procedure covers

The Process Owner for

monitoring & ensuring that the

Process is carried out

effectively

The Responsible Person for each

individual task is defines within

the Procedure section. That

Person is Responsible for

recording evidence on the

Document Specified

The Task to be carried out in

sequence, by whom , when /where /

how (IF APPLICABLE)

Standard Quality Manual Format for Header of each Document to identify what document pertains to.

Document Numbers – “PFC – refers to a Process Flow Chart and “PROC” refers to a “PROCEDURE”

The Responsible Person for ensuring

Data is effectively collected and stored

is defined in the Documentation ON THE

MASTER LIST Incl Disposition, Retrieval

& IDENTIFICATION, STORAGE



Document Name Quality Management System PROCESS FLOW

7.1 Planning – PROCESS FLOW CHART FOR OPERATIONAL CONTROLS

Document No IMS/PFC 7.1 Current Rev No REV01 Effective Date AUG2015

Tender Document

Received from Client

“CUSTOMER ENQUIRY”

Installation

Completed

“DEFINE&CONTROL”

Tender Submitted to

Client

“CUSTOMER ENQUIRY”

Documentation Handover,

SITE DE-establishment “CUSTOMER PROPERTY”

Testing and

Commissioning

“VALIDATION”

Site

Establishment

“CUSTOMER

PROPERTY”

Order Received from

Client

“CUSTOMER ORDER

ACCEPTANCE”

Invoice to Client

“SITE COMPLETION”

Procurement of

Material or

Services

“PURCHASING”

Hazards identify and

risks assessed “HIRA”

03_4.3.1

Customer Satisfaction

Review

“CUSTOMER PERCEPTION”

Customer

Satisfaction

Review

Unsatisfactory

Customer

Satisfaction

Review

Satisfactory

OPEN CUSTOMER

COMPLAINT

“CUSTOMER PERCEPTION”

Material Delivered on Site “GOODS RECEIVING”

OPEN NCR

“NCR”



Document Name Quality Management System PROCESS FOR CUSTOMER ENQUIRY

7.2 CUSTOMER REQUIREMENTS Tender Document Received from Client Tender Submitted to Client “CUSTOMER ENQUIRY”

Document No IMS/POL 7.2.1 Current Rev No REV01 Effective Date FEB2015

7.2 Customer-related processes 7.2.1 Determination of requirements related to the product The organization shall determine a) requirements specified by the customer, including the requirements for delivery and post-delivery activities, b) requirements not stated by the customer but necessary for specified or intended use, where known, c) statutory and regulatory requirements applicable to the product, and d) any additional requirements considered necessary by the organization. NOTE Post-delivery activities include, for example, actions under warranty provisions, contractual obligations such as maintenance services, and supplementary services such as recycling or final disposal.

PURPOSE The Purpose of the Customer Enquiry Process is to ensure the Organization reviews the requirements related to the Product incl. the Installation requirements prior to our Commitment to supply. The organization will determine the requirements; stated, non-stated but necessary, statutory & regulatory & any additional information necessary

SCOPE The scope of the Customer Enquiry covers the arrangements, information and interaction between the Organization , The Customer &/or The Customer’s Representative.

RESPONSIBILITY The Process Owner for The Customer Enquiry Process is the Chief Executive Officer and the responsibility for the individual actions has been clearly defined throughout the Process.

OBJECTIVES: A) 7.2.1 Determination of requirements related to the product SANS 9001 B) 7.2.2 Review of requirements related to the product SANS 9001 C) Determination of the Internal & External requirements by the Organization D) Educating the Customer on the Life Cycle of a Project and what can be expected E) Review of the Internal & Eternal Requirements, Documentation etc. required by the

Organization to Understand not only the stated the Where, When, What but also other arrangements to ensure the smooth/safe delivery / installation of our Product incl. all the requirements needed for Regulating Bodies such as (but not limited to) SABS, Dept of LABOUR , 1._4.3.2 Legal & Other Requirements Rev 1 2014, Municipal By Laws, Construction Laws

F) Relaying/Confirming awareness of these requirements, incl. Estimated Costs to the Customer in a format the Customer understands



