Samoa Association of Manufacturers & Exporters

Oloa ma Tautua maiSamoa

P.O. Box 3428, Apia, Samoa .Email: Tel: (685)26726 Fax(685) 24544 Web:

SAME 1SO 9001:2008 BACKGROUND/UPDATE INFORMATIONPAPER

Date: Thursday 16th September 2010

1. Project Background

This project is aimed at preparing and enabling SAME members to obtain ISO-Certification not only to enhance operating efficiencies but also trading capacity both in local and export markets.

SAME had applied and obtained funding assistance ($50,000) under the Samoa Private Sector Support Facility (PSSF) to finance the costs of hiring experts/consultants to prepare, train and implement this project. In addition to the PSSF Funding, the project was also co-funded by participating companies as well as SAME with ongoing support from Yazaki Samoa.

The following 12 companies started and completed successfully Phases I and 2 of the ISO Project: Wilex Samoa Packaging Solutions; Samoa Paints; Yoshida Investments; Natural Foods;KVA Consult; IH Caruthers; CCK Trading-Noni; Computer Services Limited; Samoa Video Productions; National University of Samoa; Pacific Rocks; and Women in Business. Phase 1 was completed in September/October 2009, and Phase 2 (Remote consulting) was completed in July 2010.

Of the 12 companies who started 8 (listed in section 3 below) were ready to move to the next phases and complete. Phases 3 and 4 took place starting on the 23rd August and finished on 3rd September 2010. There will be an ongoing remote consulting following the project until the final certification –mainly to assist member companies for their final preparations.

An integral part of the project will evolve around sharing consultants and their costs with Yasaki EDS Samoa-which is the only company that ISO certified.

The following organization from the SAME Executive spearheaded this project:

Project Coordinator: Eddie L. Wilson

Project Treasurer: Nash Yoshida Project Secretary: Lisa Vaai

Programme/Activities Organizers: Edwin, Patrick, Oketevi.

2. Objectives of Project:

Overall Objective: Obtain certification for as many members of the project as possible.

Key Objectives:

Establish manual and procedures for members to adopt to maximize efficiency of operations
Enhance competitiveness
Establish operating procedures /practices of the highest standards
Establish Good Quality Control standards and procedures.

3. Progress to Date

The following summary details the status quo for the 12 participating companies:

Company / Progress Phase 1 and 2 / Progress Phase 3 and 4 / Trainer’s assessment
Wilex Samoa Packaging / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Samoa/Pacific Rocks / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Computer Services Limited / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Samoa Paints / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Yoshida International / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
KVA Consult / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Natural Foods / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
Women in Business / QM not received-Completed Phase 1 / In Progress-but trained staff left / Candidate for next round
CCK Nonu / QM not received-Completed Phase 1 / In Progress-but trained staff leaving / Candidate for next round
Eveni Carruthers / QM Received-completed Phase 1&2 / Completed Phase 3-4 / Ready for final certification
NationalUniversity of Samoa / QM not received-Completed Phase 1 / In Progress / Candidate for next round
Samoa Video Productions / QM not received-Completed Phase 1 / Progress unknown / Candidate for next round

As seen from the above table, 8 of the participating companies (75%)have completed Phase 1,2,3 and 4 of the project.

4. Programme of activities:

The following are the planned activities/programme for the project when the project proceeds (refer comments on 3 above):

Tentative Program- SAME ISO Project Timeline: August to December 2010:

Activities / Sept/Oct 2009 / Feb/April
2010 / August / Sept / Nov/Dec 2010
SAME ISO9001:2008
Phase 1 and 2 / 12 companies started
Phase 2 continuation (remote consulting) / Started in October 09.
SAME-Meetings for ISO members on regular basis / Start in April to complete Phase 1 and 2
SAME Exec to set deadline for QS Manuals / Mid-April 2010 proposed as deadline for remaining QM
Quotation from consultants / Already received-revised quotes to be sought / Finalise Quotes
Training on ISO –Phase 3 and 4 / Start August 23rd / Completed 3rd September
ISO Certification –final preparations / Certification/Audits
Completion
ISO Certification support phases:
Surveillance/Maintenance Audits / Start Feb 2011 / Completed by October 2011.

