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Q Q UUAALLIITTYY MMAANNUUAALL
ISO 9001: 2008
Scope
“Engineering, Project Management, Manufacture and Installation of Pressure
Vessels, Piping Systems, Machinery, Heavy Engineering Structures, Electro
Mechanical & other Contract Works for all Industrial Sectors”
Issue / Date : Second / 15/03/2016
Revision No. : 1
Controlled Copy : Yes
Place : Colombo 3, Sri Lanka
Prepared By : Management Representative Approved
By : Director / CEO
Copy No. : QM/A
WALKER SONS & CO ENGINEERS (PVT)LTD
Office & Works: No. 18, St. Michacl’s Road, Colombo 3
Sri Lanka.
Tel.No 0094112478597 Mobile 0094 0777482143
Fax 0094112478597 E-mail engineers@mtdwalkers.com
- 1 -
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WALKER SONS & CO ENGINEERS (PVT) LTD.
TITLE: SCOPE
Doc. Ref.
No.:WSCEPL/QM/01 QUALITY MANUAL ISO Clause(s): 4.2.2
QUALITY MANAGE MENT SYSTEM I SO
90 0 1: 2008
SCOPE
“Engineering, Project Management , Manufacture and Installation of
Pressure Vessels, Piping Systems, Machinery, Heavy Engineering
Structur es, Elect r o Mec hanical & other Cont ract Works f o r all
IIdust rial Se c tors”
Company Name Walker Sons & Co Engineers (Pvt) Ltd
Regd . Of f ic e No 1 8, St. Michae l’ s Road, Colombo 03, Sri Lanka
Tele No:- 11 24 7 85 9 7 F ax 2 4785 97 Mobile 0777 48 2 143
E-mail : engieers@mtdwalkers.com
Document Reference No . QM/A
Issue No & Date second 15-03 -2016
Revision 1 Controlled Copy Yes
Issued to Director/CEO
Issued by Management Representative
This Quality Manual has been made to address the requirement s o f International Standard
ISO 9 001: 20 0 8. This Quality Manu al is sub ject to revi sion as a p art of continual impro vement. The
manual reflects a commitment towards adoption of ov erall Quality Management System being
i m p l e m e n t e d b y the organization for achieving maximum customer satisfaction and se lf
improvement .
The Quality Manu al i s is sued by t he MR and approved by the Director/CEO. This manual is
the property of the Organization- Walker Sons & Co Engineers (Pvt ) Ltd, an d all copyright exists
wi th the Top Mana gement. No part of this manual can be re-issued , co pied, replace d without the
writ ten per miss ion of the To p Management.
Issued by
MR
Revie w e d & Appr o ved by
Director/CEO
Iss u e/ Da te
02/15.03.2016
Rev. N o . / D ate
01/--
Page
2
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SUB- INDEX
Sr .
No.Document Descript io n D o c . R e f .
Re v.
No.Da t e
IS O
9001:200 8
clause
reference
I QUALITY MANUAL
1 Procedure for Control of Documen ts WSCEPL/QP/ 01 00 22 . 11.11 4.2.3
2 Procedure for Control of Records WSCEPL/QP/ 02 00 22 . 11.11 4.2.4
3 Procedure for Non-Conforming WSCEPL/QP/04 00 22 . 11.11 8. 3
4 Procedure for Internal Audit WSCEPL/QP/03 00 22 . 11.11 8.2.2
5 Procedure for Management Review WSCEPL/QP/17 00 22 . 11.11 5. 6
6 Procedure for Corrective Action WSCEPL/QP/ 05 00 22 . 11.11 8.52
7 Procedure for Preventiv e Action WSCEPL/QP/ 06 00 22 . 11.11 8.53
8 Procedure for opening of job numbers
and & Contract ReviewWSCEPL/QP/07 00 22 . 11.11 7. 2
9 Procedure for Purchase WSCEPL/QP/08 00 22 . 11.11 7. 4
10 Procedure for Stores WSCEPL/QP/10 00 22 . 11.11 7.5.5
11 Procedure for operating CWS WSCEPL/QP/11 00 22 . 11.11 7.5.1
12 Procedure for Quality Control WSCEPL/QP/13 00 22 . 11.11 8.2.4
13 Procedure for Project Management WSCEPL/QP/14 00 22 . 11.11 7.5.1
14 Procedure for Human Resource
Management
WSCEPL/QP/15 00
22 . 11.116. 2
15 Procedure for Administration,
Operations
WSCEPL/QP/16
0022 . 11.11
6
P a g e 6
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SUB-INDEX
Sr.
No. Document Description Do c. Ref.
Re
v.
No.
Date
IS O
9001: 20 0
8 cl a us e
re ference
II I SO 90 0 1 : 2008 Stand ard Compl ia nc e
1 Quality Management System WSCEPL/QM/1 8 00 22.11.11 4
2 Ma n agement Respon sibility WSCEPL/QM/19 00 22.11.11 5
3 Resour ce Ma n agement WSCEPL/QM/ 20 00 22.11.11 6
4 Pr oduct Realization WSCEPL/QM/ 21 00 22.11.11 7
5 Measurement An alysis & Impr ovement WSCEPL/QM/2 2 00 22.11.11 8
- Page -05 -
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Issued by Reviewed & Approved by Issue/ Date Rev. No./Date Page
WALKER SONS & CO ENGINEERS (PVT) LTD.
TITLE: LIST OF CONTROLLED COPY HOLDER
Doc. Ref. No.: QUALITY MANUAL ISO Clause(s): 4.2.4
List of Controlled Copy Holders
Controlled Copy Holders Copy Number
MR / Director-CEO 1
Certification Body 2
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WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: LIST OF ABBREVIATION
Doc. Ref. No: WSCEPL/QM/02 B QUALITY MANUAL ISO Clause(s): -
ABBREVIATION L I S T
a) ISO – International Organization for Standardization
b) MR – Management Representative
c) IA/IQA – Internal audit or Internal quality audit
d) CAR – Corrective action request
e) NCR – Non-compliance report
f) NC – Non-compliance
g) QM – Quality Manual
h) QSP – Quality System Procedure
i) QAP – Quality Assurance Plan
j) QM – Quality Manual
k) QP – Quality Procedure
l) QR – Quality Record
m) WI – Works Instruction
n) MRM – Management review meetings
o) MRC – Management Review Committee
p) WSCEPL – WALKER SONS & CO ENGINEERS (PVT) LTD, the Organization.
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Issued by
MR
Reviewed & Approved by
Director - CEOIssue/ Date
01/15.03.16
Rev. No./Date
01/--
Page
7
28
WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: AMENDMENT RECORD SHEET
Doc. Ref. No.:WSCEPL/QM/04
QUALITY MANUAL ISO Clause(s): 4.2.3
Amendment Record Sheet
Doc. Ref . Clause
No.
Rev.
No.
Rev.
Date Brief about change
Reason f or
change
Approved
by
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Issued by
MR
Reviewed & Approved by
Director - CEOIssue/ Date
01/15.03.16
Rev. No./Date
01/--
Page
7
28
Company profile of MTD Walkers PLC
History
In 1854 John Walker founded the firm Walkers which was converted to a limited liability status in the UK
under the name of Walker Sons & Co. Ltd. Within a short period of time the company diversified its
business activities to become a leading multidisciplinary engineering firm in Sri Lanka.
From a promising start in a small workshop Walkers have grown to become one of the largest
engineering giants in the country with branches scattered over the Island in Galle, Bandarawela and
Rathnapura.
The Company takes credit for a number of “firsts”.
• In 1902 the first loco mobile was imported.
• Installed the first OTIS passenger lift in Sri Lanka at the Galle Face Hotel in 1910.
• Pioneered ten room air conditioning units in 1936.
• Erected the first Cement Factory in Kankasanthurei in 1948.
• Manufactured and introduced trough withering systems in Tea factories.
In April 2007 MTD Capital Bhd a leading infrastructure development company in Malaysia with operations
in thirteen countries acquired on the Colombo Stock Exchange over 90% of the share capital of Kapila
Heavy Limited, the parent company of the Walkers Group of Companies. In November 2007 the company
changed its name to MTD Walkers PLC which change proudly established a liaison between two business
conglomerates.
Background of the Walkers Group
Walkers are the pioneers in the Plantation Industry and their activities have been profoundly embedded
in the design, manufacture and supply of machinery for the Island’s Tea and Rubber Plantations. Theinnovative design and production of the electricity operated “Automated Tea Roller” is one of the latest
contributions by the company towards the Tea Industry. The export market for Tea Rollers has also been
tapped with Tea rollers being exported to countries such as India, Ruwanda, Vietnam and Japan. In earlier
times Tea Rollers were exported to Indonesia.
The production of tea machinery is carried out in a well‐equipped Central Workshop situated at
Sapugaskanda. The Central workshop is the nerve centre of the company comprising of a Machine shop,
which is one of the largest Mechanical Engineering Complexes in the country carrying out a wide cross
section of jobs from the lightest to the heaviest. In addition to tea machinery, stan da rd lin es include
rubber and sugar cane processing machinery.
The Central workshop is also equipped with an Assembly Bay and a Fabrication and Plate workshop which
undertakes the construction of pressure vessels and general fabrication work of machine components
and radial gates for hydro projects and segments for tank farms.
The company has left its foot prints on the largest civil engineering projects in the Island. Buildings
ranging from colonial mansions to multistoried high rise business complexes are virtually landmarks and
stand as impressive monuments to the part played by this company towards the development of the
country.
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Issued by
MR
Reviewed & Approved by
Director - CEOIssue/ Date
01/15.03.16
Rev. No./Date
01/--
Page
7
28
The constructions of roads, bridges, reservoirs, towers, fisheries harbors and irregular facilities in the
island, all bear silent testimony to its engineering expertise.
On the mechanical engineering side of its business, the company has undertaken challenging mechanical
and electrical projects for the Island’s Power Generation, Petroleum, Cement and Steel Production,
Water and Sanitation Management etc. supported by industry services which meets the requirements of
the manufacturing and production industry offering its services for regular prevention and shut down
maintenance of existing Plant & Machinery.
The Air Conditioning Division provides engineering solutions for precision Air Conditioning applications
and comfort Air Conditioning systems inclusive of System Design, Installation, commissioning and after
sales services.
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28 28
Our Vision
To be the premier engineering company in Sri Lanka for the manufacture of machinery for the plantation
industry, and in all other engineering disciplines.
Our Mission
To achieve the highest standards in all our engineering activities, utilizing our skilled & competent human
resources to the satisfaction of our customers.
Our Objectives
Endure to achieve 100% Customer Satisfaction
Achieve 50%Growth in revenue for year 2012.
5% of employees to be trained on skill development annually
Improve overall productivity to increase the profit margins above Rs. 15 million for year 2012
Endure to achieve zero accidents for year 2012 by creating accident free environment at
workshop and sites.
Progressively increase the market share of Tea machinery by 5% locally and abroad year on
year.
To minimize wastage by 5% from the present level.
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28 28
Major Areas of Experience
ƒ Air Conditioning
ƒ Engineering Workshops
ƒ Pile Foundation Construction
ƒ Mechanical & Electrical Engineering
ƒ Plantations Engineering
Walker Sons & Co. Engineer (Pvt.) Ltd. is graded as a EMI contractor under the institute for Construction
Training and Development (ICTAD).
Services Provided
Projects Division
Catering to the requirements of Mechanical and Electrical (M&E) spheres of a total engineering solution,
we plan, design and execute turnkey projects using latest techniques with computer aided designing and
drafting.
We have been undertaking the most challenging projects in Power generation, Petroleum, Cement and
Steel production. Edibles and consumables, Hotel Industry and commercial establishments. A well
experienced and formidable team of Engineers attached to our company have successfully executed
projects in both public and private sectors in heavy fabrication and installation of steel structures and
steel bridges.
Plantations Engineering
The Plantations Engineering Division exclusively serves the Tea, Rubber and Sugar Cane Industries.
Walkers being the Pioneers and Specialists in the manufacture of conventional and orthodox tea
processing machinery, has successfully adapted to the growing demand in the industry by designing and
manufacturing modern machinery. Turnkey construction of modern Tea and Rubber Factories, Conveyor
Systems, Consultancy Services for the Plantation Industry are also undertaken by the division.
Air Conditioning
Precision & Industrial Air Conditioning
The Air Conditioning Division provides Engineering Solutions for precision Air Conditioning applications
such as Data Processing Centers, Tele‐communications facilities, switching stations, Networking rooms
and other heavy industrial applications where the indoor temperature, Relative humidity and Airfiltration levels have to be maintained within close tolerances.
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28 28
Comfort Air Conditioning
The Division also provides comfort, central air conditioning systems inclusive of Systems design,
Installation, Commissioning and after sales services for Commercial Banks highraise IT Educational
Facilities, Shopping and Office Complex etc.
Key Factors of Walkers
¾ One of the oldest diversified engineering firms in Sri Lanka.
¾ Goodwill of the company.
¾ A team of qualified and experienced Engineers & Professionals.
¾ Unblemished track record with a very high success rate on every task.
¾ A large fleet of construction machinery, equipment and support services.
¾ A team of well‐trained long experienced workforce in multi skills.
¾ One of the largest well equipped engineering workshops in the country.
¾ Experience in operating large scale projects locally and overseas.
¾ Multidisciplinary Engineering skills.
¾ Strong financial backing of the parent company to venture into mega projects.
¾ Management flexibility and easy access.
¾ Dynamic and fast decision making culture.
Clients of Walker Sons & Co. Engineers (Pvt) Ltd.
• Ceylon Electricity Board
• Sri Lanka Ports Authority
• Ceylon Petroleum Storage Terminals Limited
• Ceylon Petroleum Corporation
• Mahaweli Authority Sri Lanka – Dam safety Water Resources management
• National Water Supply & Drainage Board
• Colombo Municipal Council
• Irrigation Department
• Maliban Biscuit Manufactories (Pvt) Ltd.
• Nestle Lanka PLC
• Holcim Lanka (Pvt) Ltd.
• ZTE Lanka (Pvt) Ltd.
• CIC Feeds (Pvt) Ltd.
• CIC Fertilizer Ltd.
• Aitken Spence Hotel Management (Pvt) Ltd.
• Simplex Infrastructures Limited
• Shin Nippon Air Technologies Co. Ltd.
• Helix Engineering (Pvt) Ltd.
• John Keels Holding Ltd.
• Sumitomo Mitsui Construction Co. Ltd.
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ER SONS & COMPANY
GINEERS (PVT) LTD
Process Owner
O D N L Perera Director/CEO
QUALITY MANUAL Reviewed & Approved by
Jehan Amaratunga Country Head
Section No
ORGANIZATION CHART
Issue No
Issue Date
O 9001:2008 QMS Revision No
Revision Date:
33
‐ 1
Mr. O D N L Perera
Director / CEO
Engineering Projects Central Workshop Plantation EngineeringAC & RD
Refrigeration
‐ 2 Deputy General ManagerMr. Nishantha Rathnayake
General Manager ‐ Workshop
Mr. Krishan Jayawardena Head of Plantation Engineering
Consultan
‐ 3 Mr. D. Bandara
Engineer FabricationMr. Kingsly Peiris
Manager ‐ Workshop
Mr. T. Hettiarachi Mechanical Engineer
Mr. Chandrakanthan DGM ‐ Ratnapura
Mr. Rankotbandara Manager ‐ Banadarwela
Mr. Sisira Wijesekara Engineer in Charge ‐ Galle
Mr. Mohamed Riyaaz
Manager BSE
‐ 4 Senior Engineer
Senior Civil Engineer
‐ 5 Engineers ‐ 03 Engineers ‐ 02
‐ 6 Asst. Project Manager
‐ 7 Quantity Surveyor
‐ 8 Assistant Engineer Assistant Engineer
‐ 9 Trainee Assistant Engineer (Elec.)
‐ 10 Engineering Assistant Engineering Assistant
‐ 11 Draft Person
‐ 12 Supervisor Technical
officer Supervisor
‐ 13 Secretary Secretary Secretary Secretary Secretary
‐ 14 Clerks, Charge Hands Drivers,
Crane operators,Welders,
Fitters, Store Keepers
Clerks, Charge Hands Drivers,Crane operators,Welders,
Fitters, Store Keepers
Acct. Officer Clerk
Acct. Clerk, Mechanic,Fitter, Machinist
Acct. Clerk, Supervisor,
Fitter, Leatherman, Welder
‐ 15 Helpers, Casual Labours Casual Labours Labours Labours Labours Helpers
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oO'e, &1§m oC>'@oC>m er@mtJID mm @ms -lal®l:DfSl)ClGmm mf5lm Ge0Cl)C)f5) qC)@ 85~o>~m 80e>tmi5l muom ~ID> ~®u 85ommo mto"o®m mum'51 mo@.
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Page-34
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Man u facturing
WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: QUALITY PLAN PROCESS FLOW CHART
Doc. Ref.
No.:WSCEPL/QM/07 QUALITY MANUAL ISO Clause(s): 4.1/7.1
Quality Plan Process Flow Chart
Overview of all Processes at WALKER SONS & CO ENGINEERS (PVT) LTD
Customer1
Marketing & ProjectDepartment
Dispatch /Del iver y
Contract Review &Sales
Other Supporting Processes
Purchase Quality Control
(Common)
Training,MRM, Internal Audit,
Reso ur ce provision, Infrastructure
Maintenance
Customer
Stores
1
Data Collection,
Analysis & Continual
Improvement
Issued by
MR
Reviewed & Approved by
Director – CEO
Issue/ Date
01/15.03.2015
Rev. No./Date
01/--
Page
3
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CORE PROCESS
ISO9001:2008
QMS
Process Owners
Upula Dharmawardane
DGM Projects
Nishantha Rathnayake
Manager Work Shop
WALKERS SONS & CO‐
ENGINEERS (PVT) LTD.
Reviewed & approved by
O.D.N.L. PERERA
Director/CEO
PROCESS MAP
PROJECTS,PLANTAION &
CENTRAL WORKSHOP
Issue No: 01
Issue Date: 2016‐03‐15
Revision No: 01
Revision Date:
PROCESS STAGES CUSTOMER FUNCTIONAL UNITS
DIRECTOR PROJECTS LOGISTICS FINANCE HR
Setting of Business objectives
Marketing Inquiries /Receipt of initial
Specification/Identify Customer
requirements
Processcapability/con
tractreview
Compliance with statutory and
regulatory requirements
Process capabilities
Pre-qualification
Preliminary Production Planning
Prepare & review BED Bid /Quotation preparation
Resource Identification
Pre tendering clarification
Internal Review
Bid finalization
Post tendering clarification & negoti.
Award of contract
Core business Process Support Business process Primary Responsibility Associate Responsibility Holders
1 | P a g e
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&Pay
PROCESS STAGES CUSTOMER F
DIRECTOR PROJECTS LOGISTICS FINANCE HR
Productionplanning
In case tender/offer becomes
unsuccessful investigate causes and
report
Internal Notification
Distribute confirmed specification
Approvals ,bonds& guarantees
Appoint Project manager Project Planning meeting
Preparation of work schedules
Res.
MGt
.
Project mobilization
Allocation of resources
Product
realization
Material Planning
Material Requisition/PO
Incoming inspection
Job execution
Work Progress& Budget review
Productrealization
In process inspection
Progress invoicing
Progress review meeting with customer
Testing commissioning
Final inspection
Project completion
Material reconciliation& disposal
Demobilize Site
Inv
Work completion certificate
Final invoice
Core business Process Support Business process Primary Responsibility Associate Responsibility Holders
2 | P a g e
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PROCESS STAGES CUSTOMER F
DIRECTOR PROJECTS LOGISTICS FINANCE HR
Monitor&
measuring
After sales service /Warranty
Customer satisfaction monitoring
&measuring
Conti
nual
Impr Project evaluation& continual
improvement
Core business Process Support Business process Primary Responsibility Associate Responsibility Holders
3 | P a g e
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CORE PROCESS
ISO 9001:2008
Process Owner
O.D.N.L. Perera
Director /CEO
WALKERS SONS & CO‐ENGINEERS
(PVT) LTD.
Reviewed and approved by
Jehan Amaratunga
Country Head
MTD Walkers PLC
Issue No: 01
Issue Date:2016‐03‐15
Revision No:1
STAKEHOLDERS PROCESS MAP
STAKEHOLDER
MANAGEMENT RESPONSIBILITY
DIRECTOR/CEO PROJECTS LOGISTIC FINANCE HR
CUSTOMER
SHAREHOLDER
EMPLOYEE
COMPLIANCE TO STATUTORY
AND REGULATORY
REQUIREMENTS
SUPPLIER
ENVIRONMENT
Primary Responsibility Secondary Responsibility
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Inter –relationship of Walker Sons & Co Engineers (Pvt) Ltd
Process
Status
Projects
Core
process
Quoting &
Undertaking General engineering projects.
SUPORT
PROCESS
LOGISTICS
HUMAN RESOURCES & ADMINISTRATION
FINANCE
CORPORATE OFFICE (Group CHAIRMAN,DIRECTOR/HEAD OF OPERATIONS)
66
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WALKERS SONS & CO ENGINEERS (PVT) LTD
TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
4 QUALI TY MANAG E MENT SYSTEM
4.1 Gen er al Requirements
Through this manual, we at WALK ER SONS & CO ENGI NEER S PVT LT D are putting in p
lace a framework of Quality Management System to demonstrate our capability and
ability to provide product that meet s customer re quirements. Also this frame work is
aimed to enhance customer satisfaction through the effective application of the
QMS, by adopting a process-based approach lead in g t o continua l improvem ent .
For the successful implementation of the Quality Management System, we a t
WALKER SONS & CO ENGI NEERS PVT L TD have done the f o l l o w i n g :
(a )
(b )
(c )
(d )
(e )
(f )
Ma d e a Quality Plan, which identifies the process needed for th e Quality Ma nage ment System and i ts app lica tion throughout the organization in the form of
Quality Pl an Process Flow Ch a rt .
Determined the sequence and interaction of the processes d e fine d in the Quality Plan
Process Flow Chart.
Highlighted t h e criteria and methods needed to ensure the effective operation an d
control of these processes by use of p roper documents, re cords, QAP etc.
Provided necessary resources in terms of infrastructure, suppo rt ing tools, deputationof qualified ma n power, sub-contrac ting in order to support the operation and
monitoring of these procedure s.
Esta bl ishe d monitoring, measuring and analysis methodologies by way of inspection
Reports, t h i r d p a r t y t e s t c e r t i f i ca t e s , c u s t om e r f e e d b a c k s , c o m p l a i n t s , market
Trends, Internal quality audits and management re view meetings.
Identified suitable actions in order t o achie ve plann ed result s an d hav e a continual
improvement in the defined process. Such actions are further described in the quality
p r o c e d u r e s .
As a commitment towards complianc e, WALKE R SONS & CO ENGI NEERS PVT LTD
manages these p processes in accordance with requirements of ISO 90 01: 20 0 8
standard.
Issued by
MR
Reviewed & Approved by
Director/CEO
Issue/ Date
01/15.03.16
Rev. No./Date
01/--Page 36
7pages
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WALKERS SONS & CO ENGINEERS (PVT) LTD
TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
WALKER S ONS & CO ENGINE ERS PVT L TD ensures proper control l over r its suppliers
by verifying their locations with its own personnel, pr o vidin g of Quality assurance
plan s & prog rams , carrying out third party inspections (wherever applicable) and by
select ion of the competent su p plier for the respective jo bs to be done.
4. 2
4. 2. 1
4. 2. 2
Documentation Requirements
General
Quality Management System documentation of WA LK ER SONS & CO ENGINEERS
PVT LT D includes:
• Quality Policy and Quality Objectives
•
Quality Manu al • Documented procedures required by IS O 9001: 20 08 .
• Documented work instruct ion sheets, qua l it y procedures, and necessary
standards documents, for effective planning, operation an d control of the defined
processes.
• Quality records pertaining to various activities and processes.
Quality Manual
WA LKER SONS & C O EN GINE ERS PVT LTD has es tablished an d maintain s a docum ented
Quality Ma nual. The scope of the Quality Management System is
“Engineering, Project Management, Manufacture and Installation of Pressure Vessels, Piping Systems, Machinery, Heavy Engineering Structures, Electro
Mechanical & other Contract Works for all Industrial Sectors”
Due to the activities of the Organization, the following Cla use s are not applicable:
7 .3: Desi gn & Development- The Organization carries out it s activities strictly a s per
Customer’s Requirements. National o r Internat ional standards may be followed, as per
the specifications laid do wn by the Customer.
7 .5.2 : Va lida tion of Process for Product ion & Service Provisio n- All pr ocess output s
Can be verifi ed. Testin g i s done through ugh 3 rd pa rty ap proved labs.
Following Activities are outsourced:
1. Mo t or
2. Casting
3. Hu man Resources
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TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
T h e documentation at WA L K ER SONS CO ENGI NEERS (PVT) LTD has been
made in a 4 tier system as s ho w n belo w :
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Level 1
Quality Policy
Level 2
Quality Manual
Level 3
Procedures
Level 4
Work Instructions
Level 5
Forms
Level 6Document
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TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
The first lev el tha t i s the Level-1 document is the Quality Manual, which makes
re f erences to the Qu a li t y procedures and outline s the s truc ture of the document used in
the Quality Management Sy st em . It addresses the business operations r equired for
achieving customer satisfaction. This manual also addresses the co mplia nce to the ISO
9 001: 20 0 8 standard. Qu ality Plan Process Flowchart is a lso defi ned for t his pu rp ose.
The Quality Proce du r es are def in ed u nder Level-2 docu me nts a nd co nstitu te Qua lity
Proced ures. Th e se pr oc e dures are in cons iste n ce with t he re quireme nt o f ISO 9001:2
008 standa rd. Thes e pr oc e dures also ma ke refer en ce to Wo rk I nstructions th a t de
fine at a micro le vel, how a n act ivit y is p e rf ormed. Level 3 d ocume nts are g enerallyQu a li t y Work Instructio ns, an d ge n erally constit u te the Qua lity Assuranc e Plan
The documents g en e ra ted out o f the ab ove t hr e e leve ls o f do cu ment s are in t he f orm of
formats, registe rs, standards, p rocess measuremen t. The se constitu te t he Level-4 d
ocume nts and a re a p art of Quality system. These qualit y records p ro vi d e o bjective
evidence of the process happening satisfactorily and within t he se t fram ewor k of t he
Quality Manag em e nt S ys t em .
