Title: Operations (Work Shop)
Document Control Stamp
1. Objectives: To provide the system, all operations and instructions to be followed in order to control the operations in the work shop.
2. Resources: machines, devices, instruments, computers, internal network,…etc.
3. Scope of Application
3.1. From: receiving the order register from the Sales Supervisor.
3.2. To: Delivery of final products.
4. Normative References-Definitions
4.1. CIR: (Continual Improvement Request)-Request raised by inspector/supervisor/engineer to Manager-Workshop/Senior Manager in case of detecting non-conformity, problem, potential problem or he has suggestion.
5. Responsible Personnel:
5.1. Senior Manager-Workshop and Vehicles Dept.
5.2. Manager-Workshop
5.3. Engineer-Workshop
5.4. Accounts Officer
5.5. Fabrication Supervisor
5.6. QA/QC Inspector
6. Process
6.1 Material Procurement Activities
6.1.1 The Fabrication Supervisor shall initiate the Material Procurement Request (MPR) to be sent to the Procurement Div. to be forwarded to Accounts Section detailing the relevant requirements of the materials required.
6.1.2 For the balance materials, if the approximate material cost is less than KD 500, the Engineer in concurrence with the Manager-Workshop shall arrange to purchase the same from local market, against cash or credit.
6.1.3 If the approximate material cost is more than KD 500, the Engineer in concurrence with the Manager-Workshop shall initiate an enquiry and forward to the Procurement Div.
6.1.4 The Quotations shall be received from the Procurement Div and shall be finalized in co-ordination with the Manager-Workshop/Senior Manager.
6.1.5 On receipt of the material (both from the supplier and from the Warehouses), the quantity and the Material Test Certificate (MTC) shall be verified with the attached documents by the QA/QC inspector and thereafter an acknowledgement of material receipt shall be prepared by store keeper
6.1.6 For the purchase materials, the invoice/bill shall be verified by the Fabrication Supervisor and shall be forwarded to the Accounts Section through Manager-Workshop.
6.1.7 For the materials transferred from warehouse, the Material Transfer Statement shall be received.
6.2 Raw Material Receipt, Inspection & Crediting
6.2.1 Once the material is received at Workshop, either bought out or customer supplied, the Storekeeper shall acknowledge the receipt of the materials and attached documents.
6.2.2 The Storekeeper shall initiate a Material Receipt & Inspection Report
6.2.3 The MRIR numbering shall be as follows:
· For bought out materials A-XXXXX
· For customer supplied materials C-XXXXX
Where XXXXX shall be the running serial number
6.2.4 The MRIR shall then be forwarded to QA/QC Inspector along with the necessary documents like Test Certificates, Copy of MPR, etc.
6.2.5 The QA/QC Inspector shall verify the Certificates and inspect the materials.
6.2.6 The inspection shall be recorded in the MRIR and shall return to the Storekeeper
6.2.7 In case of any short supply, it shall be informed by Storekeeper to the concerned against the MRIR with due authorization by Manager-Workshop.
6.2.8 The Storekeeper shall identify the accepted materials, allocate it for the order and hand-over the material to the Fabrication Supervisor.
6.2.9 The rejected materials shall be returned to the supplier (internal/external) along with a copy of MRIR/comments from QA/QC Inspector against Loading Note.
6.2.10 Any non-conformity detected, it will be dealt with by preparing CIR (qf-ci-01-01) by QA/QC Inspector to be sent to Manager-Workshop/Senior Manager for corrective action and copy to Management Representative for following up the action.
6.3 Fabrication Process
6.3.1 The Workshop should receive the Work Orders/Purchase Order from the Client.
6.3.2 Any drawings/sketches, procedures, documents, specifications, etc. related to the work shall be enclosed along with the Work Order/Purchase Order
6.3.3 It shall then be forwarded to the Fabrication Supervisor for manufacturing process.
6.3.4 The fabrication work shall be performed in compliance with the relevant drawings, procedures, specifications, documents etc.
6.3.5 In the pre-determined inspection hold-points, the Foreman shall inform the QA/QC Inspector about the readiness of the materials for stage inspection.
6.3.6 No activity shall be performed without offering the in-process materials for inspection at the predetermined inspection hold point, unless otherwise positively identified by the QA/QC Inspector.
6.3.7 Any re-work, disposal by QA/QC Inspector shall be performed and re-offered for inspection.
6.3.8 Once the whole fabrication is completed, the Fabrication Supervisor shall prepare an Inspection Request and shall forward to the QA/QC Inspector.
6.3.9 The re-work items shall be re-offered for inspection after re-work.
6.3.10 All non-conformities will be dealt with by preparing the CIR (qf-ci-01-01) to be forwarded to the Fabrication Supervisor/Manager Workshop/Senior Manager for corrective action and copy to Management Representative for following up.
