Management Review Meeting
ISO 9001:2008
Quality Management System
November 2014 -15
Pearl Confectionery (Pvt.) Ltd
Presented by: Syed Noor Mustafa Shah
Flow of Presentation
• Results of Internal Quality Audits (IQA-1/2014-15)
• Comparison of results of CARs of
IQA-1/2014-15 with IQA-1/2013-14
• Results of Internal Audits (BRC-1/2014-15)
• Results of Internal Audits (HALAL-1/2014-15)
• Tentative Time of Quality Objectives 2014-15
• Status of Compliance 2014-2015 Work Plan
Results of
Internal Quality Audits
(IQA-1/2014-15)
15/09/2014 to 22/09/2014
Results of Internal Quality Audits (IQA-1/2014-15)
Compliance
Major CARs 0 Minor CARs 05 Observations 0
1. Procedure not followed for the MRM Meeting agenda
2. No evidence found for internal audit team
3. Master list of record not found with signature and control no
4. Procedure of coating & bubble still not updated
5. Procedure not followed for the IQA Plan
Results of Internal Quality Audits (IQA-1/2014-15)
Quality Assurance
Major CARs 0 Minor CARs 11 Observations 05
1. No data record sheet or log maintained for samples of incoming raw material
2. No data record found for retained flavors and colors
3. 1 & 2/sep/2014 QC sheets (in-process inspection sheets) of bubble department record not available in file
4. Document Control # missing in many forms including QC in-process inspection sheets
5. MSO # 363, retention sample box shows two printed MSO on it which are MSO # 316 and MSO # 363
6. Traceability not proved for complaint raised by chocolate department on the spot during the audit
7. NC (IQA-1/13-14/QAD-01) repeats for refractor meter. "Refractor meter found not to be calibrated since the
day of its purchase
8. NC (IQA-1/13-14/QAD-07) repeats. "In-process inspection sheets QA/FM-03 found to be irregular, should be
conducted after define time intervals
9. Records of raw materials (Colors &Flavors) were not maintained
10. In coming raw material first hold/then released, reason not mentioned in the report
11. NCs from last audit QAD 01, QAD 02, QAD 03 & QAD 07, repeated
12. Order conforming report has no document control # and also it is not filled properly
13. Color printing is not per standard but the packaging material is accepted as there is no any remarks
mentioned
14. Color sample cabinet is lacking of cleanliness (housekeeping mop found in the cabinet) and also found
some tag were not pasted correctly
15. Observation (IQA-1/13-14/QAD-03) repeats. "Incoming Inspection Report QA/FM-01" should have printed
acceptable limits for the items tested instead of manually entering
16. Back process Inspection report was not a controlled document
Results of Internal Quality Audits (IQA-1/2014-15)
Research & Development
Major CARs 0 Minor CARs 06 Observations 03
1. FM 01 raw material submission form no signature is found of Director
Purchase
2. PUR/FM 04 is found incomplete filled
3. 20/07/2015 is found in new product development form
4. No signatures are found in recipe of Milk Candy
5. No data maintain of recipes of different product, last data updated on
6/5/2014
6. New product development form is found without signature
7. Export sample (product wise) is not updated
8. Concept no. and receipt no. are not found in production trial request form
9. MSO 529 Submission forms reference no. missing on Goal Bubble
Results of Internal Quality Audits (IQA-1/2014-15)
Human Resource
Major CARs 0 Minor CARs 06 Observations 06
1. Procedure is not available at the department on audit time. It was not available in last
audit
2. Labour requirement working not updated and completed.
3. Procedure no 4 and 4b is not updated.
4. Appointment letter is not found in any employee file
5. PCL/FM/11 is in procedure but not found in related Documents / Record List
6. PCL/FM-19-R00 not available in procedure
7. Orientation Training Record is found without printing (PCL/HR/REC-006)
8. Employee Joining Report is found without printing (PCL/HR/REC-007)
9. Documentation check list is found without printing (PCL/HR/REC-001)
10.Signature of HR / Admin Manager is not found in attendance sheet of trainings
11.0 and negative time (-25) are found in column of require time of Requirement Cycle
Time
12.The transfer letter is not found in personal file of Mr. Rehman (Production Officer)
Results of Internal Quality Audits (IQA-1/2014-15)
Production Candy
Major CARs 0 Minor CARs 06 Observations 03
1. NC Repeats. IQA-1/13-14/CAN-06 (work instruction of lollipop not found)
2. NC repeats. IQA-1/13-14/CAN-01 (drain line open in service line and dirty water was stack).
3. Production sheets have different name other than mentioned in procedure. (i.e. procedure
production sheet candy line but in physical it is mentioned as Candy line activity log sheet
4. Production planning sheet pasted at production officer's office was of date 15-9-14, but till 11:30
there was no new planning was found pasted
5. Overall lack of housekeeping issue was observed on every section
6. Production sheets are 2 sheets for each product category but having same and 1 control #. (i.e.
Chew Line Easy fold Wrapping Activity Log Sheet and Chew and Easy fold Wrapping Activity