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TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
4. 2.3 Co n t rol of Do cu m ents
A system is esta blished fo r the easy iden tificati on of th e docu ment s an d to e nsur e
the av a il a bilit y o f rele va nt docu ment s a t p oint of use , with id e ntificat ion o f p ro per a
pproved au th o rity. St a mping o f d ocum ents is done with date s a nd revision numb ers,
if any. Care is ta ken t o en su re that th e do cumen ts are legible a nd id entif iable.
Externa l origin documents a re identified and distribut ion co n trol le d acc or d i ng ly .
Obso let e do cu me n ts are suitably marked t o av o id un -
in tend ed usage.
♦
Qu ality Manua l is iden tifi ed by the sh ort form QM
♦ Qu ality Pr o cedure Ma nual is id e ntifie d b y QP
♦ Qu ality Re cord s are id entif ied as QR
The process fo r controllin g the docu ment s with in th e organisati on is exp l ai n ed in the
Proc edu re for Con tro l of Docu ments : QP/01 Is s ue No 0 2, Issu e date: 15.03.16
4. 2.4 Contr ol of Re cords
WA LKER SONS & CO ENGI NEERING PVT LTD ha s estab lish ed a nd is mainta inin g a
syste m for iden tificatio n, st or a ge, p rotection and e asy retrieval of records, wh ich
provide evide nce o f co n formity to the Quality Manageme nt Syste m.
The p ro cess for such contro lli ng of reco rd s is ex p lain ed in deta il in th e Proce
dure f or Cont ro l of Quali ty Re cord s QP/02 Issue No 0 2, Issue date: 15.03.16 a nd is
a part of Quality Procedu re s. For ea se of re tr ieva l of records, t hey are stor ed in bo x f
il e s / stic k file s, wh ich are id entif ied wi t h box file name. Prop er la beli ng is fo l lo wed to
ensu re sp eedie r retri eva l o f re quired do cumen t. Wh erever possible, the reco rds are
st ored elect ro nica lly on the co mputer a nd f ile na ming and indexi ng meth od fo ll o wed
fo r easy acce ss.
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TITLE: QUALITY MNAGEMENT SYSTEM
Doc. Ref. No.: WSCEPL/QM/18 QUAL ITY MAN UA L ISO Clause(s): 5
T he resp onsibility fo r mainta inin g the recor ds, re t entio n pe r iod o f va r ious d ocume nts is
also identifie d . The record whose re t entio n perio d is over is d estro yed once a yea r un d
er intima tion t o th e Ma nage ment Re present ative (M.R.).
Proc ess Id enti fication an d Applic ation
Th e seri es of pro cess e s n eede d fo r the Qual ity Manag em e nt Syst em and their applicat
ion ha ve been identified by WALK ER SON S & CO EN GINEE RS (PVT ) LTD ENGINEERI NG and
th eir sequence and interacti ons h ave b ee n d efi ned as a pa rt o f the documentation of the
overall manageme nt st ru ctur e.
Th e Ma nual re f erenced herein indicat es th e quality plan s adop ted fo r t he Quality Mana gement Syste m. In a ddition to th e se, Work Instruct io ns, Operat ing Procedu res, Inspe ct ion P
roce dures are in pl a ce for all corre spond ing p roce sses wh erever detail
description/guidelines a re required .
Fu rthermore th e Or ga nization has ident ified criteria and metho ds re q uire d to en sure that th
ese p ro ce sses are effe ctively op erat ed and co ntrolled.
Th e in format ion an d resour ces necessary for e ach activity are al so ide ntif ied in th e quality
plan s. WALK E R SONS & CO ENGI NE ERS (P V T) L TD sh all id entify the meth ods to monito r,
me a sure an d an alyze these p ro cesses an d to imple ment actio ns necessary t o a chieve plann
ed re su lts a nd co ntinu al impr ove me nt of the same . Pro cess da ta and info rmation sha ll be
acquired and u sed on a co n tinuing b asis while su itable methods such as self -a sse ss m e nt a nd
manage me n t re view sha ll b e use d t o evalua te pr o ce ss improvement
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
MPEPL/QM/19 QUA L ITY MANU AL ISO Clause(s): 5
5
5.1
a
b
c
d
5.2
MANAGE MENT RESPONSI BI L ITY
Management Comoment
Ma n agem ent of WAL KER SONS & CO EN GINE ERS (PVT) LT D is co mmitt ed to the deve lo
pme nt a nd im pro veme nt of the Qu ality Manageme n t System b y:
Commun ic a ting t he impo rtan ce of me e ting cu stome r a s we ll a s re gulat ory and legal
requireme nts throug h per iodic aware ness a nd b eing self awa re of the same.
Establishi n g the Quality Po licy and Quality Obje ctives, th is se t as a guiding path.
Co n ducting Man agement Revi ew Me e ting s a t period ic in tervals to ke e p a ch e ck on QM
S.
Ensuring the a vailabil ity of necess ary resou rces, whe neve r n eeded for effective and
efficien t imple mentation of t he syst em lik e p rope r t ools, in f ra st r ucture, compe te n t
people.
Customer Focus
To p manag em e nt of WALK ER S S ONS & CO EI NG EERS (PVT) LTD. ensu res that custom
er re quir eme nts are d etermined by contract revie w and b y d oing customer sa
tisfaction surve y, with the aim o f enha ncin g cust ome r sa t is f action and delivering the
right servi ce , me eting th e requ ired standards.
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
MPEPL/QM/19 QUA L ITY MANU AL ISO Clause(s): 5
5.3 QUALI TY POLICY ha s bee n de fined as :
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
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Th e Qual ity Policy is appr ove d by the Managing Director. The Quality Policy is
periodicall y reviewe d for its su itabilit y- generally e ve ry 6 mo nths durin g the Mana gement Review Me e tings. Th is p olic y is co mm u nicated to a ll the emplo yees an
d the same has been understood by them. The po licy is displayed at rele vant places
such as office of re levant impo rt ance.
Th e Pers onne l shal l be in terv iewe d duri ng the MRM s f or t he adequate awa
reness of th e Q u a li t y P o l i c y . I f n o t , then adequate tr a inings sh all be arranged
by t he MR .
5.4 Planning
Qual it y Objec tives
Th e Qual ity Ob jectives are consistent wi th th e Qualit y Policy includin g the commit
me nt t o co ntinu al im p ro ve me n t. Th e Q u a l i t y Object iv e s o f W A L KER SONS & CO
E NGINEERS (PVT) LTD are:
5.4. 1 Qualit y Object ive s
Endure to achieve 100% Customer Satisfaction
Achieve 50%Growth in revenue for year 2012.
5% of employees to be trained on skill development annually
Improve overall productivity to increase the profit margins above Rs. 15
million for year 2012
Endure to achieve zero accidents for year 2012 by creating accident free
environment at workshop and sites.
Progressively increase the market share of Tea machinery by 5% locally and
abroad year on year.
To minimize wastage 5% from the present level.
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TITLE: MANAGEMENT RESPONSIBILITY
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5.4. 2 Qua lity M an agement S ystem Pl a nn in g
Top manag ement of WA L KER S ONS & CO ENINEE RS (PV T) LTD ha s ensured that Th e
Qua li t y Ma n agement System Plann in g is carr ied o ut durin g the Man agement
Revie w Me eting s, to suit the ch ange s in th e Qu a lity Ma n agement System and Quality
Ob je ct ive s.
Th e integ rity of th e Qu ality Managemen t System is mainta ined wh eneve r
changes to th e Qu ality Ma n agement Syste m i s p lann ed and im p lemen ted a s per t he
clau se 4.2. 3 fo r co ntrol o f d ocuments.
Quality Plan Process Flow C harts have be en def ined for the purp ose of process
ma ppin g a nd set t he gu iding framework for processes.
5. 5
5.5.1
Resp onsib ility, Au th or i ty an d Co m mu n icatio n
Respon sibi lity and Authority
We ha ve u nderstood the im p ortance o f se tting clarity in t he respon si b ilit ies a nd
au thoritie s of our perso nnel. In li ne wi th t his, we ha ve d efined t he responsibi lity a nd au th o
ritie s fo r majo r funct ions as give n in th e organiza tio n ch art and have de f ined in QR/R-A, andthe sam e is com muni cat ed to t he emplo ye es .
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
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5.5.2 Ma na geme nt Rep rese ntative (M.R.)
Top management of WALKER SONS CO ENGI NEERS (PVT) LTD , th e Qualit y Con tr ol engineer, as
Manageme nt t Represent ative a nd his respo nsibil ities and au t ho r itie s are a s d efined be low. A
le t ter t o th is e ffec t has a lso been issue d an d reco rds maint ained .
Responsi b ility & a uth ori t y of the Qua lity Co ntro ll e r fo r the M.R. func ti on.
(i) To ensur e t he e ffect ive imple m entation of th e Qu a li t y Mana gement S ys t em in
accordance wi t h the I SO 90 0 1: 2 008 st an d ard.
(ii) To re port the sta tus o f th e Qualit y Mana geme nt Syst em to the ma n agement from time to
t ime.
(iii) To orga nize mana gem ent rev iew meetings a nd focus th e o rg anizat ion towar ds the cr itical
issu es af fectin g th e Qu a lity Syst em and eve ntua lly customer satisfa ction.
(iv) Issue and control o f Qu ality Syste m do cumen ts .
(v) Pro mote aw arene ss of cu stomer requireme nts t hrough out the orga niz atio n.
(vi) Pr e pa r e, re view and issu e Qu a li t y Ma n ual.
(vii) Pr e pa r ation, re view ap p ro ves an d issu e o f q uality procedures, work in st ru ction sh ee t s
and ot her rele va nt docu ment s in co nsultat ion with resp ect ive d e partment head s.
(viii) Or ga nize in t ernal quality au dits in conju nct ion with respe ctive de partm ent and ensure
complian ce wi t h the d ocume nted system.
(ix) To li a ise with ce rt ificati on body regarding I SO 9001 : 20 08 Qu a li t y Mana gement
Syst em .
5.5.3 In t er n al Co m mun icat io n
The t op manag em e nt o f WA LKER SONS & CO ENGI NEERS (PVT) LTD. ensu re s the ef fective
co mmu nica tion , rega rdin g the pr oce sses of the Qu ality Man agement System th rough period ic
ma n agement review me e tings preferab ly on ce in ever y 6 mo n ths. (Man agement can also
condu ct the me etings a s a nd wh en required). Also communica t ion is estab lish ed
throug h va riou s ot h er me diu ms in fo ll o wing fo rm s to en sure th e effect iv e ness of th e Qu a lity
Ma nage ment System:
♦
Regu lar communica t io n b etwe en the person nel o f same an d in t er de partme nts.
♦
I nt e rnal communica t ion a mong st variou s de p artments.
♦ Qu ality assuran ce prog ra m.
♦ I nt e rnal Au d its.
♦ Training record & MRMs
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
MPEPL/QM/19 QUA L ITY MANU AL ISO Clause(s): 5
Communication in an QMS includes the communication of internal and external information to management,
and the communication from management to others of their intentions regarding environmental impacts.Communication should include procedures for internal reporting as well as external reporting on activities of
the organization. This communication is designed to:
• Demonstrate management’s commitment;
• Make others aware of the organization’s policy and commitment to responsibility;
• Address concerns about the organization’s activities by external parties; and
• Announce the organization’s strategic management approach.
Establish a line of communication that clearly defines emergency responsibilities
Once the organization has implemented an QMS, then communication extends from the initial corporate
issuance of an report to other, “softer” forms of communication such as open houses for interested parties,routine press releases concerning activities, direct performance reports.
WALKER SONS & CO ENGINEERS (PVT) LTD has considered the following in this effort:
• Processes established for receiving and responding to internal and external interested parties concerns
relative to the Hazards?
• How is the organization’s policy and performance communicated (internal and external), and are the results
of audits and other self-critical analyses included in this communication
• Will internal communication be adequate to foster continual improvement
When communicating, WALKER SONS & CO ENGINEERS (PVT) LTD considers many specific items that
may be important to communicate:
• Policy and corporate profile;
• Established targets and objectives;
• Measurable performance evaluation such as waste reduction figures, recycling efforts, energy savings,
etc;
• Identified opportunities; and/or
• Independent verification of communicated results.
The top management, the MR or the public relations officer shall be the only ones to release
information to third parties about QMS matters. WALKER SONS CO ENGINEERS (PVT) LTD will be open to
third party inquiries as possible, acknowledge the existence of problems where they arise, communicate
about them, and try to involve responsible third parties in the solution process. Direct and honestcommunication increases the knowledge and understanding of external parties and lays the foundation for
mutual trust and acceptance. Performance may still be closely scrutinized, but the external party may view from
a factual position rather than an emotional one.
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
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Objectives:
WALKER SONS & CO ENGINEERS (PVT) LTD has established and maintained communication to:
1. Raise awareness of the organization's policy, objectives and targets, and QMS.
2. Receive, document, and respond to QMS concerns and suggestions that come from employees.
Responsibilities:
It is the responsibility of MR to communicate information to all effected and interested internal parties. It is
also the responsibility of Departmental Heads to receive, document and respond to all questions, concerns and
suggestions from various staff.
5. 6
5.6.1
Ma na geme nt Revi ew
General Top manag ement of WALK ER S ONS & CO ENGINE E RS (PVT ) LT D re vi e ws the Quality Ma nagemen
t S ys t em o nce in ever y 6 mo nths in the ma nag emen t revi ew meet in gs, t o en sure its co ntinu ing
st ability, adequacy and effe ctiveness.
The revie w ev a luate s the need for c hang e to t he o rg anizatio n’ s Quality Manag em e nt
Syste m, inclu ding Quality P olicy and Quality Ob je ct iv es .
The M.R. takes de cision s regar din g th e me eting date a nd t he a gen da a nd co mmun ic a tes th e same
to th e M. R.M comm itte e mem ber s th ro ugh t eleph onic cal l / memo , at leas t o ne week in adva nce
t o en sure the a vailabil ity of the d esire d me mb e rs . The Management Re p re senta ti ve (M. R.) ch airs the meet ing. Fo llo wing are the M.R. M
committee members.
• Di r ector - CE O
• Director- Plantation
• Director – Project
• Managerial Staffs
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TITLE: MANAGEMENT RESPONSIBILITY
Doc. Ref. No.:
MPEPL/QM/19 QUA L ITY MANU AL ISO Clause(s): 5
5. 6.2
a
b
c
d
e
f
g
Review Input
The in puts t o the ma n agement revie w includ e t he curr ent pe rf or mance and improveme nt op
portu niti es r elat ed to the following:
Results o f t he in ternal audit s and th ir d pa rty audi ts condu cted periodically.
Customer fe e dba ck including custo mer complaints.
Process performan ce and Pr oduct co nformit y thro ugh in spection repo rts. St
atus of pr e ventive and corre ctive a ct ions.
Foll ow-u p ac t ions fro m prev iou s man ag e ment revi ew me e tings.
Proc ess chan ge s made, i f an y, which can a ffect the Qual ity Mana gement. System.
Recommendations fo r fu rt her im pr o veme nt .
l t he a bove in puts are di scus sed for the b usiness ac t ivit ies of WALK ER SONS & CO ENGINEERS
(PVT) LTD. Respon sible p erson for p rovid ing d et a ils of each activity sup ports th e inpu ts
wi t h rele van t reco rds. The re commendation s, improveme nts sug geste d and result s a re co
mmun icated b y M.R. to the sect iona l in ch arge fo r ne cessary action .
5. 6.3
a
b
c
Review Output
The ou t puts from t he mana gement re vi e w in cl u des a ctions related to :
Impro veme nt of the effect iven ess of t he Qu a li t y Mana gement Syste m and its processes. Id ent if
icat ion of new pr oces se s, if any is done.
Improveme nt of t he Serv ice relate d to th e cust omer re q uire ments.
Resources needed for co ntinual impleme ntat ion of the Qualit y Ma nage ment Syste m .
Resource need s coul d be in frastruct ure, compete nt profession als o r a new sub- con
tractor. The re sult s of th e ma n agement re vi e w me eting is reco rde d in mi n utes of me e ting by
t he M. R. and circu late d to all th e a tten dees of t he meeting.
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TITLE: RESOURCE MANAGEMENT
Doc. Ref. No.:
WSCEPL/QM/20 QUA L ITY MANU AL ISO Clause(s): 6
6
6. 1
a
b
RESOURCE MANAGEMENT
Provision of Resources
WALKER SONS & CO ENGI NEERS (PVT) LT D manag ement is awa re of the importance
of availability of resources in delivering final output satisfactorily to the customer. The
management has determined these resources and the same have been provided along
with prop er hou sekeep ing of these r esource s. This is done t o:
Implement a nd c o n t i n u a l l y maintain t he e f f e c t i v e n e s s of Q u a l i t y
Management System.
Enhance customer satisfaction by meeting customer requirements.
6.2
6.2.1
6.2.2
a
b
Human Resources
General
WALKE R SON S & CO ENGINE ERS (PV T) LTD recog nizes th e import ance o f itspeople and
considers them as key assets. With this in mind, the top management ensures that the
personnel who per for m work aff ect ing the serv ice realization are competent on the basis of
appropriate education, training, skill and necessary experience required to deliver the
results. This is to ensure that the final deliverable is as per customer’s satisfactionand expectations.
Compete nce, Aw areness and Training
In order to deliver the planned results, the management of WALKER SONS & CO ENGINEERS
(P VT) L TD :
Has ident if ied competency needs for i t s p e r s o n n e l performing the purchase,
check ing and other activities af fec tin g the quality. Train ing progra m has been chalked out for
the calendar year.
Provides orientation and on the job training to new employees whenever
appropriate.
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c
d
e
6.3
a
b
c
d
The immediate superior evaluates the effectiveness of the training provided
throug h on job perfor mance monitoring.
Communicates the importance of the activities of its personnel and highlights to them
the signif icanc e of their activit ies a nd how it contrib utes to the achievement of the
quality objectives. Awareness tr ai ni ng p rogram for ISO becomes one of such forums of
discussion.
Ensures through M.R. The maintaining of records of education, experience, training
and skills of each employee.
Infrastructure
The management of WALKER SONS & CO ENGINEERS ( PV T ) LT D has determined
& provided necessary infrastructure to achieve conformity of its product including:
Machines
Measuring Equipment ’s
Office, Workshop and associated utilities.
Equipme nts like compu ters, printe rs, etc. required.
Supporting services like better communication facilities such as Fax, E-mail and other
office automation facilities.
Efficient and time-tested transporters are used to despatch material to customers, thereby
ensuring safe and timely delivery.
6.4 Work Environment
WALKER SONS & CO ENGI NEER S (PV T) LT D has determi ned a nd manages the appropriate
work environment needed to achieve conformity of its product quality. This i s e nsu re d
t h r o u g h p r o p e r h o u s e k e e p i n g . House K e e p i n g c h e c k l i s t s h a v e also been
made and records maintained
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
1.0 Pu rpose: To establish procedu re s for the e ffect ive and e fficient ope ra
tion of the real izat ion a nd suppo rt pr ocesse s th u s en su ri n g WALKER
SONS & CO ENGINEERS (PVT) LTD capability o f satisf yi n g its custo mers.
2.0 Scope: All Services o f WAL KER SONS & CO E NGINEERS (PVT) L TD as in the QMS
Sc o pe .
3 .0 De finit io ns:
Ca pability – ab ilit y of an o rganizati o n, system o r proce ss to re alize a Ser vice
( s er vice) th at will f ul l th e r eq ui r ements o f t hat Ser vi ce (se rvice) .
Co ncession – permission t o use or r elea se a Servi ce that does not confo rm
to the specif ied requiremen ts.
De si g n & deve lo pm e nt – set of proce ss e s t hat transfo rms re q uiremen ts
into sp e cif ic ch a ra ct er is t ics or in to th e spec ific atio n of a Service
(s e rvice), process or syste m.
Me a su ri n g eq uipme nt – Me a su ri n g instrument, software, measure men t
standards, refe rence ma teria l or auxi liary appara tus or comb inatio n the re of
necessary to realize measurement process.
Process – se t of interrelat ed o r inte r-acting activit ies, which transfo rm input s
into output s.
Service – re sult of a process.
Re le ase – pe rmission to proce ed to th e nex t st a ge of a process
Re quir emen t – need o r expect ation th at is stat ed, gene ra lly implied or obliga
to r y.
Specifica tion – do cumen t st a ting requirem ents.
Supp li e r – o rg aniz atio n or p erson t hat pr ovide s a Service.
Te st – det ermination of on e or mor e ch a ra cteristics according to a
procedu re .
Tr ac e ability – a bili ty to tr ace the histo ry, ap plication o r locat ion of th a t
wh ich is un d er consid eration.
Validat ion – confirma tion, through t he provi sion of objecti ve evidence , that
the re quir emen ts to a specif ic in tend ed use or appl icat ion ha ve been fu
lfilled.
Verification – confirmatio n, th ro ugh the pr o visio n of objective evidence , that
sp e ci f ied requ irem en ts h ave been fulfilled .
4.0 Responsibility: Directors & Relevant Personnel
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
5.0 Procedure
7 Product Realization
7.1 Planning of Product realization The Top Management plan and develop the processes/activities needed for
Product realization in the form of for each order/ Service.
In Planning the following aspects are specified, as per the order / contract:
1. Relevant quality and business objectives that are in line.
2. Parameters as specified by the customer and determined after reviewing the
requirements.
3. Product monitoring aspects and specific verification activities implemented at both
intermediate stages and the final release.
4. All validation, mo nit or in g an d inspection ac ti vi ti es , acc epta nce cr it er ia and
post-delivery confirmations as applicable to the order,
Director/CEO communicates the output of this planning, to persons involved in Service
realization.
7.2 Customer-related processes
7.2.1 Determination of requirements related to the Service
1. WALK ER SON S & CO ENGI NEER S (PVT ) LTD determines requirements
specified by the customer in the document, order or amendment.
2. These requirements would include the details of delivery/ post-delivery
activities, statutory and regulatory requirements.
3. Requirements necessary for specified or intended use, as understood by
WALKER SONS & CO ENGINEERS (PV T ) LT D is sought from the customer.
4. The following requirements are determined by Director/ staff:
1. Size, numbers, specifications(including technical) and service time,
2. Availability of accessories,
3. Customer collection arrangements or delivery locations
4. After sales activities, if any
5. Acceptance criteria, documentation and acknowledgement.
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
7.2.2 Review of requirements related to the Service
Director/ CEO or the Sales Manager reviews the requirements related to the Product.
Review of the documents, tender or contract consists of the following stages:
1. Examination of the enquiry in regard to commercial and technical requirements and
the feasibility of the required Product delivery within specified period. Parameters, as
applicable, are:
1. Requirement specification
2. Delivery schedule
3. Model, quantity.
4. Price, Billing and Payment issues
5. Other commercial terms, and
6. Acceptance criteria & Service release issues.
2. Examination of the offer for conformance to the order, completeness, clarity ofTechnical requirements and feasibility of Product delivery. Detailed comments are
provided in related areas in the review of requirements for the enquiry/ order and
Product.
3. Amendment to requirements: Changes in order from customers are received and
reviewed by Director - CEO or the Sales Manager responsible for reviewing
initial orders. Approved changes are communicated to all affected by the
modifications.
7.2.3 Customer communication
The Managing Director & Sales Manager determines and implements effective
arrangements for communicating with customers in relation to:
1. Product information i.e., customer list, company profile etc. WALKER SONS
& CO ENGINEERS ( PV T) LTD offers customization of the Product to suit the
customer’s requirements especially for the type of Product required by them.
2. The Director-Operations ensures periodic collection (at least once in a year)
of Customer feedback [WSCEPL/QR/CFB] and MR analyzes the same for requisite
actions and submits the analysis for review in management review meetings.
3. MR ensures proper registration of customer complaints i.e. customer name,
date of complaint, nature of complaints by employees responsible for
receiving the complaints. The Management is committed to respond to all
customer complaints record in the customer complaint record [WSC EPL/QR/CCR-
CAR-PAR]. All customer complaints are analyzed and reviewed in
management review meetings with root cause.
4. All other Customer Communications are recorded and maintained.
7.3 Desi gn and Deve lo pm en t
Excluded from the QMS
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
7.4 Purchasing
7.4.1 Purchasing process
The General Manager / Purchase-Stores Exec is responsible for issuing orders forpurchase of Products and Products in conformity with the specified purchase
requirements. For routine activity MR ensures that the purchased Products or
Products meet the quality requirements of subsequent Product realization.
Director- CEO evaluate and select all suppliers based on their ability to supply Product in
accordance with the customer requirements. Specific quality and organizational
questions are asked in Supplier Information Form [WSCEPL/QR/SEF] at least once in a
year and Purchase-Stores Exec evaluates objectively in relation to the Product and
Products under consideration. They also maintain control of evaluation on the
established criteria for selection, evaluation and re-evaluation at least once in a year.
When appropriate, supplier audits are carried out and records are maintained with
MR. Records of approved list of suppliers and suppliers rating are maintained[WSCEPL/QR/SRF]
7.4.2 Purchasing information
Director/ CEO ensure the adequacy of specified purchase requirements prior to their
communication to the supplier. Director/ CEO decide on the purchase requirements and
specifications based on the Product planning, Product development data and customer
order specification. Specifications of all purchased materials are approved in
advance by Director - CEO and are included in the purchase information and to be used
for verification of purchased Products,
7.4.3 Verification of purchased Product
Purchase / Stores Incharge ensures that the verification of purchased Product
provision is included in the purchasing information and the verification of
purchased Product or Products at company or supplier premises are conducted- an
INSPECTED OK stamp is put on incoming dockets and records are maintained.