6.4 Tool Issue Control:
6.4.1 Procurement of Tool:
6.4.1.1 The Storekeeper or Fabrication Supervisor shall initiate the Material Procurement Request mentioned the relevant details of the required tools.
6.4.1.2 The MPR shall be processed in accordance Procurement Procedure (QP-pr-01).
6.4.2 Tools Identification & Registration:
6.4.2.1 The tools and tackles available in the store shall be identified, segregated and stored systematically by the Storekeeper for easy access and retrieval.
6.4.2.2 Issue of Tools shall be registered in a Tool Issue/Return Register.
6.4.2.3 The Tool issue/Return register shall contain the following details, wherever applicable.
· Tool Description
· Quantity
· Holder’s Name
· Date of Issue
· Acknowledgement of receipt (by Storekeeper)
6.4.3 Daily Issue of Tools:
6.4.3.1 As and when required, the workers shall register for the tools to the Storekeeper
6.4.3.2 The Storekeeper shall enter the requested tool details in the register and issue to the requested tools
6.4.3.3 After the use, the workers shall return the tool to store. On receipt of the tools from the workers, the Storekeeper shall update the register for the acknowledgement of the return of the tools.
6.4.3.4 Workers shall confirm that the return of the tool is recorded in the Tools Issue/Register.
6.4.4 Monitoring of Tools:
6.4.4.1 On receipt of the returned tools, the Storekeeper shall check the condition of the tool.
6.4.4.2 If it requires any repair, he shall take action for repairing the same.
6.4.4.3 If Storekeeper finds that the tools id not re-usable, he shall scrap the tool after obtaining due confirmation from the Manager-Workshop.
6.5 Inspection & Testing
6.5.1 Receiving Inspection of Raw Materials
6.5.1.1 The Storekeeper shall forward the Material Receipt & Inspection Report for the received materials along with the necessary documents like Test Certificates, Material Procurement Request, etc.
6.5.1.2 The QA/AC Inspector shall verify the certificates with the requirements mentioned in the MPR.
6.5.1.3 The material shall be subjected to visual inspection.
6.5.1.4 If found necessary, the sample of the material shall be send for testing to confirm that the test results are conforming to the Test Certificates submitted.
6.5.1.5 The test status (Accepted /Rejected) shall be recorded in the MRIR and returned to the Storekeeper.
6.5.1.6 If any documents are not available, QA/QC Inspector shall request the Storekeeper to arrange for the documents those are in shortage.
6.5.2 Stage Inspection
6.5.2.1 In the pre-determined inspection hold points, the Supervisor shall inform the QA/QC Inspector about the readiness of materials for inspection.
6.5.2.2 Upon receipt of information, QA/QC Inspector shall prepare inspection reports, if required.
6.5.2.3 The inspection status shall be recorded in the Work Order
6.5.2.4 Inspection Reports shall be kept in a file against each Work Order.
6.5.3 Final Inspection
6.5.3.1 Upon receipt of Inspection Request from Supervisor, QA/QC inspector shall prepare necessary Inspection Reports.
6.5.3.2 Customized Inspection Reports shall be prepared based on the product to be inspected, inspection to be carried out, observations required for records, etc.
6.5.3.3 Observations during the inspection shall be recorded in the Inspection Report.
6.5.3.4 On completion of the inspection, the inspection status shall be recorded in the inspection Request and forwarded to the Foreman for information and necessary action thereafter.
6.5.3.5 Any non-conformity detected will be dealt by raising CIR (qf-ci-01-01) to the Manager-Workshop/Senior Manager for corrective action and copy to Management Representative for following up.
6.5.4 Coordination for Customer/Third Party Inspection
6.5.4.1 For orders where customer/third party inspection is contractually agreed, after the in-house inspection, QA/AC Inspector shall intimate the customer /Third Party Inspectors about the readiness of materials for inspection.
6.5.4.2 On a mutually agreed date, the inspection shall be arranged.
6.5.4.3 Necessary documents and inspection reports shall be made available for the verification of Customer/Third Party Inspectors.
6.5.4.4 After the inspection, an Inspection Release Note shall be prepared by QA/QC Inspector and shall indicate the inspection status.
6.5.4.5 It shall be forwarded to the customer with due authorization from the Customer/Third Party Inspector.
6.5.5 Co-ordination with External Agency for Inspection
6.5.5.1 For process which calls for inspection by Authorized External Agency (NDT ,etc); on intimation from Fabrication Supervisor about readiness of material for inspection; QA/QC Inspector shall inform the External Agency about the same.
6.5.5.2 On a mutually agreed date and venue, testing and inspection shall be performed
6.5.6 Inspection at Supplier’s Premises
6.5.6.1 For materials which require inspection by Arabi Enertech or clients at supplier’s premises, it shall be intimated to the supplier during the placement of purchase order.