Log Sheet having same control no. PROD-CNF/FM05
7. Cartons (Anjou caramel) found open and damaged in export warehouse at production candy
department
8. On puller machine of Dr Milk worker directly contact.
9. Candy line activity lode sheet PROD-CNF/FM03/R00 DATED12/09/2014 was found unsigned
except supervisor
Results of Internal Quality Audits (IQA-1/2014-15)
Production Chocolate
Major CARs 0 Minor CARs 05 Observations 05
1. Wash basins are found unclean and worst condition & sanitizer was also
absent
2. Color jars found unlabelled
3. PROD-CHOC/01 is not in practice and should be obsolete
4. Weight scale calibration tag was expired and un readable
5. CH-206 (Biscuits for Chincko) is found adjacent of un useable scarab
6. Finished Goods was stocked without pallets
7. Fire extinguisher was not available at designated place
8. Broom found in coating area
9. PROD-CHOC/02, 04 and 05 not updating on controlled document
10.Light of fly catcher was out of order
Results of Internal Quality Audits (IQA-1/2014-15)
Engineering General Store
Major CARs 0 Minor CARs 10 Observations 05
1. Last audit report not found
2. Procedure up gradation required also only one procedure was available
3. Un awareness with obsolete vs control document as obsolete documents are found
in department
4. Record control system completely collapse
5. Physical stock of bearing 32310 found out by 2 each bearing is Rs. 4000
6. Physical stock of Belt A 51 found Short by 3 each belt is Rs. 69
7. Bearing and belt issued without M.I.R
8. No define maximum and minimum limits of stock
9. Supplier performance, supplier evaluation and supplier black listing found missing
10.Tender forms not filled of individual
11.Un awareness with procedures applied in department
12.Documents change record is found not updated
13.Retention list found unavailable
14.Control document no, need to be printed on documents
15.Received stamp is not using on bill
Results of Internal Quality Audits (IQA-1/2014-15)
Engineering Electrical
Major CARs 0 Minor CARs 06 Observations 01
1. No awareness about Quality Objective of department
2. Procedure up gradation required also only one procedure was available
3. Machine history is not available
4. Break down analysis is absent
5. Machine Accident report analysis
6. Currant calibration certificate of Asia Tec is not found
7. In house calibration is not performed
Results of Internal Quality Audits (IQA-1/2014-15)
Engineering Maintenance
Major CARs 0 Minor CARs 06 Observations 06
1. Approved preventive maintenance schedule found missing
2. Incomplete listing of machines (depositor & Loly Pop + Chew Line 2)
Manager agreeability over preventive maintenance work not found
3. Work Instruction not available in department or in file
4. Calibration (Missing in major cases, Service line one weighing scale having
expired tag of calibration, Variation issue in multiple scales)
5. Machine break down analysis
6. Job Order analysis found missing
7. Procedure required up gradation (Internal maintenance call procedure ISO
reference no is missing)
8. Machine history sheet being maintain causally & ineffectively
9. Retention list is not available
10.Over all unhygienic condition is found
11.Unaware with Quality Policy and unaware with procedure
12.Procedure is not available in department
Results of Internal Quality Audits (IQA-1/2014-15)
Supply Chain Management R.M Store
Major CARs 0 Minor CARs 05 Observations 09
1. NC Repeat (SCM-05) - "Procedure not available.“
2. NC Repeat (SCM-06) - "Purchase order not available from purchase department.“
3. NC Repeat (SCM-07) - "ISO number not found on material requirement document
raised by production.“
4. NC Repeat (SCM-10) - "Damaged wrapper found on floor.“
5. NC Repeat (SCM-11) - "Over stacking of wrapper found in RM store stock area.“
6. Sign not found on GRN
7. QA inspection is not per standard and procedure
8. GRN and RGRN are received on same paper, it is not good practice
9. Some flavors have no expiry date mentioned on it
10.Dirty rack, and dust found on poly bags
11.No segregation of gum base and poly bags at RM store stock area
12.Dust found on wrapper
13.Web cobs found in RM store
14.Open wiring found in RM store
Results of Internal Quality Audits (IQA-1/2014-15)
Supply Chain Management Ware House
Major CARs 0 Minor CARs 04 Observations 07
1. Procedure not found
2. Delivery Challan control number is not matching with procedure
3. NC Repeat (SCM-16) - "space not sufficient and FIFO not maintained as no
evidence found.“
4. NC Repeat (SCM-17) - "finished goods transfer sheet STR/FM11 not
included in procedure.“
5. No sign found on delivery Challan
6. QRL (quality record list) not found in department
7. ISO number (Control #) not mentioned on Sale return
8. Training should be conducted for new comers on all QMS mandatory
procedures
9. Finished goods should be stacked on pallets
10.Damage cartons found in warehouse
11.Rope found in warehouse
Results of Internal Quality Audits (IQA-1/2014-15)
Supply Chain Management M.M
Major CARs 0 Minor CARs 03 Observations 02
1. NC Repeat (SCM-01) - "sales forecast is received for 2 months instead of
quarterly“
2. NC Repeat (SCM-02) - "Export order forecast not found.“
3. NC Repeat (SCM-04) - "ISO number (Control #) not mentioned on min/max
level sheet.”
4. ISO number (Control #) not mentioned on Sale forecast
5. QRL (quality record list) not found in department
Results of Internal Quality Audits (IQA-1/2014-15)
Production Bubble
Major CARs 0 Minor CARs 07 Observations 06
1. Material requisition is sent via email (excel sheet) instead of Material requisition form STR/FM 10 as per draft
procedure
2. Materials received via same email (excel sheet) print out along with Material Transfer from store instead of factory
requisition but control # is ok
3. Daily Stock Sheet (packaging) and Finished goods sheet are merged and named as "Export Finished Good Stock"
and "Local Finished Good Stock" and also no control # is mentioned on it
4. Daily Stock Sheet (back process) is named as "Daily coated mass report" and also no control is mentioned on it
5. No maintenance work is recorded in Maintenance Register, PCL/BUB-REG01 only the document "internal
maintenance call" is used to raise the complaints
6. Floor found unclean near Euromec and mixer area
7. CH-43 and PF-106 canes are used in current production but there is no identification tag found on these canes
8. Procedure is only available in soft copy
9. It was observed that record of orders (local/export) is received by email and is not segregated or stored at one place
10. signatures on delivery Challan are not complete (one or few signatures missing in all record)
11. Daily Production Sheet, Daily Log Sheet, Daily Process Control Sheet are not in practice only the daily Production
Planning and Production Summary which is system base is maintained and named as Daily Production Report
12. Daily Summary of batches and forming is collected on new developed sheet which is maintained by supervisor and
submitted to Asst. Manager Production which should be controlled
