Classification: Document No:

LEVEL 2 Issue No: 0

Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 1 of 6

I. Purpose:
ofPage 1 of 6
The purpose of this procedure is to establish a system for instituting preventive actions to
eliminate the cause of a potential problem, non-conformity, defect, or failure that may occur in
all aspects of company operations including in the implementation and maintenance of
management systems of XYZ Company

II. Scope:

This procedure is applicable to all aspects of company operations at any stage, including the
establishment, implementation and maintenance of Integrated Management System (IMS).

III. Definition of Terms:

3.1 Preventive Action – action planned and executed by concerned department to

eliminate the cause of potential problem, non-conformity, defect, failure, or other
undesirable incident in order to prevent occurrence on their respective area of
responsibility.

3.2 Non-conformance – a non-compliance or deviation from an establish process or

procedure, standards, and governing laws

3.3 Non-conformity – is non-fulfillment of a requirement

3.4 PAR – acronym for Preventive Action Request

3.5 IMS – acronym for Integrated Management System

IV. Reference:

4.1 Control of Records Procedure

4.2 Document and Data Control Procedure
4.3 Quality Assurance Procedure
4.4 Authority and Approval Matrix
4.5 Control of Records Procedure

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0
 Classification: Document No:
LEVEL 2 Issue No: 0
Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 2 of 6

V. Process Flowchart:

Start ofPage 2 of 6

Identify Potential Problem,

Non-conformity, Defect, or
Failure

Issue PAR

Analyze Potential Cause

Formulate Preventive
Action or Control Method

Implement Preventive
Action

Verify effectiveness of
Preventive Action

Preventive Action NO
Issue CAR
effective?

YES

Keep records

End

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0
 Classification: Document No:
LEVEL 2 Issue No: 0
Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 3 of 6

VI. Procedure:

Applicable Docs. & Forms3/ of 6

ofPage
Process Activity Responsible
Notes

6.1 Identify Potential Problem, Non-conformity, Auditor / MR / QA /

Defect, or Failure Concerned Section

6.1.1 Potential problem, non-conformity,

defect, or failure may arise from
development of new product and/or
process, observations found during
internal / external audits, result of
identification of significant
aspects/hazard and impact/risk
assessment, and result of Management
Review.

6.1.2 Any potential problem, non-conformity,

defect, or failure requires issuance of
PAR to prevent its occurrence.

6.2 Issue PAR (Preventive Action Request) – Auditor / MR / QA /  PAR Form

issue PAR to responsible section /
department / committee.
6.2.1 PAR Form must be completely filled-up
with details of potential problem, non-
conformity, defect, or failure upon
issuance to responsible section / dept. /
committee.
6..2.1.1 PAR Form must be controlled
with control no. on the following format:
X – XX – XXX – X
Issue No.
Serial No.
Dept., Section, Committee Code
Year of Issuance (last digit of
year)
Concerned Section
 Dept., Section, Committee
Code:
RA – Resources Admin. Dept.
RP – Purchasing Section
RH – Human Resource Sect.
RT – Training Section
RM – MIS Section
RD – Document Control Sect.
RG – Gen. Admin. Section
E – Engineering Dept.
EN – NPD Section
EQ – Quality Assurance Sect.
EF – Facility Eng’g. & Maint. Sect.
EW – Waste & Wastewater
Treatment Section
PL – Planning & Logistics Dept.
PS – Sales Section
PP – PPC Section
PW – Warehouse Section
PIE – Import/Export Section
PIC – Inventory Control Section
O – Operations Dept.
OP – Production Section
OI – Inspection Section
OCA – Chemical Analysis / PRT
Section

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0
 Classification: Document No:
LEVEL 2 Issue No: 0
Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 4 of 6

IA – Internal Audit Committee

MSD – Management System &
Documentation Committee
ofPage 4 of 6
TEI – Training, Education &
Information Committee
KZ – Kaizen/ Continual
Improvement Committee
PC – Pollution Control & Waste
Management Committee
HS – Health & Safety/ Fire Brigade/
First Aide Committee
ER – Emergency Response
Committee
CH – Chemical Handling
Committee
CS – Conservation Committee
5S – 5S Committee

6.2.1.2 PAR Form and the details of MR / DCC Staff  PAR Control Register
PAR to be issued must be recorded in Form
the PAR Control Register Form.

6.2.2 PAR must be issued after identification Issuing Section / Dept. /  PAR Form
and verification of potential problem, Committee / MR
non-conformity, defect, or failure, and
upon approval of Management
Representative.

6.2.3 PAR Form must be returned to issuing Responsible Section/  Answered PAR
party on the required date of Dept. / Committee
completion.

6.3 Analyze Potential Cause

6.3.1 List all possible potential cause of Responsible Section/

potential problem, non-conformity, defect, or Dept.
failure.

6.3.2 Analyze past data or records related to

the potential cause.

6.4 Formulate Preventive Action or Control

Method

Formulate or establish appropriate preventive Responsible Section/

action to be taken to eliminate or eradicate Dept. / Committee
the possible occurrence of a problem, non-
conformity, defect, or failure.

6.5 Implement Preventive Action

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0
 Classification: Document No:
LEVEL 2 Issue No: 0
Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 5 of 6

Implement the preventive action established Responsible Section/

to prevent occurrence of potential problem, Dept. / Committee ofPage 5 of 6
non-conformity, defect, or failure.

6.6 Verification of Preventive Action

6.6.1 Preventive action formulated must be Issuing Section/ Dept. /  Answered PAR
verified to confirm its implementation Committee / MR
and effectiveness.

6.6.1.1 The implementation of

preventive action must be verified after
the implementation date committed by
the responsible section / department.

6.6.1.2 The effectiveness of the Issuing Section/ Dept. /

preventive action taken must be verified Committee / MR
after implementation and/or depending
on the nature of the potential non-
conformity and the preventive action
taken.

6.6.2 If the preventive action taken has Issuing Section/ Dept. /  Refer to Corrective Action
prevented the possible occurrence of Committee Procedure
the potential problem, non-conformity,
defect, or failure, the preventive action
is said to be effective and the PAR
issued can be closed, otherwise,
issuance of CAR will take place.

6.7 Record Keeping

Records of PAR shall be maintained for Issuing Section/ Dept. /  PAR Form
reference purposes and inputs in the Committee MR / DCC  Control of Records
Management Review according to the Control Procedure
of Records Procedure.  Copy of PAR shall be kept
by issuing section/ dept.
for reference purposes.

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0
 Classification: Document No:
LEVEL 2 Issue No: 0
Title: Revision No: 0
PREVENTIVE ACTION PROCEDURE Effectivity Date: 08/26/09
Page No: Page 6 of 6

VII. Appendix:
ofPage 6 of 6
7.1 PAR Form

7.2 PAR Control Register Form

XYZ Company Integrated Management System KIMS-016-0

KQM-003-0