5. Project Costs and Member Contributions

The project has been funded from assistance under the Private Sector Support Facility (PSSF); SAME as well as individual participating company funding-refer SAME Finance Report (Appendix I).

Phases 1 was completed in September 2009; Phase 2 in July 2010; and the final Phases 3 and 4 on 3rd September 2010.

6. Certification and Support Services for subsequent 12 months

The final certification phase and post 12 months surveillance and maintenance audit assistance will be funded from assistance to be sought under PSSF (Category B-due on 20th September 2010) as well as individual qualifying companies.

A meeting of the 8 participating/qualifying companies was held on Tuesday, 14th September 2010; at Computer Services Limited at 5:30pm which gathered the 8 companies to approve the related costs and quotations received and started preparations for each company’s PSSF applications due on 20th September 2010.

Scope of Works- Final Certification Project

The following scope of works has been recommended to the SAME Executive for approval. Once approved, quotations will be obtained to enable qualifying companies to apply under PSSF assistance.

The following is the draft scope of works:

Background

The Samoa Association of Manufacturers & Exporters (SAME) is calling tenders for service providers to provide the above project in line with the scope of work as outline below.

SAME has 8 member companies that have completed various stages preparations to become ISO 9001:2008 certified. The completed stages include training and establishment of Quality Manuals and all related documentation; internal audit training as well as pre-audit preparations.

The next stages for which scope of work is designed will enable the 8 companies to undertake the final stages including certification as ISO 9001:2008 as well as post certification 12 months assistance in audit maintenance and related works.

Your company is requested to submit a quotation to undertake the outline of works for these 8 companies:

Small:

Samoa Paints Ltd.
Nelson Rocks
KVA Consult

Medium:

Yoshida Commercial Ltd.
Wilex Samoa Packaging Solutions Company Ltd.
Natural Foods International Ltd.

Large:

Computer Services Ltd. (CSL)
I. H. Carruthers Ltd.

SCOPE OF WORK

Facilitation for Certification Audit

covering the Facilitation during the Certification Audit so as to ensure that issues and NCs raised during the CB are closed timely and success of Certification Audit is ensured. Including- supporting organization during Certification audit, providing solutions for Closure of NCs and Liaison with the Certification Body on any certification matters to ensure smooth & successful certification.

Pre-Assessment visits

Pre-assessment is to assess the status of the readiness prior to Certification Audit. Pre-assessment visits shall cover onsite gap analysis/review of the systems and providing guidance on six (6) elements of the ISO 9001 – 2008 Standard. Complete Analysis/Audit Report Including Area for Improvements (AFI), shall be submitted.

Certification Audit

Certification Body Audit covering all activities- stage 1 audits and stage 2 audits and registration formalities leading to Certification as per ISO 9001:2008

Surveillance Audit

1st Surveillance Audit at annual (12 month) intervals by Certification Body as per ISO 9001 requirements for certified companies

Facilitation during Surveillance Audit

Facilitating Surveillance Audits to ensure readiness, closure of issues raised during surveillance and liaison with the Certification Body on all issues

Annual Maintenance

The requirements of Surveillance Audits are lot more stringent vis-à-vis Certification. Surveillance Audits expect achievement continual improvement in all areas of QMS and evaluate the “Performance” rather than focusing upon “Conformance”.

Also, organizations face certain difficulties in wake of other production exigencies to continually maintain the QMS and attune it to the changing methods and practices.

Therefore, the need for support is required for maintaining and institutionalizing the QMS.

Annual Maintenance will cover following activities:

Ongoing trainings on relevant/various topics within organizations
Conducting Internal Audits and effective Management reviews
Incorporating Changes in Organizational structure, policies and practices in the QMS documentation, while maintaining integrity and effectiveness.
Continually improving existing QMS to address changing needs

Continuing Update/Progress Training Sessions/Internal Audit Support Services:

As an integral part of the program, regular updates will be provided to participants and SAME and the final certification member companies.

Regular meetings of the 8 participating companies in the project are expected to start shortly.

One of the most important support service that the Association has resolved on with the qualifying members is that the INSO 9001:2008 trained internal auditors will assist other member companies if and when required. This will cover the event that a Certified Company’s trained Internal Auditors leave the member.

Please do not hesitate to contact the undersigned should you require further clarification.

Eddie L.Wilson

SAME ISO 9001:2008 Project Coordinator