by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Document Management System
PURPOSE:
To ensure that pertinent issue of documents which affect product, process and quality system are available at the point of use. To ensure that all documents comprising the environmental management system are controlled and distributed so that those employees requiring them use only current issues. …
SCOPE:
Applicable to all documents which affect product, process and quality system.
DEFINITIONS:
Documents: Policies, Quality System Procedures, Standard Operating Procedure or any other piece of paper or information that defines a requirement of the company, and/or describes how or what to do, and is subject to change.
Blank Forms are therefore, documents, as they serve the purpose of a checklist, and may be changed to reflect a change in a procedure. However, a form that is filled with information ceases to be a document, and becomes a “record” of some particular action. Records are not subject to this procedure. Records are subject to Quality System Procedure Control of Records (No. 04-03).
Controlled Documents: To ensure that the right information is available at the right place at the right time, documents need to be controlled. This “control” signifies that the Quality Management System will ensure that such distribution occurs as a matter of routine. It is the distribution that is being controlled.
Policies: These are documents that define the requirements to the QMS.
Standard Operating Procedure: These are documents that support Quality System Procedures and/or written to meet the requirements of some other clauses of ISO 9001:2008 which are not covered in by the users of the procedures.
RESPONSIBILITY:
The original document, signed, unstamped and dated, is retained in the Central Quality File.
All Level 1 & 2 documents copies issued to a department are stamped “Controlled Documents” and are recorded on a Controlled Document Master List, , for each department/function.
A Circulation Record, accompanies each original document.
Copies of documents are distributed to the appropriate personnel who sign the Circulation Record
Uncontrolled photocopies are only allowed for use by external parties, e.g. customers, auditors, etc. These are stamped on the front page as “Uncontrolled Copy”.
General Manager, All Department Heads, Management Representative, User of the Documents and Internal Auditor.
PROCEDURE:
Policy
Approve all internally generated documents prior to use
Review, and update as necessary and re-approve documents
Ensure changes and the current revision status of documents are identified
Ensure that relevant versions of the current documents are available at points of
Changes required are raised on a Change Proposal, and submitted to the QMR & EMR.
The review and approval of proposed change is only by the functional authorities, which initially wrote and approved the document.
If the changes are approved a new issue is published. The issue number advances, that is, Issue 1 becomes Issue 2, etc.
The change(s)/new addition(s) are identified by underlining the amended section.
Ensure that documents remain legible and readily available
Ensure that documents of external origin are identified and their distribution
Prevent the unauthorized use of obsolete documents and to apply suitable
identification to them, if they retained for any purpose.
Implementation
The amended document is issued and distributed according to
The Controlled Document Master List is updated.
All obsolete copies are withdrawn and signed for according to the Circulation Record.
The original copy of the obsolete document, along with its Circulation Record and Change Proposal, is collected and give the Obsolete Sill and then its finally destroyed.
All remaining copies are destroyed.
The author of the document shall sign his/her name at the designated place of the document and data.
Document shall be reviewed and approved for adequacy by the Managing Director or any other person designated by him. The signature of the Managing Director/designated person on the designated place of the document shall signify that the document is reviewed for adequacy and approved.
It is the responsibility of the department heads that the current revision of documents is available at all locations that are conveniently accessible to people who need the documents.
Officially distributed copies of controlled Quality System Procedures; Standard Operating Procedure shall be identified by a red “CONTROLLED” stamp on each page. However master copies of all such procedures shall be retained with Management Representative without Controlled seal.
Controlled Procedures shall be distributed according to the distribution list of each document. In case of department / position change the custodian shall hand over the document to the new person designated to perform the function.
Issuing & Amending Formats
Generation of formats is the responsibility of department heads.
They are printed on white paper and include a code number and issue number.
A blank copy is attached to the relevant procedure or work instruction in the Central Quality file.
Each document recipient shall maintain an Index of all controlled
document of his / her possession. The list shall include:
MASTER LIST OF CONTROLLED DOCUMENT
Management Representative shall maintain Master List of control document. The Master List shall include:
REDISTRIBUTION
Department Head may redistribute photocopy of controlled document to his department personnel if deemed necessary by him.
