Electro Install Limited's Quality Assurance Manual

1. QUALITYASSURANCEMANUAL

2. QUALITY ASSURANCE MANUAL
ELECTRO INSTALL LIMITED
Mpelembe House,
Suite 509,
Broadway Road
P. O. Box 70674
Ndola.
Tel: +260 212 650949 Fax: +260 212 650949
1
Copy Number: ______________
Issue Date: ____17/06/2013_____________
Approved By:
__________________
Name: Henry Nasilele (B.Eng., MEIZ, R.Eng.)
Title: Chief Operating Officer and Consulting Engineer

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1.0 INTRODUCTION..............................................................................................................................................4
2.0 Scope........................................................................................................................................................5
2.1 Policy.....................................................................................................................................................5
2.2 Objective.............................................................................................................................................5
3.0 Amendments and Revisions to the Quality Manual.....................................................................6
4.0 Organization............................................................................................................................................7
4.1 Consulting Engineer..........................................................................................................................7
4.2 Responsibilities................................................................................................................................7
5.0 DEFINITIONS .................................................................................................................................................8
6.0 Quality Program .....................................................................................................................................9
6.1 Documentation..................................................................................................................................9
6.3 Indoctrination and Training ............................................................................................................9
7.0 Procurement Document Control .....................................................................................................10
7.1 System of Procurement..................................................................................................................10
7.2 Review and Approval.......................................................................................................................10
7.3 Changes to Documents ................................................................................................................10
8.0 Instructions and Drawings .................................................................................................................11
8.1 Work Instructions ..............................................................................................................................11
8.2 Drawings ............................................................................................................................................11
9.0 Document Control ...............................................................................................................................12
9.1 Current Issues....................................................................................................................................12
9.2 Modification or Design Changes ................................................................................................12
10.0 Control of Purchased Items...................................................................................................................13
10.1 Incoming Articles.............................................................................................................................13
10.2 Inspection ..........................................................................................................................................13
10.3 Certifications.....................................................................................................................................13
10.4 Rejected Articles .............................................................................................................................13
11.0 Identification and control of Items......................................................................................................14
12.0 Inspection .............................................................................................................................................15
12.1 Stock ...................................................................................................................................................15
12.2 Final Inspection ................................................................................................................................15
12.3 Shipping Inspection ........................................................................................................................15
13.0 Control of Measuring and Test Equipment...................................................................................16
13.1 Commercial Equipment ................................................................................................................16
13.2 Special Devices ...............................................................................................................................16
13.3 Identification of Equipment..........................................................................................................16
14.0 Control of Nonconforming Articles .................................................................................................17
14.1 Dispositions ........................................................................................................................................17
14.2 Approval of Dispositions ................................................................................................................17
15.0 Corrective Action.....................................................................................................................................18
15.1 Customer Complaints ....................................................................................................................18
16.0 Quality Records...................................................................................................................................19
16.1 Retention ...........................................................................................................................................19
17. MANUFACTURING PROCESS CONTROL .................................................................................................20
18. INDICATION OF INSPECTION STATUS......................................................................................................20
Contents

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Electro Install Limited was incorporated in June 2013. Prior to that, the Technical
Director, a professional Electrical Engineer, has had thirty three years’ experience of
industrial/ domestic electrical installations, after working for the mining industry at five
operating mines on the Copperbelt and Lusaka.
Additional capabilities have been added to the organization to include technical
assistance and support, installation, maintenance of products and systems, and design
of systems.
This Quality System relates to the full range of company activities.
1.0 Introduction

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2.0 Scope
This manual describes Electro Install Limited Quality System Policies and Procedures. These
policies and procedures control all activities from Supplier procurement to customer shipment of
articles.
2.1 Policy
Electro Install Limited policy is to achieve sustained, profitable growth by providing
services which consistently satisfy the needs and expectations of its customers.
This level of quality is achieved through adoption of a system of procedures that
reflect the competence of the Company to existing customers, potential customers,
and independent auditing authorities.
Achievement of this policy involves all staff, who is individually responsible for the
quality of their work, resulting in a continually improving working environment for all.
This policy is provided and explained to each employee by the Technical Director or
Consulting Engineer, who are responsible for Quality Assurance of the company.
To achieve and maintain the required level of assurance the Technical Director
retains responsibility for the Quality System with routine operation controlled by the
Consulting Engineer.
2.2 Objective
The quality System described herein is mandatory for all activities performed at Electro
Install Limited to assure product conformance to the applicable drawing, catalog item
specification and/or contract requirement.
a) To maintain an effective Quality Assurance System complying with international
Standard ISO9001 (Quality Systems).
(b) To achieve and maintain a level of quality which enhances the Company's reputation
with customers.
(c) To ensure compliance with relevant statutory and safety requirements
d) To endeavor, at all times, to maximize customer satisfaction with the services provided
by Electro Install Limited.