Materials not suitable for use are returned to the suppliers, and Products not
rendered as required are resolved with the supplier. Rejection and other failures are
recorded and considered for evaluation and rating of the supplier – immediately if it
is of serious nature or during yearly evaluation and rating exercise.
7.5 Product and service provision
7.5.1 Control of Product and service provision
Director/ CEO ensures resource requirements related to the control of Product and
service provision for all the Products. Director/ CEO ensures that relevant work
instructions are available, understood and used at shop floor and site to ensure
compliance of standard methods and sequence. After the orders are reviewed and
accepted, planned as per requirements specified by the customer. Delivery time is
monitored to measure the efficiency of the planning. These data is used for planning
the entire operation, mainly the planning of procurement and planning of dispatches
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
7.5.2 Validation of processes for Product and service provision
Excluded from the QMS
7.5.3 Identification and traceability
WALKER SONS & CO EN GI NEER S (PVT ) LT D provides adequate identification
for traceability of the Products through unique identification and documentation.
WALKER SONS & CO ENGINEERS ( PV T ) L TD controls and records the unique
identification of the Product while receiving and also while releasing a Product.
Where appropriate, WALKER SONS & CO ENGINEERS (P VT) LT D identifies the
Product by suitable means throughout storage and delivery as per guidelines of the
customer.
MD has planned and developed the processes/ activities needed to identify and trace
the Products, Product status throughout Product realization, delivery and post delivery
stages, as follows:
1. For all order execution, the order number given by the customer during
booking is used in planning, execution, billing and follow-ups with customers.
2. Traceability of the Products during subsequent storage and delivery is
ensured through a system of identification through serial number, as
applicable considering the requirements of the customer and quality of the
Product. Stickers are labeled on the product- this includes the Part No(Inv contain
the Part No & Stock I/c maintains the records). Records of Sale date, Type- D-Phaser,
HD Phaser, JD Phaser & LD Phaser(with Life time warranty). Warranty Cards
are used for separate products
3. The DIRECTOR -CEO, the releasing authority, ensures verification of relevant
records and compliance, before releasing Products.
4. On the Product the following things are marked: Model No, Rating, Sr No,
Guidelines
7.5.4 Customer property
Customer Properties are identified as: 1) Rejected Materials brought in from the
Customer. 2) Customer sites
Rejected Materials from the Customers are recorded in the Stock Book by the
Sores Exec.
Site Survey & Feasibility Checklist is made, Installation checklist Report is made and
records maintained.
7.5.5 Preservation of Product Stores Exec ensure preservation of the product during storage, and delivery to the
intended destination. This preservation includes identification, handling, packaging,
storage and protection. Preservation is also applied to the constituent parts of Product.
Stock Records are maintained.
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TITLE: PRODUCT REALIZATION
Doc. Ref. No.: WSCEPL/QM/21 QU ALIT Y MA NUAL ISO Clause(s): 7
7.6 Control of monitoring and measuring devices
WALKER SONS & C O EN GI N EERS ( PVT ) LT D has determined the monitoring
and measurement to be undertaken and the monitoring and measuring devicesneeded to provide evidence of conformity of the Product to pre-determined
requirements [WSCEPL/QR/LOE].
WALKER SONS & C O ENGI NE ER S (PVT ) LT D has established processes to ensure
that monitoring and measurement are carried out in a consistent manner with the
monitoring and measurement requirements.
Where necessary to ensure valid results, measuring equipments are:
• Calibrated or verified at specified intervals, or prior to use, against
measurement standards traceable to international or national measurement
standards; where no such standards exist, the basis used for calibration or
verification are recorded, • Adjusted or re-adjusted as necessary,
• Identified to enable the calibration status to be determined,
• Safeguarded from adjustments that would invalidate the measurement result,
• Protected from damage and deterioration during handling, maintenance and
storage.
• Calibration records of measuring and monitoring devices used in outsourced
processes and for purchased materials are collected and evaluated as part of QMS.
Records of calibration of devices used in outsourced processes are maintained by
Maintains
In addition, WALKER SONS & CO ENGINEERS ( PV T ) LT D is committed to assess and
record the validity of the previous measuring results when the equipment is foundnot to conform to requirements. The DIRECTOR - CEO takes appropriate action on the
equipment and any Product affected. Records of the results of calibration and
verification are maintained.
8 Records:
Customer Complaints Record
Approved Suppliers list Supplier Assessment form,
List of Monitoring and measuring devices
Calibration records
7.0 Measurement: Performance reports, Review process compliance.
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TITLE: MEASUREMENT ANALYSIS & IMPROVEMENT
Doc. Ref. No.: WSCEPL/QM/22 QU AL IT Y MA NU AL ISO Clause(s): 8
1.0 Purpose: To establish a procedure to ensure efficient and effective monitoring,
measurement, collection, and a n a l y s i s of d a t a t o a c h i e v e i m p r o v e m e n tof processes and for taking fact based decisions.
2.0 Scope: All Services and processes in the QMS.
3.0 Definitions:
Conformity – Fulfillment of a requirement.
Continual Improvement – Recurring activity to increase the ability to fulfill requirements.
Correction – Action to eliminate a detected nonconformity.
Corrective Action – Action to eliminate the cause of a detected nonconformity or other
undesirable situation.
Customer Satisfaction – Customer’s perception of the degree to which the
customer’s requirement have been fulfilled.
Defect – Non-fulfillment of a requirement related to an intended or specified use.
Measurement Process – Set of operations to determine the value of a quantity.
Nonconformity – Non-fulfillment of a requirement.
4.0 Responsibility: Directors & other relevant personnel.
5.0 Procedure
5.1 Measurement, Analysis and Improvement
5.1.1 General: The QMS of WALKER SONS & CO ENGINEERS (PVT ) LT D has a provision for
planning, implementing, monitoring and measurement in all the procedures specified in
section 7.0 and relevant records are specified in section
6.0. The procedures address to the requirements of demonstrating Service
conformity QMS conformity and continual improvement aspects. Internal Audit andother improvement procedures take care of ensuring effectiveness of process and
its continual improvement. Simple statistical analysis has been used to ascertain the
trends and to arrive at fact-based decisions.
5.2 Monitoring and Measurement
5.2.1 Customer Satisfaction: Monitoring and measurement of customer satisfaction is based
on Customer Feedback [WSCEPL/QR/CFF] and analysis of Customer complaints recorded
in the format [WSCEPL/QR/CCR]. The analysis of the feedback is done on a few
parameters specified in the format, and aspects need attention (i.e. are rating below 2 in
a 0 to 10 scale) are identified for improvement actions. Parameters with average score 3
or above are considered strengths and used for motivating the team and for marketing
plan. MR writes to the customers seeking feedback at least once a year.
The frequency-analysis of complaints on Services or activity is used to identify the
potential areas of problems/ defects. MR resolves the issues and approves the
improvement actions.
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TITLE: MEASUREMENT ANALYSIS & IMPROVEMENT
Doc. Ref. No.: WSCEPL/QM/22 QU AL IT Y MA NU AL ISO Clause(s): 8
5.2.2 Internal Audit
MR analyzes internal audit findings and clause-wise frequency (6 Months) as evident
is considered as areas of potential improvements. Respective functions and people
are assigned by Director - CEO to bring effectiveness in results. The progress is
monitored through subsequent verifications or next Internal Audit.
5.2.3 Monitoring and measurement of processes:
1. Capabilities of the processes are measured during review of requirements prior to
commitment to the customer.
2. Delivery time as required by the customer is agreed in the contract. Delivery time
compliance is monitored. Corrective actions are initiated for future activities.
3. Processes in QMS are monitored through internal audit. Compliance against
clauses of ISO 9001:2008 are measured for improvement actions.
4. Performance of processes, equipments, and people are measured on
parameters for initiating corrective actions and the measurement is also used for
motivating team members.
5. The process monitoring and measurement records are used to analyze
potential areas for improvement of system and customer satisfaction.
5.2.4 Monitoring and measurement of Product:
1. On receipt of Customer’s Purchase Order (PO), the Director - CEO or Factory
Manager verifies the content and check availability of materials at the stores
2. The delivery time is assessed looking at specification and other aspects.
3. Processes are selected on the basis of specification, complexities.
4. Delivery time is determined and mentioned to the customer keeping theexigencies in hand to ensure delivery within the time expected by the customer.
5. The Service monitoring and measurement records are used to analyze
potential area for improvement of system and customer satisfaction.
6. The Organization maintains a Quality Assurance Plan for each stage of
Inspection- Incoming, Inprocess and Final. This Quality Assurance Plan contains-
Object of Inspection, Type of Inspection, Sampling Plan, Tolerance criteria, Applicable
standards, Qualified Equipment, Responsible Personnel and Records
7. The Organization has made a rubber seal- INSPECTED OK which contains details like
Quantity Check, Quality Check, Visual Check and other Checks. These inspections are
based after referring to the Quality Assurance Plan.
8. The stores I/c keeps all the Inspection records
5.3 Control of nonconforming Service:
Control of nonconforming Services is ensured as per procedure. The records of
nonconforming Service and concessions are maintained
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TITLE: MEASUREMENT ANALYSIS & IMPROVEMENT
Doc. Ref. No.: WSCEPL/QM/22 QU AL IT Y MA NU AL ISO Clause(s): 8
5.4 Analysis of data:
Analysis of data is carried out at appropriate time intervals (not more than 6months) on customer satisfaction, Service conformity, Trends of processes and Service
and also of suppliers’ performance, to ensure the continual improvement of the
effectiveness of the QMS.
1. Customer satisfaction data collected through Customer perception survey conducted
at least once in a year. Few characteristics of the Service are identified as key
characteristics of customer satisfaction [WSCEPL/QR/CFF]. The score is computed on
percentage basis for evaluation and measurement. Improvement actions are
initiated for low scores showing opportunities for improvements.
2. Process and Service measurement trends are monitored through QMS
process data and records. MR compiles the data and computes the quarterly trends
that are reviewed during MRM.
3. Improvement actions including continual improvement, corrective and
preventive actions are providing data for trend analysis and MR submits the analysis
to MRM.
4. Suppliers are evaluated over a period of time on their performances on
specified parameters [WSCEPL/QR/SEF] and their service trends are analyzed
for rating.
6.0 Records:
Customer Complaints
Customer Feedback Temp&AQC4000
Supplier evaluation Temp&AQC8000,
7.0 Measurement: Internal audit and Analysis of data.
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WALKER SONS&
CO ENGINEERS
(PVT) LTD CONTROL OF MONITORING AND
MEASURING DEVICES
Issue No : 02
Issue Date : 15.03.16
Revision No : 01ISO 9001:2008 QMS Revision Date:
&
CORE PROCEDURE
Appendix No: 01
OVERVIEW OF THE ISO 9001:2008 REQUIREMENT
FOR THE CONTROL OF MONITORING AND MEASURING DEVICES
7.2
Customer
relatedprocesses
7.3
Design anddevelopment
7.1 Planning of
product realization
REQUIREMENT
NO. 7 PRODUCT
REALIZATION
7.4 Purchasing
(e) Maintain
Records
(d) Perform
Calibration
(c) Establish
Processes
(b) Identify
Devices
7.6 Control of
monitoring andmeasuring
devices
7.5 Productionand service provision
(a) Identify Need
Process
OwnerManagement
Representative
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CONTROL OF DOCUMENTS
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008QMS Revision No : 01
CORE PROCEDURE WSCEPL/QP/01
OVERVIEW OF THE ISO 9001:2008 REQUIREMENT FOR
CONTROL OF DOCUMENTS
4.1
General
Requirements
ISO
Requirement
No: 4
QUALITY
MANAGEMENT
SYSTEM
4.2
Documentation
Requirements
Quality Policy Quality Objectives
4.2.2 Quality
Manual
4.2.3 Control
of Documents 4.2.4 Control
of Records
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WALKER SONS &CO ENGINEERS
CONTROL OF DOCUMENTS
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008QMS Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/01
PURPOSE
To control all documents and related to the Quality Management System.
SCOPE
All documents within the quality management system
RESPONSIBILITY
MR for control & issue and DGM for approvals before use.
PROCEDURE
1. Approval of documents: All documents given in the list of documents
shall be reviewed for adequacy and approved prior to issue. The MR shall review the
documents and sign on each page of the documents for approval and put the MASTER
stamp. The MR shall ensure that all the relevant pages are signed for approval prior
to issue.
2. Review & re-approval: Whenever there is an amendment in the documents, the MR shallreview the amended document and sign for re-approval of the same. The MR shall put the
MASTER stamp on the amended pages.
3. Identification of documents: All the documents shall be identified by a Prefix no.
Prefix A1 A2 A3 N N N N
Prefix – This is used for identification purposes in initial categorization
1. Project Code - (Project Code) – project related documents
2. Tender No - (Tender No) – tender related documents
3. Relevant Code - (General/Template) – other documents (e.g. templates)
N – Number used for grouping (first numerical digit)
*If required first 2 digits could be used classification
Also note when defining the counting no. when there are multiple types of documents under
the same DCC, the user should define a numbering range & this could be done by using the
fist 2 digits.
NNN – Counting Number (Last 3 digits)
Therefore maximum number of records can range from 1-999
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The covering page of document shall contain the document ID, copy no., and issue no.
and the copyholder’s name. The issuing authority shall ensure the proper identification of
documents. Every page of document manuals except the cover pages shall carry the
document no. current issue and revision status. Contents of all documents shall be
legible and permanent. The MR shall ensure this.
4. Identification of latest revision status: During the first issue of the quality manual, the
issue no. shall be set to “1” and the revision no. shall be set to “0”. Whenever there is an
amendment in any page, the revision no. shall become “1” and shall go on increasing by 1
every time there is an amendment. The date of revision shall also be mentioned on
each page. The record of these revisions shall be kept in amendment record with revisionno.
5. Availability of relevant version of the documents: The MR shall ensure that the
documents are available in their latest revision statuses in MASTER as well as the
CONTROLLED COPY. Only the MASTER shall be kept at the office and the CONTROLLED
COPY shall be sent to the other required places. Whenever there is an amendment in
the documents, the MR shall ensure that the MASTER as well as the CONTROLLED
COPY of the latest documents is replaced in the relevant files. Whenever
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WALKER SONS &CO ENGINEERS
CONTROL OF DOCUMENTS
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008QMS
Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/01
a CONTROLLED COPY is created, the record shall be updated in the Master List of
Documents.
6. Distribution control: The MASTER copy of the documents shall be kept with the MR.
The controlled copy shall be made available to the assessing authority as andwhen required. Following rubber stamps shall be used for identification & control.
7
.
Control of documents of external origin:
(a) Identification and control: At the receipt of any drawing or standard specification,
the MR shall review and ensure that the document is of latest version. MR shall
update the list of external origin documents a n d an identification number shall be
assigned to the document.
(b) Amendments of external origin documents: MR shall interact with the external
agencies and clients to ensure that the changes carried out in the external documents are
adequately communicated. MR shall arrange the latest version of the amended
document. MR shall ensure that all obsolete documents of external origin are identified
using OBSOLETE stamp and promptly removed.
8. Amendments to internal documents: The MR shall ensure that all documents ofinternal-origin (identified within the quality management system) that are obsolete,
are stamped as OBSOLETE and promptly removed from the points of use. The MR
shall ensure that the CONTROLLED COPY of the document has also undergone the
relevant changes and that the obsolete controlled copies are destroyed immediately.
9. Quality forms/formats: MR shall be responsible to design, prepare, release under trial, get
feedback, review, approve and issue various forms/formats used in the organization. The
formats shall not indicate the issuing, reviewing and approving authority or the issue
status, only the revision status shall be evident. These records shall be detailed in the
index of Formats. The format numbers shall be given as [FORM Prefix A1 A2 A3 N N N
N,], where WSCEPL – WALKER SONS & CO PVT L T D , t h e O r g a ni z a t i o n ; where QR or WI
quality record or work instructions ; XX - The particular format in alphanumerical. Thedate of revision shall be available on the list of quality records (Rev No)
Sr.
No. S T A M P S U S E
1 MASTER Document with original signatures stamped as “MASTER COPY”
2 CONTROLLED Photocopies of original documents stamped as “CONTROLLED”
3 OBSOLETE Seal affixed as “OBSOLETE”
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10. Records: Records are also special type of documents, the control of which shall be
described in QR/XX. Files and Registers are designated as F/ or R/
REFERENCE DOCUMENTS AND RECORDS:
• Master list of documents
• List of external origin documents
• List of Quality Record
• Procedure for control of records
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WALKER SONS &CO ENGINEERS
CONTROL OF DOCUMENTS
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008QMS Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/01
PROCESS FLOW CHART Appendix No: 02
All QMS Documentation shall have unique reference
numbers consisting of identification codes
Four part code
Example
Part 1 Part 2 Part 3 Part 4
4.2.3 DQA CP 01
ISO
Requirement
No.
Division or
Project
Number
Document /
Record
FormatType
Document /
Record Format
SequenceNumber
Further Division
from 4th part
possible, if
required
Supplementary or Alternative Numbering System by
Divisional/ Functional Head in consultation with MR
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Director - HOOP
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WALKER SONS &CO ENGINEERS
CONTROL OF DOCUMENTS
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008QMS Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/01
DOCUMENT AND RECORD IDENTIFICATION CODES
Appendix No: 03
NOTE 3: The Management Representative may modify this Appendix, as required.
NO. DOCUMENT/RECORD COD NO. DOCUMENT/RECORD CODE
1 Book BK 14 Operating Procedure OP
2 Certificate CF 15 Plan PL
3 Chart CH 16 Project PR
4 Checklist CL 17 Quality Manual QM
5 Core Procedure
CP
18 Quality Plan QP
6 Core Process CS 19 Questionnaire QN
7 Contract CN 20 Record RD
8 Drawing DR 21 Register RG
9 File FL 22 Report RP
10 Form FO 23 Schedule SH
11 Graph GR 24 Specifications SC
12 Guidelines GL 25 Sheet ST
13 Inspection Procedure IP 26 Support Procedure SP14 Journal JN 27 Support Process SS
15 List LT 28 Test Method TM
16 Manual MN 29 Work Instructions WI
17 Map MP 30 Work Specifications WS
18 Note NT 31
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WALKER SONS&
CO ENGINEERS
(PVT) LTD CONTROL OF RECORDS
Issue No : 02
Issue Date : 15.03.16
Revision No : 0ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/02
Appendix No: 01
OVERVIEW OF THE ISO 9001:2008 REQUIREMENT FOR
CONTROL OF RECORDS
4.1 General
Requirements
ISO Requirement
No:
4
QUALITYMANAGEMENT
SYSTEM
4.2 Documentation
Requirements
Quality Policy Quality Objectives
4.2.2 Quality
Manual
4.2.3 Control
of Documents 4.2.4 Control
of Records
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WALKER SONS&
CO ENGINEERS
(PVT) LTD CONTROL OF RECORDS
Issue No : 02
Issue Date : 15.03.16
Revision No : 01ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/02
PURPOSE To establish an effective control over all the quality records within the quality
management system.
SCOPE All records generated, maintained and required for the Quality Management System
(QMS).
RESPONSIBILITY
Responsible personnel for preserving his own records, filing them, MR for regular
monitoring of the records
PROCEDURE
1. Identification of quality records: The quality records shall be always identified with
proper titles/identification no. Most of the internal records generated shall be recorded in
specified formats. These formats shall be identified by their format nos. Records shall
be kept in files or in registers. Computer generated records shall be identified by their
file names. The file names shall identify the nature of records stored inside.
All records shall be identified as F/ or R/ denoting either it is a file or register
Proper labeling should be done on the cover of each file / register to denote File No, File
Description, and Responsibility of File.
2. Collection of records: The personnel preparing the records shall ensure that records are not
mixed up and he shall file it systematically and in order. Sometimes the person receiving
the records shall also collect and store. MR shall regularly monitor whether the records
are filed and kept properly.
3. Indexing, filing, storage and retrieval: A Master list of records shall be maintained
(Refer to WSCEPL/QR/LOR). In this list the types of records maintained by our company,location, responsible personnel and the retention period shall be mentioned.
Files and registers shall be stored in their storage racks. The responsible personnel shall
ensure that records stored are maintained properly and deterioration or damages are
avoided. The files shall be indexed properly to make sure of ready and fast retrieval.
Soft copies of records shall be stored with proper file name, at the office. Following
control measures shall be taken for the soft copies:
1) They shall be protected from malicious or harmful use.
2) Anti-VIRUS protections shall be taken.
3) MR shall ensure regular backups of all records.
4) Passwords shall be provided to control access to computerized files.
All records generated from within the organization shall be legible. The responsible
personnel shall ensure this.
5) Backups of the Sage Software- used in Stores Monitoring.
Process
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WALKER SONS&
CO ENGINEERS
(PVT) LTD CONTROL OF RECORDS
Issue No : 02
Issue Date : 22.11.2011
Revision No : 01ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/02
4 Retention of quality records and disposition: Retention time of every type of quality
records shall be listed in the Master list of quality records. The amendments in the
retention period shall be decided in the management review meetings and MD shall takethe required decisions. All records shall be stored at least for the minimum retention
period as specified in the list of quality records. Records after the expiry of retention
period shall be destroyed or they shall be archived where required.
REFERENCE DOCUMENTS AND RECORDS
• List of Quality records
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WALKER SONS & COENGINEERS (PVT) LTD
INTERNAL AUDIT
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/03
PURPOSE To plan and implement internal audits to verify whether quality activities and
related results comply with planned arrangements and to determine the
effectiveness of the quality management system.
SCOPE All the elements of the Quality Management System (QMS)
RESPONSIBILITY Director/ CEO
PROCEDURE 1. Selection of Internal Auditors:
Potential Internal Auditors shall be identified among the organization.MR shall decide and finalize the list of Internal Auditors and arrange training
for these internal auditors. MR shall be the team leader in the Internal Audit
process. So MR shall be included in the panel of internal auditors and trained
thoroughly. External Auditors may also be considered, if required.
2. Planning internal audits: MR shall plan internal audits on annual basis. All the elements shall beaudited once in three months. Annual Internal audit calendar shall beprepared (PL/IA/02), where projected month of audit shall be planned.Unscheduled audits may also be carried out as per requirement with a priornotice and after the approval from the Director/ CEO.
3. Audit criteria and preparation of quality audit: The criteria for audit shall be the documented Quality Management System(QMS) and ISO 9001: 2008 standard. An audit schedule shall be preparedprior to the audit on the prescribed format for Audit Schedule.The team leader shall ensure that independent auditors are assigned to audit each activity.
4. Conducting internal audit: The audit team shall audit independently as per the schedule. The auditorsshall seek to:• Determine whether documented procedures and instructions meet the
requirements of the standard.
• Verify whether procedures and instructions are being implemented.
• Assess whether the service is meeting the specified requirements.
Whenever an a udi t o r obse rves nonconformit y in t h e sy st e m,a l l relevant “objective evidence” shall be examined carefully and details of
the non-compliance or deficiency shall be recorded so that corrective
action can be taken. Initially while conducting the audit the auditor shall
record the observations. Evidence of nonconformity and the auditee’s
concurrence shall be recorded.
The sorted out nonconformities from the observation sheets shall be
recorded in the format for Corrective action request (CAR).
After the preparation of CARs, the same shall be conveyed to all the
auditors. Appropriate corrective actions shall be discussed and the
Reviewed
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WALKER SONS & COENGINEERS (PVT) LTD
INTERNAL AUDIT
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/03
target time for implementing the actions shall be decided. Both the auditor
and auditee shall sign the corrective actions form.
5. Follow-up verification and closing of NCR: Follow up action shall progress likewise: ƒ Auditee department shall take corrective actions
ƒ The accomplishment of corrective action shall be verified by any
internal auditor (Follow up in the form of written report or reviewing
documents or re-audit or all of these as per the requirement)
ƒ The effectiveness of the corrective action in preventing a
recurrence of the nonconformity shall be observed.
If found the corrective action taken not satisfactory at the follow up
audit MR shall carry out investigations and full re-audit shall be taken on
priority of that element or activity, if felt necessary. MR shall periodically
review the status of outstanding corrective actions and take steps to
resolve remaining issues. All these records shall form an input to MRM.
6. Internal audit records: Audit reports and the records generated shall form an input toManagement Review Meeting (MRM). The audit summaries can highlight
both the reasons for recurrent non-compliance and frequently
nonconforming areas, activities, processes and the proposedcorrective actions and preventive actions where appropriate. Data collected
from the internal audits shall be sent for data analysis. All Internal Audit
records shall be kept with MR.
REFERENCE DOCUMENTS AND RECORDS: 1. Format for Internal audit schedule2. Format for corrective action request
3. Internal audit file
Process
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WALKER SONS &
CO ENGINEERS
(PVT) LTD CONTROL OF
NONCONFORMING PRODUCT
Issue No : 02
Issue Date : 15.03.16
Revision No : 01ISO 9001:2008 QMS Revision Date:
Process
CORE PROCEDURE WSCEPL/QP/04
8.1
General
8.5
Improvement
8.4
Analysis of
data
8
Measurement,
Analysis and Improvement
8.2
Monitoring
and
Measurement
8.3
Control of
nonconforming
product
OwnerManagement Representative
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WALKER SONS &
CO ENGINEERS
(PVT) LTD CONTROL OF
NONCONFORMING PRODUCT
Issue No : 02
Issue Date : 15.03.16
Revision No : 01ISO 9001:2008 QMS Revision Date:
Process
CORE PROCEDURE WSCEPL/QP/04
PURPOSE
To control identification, documentation, evaluation, segregation (whenever practical)
Disposition of non-conforming Service, and notification to the functions concerned.
SCOPE
All nonconforming Services or parts of it at each stage service provision
RESPONSIBILITY
MR for implementation a n d Director/CEO for taking decisions reg arding disposal of the
non-conforming Product / services.
PROCEDURE
1. Identification of nonconforming Service: Control of non-conforming Services during the
storage stages shall be ensured. The non-conformities a t the Stores after theinspections shall be identified and shall be kept separately within designated locations
(RED paints shall be used to identify). Rejected material during procurement sh al l be
returned to the respective Su pp li er s. In-process re je ct io ns sh al l be identified,
recorded in the CA-PA Register. The Management sh al l take decisions regarding
rework / repair / retention for alternative use or scrapping will be taken and necessary
actions shall be taken.