Such redistributed copy shall be stamped with “REDISTRIBUTED” stamp on each page with “Blue” color.
Department Heads shall redistribute photocopy of controlled documents.
Department Head shall ensure that the obsolete redistributed documents are promptly returned to him by all points of issue or use. These will be destroyed.
DOCUMENTS OF EXTERNAL ORIGIN
Management Representative shall maintain a list of pertinent issue of external documents (such as ISO standards, etc.), which affect the quality of product and process.
Customer sketch, Customer specification, measurement, etc. relevant to the order will be distributed among the concerned department with a mark ORDER NO. P.O. No.
Management Representative and department heads shall ensure that pertinent issue of external documents is available at locations of use.
OBSOLETE DOCUMENTS
Management Representative shall ensure that the obsolete documents are promptly returned to him by all points of issue or use. These will be destroyed except for the archival copy.
Copy of obsolete document shall be archived by the Management Representative. All archived documents shall be identified with the word “OBSOLETE” on each page.
Obsolete documents will be maintained for a period of minimum 1 year.
LEGIBILITY OF DOCUMENTS
Only legible copy of controlled documents will be issued.
Person receiving the documents shall ensure that the documents are legible. If any document not legible, he/she shall return it to the Management Representative and request for legible one.
Management Representative shall replace the document.
CONTROL OF AMENDED PURCHASE ORDER
Merchandising department shall issue the amended purchase order or
amendment information in writing to the departments received
original/initial Purchase Order. The page of the order where amended
is made, shall be identified by AMENDED NO. ———— and Date.
Review/Check
Each internally generated document will be reviewed at least once in two years
for continuing suitability.
Management Representative shall check all externally originated documents used
in the system at least once in two years to ensure that use of such documents is
necessary and if the new version of the documents is available.
Documents need to be updated shall be modified as per Quality System Procedure
for Re-Approves of Documents (No.04-02).
User shall check the following points during use:
Legibility and availability of required documents
Pertinent issue is being used
Required signature, mark, etc. available
Continuing suitability of the documents
Action
User shall propose change of the documents as per Quality System Procedure for Re-Approves of Documents (No.04-02) for documents are not suitable at the current practice or when improvement is required.
Management Representative shall initiate document change as per
Quality System Procedure for Re-Approves of Documents (No.04-02)
if request is raised or as a result of audit finding or as a result of
periodic review.
Management Representative shall also assess with users need for
replacing previous version of documents of external origin in use with
the current available version and replace if identified essential.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Sewing & Production
Subcontractor Scan Questionnaire
General Safety, Health and Workplace Conditions
1 Are overall conditions of the workplace and the production facility safe for workers and do not harm
their health and life?
2 Are electric connections, wires and fuse boxes protected and properly attached to prevent fire and
electrocution?
3 Is there fresh air at the workplace?
4 Is room temperature acceptable? (If available, insert hear stress factor ________)
5 Do workers have enough light to work?
6 Are emergency exits and escape routes clearly marked?
7 Are exits, escape routes and working places unblocked and unlocked?
8 Is proper and immediate medication assured?
9 Do workers receive training on how to react in case of evacuation or medical emergency?
10 Do workers have access to enough clean and potable water?
11 Is the workplace generally clean?
12 Are clean and sufficient toilets for workers available and accessible at any time?
Working Time and Compensation
13 Does transparent documentation exist on
14 Do workers receive the legal minimum wage for regular work?
15 Are wages paid on a regular basis (monthly/weekly/daily)?
16 Do workers receive payment in monetary value?
17 Does transparent documentation exist on working hours?
18 Is regular working time generally within 48 hours plus a maximum of 12 hours of overtime per week?
19 Do workers have at least one day off after six consecutive days of work?
Child Labour
20 Are all workers at least 15 years old? (Please indicate number present at visit ______ )
21 Do all young workers (15 -18 years) have a fitness certificate from a certified doctor indicating
permission to work? (If not applicable, please mark N.A.)
22programs? (If not applicable, please mark N.A.)
Forced Labour and Dignified Working Conditions
23 Can workers enter and leave the workplace by their free will?
24 Can workers resign from their work at any time as per contract/legal regulations?
25 Does the overall working atmosphere seem respectful and free of signs of physical or psychological
threats or pressure?
