RG QSP 01 Control of Documents & Drawings · RG_QSP_01 Control of Documents & Drawings 1. Objectives To ensure identification, control, ... RG_ QSP_01 Control of Document & Drawings

R G TexIn Manufacturing Company Private Ltd.

RG_QSP_01

Control of Documents & Drawings

1. ObjectivesTo ensure identification, control, approval, issue, distribution, revision, re-issue and use of documents.

2. Scopea) Internal documents (Quality manual, procedures, work instructions, quality assurance plan and inspection

standards etc.)

b) External documents (Such as ISO standards, ASME Standards, machine manuals and customer drawings)

3. ResponsibilityManagement representative and HOD’s.

4. Methods4.1. RGTexIn Manufacturing Company Private Ltd. has adopted a four-level document structure as under:-

Level 1. The Quality system manual including Quality policy and Quality objectives.

Level 2. Quality System Procedures.

Level 3. Work instructions, inspection standards (Operation Sheets), Quality Assurance plans, working drawings and customer drawings.

Level 4. Records.

4.2. Maintaining master lists:-

• The list of sections of Quality manual is maintained in ‘Table of contents’. (Refer section # 1 of Qualitymanual).

• The master list of procedures, work instructions, operation sheets and quality Assurance plans ismaintained in Format No. RG_QSP_1_F01.

• Master list of external documents is maintained in Format No. RG_QSP_1_F02.

• Master list of Working drawings & customer drawings is maintained in Format No. RG_QSP_1_F03.

• Master list of operation sheets is maintained in Format No. RG_QSP_1_F04.

• Master list of Quality Assurance Plan is maintained in Format No. RG_QSP_1_F05

RG_ QSP_01 Control of Document & Drawings Revision No.: 0

Page Number: 1 of 4 Issue Date: January 25, 2011

• Master list of formats is maintained in Format No. RG_QSP_2_F01.

4.3. Each document is assigned a unique document number as under:-

S.No.

Document type Description

a) Quality manual RG/QM Where ‘RG’ stands for RGTexIn Manufacturing Company Private Ltd.. and ‘QM’ stands for Quality manual.

b) Procedure RG_QSP_NN Where ‘RG’ stands for RGTexIn Manufacturing Company Private Ltd.., ‘NN’ denotes serial # in running order.

c) Work instruction RG_WI_NN Where ‘RG’ stands for RGTexIn Manufacturing Company Private Ltd.., ‘WI’ stands for Work instruction, ‘NN’ denotes serial # of the work instruction..

d) Operation Sheets RG_OP_ XXYY-N

Where ‘RG’ stands for RGTexIn Manufacturing Company Private Ltd.., ‘XX’ denotes Sales order No., ‘YY’ denotes Serial # in the Sales Order List and ‘N’ denotes operation #.

e) Quality Assurance plan

RG_QAP_NN Where ‘QAP’ stands for Quality Assurance plan and ‘NN’ denotes serial number of plan.

f) Format PR/FNN

RG_QSP_1_F02.

Where ‘RG’ stands for RGTexIn Manufacturing Company Private Ltd.., ‘QSP’ denotes Quality System Procedure; “N” denotes the Procedure No. & ‘YY’ denotes Serial # in particular Procedure.

g) Engineering Drawings

RG XXXXXXX NN MM

The ‘RG’ is the prefix, XXXXXXX – is 7 digit series as follows:

1011000 – for Flanges

1012000 – for Heads

1013000 – Sheet Cutting Plans

1019000 – Jigs/Fixtures/Tooling

‘NN’- stands for the no. of Sheets , & ‘MM’ – Stands for the revision no. of the drawing.

Example:

1) RG-1011000-01-02 - A flange drawing , Sheet 01,Revision 02

2) RG-1019000-01-04 – A fixture drawing Sheet 1,Revision 4

h) Request for Quotes from Vendors

RGI yymm ####

yy- year , mm- month & #### the no. in running order.

Every month the #### resets to 0001 as the first number to be assigned that month to the first document issued that month.

i) Quotation to Customers

RGQ yymm ####

j) Purchase orders to vendors

RGO yymm ####



4.4. Following information is given on documents:-Level 1 documents: Doc. No., Section No., Rev. No., and Rev. Date. Level 2 and 3 documents: Doc. No., Rev. No., and Rev. Date. Level 4 documents: Format No., Rev. No., Rev. Date

4.5. Approval and issue of documents:- • Quality manual and procedures are approved by Director.• Work instruction and formats are approved by HOD of concerned department.• Operation Sheets and Quality Assurance plans are approved by HOD (QA).• Approval Signature of Director & Release for fabrication stamp on the working Drawing.• All above documents are issued by MR.

4.6. The copies of documents are classified as under:- • Master copy: The originally approved copy of a document marked as ‘MASTER COPY’ on back of page

or kept in a file marked as ‘MASTER COPY’ is called a master copy and is retained in custody of MR. • Controlled copy: Photostat of master copy stamped in red ink as ‘CONTROLLED COPY’ is a controlled

copy. Controlled copies are distributed as per distribution lists. • Uncontrolled copy: Photostat copy without stamp as ‘CONTROLLED COPY’ or Photostat of a

controlled copy or a copy stamped as ‘Uncontrolled copy’ is called an uncontrolled copy. • Obsolete copy: A copy, which has been revised, withdrawn or superseded, is called a obsolete copy’. The

obsolete copies are either destroyed or retained with stamp as ‘OBSOLETE COPY’.

4.7. Issue of Quality manual is done as per Distribution list (Section 2 of quality manual). Issue of level 2, 3 and 4 documents is done as per distribution column of their master lists. The record of such issue is maintained in Format No. RG_QSP_01_F06.

4.8. In case of a need for any change in any document, an employee gives the request in format no. RG_QSP_01_F07 through his/her HOD to MR. MR discusses the change request with the approving authority. On approval of the changes the relevant pages/ paragraphs are revised and the new document is given next revision no. The record of such revision is maintained in Amendment record (Format No. RG_QSP_01_F05). The controlled copy holders are issued copies of next revision and obsolete copies are withdrawn form point of use. In case any document is revised by MR based on an internal audit, external audit, self review or any feedback, the request for document change is not filled.

4.9. Controlled copy holders ensure that controlled copies as per master list are available and accessible by all concerned. They also ensure that obsolete copies are removed from point of use to prevent their unintended use. No corrections are made on controlled copies.

5. Reference5.1 Procedure for control of records (Doc. No. RG_QSP_02).



6. RecordsS.No Title Format No. Indexing

method Retention period

1. Master list of documents RG_QSP_01_F01 - Last but one copy 2. Master list of external documents RG_QSP_01_F02 - Last but one copy

3. Master list of drawings RG_QSP_01_F03 - Last but one copy

4. Master list of operation sheets RG_QSP_01_F04 - Last but one copy 5. Amendment record RG_QSP_01_F05 Date Three years 6. Controlled copies issue record RG_QSP_01_F06 Date Three years

7. Request for document change RG_QSP_01_F07 Date Three years




RG_QSP_02

Control of Records1. ObjectivesTo ensure identification, controlling, maintenance, indexing, storage and disposition of records.