PURPOSE During this Process the following objectives should be met:

Order Acceptance Received from Customer Customer’s Requirements must be communicated throughout the organization Amendments should be communicated Internally as well as with the Customer A Provisional Measurement & Provisional Installation Date must be set and

communicated Internally & Externally to Customer Measurement for the Approval process must be obtained Collecting Information from Site for the Site Access Process Communication Internally as well as Externally to the Customer regarding the status

of measurements Methods for establishing Customer Perception incl. complaints raised are addressed

SCOPE The Scope of this Process covers the Order Acceptance, Handover Processes both Internally at the Organization’s premises and Externally at the Customer’s Site. RESPONSIBILITY The Process Owner is the Managing Director in collaboration with the Project Manager and the Responsibility for each individual interaction has been clearly defined throughout this procedure as well as throughout all supporting procedures.

OBJECTIVES B) 7.2.2 Review of requirements related to the product SANS 9001 C) Determination of the Internal & External requirements by the Organization D) Educating the Customer on the Life Cycle of a Project and what can be expected E) Review of the Internal & Eternal Requirements, Documentation etc. required by the

Organization to Understand not only the stated the Where, When, What but also other arrangements to ensure the smooth/safe delivery /installation of our Product incl. all the requirements needed for Regulating Bodies such as (but not limited to) SABS, Dept of LABOUR , 1._4.3.2 Legal & Other Requirements Rev 1 2014, Municipal By Laws, Construction Laws.

F) Relaying/Confirming awareness of these requirements, incl. Estimated Costs to the Customer in a format the Customer understands


Document Name

Quality Management System PROCESS OJECTIVES

7.2 CUSTOMER REQUIREMENTS REVIEW OF REQUIREMENTS, CUSTOMER COMMUNICATION “CUSTOMER ORDER ACCEPTANCE” (Page 1/2)

Document No IMS/PROC 7.2.2 Current Rev No REV01 Effective Date FEB2015



Continued from Previous Page Addressing Clauses 7.2.2 Review of requirements related to the product The organization shall review the requirements related to the product. This review shall be conducted prior to the organization's commitment to supply a product to the customer (e.g. submission of tenders, acceptance of contracts or orders, acceptance of changes to contracts or orders) and shall ensure that a) product requirements are defined, b) contract or order requirements differing from those previously expressed are resolved, and c) the organization has the ability to meet the defined requirements. Records of the results of the review and actions arising from the review shall be maintained (see 4.2.4). Where the customer provides no documented statement of requirement, the customer requirements shall be confirmed by the organization before acceptance. Where product requirements are changed, the organization shall ensure that relevant documents are amended and that relevant personnel are made aware of the changed requirements. NOTE In some situations, such as internet sales, a formal review is impractical for each order. Instead the review can cover relevant product information such as catalogues or advertising material. 7.2.3 Customer communication The organization shall determine and implement effective arrangements for communicating with customers in relation to a) product information, b) enquiries, contracts or order handling, including amendments, and c) customer feedback, including customer complaints. b) the review, verification and validation that are appropriate to each design and development stage, and

Document Name

Quality Management System PROCESS OJECTIVES

7.2 CUSTOMER REQUIREMENTS REVIEW OF REQUIREMENTS, CUSTOMER COMMUNICATION “CUSTOMER ORDER ACCEPTANCE” (Page 2/2)

Document No IMS/PROC 7.2.2 Current Rev No REV01 Effective Date FEB2015



The PURPOSE of this POLICY is to DEFINE what controls are in place for

Production(Excluded) /Service (Included) Provision

The scope of this policy covers all areas that affect Our Customer - the individual

processes are addressed as as a whole i.e.

RESPONSIBILITY The CEO & MANAGING DIRECTOR is responsible for ensuring the daily , weekly, monthly activities that pertain to the Operational Process Flow. THE SITE MANAGER is responsible to ensure activities are carried out on site.

