by Engr. Kh. Mashiur Rahman | May 1, 2019 | Blog
Security Development
Security Development -The security assessment carried out on 24 April 2008, clearly depicts some distinct security guard which must be mended as soon as possible. As some problem may take some time to be fixed as such a sixth monthly module is hereby being created to bridge the deficiencies and make the security…
- By the end of May 2008, letter will be sent to the home address of all workers for Police Verification. Sufficient lighting is arranged in the loading and un-loading areas to prevent un-authorized activities.
- Within the month of May letters will be to the home address of all staffs for Police Verification.
- A proper system of retrieval of access control items from lefty workers. Private parking area will be separated from loading and un-loading areas by means of physical barrier if necessary.
- Intruder detection system will have to be developed in many way where by any instruction can be detection.
- By the end of Jun 2008, those of who could not be verified with background checks will be completed.
- Security personnel will be posted in all restricted areas and prevent un-authorized entry into packing areas, stores, finished goods area and loading /un-loading areas. Employee orientation on all security matters will be completed.
- Perimeter security to be made more effective by enhancing number of security patrols.
- ISO Bolt Seal 17762 will be introduced for all shipment purpose. Adequate security will be posted covering the entire factory premises to prevent un-lawful entry and damaged of the factory property.
- By the end of July2008, all remaining workers pr staff whose background check couldn’t be completed will be complete.
- Car Parking Area to be extended and made bigger.
- Number of CCTV to be increased and all entry/exit points to be covered.
- Background check of contractors will be verified for correctness.
- Background Check of all remaining workers and staff will be completed.
- Background Check of the forwarders will be conducted.
- Port Security will be evaluated. Security personnel will be posted at all entry / exit points to verify identity and un-lawful entry into the premise.
- CCTV will be increased to include all production floors.
- Background check of all remaining staff and workers will be completed.
- Flammable, toxic, dangerous chemicals will be stored in a separate and secure place of the building and all precaution will be taken for appropriate storage stop pilferage /misuse. Number of CCTV will be enhanced to include all stores.
- New workers orientation to be reviewed to include new aspects of security.
- Background check of all employees which could not be done will be completed.
- Security Development- A detailed assessment will be done to review the position of security standard then. Packing and finished goods area will be segregated from the rest of the working floor by means of physical barrier and will be restricted from easy access.
More Duties
Upon closer of the factory, representative of security section, electric unit, HR personnel and working floor will be check jointly and ensure all lights, fans, electrical mains/circuits/switches switched off, water taps and doors locked and sealed.
- Separeted Employees Log
- ID Card Issue Log
- ID Card Replacement /Re-Issue Log
- ID Card Return Log
- Factory Opening & Closing Log
- Short Leave /Gate Pass Log
- Shortage/Overage Reporting Log
- Employees Movement Log
- Container /Covered Van Inspection Log
- Export Register
- Seal/Lock Usage Log
- CCTV Monitoring Log
- Visitor,s Vehicle Checking Log
- Incoming Mail / Parcel Checking Log
- Employee,s Late Entry Log
- Visitor,s Log
- Vehicles In/ Out Register
- Key Received And Return
- Security Patrol Duty Register
Factory Security Assessment
Factory will installed security arch or commission hand held battery operated metal detector at the entrance of building to monitor entry of un authorized materials by worker / staff and visitors.
- The intrusion detection or alarm system has back-up power and is tested regularly.
- A record is maintained of employee access to keys, cards or codes.
- Facility utilizes card or code activated locking devices to protect controlled areas?
- Keys / cards are returned or codes are changed when an employee leaves the company?
- Procedures exist to immediately terminate existing physical areas when an employee terminates employment or transfers to another position?
- Management is provided with a current list of all employee access privileges on a monthly basis?
- All facility buildings are constructed of materials that prevent unlawful entry and are kept in good repair?
- There is a policy that requires that all security procedures are documented?
- The facility has a security department / personnel?
- There is a designated security chief at the facility?
- An appointed official is responsible for facility, employees and transport security?
- An appointed facility official is responsible for security audits for evaluations?
- A facility security plan is developed and is reviewed / updated semi – annually?
- A site security assessment is conducted quarterly to identify vulnerabilities and necessary corrective actions?
