Nw Quality Manual Revised 1

7/26/2019 Nw Quality Manual Revised 1

http://slidepdf.com/reader/full/nw-quality-manual-revised-1 1/211



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 [email protected]

- 1 -

mailto:[email protected]





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 : [email protected]

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





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



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 -



Issued by Reviewed & Approved by Issue/ Date Rev. No./Date Page


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



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.



Issued by

MR

Reviewed & Approved by

Director - CEOIssue/ Date

01/15.03.16

Rev. No./Date

01/--

Page

7

28


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



Issued by

MR



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.



Issued by

MR



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.



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.



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.



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.



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



qoam mme> Q8lom8lm oe>~mom ~@om~ mm @o8omot

m®>C5l® e>m era eroom o>Oom~©mmm en ©elmC5lm

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@.

mme> ms®m>mom ot;,ID~om m~®~m m>elm> ~O® mom> eroom ome>>e> @ms® ~ll~m~m mf5lme> oe>me>>

C5lt'85®um er>oi5lf!>>m>O e>tID oomomf5loe>me>> C5lt'85® ®©m ome>m er©~>eimm

®~mom mo C5lt'85®um mmtJID>m®f5l C>eiomm era mto el ~u@.

m.Cl.t!)m.t!)~. GOG06)

erG>25f5l(!} J a®amme) ~G>l81

2012-01-01

mailto:~@om~

mailto:~@om~

mailto:@o8omot

mailto:@o8omot

mailto:@oC

mailto:@oC

mailto:@ms

mailto:@ms

mailto:@ms

mailto:@ms

mailto:@ms

mailto:@oC

mailto:@oC

mailto:@o8omot

mailto:~@om~

mailto:~@om~



Page-34



Man u facturing


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


Director – CEO

Issue/ Date

01/15.03.2015

Rev. No./Date

01/--

Page

3



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



&Pay

PROCESS STAGES CUSTOMER F


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


2 | P a g e



PROCESS STAGES CUSTOMER F


Monitor&

measuring

After sales service /Warranty

Customer satisfaction monitoring

&measuring

Conti

nual

Impr Project evaluation& continual

improvement


3 | P a g e



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



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



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


Director/CEO

Issue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages






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

Issued by

MR


Director /CEO

Issue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages






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 :

Issued by

MR


Director/ CEO

Issue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages

Level 1

Quality Policy

Level 2

Quality Manual

Level 3

Procedures

Level 4

Work Instructions

Level 5

Forms

Level 6Document

External ori in






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 .

Issued by

MR


Director/ CEOIssue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages






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.

Issued by

MR


Director/ CEOIssue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages






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

Issued by

MR


Director/ CEO

Issue/ Date

01/15.03.16

Rev. No./Date

01/--Page 36

7pages



WALKER SONS & CO ENGINERS (PVT) LTD

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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


5.3 QUALI TY POLICY ha s bee n de fined as :

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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 .

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages





Doc. Ref. No.:


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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages




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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages




TITLE: RESOURCE MANAGEMENT

Doc. Ref. No.:

WSCEPL/QM/20 QUA L ITY MANU AL ISO Clause(s): 6

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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages




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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages






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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages






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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages






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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages






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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016Rev. No./Date

01/--Page43

8 pages






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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages




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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages






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

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages






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.

Issued by

MR


Director/ CEO

Issue/ Date

01/13.03.2016

Rev. No./Date

01/--Page43

8 pages



Page 12

Reviewed &

Approved

by

ProcessOwner Management Representative

Director - HOOP

Page 13

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

Reviewed

Approved byDirector/ CEO



Page 12

Reviewed &

Approved

by


Director - HOOP

Page 13

WALKER SONS &CO ENGINEERS

CONTROL OF DOCUMENTS

Issue No : 02


ISO 9001:2008QMS Revision No : 01

CORE PROCEDURE WSCEPL/QP/01

OVERVIEW OF THE ISO 9001:2008 REQUIREMENT FOR


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



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13



Issue No : 02



Revision Date:


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



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13

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



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13



Issue No : 02


ISO 9001:2008QMS

Revision No : 01

Revision Date:


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”



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13

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



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13



Issue No : 02



Revision Date:


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



Reviewed &

Approved

by


Director - HOOP

Page 13

Reviewed &

Approved

by


Director - HOOP

Page 13



Issue No : 02



Revision Date:


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



Reviewed & Approved

by

ProcessOwner

Management

Representative Dir ector - HOOP

Page 20Page 20

WALKER SONS&

CO ENGINEERS

(PVT) LTD CONTROL OF RECORDS

Issue No : 02




Appendix No: 01


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



Reviewed & Approved

by

ProcessOwner

Management


Page 20Page 20

WALKER SONS&

CO ENGINEERS


Issue No : 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



Reviewed & Approved

by

ProcessOwner

Management


Page 20Page 20



Reviewed & Approved

by

ProcessOwner

Management


Page 20Page 20

WALKER SONS&

CO ENGINEERS


Issue No : 02

Issue Date : 22.11.2011



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



WALKER SONS & COENGINEERS (PVT) LTD

INTERNAL AUDIT

Issue No : 02


Revision No : 01

ISO 9001:2008 QMS Revision Date:


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

Process

Owner Management Representative

&Approved

by Director/ CEO




INTERNAL AUDIT

Issue No : 02


Revision No : 01



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

OwnerManagement Representative

Page 25

Reviewed

&

Approvedby Director/ CEO



WALKER SONS &

CO ENGINEERS

(PVT) LTD CONTROL OF

NONCONFORMING PRODUCT

Issue No : 02



Process


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


Reviewed &

Approved by Director- CEO

Page 18



WALKER SONS &

CO ENGINEERS

(PVT) LTD CONTROL OF

NONCONFORMING PRODUCT

Issue No : 02



Process


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


• Purchase Record

• CA-PA register

• Quality Assurance Plan

• Inspection Records

• Product Non-conformance Report


Reviewed &

Approved by Director- CEO

Page 18



WALKER SONS & COENGINEERS PVT LTD

CORECTIVE ACTION

Issue No : 02


ISO 9001:2008 QMS Revision No : 01

Revision Date:


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


Page-23

Reviewed

&

Approved

byDirector/ CEO



WALKER SONS & COENGINEERS PVT LTD

CORECTIVE ACTION

Issue No : 02



Revision Date:


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.


• Procedure for control of nonconforming Service

• Customer complaints record

• Customer feedback form

• Procedure for internal audit

• CA-PA register

Process


Page-23

Reviewed

&

Approved

by Director/ CEO




MANAGEMENT REVIEW

Issue No : 02


Revision No : 01



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.



Reviewed&

Approvedby


Director - HOOP


MANAGEMENT REVIEW

Issue No : 02


Revision No : 01



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`



WALKER SONS&

CO ENGINEERS

(PVT) LTD ANALYSIS OF DATA

Issue No : 02



&

CORE PROCEDURE

Appendix No: 01


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

Reviewed

Approved byDirector/ CEO

Page 11`



Reviewed&

Approvedby


Director - HOOP


PREVENTIVE ACTION

Issue No : 02


Revision No : 01



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.



Reviewed&

Approvedby


Director - HOOP




PREVENTIVE ACTION

Issue No : 02


Revision No : 01



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.


• Customer complaints register

• Customer feedback form

• Procedure for internal audit

• Purchase Register

• CA-PA Register

Process


PAGE 27

Reviewed

&

Approvedby Director/ CEO




TITLE: SUPPLIER SELECTION CRITERIA


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.






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



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



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



COMPANY

PROCEDURES



Reviewed & Approved

by

ProcessOwner

O.D.N.L.PereraDirector / CEO

Upula Dharmawardana

Deputy General Manager

C:\Users\Najab\Desktop\WSE\Heavy Engineering Project mangement procedure.doc\CLP\7/2/2012

Page 1 of 9

Reviewed & Approved

by

ProcessOwner


Page 1 of 9

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



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 2 of 9

Reviewed & Approved

by

ProcessOwner


Page 2 of 9

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.



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 3 of 9

Reviewed & Approved

by

ProcessOwner


Page 3 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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.



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 4 of 9

Reviewed & Approved

by

ProcessOwner


Page 4 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 5 of 9

Reviewed & Approved

by

ProcessOwner


Page 5 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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)



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 6 of 9

Reviewed & Approved

by

ProcessOwner


Page 6 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 7 of 9

Reviewed & Approved

by

ProcessOwner


Page 7 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 8 of 9

Reviewed & Approved

by

ProcessOwner


Page 8 of 9



Reviewed & Approved

by

ProcessOwner


Upula Dharmawardana



Page 9 of 9

Reviewed & Approved

by

ProcessOwner


Page 9 of 9

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


Revision Date:

WALKER SONS &

CO.ENGINEERS


PROJECT MANAGEMENT

Issue No : 02

Issue Date : 2016-03-15


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



Process

Owner

Reviewed &

Approved ByPrasantha Perera

General Manager(works)

ODNL Perera

Director/HOOP

Page 1 of 4

Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 1 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:

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.



Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 2 of 4

Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 2 of 4

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



Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 3 of 4

Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 3 of 4

WALKER SONS

& CO

ENGINEERS

PVT LTD



Issue No : 02

Issue Date : 2016-03-15


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.



Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 4 of 4

Process

Owner

Reviewed &



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.



Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 5 of 4

Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 5 of 4

WALKER SONS

& CO

ENGINEERS

PVT LTD



Issue No : 02

Issue Date : 2016-03-15


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.



Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 6 of 4

Process

Owner

Reviewed &



ODNL Perera

Director/HOOP

Page 6 of 4

WALKER SONS

& CO

ENGINEERS

PVT LTD



Issue No : 02

Issue Date : 2016-03-15


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.



Reviewed & Approved

by

Susil Silva Group Human Resource

Manager

ProcessOwner

Jehan Amaratunga Deputy Chairman

MTD Group Page 1 of 6

Reviewed & Approved

by


Manager

ProcessOwner



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.



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



4.4 External Traini ng: Training conducted outside MTD Walker group premises

and facilities, both in Sri Lanka and outside Sri Lanka.



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



MTD Walkers

PLC




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



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



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



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



MTD Walkers

PLC




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.



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



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.



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



MTD Walkers

PLC




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



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



MTD Walkers

PLC




Issue No : 02




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



Reviewed & Approved

by


Manager

ProcessOwner



Reviewed & Approved

by


Manager

ProcessOwner



MTD Walkers

PLC




Issue No : 02




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



Reviewed & Approved

by

Jehan AmaratungaDeputy Chairman

MTD group

Susil SilvaGroup HR Manager

MTD Walkers

ProcessOwner

\

Page 1 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 1 of 10

MTD Walkers PLC GRANT OF LEAVE &

MAINTENANCE OF LEAVE RECORDS

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


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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 2 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 2 of 10

3 Sick 5.5



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 3 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 3 of 10



Issue No : 02




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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 4 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 4 of 10

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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 5 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 5 of 10



Issue No : 02




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.


April and

30th

June.


July and 30

thSeptember.

5.3.1.6 04 days if the date of appointment is after the 30th September.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 6 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 6 of 10



Issue No : 02




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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 7 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 7 of 10

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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 8 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 8 of 10



Issue No : 02




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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 9 of 10

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 9 of 10



Issue No : 02




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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 10 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 10 of

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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 11 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 11 of



Issue No : 02




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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 12 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 12 of

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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 13 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 13 of



Issue No : 02




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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 14 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 14 of

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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 15 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 15 of



Issue No : 02




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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 16 of

Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 16 of

5.13.1 The maximum period of Short Leave allowed at any given time is one and

half-hours.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 10 of 10

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

Page 17 of



Issue No : 02




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)


7.1 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



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 10 of 10

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 18 of

MTD Walkers Group

DISCIPLINARY MATTERS

Issue No : 02




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



3.2 CEO’s of all MTD walkers Group Overall


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.



Reviewed & Approved

by


MTD group


MTD Walkers

ProcessOwner

\

Page 10 of 10

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 19 of

5.1.2 Statements shall be recorded by an Authorized Officer in the Human

Resources Division.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 2 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 2 of 8

MTD Walkers Group


Issue No : 02




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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 3 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 3 of 8

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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 4 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 4 of 8

MTD Walkers Group


Issue No : 02




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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 6 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 6 of 8

MTD Walkers Group


Issue No : 02




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



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 7 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 7 of 8

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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 8 of 8

MTD Walkers Group


Issue No : 02




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



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 9 of 8

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



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 10 of

MTD Walkers Group


Issue No : 02




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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 5 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 11 of

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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 7 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 12 of

MTD Walkers Group


Issue No : 02




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.



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 7 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 13 of

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



Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 7 of 8

Susil Silva


MTD Walkers PLC

Reviewed & Approved

by




Page 14 of

MTD Walkers Group


Issue No : 02




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




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




Page 1 of 4

MTD walkers

PLC COLLECTION OF DEBTS

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.



Reviewed & Approved

by

ProcessOwner




Page 2 of 4

Reviewed & Approved

by

ProcessOwner




Page 2 of 4

MTD walkers


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.



Reviewed & Approved

by

ProcessOwner




Page 3 of 4

Reviewed & Approved

by

ProcessOwner




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



Reviewed & Approved

by

ProcessOwner




Page 4 of 4

Reviewed & Approved

by

ProcessOwner




Page 4 of 4

MTD walkers


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.