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All documentation utilized within the Company related to the management system itself, or
to the execution of individual customer contracts is controlled to ensure that it is issued to
the appropriate personnel, under the correct level of authority, is revised and reissued as
necessary, and all obsolete versions are removed from the point of use.
Such documentation typically includes:
i. Specifications, Customer Orders, Plans/ Drawings,
ii. Quality Assurance Manual/ Operating Procedures,
iii. National/ International Standards and Codes of Practice.
The Quality Assurance Manual, Procedures and Quality Plans are maintained by the
Consulting Engineer who ensures that the appropriate items, at the correct revision levels,
are issued to all who need them within the Company.
National/International Standards, Codes of Practice are maintained by the Support
Engineers who ensure that appropriate documents are available within the Company, and
are issued at the correct revision levels. External suppliers of documentation are
contacted regularly to ascertain that the documents held remain current.
The distribution of standard documents is controlled and recorded on Distribution Lists,
which also show the current issue status. The Distribution Lists are reviewed and updated
as changes occur.
All changes to documents are reviewed and approved by the person responsible for the
original issue and, where appropriate, the nature of the change is indicated on the
document. Master copies of the revised documents are retained as records of the
changes and renewed as necessary to ensure clarity.
Each contract has a File which contains all relevant information. Information is also held on
the company's computer system for ease of access and manipulation.
3.0 Amendments and Revisions to the Quality Manual

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4.1 Consulting Engineer
The Consulting Engineer reports directly to the Managing Director and is delegated
authority and organizational freedom to identify and evaluate quality problems and to
initiate, recommend or provide solutions.
4.2 Responsibilities
The Consulting Engineer is responsible for:
a. Update and distribution control of the Quality Manual as.
b. Planning to meet customer's quality requirements.
c. Determining inspection points within the system.
d. Approval of quality work instructions.
e. Directing inspection activities.
f. Surveillance of procurement documents.
g. Approval of Suppliers.
h. Maintaining a listing of approved suppliers.
i. Monitoring procedures to assure compliance
j. Reviewing and maintaining Quality Records.
k. Calibration of Measuring and Test Equipment.
l. Approval of disposition of Nonconforming Articles
m. Corrective action coordination
4.0 Organization

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The terms and descriptions used in this Manual are generally defined within ISO9001 - Quality
Systems.
Additional definitions apply for items not covered by the documents:
Site any location, other than the Company's established premises, where work is undertaken as part
of a formal contract.
5.0 DEFINITIONS

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6.1 Documentation
The Quality Program is documented within this manual and may be supported at any point by desk
or work instructions that may be selected to increase control of a quality function. Desk or work
instructions affecting Quality shall be approved by the Consulting Engineer. This document details
the corporate quality policy and structure of the Company and references appropriate Operating
Procedures.
6.2 Planning
The Quality Program is planned to control products from the requirements of a customer order to
include procurement practices, receipt of material, and receipt inspection of supplier material,
handling and storage to the eventual shipment of an article to our customer.
6.3 Indoctrination and Training
The policy of the company is to ensure that all personnel are trained and experienced to the
extent necessary to undertake their assigned activities and responsibilities effectively. The
company generally procures and recruits employees capable of meeting the technical, skill,
experience and educational requirements of the company's activities.
All staff and senior employees are responsible for recommending the training needs of others and
for ensuring that all employees allocated specific tasks are suitably qualified and experienced to
execute those tasks. Once training needs are identified these are provided under the responsibility
of the Directors.
Full records are maintained of all training undertaken by employees.
6.0 Quality Program

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7.1 System of Procurement
Procurement documents are computer generated and include appropriate technical and
quality requirements. When a customer has special requirements, such as a Certified
Material Test Report (CMTR), our program is designed to include the requirement into
our procurement documents.
7.2 Review and Approval
Procurement documents are reviewed and approved by the Project Manager, who is in
charge of the procurement function. The Consulting Engineer performs random
surveillance of procurement documents semi-annually and documents the results.
7.3 Changes to Documents
Changes to procurement documents are subject to the same level of control as in
preparation of the original document.
Such documentation typically includes:
a.) Specifications, Customer Orders, Plans/ Drawings,
b.) Quality Assurance Manual/ Operating Procedures,
c.) National/ International Standards and Codes of Practice.
The Quality Assurance Manual, Procedures and Quality Plans are maintained by the
Consulting Engineer who ensures that the appropriate items, at the correct revision levels,
are issued to all who need them within the Company.
National/ International Standards, Codes of Practice are maintained by the Support
Engineers who ensure that appropriate documents are available within the Company, and
are issued at the correct revision levels. External suppliers of documentation are
contacted regularly to ascertain that the documents held remain current.
The distribution of standard documents is controlled and recorded on Distribution Lists,
which also show the current issue status. The Distribution Lists are reviewed and updated
as changes occur.
All changes to documents are reviewed and approved by the person responsible for the
original issue and, where appropriate, the nature of the change is indicated on the
document. Master copies of the revised documents are retained as records of the changes
and renewed as necessary to ensure clarity. Each contract has a File which contains all
7.0 Procurement Document Control