2. ScopeApplicable to all quality records required as per ISO 9001 standards including testing reports, supplier inspection report and test reports.

3. ResponsibilityManagement representative and HODs.

4. Methods4.1. The needs for various types of records are identified by respective HODs/In charge in order to provide evidence

of conformity to ISO 9001: 2008 requirements and for effective operation, planning & control. The concerned HODs/In charge devise suitable formats for maintaining these records.

4.2 All formats used to maintain records are given a unique identification number for identification. The method for giving this unique identification number has been described in Para No. 4.3 (8) of procedure for ‘Control of drawing and documents (Doc. No. RG_QSP_01)’.

4.3. The master list of records is maintained by MR in Format No. RG_QSP_02_F01.

4.4. The MR issues controlled copies of formats as per distribution column of master list of formats. The record of such issue is not maintained.

4.5. It is ensured that the records maintained in formats are legible. They are stored in indexed manner at safe place so that they are easily retrievable and prevented from damage or loss.

4.6. The retention period of each record has been mentioned at the end of each procedure, which they relate to. All records are preserved for at least their retention period after which they are destroyed.

5. Reference5.1 Procedure for control of documents and drawings (Doc. No. RG_QSP_01).

RG_ QSP_02 Control of Records Revision No.: 0


6. RecordsS.No. Title Format No. Indexing method Retention period

1. Master list of records RG_QSP_02_F01 - Last but one copy

RG_ QSP_02 Control of Records Revision No.: 0



RG_QSP_03

Management Review

1. ObjectivesTo conduct management review of the quality management system implemented to ensure continuing suitability, effectiveness and compliance according to ISO 9001: 2008 requirements.

2. ScopeQuality Management System implemented by RGTexIn Manufacturing Company Pvt. Ltd.

3. ResponsibilityMD, MR and HODs/In Charge.

4. Methods4.1. Management review is held at least once in six months. It is synchronized with internal

audits in such a way that the results of internal audits are available for discussion in management review.

4.2. The management review is convened by MR, chaired by Managing Director and attended by all HODs/In charge. Any other employee may be invited to attend the management review as decided by MR with approval of Managing Director.

4.3. The MR distributes management review notice to all personnel entitled to attend the management review in Format No. RG_QSP_03_F01 at least two days in advance of conduct of meeting. The notice also contains agenda for the management review.

4.4. All participants give briefing of achievements or failures of their Function/departments with respect to agenda. Managing Director assigns the responsibilities to individuals to take necessary actions for further improvement of Quality Management System or elimination of existing problems/failures discussed during management review.

4.5. All HODs put forth their resource requirements in Format No. RG_QSP_03_F02. Managing

RG_ QSP_03 Management Review Revision No.: 0


Director reviews and if satisfied with justifications, approves them.

4.6. Director puts forth the suggestions received from employees for discussion and to assess their suitability for implementation.

4.7. MR records minutes of management review in Format No. RG_QSP_03_F03 and distributes them to the personnel invited for management review within two days from date of conduct of meeting.

5. Reference1. Procedure for Customer satisfaction measurement (Doc. No. RG_QSP_03_11).

2. Procedure for Internal audit (Doc. No. RG_QSP_12).

3. Procedure for Analysis of data ((Doc. No. RG_QSP_15).

4. Procedure for Corrective and preventive actions (Doc. No. RG_QSP_16)

6. RecordsS.No. Title Format No. Indexing


1. Management review notice RG_QSP_03_F01 Date One year

2. Resource plan RG_QSP_03_F02 Date Three years

3. Minutes of managementreview

RG_QSP_03_F03 Date Three years

RG_ QSP_03 Management Review Revision No.: 0



RG_QSP_04

Training

1. ObjectivesTo lay down a system to review competency of employees, identify training needs, plan and impart training, evaluate training and to take corrective actions on evaluation

2. ScopeAll employees.

3. ResponsibilityMR and Director.

4. Methods4.1. The required qualification and competency matrix of existing employees is prepared in Format No.

RG_QSP_04_F01 by MR in consultation with Director.

4.2 The existing competency of all personnel are reviewed and recorded in Format No. RG_QSP_04_F02 by Director.

4.3. The gap between required competencies and existing competencies is identified and filled through training. Training needs are identified and training plan is prepared in Format No. RG_QSP_04_F03.

4.4. Apart from point # 4.3, the training is imparted to an employee in following cases:-• A new employee is hired.• Employee is transferred to other job.• An individual does not follow procedure or work instruction.• Such change is made in a document that new revised document needs to be explained before

implementation.• Introduction of new process, machine or equipment.• Training may be as a part of corrective or preventive actions arising out some undesirable situation.In each situation, HOD forwards training need to MR in Format No. RGQSP_04_F03.

RG_ QSP_04 Training Revision No.: 0


4.5. As per training plan, MR arranges training from various possible sources.

4.6. The training imparted is evaluated either through formal interview or through the feedback from concerned HOD about the performance of work.

4.7. The records of training imparted to an individual employee are maintained in Training history card (Format No. RG_QSP_04_F04).

4.8. As an employee gets new competencies through training, his or her competency record is amended.

4.8. Training needs for the casual employees are also identified in the same fashion as the training needs of the permanent employees. & training is imparted in the area of the competency gap.

5. Reference1. Procedure for Management review (Doc. No. RG_QSP_03).

2. Procedure for Internal audits (Doc. No. RG_QSP_12).

3. Procedure for Corrective and preventive actions (Doc. No. RG_QSP_16)

6. RecordsS.No. Title Format No. Indexing


1. Qualification matrix for employees RG_QSP_04_F01 - Last but one copy

2. Competency record of employees RG_QSP_04_F02 Employee Till employment

3. Training Plan & Execution RG_QSP_04_F03 Date Three years

5. Training history card RG_QSP_04_F04 Employee Till employment

RG_ QSP_04 Training Revision No.: 0



RG_QSP_05

Contract Review

1. ObjectiveTo ensure that orders prior to the company’s commitment to supply product to customers are reviewed.

2. ScopeAll existing and new orders.

3. ResponsibilityDirector

4. Procedure4.1.New Orders

a) All new orders are reviewed before submitting the quotation or sample approval. The reviewensures that

• The product requirements are well defined and understood by the company. Productrequirements include dimensional specifications, material composition, surface treatment,hardening etc. Other requirements include packing, transportation, delivery and post-deliveryactivities

• The company has the ability to meet above requirements

b) The records of such review are maintained in ‘Contract review checklist (Format No.RG_QSP_5_F01).