- Personnel security procedures are written and evaluated quarterly?
- Personnel security procedures are evaluated in response to security failures?
- Personnel security requirements apply to contracting temporary and part time employees?
- Employment applications are required for all applicants?
- The security will have only access to perimeter lighting switch box as well as external door alarm system. All applicants are interviewed?
- When allowed by law, background checks are conducted on all applicants?
- Applicant background check includes employment history, reference check and criminal records check?
- The applicant’s examined identification includes a national ID and Birth Certificates?
- When allowed by law, background checks are updated on all employees?
- A permanent personnel file is maintained for each employee with the employee’s name, date of birth, and a national ID number?
- Checks will be made on alternate days for damaged /broken identification of perimeters walls, building, doors and windows by security personnel and report to the management. The facility retains a copy of the employee’s official identification?
- A facility issued a photo-badge is required for employee access?
- Issue of employee identification is centralized and controlled by a specific dept. and restricted to limited authorized employees?
- Procedures are used to retrieve an employee ID and / or deactivate access as needed?
- Lost IDs are recorded as missing before replacement and security staff informed?
- A specific color coded ID is required to access restricted areas
- Security guards monitor access to facility restricted areas?
- New employee orientation includes confirming that anytime onsite the facility requires wearing an ID badge?
- New employee orientation includes undefined persons, breach of computer security and internal conspiracies?
- New employees are asked to report compromised to security infrastructure such as broken locks, windows and facility structure?
- The facility has a documented security awareness program in place for all employees to include training participation?
- Employees are encouraged to report irregularities, suspicious activity and security violations through an incentive program?
- Security procedures are publicized throughout the facility on posters and bulletin boards?
- Duty roster of all security personnel will be prepared for 24 hours a day covering all entry /exit points and entire compound and approved by the management. The facility of Security Developmenthas an intrusion detection ( or alarm system?
by Engr. Kh. Mashiur Rahman | May 1, 2019 | Blog
Finished Goods Policies and Procedures for Readymade Garments
Once Finished Goods are packed and ready for shipment the Export In Charge in the Finishing Section will inform duly the commercial department for export of the goods. As per the production schedule, one week prior to the due date of shipment the commercial department will send a booking request to the nominated freight forwarder and buyer. We sale Apparel ERP Software for Garment Finishing Section
The following procedure will be followed to export finished good from the factory:
- Finished Goods Export In Charge will provide the final export packing list to the merchandizing section who will approve and forward it to the commercial department to prepare the Export Invoice and other related documents.
- As per the booking approval from the buyer, the commercial department will count the total volume of the cargo and accordingly ask for covered vans from the Transport Company. The loading of finished goods will usually start at 8 pm, unless there is an emergency or as appropriate by the traffic rules of the area.
- Once the covered vans arrive a security personnel will get inside the carriage of the van and ensure that it is empty. 7 point inspection will be carried out in a prescribed form. Designated loading related personnel will be given the ID card and allowed inside the premises to commence loading of finished goods inside the van.
- Export In Charge in the finishing section will lead the loading staff to the carton holding area and loading will be started. He / She will keep a count of the total number of the cartons being carried out from the carton storage area and the security guard in the van will also keep a count of the total number of cartons loaded in the van. Register of Loading / Unloading will be maintained by the Export In charge. Transport people will also keep their separate count and at the end of loading these three counts will be matched. If there is any discrepancy then the commercial department will be informed immediately and will give a decision to recount. Security In Charge will also need to be present at the time.
- If all the counts are in order then the Delivery Chalan will be duly signed by the Security In Charge or Officer or Guard, Finished Goods Export In Charge and Transport authorized personnel and the driver of the van.
- One tamper proof seal and lock by the Export In Charge and another by the Transport Company will be placed on the door of the cargo area of the van that will be opened after the van reaches the designated discharge area in presence of the C&F agent, nominated Freight Forwarder, Shipping Line and Customs authority. If the seal is found to be tampered with or the received goods are less than mentioned on the Delivery Chalan, the C&F agent will immediately inform the commercial department. Commercial Department will inform the top management and will take up the matter with the Transport Company.