HOW Throughout the Organization numerous Work Instructions on how to? Have been issued in various formats This includes specific information relating to the specific site which may be found in the Customer Documentation Handover Pack which will CLEARLY identify the SCOPE, WORKS INFORMATION, CLIENT DOCUMENTS, BILL OF QUANTITY ETC. This also includes the daily, monthly, weekly checklists (pre, during, post) completed on our Customer’s site This also includes the daily, monthly, weekly registers completed on our Customer’s site This also includes the Installation work methods used as listed in as per SHE Management Practices This includes daily, weekly monthly Planned Task Observations as per SHE Management Practices This includes daily, weekly monthly Risk Assessments as per SHE Management Practices This includes daily, weekly monthly Project Based Risk Assessments as per SHE Management Practices This includes daily Toolbox Talks as per SHE Management Practices This includes the use of Safe Operating Procedures available on site This included Daily, weekly and monthly Toolbox Talks, Meetings, Feedback meetings Following the Site – Objectives and Targets specifically set for each site – IMS 12

OBJECTIVES 7.5 Production and service provision 7.5.1 Control of production and service provision The organization shall plan and carry out production and service provision under controlled conditions. Continue to next Page

Document Name Quality Management System POLICY

7.5 PRODUCTION(EXCLUDED) & SERVICE (INCLUDED) PROVISION – DEFINE CONTROL (Page 1/2)

Document No IMS/PROC7.5.1 Current Rev No REV02 Effective Date AUG2015



Continued from Previous Page Controlled conditions shall include, as applicable, a) the availability of information that describes the characteristics of the product, b) the availability of work instructions, as necessary, c) the use of suitable equipment, d) the availability and use of monitoring and measuring equipment, e) the implementation of monitoring and measurement, and f) the implementation of product release, delivery and post-delivery activities.


7.5 PRODUCTION(EXCLUDED) & SERVICE (INCLUDED) PROVISION – DEFINE CONTROL (Page 2/2)

Document No IMS/PROC7.5.1 Current Rev No REV02 Effective Date AUG2015




7.5.2 PRODUCTION(EXCLUDED) & SERVICE (INCLUDED) PROVISION – VALIDATION (Page1/2)

Document No IMS/PROC7.5.2A Current Rev No REV03 Effective Date AUG2015

The PURPOSE of this POLICY is to VALIDATE what controls are in place for Production(Excluded) /Service (Included) Provision The scope of this policy covers all areas that affect Our Customer - the individual processes are addressed as as a whole i.e.

RESPONSIBILITY The CEO & MANAGING DIRECTOR is responsible for ensuring the daily , weekly, monthly activities that pertain to the Operational Process Flow. THE SITE MANAGER is responsible to ensure activities are carried out on site.

HOW Throughout the Organization numerous Work Instructions on How to? Have been issued in various formats This also includes the PRE, DURING, POST

a) THE CUSTOMER HANDOVER DOC PACK Containing SCOPE, WORK INFORMATION, CLIENT DOCUMENTS

b) ELECTRICAL INSTALLATION CHECKLISTS c) INSTRUMENT INSTALLATION CHECKLISTS d) INSTRUMENT TEST CERTIFICATE e) TEST CERTIFICATE

USED, NUMBERED AND RETRIEVABLE AS APPROPRIATELY APPLICABLE OBJECTIVES 7.5.2 Validation of processes for production and service provision The organization shall validate any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement and, as a consequence, deficiencies become apparent only after the product is in use or the service has been delivered. Validation shall demonstrate the ability of these processes to achieve planned results. The organization shall establish arrangements for these processes including, as applicable, a) defined criteria for review and approval of the processes, b) approval of equipment and qualification of personnel, c) use of specific methods and procedures, d) requirements for records (see 4.2.4), and e) revalidation. Continue to next Page




7.5.2 PRODUCTION(EXCLUDED) & SERVICE (INCLUDED) PROVISION – VALIDATION (Page2/2)

Document No IMS/PROC7.5.2A Current Rev No REV03 Effective Date AUG2015

Continued from Previous Page 7.5.3 Identification and traceability Where appropriate, the organization shall identify the product by suitable means throughout product realization. The organization shall identify the product status with respect to monitoring and measurement requirements throughout product realization. Where traceability is a requirement, the organization shall control the unique identification of the product and maintain records (see 4.2.4). NOTE In some industry sectors, configuration management is a means by which identification and traceability are maintained.