2. Recording of the nonconformity: The MR shall record the details of the nonconformity
with respect to the specified requirements in the CA-PA Register. Also the Sage Software
shall be updated with the Non-conformity details.
3. Review and evaluation of the nonconformity: MR shall review the non-conformity and take necessary decisions regarding corrective actions to be taken. The Director- CEO shall
ensure that the corrective actions are adequately taken.
4. Segregation of non-conformed Service: Separate storing place shall be allocated for items
rejected during incoming inspections, which shall be removed later on and returned to the
supplier. All non-conforming Services shall be kept strictly within designated location and
RED paints shall be used for identify.
5. Disposal of nonconforming Service: Disposal of NCR will be done as per the decisions of
the Top Management
REFERENCE DOCUMENTS AND RECORDS
• Purchase Record
• CA-PA register
• Quality Assurance Plan
• Inspection Records
• Product Non-conformance Report
OwnerManagement Representative
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WALKER SONS & COENGINEERS PVT LTD
CORECTIVE ACTION
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008 QMS Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/05
PURPOSE To ensure that corrective actions are taken to eliminate the non-
conformities. To form a basis for internal audit
SCOPE All nonconformities detected.
RESPONSIBILITY Director/ CEO
PROCEDURE
1. Identification and reporting of nonconformity:
Whenever any personnel involved with any process detect anynonconformity in the process or Service, he shall report to theProcess Owner or the MR. In case of non-conformitiesDetected at the supplier end, the reporting shall be done to
MR who then shall report the same to the Director/CEO whothen shall analyze the nonconformity detected. The MR / Director/
CEO shall take actions according to the degree of nonconformity
reported.
1. Review, plan and execution:
Nonconformities can also arise in the following cases:
¾ Purchases
¾ Providing Service¾ Inspection and verification¾ Repetitive occurrence of a problem in any
process/Service¾ Internal audit/ second party audit/ third party audit
Findings
¾ Repeated customer complaints
¾ Poor performance of suppliers
The responsible person shall act as per the decisions of the MR on
the nonconformity. Immediate correction where required shall be
taken. All these corrections actions taken shall be reported to the Top
Management. Corrective actions required to prevent the recurrence of
these nonconformities shall be decided and they shall be executed after
the necessary approval from Top Management, when required. Actions
taken in case of internal audit findings are detailed in the procedure for
internal audit.
2. Verification and determination of the cause of the non-conformity:
The Top Management shall verify whether the proposedcorrective action has been executed satisfactorily within the timeFrame. MR shall maintain records and all these records shall be
Submitted in the Management Review Meeting (MRM). The MR shall
discuss the cause of the occurrence of the non-compliance with the
other members of the organization. It shall be ensured that the non-
compliance does not recur. Whatever actions decided shall be
performed by the responsible personnel and followed up by the MR.
Process
Owner Management Representative
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WALKER SONS & COENGINEERS PVT LTD
CORECTIVE ACTION
Issue No : 02
Issue Date : 15.03.16
ISO 9001:2008 QMS Revision No : 01
Revision Date:
CORE PROCEDURE WSCEPL/QP/05
Records of results of actions taken:
The results of the actions taken shall be recorded in the CAR- PAR
Format (FO/NC/01) and the corrective actions taken during the
internal audits shall be recorded in the corrective action request
form (FO/NC/01).
Handling of customer complaints: Customer complaints can be verbal or in the form of written letters.
Verbal complaints shall be entered in the customer complaint
record (FO/CR/02). The written complaints shall also be recorded
in the Customer Complaint Record. The complaints shall be
forwarded to the Director/CEO / MR. The Director/CEO / MR shalldiscuss with the concerned personnel and take decisions to
eliminate the problem. This activity shall be performed
immediately as the complaints are received or may depend upon
the nature of complaint. The Branch Manager/Assistant Manager
shall discuss this matter with the customer and take his approval
for the same.
If approved, the MR shall immediately instruct the concerned
personnel to take the necessary corrective actions. The MR shall
co-ordinate to take the Customers’ feedback after the job
completion.
REFERENCE DOCUMENTS AND RECORDS
• Procedure for control of nonconforming Service
• Customer complaints record
• Customer feedback form
• Procedure for internal audit
• CA-PA register
Process
Owner Management Representative
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WALKER SONS & COENGINEERS (PVT) LTD
MANAGEMENT REVIEW
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/17
PURPOSE To ensure the continuous suitability and adequacy of the
Quality Management System (QMS) and maintain the
effectiveness in satisfying the requirements of the ISO
9001:2008 standard and the company’s stated quality policy
and objectives
SCOPE The elements and functions of the Quality Management
System (QMS) established at the Organization
RESPONSIBILITY MR
PROCEDURE
Management Review Committee: To m a i n t a i n a n d i m p r o v e t h e q u a l i t ym a n a g e m e n t system, the management has identifiedthe procedure of management review in accordance with thestandard. A team of personnel and managementpersonnel named as Management Review Committee hasbeen formed. The Director/ CEO shall chair the MRM.The MR shall arrange and convene the Meeting.MR shall review the system once in every 6 months
(preferably after the internal audit). If required any other
personnel shall be introduced or taken
Chairman, Director, CEO, DGM, MR, Accountant and all
Managers and Sr. Engineers QA/QC Engineer and QS
Management Review Meeting (MRM): The present members of MRM shall meet to review the QMS at
an interval once in six months. The organization may arrange
for more frequent meetings or call an MRM, on priority
basis at any time. The MRMs shall be commenced normally
after every internal audit and its follow up audit program.
MR shall verbally inform the MRC about the date, time and
venue of the MRM, at least 2-3 days prior to the date of
MRM. Records and documents shall be presented during the
MRM, when required. Any MRM can be held with a
minimum quorum of 3 members. In the absence of MR
& Director/ CEO any member, authorized by MR, shall
arrange and coordinate/chair the MRM.
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Director - HOOP
WALKER SONS & COENGINEERS (PVT) LTD
MANAGEMENT REVIEW
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/17
Agenda points of MRM: The agenda for periodic MRM shall include the following:
¾ Results of audits; ¾ Customer feedback ¾ Process performance and Service conformity¾ Status of preventive and corrective actions;¾ Follow-up actions from previous MRM¾ Quality policy and objectives;¾ Changes that could affect the quality management
system¾ Performance of suppliers;¾ Development plans and recommendations for
improvement;
¾ Resource requirements;¾ Other relevant point(s).
Output of MRM / MRM Action Plan: Members attending the MRM shall sign on the Minutes of
Meeting format (FO/MRM/01). Matters reviewed and
discussed shall be recorded and minutes of MRM shall be
prepared. MR shall record decisions taken on required
actions on the format. The MRM action plan shall
identify the action to be taken, personnel
responsible for execution of the said action, target date,
improvement plans with respect to Service, process,
system and customer requirements and verification status.The Director/ CEO shall approve the actions.
Records of MRM: All the records developed for MRM shall be maintained in MRM file
(Ref: FI/MRM/01. The retention period of these records shall
be mentioned in the list of quality records.
REFERENCE DOCUMENTS AND RECORDS Minutes of meeting formatMRM File`
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WALKER SONS&
CO ENGINEERS
(PVT) LTD ANALYSIS OF DATA
Issue No : 02
Issue Date : 15.03.16
Revision No : 01ISO 9001:2008 QMS Revision Date:
&
CORE PROCEDURE
Appendix No: 01
OVERVIEW OF THE ISO 9001:2008 REQUIREMENT FOR
ANALYSIS OF DATA
8.1
General
ISO Requirement
No:
8
MEASUREMENT.
ANALYSIS &
IMPROVEMENT
8.5
Improvement
8.2 Monitoringand
Measurement
8.4 Analysis of
Data
8.3 Control of
Nonconforming
Product
Process
OwnerManagement
Representative
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Director - HOOP
WALKER SONS & COENGINEERS (PVT) LTD
PREVENTIVE ACTION
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/06
PURPOSE To ensure that any preventive action taken to eliminate the
causes of potential non-conformities shall be to a degree
appropriate to the magnitude of problems and
commensurate with the risks encountered.
SCOPE All nonconformities those are foreseen.
RESPONSIBILITY MR for planning, coordinating, executing, verifying the
actions and Director/ CEO for approvals wherever
necessary.
PROCEDURE
1. Identification and reporting of nonconformity: Whenever any personnel involved with any process detectany potential cause of a probably occurring nonconformity inthe process or Service, he shall report to MR. The MR shalldiscuss with the Director/ CEO. They shall analyze thepotential nonconformity Detected. They t a k ede ci s i on s re ga rdi ng necessaryActions according to the degree of potential
nonconformity that would occur.
Potential Nonconformities can also arise in the following
cases:
¾ Purchases ¾ After Service activities ¾ Inspection and verification¾ Internal audit/ second party audit/ third party audit
findings¾ Repeated customer complaints¾ Poor performance of suppliers
2. Review, plan and execution: The MR shall act depending on the degree of potential non-
compliance that may occur. Immediate preventive actions
where required shall be taken. All these proposed preventive
actions, after successful implementation, shall be reportedto the Director - CEO in the CAR format (in case of internal
audits). Director/ CEO shall ensure that preventive actions
are implemented. The records of the preventive actions
those are detected in the organization (other than during
internal audits) shall be recorded in the CA-PA Register.
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WALKER SONS & COENGINEERS (PVT) LTD
PREVENTIVE ACTION
Issue No : 02
Issue Date : 15.03.16
Revision No : 01
ISO 9001:2008 QMS Revision Date:
CORE PROCEDURE WSCEPL/QP/06
3. Verification and determination of the preventive actions: Director/ CEO shall verify whether the proposed preventiveaction has been executed satisfactorily within the timeframe. MR shall maintain records and all these records shallbe submitted in the Management Review Meeting (MRM).Personnel shall discuss about the potentialnonconformities. Suggestions from employees, suppliersand customers shall always be welcomed and they shall beanalyzed. Trend analysis shall be done on these reports ofinspections and the various other data. Nonconformitiesforeseen shall be intercepted by taking actions to preventtheir occurrence.
4. Implementing the preventive actions: The Director/ CEO shall ensure that the preventive actionsare adequately taken and that the actionsactually prevent the potential non-conformity. Records ofthe same shall either be kept in the MRM records or theinternal audit records, depending on whether the non-compliance was detected during the internal audit or themanagement review.
5. Reviewing of the preventive actions: The Director- CEO shall periodically review that the preventive
action is really effective and prevents the potential NC from occurring.
REFERENCE DOCUMENTS AND RECORDS
• Customer complaints register
• Customer feedback form
• Procedure for internal audit
• Purchase Register
• CA-PA Register
Process
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Approvedby Director/ CEO
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WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: SUPPLIER SELECTION CRITERIA
Doc. Ref. No.:WSCEPL/QM/08
QUALITY MANUAL ISO Clause(s):
SUPPLIER SELECTION CRITERIA: A new supplier who is interested to supply to the Organization shall be given a Supplier Registration For
Sample of product shall be inspected and if required suppliers premises may be visited to verify the deta
provided in the registration form. After successful sample inspection, with the approval of Gener
Manager/MD, materials / services shall be procured from the supplier. For first six months th
supplier shall be kept in a provisional status. At the end of six months, the MD shall take the decisio
whether to continue with the supplier and shall be approved as required. If the decision is t
continue with the Supplier, the said supplier’s name shall be included in the approved suppliers list. Th
Suppliers currently supplying as on date of issue of the manual are already considered to be approved.
SUPPLIER PERFORMANCE EVALUATION CRITERIA:
The performance of the Suppliers shall be evaluated on the Supplier Performance Assessment format
and points shall be given according to the following guidelines:
SR
NO
PARAMETER
Excellent V Good Good Satisfact ory
Poor
4 3 2 1 0
01 QUALITY OF PRODUCT / SERVICE
02 COMMERCIAL TERMS / PRICE
03 RESPONSE TIME / SERVICE/ DELIVERY
04 CONSISTENT PERFORMANCE / ADEQUATECAPABILITY
05 SYSTEM SET UP
06 MARKET RECOGNITION / REPUTATION
SUB-TOTALSTOTAL
21 to 24: Outstanding Performance
18 to 20: Very Good
14 to17: Good
10 to 16: Satisfactory
< 10: Below Satisfaction, Poor Performance.
CRITERIA FOR GRADING:
1) Criteria for assessment of product/ service quality
i) If rejections/ problems are observed in more than 40% cases throughout the year, the performance should
be considered as poor and ticked appropriately.ii) If rejections/ problems are observed within 20% - 39% cases throughout the year, the performance should
be considered as satisfactory and ticked appropriately.
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WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: SUPPLIER SELECTION CRITERIA
Doc. Ref. No.:WSCEPL/QM/08
QUALITY MANUAL ISO Clause(s):
iii) If rejections/ problems are observed within 10% - 19% cases throughout the year, the performance should
be considered as Good and ticked appropriatelyiv) If rejections/ problems are observed within 1% - 9% cases throughout the year, the performance should be
considered as V. Good and ticked appropriatelyv) If rejections/ problems are observed within 0% - 0.9% cases throughout the year, the performance should
be considered as Excellent and ticked appropriately
2) Criteria for assessment of commercial terms/ price
i) If pricing disputes are observed in more than 20% cases throughout the year, the performance shouldbe considered as poor and ticked appropriately.
ii) If pricing disputes are observed within 10% - 19% cases throughout the year, the performance should beconsidered as satisfactory and ticked appropriately.
iii) If pricing disputes are observed within 5% - 9% cases throughout the year, the performance should beconsidered as Good and ticked appropriately
iv) If pricing disputes are observed in less than 5% cases throughout the year, the performance should beconsidered as V. Good and ticked appropriately
v) If pricing disputes are observed in 0% cases throughout the year, the performance should beconsidered as Excellent and ticked appropriately
3) Criteria for assessment of response time/ service time/ delivery time
i) If delays are observed in more than 20% cases throughout the year, the performance should be
considered as poor and ticked appropriately.
ii) If delays are observed within 10% - 19% cases throughout the year, the performance should beconsidered as satisfactory and ticked appropriately.
iii) If delays are observed within 5% - 9% cases throughout the year, the performance should be considered as Goodand ticked appropriately
iv) If delays are observed in less than 5% cases throughout the year, the performance should be
considered as V. Good and ticked appropriatelyv) If delays are observed in 0% cases throughout the year, the performance should be considered as
Excellent and ticked appropriately
4) Criteria for assessment of consistent performance
i) If fluctuations in performance are observed in more than 20% cases throughout the year, the
performance should be considered as poor and ticked appropriately.
ii) If fluctuations in performance are observed within 10% - 19% cases throughout the year, theperformance should be considered as satisfactory and ticked appropriately.
iii) If fluctuations in performance are observed within 5% - 9% cases throughout the year, the performance shouldbe considered as Good and ticked appropriately
iv) If fluctuations in performance are observed in less than 5% cases throughout the year, the performance
should be considered as V. Good and ticked appropriately
v) If fluctuations in performance are observed in 0% cases throughout the year, the performance should beconsidered as Excellent and ticked appropriately
SUPPLIER PERFORMANCE RE-EVALUATION CRITERIA:
Every supplier in the list of present suppliers shall be re-evaluated for their performances at the startin
of every financial year following the same evaluation criteria as mentioned above. In case any suppli
performs below qualifying score he shall be de-listed from the supplier list. If any de-listed supplier wish
to register himself again, he shall follow the selection procedure from the beginning. The performance
every supplier shall be monitored closely through out the year by Director- Operations. If need arises, th
Director- Operations shall instruct to re-evaluate any supplier and take action as per the result.
Issued by Reviewed & Approved by /
Issue/ Date /
Rev. No./Date /
Page
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WALKER SONS & CO ENGINEERS PVT LTD
RESPONSIBILITY & AUTHORITYMATRIX
Processes A B C D E F G H I J K L M
1. Core Processes Marketing and Sales Process
Engineering and Estimation Process
Design Research & Development Process
Purchasing Process
Material Storage Process
Production Process
Inspection & Testing Process
Finished Product Storage Process
Installation and Commissioning Process
Delivery Process
2. Support Processes
Competency Process
Maintenance & Work Environment Process
Infrastructure (IT) Management Process
Control of Monitoring and Measuring Devices Process
Internal Communication Process
Control of Non conformities process
Customer Complaint Handling Process
3. System Processes Document Control Process
Record Control Process
Continual Improvement Process
Customer Orientation ProcessQuality Objectives and Performance ManagementProcess
Auditing Process
Management Reviewing Process
Incident Investigation Process
A- Managing DirectorB- Finance Director
C- General ManagerD- Production In chargeE- Purchase & Stores In charge
Issued by MR
Reviewed & Approved by Director/CEO
Issue/ Date 01/15.03.2016
Rev. No./Date 01/--
Page
10
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WALKER SONS & CO ENGINEERS PVT LTD
RESPONSIBILITY & AUTHORITYMATRIX
z - Means responsible for the process
~ - Means actively involved in helping out or assisting in the process.•- Means could be consulted for recommendation / guidance for the process.
Issued by
MRReviewed & Approved by
Director/CEOIssue/ Date
01/15.03.2016Rev. No./Date
01/--Page
10
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COMPANY
PROCEDURES
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ProcessOwner
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Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS (PVT)
LTD
ISO 9001:8 2008 QMS
PROCEDURE
HEAVY ENGINEERING PROJECT
MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
Revision Date:
1. PURPOSE
To describe the planning process for undertaking and managing heavy engineeringpro jects.
2. SCOPE
The scope of this procedure shall be applicable to all activities connected with Heavy
Engineering Project Management.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Deputy General Manager Overall
3.3
Relevant Managers / Functional
Heads, their staff and other
specialist personnel,
as a ro riate
Implementation
4. DEFINITIONS
4.1 Foreign Project: Either (a)A project carried out by WS&CO.E( PVT) LTD outside
SriLanka, or (b) inside Sri Lanka for a foreign customer or
market outside Sri Lanka, on foreign currency payment
terms, and both of which are exempt from Sri Lankan taxes.
4.2 Local Project: A project carried out in Sri Lanka for local customers in bo th
Sri Lankan Rupees and Foreign currency
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ProcessOwner
O.D.N.L.PereraDirector / CEO
Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5. PROCEDURE
This procedure or a part of the procedure shall be followed up for projects, asappropriate by considering the nature and value of the projects and such decision shall
be taken by either Deputy General Manager(DGM)or Divisional head.
5.1 Inquiries
5.1.1 Walker Sons & CO (PVT) LTD or customer-initiated local or foreign
inquiries shall be based on tenders or direct contacts.
All such inquiries shall be review by DGM / Divisional Head and, shall
consult Director/Head of Operations to obtain his approval where
necessary,
All such selected proposals shall be registered in the Business Inquiry
Register maintained by Projects Department for further
proceedings.
5.2 Bid Preparation
5.2.1 Feasibility Study
The Feasibility study of the proposed project shall be carried out in
consultation with relevant General Managers/Divisional Head / Functional
Heads and Finance division cover (a) the commercial viability, (b) the
technical viability, and (c) the checking of conformity of Machinery
Equipment, specifications as applicable.
5.2.2 General Description of Site Report shall be prepared after the site
investigation visit.
5.2.3 Resources identification
All resources required shall be correctly identified which shall include
material requirements, material sources, material cost, material
delivery, use of Walkers manpower, use of subcontracted manpower,
infrastructure and equipment facilities with involvement of the other
relevant department.
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Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5.2.4 Document Preparation
The DGM/Divisional head shall be responsible to coordinate the collectionof inputs from respective General Managers / Divisional heads, Functional
Heads and Financial controller where necessary, as detailed in the table
below:
Item Action Required Supportive Personnel
1Provide information in special technical
areas.
ProjectManager/Divisional
head
2
Prepare related financial documentation for
preparation of Commercial Bid. Head of Finance
3
Confirm compliance with relevant
statutory and regulatory requirements andcontractual obligations
Legal Officer / Company
Secretary
5.2.5 Finalization of the Bid
Finalization of the Bid shall be made after review by a panel recommended
either by Director/Head of operations.
5.3 Post Tendering
The DGM/Divisional head
5.3.1 Follow up the clarifications and pre-award change order management.
5.4 Award of Contract
The DGM/Divisional Head shall:
5.4.1 is responsible to coordinate with the Legal Department in preparation of
A contract documents/checking conformity of specifications of client
prepared contract documents with applicable statutory and regulatory
requirements and Walkers rules & regulations and prepares
Subcontract documentation
5.4.1 Collect the award letter, sign the contract documents, and obtainother relevant information relating to the contract.
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Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5.4.3 Make sufficient copies of the original signed contract and forward
the original for retention by the Legal Officer/Company Secretary.
5.4.4 Forward copies of the original signed contract to Financial Controller,
Company Secretary and other relevant officers to follow up further
requirements.
5.5 Unsuccessful Tender
5.5.1 Critical factor analysis shall be carried out and critical point shall be
forwarded to the management for remedial action.
5.6 Contract Execution (Project Management)
5.6.1 Project Mobilization
DGM/Divisional Head shall be responsible for project mobilization with
the assistance from personnel identified bellow:
Item Action Required Supportive
Personnel
1
Arrange a post contract review meeting
with relevant Divisional Heads, identify
the major milestones, prepare the
Master Work Schedule
Project Manager,
Relevant General
Managers,
Divisional heads /
Functional Heads
2 Budget for the Project.FinancialController and
Project Manager
3 Open a job number. Divisional heads
4Arrange a meeting with subcontractors, if
any, and hand over the work as agreed.Project Manager
5.6.2 Prepare a Heavy Engineering Project/Job Information Sheet
Setting out project data, client/employer’s details, contractual data and
forward it to the relevant General Managers / Divisional Heads and
Functional Heads
(i) Obtain necessary Securities & Insurance Coverage as per the
contractual obligation
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Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5.6.3 DGM/Divisional head shall open a new job no giving necessary data
including the project cash flow project cost breakdown and raise
internal works orders to the relevant parties.
5.6.4 DGM/Divisional Head shall prepare Master Work Schedule, Material &
Consumable List, Estimated Budget, Machinery & Equipment list (if
required), drawings & specification (if required) and shall distribute to the
relevant Dept heads
5.6.5 Relevant General Manager(s)/Dept Heads shall prepare detail work
schedules according to the Master Work Schedule issued by
DGM/Divisional Head.
5.6.6 The relevant Divisional Heads/Dept Heads shall plan, organize, monitorand control the work effectively and efficiently within the resource
allocated under item and delivery terms of the contract and provide
necessary and timely information to the DGM/Head of division.
(recommended project progress meetings to be held at least once a week to
monitor the project)
5.6.7 DGM shall provide the planned list of Consumables, Materials, Machinery,
Equipment and Tools that are to be taken out of the Workshop/MTD
Walkers premises
5.6.8 DGM/Divisional Head shall send a Requisition Form of Client Invoice to
raise Invoices for the collection of mobilization advance prior to
mobilization of Site.
5.6.9 Project Manager shall be appointed by DGM/Divisional Head with the
consultation of Director/Head Of operations, shall prepare a Site
Organization Chart showing distribution of the authority at the Site.
5.6.10 QC- Department together with the project Manager Shall prepare
appropriate Quality Plan for Heavy Engineering and prepare
appropriate Procedures, WPS, WPQR, and ITP.
(Note: Recommended to establish a QC department in near future. Until such
time QCE to be employed for the project)
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Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5.6.11 Safety officer together with the project Manager shall prepare a Project
Specific Safety Rules and Guidelines for the Project in consultation with
the DGM/Divisional Head
5.6.12 The Project Manager shall obtain from the Officer in Charge of the Site or
Site Engineer who is in charge of the work site of relevant information on
daily basis or as specified to him by the DGM/Divisional head including
the work in progress.
5.6.13 The Officer in Charge of the Site or Site Engineer shall organize,
implement, monitor, control all site work and manage the
available resources efficiently and cost-effectively.
5.6.14 The DGM/divisional head will review the cost and progress of the projectperiodically and take appropriate action for any variation and inform the
relevant parties.
5.6.15 Divisional heads shall send requisition form to Finance division through
DGM/Divisional Head to raise Invoice for interim payments from the clien t
based on the contract agreement conditions.
5.7 Project Completion and Demobilization
DGM/Divisional head shall:
5.7.1 Deliver/handover the Project and get the Final Work Completion/
Acceptance Certificate signed by the client on completion
5.7.2 Inform the Officer in Charge of the Site / Site Engineer to demobilize the
Site and submit the report on Material reconciliation and disposal.
5.7.3 Request the GM finance division through financial controller manually to
arrange:
5.7.3.1. Issue of the final invoice, and
5.7.3.2 Payments to subcontractors as per the subcontract document
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Upula Dharmawardana
Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
5.8 After Sales and Warranty
5.8.1 DGM/Divisional head shall carry out a survey during the warranty period,
prepare a schedule of work carried during that period, monitor expenses
on warranty jobs and make reports.
5.8.2 DGM/Divisional head shall inform the Client the completion obligation at
the end of the warranty period
5.9 Project Evaluation (Client feedback)
5.9.1 The Customer Feedback Questionnaire shall be obtained from the Client
at the end of the project.
5.9.2 DGM/Divisional Head shall arrange a meeting at times agreed with clientto obtain his views on the performance of the project with a view to
continual improvement of MTD Walkers performance in future projects.
5.9.3 DGM/ Divisional head shall thereafter prepare and circulate a Post Project
Evaluation Report) and submit it for Management Review.
5.10 Relevant records shall be maintained according to the Core Procedure
for the Control of Records.