13. Wrapping Sheet is not mentioned in procedure it used to record the production of wrapping machines and it has no
control #
Results of Internal Quality Audits (IQA-1/2014-15)
Production Coating
Major CARs 0 Minor CARs 01 Observations 03
1. Work instruction is not available and clearly visible at some places
2. Labeling is not done at some places for the stock of raw and packaging
material
3. List of Records and Record Retention list is not available
4. Procedure is only available in soft copy
Results of Internal Quality Audits (IQA-1/2014-15)
Marketing
Major CARs 0 Minor CARs 03 Observations 01
1. Procedure is not available at the department
2. PCL/FM-17 is not signed from a long time
3. No Approval is found in Art Works of clocks
4. Media plan is found with cutting by marker
Results of Internal Quality Audits (IQA-1/2014-15)
Export Marketing
Major CARs 0 Minor CARs 04 Observations 01
1. Procedure is not available at the department
2. No record or log is maintained for sample requisition form and respective
DHL receipt
3. Complaint no. complaint resolve date and verify by signature missing in
complaint form no 2 & 3, also complaint no. 1 form was not available in file
4. CEO signature is not available in EMKT/FM/02 (Repeat NC) CAR No. 2
5. Gross weight and net weight is not found in Export order for MSO#540/1314
Results of Internal Quality Audits (IQA-1/2014-15)
Logistic (Import / Export)
Major CARs 0 Minor CARs 02 Observations 00
1. Procedure is not available at the department
2. Procedure is not following
Results of Internal Quality Audits (IQA-1/2014-15)
Purchase
Major CARs 0 Minor CARs 02 Observations 04
1. Purchase order control # is mentioned as PUR/FM020 instead of PUR/FM02
2. Control # found missing in the Supplier re-evaluation record
3. New Form should be prepared for the blacklisting of suppliers which will be
the evidence as it is done on the basis of price rate and quality issues via
verbal approval of top management
4. Ref # of MM sheet in Rate comparative statement found misprinted as there
was no matching of items found in rate comparative and MM sheet for that
mentioned REF #
5. Approved supplier list frequency should be monthly
6. Procedures need to be revised and also it must include other documents or
their reference which are not controlled
Results of Internal Quality Audits (IQA-1/2014-15)
Product Development
Major CARs 0 Minor CARs 01 Observations 00
1. Procedure is not following
Results of Internal Quality Audits (IQA-1/2014-15)
Information Technology
Major CARs 0 Minor CARs 03 Observations 03
1. Procedure up gradation required
2. Servers are not in lock and Key
3. PCL/IT-05, 07, 08 & 09 is not updated
4. Alternate Data backup frequency PCL/IT-05 is not mentioned in procedure
5. Some Employee names and authorities signatures are misplace in PCL/IT-
04 and it should be review
6. Record control system is not updated
Results of Internal Quality Audits (IQA-1/2014-15)
Sales / Corporate Marketing
Major CARs 0 Minor CARs 01 Observations 0
1. Procedure is not following
Comparison of results of
CARs of IQA-1/14-15 with
IQA/13-14
Comparison of results of CARs of
IQA-1/ 2014 -15 with IQA/13-14
IQA/2013-14 IQA-1/2014-15
Department Major Cars Minor CARs Observations Major Cars Minor CARs Observations
Compliance 0 9 1 0 5 0
Quality Assistance 0 3 1 0 11 5
R & D 0 3 0 0 6 3
Human Resource 0 5 2 0 6 6
Production Candy 0 8 1 0 6 3
Production Chocolate 0 8 0 0 5 5
Engineering G. Store 0 7 2 0 10 5
Engineering Elec. 0 10 2 0 6 1
Engineering Maint. 0 0 0 0 6 6
(S.C.M) R.M Store 0 8 0 0 5 9
(S.C.M) Ware House 0 6 0 0 4 7
(S.C.M) M.M Store 0 2 0 0 3 2
Production Bubble 0 0 0 0 7 6
Production Coating 0 0 0 0 1 3
Local Marketing 0 0 0 0 3 1
Export Marketing 0 3 3 0 4 1
Logistic (Imp / Exp) 0 0 0 0 2 0
Purchase 0 7 2 0 2 4
P.D 0 0 0 0 1 0
I.T 0 12 1 0 3 3
Sale / Co Marketing 0 0 0 0 1 0
Results of
Internal Audits
(BRC-1/2014-15)
21/07/2014
Results of Internal Audits (BRC-1/2014-15)
Production Chocolate
Major CARs 0 Minor CARs 08 Observations 00
1. Few colors jar were lacking the tagging in flavor/color room and also CH-21
bags were found in unhygienic condition as if there were wet in rain
2. Floor and wash basin found unclean in CCP-1 area near sugar grinding
machine and cooker
3. Material Balancing sheet was absent
4. No work instruction found in back process except cooker
5. BRC food safety policy was not pasted in any area
6. HACCP activity was not carried out since external audit also HACCP plan
not found available at production floor
7. Drain holes were open near changing room, kitchen washroom etc which is
the main transport area for the pests
8. Weight scale calibration tag was expired also un readable near (CCP 1)
Results of Internal Audits (BRC-1/2014-15)
Quality Assurance
Major CARs 0 Minor CARs 07 Observations 00
1. Work instructions are found pasted but not in controlled format and also
named as standard operating procedure (SOP)
2. Few incoming raw material sheet not maintained as per COA (Noor
Dairies) of raw material like moisture ratios
3. Procedures not functional like Sampling and monitoring & analysis
4. Few documents found without Control no
5. HACCP plan not functional since external BRC audit also no validation is
done to test the HACCP plan is active or not
6. Microbiological testing record not available
7. Testing procedures were under development
Results of Internal Audits (BRC-1/2014-15)
Compliance
Major CARs 0 Minor CARs 06 Observations 00
1. Monthly Food safety meetings were not conducted
2. Old yearly (2013-14) Training calendar not found
3. Awareness session (July 2014) record of BRC missing
4. Training record of HALAL of batch 1 is missing
5. Controlled document stamp was missing on Chocolate procedure
6. Chocolate department missing in controlled document list
Results of Internal Audits (BRC-1/2014-15)
Supply Chain Management R.M Store
Major CARs 0 Minor CARs 02 Observations 05
1. Cat is found
2. Physical quantity is no match with System
3. Dead stock policy not available
4. Bin cards not maintaining
5. CH-14 & CH-147 storage condition was unsatisfactory
6. Raw & packaging materials are found on floor
7. Rejected and dead stock is also found in with running products
Results of
Internal Audits
(HALAL-1/2014-15)
21/08/2014 to 22/08/2014
Results of Internal Audits (Halal-1/2014-15)
Quality Assurance
Major CARs 0 Minor CARs 07 Observations 00
1. Supplier list is available but not approved also updating date is missing
2. Halal certificate of Noor dairy for CH-100 & 101 is found without company
Stamp
3. Certificate no 2 & 5 (mentioned in Halal Certificate file) are found expired
4. Approved Halal product list and Halal ingredient list not available in Hard
copy
5. Staff is not aware with Halal Standard & Halal Policy
6. Product wise ingredient list not available
Results of Internal Audits (Halal-1/2014-15)
Compliance
Major CARs 0 Minor CARs 07 Observations 00
1. Maintaining records of HCPs which have been already identified were not
found maintained.