- After the goods are received and loaded in the container, the C&F agent will follow and complete the documentation with all the concerned authority and inform the Commercial Department.
- Commercial Department will collect the necessary Bill of Lading from the Freight Forwarder and procure necessary export documents like visa wherever applicable, Country of Origin Multiple Country Declaration etc.
- This set of documents will be submitted to the bank to complete the export procedure. A set of documents related to export is attached for ready reference.
- After the shipment is made the vessel details, invoice, packing list and other shipment related information will be forwarded to the buyer via email within two working days from the date of shipment.
Conclusion
Finished Goods – The Commercial Department will maintain and keep records and all information regarding import and export of goods to and from the factory in orderly fashion.
by Engr. Kh. Mashiur Rahman | May 1, 2019 | Blog
Garment Packing
Garment Packing Policies and Procedures receives checked garments from the sewing section to pack products as per desired packing instruction of our valued customers. Hangers, Hangtags, Price Tickets are added to the garment in this section. We sale Apparel ERP Software for Garment Finishing Section. Finishing In Charge will monitor, control and implement the following policies and procedures in his or her department:
- Supervisors will receive the checked garments from the finishing input men as per the schedule and will distribute the work to employees under his supervision.
- Finishing section checkers will check every garment for visual defects in the garment. After checking a sticker will be placed on the back of the label that will represent that particular garment was checked by him or her.
- If ironing needs to be done then the garment will be sent to the ironing table by the supervisor of that particular finishing line and after ironing the supervisor will collect the pressed garments for packing.
- Garment Packing rejected during checking at the final finishing level must be sent to the sewing section for alteration. Input men will take back these garments from the supervisor.
- Appropriate Price Ticket, Hanger, Hang Tags will be attached to the garment and later the complete product will be packed in poly bags and then to the carton box as per instructed size ratio in the packing list. A Packing Man will put all the poly bags in the carton box and seal with tamperproof tape and then mark the carton number and put his code number on the card. A list of the packers is provided by the finishing In charge so that packing of the carton can be tracked. Packed cartons will be stored in the designated area that is properly fenced.
- Any shortages must be informed to the Supervisor, Finishing In Charge, and Production Manager.
- In Case of shortages, the Production Manager will consult with the merchandisers and order for new cut fabric from the Cutting Section and Store Section.
- After the packing of the carton is complete, the carton box will be stored in the designated area in the packing room. Except for the packing man and authorized people for loading finished goods no one else will be allowed to enter the carton storage area.
- After completing packing as per the packing list if there is any excess then the excess quantity will be taken to a different table and stored for a week till the shipment is made. After the shipment is made, the label will be removed from the garment and will be mutilated so that customer’s label and design rights are protected. The mutilated bodies will then be added to wastage and will be disposed as per the company policy.
- During Garment Packing export a designated supervisor will monitor, control, count and manage the carton that will be exported and will sign the Delivery Chalan
- Following documentation will be maintained to keep proper records of the work performed in the finishing section:
- Finishing Input Record to be maintained and kept by Finishing Section In Charge.
- Order Received Paper and Order OK Report file will also be maintained by the Finishing In Charge
Security Compliance Check List
- As applicable, the facility perimeter is secured with either a chain – link fence, masonry, steel wall or an equivalent barrier capable to deter illegal access?
- The perimeter fence / wall have concertina wire, barbed wire, or equivalent substances as an additional security element?
- Schedule daily inspections are performed of the perimeter including checking for damage, attempted illegal access and needed repair?
- There are no adjoining / overheating structures or foliage () which would facilitate illegal and unnoticed entry into the facility?
- Underground access points as culverts, utility tunnels, sewers are secured to prevent unauthorized access?
- Only the security guard supervisor and designated facility management have keys or access controls to facility gates?
- The entire facility and perimeter fence / wall are lighted during darkness?
- The cargo convenience / shipping area is lighted?
- Lighting has an emergency power source / generator?
- Access to the lighting area is restricted to only authorized personnel?
- Empty and loaded containers are stored in a designated area guarded by security at all times?
- Containers stored on-site, in a designated area, are secured with a high security seal or lock?
- There is a designated security guard force on duty to protect the facility 24/7?