4.2.Existing OrdersAll orders received written, verbal, through telephone, fax, e-mail or via some other mode are recorded in Records of customers orders (Format No. RG_QSP_5_F02)

RG_ QSP_05 Contract Review Revision No.: 0


4.3. Amendment in existing Orders a) Any change in existing orders is recorded in ‘Contract review amendment record (Format No.

RG_QSP_5_F03).

b) The technical amendments are brought to the notice of HOD (QA) and HOD (Production).

c) The commercial amendments are brought to the notice of HOD (Accounts).

5. ReferencesNil

6. RecordsS.No. Name Format No. Indexed by Retention period 6.1. Contract review checklist RG_QSP_5_F01 Date Three years 6.2. Customer orders record RG_QSP_5_F02 Date One year 6.3. Contract review amendment record RG_QSP_5_F03 Date Three years

RG_ QSP_05 Contract Review Revision No.: 0



RG_QSP_06Supplier Selection & Evaluation

1. Objective

To evaluate, select and approve and re-approve suppliers for job work.

2. Scope

All Direct Material Suppliers.

3. Responsibility

Director

4. Procedure

4.1. All existing direct material suppliers are selected as approved suppliers on the basis of their past

performance. These suppliers are enlisted in ‘List of approved suppliers (Format No. RG_QSP_06_F01).

4.2. Each new supplier is evaluated before selecting as approved vendor. The evaluation is done on the basis of

any one checkpoint :-

Past performance

Goodwill in market.

Approved by customer

Trial order passed.

4.3. The record of evaluation of a supplier is maintained in ‘Suppliers’ Evaluation (Format No.

RG_QSP_06_F02).

4.4. Managing Director approves the selection of a supplier as an approved supplier. Then supplier’s name is

included in the ‘List of approved suppliers (Format No. RG_QSP_06_F01).

4.5. Control on suppliers

Supplier rating of job work suppliers is calculated and recorded in Format RG_QSP_06_F03 on monthly

basis. The suppliers performing below 95% rating are asked to improve their performanceRG_ QSP_06 Supplier Selection & Evaluation Revision No.: 0


5. References Nil

6. Records S.No Name Format No. Indexed by Retention period

6.1. List of approved suppliers RG_QSP_06_F01 Supplier’s name Last but one copy 6.2. Suppliers’ Evaluation RG_QSP_06_F02 Supplier’s name Till name appears in

approved suppliers’ list 6.3. Supplier rating RG_QSP_06_F03 Date Three years

RG_ QSP_06 Supplier Selection & Evaluation Revision No.: 0



RG_QSP_07

Purchase & Accounts Payable1. Objectives

To describe a system for purchasing and Accounts payable

2. Scope

Raw materials, Job work and process consumables.

3. Responsibility

MD and HOD (Purchase).

4. Procedure4.1. On receipt of sales order (exhibit 8.3) and material requirement planning (RG_QSP_7_F01) Purchase

refers Bill of Material (Format is referred RG_QSP_7_F02) for the Quantity of the components.

4.2. The silencer quantity is taken from the sales order & for Qty of Flange (Companion/ANSI/Metric) /Coupling &plug /Dish Head / Pipes & Tubing & Shell sheet etc Bill of Material (BOM) is referred.

4.3. The order summary sheet is prepared for the following.

4.3.1. Order Summary Flange Planning - (RG_QSP_7_F03)4.3.2. Order Summary Coupling & Plug (RG_QSP_7_F04)4.3.3. Order Summary Dish Head (RG_QSP_7_F05)4.3.4. Order Summary Pipe & Tubing (RG_QSP_7_F07)

4.4. For non standard item Pipes & Tubes Sheets are procured & rolling is done at factory.

4.5. The raw material specifications are prepared for all components in Format No. RG_QSP_7_F10.

4.6. Purchasing verifies if any item is available in company stock from Stock Register & surplus Stock list. Ifmaterial is not in stock, purchasing will issue Request for Quotation exhibit 9.3 to vendors. For putting No. on RFQ document numbering system work instruction (RG_WI_7_1) is referred.

RG_ QSP_07 Purchase & Accounts payable Revision No.: 0


4.7. Based on the quantity calculation from the respective order summary sheet the Purchase department issues purchase order (exhibit 9.4) to the select vendors.

4.8. For putting the no. of the P.O. document numbering system work instruction (RG_WI_7_1) is referred.

4.9. All purchase orders are approved by Director. The original signed P.O will be send to the Vendor/Supplier. 3 Copies of signed P.O. generated and are put in

4.9.1. P.O. Master File

4.9.2. Job File

4.9.3. Sent to factory (Stores).

4.10. For Bill value > Rs. 25000, Form 38 is also sent to the vendor along with P.O.

4.11. Purchase order No. Log is updated. (Format is referred RG_QSP_7_F11)

4.12. For job work items, purchase orders are issued to approved suppliers. Refer List of approved suppliers

(Recorded in format No. RG_QSP_06_F01).

Verification of purchased product

4.13. Purchase issues Material Transfer Slip RG_QSP_7_F09 (Four copies).White, Yellow, Pink & Green.

4.14. White, Yellow & Pink copy is sent to the factory and green copy remains in the booklet.

4.15. The material is verified & gate entry stamp is marked on the all three copies of MTS/invoice or both by stores.

4.16. Stamped White copy of MTS – is retained by Stores.

4.17. Stamped Pink Copy of MTS is attached with the bill/invoice & sent to accounts

4.18. Stamped Yellow copy is retained by Purchase and is kept in MTS file at head office 4.19. Material is received at factory along with the following documents

4.19.1. Material Transfer Slip - RG_QSP_7_F09 from Delhi office

4.19.2. Retail invoice from the vendor

4.19.3. Form -38 from Vendor (only for Bills exceeding Rs. 25000)

Gate Entry Date……….……..No. ……………By…………..

… STORES

Approved & received

By………….……………..



4.19.4. BILTI with Vehicle from transporter (only for the vehicles carrying weight exceeding 1 ton

(i.e. 1000kg)

4.20. All the material received at the factory is entered in the Inward Register (RG_QSP_07_F12). The quantity of purchased product is verified as per Challan/invoice/MTS.

4.21. Visual inspection for any damage during transit done by the stores.

4.22. The quality of purchased product is verified as per Quality Assurance plan (Doc. No. QAP/01).

4.23. If upon review material is acceptable, the QA inspector put the “ACCEPTED” (Green) material Tags (RG_QSP_7_F08) on the part indicating that the material is cleared for manufacturing use. The QA inspectors completes the Material Receiving Report (MRR) (Exhibit -9.5)

4.24. If for any reason the material is not accepted for use by QA inspector, he shall place a “REJECTED” (red tag) ( Format is referred RG_QSP_7_F08) on the material & generate NCR(Exhibit 11.1)

4.25. All rejected items will be segregated and QA inspector will communicate to the Manufacturing Supervisor & Plant Manager about the “REJECTED” status.