7. RELATED DOCUMENTS
( need to prepare following Quality Documents)
7.1 Quality Manual
7.2 Core Procedure for Control of Records
7.3 Customer Feedback Questionnaire Form
(Heavy Engineering)
7.4 Relevant Quality Plan for Heavy Engineering
7.5 Relevant QC Quality Plans, Procedures, Work Specifications and Inspection and Test
Plans
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Deputy General Manager
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WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
WALKER SONS &
CO.ENGINEERS
(PVT) LTD HEAVY ENGINEERING
PROJECT MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:8 2008 QMS Revision No : 01
Revision Date:
PROCEDURE
PROCEDURE
Appendix No: 01
PROCESS FLOW CHART
INQUIRY
BID PREPARATION
BID
FINALIZATION
DOCUMENT
PREPARATION
RESOURCES
IDENTIFICATION
FEASIBILITY
STUDY
POST TENDERING AWARD OF
CONTRACT
CONTRACT
EXECUTION
PROJECT
EVALUATION
AFTER SALES &
WARRANTY
PROJECT
COMPLETION AND
DEMOBILIZATION
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Process
Owner
Reviewed &
Approved ByPrasantha Perera
General Manager(works)
ODNL Perera
Director/HOOP
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Owner
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General Manager(works)
ODNL Perera
Director/HOOP
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WALKER SONS
& CO
ENGINEERS
PVT LTD
Procedure WSCEPL/QP/11
Central Workshop Operating Procedure
Issue No : 02
Issue Date : 2016-03-15
ISO9001:2008QMS Revision No : 01
Revision Date:
1. PURPOSE
To describe the procedure on how the central work shop functions as an independent entity
and as a profit center.
2. SCOPE
The scope of this procedure shall be applicable to all work carried out by the central workshop.
3. RESPONSIBILITY
N0 JOB TITLE Responsibility
3.1 General Manager (Works )- Overall
3.2 Central workshop staff Direct
3.3 Relevant MTD Walkers group of companies and the
Divisional heads
Implementation
4. DEFINITION
Internal customer-a member within the MTD Walkers group
External customer –A third party who does not belongs to MTD Walkers group.
5. PROCEDURE
5.1.0 Central workshop shall follow following steps when carrying out day to day business.
5.1.1When either a tender is called or and inquiry is received by any of the MTD group
of companies and or, Divisional heads, shall obtain quotations from the workshop for
relevant work which is within the capability of the central workshop. In addition, the
Central workshop shall quote for any tenders or inquiries referred to them directly by
an external customer.
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Owner
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General Manager(works)
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Director/HOOP
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Owner
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General Manager(works)
ODNL Perera
Director/HOOP
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5.1.2 Central workshop quotations shall be based on cost plus 10 % markup for an
internal customer and cost plus 30 % mark up for an external customer. Above is
the
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Process
Owner
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General Manager(works)
ODNL Perera
Director/HOOP
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Owner
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General Manager(works)
ODNL Perera
Director/HOOP
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WALKER SONS
& CO
ENGINEERS
PVT LTD
Procedure WSCEPL/QP/11
Central Workshop Operating Procedure
Issue No : 02
Issue Date : 2016-03-15
ISO9001:2008QMS Revision No : 01
Revision Date:
normal pricing structure workshop will practice but exceptions could be based on the
business opportunities and the business environment prevailing at the time ofquoting.
Changes to the proposed pricing structure shall be made on need basis in
consultation with the Chairman, Director and the Finance Division.
5.1.3Workshop will open a job number/s for all inquiries and quotations submitted
and record it in the job register.
5.1.4 On successful bidding/negotiation of jobs by any one of the MTD Walkers Groupof companies, shall request the central workshop, to carry out jobs as per condition in
5.1.1.Such request shall always made through a works order.
5.1.5 in case,if need arises the General Manager (works) shall obtain assistance
from relevant MTD Walkers group of companies, divisional heads and /or shall seek
clarifications from the customer.
5.1.6General Manager (works) shall open job numbers for the identified job/s and
make relevant entries in the register of jobs.
5.1.7 Based on the information available, the General Manger (works) shall identify
the necessary resources required. (MTD walkers, casual, contract or subcontract)
5.1.8 General Manager Works shall arrange a meeting, if required with other
divisional heads, functional heads to ensure that all resources are identified and
available for the job/s
5.1.9 General Manager (Works) shall work out the estimated quantities of material
and estimated man hour for the job.
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Owner
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General Manager(works)
ODNL Perera
Director/HOOP
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Process
Owner
Reviewed &
Approved ByPrasantha Perera
General Manager(works)
ODNL Perera
Director/HOOP
Page 4 of 4
5.2.0 Group Finance shall appoint a competent person to the central workshop, to
carry out and monitor cost related activities and he/ she shall keep the General
Manager (Works) informed on the job cost related information while the job is in
progress and on completion.
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Process
Owner
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General Manager(works)
ODNL Perera
Director/HOOP
Page 5 of 4
Process
Owner
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Approved ByPrasantha Perera
General Manager(works)
ODNL Perera
Director/HOOP
Page 5 of 4
WALKER SONS
& CO
ENGINEERS
PVT LTD
Procedure WSCEPL/QP/11
Central Workshop Operating Procedure
Issue No : 02
Issue Date : 2016-03-15
ISO9001:2008QMS Revision No : 01
Revision Date:
5.2.1 General Manager ( works )shall ensure the job consumes resources as per the
estimate and shall place controls in stores and shop by restricting stores and shop notto issue material and labour above the estimated quantities. General Manager (works)
shall monitor the consumption pattern while the job is in progress.
5.2.2 General Manager (works) shall ensure a Quality end product by having Quality
control at the time of receipt of material, outsourced or in house produced items
which shall form a part of the end product, in process and of the final product.
5.2.3General Manager (Works) shall arrange a planning meeting, if required, with
other relevant personnel to ensure on time delivery.
5.2.4When ever customer property (external or internal customer) received by the
central workshop, to be included in the final product it shall be subject to incoming
inspection, by the workshop/customer or customer representative and shall stored in a
manner that they can be readily distinguished from others.
Appropriate storage and special instructions needed for items if necessary shall be
identified in consultation with the customer or his representative. These instructions
shall be followed and all observations shall be recorded in the register.
5.2.5Any finish product turned out /fabricated to external customers, depending on
the job, shall have a sales agreement. The agreement may be referred to group
Finance Division and obtained their occurrence before finalizing.
5.2.6 Any series production orders, depending on the order quantity, General Manager
(works) shall use previous experience and information obtained from the relevant
parties and shall arrange to produce them in series. Availability of materials, spares,
parts, castings purchased /outsources, items turned out at the workshop shall match
the above production program.
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Process
Owner
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Approved ByPrasantha Perera
General Manager(works)
ODNL Perera
Director/HOOP
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Process
Owner
Reviewed &
Approved ByPrasantha Perera
General Manager(works)
ODNL Perera
Director/HOOP
Page 6 of 4
WALKER SONS
& CO
ENGINEERS
PVT LTD
Procedure WSCEPL/QP/11
Central Workshop Operating Procedure
Issue No : 02
Issue Date : 2016-03-15
ISO9001:2008QMS Revision No : 01
Revision Date:
5.2.7Depending on the job, completed such product shall be tested/checked witnessed
by the owner or his representative or an independent inspector acceptable to bothparties, at site before dispatching to the final destination.
5.2.8 All completed items shall be invoiced describing summary of the work
done.
5.2.9 All Completed products shall be removed from the workshop only on
confirmation of receipt of payments.
Customer feedback
6.1.0General Manager (works) shall request customer feed back from internal
and external customers.
6.1.2 General Manager (works) shall ensure that action is taken to address any areas
for improvement that may have been suggested by the customer.
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 1 of 6
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by
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 1 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
1. PURPOSE
1.1 To determine the necessary competencies required for personnel performing
work affecting product quality;
1.2 To plan, schedule and provide training or take other actions to satisfy their needs;
1.3 To evaluate the effectiveness of the actions taken and the expected outcome;
1.4 To ensure that all personnel are aware of the relevance and importance of their
activities and how they contribute to the achievement of the quality objectives;
and
1.5 To maintain appropriate records of education, training, skills and experience.
2. SCOPE
The scope of this procedure shall be applicable to all MTD walkers Group of
companies
3. RESPONSIBILITY
No. Job Title Responsibility
3.1 Group Human Resources Manager Overall
3.2 Executive Training Development Direct
3.3All Divisional Heads / Functional
Heads & their staff Implementation
4. DEFINITIONS
4.1 Competence : Application of knowledge, skills, and behaviours in performance.
4.2 Training : Process to provide and develop knowledge, skills and behaviour
to meet requirements.4.3 Internal Training: Training conducted within MTD Walker Group premises
and facilities.
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4.4 External Traini ng: Training conducted outside MTD Walker group premises
and facilities, both in Sri Lanka and outside Sri Lanka.
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 3 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
4.5 Also refer:
4.5.1 ISO 9000:2005 Quality Management Systems - Fundamentals and
Vocabulary; and
4.5.2 ISO 10015:1999 Quality Management – Guidelines for Training.
5. PROCEDURE
5.1 Divisional Heads / Functional Heads shall be responsible for the following, in
respect of the employees of their Division / Function:
5.1.1 Establishing Position Competence Requirements and
their annual updating, as appropriate;
5.1.2 Identification of training needs;
5.1.3 Planning and scheduling training programmes;
5.1.4 Designing, developing, coordinating and delivering on-the-job and in house
training Programmes;
5.1.5 Identifying external training programmes; and
5.1.6 Evaluating the effectiveness of training programmes in meeting identif iedneeds.
5.2 Training Needs Identification Form (TNI) shall be completed during the fourth
quarter of each year,
5.3 Group HRM or Executive Training development shall prepare the Annual Training
Schedule and send it to the relevant Divisional head/ Functional Heads.
5.4 Thereafter the Group HRM shall convene the Training Committee Meeting
before the end of the January of the following year.
5.5 The Training Committee membership shall comprise of CEO’s /Directors, all
Divisional Managers, Training development officer, Engineers and any other
personnel co-opted by at the discretion of the Group HRM
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5.6 At this Meeting the members shall discuss the Annual Training Schedule in
relation to the competence gaps, as shown in the Position Competence
Requirements Form and Performance Appraisal , in identifying the , training
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ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 5 of 6
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 5 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
priorities of each individual. Group HRM shall finalize the Annual Training
Schedule and obtain the CEOs, Directors approval for its implementation.
5.7 Executive Training Development shall arrange for the maintenance of the minutes
of the meeting.
Copies of the Annual Training Schedule shall be issued by the Training
Department to all Divisional Heads before the end of the February, for
implementation.
5.9 Each Divisional Head shall be responsible to implement the Annual Training
Schedule, as applicable to his Division/Function in consultation with the Training
Development Officer
5.10 Divisional Heads and Group HRM shall ensure that all personnel are made aware
of the relevance and importance of their activities and how they contribute to theachievement of the quality objectives through their respective Corporate /
Functional Objectives.
5.11 The Training Committee shall review progress of training, to
ensure that all relevant personnel are trained according to the program and
the annual training schedule and revise it as appropriate.
5.12 On completion of each training programme, the respective Divisional Heads/
Functional Heads shall monitor the performance of the employees concerned
following the training, and thereafter complete the Employee Training
Effectiveness Record and forward the copy to the Group HR Manager andExecutive Training Development and the same records of effectiveness of every
employee shall be maintained and regularly updated.
5.13 The methods used for the review and evaluation of the effectiveness of the
training provided shall be based on interviews, questionnaires, observations,
certificates, presentations made by employees who have completed training
programmes
and inputs as appropriate from the supervising officers of the personnel
concerned who have undergone training.
5.14 The Training Report shall be submitted by every employee who has followed ascheduled External Training Programme in excess of 6 hours duration within two
weeks of completion of such Programme.
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Jehan Amaratunga Deputy Chairman
MTD Group Page 6 of 6
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 6 of 6
5.14.1 This Report may also be applied, at the discretion of the relevant Divisional Heads,
for specific Internal Training Programmes as well.
5.15 The Training Programme Evaluation Form shall be used for the evaluation of all
in-house training programmes.
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 7 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
5.16 In case the training provided to an employee is ineffective in meeting an
identif ied need, either due to the employee’s inability to benefit from the training
or due to faulty design of the training module, the Divisional Heads concernedshall request for retraining through the Group HRM who shall take appropriate
action in consultation with the Divisional Heads to redress the situation.
5.17 The Training Record, Attendance Record and other related training
documentation shall be maintained by the Executive training development in
respect of every employee who undergoes training.
5.17.1 Divisional Heads may use alternative formats as Training Records with the prior
approval of the Management Representative. Such records shall be attached to
the Training Record referred to in clause no: 5.14 above, which shall also be filled,
as appropriate.
5.18 Appropriate individual records of education, training, skills and experience in
respect of every employee shall be maintained and regularly updated in the
Employee Development Record by the HR Department. Relevant records shall be
maintained according to the Core Procedure for Control of Records.
5.19 In addition to the above, the company shall provide induction training or on the
job training to the employee who would be transferred or promoted to the new
position, under supervision of his or her superior officer.
6. RECORDS
6.1 Position Competence Requirements Form
6.2 Training Needs Identification Form
6.3 Annual Training Plan
6.4 Annual Training Schedule
6.5 Employee Training Effectiveness Record
6.6 Training Record
6.7 Attendance Record
6.8 Employee Re-training Request Form
6.10 Training Report
6.11 Training Program Evaluation Form
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ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 8 of 6
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by
Susil Silva Group Human Resource
Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 8 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
7. RELATED DOCUMENTS
7.1 Quality Manual
7.2 Core Procedure for Control of Records
7.3 ISO 9000:2005 Quality Management Systems -
Fundamentals and Vocabulary Documents of External Origin
(DEO)
7.4 ISO 10015 Quality Management -
Guidelines for Training
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 9 of 6
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by
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Manager
ProcessOwner
Jehan Amaratunga Deputy Chairman
MTD Group Page 9 of 6
MTD Walkers
PLC
SUPPORT PROCEDURE WSCEPL/QP/15
COMPETENCE, AWARENESS AND
TRAINING OF PERSONNEL
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
OVERVIEW OF THE ISO 9001:2008 REQUIREMENT FOR
COMPETENCE, AWARENESS AND TRAINING
6.4
Work
Environment
6.1
Provision of
Resources
Requirement No:
6. RESOURCE
MANAGEMENT
6.3
Infrastructure
6.2
Human
Resources
6.2.2
Competence,
awareness and
training
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MTD group
Susil SilvaGroup HR Manager
MTD Walkers
ProcessOwner
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MTD group
Susil SilvaGroup HR Manager
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ProcessOwner
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
1. PURPOSE
To describe the procedure for grant of leave of various types to eligible employees
and maintenance of leave records.
2. SCOPE
The scope of this procedure shall apply to:
2.1 formulate the leave regulations of the Company; and
2.2 systematize the maintenance of leave records.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Group HR Manager Overall
3.2 CEO’s of all the MTD Walker group Overall
3.3 All Divisional Heads and their Staff Implementation
4. DEFINITIONS
4.1 Local Authority: Any Municipal Council, Urban Council or Village Council Pradeshiya
Sabha or any equivalent body as established by the Government of Sri Lanka (GOSL)
5. PROCEDURE
5.1 Leave Types
No. Leave Type Refer
Details in 1 Annual 5.3
2 Casual 5.4
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MTD group
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MTD Walkers
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MTD group
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3 Sick 5.5
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MTD group
Susil SilvaGroup HR Manager
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
No. Leave Type Refer
Details in
4 Accident 5.65 Maternity 5.7
6 Duty 5.8
7
Paid Leave
• Tuberculosis/Leprosy
• Local Authority Meetings Attendance
• Votin
5.9
08 Volunteer Service (Armed/Police Services) 5.10
09 No pay 5.11
10 AWOL (Absent Without Obtaining Leave) 5.1211 Short Leave 5.13
5.2 Applying for Leave & Maintenance of Leave Records
5.2.1 Whenever an employee intends to obtain leave he/she shall complete the
Leave Application Form available in his/her Department.
5.2.2 Thereafter he / she shall obtain approval for the leave from the
authorized officer. In the case of Industrial Grade Employees, approval
shall also be obtained from his immediate Supervising Officer.
5.2.3 Once the approval is given the employee can proceed on approved leave.
5.2.4 Once the approval has been obtained, the Leave Application Form shall be
forwarded to the data entry staff to feed into the System/Records.
5.2.5 The data entry staff / Supervisor shall enter the leave information for
future reference / identification.
5.2.6 If the leave applicant has already taken all of his / her leave entitlement,
then the Officer / Engineer in-charge shall record the leave taken under No
pay or absent without Obtaining Leave (AWOL) at the discretion of Officer
/ Engineer in-charge.
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MTD group
Susil SilvaGroup HR Manager
MTD Walkers
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5.2.7 In the event an employee is unable to obtain prior approval due to
unforeseen circumstances, he/she shall intimate inability to report for
work
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MTD group
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MTD group
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
on the same day before 1600 hrs. to the Officer / Engineer in-charge
by telegram, telephone, letter, fax or email.
5.2.8 Immediately after reporting for work the employee shall fill a Leave
Application Form and proceed as per the leave regulations of the Company.
5.2.9 Completed Leave Application Form shall be sent to the HR department.
5.2.10 All leave details (forms) entered are kept as a Leave Record which can be
reviewed or hard copy of Leave Particulars could be generated.
5.2.11 Short Leave – To apply for Short Leave, employees under field staff shall
use the Exit Pass (Half Day / Short Leave)) and employees under office
staff shall use the Short Leave Register (Office Staff).
5.2.12 Day Offs - Leave Application Form together with Day Off Request Form
shall be filled and handed over to the officer incharge.
5.3 Annual Leave
5.3.1 In respect of each completed year of employment, an employee is entitled
to take 14 days of Annual Leave with pay subject to the following
variations:
5.3.1.1 During the first year of employment, an employee is not
entitled to any Annual Leave.
5.3.1.2 An employee is entitled to the following proportionate leave
in the second year of employment depending on the date of
his Appointment.
5.3.1.3 14 days if the date of appointment is between 01st
January and
31st
March.
5.3.1.4 10 days if the date of appointment is between 01st
April and
30th
June.
5.3.1.5 07 days if the date of appointment is between 01st
July and 30
thSeptember.
5.3.1.6 04 days if the date of appointment is after the 30th September.
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MTD group
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MTD Walkers
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MTD group
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.3.2 However, annual leave shall be applied for in advance. It shall also be
availed of at times mutually convenient to both employer and
employee.
5.3.3 Employee shall take at least one set of annual leave in 7days block with the
consent of the supervisors. When the employee on Annual Leave acting
arrangement will be required for the period.
5.3.4 In case the applicant fails to take leave on the planned days as in Clause #
5.3.4 , it is the discretion of the Divisional Head to allow alternative days
chosen by the applicant
5.3.5 Where employment is terminated by way of retirement, end of contract,
etc., other than on disciplinary grounds, an employee is entitled to the
Annual Leave earned by him/her less the Annual Leave already availed of in
respect of the previous year plus the days earned during the year of
termination; one day for every month of service for a period less than 10
months, and 14 days if the employee has worked 10 months or more.
5.3.6 Where an employee is terminated with notice, he/she must take all
his/her Annual Leave available and shall not be paid for the unavailed
Annual Leave.
5.3.7 Where an employee resigns from service with proper notice he/she too
must take all his/her Annual Leave available as in 5.3.1. In the case of an
employee who cannot be granted with Annual Leave due to exigencies ofservices, the Company shall pay for the unavailed of Annual Leave.
5.3.8 Where an employee terminates his/her employment without notice, in
breach of contract no payment shall be made for the un-availed Annual
Leave.
5.4 Casual Leave
5.4.1 An employee is entitled to a maximum of 07 days Casual Leave during a
calendar year of employment.
5.4.2 Casual Leave may be availed of on account of private business or other
reasonable cause including sickness if the employee’s sick leave entitlement
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has been exhausted. In such circumstances, even a single day’s leave
should be covered by a Medical Certificate.
5.4.3 Not more than two days of Casual Leave at one time can be availed of
except on grounds of illness
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.4.4 An employee shall not be entitled to take Casual Leave on the day
immediately preceding the commencement of his/her Annual Leave or
after completing a period of Annual Leave
5.4.5 An employee shall not normally be required to state the reason for
application of Casual Leave. However, he may be required to do so in case
the Company requires such information so deciding whether the request is
a reasonable.
5.4.6 All Casual Leave shall be applied for in advance unless the reason for
absence is one which could not have been foreseen.
5.5 Sick Leave
5.5.1 An employee is entitled to 21 days of sick leave during a calendar year. However, during the 01st year of employment an employee is entitled to
02 days of Sick Leave for every one-month of service completed up to a
maximum of 21 days.
5.5.2 The illness must be supported by a Medical Certificate from a Registered
Medical Practitioner if the absence is more than 02 days.
5.5.3 In the case of absence for 14 days or more, such absence should be
supported by a Medical Certificate from a Government Hospital, Company
Doctor or Private Hospital approved by the Company for Medical facilities in
case of hospitalization.
5.5.4 In case the Company considers that the privilege of not having to submit
Medical Certificates for Sick Leave up to 02 days is being abused then the
Company shall insist on a Medical Certificate for absence for 02 days or less
on grounds of sickness.
5.6 Accident Leave
5.6.1 Accident Leave shall be granted when an employee suffers injury arising
out of an accident in the course of his/her employment as provided by
the Workmen’s Compensation Act.
5.6.2 For the first 03 days absence an employee does not qualify for Workmen ’s
Compensation. There is no obligation by the Company to grant paid leave
to the employee, other than the employee’s availing of his/her normal sick
leave entitlement.
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.6.3 As a special concession to the employee, paid leave for the first 03 days
shall be granted in the case of accidents that may prevent the
employee from reporting for his/her work for more than 14 days.
5.6.4 Where the period of leave is less than 14 days, granting of paid leave for
the first 03 days shall be considered on a case-by-case basis after a
review by the Personnel Department.
5.7 Maternity Leave
5.7.1 Female employees are entitled to Maternity Leave as provided by the
Shop and Office Act and the Maternity Benefits Ordinance.
5.7.2 At the birth of the first and the second child, a female employee covered by
the Shop and Office Act is entitled for 84 working days of Maternity Leave.
5.7.3 Although the Company’s Office Staff is on a five-day week, the Company
is legally obliged to exclude only one and half a days and not two days as
weekly holiday.
5.7.4 Aforementioned leave of eighty-four working days can be availed of as 14
days of pre-confinement leave and 70 days of post confinement leave.
5.7.5 However, where a female employee decides to take pre-confinement
leave and the child is born before the expiry of the fourteen days, then the
unutilized portion of the pre-confinement leave should be added to herpost confinement leave.
5.7.6 In relation to the birth of a third or a subsequent child or the issue of a
child that is dead or issue of a “viable foetus”, a female employee covered
by the Shop and Office Act is entitled to forty two working days as leave.
The calculation procedure shall be the same as for the birth of the first and
the second children.
5.7.7 Pre-confinement leave shall be 14 days as for the birth of the first and
the second child and the granting of balance leave shall be as same as at
the birth of the first and the second child.
5.7.8 Females other than those covered by the Shop and Office Employees Act,
are covered by the Maternity Benefits Ordinance and in relation to the
birth of the first and the second child, shall be entitled to twelve weeks of
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leave including the holidays. Therefore, the intervening non-working days
have
to be included for the calculation unlike in the case of females covered
by the Shop and Office Employee Act.
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.7.9 Pre-confinement leave shall be 14 days or 02 weeks as for the females
covered by Shop and Office Employees Act. Leave for the third or a
subsequent child or a dead child or a “viable fetus” shall be six weeks
including the non working days. Other conditions shall be as same as for
the females covered by the Shop & Office Employees Act.
5.7.10 Female employees shall inform the Company within one week of the
confinement along with a certificate from the Doctor, of the date on
which she was confined and whether or not the child was born alive.
5.7.11 Role of the Personnel Department in the HR division
5.7.11.1 When such information is received, the PersonnelDepartment shall check through the records already available,
regarding details of the number of children she has on the
date of conf inement.
5.7.11.2 Based on such information, the Personnel Department
shall assess the number of days leave to which she is
entitled.
5.7.11.3 Once the quantum of leave is assessed and finalized the
Personnel Department shall inform her of the quantum of leave
and the day that she should return to work within 02 weeks ofher notification to the Company.
5.8 Duty Leave
5.8.1 Leave to Attend Domestic Inquiry or Court
5.8.1.1 Where an employee is required to give evidence at a disciplinary
inquiry conducted by the Company such employee shall be
granted duty leave for that purpose. Similarly if an accused
employee requests the Management to receive a fellow
employee to give evidence on his behalf or to act as an observerin an inquiry, the Management shall consider such cases for
granting
of duty leave.
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5.8.1.2 Where an employee is summoned by a court of law to give
evidence as a state witness, the Company shall grant duty
leave to such employee. The attendance at court shall be
certified by the Registrar of the court.
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.8.1.3 Where the Company requires an employee to give evidence on
behalf of the Company before a court or the Labour Tribunal, such
as employee shall be granted duty leave for the duration that he
was at the court. Immediately after the court proceedings the
employee shall, together with documentary proof if his attendance
return to
the Company and present himself for duty.
5.8.1.4 Where an employee is appointed as Juror, the Company shall
grant such an employee duty leave to attend court to render
his services. He shall return to work immediately on
completion of such service together with documentary proof of
his attendance.
5.9 Paid Leave
5.9.1 Leave for Tuberculosis/Leprosy
5.9.1.1 An employee with more than one year’s service shall be entitled for
leave on full pay for a period of four months and further 02 months
on half pay.
5.9.1.2 This shall be strictly on Medical advice by a Doctor acceptable to
the Company for the purpose of granting leave.
5.9.2 Leave to Vote
5.9.2.1 Where an election is held in the country, the Company shall allow
its employees duty leave to caste their votes.
5.9.2.2 Where an employee is qualified to vote at a Presidential,
Parliamentary, Provincial Council or Local Authority election,
special paid leave of not less than 04 hrs. depending on the
distance of polling station from the Company, shall be granted.
5.9.3 Leave to attend Local Authority Meetings
5.9.3.1 An employee who is elected as a member of any Local Authority is
entitled for leave with full pay to enable him to attend a meeting at
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such Authority upon submission of due notice in terms of the
provisions of the Privilege Leave (Private Sector) Law No.14 of 1976,
5.9.3.2 However, the employee shall obtain prior approval from the company
having submitted proof of such election and submit
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
proof of requirement for attendance at such meeting, as per
5.11.1 above.