- There is a radio communication between the central security office and the exterior guard posts?
- Security guards have training specific to facility security?
- Security guards have training specific to threat awareness. Unauthorized access and internal conspiracy?
- The facility provides an employee the threat awareness program to recognize a security threat?
- The facility has direct communication to local law enforcement authorities?
- Security guards and / or security supervisor reports incidents to facility management?
- Facility gates are protected during operating hours with guards and cameras?
- Facility gates are protected during non operating hours with guards and cameras?
- Employee entries and exits are recorded?
- Security guards patrol the interior of buildings of the facility?
- Closed circuit television cameras (CCTV) are used to monitor activity inside / outside of the facility?
- CCTV recordings are kept for 45 days?
- CCTVs are monitored constantly on all shifts by guards or security personnel with no other assignments?
- Advance information from a vendor is required before visit?
- A positive identification process is used to record all visitors and vendors?
- A visitors log is maintained which records all entries and exits?
- Visitor badges are controlled through a numbering system when issued and verified upon return?
- Visitors are escorted throughout their visit to the facility?
- Procedures are used to screen arriving packages and mail prior to distribution?
Packing and delivery
Please describe your packing and delivery process. Answer: Rafiqul Trims Limited. pack the finished cartons in 10 pcs bundle using PP belt by binding machine. We have a fleet of 502 numbers of covered vans of our own for deliveries. In addition another 10-200 delivery vans are used in rental basis. We deliver the goods door to door in any place of Bangladesh without charging any extra cost. Our delivery team is consisted of 60 dedicated persons in two shifts. Upon delivery of the goods the delivery coordinator informs the customers the goods dispatching details by E-mail.
Sustainability
Please describe your sustainability efforts.
Answer: The authority of Rafiqul Trims Ltd. declares that it will ensure a nice work environment in all areas of the factory in accordance with compliance COC & Bangladesh Labour law. That’s why we are highly put pressure on the following areas:
- Fire Safety issues.
- Electrical safety issues.
- Health & Safety Issues.
- Training & development etc.
Fire Safety Issues:
Rafiqul Trims Ltd. hardly tries to ensure the fire safety issues of its premises & That’s why the authority established a strong fire team as well as appointed a permanent Fire Safety Officer who always monitor the fire safety issues. We have a high volume of fire equipment such as Fire Extinguisher – 2041 Pcs, Bitter- 109 pcs, Hook- 20 pcs, Lock Cutter- 15 pcs, Stretcher- 15 pcs, Fire Blanket- 34 pcs, Gas Mask- 67 pcs, Hand Gloves-25 pcs, Helmet- 35 pcs, Gum Boot- 16 pcs, Smoke Detector- 161 Pcs, Gong Bell- 6 Pcs, Fire Alarm- 300 Pcs, Emergency Light- 51 Pcs, Hose Reel- 12 Pcs, Fire Bucket- 42 Pcs. for the floor area of 1,03,430 sft. We have also installed a hydrant system as well as we have 1,20,000 Litter reserve water. We have installed addressable fire detection system in facility and separated all of our sensitive area by rated fire door. We have also a fire fighting team with a member of 185 persons.
Electrical safety issues:
We have also a strong electrical team with a member of 004 people who are working under a Diploma Eng. Both of the members are certified & working hard for the betterment of electrical safety. We have a nicely decorated central substation point & also have 26 DB boards which are inspected weekly basis. We already have complied with all the NCs or deviation detected at alliance audit through Bureau Veritas.
Health & Safety Issues:
The authority of Rafiqul Trims ltd. thinks that it will ensure a healthy and safe work environment in all areas of the factory. Management also declares that all-personal protective equipment, where necessary, shall be provided at free of cost. Management appoints a senior management representative who is responsible for ensuring fulfilment of H & S requirements in every department/ area and for assessing need to improve further on this issue. We have a strong health and safety committee to uphold the health and safety standard (Fire safety, Electrical safety, Structural safety, Machine safety, Chemical safety, Environmental safety and general Safety) up to the level. We have total number of 31 toilets for the workers & staff which are nicely decorated. We have a nicely decorated medical centre with a Doctor & a full time nurse. Besides it, we have 11 first aid boxes with a 29 trained First Aider. We have also a nice day care centre.