2. Training on Halal was found conducted, but it was conducted last year on
30th August,2013 after which some of the staff have left & some newly hired,
therefore the training frequency must be set at least bi-annually not annually
3. Internal audit was found conducted but related to food safety & hygiene only,
HALAL was not part of the internal audit plan
4. Halal food safety policy was found evident, but not communicated to the
workers & neither patched in production area or any place in factory
5. Food safety manual is in practice in which Halal requirements are missing or
Separate HALAL manual absent
6. Halal objectives not found
7. Schedule of audit plan not found
Tentative Time of the
Quality Objectives
2014-15
Quality Objectives (2014-15)
Q.A & R n D
Reduce the customer complain level as compare to last year by 10%. 4th Quarter
Production Candy
Improvement in line efficiencies by 3%. 4th Quarter
Proper utilization of SAP to monitor smooth process and reduce the
differences of SAP and physical to 5% maximum.
2nd Quarter
Man power and utilities costs reduce by at least 10%. 4th Quarter
Purchase
To explore the new cost effective and quality suppliers by 10%. 3rd Quarter
Supply Chain
Raw Material Store
Minimizing the number of RM stores to keep the carrying cost under
control by10%.
Not Agree
by %age
Finished Goods/Warehouse
Reduce the cost of transportation to 10%.
Not Agree
by %age
Reduce the delivery time b/w order and supply by10%. Not Agree
by %age
Quality Objectives (2014-15)
Engineering
Reduce the maintenance complaints and enhance the efficiency to 10% by
a) Implement the preventive schedule. 4th Quarter
b) Improve the HVAC system 4th Quarter
c) Reduce the utilities by cost of gas and K.E.S.C by proper
management
2nd Quarter
Compliance
To develop the hygiene audit system /procedure according to
standard practices
4th Quarter
To monitor, benchmark and improve our business processes and
performance of our production system in a continuous manner by
implement the standard procedures
4th Quarter
Human Resource
To reduce employee turnover and develop analytical reports related to
turnover by 10%
4th Quarter
Quality Objectives (2014-15)
Information Technology
Successful implementation of SAP Business One ERP in our company 2nd Quarter
Implementation of service module in engineering department 3rd Quarter
Implement of pay roll software 4th Quarter
Rationalize the no. of PCs in every department 2nd Quarter
Sales
Sales department aim to get the growth in their business increased in
term of review up to 18% as compared to their achievement in year
2013 -2014
4th Quarter
Increase the no. of outlet by 50%
Not Agree
by %age
Increase the Co-Operate sales by 100% by increasing the sale outlet as
compare to previous
Not Agree
by %age
Export
To Increase in export by at least 10% 2nd Quarter
To explore/open at least 4 new destination 2nd Quarter
Status
of
Compliance 2014-15
Work Plan
Compliance 2014-15 Work Plan Points
1. Awareness Session
2. Internal Auditor Trainings
3. Procedure Develop and Procedure Review
4. Hygiene Audit
5. Internal and External Audit
6. Management Review Meeting
7. M.R Office (Changes and Reports)
8. Record Room Management
9. Intranet Website
10.Q.M.S Appraisal Points
1 - Awareness Session (Status)
Title Status
QMS Awareness Session (1) Done on 23rd August 2014
QMS Awareness Session (2) Done on 25th August 2014
QMS Awareness Session (3) Postponed
HALAL Awareness Session* Done on 24th of October 2014
BRC Awareness Session Planned in December
Hygiene Awareness Session Planned in December
2 - Internal Auditor Trainings (Status)
Title Status
QMS Internal Auditor Training (Batch 2)
Done on 6th, 8th & 9th of
September 2014
HALAL Internal Auditor Training (Batch 1*) Done on 24th of October 2014
BRC Internal Auditor Training (Batch 1) Planned in December
3 - Procedure Develop and Procedure Review (Status)
Title Status
Procedure
Develop
Production Coating Draft is ready but it require more
amendment and will be completed in
2nd QuarterProduction Bubble
Local Marketing
In meeting it was decided Marketing
Department will provide Draft Copy
in Last Week of December
Procedure
Review
All Other Departments
Email send to HODs,
Work in progress and will be
completed in 2nd Quarter
4 - Hygiene Audit (Status)
Month Status
July Done on 16/07/2014
August Done on 08/08/2014
September Done on 04/09/2014
October Done on 02/10/2014
November Done on 14/11/2014
December
Will be conducted Every Month on surprise
basis before Co – Ordination Meeting
January
February
March
April
May
June
5 - Internal and External Audit (Status)
Title Status
BRC – Audit # 1 Done on 21st of July –14
Halal – Audit # 1 Done on 21st & 22nd of August –14
QMS – IQA # 1 Done on 15th to 22nd of September –14
BRC – Audit # 2 Done on 17th to 18th of October – 14
Halal – Audit # 2 Done on17th to 19th of November – 14
QMS – IQA # 2 Planned on 4th to 13th December – 14
BRC – External Audit Planned in January – 15
Halal – Audit # 3 Planned in February – 15
QMS – IQA # 3 Planned in March – 15
Halal –External Audit Planned in April –15
QMS – External Audit Planned in June –15
6 - Management Review Meeting (Status)
Title Status
Management Review Meeting – 1 Done on 26th of November – 14
Management Review Meeting – 2 Planned in 4th week of Jan – 15
Management Review Meeting – 3 Planned in 1st week of May – 15
7 - M.R Office (Status)
Title Status
M.R Office (Changes and Reports)
Work in Progress will be
completed in 2nd Quarter
8 - Record Room Management (Status)
Title Status
Timely Submission of Records and
Follow up
Work in Progress will be
completed in 2nd Quarter
9 - Intranet Website (Status)
Title Status
Local network website for QMS
Documents and Procedures
Work in Progress will be
completed in 2nd Quarter
10 - Q.M.S Appraisal Points (Status)
Title Status
QMS Performance (add/subtract
marks in annual appraisal)
Draft Copy is ready further meetings
are arranged b/w H.R and Compliance
to finalized it
THANKS
FOR
YOUR
PARTICIPATION

MRM - Management Review Meeting Presentation

  • 1.