5.10 Leave for Volunteer Service (Armed/Police Services)
5.10.1 Where an employee who is a member of the Volunteer Force or the
Reserve Police, is called upon to undergo military training or render
services, the Company shall grant leave with full pay to such employee
during the first two months. Thereafter, if the military authorities
request, the Company shall continue to grant leave with full pay on the
basis that the reimbursement shall be made to the Company by such
authority.
Please speci fy the gazette regulation.
5.10.2 Where the employees who are members of the reserve Police and
mobilized for Police duties, the Company shall pay full salary as per Police
Ordinance.
5.11 No-pay Leave
5.11.1 If an employee avails of his full quota of leave for the year and absents
himself from work, such employee shall be considered as being on no-pay
leave.
5.11.2 No-pay absence can arise even where an employee has leave to his/hercredit and if he/she fails to follow the leave procedure and is therefore
not granted leave.
5.11.3 Authorized No-pay Leave
5.12 Absent Without Obtaining Leave (AWOL)
5.12.1 In case an employee has failed to submit an authorized leave form for his /
her absent day(s), such day(s) shall be treated as AWOL & no payment will
be made.
5.13 Short Leave
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5.13.1 The maximum period of Short Leave allowed at any given time is one and
half-hours.
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MTD Walkers PLC GRANT OF LEAVE &
MAINTENANCE OF LEAVE RECORDS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-3
5.13.2 An employee can use this facility twice a month subject to the approval of a
Superior Off icer.
5.13.3 Short Leave can be obtained at the beginning of the day shift or at the
end of the day shif t.
6. RECORDS
6.1 Leave Application Form
6.2 Exit Pass (Half Day / Short Leave)
6.3 Day Off Request Form
6.4 Short Leave Register (Office Staff)
6.5 Leave Record
6.6 Leave Particulars (Computer Generated)
7. RELATED DOCUMENTS
7.1 Leave Regulations
7.2 Shop and Office Employee Act
7.3 Workmen’s Compensation Act DEO
7.4 Maternity Benefit Ordinance
7.5 Privilege Leave ( Private Sector) Law No. 14 of 1976
End of this Procedure
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
1. PURPOSE
To describe the procedure for disciplinary matters applicable to all general disciplinary
situations.
Note: In the case of abnormal and exceptional situations that may arise, such matters shall
be handled by adapting a desirable procedure to suit the specific situations.
2. SCOPE
The scope of this procedure shall cover all disciplinary matters that arise once an offence
has been committed by any employee in the Company which warrants disciplinary
action.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Group Human Resources Manager Overall
3.2 CEO’s of all MTD walkers Group Overall
3.3 All Divisional Heads and their Staff Implementation
4. DEFINITIONS
4.1 Authorized Officer - An Officer not below Executive grade nominated by
the Group Human Resources Manager
5. PROCEDURE
5.1 Preliminary Investigation
5.1.1 Where an offence is committed by an employee warranting disciplinary
action, the first step, as far as possible, shall be the obtaining of
statements from the complainant, witnesses and the “accused”, within the
minimum possible time from the intimation of the offence.
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5.1.2 Statements shall be recorded by an Authorized Officer in the Human
Resources Division.
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
5.1.3 In the case of the complainant and the witnesses, they may be allowed to
furnish their own written statements rather than recording their
statements.
5.1.4 In case an “accused” employee refuses to give a statement or sign a
statement such fact shall be placed on record by the Authorized Officer
for future reference. However, the “accused” cannot be compelled to
make a statement.
5.1.5 Where the offence is related to an attempt to remove goods or articles
they shall be carefully sealed, marked and preserved. Such evidence
may be used as production at the domestic inquiry and at the Labour
Tribunal / Magistrate Court.
5.2 Show-Cause Letter and Suspension
5.2.1 The Show-Cause Letter shall specify the charge or charges against the
“accused” employee. In certain circumstances a Show-Cause Letter may
take the form of a recounting of all the incidents relative to the charge,
followed by the formulation of specific charges based on those
incidents.
5.2.2 The date, time and place of commission of the offence shall be clearly
stated in the Show-Cause Letter.
5.2.3 The time limit within which an explanation in writing has to be submitted
shall be set out. Usually this shall be seven days from receipt of the Show
Cause Letter.
5.2.4 Where an employee requests a reasonable extension of time to submit
explanations he shall be allowed such extension unless there are
compelling reasons to refuse.
5.2.5 The Show-Cause Letter shall intimate to the “accused” employee that, shall
he fail to submit explanations in writing by the specified date it shall be
presumed that he has no explanations to offer and action shall be takenaccordingly.
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5.2.6 The Show-Cause Letter shall be either handed over to the “accused”
employee and his signature obtained on the duplicate or shall be sent
by registered post to his address.
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
5.2.7 Depending on the seriousness of the offence, the Group HRM
shall decide whether the employee shall be suspended
pending inquiry.
5.2.7.1 Where the charges, if proved, would normally result in
termination of employment, the “accused” employee shall be
suspended without pay.
5.2.7.2 In a situations where the presence of the “accused” would cause a
breach of peace or damage to property or where his presence is
for some other reason undesirable, such employee shall be
suspended with half pay.
5.2.8 Where the employee is suspended, the Show-Cause Letter shall specify
that he is suspended with half pay/ without pay until further notice.
5.2.9 Where the suspension is not accompanied by a Show-Cause Letter, the
employee shall be informed in writing at the time of suspension that he is
suspended in connection with inquiries and the Show-Cause Letter shall be
followed within two weeks.
5.3 Letter of Explanation
5.3.1 On receipt of letter of explanation the Group HRM in consultation with the
Divisional Head concerned, shall decide whether the explanation is
acceptable. If so, no question of further disciplinary proceedings shall ariseand if the workman has been suspended, he shall be reinstated with full pay
for the period of suspension.
5.3.2 In case the explanation is not acceptable or the employee denies the
charges, he shall be informed in writing that the explanation is
unsatisfactory and unacceptable and that an inquiry shall be held on
a
specified date and a time and that he is required to be present at the
inquiry with his witnesses and evidence, if any.
5.3.3 Where the “accused” employee admits the charges, then nodomestic inquiry is required and action may be taken accordingly.
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5.3.4 In case an “accused” employee fails to tender his explanations then no
domestic inquiry is necessary and action shall be taken on the
presumption that he has no explanations to offer.
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
5.3.5 In case an “accused” employee makes a request to examine documents
in certain types of offences for the purpose of furnishing explanation,
the request shall be complied with and a date and a time may be fixedfor the employee to examine documents in the presence of an
Executive.
5.3.6 The employee shall not be given copies of documents to be removed and
the inspection of documents does not extend to furnishing the “accused”
for perusal or otherwise copies of statements of witness.
5.4 Domestic Inquiry
5.4.1 In the case of an offence, which does not warrant dismissal, an Executive of
the Human Resource & Administration Division who is not below the
grade of the “accused” employee shall hold the
inquiry.
5.4.2 In situations where the act of misconduct committed by the “accused”
employee warrants dismissal an outside Inquiring Officer shall hold the
inquiry.
5.4.3 An “accused” employee shall be allowed to have an “observer” who shall
be entitled to be present during the proceedings to assist the “accused”
employee by taking down notes. However, he is not allowed to make
statements or cross examine witnesses.
5.4.3.1 The appointment of an “Observer” shall be with the approval of the
Company and shall be an employee of the Company but not an
employee who has the responsibility of direct supervision over the
“accused” employee and shall be of similar standing. The Company
also reserves the right to withdraw such approval at any stage of the
proceeding in which event the “accused” employee may seek
permission to substitute another person. The other provision
available is for a member of a recognized Trade Union representative
who
could be present at the Inquiry as the observer. An “accused”
employee shall be allowed to have an “observer” who would beentitled to be present during the proceedings to assist the
“accused”
employee by taking down notes. However, he is not allowed to make
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statements or cross examine witnesses.
5.4.4 In case an “accused” employee wishes to lead the evidence of witnesses
who are Company employees, such requests shall be allowed. However, if
an employee is not willing to give evidence on behalf of a colleague he/she
cannot be forced to do so.
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
5.4.5 In case a request is made by the “accused” that he/she be furnished with
a list of witnesses who shall give evidence on behalf of the Company
such request shall be complied with. However, this shall not precludethe Company from calling fresh witnesses whose names have not been
furnished.
5.4.6 The domestic inquiry shall commence with the “accused” being asked by
the Inquiring Officer as to whether he pleads guilty or not guilty. If he
pleads guilty, he shall be asked whether he has any statement to make
in that connection. If so, such statement shall be recorded.
5.4.7 In case the “accused” pleads not guilty, the inquiry shall commence by the
Inquiring Officer requesting the prosecuting officer to lead evidence on
behalf of the Company.
5.4.8 In case an “accused” employee who has been informed of the date and the
time of the inquiry is absent and has made a request for a postponement,
such request shall be allowed. If the “accused” is absent without
explanation or without such a request a further opportunity shall be given
to attend the inquiry, and if the “accused” persists in his absence without
satisfactory explanation the inquiry shall be held ex-parte.
5.4.9 The evidence shall be recorded in direct speech in the form of
questions and answers.
5.4.10 As each witness for the Company completes his evidence in chief, the“accused” employee shall be given the opportunity of cross-examining
the witness.
5.4.11 The “accused” employee along with the “observer” shall be allowed to
be present throughout the proceedings of the inquiry.
5.4.12 When the evidence of a witness has been completed the witness, the
“accused”, and the Inquiring Officer shall place their signatures as a correct
record of evidence. If the witness or the “accused” or both refuse to
sign, the Inquiring Officer and the Prosecuting Officer shall sign the record
confirming it to be correct record of evidence.
5.4.13 On the conclusion of the evidence for the Company, the “accused”
employee shall be requested to make a statement and give evidence if he
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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so wishes. If he does so, his evidence shall be recorded and he is open
to cross-examination. In case he refuses to make a statement or give
evidence, a record shall be made to that effect. The “accused”
employee
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
C:\Users\Najab\Desktop\WSE\Procedure for Disciplinary Matters.doc\CJP\7/2/2012
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
shall be required to sign his record of evidence and if he refuses to do
so, the same procedure outlined at 5.4.12 shall be followed.
5.4.14 The “accused” employee shall be given the opportunity of leading the
evidence of witnesses only after he himself has given evidence if he
cCEOses to give evidence at all. If the “accused” employee tenders
witnesses, the same procedure as in the case of witnesses on behalf of
the Company shall be followed.
5.4.15 Where the facts which emerge at an inquiry necessitate an amendment of
charges, the “accused” employee shall be given due notice of the
amendment in writing, and the inquiry be proceeded with the amended
charges allowing opportunity for the “accused” employee of meeting
them.
5.4.16 On conclusion of the evidence, the Inquiring Officer must grant both
parties the opportunity of making oral or written submissions if
requested.
5.4.17 Where documents are produced at the inquiry, the “accused” shall be
given an opportunity to studying them but not removing.
5.4.18 When the inquiry is concluded, the “accused” employee shall be
informed and a record shall be made.
5.4.19 A transcript of the proceedings shall not be given to the “accused”
employee.
5.4.20 The documents marked at the inquiry shall be initialed by the Inquiring
Officer.
5.4.21 The Inquiring Officer must arrive at brief written findings giving reasons
for his findings, which must be based on the evidence before him.
5.4.22 The Inquiring Officer’s report and findings shall state specifically
whether or not he concludes that the “accused” employee is guilty ofeach of the charges.
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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5.4.23 The findings and punishment shall as far as possible be communicated to
the “accused” employee within one month of the conclusion of the
inquiry.
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
5.5 Punishment
5.5.1 Punishment shall vary depending on the circumstances such as gravity of
the offence, length of service of the employee, past record and theposition occupied by the employee. When a punishment such as
termination is imposed on an employee, there shall be written evidence
that the
punishment has been communicated to the employee. The employee’s
signature on the duplicate of the letter would be most desirable.
5.5.2 The punishment shall not be out of proportion to the offence.
5.5.3 The following types of punishments may be imposed on the conclusion of
an inquiry in case an “accused” employee is found guilty.
5.5.3.1 Termination of service
5.5.3.2 Demotion
5.5.3.3 Suspension without pay.
5.5.3.4 Transfer
5.5.3.5 Fine
5.5.3.6 Warning
5.6 Types of Misconduct
5.6.1 Some types of misconduct that may warrant punishment are given below.
5.6.1.1 Absence from work without reasonable excuse.
5.6.1.2 Late attendance.
5.6.1.3 Causing damage to or causing the loss of goods or articles
belonging to the Company either willfully or due to neg ligence.
5.6.1.4 Slackening or negligence at work.
5.6.1.5 Sleeping while on duty.
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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5.6.1.6 Failure to comply with instructions in relation to work.
5.6.1.7 Theft or attempted theft of articles belonging to the company, or
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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Susil Silva
Group human Resources Manager
MTD Walkers PLC
Reviewed & Approved
by
ProcessOwner Jehan Amaratunga
Group Deputy Chairman MTD group
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MTD Walkers Group
DISCIPLINARY MATTERS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/6
fraud or dishonesty in connection with Company’s business.
5.6.1.8 Being under the influence of alcohol, drugs and other
restricted substances during working hours.
5.6.1.9 Willful insubordination and willful breaches of discipline.
5.6.1.10 Incivility or causing inconvenience to any visitor in the Company
premises.
5.6.1.11 False or misleading statements.
5.6.1.12 Malingering
5.6.1.13 Interference with any safety devices.
5.6.1.14 Distribution or exhibition inside the Company premises of hand
bills, pamphlets or posters without prior written authority
from the Management.
5.6.1.15 Smoking in a prohibited area.
5.7 Domestic Inquiry where Criminal Proceedings are Pending
5.7.1 The Company shall take disciplinary action against an employee for
misconduct without awaiting the decision of a criminal court wherea criminal charge is pending.
5.7.2 All efforts shall be taken to initiate disciplinary proceedings, conclude
inquiries and to take appropriate disciplinary action independent of
criminal proceedings, if any.
6. RECORDS
Nil
7. RELATED DOCUMENTS
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 1 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 1 of 4
MTD walkers
PLC COLLECTION OF DEBTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE
1. PURPOSE
To describe the procedure for collection of debts
2. SCOPE
Outstanding bills and debts
3. RESPONSIBILITY
No:
Job Title
Responsibility
3.1 Financial controller Overall
3.2 CEOs/Divisional Heads Overall
3.3 Accountant (attached to
each company)Direct
4. DEFINITIONS Nil
5. PROCEDURE
5.1 The Financial controller shall go through the debtors’ statement and
outstanding bills and provide guidelines regarding their collection.
5.2 The Accountant shall prepare the monthly programme for collection of debts
and the Accountant or his assistant shall visit local customers to collect debts.
5.3 The Accountant on behalf of the financial controller shall follow up the debtors as
per agreed Credit Terms and inform the financial controller about the progress of
collection on credit terms agreed upon.
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 2 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 2 of 4
MTD walkers
PLC COLLECTION OF DEBTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE
Credit Terms
Local Customers (Private Sector)
Bills are to be settled within 30 days period from the bill date where there is nospecific credit terms (Payment Plan) agreed by relevant division /commercial
division .
Local Customers (Government)
When there is no specific credit terms (Payment plan) agreed the bills to be
settled within 30 days time from the bill date.
Foreign Customers
Bills are to be settled as per agreed credit terms or plan otherwise within 30
days period from the bill date.
Exception to credit terms agreed upon
However above credit terms will be disregarded where necessary on case
basis with the knowledge and understanding of the Management.
5.4 The Accountant shall give a feedback to the Financial Controller of the Bills
treated as dispute and delay. (Under normal circumstances, the delay means
customer has not settled bills as per credit terms agreed upon but still
responding by way of e-mails, letters, faxes, Phone calls etc. over a reasonable
period of time. Dispute means the customer does not response in any way of
mentioned under the delay, after the Credit period lapsed.)
5.5 The Financial controller or Accountant on behalf of the financial controller
shall discuss disputed/delayed payments with customers.
5.6 In case the Finance controller or Accountant is of the view that the mount due
from the customer is irrecoverable due to a dispute or otherwise, he shall
inform the relevant CEO, Director or the divisional head in writing regarding the
details of the case.
5.7 The CEO, Director or the divisional heads shall discuss with the customer with a
view to settling the matter amicably.
5.8 In case there is no positive response from the customer, the CEO, Director or
the Divisional head shall take necessary action of instituting legal action hav ing
previously consulted the MTD Group Deputy Chairman.
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 3 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 3 of 4
5.9 The CEO/Director or the relevant divisional shall make necessary arrangements to
serve the Letter of Demand to the customer in the first instance and in case
ther
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 4 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 4 of 4
MTD walkers
PLC COLLECTION OF DEBTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE
is no favorable response from the customer, legal action shall be instituted
for recovery of the debt.
5.10 The subject shall be treated as closed when the Legal advises received in wr itingthat all legal avenues available to MTD Walkers PLC for the recovery of the debt
have been exhausted.
5.11 The following report shall be generated after feeding Invoices and Receipts into
the system:
• Debtors Statement: This statement is circularized amongst the CEOs,
Director and the Divisional Heads for their information when
necessary.
• Customer statement has to be forwarded to customers on amonthly basis or quarterly basis (when necessary)
5.14 Cash Collection
5.14.1 Invoices settled in cash (Rs. or US $) shall be supported with instructions
by the Financial controller, Accountants and it shall be forwarded to the
Cashier who shall raise a cash receipt and make entries in the Cash Book.
5.14.2 The Cashier shall ensure that all cash receipts shall be fed into the
computer to prepare the cash book.
5.14.3 The Cashier shall ensure that the total daily cash collection is deposited
on the next working day to the bank.
5.15 Credit Notes
5.15.1 The Credit Notes raised and the Subject clerk shall enter in the Credit Note
Register in serial order.
5.15.2 Credit Notes shall be fed into the computer and the debtors’ records
shall be updated.
5.15.2 The Debtors balances lying in Foreign Currency at the year-end shall be
updated at the closing exchange rate prevailing (confirmed by the bank)
at the last day of the year. The differences shall be credited/debited to
Exchange Difference Account.
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 5 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 5 of 4
5.16 Credit Customers
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Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 6 of 4
Reviewed & Approved
by
ProcessOwner
Viraj de SilvaChief Financial OfficerMTD Walkers PLC
Jehan Amaratunge Deputy Chairman
MTD Group of companies.
Page 6 of 4
MTD walkers
PLC COLLECTION OF DEBTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE
The Head of Logistics, Deputy General Manager Projects and other
authorized Managers shall approve Credit on the MTD group of companies
deputy Chairman’s authorization and inform the financial controller of the
credit terms allowed to the customers.
6. RECORDS
6.1 Debtors Statement
6.2 Receipt Cash Books
6.3 Customers Monthly Statement
7. RELATED DOCUMENTS
7.1 Letter of Demand
End of this Procedure
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Reviewed & Approved
by
Jahan Amaratunga Deputy Chairman
MTD Group
ProcessOwner
Susil SilvaGroup HR ManagerMTD Walkers PLC
Page 1 of 3
MTD Walkers
PLC COMPANY HOLIDAYS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-5
1. PURPOSE
To set out the procedure for declaring Company Holidays.
2. SCOPE
Applicable to all employees entitled to Company Holidays.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Group HR Manager Overall
3.2 All CEO’s of MTD Walkers Group Overall
3.3 All Divisional Heads and their Staff Implementation
4. DEFINITIONS
Nil
5. PROCEDURE
5.1 A weekly holiday is usually Sunday and may vary in the case of certain shif t
employees such as Security.
5.2 Saturday is usually a half-holiday for all field category employees and a full
holiday for office category employees.
5.3 A “Half Holiday” is a day on which an employee is not employed for more than 05
hours exclusive of any interval.
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MTD Walkers
PLC COMPANY HOLIDAYS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-5
5.4 The following days have been presently declared as statutory holidays.
5.4.1 Tamil Thai Pongal day
5.4.2 Independence Commemoration day (National day)
5.4.3 Milad-Un_Nabi (Holy Prophet’s Birthday)
5.4.4 The day immediately prior to the Sinhala/Hindu New Year day.
5.4.5 Sinhala/Hindu New Year day.
5.4.6 May day
5.4.7 Vesak Full Moon Poya Day
5.4.8 The day immediately succeeding Vesak Full Moon Poya day.
5.4.9 Christmas day.
5.5 In case a Statutory holiday falls on a Sunday, an additional day shall be granted as
a holiday by the Management.
5.6 In case a Statutory holiday falls on Saturday a half-holiday in lieu will be granted
for field staff & full day holiday for office staff.
5.7 Full Moon Poya day is a holiday for all employees.
5.8 Where the Full Moon Poya day falls on a Weekly holiday or half-holiday or
statutory holiday, no alternative holiday or half-holiday shall be allowed.
5.9 In case an employee does not work for a minimum of 28 hours in the week
exclusive of intervals and over time, he/she shall not be entitled to the one and
half days weekly holiday.
5.10 In calculating the 28 hours an employee is entitled to credit for any period of paid
leave as well as holidays declared by the Company.
5.11 Muslim employees shall normally on application be granted leave on the day
following the end of Ramazan and leave on the Hadji Festival day and in the same
manner, Hindu employees shall be granted leave on the Deepavali Festival day.
5.12 Such leave shall be set off against an employee’s leave entitlement of casual or
annual leave and, if he/she has no leave to credit, the leave must be granted as
an approved No-pay leave.
Process
OwnerSusil Silva
Group HR ManagerMTD Walkers PLC
Page 2 of 3
Reviewed & Approved
by
Jahan Amaratunga
Deputy Chairman
MTD Group
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Reviewed & Approved
by
Jahan Amaratunga Deputy Chairman
MTD Group
ProcessOwner
Susil SilvaGroup HR ManagerMTD Walkers PLC
Page 3 of 3
Process Nilupa Nishanthi,Owners Accountant
Reviewed &Approved by
ODNL Perera Director/Headof
Operations
MTD Walkers
PLC COMPANY HOLIDAYS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-5
5.13 The Personnel Department shall obtain in advance the year’s Calendar approved
by the Ministry of Home Affairs and the Holiday Circular from the Emp loyers’
Federation of Ceylon.
5.14 The Group HR Manager in consultation with the Deputy Chairman MTD group
shall decide on the dates on which the additional holidays shall be declared.
5.15 Based on these documents, the holiday notice and the working day calendar
shall be prepared & circulated to all employees.
6. RECORDS
6.1 Holiday Notice
7. RELATED DOCUMENTS
7.1 Working Day Calendar
End of this Procedure
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Reviewed & Approved
by
Jahan Amaratunga Deputy Chairman
MTD Group
ProcessOwner
Susil SilvaGroup HR ManagerMTD Walkers PLC
Page 4 of 3
Process Nilupa Nishanthi,Owners Accountant
Reviewed &Approved by
ODNL Perera Director/Headof
Operations
WALKER SONS &CO.ENGINEERS (PVT) LTD
SUPPORT PROCEDURE Issue No :
OPENNING OF JOB NUMBERS & CONTRACT REVIEW
Issue No : 02
Issue Date : 2016-03-15
ISO 9001:2008 QMS Revision No : 01
1. PURPOSE
To describe the procedure for opening job numbers, contract award, acceptance,
review, invoicing, delivery and customer feedback for Projects /Manufacturing of
Plantation Machinery and, Central Workshop.
2. SCOPE
The scope of this procedure shall be applicable to all work carried out by Walker Sons &
Engineers.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Divisional Heads/General Managers Overall See Section No: 5
for further details
regarding
responsibilities3.2
Relevant Functional
Heads/Accountant Implementation
4. DEFINITIONS Nil
5. PROCEDURE
5.1 Walker Sons & Engineers shall follow the steps given below when opening job
numbers for projects /Jobs secured on successful bid or an inquiry received for a
project, manufacturing of plantation machinery, or work carried out by the CWS
direct or as a subcontractor and for maintenance work of in house equipment
and machinery.
5.2 When either a tender is called or an inquiry is received by Projects, Plantation or
the central workshop, the relevant Divisional Head shall make the entries in the
Register of Inquiries as applicable.
5.3 Using the information obtained from the Customer, the relevant Divisional Head
shall prepare a proposal. The relevant Divisional Head shall arrange a meeting/s, if
required, with other Divisional heads (Finance, logistics, Human Resources) /
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WALKER SONS &CO.ENGINEERS (PVT) LTD
SUPPORT PROCEDURE Issue No : 02
OPENNING OF JOB NUMBERS & CONTRACT REVIEW
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Issue No : 02
WSCEPL/QP/07
Functional Heads to ensure that all resources required are identified and
available for the jobs. (Contract Review)
.
5.4 Based on the information available, the Divisional head shall identify the necessary
subcontractor inputs and obtain offers for same.
In case, if need arises Divisional head shall obtain assistance from relevant
departments and/or shall seek clarification from the customer.
The proposal shall meet the stipulated bid conditions/customer requirements,
the standard conditions of contract and summary report on job completion
Time Estimates and submit it to the customer
The Divisional Head shall provide clarifications sought by the customer whenever
needed
5.5 Upon the acceptance of the Walker Sons & Engineers proposal by the customer,the relevant divisional head shall arrange a planning meeting, if required, with
other relevant personnel to ensure the delivery on time.
5.6 A cost breakdown based on cost coding and a cash flow chart shall be submitted to
the Accountant.
5.7 Accountant shall open a job number for the project and inform the relevant
party.
The relevant division shall identify jobs as per the cost code based on the Walker
Sons & Engineers job coding system. Rework shall be done on job numbers
specific for rework enabling to identify the rework cost of the project.
5.8 In the event of subcontracting any of the jobs, a suffix shall be added to the
job number to indicate whether it a total subcontract or only a labour
contract.
5.9 The relevant Divisional head shall arrange progress review meetings at reasonable
intervals to review the work progress and to take remedial action to prevent
any drawbacks which could prevent on time completion of the project.