Carton Safety Issue
CSR
Rafiqul Group has CSR Program. Under this program, we provide the scholarships to poor student’s yearly basis. In addition to this we distribute warm clothing to the poor and people in remote area of the country. Also we provide the scholarships for education, health purpose, marriages and others to the workers. We are also funding the Family’s for Children [Orphan House] at Uttara regularly. We have Medical Clinic Name Rafiqul medical Services to serve workers of the Rafiqul Group as well community it is working for community health development. Apart from regular health service BMS organizes Blood Donation Camp, free health Camp, Eye camp periodically. SOFTY is another program by Rafiqul to provide sanitary napkin with a very low cost to ensure women hygiene. Free transportation for the workers, Various type of incentives, Clothes distribution to the workers, contribution for uphold workers living condition also are Rafiqul’s part of CSR activities.
Training & Development:
We always put focus on training & development because we know that if we want to develop our working environment, we have to train the existing workforce. Every month we arrange training on Health & Safety, PPE, Chemical Handling procedure, Compliance COC, HIV awareness, Zero tolerance, Machine safety, Environmental Health & Safety, First Aid Training, Fire Training etc. We have an elected PC committee & the members are very much aware regarding compliance issues. We have also Anti-harassment, Grievance disposal committee, Canteen Committee, OHS committee, Machine Safety Committee; both of the members of each committee are very much aware regarding their responsibilities & work for the betterment of each side.
Thus we are trying to develop the working condition of our factory with the help of our Factory Policy, Compliance COC & Bangladesh Labour Law.
Advantages
Please describe why you think you would be the best carton supplier for in Bangladesh?
Answer: Rafiqul Trims Ltd has a band of dedicated staff to control and follow of orders. The procedures are as below:-
Rafiqul Trims Sales Team has 30 sales persons who keep visiting the customers and negotiate the orders.
The customers ’ orders are sent to Rafiqul Trims Ltd by e-mail.
Rafiqul Trims Ltd has the customer care department with 17 persons who receive the orders by e-mail and issue Proforma Invoices, work orders for bulk production.
The work orders are issued using the Software OPS [Order Processing System] by Database Company. Software is based on SQL [Structured Query Language] platform.
Each work order is carefully checked and rechecked prior to placing them to the production floor in order to avoid any nonconformities of specification, shipping marks and other specification those customer needs.
Production floor commences the bulk production using the work orders and daily production plan received from customer care department
After production completion, production coordinator reports production achievements to delivery section and customer care department.
Our QCs carry out the Inline inspections on corrugation sheets testing bursting strength and GSM. Also the QCs check the dimension, creasing and printing.
QA department does final inspection of the product applying 2.5 AQL.
Delivery department issues software generated delivery challan and dispatches the goods after they pass the final inspection.
Customer care keep informing the customers and sales department the delivery details on each dispatch by e-mail.
Conclusion
Finishing Input In Charge will maintain the Input Register. The figures of this report will match with the records maintained by the Finishing In Charge and must be compared at regular intervals to check errors of Garment Packing
by Engr. Kh. Mashiur Rahman | May 1, 2019 | Blog
Accounts Departments
Accounts Departments is directly under the supervision of the top management. However, they closely work with purchase, commercial and personnel department. Information related to this department is highly sensitive and therefore all the information regarding this department is not disclosed with others. We sale Textile Accounting Software …
- Written authorization from top management or the Managing Director is needed to access information regarding this department.
- To collect information regarding the employees salary and wages like hours of work from the Personnel Department and prepare the salary sheet, pay slip etc.
- Ensure payment of the workers wages by the stipulated time period as applicable by the law with the instructions and approval from the top management.
- Keep Accounts Departments of all the financial transactions of the company in a clearly eligible and legal format as prescribed by the law.
- Prepare and maintain all the financial statements of the company.
- Ensure and limit access of all the financial information of the company to the top management only. Computers with this department will be out of the usual networking system of the company.
- Management retains any and all right to hire, fire, promote, demote, provide bonus as per the provisions of applicable law.
Other Compliance Issue
- There is a procedure to conduct a security check of incoming and outgoing cargo vehicles?