    Management Review Meeting ISO9001:2008 Quality Management System November 2014 -15 Pearl Confectionery (Pvt.) Ltd Presented by: Syed Noor Mustafa Shah
  • 2.
    Flow of Presentation •Results of Internal Quality Audits (IQA-1/2014-15) • Comparison of results of CARs of IQA-1/2014-15 with IQA-1/2013-14 • Results of Internal Audits (BRC-1/2014-15) • Results of Internal Audits (HALAL-1/2014-15) • Tentative Time of Quality Objectives 2014-15 • Status of Compliance 2014-2015 Work Plan
  • 3.
    Results of Internal QualityAudits (IQA-1/2014-15) 15/09/2014 to 22/09/2014
  • 4.
    Results of InternalQuality Audits (IQA-1/2014-15) Compliance Major CARs 0 Minor CARs 05 Observations 0 1. Procedure not followed for the MRM Meeting agenda 2. No evidence found for internal audit team 3. Master list of record not found with signature and control no 4. Procedure of coating & bubble still not updated 5. Procedure not followed for the IQA Plan
  • 5.
    Results of InternalQuality Audits (IQA-1/2014-15) Quality Assurance Major CARs 0 Minor CARs 11 Observations 05 1. No data record sheet or log maintained for samples of incoming raw material 2. No data record found for retained flavors and colors 3. 1 & 2/sep/2014 QC sheets (in-process inspection sheets) of bubble department record not available in file 4. Document Control # missing in many forms including QC in-process inspection sheets 5. MSO # 363, retention sample box shows two printed MSO on it which are MSO # 316 and MSO # 363 6. Traceability not proved for complaint raised by chocolate department on the spot during the audit 7. NC (IQA-1/13-14/QAD-01) repeats for refractor meter. "Refractor meter found not to be calibrated since the day of its purchase 8. NC (IQA-1/13-14/QAD-07) repeats. "In-process inspection sheets QA/FM-03 found to be irregular, should be conducted after define time intervals 9. Records of raw materials (Colors &Flavors) were not maintained 10. In coming raw material first hold/then released, reason not mentioned in the report 11. NCs from last audit QAD 01, QAD 02, QAD 03 & QAD 07, repeated 12. Order conforming report has no document control # and also it is not filled properly 13. Color printing is not per standard but the packaging material is accepted as there is no any remarks mentioned 14. Color sample cabinet is lacking of cleanliness (housekeeping mop found in the cabinet) and also found some tag were not pasted correctly 15. Observation (IQA-1/13-14/QAD-03) repeats. "Incoming Inspection Report QA/FM-01" should have printed acceptable limits for the items tested instead of manually entering 16. Back process Inspection report was not a controlled document
  • 6.
    Results of InternalQuality Audits (IQA-1/2014-15) Research & Development Major CARs 0 Minor CARs 06 Observations 03 1. FM 01 raw material submission form no signature is found of Director Purchase 2. PUR/FM 04 is found incomplete filled 3. 20/07/2015 is found in new product development form 4. No signatures are found in recipe of Milk Candy 5. No data maintain of recipes of different product, last data updated on 6/5/2014 6. New product development form is found without signature 7. Export sample (product wise) is not updated 8. Concept no. and receipt no. are not found in production trial request form 9. MSO 529 Submission forms reference no. missing on Goal Bubble
  • 7.
    Results of InternalQuality Audits (IQA-1/2014-15) Human Resource Major CARs 0 Minor CARs 06 Observations 06 1. Procedure is not available at the department on audit time. It was not available in last audit 2. Labour requirement working not updated and completed. 3. Procedure no 4 and 4b is not updated. 4. Appointment letter is not found in any employee file 5. PCL/FM/11 is in procedure but not found in related Documents / Record List 6. PCL/FM-19-R00 not available in procedure 7. Orientation Training Record is found without printing (PCL/HR/REC-006) 8. Employee Joining Report is found without printing (PCL/HR/REC-007) 9. Documentation check list is found without printing (PCL/HR/REC-001) 10.Signature of HR / Admin Manager is not found in attendance sheet of trainings 11.0 and negative time (-25) are found in column of require time of Requirement Cycle Time 12.The transfer letter is not found in personal file of Mr. Rehman (Production Officer)
  • 8.
    Results of InternalQuality Audits (IQA-1/2014-15) Production Candy Major CARs 0 Minor CARs 06 Observations 03 1. NC Repeats. IQA-1/13-14/CAN-06 (work instruction of lollipop not found) 2. NC repeats. IQA-1/13-14/CAN-01 (drain line open in service line and dirty water was stack). 3. Production sheets have different name other than mentioned in procedure. (i.e. procedure production sheet candy line but in physical it is mentioned as Candy line activity log sheet 4. Production planning sheet pasted at production officer's office was of date 15-9-14, but till 11:30 there was no new planning was found pasted 5. Overall lack of housekeeping issue was observed on every section 6. Production sheets are 2 sheets for each product category but having same and 1 control #. (i.e. Chew Line Easy fold Wrapping Activity Log Sheet and Chew and Easy fold Wrapping Activity Log Sheet having same control no. PROD-CNF/FM05 7. Cartons (Anjou caramel) found open and damaged in export warehouse at production candy department 8. On puller machine of Dr Milk worker directly contact. 9. Candy line activity lode sheet PROD-CNF/FM03/R00 DATED12/09/2014 was found unsigned except supervisor
  • 9.
    Results of InternalQuality Audits (IQA-1/2014-15) Production Chocolate Major CARs 0 Minor CARs 05 Observations 05 1. Wash basins are found unclean and worst condition & sanitizer was also absent 2. Color jars found unlabelled 3. PROD-CHOC/01 is not in practice and should be obsolete 4. Weight scale calibration tag was expired and un readable 5. CH-206 (Biscuits for Chincko) is found adjacent of un useable scarab 6. Finished Goods was stocked without pallets 7. Fire extinguisher was not available at designated place 8. Broom found in coating area 9. PROD-CHOC/02, 04 and 05 not updating on controlled document 10.Light of fly catcher was out of order
  • 10.