5.10 Any job/s subcontracted to CWS shall be transferred through an E mail indicating
the job description. Accountant shall open a job number for such subcontracted
work and inform the CWS. On completion of work/Sending delivery note, CWS
shall inform the Accountant the cost of production. CWS shall invoice the internal
customer on the basis of Cost plus 10%.and cost plus 30 % for an external
customer.
5.11 The Project Manager shall prepare a Work Done Certificate and obtain the Owner's
Acceptance certification. The divisional head shall keep the Finance division
informed and the Finance division shall make arrangements to close the job
number and raise the invoice.
5.12 On completion of the job the project Manager shall request the
owner’s representative to provide us with the customer feed back.
Process
Owners
Nilupa Nishanthi,
Accountant
Reviewed &
Approved by
ODNL Perera
Director/HeadofOperations
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Process Nilupa Nishanthi,Owners Accountant
Reviewed &Approved by
ODNL Perera Director/Headof
Operations
Reviewed & Approved
by
ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
WALKER SONS &CO.ENGINEERS (PVT) LTD
SUPPORT PROCEDURE Issue No : 02
OPENNING OF JOB NUMBERS & CONTRACT REVIEW
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Reveision Date :
WSCEPL/QP/07
5.13 The relevant Divisional Head shall ensure that prompt action is taken to
address any areas for improvement that may have been suggested by the Customer
in the Customer Feedback or in any other communication.
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Process Nilupa Nishanthi,Owners Accountant
Reviewed &Approved by
ODNL Perera Director/Headof
Operations
Reviewed & Approved
by
ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
1. PURPOSE
To describe the material purchase procedure followed by Walker group of companies is
based on the required specifications, quality, and competitive prices, to satisfy the
required delivery schedule.
2. SCOPE
The scope of this procedure shall cover all items purchased for the requirement of the
Company.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Head of Logistics –HOL Overall
3.2 Logistics Executive ,Logistics officer Direct
3.3 Head of division and functional heads
Implementation
4. Abbreviations:
WSE- Walker Sons & Co Engineers ( Pvt) LTD
MRF-Material requisition Form
5. PROCEDURE
5.1 The need for the purchase shall be identified by user division in liaison with its
Store.
5.2 All purchase actions shall be initiated only through the following properly
authenticated / authorised documents:
5.2.1 Material Requisition Form (MRF) – Raised by user
through the head of each Department.
5.2.2 Before raising the MRF, User Department shall check the availability of the
items in the stores and ensure that the item/s being requested is/are notavailable in the stores or the availability is not sufficient for the
requirement..
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Process Nilupa Nishanthi,Owners Accountant
Reviewed &Approved by
ODNL Perera Director/Headof
Operations
Reviewed & Approved
by
ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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5.3 The MRF shall indicate the Project / Job No, required date, delivery location
complete specification or as per sample and any other relevant
information.
5.4 All MRF received shall be recorded to facilitate traceability.
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
5.5 No MRF should be initiated if the items are already available in the Stores and
sufficient for the future requirements.
5.6 MRF should be vetted by the Head of Logistics for correct completion.
5.7 Suitable purchase action shall be taken by Executive Logistic by identifying the
approved Suppliers, who are registered with the Company. In case suitable
suppliers are not available locally, such items shall be referred to import same
in consultation with the user department.
5.8 A minimum of 03 or more approved Suppliers shall be identified for a purchase
unless the items required are obtainable direct from the manufacturers or the
Local Agents. The mode to be adopted shall be as follows:
1. Fax quotations/ E-Mail quotation
2. Sealedquotations
3. Tenders (Newspaper
advertisements)
Quotation Requisition Forms would be raised as per the information available in
the MRF. Then the requisition would be send to the supplier. This may be through
fax, mail or hand delivery.
Supplier should complete the form with requested information and return the
same by hand, mail or fax to the logistics division. This quotation should have the
rubber stamp of the supplier.
5.9.1 Fax Quotations
Fax /E-mail Quotations
Purchasing Enquiry (Local Purchase) shall contain the required information
correctly and completely to avoid any discrepancies in the
quotation/supply.
5.9.2 Sealed Quotations
Sealed quotations shall be received either by registered mail or they couldbe dropped into the sealed tender box made available in the Logistics
Division. The tender box shall be sealed on the date when such inquiries for
quotations are sent out to the Suppliers. The seal of the tender box shall
only be broken after the closing time in the presence of the representatives
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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by
ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
of the Company who shall be nominated by respective General
Mangers/Head of division
or equal level at Head of logistics request. The Tenders or their
nominated representatives may be invited to be present.
5.9.3 Tender
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
This mode shall follow the procedure described in item no 5.9.3 above.Additionally the tenders could be present at the opening of the tender, if
they so wish. In this Scenario fax offers received in the form fax or similar
method shall not be entertained.
5.9.4 Petty Cash Purchases
Petty Cash Purchases shall not be encouraged and kept to the bare
minimum. Extremely urgent/ as per sample purchases could be done
by petty cash mode, from any supplier with whom such items are
available, after comparing the prices with two or more suppliers for
price competitiveness and availability.
Scheduling and Evaluation
All the obtained quotations are to be included to the price schedule.
5.10.1 Tenders / Quotations received shall be scheduled and evaluated on
the following basis:
5.10.1.1 Price;
5.10.1.2 Delivery time;
5.10.1.3 Conformity to specifications required;
5.10.1.4 Payment terms;
5.10.1.5 Any other criteria depending on the
situation.(Product brand/urgency/Delivery time, etc.
5.10.1.6 Quality
5.10.1.7 Warranty
5.10.2 The price Schedule of offers Items received shall be
forwarded to the user department as and when required for theconformity check
the price schedule and forward to finance division as and when required
to determine the financial requirement for the purchase or the
establishment of LC or TT for foreign procurement.
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Director/HOOP
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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The completed Price schedule should be approved by the Head of logistics
before raise the purchase order.
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Head of logistics ODNL Perera
Director/HOOP
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Reviewed & Approved
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
Then the purchase order is raised and the approval for the purchaseshould be given by the Head of Operations or in his absence an
appointed authorised officer.
5.11 Payment Terms
Payments terms shall be done by any one of the following modes.
5.11.1 Credit terms
5.11.2 Advance Payments
5.12 Agreement
Wherever deemed necessary an agreement shall be entered into with the
Supplier for the proper execution of the supply and other conditions set out by
the Company. All such agreements shall be made in consultation with the
company secretary and the respective General Managers/Functional Heads.
5.13 Order Placement
5.13.1 After selection of the suitable supplier and obtaining the required approval
(depending on the order values), an official Purchase Order
shall be placed with the supplier indicating the price accepted, quantity
ordered, complete and accurate details of specifications, delivery date,
delivery facility, terms of payments and any other relevant information as
necessary. All such Purchase Orders raised shall be entered in the Register
for follow up.
5.14 Copies of the Purchase Order shall be issued to the Supplier, and Logistic
department Master File.
5.15 Delivery / Collection of items.
5.16.1 The official Purchase Order shall be handed over or faxed to the Supplier.
In the event items are collected by the Company chaser, he shall
focus adequate consideration to the following:
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
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.
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Head of logistics ODNL Perera
Director/HOOP
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by
ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
5.16.2 Physically check items with the specification/quantity indicated in the
purchase order to ensure the items are collected in correct quantity andto the specification requested.
5.16.3 Short supply on advance payment purchases orders shall not be accepted
without the approval of Ex. (Logistic). Any discrepancies shall be entered
on the Invoice and endorsed by the Supplier.
5.16.4 Chaser to sign and accept all such items received.
5.16.5 All items collected shall be handed over to the Store Keepers and
Checked in their presence for its correctness as per the invoice/Advice Note.
5.17 Supplier Delivered Items
5.17.1 These items shall be delivered to Stores locations by the Suppliers as
indicated in the Purchase Order and within the period specified.
Relevant Invoices or Advice Notes shall be submitted along with the
goods.
5.17.2 All Purchase Orders raised including Cheque Advance / credit shall be
cross checked with GRNs (and Incoming Inspection Reports wherever
applicable) raised by the stores to ascertain that all items in full havebeen received/supplied as indicated in the Purchase Order. Any
discrepancies shall be followed up in writing with the supplier until they
are completed/fully settled.
All items purchased under capital expenditure, plant and equipment and
any other relevant materials/Equipment /tools need to be inventoriesed
and a copy of such document shall be available at the stores for record
purposes and traceability.
5.18 Advance Payments (Cheque Advance)
5.18.1 Purchase orders for Advance Payment shall be prepared by the sub ject
clerk and checked by Executive (logistics). Then the purchase order is
forwarded to Head of Logistics for his authorization.
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Director/HOOP
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ProcessOwner Keerthi Wijesingha
Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
5.18.2 The executive concerned shall follow up to obtain cheques on time to
avoid purchase delays.
5.18.3 Cash Receipts shall be obtained from suppliers for payments made
by cheques or cash and forwarded to the Finance Division.
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Head of logistics ODNL Perera
Director/HOOP
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Keerthi Wijesinghe
Head of Logistics ODNL Perera
Director/Head of Operations
Page 17 of
Walker Sons &
Co. Engineers
(PVT) LTD MATERIAL PURCHASE
Issue No : 02
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/08
5.19 Credit Payment
5.19.1 Vouchers for settlement of credit shall be prepared and arranged for the
payment when taking the GRN/PO & invoice by the Head of
Finance/Finance division as per the agreed credit payment terms. No
credit payment shall be settled without the GRN raised.
Executive (Logistics) shall cross check with the GRN to ascertain that all
items ordered have been received in full and in good order to the exact
specification quantity ordered. Any discrepancies shall be followed up and
settled with the supplier before payment and closing of the File.
5.20 Return of Nonconforming Items
5.20.1 Incorrect / Nonconforming items supplied shall be returned to the supplier
on receipt of the Purchase Return Note from the Stores within a period of
three days. Acknowledgement shall be obtained from the supplier for
such returns.
5.20.2 For returned and short supplied items, a Credit Note shall be obtained
from the Supplier and forwarded to Finance Division. Ex (L) shall follow up
with the Supplier, either for replacement or refund payment as per the
Credit Note.
6. RECORDS
6.1 Material Requisition Form
7. RELATED DOCUMENTS
7.1 Quotation Request Form
7.2 Price Schedule
7.3 Purchase Order
7.4 Good Received Note
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Head of logistics ODNL Perera
Director/HOOP
C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx
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by
ProcessOwner
Keerthi Wijesinghe
Head of Logistics ODNL Perera
Director/Head of Operations
Page 18 of
Walker Sons & Co
Engineers PVT
LTD STORES MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/11
1. PURPOSE
To describe the procedure for managing the Stores Function including inspection ofincoming items, their handling, storage, preservation, issue, acceptance of
returned material, stock reconciliation and allied matters.
2. SCOPE
The scope of this procedure covers all items received into stores.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Head of Logistics - HOL Overall
3.2 Executive logistics Direct
3.3 All Divisional Heads / Functional
Heads and their StaffImplementation
4. DEFINITIONS
MTDW-MTD Walkers PLC
5. PROCEDURE
5.1 All receipts of items shall be done at the receiving/inspection counter of the Stores.
5.2 All items received into stores, without exception, shall be entered in the Material
Received record by the Receiving Store Keeper.
5.3 All packages/goods shall be unloaded at the Receiving Bay or at any other location
that may be designated for this purpose by the Head of Logistics. Such items
shall only be unpacked/opened by the Receiving Store Keeper. Wherever
required, the person who is delivering the items shall also be requested to be
present.
5.4 “The actual quantity of all goods/ packages unpacked shall be immediately
checked by the Receiving Store Keeper against the relevant Purchase Order
, and Supplier’s Invoice/Packing List and initiate material Incoming Inspection
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Head of logistics ODNL Perera
Director/HOOP
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by
ProcessOwner
Keerthi Wijesinghe
Head of Logistics ODNL Perera
Director/Head of Operations
Page 19 of
Report”.
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Director/Head of Operations
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Keerthi Wijesinghe
Head of Logistics ODNL Perera
Director/Head of Operations
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Walker Sons & Co
Engineers PVT
LTD STORES MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/11
5.5 Any package received in damaged/open condition shall be immediately checked
by the Receiving Store Keeper in the presence of the person who is delivery
such item.
5.6 On logistics Departments request, inspection of the product quality shall be
checked by a technically competent person from the User/Requester
Department, who shall complete the Inspection Report on completion of such
inspection.
5.7 All items, after inspection, shall be covered by Goods Received Notes (GRNs).
Such GRNs shall be checked by Ex Logistics/ nominated person. The GRN shall
be prepared in a neccssary number of copies. One copy shall be retained at the
Stores.
5.8 Items that are rejected after inspection shall be removed and stored
separately in the area identified for rejected items, pending return to the
supplier.
5.9 Once the material has passed the incoming inspection the Store Keeper shall
take the material into stock. Until such time such materials shall kept segregated
5.10 Material that has passed incoming inspection shall be stored in the
respective location identified for the specific material.
5.11 In case a previously accepted stock of the same material is available the newlyreceived stock shall be stored in such a manner that it is separately
identifiable from the previous stock.
5.12 All material shall be issued on first in first out basis to control shelf life.
5.13 All receipts and issues of items shall be entered into the Bin Card Format
which shall be used to monitor stock levels and initiate replenishment activities.
Stock movement / history information may be obtained from Inquiry for Bin Card
5.14 Physical security of material shall be ensured by having items susceptible to
physical loss, damage, or deterioration stored in a location which sha llprovide such security.
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Director/Head of Operations
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Head of Logistics ODNL Perera
Director/Head of Operations
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5.15 Intermediate products manufactured shall be stored at a pre-
identified location to ensure that the product shall retain its
characteristics; and
5.15.1 Intermediate products shall carry a unique identification code which
relates it to the particular job, in which it will be used.
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Director/Head of Operations
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Keerthi Wijesinghe
Head of Logistics ODNL Perera
Director/Head of Operations
Page 4 of 5
Walker Sons & Co
Engineers PVT
LTD STORES MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/11
5.16 Issues :
5.16.1 Issue of items from stores shall be effected using following documentswhich shall be properly authorised.
5.17.1.1 MRMaterial Requisitions For Consumable
items.
5.17.1.2 IR Inventory Items Requisitions For Capital items.
`
5.16.2 Once a Material Requisition is placed, stores shall check whether it is
available in the Stock.
5.16.3 In case it is a stock item stores shall check the availability and if notavailable the Head of Logistics shall initiate necessary action to replenish
the stocks within the time frame given by the respective Production
Division.
5.17 Transfer of material
Transfer of material shall be effected using the following documents which shall
be properly authorised.
5.18.1 MTNMaterial Transfer Note Transfer from stores to
project sites etc.
5.18.2 ITN Inventory Transfer Note Transfer of Inventoryitems.
5.18 Return of Material
Excess material drawn by a User Department shall be returned through the
Material Return Note-MRN. Stores shall check whether the correct job number is
indicated on the MRN prior to accepting same. Receiving Store Keeper shall also
inspect the condition of the material returned, to ensure that no damaged items
are taken back.
5.19 The returned material shall be treated as new material receipt at Stores and
the steps outlined in 5.11 to 5.12 shall be followed for taking them into S tock.
5.20 For appropriate stock adjustments the following documents may be used,
with proper approvals obtained.
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Director/Head of Operations
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Head of Logistics ODNL Perera
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5.20.1 Physical Verification sheet
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Head of Logistics ODNL Perera
Director/Head of Operations
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Walker Sons & Co
Engineers PVT
LTD STORES MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/11
5.21 Preservation and Protection of stocks.
5.21.1 Stock items shall be checked on a random basis, at least once in every
quarter of a year, and Form for Stores Quality Checkshall be maintained of such checking for quality, quantity and storage
conditions.
5.21.2 In the above process, control of opened boxes, cans and tins etc. shall be
monitored to ensure that only one container is left open for each item at
any one time.
5.22 Executive logistics shall prepare a list of non moving items once a year and
dispose on the approval of MTDW management comprising of 3 Members
including the divisional head
5.23 Replenishment of items shall be initiated based on the report prepared on
the consumption of material reach the minimum order level.
6. RECORDS
6.1 Replenishment Requisition
6.2 Inventory Items Requisition
6.3 Goods Inward Register
6.4 Goods Received Note (Local)
6.5 Material Return Note
6.6 Material Transfer Note
6.7 Inventory Transfer Note
6.8 Register for Storage Conditions
6.9 Physical Verification Sheet
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Director/Head of Operations
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Head of Logistics ODNL Perera
Director/Head of Operations
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Walker Sons & Co
Engineers PVT
LTD STORES MANAGEMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/11
7. RELATED DOCUMENTS
7.1 Purchase Order
7.3 Purchase Return Note
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Susil Silva
Group HR Manager
MTD Walkers PLC
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by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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MTD Walkers PLC PERFORMANCE EVALUATION,
INCREMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/16-1
1. PURPOSE
To describe the procedure for Performance Evaluation, Granting of Increments andPromotions.
1.1. To determine & communicate to an employee how he/she is performing the
job ideally establishing a plan for improvement in accordance with changing
Corporate Objectives/Business Plans, technological advances.
1.2. Provide back up data for managerial decisions such as; salary increases, training,
transfers and promotions.
1.3. To have a better relationship between employees and managers to coach, monitor,
encourage and motivate them.
1.4. To identify uncooperative, incapable or otherwise unacceptable employees and
to take necessary action to rectify the situation.
2. SCOPE
The scope of this procedure shall cover all grades / levels of employees who are in
the permanent/on contract service of the MTD walkers group of companies.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Group Human Resources Manager Overall
3.2 All CEO’s of the MTD walkers group Overall
3.3 All Divisional Heads and their Staff Implementation
4. DEFINITIONS
Nil
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Susil Silva
Group HR Manager
MTD Walkers PLC
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by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Susil Silva
Group HR Manager
MTD Walkers PLC
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by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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5. PROCEDURE
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Group HR Manager
MTD Walkers PLC
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Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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MTD Walkers PLC PERFORMANCE EVALUATION,
INCREMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/16-1
5.1 Evaluation
5.1.1 Increment & Promotion committee will be appointed for each company.
5.1.2 All permanent/on contract employees shall subject to
performance evaluation once a year in April.
5.1.3 Employee’s Attendance, Punctuality & Discipline shall be evaluated by the
Personnel Department and other factors in the evaluation module shall be
evaluated by the respective Divisional Head / Functional Manager /
Department Head / Reporting Officer.
5.1.4 The Divisional Head / Functional Manger concerned (rater) shall make his
evaluations and recommendations in consultation with the
subordinates (ratee) concerned.
5.1.5 Once the evaluation is completed the rater as far as possible shall
discuss the ratings with the ratee with a view to help him to improve
weak areas.
5.1.6 The evaluation process shall complete in the first week of April of the
following year.
5.2 Increments
5.2.1 Once the performance evaluation is completed, the Personnel Department
Shall prepare the marks for each employee based on obtained
ratings.
Increments at compilation of probationary period
May consider an increment based on performance & eligibility of the
candidate and maximum of 8 % of the basic.
5.2.2 Special Increments
Special increments shall be granted for employees, who have made a
remarkable contribution made in achieving the co-operate
objectives/goals of the Company during the period concerned in the Annual
Performance Evaluation, and any special issue (Labour market issue & Crisis
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Page 4 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
C:\Users\Najab\Desktop\WSE\Procedure for performance evaluation Increments.doc\CLP\20913
Page 4 of 4
situations etc.) could also be addressed under this option. However the
special increment shall be granted according to the recommendations made
by Increment & Promotion Committee subject obtaining the approvals
conforming to clause 5.3 and the table.
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
C:\Users\Najab\Desktop\WSE\Procedure for performance evaluation Increments.doc\CLP\20913
Page 5 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Page 5 of 4
MTD Walkers PLC PERFORMANCE EVALUATION,
INCREMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/16-1
5.3 The increment & Promotion Committee
The increment & Promotion Committee is comprised of Group Financial
Controller / Chief Finance Officer (CFO) and Group HR Manager. The relevantDepartment Head is invited for recommendation & justification.
Job Level/Job
Category Increment Committee
Special
Recommendatio
n
Approval
Personnel in Grade 3
and above
Grou Level and CEO
Group Deputy
ChairmanKL
Personnel in Grade 5 –
4
(GM & DGM)
Group HRM,
Group Financial
Controller,Department Head/Director
CEO Group Deputy
Chairman
Personnel in Grade 7 –
8
(Managerial)
Group HRM, Group
Financial Controller,
Department HeadIf applicable
DirectorCEO
Personnel in Grade G11
– G8
(Executives)
Group HRM, Group
Financial Controller,
Department HeadApplicable
DirectorCEO
Non Executives
(N4 to N1)
Head of the Department ,
HRM Group HRM CEO
Casual Labours for
Construction/site
operation
Site Eng/Manager, Head
of the Department, HRM Group HRM CEO
a) The employee can appeal against the number of increments granted to him within 2
weeks after the employee is officially informed of his increments.
The Increment & Promotion Committee shall call such candidate/s for an interview and
review the employees’ grievance. On completion of the review the committee shall
decide whether it needs to change the number of increments granted or the initial
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
C:\Users\Najab\Desktop\WSE\Procedure for performance evaluation Increments.doc\CLP\20913
Page 6 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
C:\Users\Najab\Desktop\WSE\Procedure for performance evaluation Increments.doc\CLP\20913
Page 6 of 4
decision stays and shall explain the employee the outcome/decision made by the
committee.
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Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
C:\Users\Najab\Desktop\WSE\Procedure for performance evaluation Increments.doc\CLP\20913
Page 7 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Reviewed & Approved
by
Jehan Amaratunge
Group Deputy Chairman
MTD Group
ProcessOwner
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Page 7 of 4
MTD Walkers PLC PERFORMANCE EVALUATION,
INCREMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/16-1
6. RECORDS
6.1 Salary Scales
6.2 Increment Schedule.
6.3 Schedule of New Salary informed to Finance Division.
6.4 Increment letters
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 1 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 1 of 4
MTD Walkers
PLC RECRUITMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/15-1
1. PURPOSE
The procedure for recruiting personnel into MTD Walkers group is to ensure control/ consistent
approach to recruitment with the aim to select the right candidate for the job. The purposeshall ensure the availability of human resource of competent skills to perform assigned tasks
and achieve output of expected standards, support and contribute positively towards the
objective of the Company.
2. SCOPE
2.1 To specify the requirements that should be fulfilled in the process of
recruitment.
2.2 To detail the sequence of steps to be taken in the procedure ofrecruitment.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 GroupHR Manager Overall
3.2 All CEO’s of the group Overall
3.3 All heads of Divisions / Mangers andtheir Staff
Implementation
3.1 Authority to approve Recruitments
Job Level/Job category Recommendation Approval
Personnel in Grade 3 and
above
(Group Level and CEO)
Group Deputy Chairmen Management
Committee/KL
Personnel in Grade 7 – 4
(Managerial)
CEO of the Company Group Deputy
Chairman
Personnel in Grade G11 – G8
(Executives)
Head of the Dept. & G HRM CEO of the Company
Non Executives
(N4 to N1)
Head of the Dept. & G HRM CEO of the Company
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 2 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 2 of 4
Casual Labours for
Construction/site operation
Head of the Dept. & HRM CEO of the Company
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 3 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 3 of 4
MTD Walkers
PLC RECRUITMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/15-1
4. DEFINITIONS
Nil
5. PROCEDURE
5.1 Whenever a vacancy occurs in a Division/Department/Section by way of filling up a
vacancy of a Retired / Resigned / Terminated or deceased employee or additional
requirement due to increased work, the Divisional Head concerned shall raise a
requisition form conforming to the table 3.1
5.2 The Group HR Manager shall obtain relevant management approvals after
establishing the need for recruitment and shall advertise the vacancy. The
Group HRM, before advertising shall advise the CEO’s of the possibility of fillingthe vacancy by an internal transfer or by an internal advertisement.
5.3 In the case of advertisement, the Group HRM shall refer to the Position
Competition Requirement (PCR) and advertise in the local Newspapers, Top jobs
or internally as applicable.
5.4 On receipt of applications, the HR & Administration division shall short list them
according to the contents of the advertisement and send a summary to the Head
of the Division where the vacancy exists.
5.5 The Head of Division concerned shall go through the applications and recommend
the candidates who are suitable to be interviewed.
5.6 HR& Administration Division shall then send e-mail or contact on the phone
calling for written test / interview.
5.7 The Interview Board shall consist of at least three members including the Head of
the Division/Function concerned or his/her nominee/s and a representative
from the Human Resource & Administration Division. In the case of appointments
to Executive Grades, the Interview Board shall consist of the Group HRM and the
Head of Division concerned with the CEO of the relevant company or his nominee.
5.8 Once the Interview Board has made its recommendations, Group HRM shall
forward them for approval of the Management.
5.9 On approval, the HR department shall inform the selected candidate/s of
the selection and fix the date of appointment.
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 4 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 4 of 4
5.10 Interviews at site
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 5 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 5 of 4
MTD Walkers
PLC RECRUITMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/15-1
Project Manager or site administration may source for candidate locally for
respective project site (without HR Dept’ representative for supervisory level and
below. PM will finalize selection of candidate and obtain approval prior to the
recruitment.
5.11 Any person appointed to the services of the Company shall be issued with a
Letter of Appointment stating terms and conditions applicable according to the
Standard Letters of Appointment..