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relevant information. Information is also held on the company's computer system for ease
of access and manipulation.
8.1 Work Instructions
Work or desk instruction is utilized in support of this Quality Manual to improve the
control of a specific operation or evaluation, but in no circumstances shall these
documents supersede or change the requirements of this manual.
8.2 Drawings
Drawings, specifications and/or catalog criteria shall be used to control the technical
requirements of products offered to our customers.
8.0 Instructions and Drawings

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9.1 Current Issues
The latest issue of drawings, specifications, catalogs, work instructions and Customer
orders will be utilized to control articles throughout the operations system.
The Company offers both standard products and specialist services to meet each
customer's needs. Standard products are displayed in a catalogue for customer
selection. Specialist service requirements differ from one customer to another (and from
one contract to another); therefore each tends to be quoted for the specific contract.
Once a proposal is accepted by the customer, or an order is placed, it is recorded and
reviewed to establish that the requirements of the order are adequately defined and
documented, any differences from the proposal are resolved, and the Company is
capable of fully satisfying the customers’ requirements.
In addition to the original order/ contract specification the customer may also request
addition/ variation work to be undertaken by the Company. In these circumstances the
work content is documented and agreed with the customer prior to execution to ensure
that no ambiguity exists.
The Company operates on a computer assisted order processing system to ensure
rapid fulfillment of customer orders.
9.2 Modification or Design Changes
Obsolete documents caused by modification or design change will be identified as such
and removed from use.
9.0 Document Control

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10.1 Incoming Articles
Receipt of purchased articles is documented on a Receiving Report. The
requirements of the Purchase Order are attached to the receiving report to
provide the inspection function with complete criteria for evaluation of the receipt.
10.2 Inspection
Articles are inspected in accordance with the requirements of the receiving
documents. As a minimum, all articles are inspected for count, identification and
damage.
10.3 Certifications
Certifications and Certified Material Test Reports (CMTRs) are reviewed for
compliance and accuracy of contents as required by procurement
documents. Certified reports or other proof of Quality used as a basis for
acceptance shall be (validated by independent testing on an annual basis)
10.4 Rejected Articles
Rejected articles will be documented as nonconforming on the Receiving
Report to prevent inadvertent use or further processing. The Consulting
Engineer will approve final disposition.
10.0 Control of Purchased Items

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The Original Equipment Manufacturer (OEM) articles will retain their identity through
our receipt, stocking and delivery function traceable to the procurement and receipt
documents containing acceptance status.
Suppliers of products, materials and services, where unspecified by a customer
contract, are selected on their ability to meet the company's requirements given due
consideration to the quality, statutory obligations, timescale and cost. A list of approved
suppliers and sub-contractors is maintained which is compiled on the following criteria:-
a.) Previous performance in supplying to similar specifications and
requirements.
b.) Stocking of high volume standard items conforming to a relevant British
Standard, or supplied with a statement of conformity.
c.) Compliance with an approved third party product/ quality registration
scheme.
d.) Recommendation by other similar purchasers or manufacturers of
equipment.
e.) A trial order and evaluation of performance.
All supplies and sub-contracts are subject to an authorized
Purchase Order providing full clarification of the type and extent of supply.
Should a supplier, not appearing on the Approved Suppliers List be proposed, they
will be analysed by capability and subject to acceptance on the authority of a
Director.
11.0 Identification and control of Items

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12.1 Stock
Stock re-inspection will be implemented on specific articles in storage as a result of a
customer complaint or any suspected Quality problem concerning an article. Rejected
articles will be identified or segregated and disposition in accordance with control of
nonconforming material. Accepted articles will be returned to the stock location.
12.2 Final Inspection
Inspection of articles to be delivered to a customer will be accomplished prior to
packaging for identification, damage and in accordance with the shipping document.
The customer ordered requirements are included with the shipping document. Rejected
articles will be identified or segregated and disposition in accordance with control of
nonconforming material. Accepted articles will be identified on the shipping document
as accepted by stamp impression
12.3 Shipping Inspection
Inspection of the packaging will include evaluation to determine adequacy to preclude
damage during delivery and any special requirements directed by the customer order.
Customer requirements for Certifications and/or Certified Material Test Reports will be
included with the articles.
Inspection and testing is carried out on completion of installation and maintenance
activities, with results being documented. Should items not be acceptable against the
agreed contract criteria they will be repaired, replaced or identified for a subsequent
evaluation and decision. All repaired items are subject to a re-inspection to ensure
acceptability. On completion of installation and maintenance works, the customer is also
invited to check the work performed to ensure full acceptability.
12.0 Inspection

