COMPILED BY
..
Julius Muhimbo
Quality Assurance
REVIEWED BY
..
Yiming Song
Business Devt And Supply Chain Manger
AUTHORISED BY
. ...
Ashif Karmali
MANAGING DIRECTOR
....
DATE
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
Page: 1 of: 9 in Procedure
No. of
rev/ed.
Page no./modified
paragraph
Description of modification
Author/Date
1
2
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
Page: 2 of: 9 in Procedure
1.
1.1
OBJECTIVE
The objective of this procedure is to define the controlled documents in KFL, and
to determine the method of control, change and distribution of general controlled
documents.
2.
2.1
DEFINITIONS
Quality
3.
3.1
3.2
3.3
3.4
3.5
4.
4.1
4.1.1
4.1.2
METHOD
Quality Manual
This document presents the organizations Quality management system.
The manual must be approved by the managing director and managed as a
controlled document, similar to procedures (see below).
The original copy of the manual must be stored by the document controller as per
this procedure.
4.1.3
4.2
4.2.1
4.2.2
4.2.3
4.2.4
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4.2.5
4.2.6
4.2.7
4.2.8
4.2.9
A chart must clearly depict the process, those in charge of implementing it, the
binding document for each relevant action and the necessary documentation.
The numbering of procedures will be alphanumerical according to the following
specifications:
a. Quality procedures: Quality
b. General (internal) procedures: I.P.
c. Check list: C.L.
d. Maintenance instructions: M.I.
e. Quality Forms:
f. SHE Forms: SHE
Each procedure and chart will be printed on a suitable page bearing:
a. Company name and/or logo.
b. Name of the file.
c. Procedure name and number.
d. Version.
e. Page number out of total pages in the procedure.
A list of the procedures and charts, including the version numbers and dates, will
be maintained by the Quality assurance manager.
The QA shall maintain a list of all documents that are distributed within the
organization. Such a list shall be used whenever those documents need to be
retrieved.
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
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4.3.2
4.3.3
4.3.4
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
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4.3.5
4.4
4.4.1
4.4.2
4.4.3
4.4.4
4.4.5
4.5
4.5.1
4.5.2
4.5.3
4.5.4
4.5.5
Plans / drawings
The drawings in the organization are received from customers.
A drawing approved for use in the organization must be stamped with a
Received stamp, and following approval stamped with an Approved stamp
along with the signature of the manager who approved the plans for use in the
organization.
The plans in a project will be controlled by a controlled central list of plans
including the version numbers (Form No. 5.2/A.)
Distribution of the plans will be controlled using the Plans Distribution Form
(Form No. 5.2/B).
Plans that are cancelled but retained by the organization will be stamped with a
Cancelled stamp (No. 5.2/E) and the person in charge of records will mark their
name and date of cancellation and affix his signature.
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
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4.6
4.6.1
Project Documentation
Head Office File
a. Commencement of work order.
b. Contracts with sub-contractors.
c. Plans for execution.
d. Quality plan for the work area.
e. Project timetable.
f. Analyses of prices and qualities.
g. All partial and final accounts.
h. Instructions for execution and alterations.
i. Correspondence.
j. Summaries of meetings and discussions (coordination of design, coordination of
execution, and so forth).
k. Contracts and the approvals from the various authorities.
l. Initial and final confirmation of delivery to customer.
4.6.2
4.6.3
4.6.4
4.7
4.7.1
4.7.2
External Documents
This framework includes standards, prospectuses, catalogs, marketing and
technical information sheets, various instructions of suppliers and manufacturers
on subjects of production, testing, maintenance, installation and repairs,
regulations, specifications, etc.
All the relevant documents, as determined by the managing director, department
heads, Quality assurance manager or chief engineer, will be kept in orderly fashion
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in the office so that it will be possible to find the required document as needed. As
determined by the Quality assurance manager, a list of the controlled contents will
be prepared for the documents file.
4.8
4.8.1
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
Page: 8 of: 9 in Procedure
5.
5.1
5.2
RESPONSIBILITY
The managing director, department heads, Quality assurance manager and
employees are responsible for implementation of this procedure.
The Quality assurance manager is responsible for overseeing the implementation
of the procedure in the organization also by the rest of its managers and personnel.
Version 01, This document is valid from the date of authorization until when it is revised by QA
.
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