4.26. QA Inspector will inform the purchase to resolve the discrepancy leading to material being “rejected. Once NCR is closed, the material will be either released by removing the pink tag & QA inspector will put the green tag. If the material is found not fit for use, it is returned to supplier/vendor along with the debit note & covering letter giving the reason for the return of the material.

Job Work

4.27. For Dish Head & Shell Sheet the Raw material is Sheets. The sheets are procured & cutting plan for sheets

as well as octagon cutting plan for Dish head is prepared by purchase.

4.28. All cutting plans are approved by HOD Purchase.

4.29. The sheets are cut as per cutting plan at the factory.

4.30. The Dish head octagons are sent to vendor for Dish Draw through Material Issue Slip (Exhibit No. 9.2) along with

4.30.1. Excise Challan (Pink & Yellow copy),

4.30.2. Form D3

4.30.3. BILTI (if material weight is more than 1000kg), and

4.30.4. photocopy of original material Purchase Bill.

4.31. The white copy of Excise Challan remains in the booklet for reference and pink copy is retained by the vendor. On receipt of information from the vendor for the readiness of the material, the material is checked at the vendor end & is loaded on the vehicle in presence of the RGTexIn representative.



4.32. The material from the vendor is accompanied by following documents:

4.32.1. Excise Challan yellow copy

4.32.2. MTS issued from Purchase

4.32.3. BILTI

4.32.4. Form -38(if applicable)

4.32.5. Invoice(Job Work)

4.32.6. The yellow copy is retained at factory for records & once the material reaches the factory material it is verified as mentioned in step no. 4.2 above.

Handling of Invoices from the vendors

4.33. The invoices received at the factory by the security guard are forwarded to the store. The store executive put the receiving stamp on the invoice as well as Payment Authorization Stamp.

RECEIVING Date………………..…..

Payment Authorization Stamp PRODUCTION…………….. QUALITY…………………… PURCHASE…………………. STORES………………………

4.34. The respective heads/nominated person from Production, Quality & Stores put their signature along with their comments, if any.

4.35. The invoice with the signatures and comments of the above mentioned persons is sent to H/O through daily courier.

4.36. The nominated person from purchase also gives his/her comments on Payment Authorization stamp.

4.37. Purchase also puts following stamp on the invoice & forwards the invoice to Accounts for making payments.

Date of Invoice Receipt______________ Purchase Order No._________________ PO Line Item No.___________________ Job No.___________________________ Capex______Revenue_____Other_____ A/c Head__________________________ Approved___________Rejected_______



4.38. In case of any problem in the material, the Purchase initiates the required action & informs all concerned.

CAPEX & Non-CAPEX Purchase 4.39. For CAPEX material such as machines, Equipments Requisition for CAPEX (RG_QSP_7_F06) is raised.

The request is routed through concerned HOD for Director’s approval.

4.40. On approval of requisition of CAPEX, Purchase issues Purchase Order (Exhibit9.4). On receipt of intimation of despatch of goods , Purchase issues MTS and send MTS to plant.

4.41. Store receives the material & after verification with the concerned HOD prepares MRR & updates Stock

register.

4.42. Requisition for Non CAPEX items is compiled by stores in charge in Requisition for Non CAPEX form (RG_QSP_7_F20) and sent to HO for Director’s approval.

4.43. Approved Non CAPEX request are forwarded to Purchase for the procurement. The material procured and

is sent through MTS to Plant. The Store receives the material & stock register is updated.

5. Reference Procedure for Evaluation and selection of suppliers (Doc. No. RG_QSP_6). Master List of Drawings.(Doc. No. RG_QSP_01_F03 Document numbering system work instruction (RG_WI_7_1) 6. Records S.No. Title Format No. Indexing method Retention period 1. Approved supplier List RG_QSP_06_F01 2. Purchase order Exhibit 9.4 Date Three years 3. Material requirement

planning RG_QSP_7_F01 Sales order no. Min. 3 month after the

despatch 4. Bill of material RG_QSP_7_F02 Product type Min. 3 month after the

despatch 5 Order Summary Flange RG_QSP_7_F03 Sales order no. Min. 3 month after the

despatch 6. Order Summary Coupling

& Plug RG_QSP_7_F04 Sales order no. Min. 3 month after the

despatch 7. Order Summary Dish Head RG_QSP_7_F05 Sales order no. Min. 3 month after the

despatch 8. Requisition for CAPEX RG_QSP_7_F06 Sales order no. Min. 3 month after the

despatch 9. Order Summary Pipe &

Tubing RG_QSP_7_F07 Sales order no. Min. 3 month after the

despatch 10. Identification Tags RG_QSP_7_F08 - -



11. Material Transfer Slip RG_QSP_7_F09 S. No. Min. 3 month after the despatch

12. Raw material purchase specifications

RG_QSP_07_F10 Raw material type Last but one copy

13 Purchase Order Log RG_QSP_07_F11 Date 1 year 14 Inward Register RG_QSP_07_F12 Date Financial Year 15 Surplus Stock List RG_QSP_07_F13 Date Financial Year 16 Requisition for Non

CAPEX RG_QSP_07_F20 Date Financial Year

17 Request for Quotation Exhibit 9.3 Date Financial Year 18 Material Receiving Report Exhibit 9.5 Date Min. 3 month after the

despatch 19 Non Conformance Report Exhibit 11.1 Date Min. 3 month after the

despatch 20 Material Issue Slip Exhibit 9.2 Date Financial Year




RG_QSP_08Control of Production Provision

1. ObjectivesTo identify and plan the various production processes and carry out these processes under controlled conditions so as to ensure conformance to the specifications.

2. ScopeAll production processes.

3. ResponsibilityHOD (Production)

4. Methods

4.1. The planning of daily production is done based on physical stock of finished parts and Sales order despatch timeframe.

4.2. On receipt of sales order summary sheet for Flange (RG_QSP_7_ F03), Coupling & Plug, Dish Head(RG_QSP_7_ F04), Shell Sheet(RG_QSP_7_ F05), Pipe& tubing(RG_QSP_7_ F06), production manager prepares Pipe cutting details, Dish templates & Dish bore details.

4.3. Shift lineup (RG_QSP_8_ F03)is prepared by production manager on daily basis.

4.4. The Production tracking report(RG_QSP_8_ F07) updated and is monitored daily by the Manager Production. The same is reported to the Plant Manager/Director

4.5. Suitable production machines and equipment are used for each operation. A list of machine and equipment is maintained in Format No. RG_QSP_8_F01. Suitable work environment is provided on shop floor to facilitate production

RG_ QSP_08 Control of Production Provision Revision No.: 0


4.6. Work instructions/Operation Sheets for various operations have been documented and made available on shop floor for effective operation

4.7. During production, product characteristics, as per in-process inspection standards, are monitored and measured. The observations of measurement of product characteristics during various operations are recorded in ‘In-process inspection report (Format No. RG_QSP_14_F01, F02, F03) for Flange, carbon collector & Dish head respectively.