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13.0 Control of Measuring and Test Equipment
13.1 Commercial Equipment
Calibration of normal commercial equipment (i.e., rulers, tape,
measures, levels, and other similar devices) is not required. It is the
responsibility of the user to report worn or damaged equipment to
management to prevent inadvertent use.
13.2 Special Devices
Calibration will be performed and maintained at prescribed intervals in
accordance with manufacturers’ recommendations. An Outside
Calibration Laboratory is contracted to supply this service. The supplier
is certified and performs calibrations traceable to recognized national
Standards.
13.3 Identification of Equipment
Each item is identified with current status of calibration and the user is
responsible to verify an item is serviceable. Items too small to be
identified are serialised, and calibration status is maintained by a
traceable record supporting a calibration recall system.
Production and measuring equipment held is maintained in good condition, and
capable of safe and effective operation within a specified tolerance of accuracy.
Test and measuring equipment is regularly inspected or calibrated to ensure that it
is capable of accurate operation, by comparison with external sources traceable
back to National Standards.
Electrostatic protection equipment is utilized when handling sensitive components
and this equipment is regularly checked to ensure that it remains fully functional.

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14.1 Dispositions
All nonconforming articles are reviewed to determine disposition; the disposition is
documented on the accompanying paperwork.
Once non-conforming items have been noticed they are identified by location, associated
documents, or specific markings to prevent their inadvertent use. All non-conforming items
and customer complaints are subject to review and rectification by nominated personnel.
The type and extent of non-conformity is documented in order to establish trends and
identify possible areas for improvement.
The corrective action required to prevent recurrence is evaluated, documented, and its
effective implementation is monitored. All rectification is subsequently re-inspected to
ensure complete customer satisfaction.
All employees are encouraged to suggest improvements in methods, materials, suppliers,
and sub-contractors. The Company has established procedures for review of all activities
in order to identify and evaluate all possible improvements in methods/ materials and its
procedures.
14.2 Approval of Dispositions
A. The Consulting Engineer approves all dispositions of nonconforming articles as
follows:
1. Return to Supplier
2. Rework to Specification
3. Scrap /obsolete
B. Customer approval of the following dispositions shall be requested and required
prior to delivery of articles:
1. Use as is (waiver)
2. Repair to a Useable Condition
C. Reworked and repaired items are re-inspected and/or tested in accordance with
disposition instructions.
14.0Control of Nonconforming Articles

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Conditions adverse to quality shall be promptly identified and corrected. In the case of
significant conditions adverse to Quality, the cause of the condition shall be determined and
action planned to correct and preclude repetition.
15.1 Customer Complaints
Responses to Customer complaints will be documented by letter or on forms
required by the customer. Responses will include cause of the condition, actions
taken to prevent a future occurrence and effective date.
Goods received from customers (i.e. free issue items or equipment being
serviced) are always visually inspected at the receipt stage, with any un-
declared non-conformance being immediately reported to the customer.
15.0 Corrective Action

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16.1 Retention
Quality records traceable to an article or lot of articles will be stored by the
identifying part number. Quality records traceable to a Customer will be stored by
the Customer's Order Number. The retention of Quality records is a minimum of
three years or as otherwise directed by a Customer Order Requirement
Storage facilities are allocated which ensure that all stored records are
identifiable and retrievable, and the storage areas are free from damp and other
agents which could cause premature deterioration.
Where records are maintained on computer magnetic media, and these are
subject to "back-up" at regular intervals, with the "back-up" information being
stored in a protected location to ensure security from loss/ damage of active
data.
All records are retained for a minimum of 2 years.
16.0 Quality Records

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.
All productive work is planned and undertaken in accordance with the company's
procedures, and any specific documents agreed for individual contracts (e.g. contract
specifications).
Work instructions are provided by the agreed contract specification and any documents
referenced therein, alternatively work is performed in accordance with nationally
accepted codes of practice (e.g. BS6701).
As goods are inspected, the status is defined by location in stores, with all non-
conforming items being placed in a reject area or marked as reject for review. The status
of work in progress is established by markings or associated documentation recording
the inspections undertaken and their acceptability.
17. Manufacturing Process Control
18. Indication of Inspection Status