- A conveyance truck arrival and departure log is maintained with the driver’s name, truck licenses number and reason for visit?
- A conveyance driver is required to show personnel photo identification?
- Outbound conveyance inspection includes a manifest check and recording the container number and seal number?
- Any outbound conveyance seal number discrepancy of a broken seal is reported to security management immediately and the container examined?
- The container seal number is verified for accuracy when turned over to the next supply chain link?
- Shipping and receiving parking lots are separated from parking lots?
- Visitors and employee vehicles are prevented from parking near cargo conveyance vehicles?
- Visitors and employee vehicle parking lots are monitored by security guards and are separate from facility and entrances?
- Vehicles are prohibited / prevented from parking near the perimeter fencing/
- Facilities require use of visual identification for visitor parking? (color coded parking sticker, tag, decal)
- Methods exist to prevent tampering with goods during production, assembly and packaging?
- Methods exist to detect and report cargo shortages and overages during container loading?
- Written procedures exist to identify which employees are allowed access to Automobile system?
- Procedures exist to select which employees are allowed access to cargo shipping documents?
- Procedures exist to select which employees are allowed access to cargo shipping movements?
- There are procedures to identify which employees have access to High Security Seals?
- Information systems passwords are protected/
- Only relevant employees are provided with individually assigned IT system accounts?
- Computer access passwords are subject to regular forced changes and suspended after three failed access attempts?
- The facility has procedures to adjust or rescind computer access?
- There is a designated system administrator responsible to establish a user ID?
- There are security logs kept and reviewed weekly that report invalid password attempts and file access?
- Incidents of unauthorized IT system access is investigated and recorded?
- The facility has implemented into its computer network an intrusion warning system?
- Computer information is saved on a back – up system and a plan exists to restore data in case of a failure?
- The facility has a designated employee responsible to provide accurate information on shipped company products?
- A person is trained on the information requirements for shipment to the US?
- Records are maintained on all shipments?
- The facility conducts quarterly and unannounced checks to ensure that shipment information controls are properly performed?
- International and domestic cargo is segregated at the facility?
- Container loading and departure is supervised by a security officer and / or a facility management?
- Loading dock access is restricted to only authorize employees?
- Security controls are in place to prevent the introduction of non – manifested cargo into the container during stuffing?
- Accurate, legible and complete cargo documents and packing slips are prepared?
- Procedures are utilized to report to management anomalies found in shipments and / or the accompanying documents?
- There are automated procedures for tracking goods and containers during domestic shipment?
- Cargo cartons are properly labeled and weighed before loading?
- Container integrity is inspected by using the 7 – point inspection process prior to stuffing and records are kept for 45 days?
- A written procedure ensures that only an ISO – 17712 High Security Cable Seal is placed on a container bound for the US?
- Procedures for affixing, replacing, recording and tracking container seals, to include maintaining a seal control log, is utilized?
- There are procedures to identify which employees have access to High Security Seals and the Seal Control Log?
- Only appointed facility management or security supervisor have access to High Security Seals and the Seal Control Log?
- Seal Control Logs are kept for 6 months?
- The facility has written procedures regarding selection of contractors to perform services which require access to the facility?
- When selecting a contractor, the facility considers the contractor’s security controls, hiring practices and corporate history?
- The company has written security standards and procedures for its contractors (contacts, manuals, etc)?
- Contractors are retained through legally binding contracts?
- When selecting a domestic land carrier, the facility considers security history, hiring practice and corporate history?
- An in – country transport service contract restricts the driver’s route to the seaport or consolidator and defines the transit time – limits?
- An in – country transport service contract requires container tracking, intermediate staging / rest period or layover requirements?
- An in – country transport service indicates container reporting in – transit security violations to factory management?
- The facility conducts periodic unannounced procedure security checks to ensure that the transport security contract is followed?
- Records on the security check are kept on file for 12 months?
Conclusion
Accounts Departments -Management will review from time to time the
above stated policies and duties and responsibilities and holds the sole right
to change or amend. However, your valued suggestion will be taken into
consideration while making these changes. Management works and expects your
full cooperation in fulfilling their aim and objective to ensure a healthy,
safe, secured and responsible working environment for all.