6.5.6.2 Once the material is ready for inspection, the suppliers shall inform the Fabrication Supervisor and/or QA/QC Inspector.
6.5.6.3 On intimation, QA/QC Inspector shall make necessary arrangement to conduct the test and inspection.
6.5.6.4 Inspection status shall be forwarded to Manager-Workshop for further action.
6.6 Packaging & Dispatching
6.6.1 Once final inspection on the fabricated products are completed and found accepted, Fabrication Supervisor shall initiate action for dispatching the products depending on the client’s request.
6.6.2 If packing is done, Workshop personnel shall procure necessary packing materials by preparing MPR and arranges to pack the finished product.
6.6.3 A Loading Note shall be prepared in duplicate by the Fabrication Supervisor and authorized by Manager-Workshop.
6.6.4 The products shall be loaded in the carrier as per loading Note.
6.6.5 Proper care shall be taken, not to damage the products during loading while transportation, Suitable cushioning material shall be provided in between products, if necessary.
6.6.6 Order Register shall be updated for Delivery Date (Actual).
6.6.7 The carrier driver shall acknowledge loaded products and receipt of material shall be acknowledged in the Loading Note.
6.6.8 The carrier driver shall hand over a copy of the Loading Note to the Gatekeeper.
6.6.9 If contractually agreed with the client, suitable arrangements shall be done by the Workshop personnel to unload the products in the client’s Store.
6.7 Cost Monitoring and Invoicing
6.7.1 Cost Monitoring
6.7.1.1 Once the Work Budget is received from the Manager-Workshop, the Accounts Officer shall prepare a Cost Monitoring Register
6.7.1.2 On receipt of AFE along with the MPR, the Accounts Officer shall verify the budget to ensure that the budget limit for the particular overhead has not been exceeded.
6.7.1.3 In case, the budget limit is exceeded, the AFE shall be kept under hold and shall inform the Manager-Workshop to initiate the revision of work budget.
6.7.1.4 The AFE amount shall be entered in the register and MPR shall forward to the Procurement Department for further process.
6.7.1.5 After procurement, once the invoice or Material Transfer Summary is received along with the AFE, the Accounts Officer shall update the Cost Monitoring Register by replacing the AFE amount with the EAF amount.
6.7.1.6 On a monthly basis, the Accounts Officer shall generate a Monthly Order Expense Statement on individual Work Order/Purchase Order and forwarded to the Manager-Workshop for review and onward forwarding to Sr. Manager-Workshop.
6.7.2 Invoicing
6.7.2.1 Once the work is finished, the Workshop Engineer shall intimate the Accounts Officer to initiate the preparation of the invoice.
6.7.2.2 The Accounts Officer shall prepare a Invoice with the following information:
· Date of Invoice
· Purchase Order Number
· Name of the customer
· Order Description
· Invoice Amount
· Due date of Payment
· Payment Mode
· Signature of Authorized Signatory
6.7.2.3 The invoice shall be forwarded to the Workshop Manager for approval
6.7.2.4 The Accounts Officer shall update the INVOICE REGISTER with the invoice details.
6.7.2.5 The invoice shall be forwarded to the customer, retaining a copy with the Accounts Officer and one copy in the Order File.
6.7.2.6 The Workshop Manager or Accounts Officer shall perform necessary follow-up to realize the payment.
6.7.2.7 Once the payment is received, the Accounts Officer shall forward the same along with the Invoice to the Accounts Department through the Workshop Manager.
6.7.2.8 The acknowledgement for the payment by the Accounts Department shall be obtained in the payment Receipt Voucher.
6.7.3 Closing the Order
6.7.3.1 The Accounts Officer shall prepare a Final Expense Statement including all the expense incurred during the processing the order.
6.7.3.2 The Final Expense Statement shall be verified by the Manager-Workshop and onward forwarding to the Senior Manager for approval.
6.7.3.3 The Final Expense Statement shall be retained in the Order File.
6.7.3.4 One all the operations and activities for the order has been completed, the order file shall be closed and transferred to the archives.
7 Related Documents
7.1 Procurement (QP-pr-01)
8 Records
The following documents are defined as quality records for the purpose of section 4-2-4 BS EN ISO 9001: 2000
8.1 Material Procurement Request (MPR)
8.2 Material Transfer Statement
8.3 Material Receipt & Inspection Report
8.4 Loading Note
8.5 Work Order
8.6 Inspection Request
8.7 Tool Issue/Return Register
8.8 Inspection Release Note
8.9 Cost Monitoring Register
8.10 Monthly Order Expense Statement
8.11 Final Expense Statement
Document No.: QP-op-01 / Revision 1 / Date: 16/8/03 / Issue 1 / Date: 16/8/03 / Page: 8 of 8