Reviewed & Approved

by

ProcessOwner




Page 5 of 4

Reviewed & Approved

by

ProcessOwner




Page 5 of 4

5.16 Credit Customers



Reviewed & Approved

by

ProcessOwner




Page 6 of 4

Reviewed & Approved

by

ProcessOwner




Page 6 of 4

MTD walkers


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


7.1 Letter of Demand




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




1. PURPOSE

To set out the procedure for declaring Company Holidays.

2. SCOPE

Applicable to all employees entitled to Company Holidays.

3. RESPONSIBILITY


3.1 Group HR Manager Overall

3.2 All CEO’s of MTD Walkers Group Overall


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.



MTD Walkers


Issue No : 02




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



Reviewed & Approved

by


MTD Group

ProcessOwner


Page 3 of 3

Process Nilupa Nishanthi,Owners Accountant

Reviewed &Approved by

ODNL Perera Director/Headof

Operations

MTD Walkers


Issue No : 02




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


7.1 Working Day Calendar




Reviewed & Approved

by


MTD Group

ProcessOwner


Page 4 of 3




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


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


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) /




SUPPORT PROCEDURE 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






Operations

Reviewed & Approved

by

ProcessOwner Keerthi Wijesingha

Head of logistics ODNL Perera

Director/HOOP

C:\Users\Najab\Desktop\WSE\Procedure for Material Purchese-.docx


SUPPORT PROCEDURE Issue No : 02



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.






Operations

Reviewed & Approved

by



Director/HOOP


Walker Sons &

Co. Engineers

(PVT) LTD MATERIAL PURCHASE

Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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


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..






Operations

Reviewed & Approved

by



Director/HOOP


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.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


Walker Sons &

Co. Engineers


Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


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



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


Walker Sons &

Co. Engineers


Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


The completed Price schedule should be approved by the Head of logistics

before raise the purchase order.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


Walker Sons &

Co. Engineers


Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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:



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


Walker Sons &

Co. Engineers


Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by



Director/HOOP


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.



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe

Head of Logistics ODNL Perera

Director/Head of Operations

Page 17 of

Walker Sons &

Co. Engineers


Issue No : 02

Issue Date : 2016-03-15

Revision No : 01



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


7.1 Quotation Request Form

7.2 Price Schedule

7.3 Purchase Order

7.4 Good Received Note



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 18 of

Walker Sons & Co

Engineers PVT

LTD STORES MANAGEMENT

Issue No : 02




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


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



Reviewed & Approved

by



Director/HOOP


Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 19 of

Report”.



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 2 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 2 of 5

Walker Sons & Co

Engineers PVT


Issue No : 02




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.



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 3 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 3 of 5

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.



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 4 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 4 of 5

Walker Sons & Co

Engineers PVT


Issue No : 02




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.



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 5 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 5 of 5

5.20.1 Physical Verification sheet



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 6 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 6 of 5

Walker Sons & Co

Engineers PVT


Issue No : 02




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



Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 7 of 5

Reviewed & Approved

by

ProcessOwner

Keerthi Wijesinghe



Page 7 of 5

Walker Sons & Co

Engineers PVT


Issue No : 02





7.1 Purchase Order

7.3 Purchase Return Note



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 1 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 1 of 4

MTD Walkers PLC PERFORMANCE EVALUATION,

INCREMENTS

Issue No : 02




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



3.2 All CEO’s of the MTD walkers group Overall


4. DEFINITIONS

Nil



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 2 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 2 of 4

5. PROCEDURE



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 3 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 3 of 4


INCREMENTS

Issue No : 02




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



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 4 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


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.



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 5 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 5 of 4


INCREMENTS

Issue No : 02




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



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 6 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 6 of 4

decision stays and shall explain the employee the outcome/decision made by the

committee.



Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 7 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Reviewed & Approved

by

Jehan Amaratunge


MTD Group

ProcessOwner


Page 7 of 4


INCREMENTS

Issue No : 02




6. RECORDS

6.1 Salary Scales

6.2 Increment Schedule.

6.3 Schedule of New Salary informed to Finance Division.

6.4 Increment letters



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 1 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 1 of 4

MTD Walkers

PLC RECRUITMENT

Issue No : 02




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


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



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 2 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


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



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 3 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 3 of 4

MTD Walkers

PLC RECRUITMENT

Issue No : 02




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.