26 If workers sleep at the workplace: Do they sleep in another room than the production site?
(If not applicable, please mark N.A.)
Other
27 Is the sub-contractor generally cooperative?
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Training And Awareness
PURPOSE:
To ensure adequate competency of employees to fulfill their job responsibilities. To provide guidelines for the identification of individual competency needs to develop adequate skills for performing specific tasks assigned and to create awareness among employees.
SCOPE:
This procedure applies to all employees of Autgarments Limited.
RESPONSIBILITY:
General Manager is responsible for creating awareness on importance of employee’s activities and their contribution to the achievement of the quality objectives.
Department head is responsible for determining competence and arranging training. He is also responsible for ensuring effectiveness evaluation of training and maintaining records.
PROCEDURE:
Policy
Determining competence for personnel performing work affecting quality.
Evaluate skills of the personnel and provide training where necessary
Evaluate effectiveness of training.
Create awareness among employees on importance of their activity and contribution
to achieve quality objectives.
Maintaining records of training, education, skills and experience.
Implementation
Determination of Competence
Competence required to perform work will be identified in position wise
Job Description.
Training On Quality Management System
Every employee shall be trained on all Procedures related to the work they
perform. At a minimum, all employees that fit the job requirements must
be trained in those procedure.
5.2.2.2 At least once a year every employee shall undergo awareness training on:
5.2.2.2.1 the organization’s quality policy
employees duties and responsibilities in meeting customer
requirements
role of the employees in meeting customer, statutory and legal
requirements
importance of employees role in achieving quality objectives.
Within an appropriate time from issuance or revision of a Procedures, or
an employee assigned to a new job, the respective department head shall
ensure that the necessary training’s are provided to the employee.
Records of training will be maintained in Training Record and Evaluation form (F- OFMA-06).
Training On Safety
Once a year each employee shall receive training on Safety.
training records shall be maintained by the Administration
department.
Review/Check
Competency Assessment
All employees will be evaluated at least once a year against their
competency requirements. Their respective supervisors will do this.
Competency Assessment Form (F-OFMA-07) shall be used.
Effectiveness Evaluation of Training
Upon completion of training on procedures and identified training needs,
an evaluation on effectiveness of training will be done within one month.
Effectiveness of evaluation may be done by interview, by reviewing
performance, written test, demonstration or any other method determined
by the concern department head.
Records of evaluation of training effectiveness will be maintained in
Training Record and Evaluation form (F- OFMA-06).
Action
Department head will make a Training Plan
Training will be arranged as per plan.
After effectiveness evaluation, if any person needs further training,
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Audit Follow-up Information
Audit follow up is a process where an auditor verifies the corrective actions already completed by a site. It can take the form of:
A desktop follow-up – where corrective actions can be verified remotely e.g. by photographic or documentary evidence or,
A site visit follow-up – where an auditor needs to review corrective actions at the site.
Where auditor verification of adequate corrective actions, requires are visit to the site, it is important that the site is aware of the content and purpose of the re visit.
A site re visit is required when corrective actions cannot be verified via evidence supplied by “desktop” review only.
To ensure that the site visit follow up audit is carried out in the most effective manner it is strongly recommended that:
Auditors send a copy of the CAPR previously left with the site as part of the pre audit communication. It is crucial that the site is clear on what they will be measured against as part of the follow up audit
Decision: Manager-BUHR said that it takes some time as we can take that opportunity before three month earlier of shifting our corporate head office.
Some other special point and decision:
Missing file list must be shown before next BUHR meeting
Finger punched device adapter should be stocked more
Uniform making and distribution policy preparation
Maternity payment delay in every month
The site is made aware ahead of the audit that the purpose of the re visit is to verify the corrective actions which were discussed and agreed at the previous audit.
The opening meeting should focus on the CAPR from the previous audit and the audit allows the site to demonstrate those corrective actions
The auditor will be responsible for verifying whether corrective actions have been taken and then recording verification of these actions.
Where only one auditor is carrying out both the auditor and the worker interview roles at the follow up audit, it is necessary to consider the auditor’s gender, especially where there is a majority gender at the site.