7.5.4 CUSTOMER PROPERTY Site Establishment & Site de-establishment Documentation Handover (Page 1/2)

Document No IMS/POL7.5.2B Current Rev No REV02 Effective Date AUG2015

The PURPOSE of this POLICY is to CLARIFY what controls are in place for ENSURING Letab takes care of our Customer’s Property whilst in our possession. The scope of this policy covers all site LETAB works on.

RESPONSIBILITY The CEO & MANAGING DIRECTOR is responsible for ensuring the daily, weekly, monthly activities that pertain to the Operational Process Flow. THE SITE MANAGER is responsible to ensure activities are carried out on site.

HOW Throughout the Organization numerous Work Instructions on how to? Have been issued in various formats The details in CUSTOMER DOCUMENTATION HANDOVER PACK

ESTABLISHMENT 1) Whom to meet on site 2) Documentation will be signed to note date to commence work/ condition of area 3) Equipment of LETAB, Equipment of Customer 4) HOW/WHAT the condition must be, to be kept incl the Controls needed for Daily,

weekly, monthly management thereof DURING SITE WORKS

CONTROLS Such as Inspections, Checklists, Self-Audits, Toolbox Talks, Meetings Job Instructions are given by the foremen daily to commence day works to ensure

Objectives are defined clearly Equipment tested by Customer Engineer Work will be planned and carried out according to Letab’s Site Schedule once

approved by Client Materials are ordered according to the Bill of Quantity Use of Early Warning or Site v/o are used dependant on the information stated in the

Customer Documentation Upon completion of day works, records where applicable and used are returned to

the site office Continue to next Page




7.5.4 CUSTOMER PROPERTY Site Establishment & Site de-establishment Documentation Handover (Page 2/2)

Document No IMS/POL7.5.2B Current Rev No REV02 Effective Date AUG2015


DE-ESTABLISHMENT

5) Whom to meet on site 6) Documentation will be signed to note date to work ENDED/ condition of area 7) Equipment of Customer (IF USED) returned and the condition 8) BRIEF on PERFORMANCE and platform to investigate if conditions were not

satisfactory by opening a NCR and following the NCR procedure for Corrective (if needed) and Preventative (if possible)

OBJECTIVES 7.5.4 Customer property The organization shall exercise care with customer property while it is under the organization's control or being used by the organization. The organization shall identify, verify, protect and safeguard customer property provided for use or incorporation into the product. If any customer property is lost, damaged or otherwise found to be unsuitable for use, the organization shall report this to the customer and maintain records (see 4.2.4). NOTE Customer property can include intellectual property and personal data. 7.5.5 Preservation of product The organization shall preserve the product during internal processing and delivery.



Document Name PURCHASING PROCESS –

Document No IMS/PFC 7.4 Current Rev No REV02 Effective Date JULY2015

Process flow chart

INITIAL PURCHASING Information –TENDER

If not on Approved Supplier List – Approved

Supplier Evaluation, Supplier Account needed

Customer Order, Re-evaluate Info, amend Customer Docs if needed Handover Documentation