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 4 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 4 of 4

5.10 Interviews at site



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 5 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 5 of 4

MTD Walkers

PLC RECRUITMENT

Issue No : 02




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



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 6 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


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



Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 7 of 4

Susil Silva

Group HR Manager

MTD Walkers PLC

Jehan Amaratunga


MTD Group

Reviewed & Approved

by

Process

Owner

Page 7 of 4

MTD Walkers

PLC RECRUITMENT

Issue No : 02




(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


Nil



Kumar FernandoReviewed

& Approved by

ProcessOwner Prasantha Perera

ODNL Perera

Director /Head of Operations Krishan Jayewardene

C:\Users\Najab\Desktop\WSE\QC- In process inspection and final ins pection.doc Page 1 of 3Page 2 of 3C:\Users\Najab\Desktop\WSE\QC- In process inspection and final ins pection.doc

WALKER SONS&

CO. ENGINEERS

PVT LTD IN-PROCESS INSPECTION &

FINAL INSPECTION

Issue No : 02




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


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




& Approved by


ODNL Perera



WALKER SONS&

CO. ENGINEERS


FINAL INSPECTION

Issue No : 02




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




& Approved by


ODNL Perera



Fernando

Prasantha

Perera Krishan

Jayewardene


O

D

N

L

P

e

r

e

r

a

Director

/Head of

Operatio

ns




& Approved by


ODNL Perera



WALKER SONS&

CO. ENGINEERS


FINAL INSPECTION

Issue No : 02




6.1 In Process and Final Inspection Form

6.2 Inspection Outcome Notification


7.1 Core Procedure for Control of Nonconforming Product

7.2 Nonconforming Product Action Report

7.3 Relevant Work Instruction and Work Specifications



Jehan AmaratungaDeputy ChairmanMTD Group

Viraj de Silva Chief Financial Officer MTD Walkers Group

ProcessOwners


Page 1 of 8



ProcessOwners


Page 1 of 8

MTD WALKERS

PLC SALARIES, ALLOWANCES AND

OTHER PAYMENTS

Issue No : 02




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





ProcessOwners


Page 2 of 8



ProcessOwners


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





ProcessOwners


Page 3 of 8



ProcessOwners


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


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


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)





ProcessOwners


Page 4 of 8



ProcessOwners


Page 4 of 8

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




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





ProcessOwners


Page 5 of 8



ProcessOwners


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.





ProcessOwners


Page 6 of 8



ProcessOwners


Page 6 of 8

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




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.





ProcessOwners


Page 7 of 8



ProcessOwners


Page 7 of 8

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





ProcessOwners


Page 5 of 8



ProcessOwners


Page 5 of 8

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




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





ProcessOwners


Page 6 of 8



ProcessOwners


Page 6 of 8

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.





ProcessOwners


Page 7 of 8



ProcessOwners


Page 7 of 8

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




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





ProcessOwners


Page 8 of 8



ProcessOwners


Page 8 of 8

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.





ProcessOwners


Page 9 of 8



ProcessOwners


Page 9 of 8

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




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.





ProcessOwners


Page 10 of



ProcessOwners


Page 10 of

5.16.4 The ETF return shall be reconciled with the remittances made to the ETF

Board for the relevant half year.





ProcessOwners


Page 11 of



ProcessOwners


Page 11 of

MTD WALKERS


OTHER PAYMENTS

Issue No : 02




6. RECORDS

6.1 Salary Sheet


7.1 Pay Slip






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




http://slidepdf.com/reader/full/nw-quality-manual-revised-1 198/211R2 26/01/2015 R2 26/01/2015

WALKER SONS & CO. ENGINEERS (PVT) LTD

Explanatory&AAC3000

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

http://std.iec.ch/iec61355/iec61355.nsf/






Explanatory&AAC3000

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




Explanatory&AAC3000

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




Explanatory&AAC3000

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




Explanatory&AAC3000

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



1. Storage specification




Explanatory&AAC3000

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



1. Data sheet




Explanatory&AAC3000

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




Explanatory&AAC3000

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




Explanatory&AAC3000

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)






Explanatory&AAC3000

AUGMENTATIONOF BALANGODA

WATER SUPPLY

SCHEME

(ELECTRICAL)

PR‐0000159

COMMUNICATION

VOL 01

Figure 3 ‐ Side label for Volume 01



158 158

159 159


Explanatory&AAC3000

Appendix B – Front label & Project Codes (with exact dimensions)

SUPPLY AND FIXING CENTRAL

AIRCONDITIONING SYSTEM ‐

PUTTLAM BASE HOSPITALContract No: 3855/4/SP/410




Explanatory&AAC3000

References

http://std.iec.ch/iec61355/iec61355.nsf/$ enhome?OpenForm