Point: a) From now and onward monthly attendance summery not send to floor.
b) Weather newly joined workers can perform OT or not?
Decision: a) Manager –BUHR asked to continue this system and immediately issue a general notice and at the same time ensure announcement time to time to implement the both.
Point: Some of the device capacity is full in different floor-for this reason we can’t register new workers ID.
Decision: Manager –BUHR asked to delete all inactive ID from now and onward. At the same time in assistance with floor people prepared device wise ID & name list of all workers for proper tracking of all ID.
Point: Workers nominee form issue not yet settled.
Decision: Manager-BUHR asked all floor officers to give nominee form to each & every existing workers and collect it within next ten days then file it accordingly.
Manager-BUHR also said to maintain it for new workers also
Point: a) Floor compliance check list issues.
Decision: a) It’s a pending agenda as it’s not maintained properly by all officers so maintained it accordingly.
Point: PVH Requirements-Like
All employee of floor A & B transfer to
All file transfer from Autgarments to Young one
New ID card preparation
Attendance preparation
Decision: Manager –BUHR asked to prepared ID card first then others issue taken place at priority basis.
Point: Maximum personal file were incomplete till now.
Decision: It’s also a pending agenda as it’s not completed within pre schedule time.
Manager –BUHR also noticed to all concern that after next BUHR meeting we will not continue this issue any more.
Point: Asst. Officer nnn point out some issues like:
Want to getting training (internal/external)
Personal assessment for NMS of BUHR
Want to learn recruitment system
Decision: Manager-BUHR to take initiative in assistance with T & D dept. as what training we can provide to our officers and in what ground.
For personal assessment we development a system immediately.
For learning recruitment opportunity we already prepared a recruitment roster and continue it accordingly.
Point: Jhumur need KORMEE training and some access of it.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Environment Policy
Dust / Wastage food / Wastage paper disposal procedure: All these wastages are kept in the dustbin of the certain floor. Cleaners / Sweepers regularly clean up the dustbins after dumping the garbage in the designated dustbin of the city corporation near by the factory.
Plastic wastage disposal procedure: Empty drums / used containers / empty bottle rejected plastic, all these are gathered in a separated area and once in a month are disposed off through local vendor for re-cycling.
Wooden wastage disposal procedure: Broken wooden boxes, broken tables, chairs, broken stationeries are usually repaired first. If repair is not possible then disposed off through local vendor for re-cycling.
Wastage accessories disposal procedure: Cartons, buttons, hanger, fabrics, poly, zippers etc are usually repaired first. If repair is not possible then store it in a separate place for the time being, afterwards sold it to the manufacturer for re-cycling.
Reduce wastage of portable water:
All employees must know the proper use of drinking water while taking water from tap. Must be closed after taking water.
While taking water from the container it must be taking care not to throw any water on floor. Employees are instructed to be more careful about use of water.
While using toilet employees must be careful not to waste water. After using toilets taps must be keeping close before leaving toilet.
Garbage disposal procedure: All the garbage of the floor is kept in the certain baskets. Cleaners / Sweepers regularly clean up the baskets after dumping the garbage in the designated dustbin of the city corporation near by the factory.
Liquid wastage disposal procedure: Effluent of latrines usually drained to under ground sewage system. Wastage water drains have been constructed maintaining sufficient slope so that nothing can be accumulated on the floor and there is no bad smell.
Reduce wastage of Electricity:
Employees are instructed to keep up off all lights and fans during lunch hour.
All machines must be switch off while it is nor bring in use.
All air conditioner / fans / lights must be switched off during lunch hour and after office hour.
Reduce wastage of tread:
Employees are instructed to be more careful about use of tread.
Excess tread must be return back to store.
Company asset:
In general chair, table, scissors, needles are considered as company assets.
While using company assets employees are advised to be caring more careful not to destroy any thing.
No machine is keeping in running unnecessarily as this is the wastage of electricity and may cause any danger any time.
All machines / equipments must be clean regularly. Maintenance department is responsible for maintenance of all machineries.
Lastly if we all are taking proper care about the above mentioned issues then we could reduce the wastage of every thing and could save our environment.