REQUEST FROM STAFF

PASTEL PURCHASE

ORDER

SUPPLIER

STOREMEN

GOODS RECEIVING

PASTEL DELIVERY

NOTE

GOODS RECEIVING

STAMP

SPPLIER INVOICE

PASTEL CREDIT NOTE

PASTEL PURCHASE

ORDER

SUPPLIER DOCUMENT

SUPPLIER DOCS

FINANCIAL ADMINISTRATOR

SUPLIER STATEMENENT

PASTEL TAX INVOICE

PASTEL PURCHASE

ORDER

RE -EVALUATE

PHYSICAL GOODS/ SERVICES

APPROVED SEND TO POINT OF USE

NOT APPROVED – RETURN TO SUPPLIER –

NOTE CREDIT EXPECTED “ON

HOLD”,NCR

ON HOLD: MOVE TO DESIGNATED HOLD AREA & RETURN

TO SUPPLIER

RETURN PATEL ORDER & SUPPLIER DOCS TO RECEPTION

SENIOR SECRETARY

SUPLIER PAYMENT



PURPOSE The Purpose of the Purchasing Policy Process is to define: a)The Interaction for Selecting Suppliers Process– See Proc 7.4 Part A b)The Interaction for Evaluating Suppliers Process– See Proc 7.4 Part B b)How Purchasing Information is described, collected, issued, used – See Proc 7.4Part C c) How Purchased Products/Services are verified against Purchase Information – See Proc 7.4Part D d) How Purchased Products/Services and the relevant Supplier documentation are used to action CREDITOR Payment Interaction– See Proc 7.4Part E e) How Purchased Products/Services and the relevant documentation is used in the ALLOCATION Interaction– See Proc 7.4Part F

SCOPE The scope of this procedure covers the PURCHASING function of the organisation

RESPONSIBILITY The CEO is the Responsible Leader for the SELECTION&EVALUATION OF SUPPLIERS Interactions. The ESTIMATOR(BUYER) is the Responsible Leader for the PURCHASING INFORMATION Interactions. The STOREMAN is the Responsible Leader for the VERIFICATION OF PURCHASED GOODS/SERVICES Interactions. The FINANCIAL ADMINISTRATOR is the Responsible Leader for the CREDITOR PAYMENT Interactions. The FINANCE SECRETARY is the Responsible Leader for the ALLOCATION Interactions.

OBJECTIVES 7.4 Purchasing 7.4.1 Purchasing process The organization shall ensure that purchased product conforms to specified purchase requirements. The type and extent of control applied to the supplier and the purchased product shall be dependent upon the effect of the purchased product on subsequent product realization or the final product. The organization shall evaluate and select suppliers based on their ability to supply product in accordance with the organization's requirements. Criteria for selection, evaluation and re-evaluation shall be established. Continue to next Page

Document Name PURCHASING PROCESS – (Page 1/2)

Document No IMS/POL7.4 Current Rev No REV02 Effective Date JULY2015



Continued from Previous Page Records of the results of evaluations and any necessary actions arising from the evaluation shall be maintained 7.4.2 Purchasing information Purchasing information shall describe the product to be purchased, including, where appropriate, requirements for approval of product, procedures, processes and equipment, requirements for qualification of personnel, and quality management system requirements. The organization shall ensure the adequacy of specified purchase requirements prior to their communication to the supplier. 7.4.3 Verification of purchased product The organization shall establish and implement the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements. Where the organization or its customer intends to perform verification at the supplier's premises, the organization shall state the intended verification arrangements and method of product release in the purchasing information. Organization Objectives 1. Value for Money 2. Commitments to Competition 3. LEGAL OBLIGATIONS 4. SUPPLIER RELATIONSHIPS 5 PURCHASING Info Management 6. Supplier Payments Management 7. Project Cost Allocation


Document No IMS/POL7.4 Current Rev No REV02 Effective Date JULY2015



PROCESS Page 1 The CEO is the Responsible Leader for the SELECTION&EVALUATION OF SUPPLIERS Interactions.

1. During Tender to Customer, should it be required to extent supply from a Supplier not on Letab’s Approved Supplier List, the CEO will perform an Evaluation of the Supplier based on the selected criteria. If successful, the Supplier is sent Letab’s Supplier Commitment Letter and the Supplier is added to Letab’s Approved Supplier’s List

2. Every Supplier is Re-evaluated against the selected Requirements in the Re-evaluation form at least once a year, normally during the preparation of the Annual Management Review as part of the Annual Agenda.

3. Should incidents occur , the ncr procedure will be used to track Trends and this will prompt a re-evaluation which may occur prior to the Annual date. This incident prompted re-evaluation will also be performed by the Ceo.