4.8. Material at all stages is identified through various tags.

4.8.1. Green – OK

4.8.2. Yellow – Hold

4.8.3. Pink – Reject

4.8.4. Blue - WIP

4.9. Daily production report is prepared in Format No. RG-QSP_8_F02, which includes quantity produced,

4.10. Once assembly is complete weight of the single unit is taken & sent to the design engineer for preparation of loading plan.

4.11. Detailed loading plan prepared by design engineer is used for loading the material in the container,

4.12. The material is loaded in the container as per procedure for inspection of shipping Container and in process Documentation of loading RG-QSP-18.

5. Reference 5. 1. Procedure for Control of Non-conforming components (Doc. No. RG-QSP_13).

5. 2. Procedure for Training (Doc. No. RG-QSP_04).

5. 3. Procedure for Corrective and preventive actions (Doc. No. RG-QSP_16).

5. 4. Procedure for Monitoring and measurement of product (Doc. No. RG-QSP_14).

5. 5. Procedure for Inspection of Shipping Container and In process Documentation of Loading(RG-QSP-18)

6. Records S.No. Name Format No. Indexed by Retention period

6.1. List of machines and equipment RG-QSP_8_F01 Machine Type Last but one copy

6.2. Daily Production Report RG-QSP_8_F02 Date One year

6.3. Shift Line up RG-QSP_8_F03 Month One year

6.4. Pipe cutting Details RG-QSP_8_F04 Sales order no. Min. 3 month after the despatch

6.5. Dish Templates RG-QSP_8_F05 Sales order no. Min. 3 month after the despatch

6.6. Dish Bore Details RG-QSP_8_F06 Sales order no. Min. 3 month after the despatch

6.7. Order Summary Flange RG_QSP_7_F03 Sales order no. Min. 3 month after the despatch

6.8. Order Summary Coupling & Plug RG_QSP_7_F04) Sales order no. Min. 3 month after the



despatch 6.9. Order Summary Dish Head RG_QSP_7_F05 Sales order no. Min. 3 month after the

despatch 6.10. Order Summary Shell Sheet (RG_QSP_7_F06) Sales order no. Min. 3 month after the

despatch 6.11. Order Summary Pipe & Tubing RG_QSP_7_F07 Sales order no. Min. 3 month after the

despatch 6.12. Identification Tags RG_QSP_7_F08 - -

6.13. Production Tracking report RG_QSP_8_ F07 Date One year




RG_QSP_09

Maintenance

1. ObjectivesTo ensure that all machines and equipment are maintained to give maximum output and to ensure minimum breakdown time

2. ScopeAll machines and equipment recorded in Format No. RG_QSP_08_F01.

3. ResponsibilityHOD (Production)

4. Methods4.1. Breakdown maintenance

i. In case of breakdown of a machine, the operator of machine or user of equipment informs HOD (Production) regarding breakdown.

ii. HOD (Production) checks the status of machine/equipment and assigns maintenance job to a fitter. In case of major breakdown, he gets the machine or equipment repaired from outside source.

iii. The details of breakdown maintenance carried out are entered in Format No. RG_QSP_09_F01.

iv. Machine breakdown time per machine per month is calculated for each month in Format No. RG_QSP_09_F02 to:

• ascertain any machine requiring frequent maintenance.

• measure the performance of maintenance process.

• take necessary actions on preventive maintenance.

4.2.Preventive maintenancei. Preventive maintenance is carried out in order to minimize breakdown hours of machines. For this

purpose, the jobs to be carried out for preventive maintenance of particular machine/ equipment are

RG_ QSP_01 Maintenance Revision No.: 0


identified and recorded in ‘Preventive maintenance checklist Format No. RG_QSP_09_F03)'

ii. On the basis of machine usage, yearly ‘Preventive maintenance plan (Format No. RG_QSP_09_F04) is prepared.

iii. The preventive maintenance of machine or equipment is carried out as per yearly preventive maintenance plan.

iv. If a machine is identified as requiring frequent maintenance, the frequency of preventive machine is reduced or checkpoints for preventive maintenance are modified.

5. Reference 5.1. All machines and equipment recorded in Format No. RG_QSP_08_F01


6.1 Breakdown record RG_QSP_09_F01 Date Three Months

6.2 Monthly breakdown record RG_QSP_09_F02 Month Three years

6.3 Checklist for preventive maintenance RG_QSP_09_F03 Machine Type Last but one copy

6.4 Preventive maintenance plan RG_QSP_09_F04 Year Three years

RG_ QSP_01 Maintenance Revision No.: 0



RG_QSP_10

Control of Measuring & Monitoring Equipments

1. ObjectivesTo ensure that all monitoring and measuring equipments are selected as per need, maintained and duly calibrated wrt. master equipment traceable to national or international standards.

2. ScopeAll monitoring and measuring equipments as per list (Recorded in Format No. RG_QSP_10_F01 and RG_QSP_10_F02).

3. ResponsibilityHOD (QA)

4. Methods4.1 Select the inspection, measuring and test equipment based on the measurements to be made, the range and

accuracy required.

4.2 Maintain the list of measuring instruments and test equipment in Format No. RG_QSP_10_F01.

4.3 Maintain the list of inspection gauges in Format No. RG_QSP_10_F02.

4.4 Handle all instruments with care. Keep them safely in proper environment to maintain their capability and accuracy.

4.5 Ensure that any unauthorized person does not change the setting or temper with the adjustable screw of instrument or equipment.

RG_ QSP_10 Control of Monitoring & Measuring Equipments Revision No.: 0


4.6 On the basis of frequency, prepare a yearly calibration plan in Format No. RG_QSP_10_F03.

4.7 Either calibrate the monitoring and measuring equipments in-house or get them calibrated by outside agency.

4.8 Put a tag or sticker on the gauge/ instrument/equipment calibrated on such a place that the applicability is not affected. The tag or sticker shall contains control No., calibrated date and next calibration due date.

4.9 Maintain the calibration record of measuring instruments and test equipment in Format No. RG_QSP_10_F04.

4.10 Maintain the calibration record of inspection gauges in Format No. RG_QSP_10_F05.

4.11 When an instrument/ gauge/ equipment is found to be out of calibration, its previously measured/ checked results are verified for validity. Such instrument/ gauge/ equipment is discarded to prevent its further use.

5. Reference Nil

6. Records S.No Name Format No. Indexed by Retention period 6.1. Master list of measuring instruments

and test equipment RG_QSP_10_F01 Instrument Last but one

6.2 Master list of inspection gauges RG_QSP_10_F02 Gauge Last but one 6.3. Calibration plan RG_QSP_10_F03 Year Three years 6.4 Calibration history card for

measuring instruments and test equipment

RG_QSP_10_F04 Control No. Till equipment in use.

6.5. Calibration history card for inspection gauges.

RG_QSP_10_F05 Control No. Till equipment in use.