5.12 Documents
The following documents are to be presented and copies to be kept in personal
file a. Approved requisition form
b. Job Description
c. Interview appraisal formd. Employment Application Form/Curriculum Vitae
e. Academic Certificates
f. Photograph
g. Service Certif ications
h. Birth certificate and any other relevant
documents i. Driving License (Drivers)/ National ID
Copy
j. Pay slip of the current/latest employment
k. However in special cases, the deputy Chairman of MTD Group is authorized to
appoint any person to senior management category without above documents at
his discretion
5.13 Appointment Letter
5.13.1 Issue of appointment letter
HR Department to issue Appointment letter immediately or on first
day of work with the Job description
signing of the appointment letter
Job Level/Job category Who Should Sign
Personnel in Grade 3 andabove
Grou Level and CEO
Group Deputy Chairmen
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 6 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 6 of 4
Personnel in Grade 7 – 4
(Managerial)
CEO of the Company
Personnel in Grade G11 – G8
(Executives)
Group HRM
Non Executives HR Manager of the Company
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Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 7 of 4
Susil Silva
Group HR Manager
MTD Walkers PLC
Jehan Amaratunga
Group Deputy Chairman
MTD Group
Reviewed & Approved
by
Process
Owner
Page 7 of 4
MTD Walkers
PLC RECRUITMENT
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/15-1
(N4 to N1)
Casual Labours for
Construction/site operation
No appointment is given
Hiring labours through a labour contractor
Hiring of labour could be done only after a contact between the parties signed
identifing the deliverables including the price and penalties indicated.Project
Manager or the labour reqesting party shall take the initiative in finalising the
contract before commencement of work.
6. RECORDS
6.1 Recruitment requisition form
6.2 Schedule of Interview
6.3 Letter of Appointment
7. RELATED DOCUMENTS
Nil
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Kumar FernandoReviewed
& Approved by
ProcessOwner Prasantha Perera
ODNL Perera
Director /Head of Operations Krishan Jayewardene
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WALKER SONS&
CO. ENGINEERS
PVT LTD IN-PROCESS INSPECTION &
FINAL INSPECTION
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/13
1. PURPOSE
To describe the procedure define and provide the general inspection and test procedures
for in-process inspections as well as final inspection to ensure that products conform to
the relevant specifications and quality standards.
2. SCOPE
The scope of this procedure relates to guidelines to be used in preparing inspection &
test procedures corresponding to each inspection and/or test point encountered during
the production process.
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Divisional heads/GMs Overall See Section No: 5
for further details
regarding
responsibilities
3.2 Quality Control Engineer – QCE Direct
3.2 All Functional Heads and their Staff Implementation
4. DEFINITIONS
4.1 Quality Control Engineer – QCE- Engineer who is trained to oversee Quality
Control Activities.
5. PROCEDURE
5.1 General
5.1.1 Each inspection and test point shall be identified and indicated either in
the Inspection Schedule or the Work Specification for the specified activity
as authorised by the Divisional head, GM or as appropriate.
5.1.2 Divisional heads /GMs shall ensure that the inspection and testprocedures for each one of such inspection and test points are fully
documented.
5.1.3 The characteristics to be inspected or tested, test methods to be used
for such inspection or test and the frequencies at which such inspection
and
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Kumar FernandoReviewed
& Approved by
ProcessOwner Prasantha Perera
ODNL Perera
Director /Head of Operations Krishan Jayewardene
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WALKER SONS&
CO. ENGINEERS
PVT LTD IN-PROCESS INSPECTION &
FINAL INSPECTION
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/13
tests are to be carried out, involvement of different parties such as 3rd
party, client shall also indicated in the Inspection and Test Plans.
5.1.4 Relevant Engineer / performer shall inform QCE in advance and to the
relevant parties identified in the ITP as he reaches the test point. If a
third party inspection is involved relevant Division shall inform QCE,
obtain clearance prior to arranging the third party inspection.
5.1.5 Specific criteria for acceptance shall be established based on contracts
/
designs / industry standards and / or customer requirements.
5.1.6 Any nonconforming material/product identified throughout the
process shall be reported in writing as per Core Procedure for Controlof Nonconforming Product
5.2 Final Inspections
5.2.1 At the end of the final inspection the final Work Done Certificate and / or
Work Acceptance Certificate shall be signed in an accepted format and by
persons authorized to do so on behalf of each party.
5.2.2 This final inspection shall also include mechanical testing of pieces /
machinery introduced as new or repaired completely to satisfy the
specified requirements.
5.2.3 This inspection shall also be accompanied by performance tests
inspections of all relevant components of the plantation machinery/ heavy
engineering project with respect to pre-identified specif ications.
5.2.4 At the end of this inspection and / or test an Acceptance Certificate shall
be signed in an accepted format and by persons authorised to do so on
behalf of each party.
5.2.5 All Corrective Action specified in the Nonconforming Product Action
Report shall be carried out and completed within the
stipulated time interval. The resulting products shall be subjected
to re-inspection and / or test and the results recorded.
6. RECORDS
Process
Owner Kumar
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Kumar FernandoReviewed
& Approved by
ProcessOwner Prasantha Perera
ODNL Perera
Director /Head of Operations Krishan Jayewardene
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Fernando
Prasantha
Perera Krishan
Jayewardene
Reviewed & Approved by
O
D
N
L
P
e
r
e
r
a
Director
/Head of
Operatio
ns
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Kumar FernandoReviewed
& Approved by
ProcessOwner Prasantha Perera
ODNL Perera
Director /Head of Operations Krishan Jayewardene
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WALKER SONS&
CO. ENGINEERS
PVT LTD IN-PROCESS INSPECTION &
FINAL INSPECTION
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2008 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/13
6.1 In Process and Final Inspection Form
6.2 Inspection Outcome Notification
7. RELATED DOCUMENTS
7.1 Core Procedure for Control of Nonconforming Product
7.2 Nonconforming Product Action Report
7.3 Relevant Work Instruction and Work Specifications
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 1 of 8
Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 1 of 8
MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Revision Date:
SUPPORT PROCEDURE WSCEPL/QP/16-6
1. PURPOSE
To ensure that correct wages and other payments are paid to employees of MTD groupof companies in accordance with the following accepted procedure of the Company.
2. SCOPE
2.1 The procedure covers the payments of Wages & Salaries and other allowances to
the following categories of employees.
2.1.1 Directors
2.1.2 Group appointments
2.1.3 Managers
2.1.4 Executives(Engineers, Managers& Junior Managers)2.1.5 Accountants and other executive levels
2.1.6 Non Executives( confidential secretaries, supervisors superintendants
Designations Beneficiaries H.P and
Connection
Maximum
limit
Special Notes
Directors All Provided by
CompanyGroup level All are entitle Provided by
Company
Maximum limit
could differ
depending onthe nature of
duties and
responsibilities
of the
employee, at the
discretion of the
Management
Managerial Level
DGM/Head of Business
Units/Sr. Managers/Sr.
En ineers etc
All are entitle
Provided by
Company DO
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 2 of 8
Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 2 of 8
Executive level
Engineers
Asst. Managers/Jr.
Managers
Accountant
Based on the
requirement &
nature of
work
case by case
Provided by
Company DO
DO
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 3 of 8
Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 3 of 8
MTD WALKERS SUPPORT PROCEDURE WSCEPL/QP/16-6
Issue No :PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue Date : 2016-03-15
Revision No : 01
ISO 9001:2000 QMS Revision Date:
Other Executive Level
Officers selected
employees
Non-executive level
Confidential Secretaries
Supervisory/Superintenden
t
& Other
Based on the
requirement &
nature of
work, case by
case and only
for selected
employees
Provided by
Company DO
DO
3. RESPONSIBILITY
No: Job Title Responsibility
3.1 Group Chief Financial Officer Overall
3.2 Group Human Resources ManagerImplementation
3.3 Accountant
4. DEFINITIONS Nil
5. PROCEDURE
5.1 Payments to Executive Grades
The Group Human Resources Manager / Group Chief Financial Officer e
shall ensure that a salary composed of the following is paid or before25th of each month.
5.1.1 Basic Salary
Basic Salary is the salary applicable on the salary scale relevant to his/her
grade. The Basic Salary is normally revised at the time of
granting annual increments & salary revisions.( Month of April)
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 4 of 8
Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 4 of 8
MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
5.1.2 Fixed l Allowance
5.1.3 Attendance allowance
5.2 Payments to Foremen & Supervisory Grades, Clerical Grades & Industrial Grades.
5.2.1 The Accountant shall ensure that a gross salary
composed of the following allowances and payments is paid.
5.2.2 Basic Salary
Basic Salary is the salary applicable to an employee on the salary scale
relevant to his or her Grade.
5.2.3 Overtime Payment
Overtime payment calculated on the basis of adjusted overtime hoursmultiplied by the overtime rate applicable to each employee. The overtime
rate is calculated by dividing the basic salary by 200 i.e. (25 days x 8 hrs.) for
field staff and 240 (30 days x 8hrs) for clerical grades.
5.2.4 Cost of Living Allowance
A monthly advance against the non-recurring Cost of Living gratuity is paid
to all permanent employees (Selected non executives, excluding contract
employees)
5.3 Procedure for calculation of Wages & Salaries
All data relating to the preparation of Wages & Salaries that are of fixed nature
are stored in the computer. All amendments to fixed data shall be approved by
the Chief Financial controller / Accountant before processing.
5.4 Amendments to Salaries & Allowances
On receipt of the information to Finance Division from the HR Division regarding
the amendment of Salaries, allowances will be approved by Chief Financialcontroller / Accountant and entered into the system.
5.5 Variable Data
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 5 of 8
Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
ProcessOwners
Reviewed &Approved by
Page 5 of 8
Variable Data such as overtime, no-pay, etc. for a particular month, shall be
obtained from the records of the HR Division for the computation of the Gross
Salary.
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Jehan AmaratungaDeputy ChairmanMTD Group
Viraj de Silva Chief Financial Officer MTD Walkers Group
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MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
5.6 Deductions from Gross Pay of all employees
5.6.1 Following statutory deductions from the Gross Salary of all employees areeffected.
5.6.1.1 Employees' Provident Fund (EPF)
A contribution equivalent to 10% of the basic salary shall be
affected as the employees’ contribution to the Employees'
Provident Fund. In case an employee goes on no-pay for a
particular month the amount of the no-pay is deducted from
the basic salary for the computation of the 10% EPF
contribution.
5.6.1.2 Pay As You Earn Tax (PAYE)
All employees are subject to the (PAYE) and statutory LEVY as
specified by authorities such as Commissioner General of Inland
Revenue (CGIR)
5.6.1.3 Charges Imposed
Any charges imposed by the Government from time to
time shall be deducted from the employees
5.7 Salary Advance Payments
5.7.1 The following salary advance payments shall be paid to all employees.
5.7.1.1 Mid Month Advances
An advance not exceeding 40% of the basic salary, advance on
attendance, OT etc. of the employee shall normally be paid on or
before the 10th of each month to employees who require it. The
pay sheet for the Payment of this advance is generated through
the
Computer. After monthly amendments for unclaimed
advances if, any. All paid advance shall be recovered from that
month salary.
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5.7.1.2 Festival Advance
Rs. 1,500/- or amount approved by the Management shall be
paid as an advance for festivals such as New Year, Christmas and
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MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
5.8 Loans Ramazan Festival. This advance is recoverable in ten monthly
installments. Each employee shall be entitled for Festivaladvance once a year.
5.8.1 Recoveries on account of the loans( Distess) granted by the
Company shall be affected from the pay sheet from those
employees who have availed of these loans.
5.9 Other Recoveries
5.9.1 These include recoveries effected through the pay sheet withthe consent of the employee and the discretion of the
management.
5.9.1.2 Welfare Subscriptions
The monthly subscriptions of the employees who have
joined the Welfare Association shall be recovered through
the pay sheet at the request of the employees.
5.9.1.3 Bank Loans
Bank Loan recoveries as well as deposits to savings accounts
shall be made through the pay sheet at the request of the
employees.
5.9.1.4 Insurance
Insurance premium recoveries on account of life policies are
recovered from the pay sheet at the request of the
employees.
5.9.1.5 Medical
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It is the practice of the Company to reimburse medical expenses
in full even if the employee concerned has exceeded his medical
benefits. In such an event, the excess amount so reimbursed
shall be recovered from the employee concerned in
monthly installments.
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MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
5.9.1.7 Fines & Surcharges
Fines and Surcharges imposed on the employees shall be recovered
through the pay sheet on the information received from the HR
division. The fines so recovered shall be credited to the Fines Fund.
5.9.1.8 Safety Shoes
The Company issues safety shoes to employees at subsidized
rates and the amount is recovered in ten (10) fixed installments
from
the pay sheet.
5.9.1.9 Miscellaneous Recoveries
Gifts or donations contributed by the employees for the benefitof another employee or any public interest.
5.11 Remittances of Salaries (Cheque Pay Sheets)
5.11.1 A Computer generated statement of salaries that are remitted to
the banks shall be generated with following information:
5.11.1.1 Name of the Bank
5.11.1.2 Service number of the Employee
5.11.1.3 Name of the employee
5.11.1.4 Bank Account No.
5.11.1.5 Net Salary
The Security Service shall be obtained from MONARAO Security Company to
transport cash under armed escort from bank up to the SLPA main entrance
gates for the following:
5.12.3.1 Monthly Payment of Wages/Salaries and Advances
5.12.3.2 Annual Bonus Payments
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5.13 Remittances of Recoveries
5.13.1 All recoveries, other than PAYE & EPF affected from employees are
disposed and remitted to the bank before the end of the particular
month.
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MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
5.14 PAYE Recoveries
5.14.1 The year of assessment for PAYE tax is from 1st
April to 31st
March ofthe following year.
5.14.2 PAYE recoveries for a particular month shall be remitted to the Inland
Revenue Department before the 15th of the following month.
5.14.3 A PAYE tax return shall be submitted to the Commissioner of Inland
Revenue, before 30th April of each year, indicating the gross earnings, and
the PAYE recovered from each employee for the particular year of
assessment.
5.14.4 The PAYE Tax return shall be reconciled with the remittances made to the
Inland Revenue for the relevant year.
5.15 Employees Provident Fund (EPF)
5.15.1 Employees' Provident Fund contributions recovered from the
employees together with the Company contribution for same are
remitted to the Superintendent, EPF Department of the Central Bank
one day before the last working day of the following month.
5.15.2 Half yearly returns on form C (2) are submitted on or before 31st July and
31st January indicating separately the employee, employer and total
contribution made for the period January to June and July toDecember
respectively.
5.15.3 The EPF Return shall be reconciled with the remittances made to the
Employees Provident Fund for the relevant half year.
5.16 Employees Trust Fund (ETF)
5.16.1 Company contributes 3% of the basic salary of an employee, to the
Employees' Trust Fund Board and remitted to ETF Board on or before the
end of the following month.
5.16.3 Half-yearly return for the periods January to June and July to December is
forwarded before 31st July & 31st January respectively.
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5.16.4 The ETF return shall be reconciled with the remittances made to the ETF
Board for the relevant half year.
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MTD WALKERS
PLC SALARIES, ALLOWANCES AND
OTHER PAYMENTS
Issue No : 02
Issue Date : 2016-03-15Revision No : 01
ISO 9001:2000 QMS Issue No : 02
SUPPORT PROCEDURE WSCEPL/QP/16-6
6. RECORDS
6.1 Salary Sheet
7. RELATED DOCUMENTS
7.1 Pay Slip
End of this Procedure
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WALKER SONS & CO ENGINEERS (PVT) LTD
TITLE: SUPPLIER SELECTION CRITERIA
Doc. Ref. No.: WSCEPL/QM/08 QUALITY MANUAL ISO Clause(s):
PROJECT DOCUMENTATION GUIDELINE
Contents
1. Project File ...................................................................................................................................... 2
1.2. Volumes .................................................................................................................................. 3
1.3. Filing System ........................................................................................................................... 4
2. Document Classification Codes (DCC)............................................................................................. 6
References ............................................................................................................................................ 14
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1.2. Volumes
• A project should be maintained as 04 separate files. (These files should be marked as VOL
01, VOL 02, VOL 03, VOL 04 etc.) Number of volumes can be increased as required.
• A standard project will include 05 volumes. However volumes can be combined for smaller
projects.
• However for minor projects one file can be kept to maintain all the records regarding that
project.
Sub Volumes:
• If a volume exceeds in size for a particular project then, sub volumes of the same volume can
be maintained as VOL 1.1, VOL 1.2 etc.
• Each volume should contain the following details.
Volume 01 ‐ Communication
03 ‐ Documentation ‐ General
04 ‐ Communication and Correspondence
Volume 02 ‐ Sales
13 ‐ Sales and Contract
Volume 03 ‐ Project Management
07 ‐ Management ‐ Planning and Scheduling
10 ‐ Management ‐ Process and Workflow
Volume 04 ‐ Engineering
14 ‐ Properties of Products and Services
15 ‐ Requirements and Dimensioning
17 ‐ Functionality
25 ‐ Installation
26 ‐ Implementation and Commissioning
Volume 05 ‐ Supporting
23 ‐ Procurement
24 ‐ Delivery and Shipping
11 ‐ Quality
12 ‐ Environment and Safety
30 ‐ Employees and Human Resources
31 ‐ Economy and Finance
32 ‐ Miscellaneous
For more details visit page: http://std.iec.ch/iec61355/iec61355.nsf/ $enhome?OpenForm
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1.3. Filing System
03 ‐ Documentation ‐ General
04 ‐ Communication and Correspondence ‐ IN Docs & OUT Docs
Acceptance/ authorization
Approval applicationVariation order
Distribution list
Letter
Meeting minutes
07 ‐ Management ‐ planning and scheduling
Activity network plan
Resource load diagram
Shipping list
Status report
Time schedule 10 ‐ Management ‐ process and workflow
Activity network plan
Commissioning report
Damage report
Handing over protocol
Installation report
Meeting report
Resource load diagram
Status report
Technical report (management)
Time schedule
11 ‐ Quality
Meeting report/minutes
Quality plan
Test certificate
Test report
Test specification
RISC ‐ Request for Inspection/Survey Check
12 ‐ Environment and safety
Safety study
Technical report (management)
13 ‐ Sales and contract
Certificate of guarantee/bonds
Contract
Final acceptance certificate
Letter of acceptance
Progress payments/bills/work done certificates
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14 ‐ Properties of products and services
Data sheet
15 ‐ Requirements and dimensioning
Drawings
17 ‐ Functionality
23 ‐ Procurement
RFQ ‐ Request for Quotation/Quotation
Invoices
MSR/POs
Material submittal
Subcontractor Agreements
Subcontractor Bills
24 ‐ Delivery and shipping
25 ‐ Installation
Method statement
26 ‐ Implementation and commissioning
Commissioning report
Test report
30 ‐ Employees and human resources
Site specification for personnel
CVs of personnel
31 ‐ Economy and finance
Insurance policy
Calculation sheet
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2. Document Classification Codes (DCC)
Prefix & A1 A2 A3 N N N N
Prefix – This is used for identification purposes in initial categorization
1. Project Code ‐ (Project Code) – project related documents
2. Tender No ‐ (Tender No) – tender related documents
3. Relevant Code ‐ (General/Template) – other documents (e.g. templates)
N – Number used for grouping (first numerical digit)
*If required first 2 digits could be used classification
Also note when defining the counting no. when there are multiple types of documents under the same DCC,
the user should define a numbering range & this could be done by using the fist 2 digits.
NNN – Counting Number (Last 3 digits)
Therefore maximum number of records can range from 1‐999
A1 – Code Letter for Technical Area
A ‐ Overall management
B ‐ Overall technology
C ‐ Construction engineering – Construction Engineering (Building Construction & Civil Engineering)
E ‐ Electrical engineering ‐ Electro technology
M‐ Mechanical Engineering
P ‐ Process Engineering
(Not Categorized)
A2 – Code Letter for Main Class of Document Kinds
A ‐ Documentation describing documents
B ‐ Management documents
C ‐ Contractual and non‐technical documents
D ‐ General technical information documents
E ‐ Technical requirement and dimensioning documents
F ‐ Function‐describing documents
L ‐ Location documents
M ‐ Connection‐describing documents
P ‐ Object listings
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A3 – Code Letter for Sub Class
A ‐ Documentation describing documents
AA ‐ Administrative documents
1. Cover sheet
AB ‐ Lists (regarding documents)
1. List of contents
2. List of documents
3. Main document
AC ‐ Explanatory documents (regarding documents)
1. Documentation description
2. Documentation structure diagram
3. Project Documentation Guideline
B ‐ Management documents
BA – Registers
1. Equipment list
2. Distribution list
3. Business Inquiry Register
BB – Reports
1. Status report/Earned Value Status report
2. Progress report
3. Damage report
4. Installation report
5. Technical report (management)
BC ‐ Correspondence
1. Letter
2. Meeting minutes
3. Document interchange list/ Document Submittal
4. Agenda
5. Material submittal
6. Inspection Request
7. Memo
BD ‐ Project control documents
1. Customer Property Acceptance
2. Time sheet
BE ‐ Resource planning documents
1. Work plan/schedule
2. HR plan
3. Procurement plan
4. Budget
BF ‐ Dispatch storage and transport documents
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1. Storage specification
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2. Transport specification
BG ‐ Site planning and organization documents
1. Daily report
2. Weekly Progress report
3. Site specification for personnel4. Site Staff Records
5. Site organization Chart
BH ‐ Documents regarding changes
BS ‐ Security documents
BT ‐ Training specific documents
1. Training description
C ‐ Contractual and non‐technical documents
CA ‐ Inquiry calculations and other documents
1. License
CB ‐ Approval documents
1. Letter of Award
2. Approval Variation Order
3. Letter of Intent (LOI)
CC ‐ Contractual documents
1. Contract/ Bid Document
2. Completion certificate
3. Terms of Delivery
CD ‐ Order and delivery documents
1. PO2. Delivery Notes
CE ‐ Invoice documents
CF ‐ Insurance documents
1. Vehicle / Equipment Insurance
2. Workers Compensation Policy
3. Site Lost Material Claim Form
CG ‐ Warranty documents
CH ‐ Expertises
1. Subcontractor documents
1.1. Subcontractor Agreement1.2. Subcontractor Agreement Summary
¤ Schedule of Payments
¤ Subcontract for Hiring of Vehicle
¤ Subcontractor Information Request
1.3. Subcontract for Hiring of Vehicle
1.4. Application for Hire/Lease of Machinery & Equipment
1.5. Quotation
D ‐ General technical information documents
DA ‐ Data sheets
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1. Data sheet
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2. Shop drawing
3. Material declaration
DB ‐ Explanatory documents
1. Description of designation system
2. Structure diagram
3. System description
DC ‐ Instructions and manuals
1. Commissioning instruction
2. Decommissioning instruction
3. Fault‐finding instruction
4. Inspection instruction
5. Installation instruction
6. Maintenance instruction (for skilled persons)
7. Maintenance instruction (for unskilled persons)
8. Manufacturing instructions
9. Operating instruction
10. Storage instruction
11. Transportation instruction
DD ‐ Technical reports
DE ‐ Catalogues and advertising documents
DF ‐ Technical publications
E ‐ Technical requirement and dimensioning documents
EA ‐ Legal requirements document
EB ‐ Standards and regulations 1. ISO standard
EC ‐ Technical specifications and requirements
1. Component list of instrumentation and control equipment
2. Material specification
3. Requirement specification
4. Test specification
ED ‐ Dimensioning documents
1. Calculation sheet
F ‐ Function‐describing documents
FA ‐ Function overview documents
FB ‐ Flow diagrams
FC ‐ HMI‐layout documents
FE ‐ Function descriptions
FF ‐ Function diagrams and charts
FP ‐ Signal descriptions
FQ ‐ Setting value documents
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FS ‐ Circuitry documents
FT ‐ Software specific documents
L ‐ Location documents
LA ‐ Exploitation and survey documents
LB ‐ Earthwork and foundation work documents
LC ‐ Building carcass documents
LD ‐ On‐site location documents
LH ‐ In‐building location documents
LU ‐ In/on‐equipment location documents
M ‐ Connection‐describing documents
MA ‐ Connection documents
MB ‐ Cabling or piping documents
P ‐ Object listings
PA ‐ Material lists
PB ‐ Parts lists
PC ‐ Item lists
PD ‐ Product type lists
PF ‐ Function lists
PL ‐ Location lists
Q ‐ Quality management documents; safety‐describing documents
QA ‐ Quality management documents
1. Quality manual
2. Non‐conformity report
3. Audit report
4. Quality plan
QB ‐ Safety describing documents
1. Safety procedure
2. Colour codes for personal protective equipment
QC ‐ Quality verifying documents
1. Inspection Reports2. Method Statement
3. Inspection Test Plan (ITP)
4. Customer Feedback
5. Final Project Evaluation
6. Test Report
QD ‐ Safety verifying documents
1. PPE request form
2. PPE distribution form
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3. Incident report
4. Tool box meeting attendance sheet
5. HSE check list
6. Risk Assessment
T ‐ Geometry‐related documents
TA ‐ Planning drawings
1. Concept drawing
2. Design drawing
TB ‐ Construction drawings
1. 3D‐drawing
2. Exploded‐view drawing
3. Interface drawing
TC ‐ Manufacturing and erection drawings
TL ‐ Arrangement drawings
1. Layout drawing
W ‐ Operation records
WA ‐ Set point documents
WT ‐ Logbooks
E.g. Complete DCC for PPE Distribution Form
P/PR‐0000111 & AQB2000
A ‐ Overall Management
B ‐ Quality Management Documents/ Safety Describing Documents
Activity Area – Environment and Safety
For instance in safety, there can be several types and it should be decided as follows,
QB ‐ Safety describing documents
1. SAFETY PROCEDURE
2. COLOUR CODE FOR PERSONAL PROTECTIVE EQUIPMENT
NOTE: If content of information matches only the main class but no adequate subclass description is
suitable, use letter Z.
Further details can be obtained via the following website:
http://std.iec.ch/iec61355/iec61355.nsf/$ enhome?OpenForm
Appendix A – Format for side label (with exact dimensions)
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AUGMENTATIONOF BALANGODA
WATER SUPPLY
SCHEME
(ELECTRICAL)
PR‐0000159
COMMUNICATION
VOL 01
Figure 3 ‐ Side label for Volume 01
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158 158
159 159
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Appendix B – Front label & Project Codes (with exact dimensions)
SUPPLY AND FIXING CENTRAL
AIRCONDITIONING SYSTEM ‐
PUTTLAM BASE HOSPITALContract No: 3855/4/SP/410
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References
http://std.iec.ch/iec61355/iec61355.nsf/$ enhome?OpenForm
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