    Results of InternalQuality Audits (IQA-1/2014-15) Engineering General Store Major CARs 0 Minor CARs 10 Observations 05 1. Last audit report not found 2. Procedure up gradation required also only one procedure was available 3. Un awareness with obsolete vs control document as obsolete documents are found in department 4. Record control system completely collapse 5. Physical stock of bearing 32310 found out by 2 each bearing is Rs. 4000 6. Physical stock of Belt A 51 found Short by 3 each belt is Rs. 69 7. Bearing and belt issued without M.I.R 8. No define maximum and minimum limits of stock 9. Supplier performance, supplier evaluation and supplier black listing found missing 10.Tender forms not filled of individual 11.Un awareness with procedures applied in department 12.Documents change record is found not updated 13.Retention list found unavailable 14.Control document no, need to be printed on documents 15.Received stamp is not using on bill
  • 11.
    Results of InternalQuality Audits (IQA-1/2014-15) Engineering Electrical Major CARs 0 Minor CARs 06 Observations 01 1. No awareness about Quality Objective of department 2. Procedure up gradation required also only one procedure was available 3. Machine history is not available 4. Break down analysis is absent 5. Machine Accident report analysis 6. Currant calibration certificate of Asia Tec is not found 7. In house calibration is not performed
  • 12.
    Results of InternalQuality Audits (IQA-1/2014-15) Engineering Maintenance Major CARs 0 Minor CARs 06 Observations 06 1. Approved preventive maintenance schedule found missing 2. Incomplete listing of machines (depositor & Loly Pop + Chew Line 2) Manager agreeability over preventive maintenance work not found 3. Work Instruction not available in department or in file 4. Calibration (Missing in major cases, Service line one weighing scale having expired tag of calibration, Variation issue in multiple scales) 5. Machine break down analysis 6. Job Order analysis found missing 7. Procedure required up gradation (Internal maintenance call procedure ISO reference no is missing) 8. Machine history sheet being maintain causally & ineffectively 9. Retention list is not available 10.Over all unhygienic condition is found 11.Unaware with Quality Policy and unaware with procedure 12.Procedure is not available in department
  • 13.
    Results of InternalQuality Audits (IQA-1/2014-15) Supply Chain Management R.M Store Major CARs 0 Minor CARs 05 Observations 09 1. NC Repeat (SCM-05) - "Procedure not available.“ 2. NC Repeat (SCM-06) - "Purchase order not available from purchase department.“ 3. NC Repeat (SCM-07) - "ISO number not found on material requirement document raised by production.“ 4. NC Repeat (SCM-10) - "Damaged wrapper found on floor.“ 5. NC Repeat (SCM-11) - "Over stacking of wrapper found in RM store stock area.“ 6. Sign not found on GRN 7. QA inspection is not per standard and procedure 8. GRN and RGRN are received on same paper, it is not good practice 9. Some flavors have no expiry date mentioned on it 10.Dirty rack, and dust found on poly bags 11.No segregation of gum base and poly bags at RM store stock area 12.Dust found on wrapper 13.Web cobs found in RM store 14.Open wiring found in RM store
  • 14.
    Results of InternalQuality Audits (IQA-1/2014-15) Supply Chain Management Ware House Major CARs 0 Minor CARs 04 Observations 07 1. Procedure not found 2. Delivery Challan control number is not matching with procedure 3. NC Repeat (SCM-16) - "space not sufficient and FIFO not maintained as no evidence found.“ 4. NC Repeat (SCM-17) - "finished goods transfer sheet STR/FM11 not included in procedure.“ 5. No sign found on delivery Challan 6. QRL (quality record list) not found in department 7. ISO number (Control #) not mentioned on Sale return 8. Training should be conducted for new comers on all QMS mandatory procedures 9. Finished goods should be stacked on pallets 10.Damage cartons found in warehouse 11.Rope found in warehouse
  • 15.
    Results of InternalQuality Audits (IQA-1/2014-15) Supply Chain Management M.M Major CARs 0 Minor CARs 03 Observations 02 1. NC Repeat (SCM-01) - "sales forecast is received for 2 months instead of quarterly“ 2. NC Repeat (SCM-02) - "Export order forecast not found.“ 3. NC Repeat (SCM-04) - "ISO number (Control #) not mentioned on min/max level sheet.” 4. ISO number (Control #) not mentioned on Sale forecast 5. QRL (quality record list) not found in department
  • 16.
    Results of InternalQuality Audits (IQA-1/2014-15) Production Bubble Major CARs 0 Minor CARs 07 Observations 06 1. Material requisition is sent via email (excel sheet) instead of Material requisition form STR/FM 10 as per draft procedure 2. Materials received via same email (excel sheet) print out along with Material Transfer from store instead of factory requisition but control # is ok 3. Daily Stock Sheet (packaging) and Finished goods sheet are merged and named as "Export Finished Good Stock" and "Local Finished Good Stock" and also no control # is mentioned on it 4. Daily Stock Sheet (back process) is named as "Daily coated mass report" and also no control is mentioned on it 5. No maintenance work is recorded in Maintenance Register, PCL/BUB-REG01 only the document "internal maintenance call" is used to raise the complaints 6. Floor found unclean near Euromec and mixer area 7. CH-43 and PF-106 canes are used in current production but there is no identification tag found on these canes 8. Procedure is only available in soft copy 9. It was observed that record of orders (local/export) is received by email and is not segregated or stored at one place 10. signatures on delivery Challan are not complete (one or few signatures missing in all record) 11. Daily Production Sheet, Daily Log Sheet, Daily Process Control Sheet are not in practice only the daily Production Planning and Production Summary which is system base is maintained and named as Daily Production Report 12. Daily Summary of batches and forming is collected on new developed sheet which is maintained by supervisor and submitted to Asst. Manager Production which should be controlled 13. Wrapping Sheet is not mentioned in procedure it used to record the production of wrapping machines and it has no control #
  • 17.
    Results of InternalQuality Audits (IQA-1/2014-15) Production Coating Major CARs 0 Minor CARs 01 Observations 03 1. Work instruction is not available and clearly visible at some places 2. Labeling is not done at some places for the stock of raw and packaging material 3. List of Records and Record Retention list is not available 4. Procedure is only available in soft copy
  • 18.
    Results of InternalQuality Audits (IQA-1/2014-15) Marketing Major CARs 0 Minor CARs 03 Observations 01 1. Procedure is not available at the department 2. PCL/FM-17 is not signed from a long time 3. No Approval is found in Art Works of clocks 4. Media plan is found with cutting by marker
  • 19.