RG_ QSP_10 Control of Monitoring & Measuring Equipments Revision No.: 0



RG_QSP_11

Customer Satisfaction Measurement

1. ObjectivesTo establish a procedure for measurement of customer satisfaction survey and to initiate appropriate actions on dissatisfaction factors.

2. ScopeAll customers.

3. ResponsibilityMR

4. Methods4.1. The customer satisfaction survey is conducted once in six months. A format viz. ‘Questionnaire for customer

satisfaction measurement (Format No. RG_QSP_11_F01)’ is sent to representatives of customers for this purpose.

4.2. On receipt of filled questionnaires from customers, the individual customer’s rating is calculated based on information provided by the customer.

4.3. The average ‘Customers satisfaction rating’ is calculated by adding individual customer’s ratings and then dividing the aggregate by number of customers. The unanswered questionnaires are not taken into account in this calculation. The record of such calculation is maintained in ‘Customer satisfaction measurement Index (Format No. RG_QSP_11_F02)’.

4.4. If Customers rating is less than 70%, the action plan is worked out to make improvements in quality management system of company. Also, the suggestion for improvement given by customers are adhered to.

4.5. Even if the customers satisfaction rating is more than or equal to 70%, the suggestion for improvement given

RG_ QSP_11 Customer satisfaction Measurement Revision No.: 0


by customers are reviewed to assess the possibility of implementation.

4.6. If customer rating of any particular customer is less than 60, an action plan is worked out to make necessary improvements. On implementation of action plan, the same customer is sent an unfilled questionnaire for a fresh survey.

4.7. Point Nos. 4.1 to 4.6 are repeated until customer rating is not achieved equal to or more than 70%.

5. Reference Nil


6.1. Questionnaire for customer satisfaction measurement

RG_QSP_11_F01 Date Three years

6.2. Customer satisfaction measurement Index RG_QSP_11_F02 Date Three years

RG_ QSP_11 Customer satisfaction Measurement Revision No.: 0



RG_QSP_12

Internal Audit

1. ObjectivesTo establish a procedure for conducting the internal audit to verify the status and effectiveness of the quality management system and to initiate necessary corrective and preventive actions.

2. ScopeAll processes and activities of the quality management system.

3. ResponsibilityMR, auditors and auditees

4. Methods4.1. The internal audit is carried out at least once in six months. MR prepares yearly Internal audit plan in Format

No. RG_QSP_12_F01.

4.2. On the basis of Internal audit plan, MR prepares Internal audit schedule in Format No. RG_QSP_12_F02 and distributes its copies to Director, Internal auditors, HODs of departments internal auditors and auditees. In addition to annually planned audits, MR may select certain activities/ departments for more frequent auditing depending on status of implementation, importance, past performance and customer complaints history.

4.3. Personnel assigned to carry out internal audits are independent of those having direct responsibility for the audited activity. All internal auditors are trained for conduct internal audits. A list of qualified internal auditors is maintained in Format No. RG_QSP_12_F03.

4.4. Auditors prepare for an audit by fully familiarizing themselves with ISO 9001:2000 standard, refresh their knowledge of quality manual and relevant procedures, reviewing non-conformance reports and corrective actions files. On the basis of these documents and records they prepare a checklist and questions in order to make the internal audit effective.

4.5. While conducting the audit, the auditors seek objective evidence demonstrating whether the audited activities comply with the requirements of quality management system documentation. When a non-conformance is noticed, the auditor prepares the ‘Internal audit no-conformance report (Format No. RG_QSP_12_F04)’.

4.6. The internal audit non-conformance report is given report no. as under:-

IA- SS– NN Where ‘IA’ stands for Internal audit, ‘SS’ denotes serial number of internal audit., and ‘NN’

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denotes report number pertaining to current internal audit.

4.7. Auditors fill out the first part of the format describing the non-conformance and put their signatures. The filled format is handed over to auditee who uses second part to propose a corrective action.

4.8. Upon receiving the internal quality non-conformance report, auditee proposes a corrective and preventive actions and indicated a date by which corrective and preventive actions will be implemented. The auditor reviews and approves the proposed actions. One copy of filled in format is retained with auditee and another is sent to MR.

4.9. On, or immediately after the due date for implementation, the MR follows up with concerned auditee alongwith an internal auditor to verify if the corrective and preventive actions have been implemented effectively. When there is evidence that the actions are effective, the internal audit non-conformance report is close out. If more time is needed to implement the actions, a new follow up date is agreed upon.

4.10. Internal audit summary (Format No. RG_QSP_12_F05) is prepared to ascertain the effectiveness of quality management system in different areas.

5. Reference 5.1. Procedure for Corrective and preventive actions (Doc. No. RG_QSP_/16)


6.1. Internal audit plan RG_QSP_12_F01 Year Three years

6.2. Internal audit schedule RG_QSP_12_F02 Date One year

6.3. List of qualified internal auditors RG_QSP_12_F03 - Last but one copy

6.4. Internal audit non-conformance report RG_QSP_12_F04 Date One year

6.5. Internal audit summary RG_QSP_12_F05 Date Three years

RG_ QSP_12 Internal Audit Revision No.: 0



RG_QSP_13

Control of Non Conforming Product

1. ObjectivesTo establish a procedure for controlling the non-conforming products.

2. Scopea) Products in all production stages.

b) Products in all inspection stages viz. incoming, in-process and final.

c) Products received back from customers

3. ResponsibilityHOD (QA) and HOD (Production).

4. Methods

4.1. Any product having deviation in product characteristics with respect to drawings, specifications is treated as ‘Non-conformance product’.

4.2. The non-conforming products are kept aside with yellow colour tag.

4.3. The non-conforming products are reviewed and categorised as under:a). Accepted under deviation (Refer Point # 4.4):- Accepted components are kept with green tag.

b). For rework: They are kept aside with yellow tag with the status as ‘Rework’.

c). Reject (Scrap). The reject components are shifted to separate area or are kept aside with Pink tag.

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4.4. The responsibility for review and acceptance of non-conforming products under deviation is as under:

S.No. Stage To be reviewed by Authority for permitting deviation

1. Production Production HOD (QA)

2. Incoming stage QA HOD (QA)

3. In-process stage Production HOD (QA)

4. Final stage QA Director / Customer representative

5. Reference

5. 1. Procedure for Monitoring and measurement of product (Doc. No. RG_QSP_14) 5. 2. Procedure for Control of production provision (Doc. No. RG_QSP_08) 5. 3. Procedure for Corrective and preventive actions (Doc. No. RG_QSP_16)


6.1 NC Log Record Exhibit 11.2 Date Three years

6.2 Non Conformance Report

Exhibit 11.1 Date Three years

6.3 Tags - - -

RG_ QSP_13 Control of nonconforming Product Revision No.: 0



RG_QSP_14

Measurement of Product

1. ObjectivesTo ensure that all specified inspections and tests are carried out on raw materials, in-process components and finished products to verify that specified requirements are met.