The ESTIMATOR (BUYER) is the Responsible Leader for the PURCHASING INFORMATION Interactions. 1. The Estimator is responsible for determining the Purchasing Information during the

Tender stage. a. This information is noted on the Tender file and verified upon receipt of the

Customer’s Order. b. The Estimator is responsible for dictating which Approved Supplier is appointed

for which goods or services and it is noted as such in the Handover Documentation that is received by Site personnel.

c. The Site Personnel will request from time to time referred to “Requisition” from this list the goods or services they require from Head Office’s Receptionist

2. The Receptionist will raise a Pastel Purchase Order that reflects the Purchasing Information.

a. The Receptionist will issue the Pastel Purchase Order to the Supplier bearing Purchased Pricing.

b. The Receptionist will issue the Pastel Purchase Order to point of receiving by relevant means ie. By Hand or Email.

c. For Purchase Orders that will be received not at Head Office, the Purchase Order will first be stamped with the Goods Receiver Stamp and then emailed to site.

The STOREMAN is the Responsible Leader for the VERIFICATION OF PURCHASED GOODS/SERVICES Interactions.

1. The Storeman is responsible for ensuring that the physical goods/services received matches the Pastel Purchase Order.



Document No IMS/PROC7.4 Current Rev No REV02 Effective Date JULY2015




a. In the event that He/She is not able to do so on His/Her , The Estimator, Relevant Project or Site Manager will assist.

b. He/She will also use the method of verification as specified for the specific Supplier as listed on the Approved Supplier List,

2. The Storeman will verify the Goods/services and stamp the Goods Received Stamp and mark the applicable Information as detailed in the Stamp.

3. In addition, He/She will also manually note on the Pastel Purchase Order actual quantities received.

4. He/She will also clearly mark if a Credit Note is expected. 5. He/She will attached the Pastel (stamped) Purchase order to the Supplier’s

Documentation. The FINANCIAL ADMINISTRATOR is the Responsible Leader for the CREDITOR PAYMENT Interactions.

1. The storeman will issue the Purchasing Pack (Pastel Purchase Order stamped, Supplier Documentation) to the Receptionist.

2. The Receptionist will create a Pastel Supplier Delivery note with the Quantities issued by the Storeman.

3. Should not all quantities be received, the Remaining Pastel Purchase Order is printed, restarting the process for the printed Pastel Purchase Order from Purchasing Information Step 2.

4. Should the documents indicate that a credit note must be obtained from the Supplier, the Receptionist must raise a Pastel Supplier Credit Note as well.







PROCESS Page 2

5. If the Supplier documentation was a delivery note, The Creditor’s Clerk will request the Supplier’s Tax Invoice

6. If the Documentation indicated that a Credit Note is expected, the Creditors clerk must contact the Supplier and obtain a Credit note.

7. The Creditor’s Clerk will raise a Supplier Tax Invoice (front) and attach it to all the relevant paperwork in the following order : Letab Supplier Invoice, Supplier Invoice, Letab Delivery Note, Pastel Purchase Order Stamped, Pastel Purchase priced, and where available Requisition.

8. The Creditor’s Clerk will correctly allocate the cost centre as determined on the Customer’s Handover Documentation.

9. The Creditor’s Clerk will attach the Supplier Detailed Ledger with applicable Supplier Packs (see 4) and Supplier’s Statement

a. Approval by the Senior Secretary b. Approval by the Financial Administrator’s for payment.

The SENIOR SECRETARY is the Responsible Leader for the ALLOCATION Interactions 1. The Estimator is responsible for determining the Purchasing Information during the

Tender stage. a. This information is noted on the Tender file and verified upon receipt of the

Customer’s Order. b. The Estimator is responsible for dictating which Approved Supplier is appointed

for which goods or services and it is noted as such in the Handover Documentation that is received by Site personnel.

c. The Site Personnel will request from time to time referred to “Requisition” from this list the goods or services they require from Head Office’s Receptionist

d. The allocation code(s) to be used to attribute these Purchases to the Specific Project will be determined upon receiving the Customer’s Order and this will be noted on the Handover Documentation by the Senior Secretary.

e. The Senior Secretary will approve the cost codes raised by the Creditor’s clerk prior to the Creditor’s clerk updating her Supplier Invoice batch to ensure the correct costs are allocated to the correct projects.

Documents

ISO9001 7.0 PRODUCT/SERVICE REALIZATION Page 1 of 20