    Results of InternalQuality Audits (IQA-1/2014-15) Export Marketing Major CARs 0 Minor CARs 04 Observations 01 1. Procedure is not available at the department 2. No record or log is maintained for sample requisition form and respective DHL receipt 3. Complaint no. complaint resolve date and verify by signature missing in complaint form no 2 & 3, also complaint no. 1 form was not available in file 4. CEO signature is not available in EMKT/FM/02 (Repeat NC) CAR No. 2 5. Gross weight and net weight is not found in Export order for MSO#540/1314
  • 20.
    Results of InternalQuality Audits (IQA-1/2014-15) Logistic (Import / Export) Major CARs 0 Minor CARs 02 Observations 00 1. Procedure is not available at the department 2. Procedure is not following
  • 21.
    Results of InternalQuality Audits (IQA-1/2014-15) Purchase Major CARs 0 Minor CARs 02 Observations 04 1. Purchase order control # is mentioned as PUR/FM020 instead of PUR/FM02 2. Control # found missing in the Supplier re-evaluation record 3. New Form should be prepared for the blacklisting of suppliers which will be the evidence as it is done on the basis of price rate and quality issues via verbal approval of top management 4. Ref # of MM sheet in Rate comparative statement found misprinted as there was no matching of items found in rate comparative and MM sheet for that mentioned REF # 5. Approved supplier list frequency should be monthly 6. Procedures need to be revised and also it must include other documents or their reference which are not controlled
  • 22.
    Results of InternalQuality Audits (IQA-1/2014-15) Product Development Major CARs 0 Minor CARs 01 Observations 00 1. Procedure is not following
  • 23.
    Results of InternalQuality Audits (IQA-1/2014-15) Information Technology Major CARs 0 Minor CARs 03 Observations 03 1. Procedure up gradation required 2. Servers are not in lock and Key 3. PCL/IT-05, 07, 08 & 09 is not updated 4. Alternate Data backup frequency PCL/IT-05 is not mentioned in procedure 5. Some Employee names and authorities signatures are misplace in PCL/IT- 04 and it should be review 6. Record control system is not updated
  • 24.
    Results of InternalQuality Audits (IQA-1/2014-15) Sales / Corporate Marketing Major CARs 0 Minor CARs 01 Observations 0 1. Procedure is not following
  • 25.
    Comparison of resultsof CARs of IQA-1/14-15 with IQA/13-14
  • 26.
    Comparison of resultsof CARs of IQA-1/ 2014 -15 with IQA/13-14 IQA/2013-14 IQA-1/2014-15 Department Major Cars Minor CARs Observations Major Cars Minor CARs Observations Compliance 0 9 1 0 5 0 Quality Assistance 0 3 1 0 11 5 R & D 0 3 0 0 6 3 Human Resource 0 5 2 0 6 6 Production Candy 0 8 1 0 6 3 Production Chocolate 0 8 0 0 5 5 Engineering G. Store 0 7 2 0 10 5 Engineering Elec. 0 10 2 0 6 1 Engineering Maint. 0 0 0 0 6 6 (S.C.M) R.M Store 0 8 0 0 5 9 (S.C.M) Ware House 0 6 0 0 4 7 (S.C.M) M.M Store 0 2 0 0 3 2 Production Bubble 0 0 0 0 7 6 Production Coating 0 0 0 0 1 3 Local Marketing 0 0 0 0 3 1 Export Marketing 0 3 3 0 4 1 Logistic (Imp / Exp) 0 0 0 0 2 0 Purchase 0 7 2 0 2 4 P.D 0 0 0 0 1 0 I.T 0 12 1 0 3 3 Sale / Co Marketing 0 0 0 0 1 0
  • 27.
  • 28.
    Results of InternalAudits (BRC-1/2014-15) Production Chocolate Major CARs 0 Minor CARs 08 Observations 00 1. Few colors jar were lacking the tagging in flavor/color room and also CH-21 bags were found in unhygienic condition as if there were wet in rain 2. Floor and wash basin found unclean in CCP-1 area near sugar grinding machine and cooker 3. Material Balancing sheet was absent 4. No work instruction found in back process except cooker 5. BRC food safety policy was not pasted in any area 6. HACCP activity was not carried out since external audit also HACCP plan not found available at production floor 7. Drain holes were open near changing room, kitchen washroom etc which is the main transport area for the pests 8. Weight scale calibration tag was expired also un readable near (CCP 1)
  • 29.
    Results of InternalAudits (BRC-1/2014-15) Quality Assurance Major CARs 0 Minor CARs 07 Observations 00 1. Work instructions are found pasted but not in controlled format and also named as standard operating procedure (SOP) 2. Few incoming raw material sheet not maintained as per COA (Noor Dairies) of raw material like moisture ratios 3. Procedures not functional like Sampling and monitoring & analysis 4. Few documents found without Control no 5. HACCP plan not functional since external BRC audit also no validation is done to test the HACCP plan is active or not 6. Microbiological testing record not available 7. Testing procedures were under development
  • 30.
    Results of InternalAudits (BRC-1/2014-15) Compliance Major CARs 0 Minor CARs 06 Observations 00 1. Monthly Food safety meetings were not conducted 2. Old yearly (2013-14) Training calendar not found 3. Awareness session (July 2014) record of BRC missing 4. Training record of HALAL of batch 1 is missing 5. Controlled document stamp was missing on Chocolate procedure 6. Chocolate department missing in controlled document list
  • 31.
    Results of InternalAudits (BRC-1/2014-15) Supply Chain Management R.M Store Major CARs 0 Minor CARs 02 Observations 05 1. Cat is found 2. Physical quantity is no match with System 3. Dead stock policy not available 4. Bin cards not maintaining 5. CH-14 & CH-147 storage condition was unsatisfactory 6. Raw & packaging materials are found on floor 7. Rejected and dead stock is also found in with running products
  • 32.
  • 33.
    Results of InternalAudits (Halal-1/2014-15) Quality Assurance Major CARs 0 Minor CARs 07 Observations 00 1. Supplier list is available but not approved also updating date is missing 2. Halal certificate of Noor dairy for CH-100 & 101 is found without company Stamp 3. Certificate no 2 & 5 (mentioned in Halal Certificate file) are found expired 4. Approved Halal product list and Halal ingredient list not available in Hard copy 5. Staff is not aware with Halal Standard & Halal Policy 6. Product wise ingredient list not available
  • 34.