2. ScopeIncoming, In-process and pre-despatch inspection.

3. ResponsibilityHOD (Q.A)

4. Methods4.1. Raw materials and incoming components:

The raw materials and incoming components are checked at factory for Quantity by stores & other parameters by QA Inspector on receipt of the material.

Visual inspection for any damage during transit is carried out. The material is verified against Purchase order, Cutting Plans, Operation Sheets, and Drawings as applicable.

If on receipt of review, material is Ok, QA Inspector will place Accepted (Green Tags & on rejected material Pink tags are attached & are returned to supplier.

4.2. In-process components:100%inspection of the components & sub assembly & assembly is carried out.. The inspection is carried out for parameters given in Operation sheets (RG-QSP-14-F01). The observations are recorded in respective ‘In-process inspection report of the components which are as follows:

Flange Inspection Report RG_QSP14_F02.

RG_ QSP_14 Measurement of Product Revision No.: 0


Carbon Collector inspection Report RG_QSP14_F03.

Dish Head Inspection report RG_QSP14_F04.

4.3. Pre-dispatch inspection: 100% Inspection also carried out for all silencers & the observations are recorded in Final Inspection Check sheet RG_QSP14_F05.

4.6. The product release through any inspection stage or delivery does not proceed with until planned inspection as per Quality Assurance plan (Doc. No. QAP/01) has been carried out. However, in case of emergency, the material is released for next process or delivery with approval of Director. The record of such release is maintained for traceability through identification tags during the in process & trough name plates at the final inspection.

5. Reference 5. 1. Procedure for Purchase (Doc. No. RG_QSP_07).

5. 2. Quality Assurance Plan (Doc. No. QAP/01)

5. 3. Incoming, in-process and Final inspection standards (Refer master list of operations Sheets).


6.1. Operation Sheets RG_QSP_14_F01 Date One Year

6.2. Flange inspection report RG_QSP_14_F02 Date One Year

6.3. Carbon Collector inspection report RG_QSP_14_F03 Date One Year

6.2. Dish Head inspection report RG_QSP_14_F04 Date One Year

6.3. Final inspection report RG_QSP_14_F05 Date One Year

RG_ QSP_14 Measurement of Product Revision No.: 0



RG_QSP_15

Analysis of Data

1. ObjectivesTo Implement and control the application of statistical techniques required for establishing, controlling and verifying process capability and product characteristics.

2. ScopeCustomer satisfaction index, in-process Inspection reports and supplier’s performance.

3. ResponsibilityManaging Director, HOD (QA)

4. Methods

4.1. Customer satisfaction measurementIf Customer satisfaction measurement index is less than 70%, the reasons are analyzed and suitable corrective and preventive actions are taken to enhance it.

4.2. Conformity to product requirementsThe observations of incoming, in-process and final inspections are compared with their standards and decision is taken regarding conformance of nonconformance. The reasons of non-conformance are analyzed and suitable corrective and preventive actions are taken.

4.3. Trend of processesa) The rejection is calculated and analysed on daily basis to take suitable corrective and preventive actions.

RG_ QSP_15 Analysis of Data Revision No.: 0


4.4. Supplier’s performance Supplier rating is calculated for each jobwork supplier on the basis of percentage of conforming products supplied. In case, the supplier rating of any supplier is found to be less than 60%, suitable actions are taken.

5. Reference 5.1. Procedure for Customer satisfaction measurement (Doc. No. RG_QSP_11).

5.2. Procedure for Purchase (Doc. No. RG_QSP_07).

5.3. Procedure for monitoring and measuring of products (Doc. No. RG_QSP_14).

6. Records NIL

RG_ QSP_15 Analysis of Data Revision No.: 0



RG_QSP_16

Corrective & Preventive Actions

1. Objectivesa) To identify actual non-conformities and take appropriate corrective actions to prevent their recurrence.b) To identify potential non-conformity and take appropriate preventive actions to prevent their occurrence.

2. ScopeAll non-conformities observed during internal and external audits, production processes and customer complaints.

3. Responsibilitya) MR for non-conformities observed during external audits.b) Concerned HODs for non-conformities observed during internal audits and production processes.c) QA In charge for customer complaints

4. Methods

4.1. The information about non-conformity is brought to the notice of the concerned HOD by any employee based on the findings from internal or external audits, in-house inspection reports, customer feedbacks and complaints. The customer complaints are recorded in Format No. RG_QSP_16_F01.

4.2. Based on the impact of non conformances on the processing cost, quality related costs, performance, safety and customer satisfaction, the need for corrective action is initiated and recorded in the Non conformance report (Exhibit 11.1) for investigation & NC log (Exhibit 11.2) is updated.. The details of CAPA are also recorded in Non conformance & follow up is done by the QA in charge. The CAPA record remains in the custody of QA in charge. The internal audit nonconformance are recorded in internal audit non conformance report (RG_QSP_12_F04).

4.3. A cross functional team analyses the problem and to take corrective action and preventive actions.

RG_ QSP_16 Corrective & Preventive Actions Revision No.: 0


4.4. The team studies the problem and investigates it for probable causes. There may be any one or more of following causes : -

− Product related causes: The improper product design, raw materials and tolerances etc.

− Process related causes: The improper methods, tooling, process sequence, equipment’s etc.

− System related causes: Not following the prescribed method or process.

4.5. Based on the causes of the problem, the team plans the corrective and preventive actions to be taken and records them in Format No. Exhibit 11.1 with target date and responsibility assignment. The corrective action and preventive action may be any one or more of the followings:-

− Amendment in document. − Introduction of a new document. − Changing of personnel performing the work. − Training. − Acquisition of resources. − Changing supplier. − Major maintenance of any machine.

4.6. The corrective action and preventive action are followed up by QA In charge to assess their effectiveness and if actions are effective, the report is closed.

4.7. In case of customer complaints, e-mail informing customer about the actions taken is sent to the customer after closure.

5. Reference 5.1. Procedure for Customer satisfaction measurement (Doc. No. RG_QSP_11).

5.2. Procedure for Internal audit (Doc. No. RG_QSP_12).

5.3. Procedure for monitoring and measuring of products (Doc. No. RG_QSP_14).

5.4. Procedure for Analysis of data (Doc. No. RG_QSP_15).

5.5. Procedure for Training (Doc. No. RG_QSP_04).

6. Records S.No. Name Format No. Indexed by Retention

period 6.1. Customer complaints RG_QSP_16_F01 Date Three years 6.2. Non Conformance Report Exhibit 11.1 Date One year 6.3 Non Conformance Log Exhibit 11.2 Date One year 6.4. Internal audit non-conformance report RG_QSP_12_F04 Date One year

RG_ QSP_16 Corrective & Preventive Actions Revision No.: 0



RG_QSP_17

Recruitment

1. Objectivesa) Support the organization ability to acquire, retain and develop the best talent and skills.

b) Determine present and future manpower requirements of the organization in coordination with planning and job analysis activities.

c) To obtain the number and quality of employees that can be selected in order to help the organisation to achieve its goals and objectives

d) To provide a systematic recruitment process.