    Results of InternalAudits (Halal-1/2014-15) Compliance Major CARs 0 Minor CARs 07 Observations 00 1. Maintaining records of HCPs which have been already identified were not found maintained. 2. Training on Halal was found conducted, but it was conducted last year on 30th August,2013 after which some of the staff have left & some newly hired, therefore the training frequency must be set at least bi-annually not annually 3. Internal audit was found conducted but related to food safety & hygiene only, HALAL was not part of the internal audit plan 4. Halal food safety policy was found evident, but not communicated to the workers & neither patched in production area or any place in factory 5. Food safety manual is in practice in which Halal requirements are missing or Separate HALAL manual absent 6. Halal objectives not found 7. Schedule of audit plan not found
  • 35.
    Tentative Time ofthe Quality Objectives 2014-15
  • 36.
    Quality Objectives (2014-15) Q.A& R n D Reduce the customer complain level as compare to last year by 10%. 4th Quarter Production Candy Improvement in line efficiencies by 3%. 4th Quarter Proper utilization of SAP to monitor smooth process and reduce the differences of SAP and physical to 5% maximum. 2nd Quarter Man power and utilities costs reduce by at least 10%. 4th Quarter Purchase To explore the new cost effective and quality suppliers by 10%. 3rd Quarter Supply Chain Raw Material Store Minimizing the number of RM stores to keep the carrying cost under control by10%. Not Agree by %age Finished Goods/Warehouse Reduce the cost of transportation to 10%. Not Agree by %age Reduce the delivery time b/w order and supply by10%. Not Agree by %age
  • 37.
    Quality Objectives (2014-15) Engineering Reducethe maintenance complaints and enhance the efficiency to 10% by a) Implement the preventive schedule. 4th Quarter b) Improve the HVAC system 4th Quarter c) Reduce the utilities by cost of gas and K.E.S.C by proper management 2nd Quarter Compliance To develop the hygiene audit system /procedure according to standard practices 4th Quarter To monitor, benchmark and improve our business processes and performance of our production system in a continuous manner by implement the standard procedures 4th Quarter Human Resource To reduce employee turnover and develop analytical reports related to turnover by 10% 4th Quarter
  • 38.
    Quality Objectives (2014-15) InformationTechnology Successful implementation of SAP Business One ERP in our company 2nd Quarter Implementation of service module in engineering department 3rd Quarter Implement of pay roll software 4th Quarter Rationalize the no. of PCs in every department 2nd Quarter Sales Sales department aim to get the growth in their business increased in term of review up to 18% as compared to their achievement in year 2013 -2014 4th Quarter Increase the no. of outlet by 50% Not Agree by %age Increase the Co-Operate sales by 100% by increasing the sale outlet as compare to previous Not Agree by %age Export To Increase in export by at least 10% 2nd Quarter To explore/open at least 4 new destination 2nd Quarter
  • 39.
  • 40.
    Compliance 2014-15 WorkPlan Points 1. Awareness Session 2. Internal Auditor Trainings 3. Procedure Develop and Procedure Review 4. Hygiene Audit 5. Internal and External Audit 6. Management Review Meeting 7. M.R Office (Changes and Reports) 8. Record Room Management 9. Intranet Website 10.Q.M.S Appraisal Points
  • 41.
    1 - AwarenessSession (Status) Title Status QMS Awareness Session (1) Done on 23rd August 2014 QMS Awareness Session (2) Done on 25th August 2014 QMS Awareness Session (3) Postponed HALAL Awareness Session* Done on 24th of October 2014 BRC Awareness Session Planned in December Hygiene Awareness Session Planned in December
  • 42.
    2 - InternalAuditor Trainings (Status) Title Status QMS Internal Auditor Training (Batch 2) Done on 6th, 8th & 9th of September 2014 HALAL Internal Auditor Training (Batch 1*) Done on 24th of October 2014 BRC Internal Auditor Training (Batch 1) Planned in December
  • 43.
    3 - ProcedureDevelop and Procedure Review (Status) Title Status Procedure Develop Production Coating Draft is ready but it require more amendment and will be completed in 2nd QuarterProduction Bubble Local Marketing In meeting it was decided Marketing Department will provide Draft Copy in Last Week of December Procedure Review All Other Departments Email send to HODs, Work in progress and will be completed in 2nd Quarter
  • 44.
    4 - HygieneAudit (Status) Month Status July Done on 16/07/2014 August Done on 08/08/2014 September Done on 04/09/2014 October Done on 02/10/2014 November Done on 14/11/2014 December Will be conducted Every Month on surprise basis before Co – Ordination Meeting January February March April May June
  • 45.
    5 - Internaland External Audit (Status) Title Status BRC – Audit # 1 Done on 21st of July –14 Halal – Audit # 1 Done on 21st & 22nd of August –14 QMS – IQA # 1 Done on 15th to 22nd of September –14 BRC – Audit # 2 Done on 17th to 18th of October – 14 Halal – Audit # 2 Done on17th to 19th of November – 14 QMS – IQA # 2 Planned on 4th to 13th December – 14 BRC – External Audit Planned in January – 15 Halal – Audit # 3 Planned in February – 15 QMS – IQA # 3 Planned in March – 15 Halal –External Audit Planned in April –15 QMS – External Audit Planned in June –15
  • 46.
    6 - ManagementReview Meeting (Status) Title Status Management Review Meeting – 1 Done on 26th of November – 14 Management Review Meeting – 2 Planned in 4th week of Jan – 15 Management Review Meeting – 3 Planned in 1st week of May – 15
  • 47.
    7 - M.ROffice (Status) Title Status M.R Office (Changes and Reports) Work in Progress will be completed in 2nd Quarter 8 - Record Room Management (Status) Title Status Timely Submission of Records and Follow up Work in Progress will be completed in 2nd Quarter
  • 48.
    9 - IntranetWebsite (Status) Title Status Local network website for QMS Documents and Procedures Work in Progress will be completed in 2nd Quarter 10 - Q.M.S Appraisal Points (Status) Title Status QMS Performance (add/subtract marks in annual appraisal) Draft Copy is ready further meetings are arranged b/w H.R and Compliance to finalized it
  • 49.