2. ScopeIt extends to the whole organisation. It covers Delhi Office and Factory at Manesar. It covers all employees including Workers/Operators, Helpers, Clerical Staff, Management Middle Management and Senior Management.

3. ResponsibilityAsst Manager – HR

4. Methods4.1. The need for the manpower is identified by the Head/In-charge of the function and is conveyed to the HR –

executive at Delhi office. Human Resources executive will obtain Director’s approval to proceed with the recruitment process.

4.2. Upon approval, Human Resources will work with the hiring manager to create an advertisement for the open position. The current job description will be used in design of the position advertisement.

4.3. Human Resources executive will place advertisements as directed. All resumes should be mailed directly to [email protected]

4.4. Resumes will be forwarded to the appropriate manager for review.

4.5. Director/Managers will make selections on candidates to interview and will notify Human Resources when the interviews are being scheduled.

RG_ QSP_17 Recruitment Revision No.: 0


4.6. When the search for a candidate has been narrowed down, professional reference checking is done as appropriate.

4.7. After careful consideration of all relevant data, the verbal offers of employment can be made by the hiring manager. Once an offer is accepted, a communication on the resume with the remarks of the Director/Hiring Manager will be sent to Human Resources executive at Delhi Office.

4.8. All resumes/applications should be returned to Human Resources for proper retention.

4.9. For workers / helpers the Application Cover note (RG_17_F1) & Application for Job (RG_17_F2) is filled prior to the interview.

4.10. On Selection the Application Form (RG_17_F3) is filled by the Hiring Manager (Person Taking the interview).

4.11. If the salary of the worker is less than Rs. 6000 then Provident Fund is deducted. & Filling up of EPF Form 11 – Nomination and Declaration form for unexempted/Exempted establishment is filled by the Hiring manager. Signatures of the employees to be taken on the form & forward it to the HR Executive at Delhi office.

4.12. All employees having Salary less than Rs.15000 are eligible for ESI. For all ESI eligible employees Declaration Form 1 is to be filled up on the same day of joining. Both the signature of the employee & employer are taken on the form. Along with this form postcard size of the photo of the person & its dependents are to be submitted within three day of joining the organisation.

4.13. For the entire staff the following documents (as applicable) are kept as record in personal record of the employee & are tracked through Employee Record Checklist. RG_QSP_17_F04.

• Resume • Personal Reference check (if applicable/required) • Health Check Record/certificate • Salary Slip of previous organisation • Experience certificates 4.14. Upon receipt of signed ESI form ESI Tracker RG_QSP_17_F05 is updated.& is sent to the ESI consultant

the same day by HR Executive.

4.15. On receipt of Temporary Identity Certificate (TIC) from the ESI consultant the same (TWO Copies) is forwarded to the employee. Original is retained by the employee & the photocopy acknowledged by the employee is retained in the office for records.

4.16. The employee is required to visit for Biometric/Photo on the required date & location and for getting the ESI Smart Card.

4.17. All employees are issued Appointment Letter. For Workers Appointment Letter - RG_QSP_17_F06 & for staff RG_QSP_17_F07 is issued.

4.18. Initially the appointment letter is given for a contractual period of 6 months with another extension of 6 month and thereafter for 3 years on contract basis.

4.19. Employee master record is maintained for all the existing employees and all the related documents are moved to obsolete (HR) file once the employee leaves the organisation.



5. Records S.No. Name Format No. Indexed by Retention

period 5.1. Application Cover Note RG_QSP_17_F01 Employee

Wise Till employee is with organisation

5.2. Application in Hindi RG_QSP_17_F02 Employee Wise

Till employee is with organisation

5.3 Application Form RG_QSP_17_F03 Employee Wise


5.4 Employee record Checklist RG_QSP_17_F04 Employee Wise


5.5 ESI Tracker RG_QSP_17_F05 Date Till employee is with organisation

5.6 Appointment Letter 1 RG_QSP_17_F06 Employee Wise


57 Appointment Letter 2 RG_QSP_17_F07 Employee Wise


5.8 Temporary Identity Certificate External Origin Document

Employee Wise


5.9 Employee Provident Fund Scheme Form 11(Revised) External Origin Doc.

Employee Wise


5.10 Declaration Form Form 1(External Origin Doc.)

Employee Wise





RG_QSP_18

Inspection of Shipping Container andIn Process Documentation of Loading

1.0 Objectives• Clear understanding of Shipping Procedures like documentations, operations, communications, to

utilize full container & avoid damage to the product.• To provide a systematic Shipping of product

2.0 Scope

This procedure covers the requirements for inspection of shipping container prior to loading and

documentation of the loading process.

3.0 Responsibility

Production Manger

4.0 Method4.1 Visual Inspection of Empty Container

4.1.1 Upon receipt of empty container from shipping agent/company, a walkthrough shall be

conducted to examine the exterior and interior of the container to check for any physical

damage to container walls, floor, roof, locking arrangement.

4.1.2 Pictures will be taken of empty container using a digital camera equipped with a flash. Use of cell-phone camera’s is not acceptable.

4.1.3 If any serious damage is noticed on the container walls, floor, ceiling they shall be

documented using digital pictures and shipping agent will be informed immediately.



4.1.4 If the container is determined to be fit for use, container floor will be swept clean to

remove any trash and debris prior to loading.

4.2 Documentation of Cargo

4.2.1 Digital pictures must be taken of wrapped silencers, ready for loading.

4.2.2 It is not necessary to photograph each silencer. A batch of 6 pictures should be sufficient

for a typical stock silencer shipment.

4.3 Documentation of Loading

4.3.1 Digital picture will be taken of clean empty container prior to starting loading.

4.3.2 A minimum of 6 digital pictures will be taken in stages as follows:

4.3.2.1 Empty container

4.3.2.2 One-fourth full container

4.3.2.3 Half full container

4.3.2.4 Three-quarters full container

4.3.2.5 Full container, door open, with lashing showing on last loaded row.

4.3.2.6 With doors closed and container number prominently visible.

4.3.3 If any special loading arrangement or accommodation is made inside the container, it

shall be documented with a digital picture.

4.4 Filing and Storage of Pictures

4.4.1 All pictures must be downloaded from the camera chip promptly after shipment departs

and stored on a PC for transfer to a CD.

4.4.2 CD with label must be filed in section-5 of job file in corporate office.

4.4.3 Digital pictures must be maintained for a minimum of 12 months after the shipment

reaches its final destination.

5.0 Records S.No. Name Format No. Indexed by Retention

period 5.1. Filing & Storage Pictures - Sales orders 1 years after

Shipment

