by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Quality Policy of a Garments Factory
Quality Policy of a Garments Factory – We are committed to give quality product and competitive price to our buyers. To meet up the growing demand, we keep in consideration to expand our project in near future. We practice advance technology in all aspects of our operation and consider infusing further innovative concepts in developing the sector. -,
Quality: Our product quality is ensured with the practice of advanced technology and our inclination toward meeting our buyer’s satisfaction with competitive price.
Commitment: Our Commitment to quality has empowered us to ensure efficient working environment within our organization.
Dependability: Our just in time merchandising and shipment along with our advanced production technology assures our buyers to depend on us.
Buyer Satisfaction: Our buyer’s satisfaction sets the slandered of our product quality.
Continuous Improvement: Continually improve the quality management system via good management.
Quality Objective: Establish and maintain quality objectives for improvement of QMS and product quality.
Environment Consciousness: Our operation maintains a healthy environment for our employees to create a congenial atmosphere.
Quality Check Procedure for Carton
- The quality problem report was received by Auto Trims Ltd ,-
- Our QA visited the factory on
- Our QA found the below problems and reported
- We had meeting with Wal Mart George office on 8.1.14
- We called meeting of production and QA together and discussed the issue.
The caused found out:-
- The punching was done with more pressure than the creasing.
- As such the punching area crashed during the creasing.
- The curing of the cartons was not upto the requirement.
CORRECTIVE ACTION PLAN
- George production is prohibited in the night shift.
- The imported dice for carton perforation which we ordered to China supplier is already in house and installed for perforation. This will give us consistent pressure for perforation. We feel confident that from now onward, we will be able to avoid this kind of problem.
- We have tightened the QA monitoring system. Added manpower to control the quality in line so that we can rectify any problem before finishing the goods.
- For curing properly, the time is now considered 12 hours. This means, after production we keep the goods nested for cure for 12 hours. This gives better off the moisture.
- We introduced 2.5 AQL systems [earlier we applied 4.5 AQL] in case of the final inspections. This means that we are inspecting
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
What is Training and Development Policy
What is Training and Development Policy –
PURPOSE
The overall purpose of the policy is to set out guidelines and purpose for the training and development of employee’s that have skills need or career path. ,-
SCOPE
The policy emphasizes the importance of maintaining a continuous learning programme to develop a core of well-trained individuals whose performance will enhance the company’s skills base and experience base, to improve existing levels of performance at a level that is consistent with growth and profitability objectives and to maximize employee service retention.
- The success of company depends on the professionalism, skill and commitment of its entire employees. The company aims to ensure that
- There is always an active training plan in place at the start of every financial year to cover the forthcoming 12-month period.
- Sufficient funding is set-aside in the financial budget to cover planned training expenditure for the current / impending financial year.
- Employees fully understand their job function and expected performance standards through having accurate job descriptions and an annual appraisal review.
- Each employee has the opportunity to learn and become more experienced in his/her primary job function.
- Each employee has the opportunity to learn and become experienced in secondary skills.
- Each employee is enabled and actively encouraged to develop his/her personal potential.
POLICY
- The policy of the company is to ensure that all personnel are trained and become sufficiently experienced to the extent necessary to competently and effectively undertake their assigned activities and responsibilities. It is also the aim of the company to encourage its employees’ to make the most of learning opportunities to realize their own personal potential and enjoyment of their job.
- The company will attempt to create a learning environment where employees’ will be prepared to accept change, develop new skills and take responsibility for their own continuous learning, in partnership with their immediate manager and CHR/HRA, to ensure their effective contribution to the successful achievement of both business and personal goals.
- In the beginning of the year, CHR will prepare a training calendar based on training needs assessment and will regularly update the skills & competency matrix to enable assessment of training and development needs to provide suitable and viable training courses through internal or external trainers. CHR will keep liaison with known external training service providers to keep abreast of current and future planned training events.
- A training needs assessment will be carried out and relevant action plans agreed and implemented. Training will be arranged by the CHR/HRA and funded by the company. Where the expenditure exceeds the amount of Tk. the employee will be required to sign an agreement undertaking to repay any costs incurred during external training courses if he/she leaves the company within 1 / 2 years of receiving the training. This cost will not be reclaimed by the company under such circumstances where the company has terminated the employee’s contract of employment.
- Employees who are still on probation will not be eligible for any ‘Overseas Training’ or any other training, the expenses of which is very high such as SA800 etc.
- CHR/HRA will be responsible for updating and maintaining the Training File that will hold the following documentation.
- Company Training & Development Policy
Skills & Competency Matrix
Training & Development Plans
Training Calendar
Personnel Training Record Sheets
Certificates of External Training - The CHR/HRA will be responsible for discussing, planning, implementing, organizing and reviewing all management / employee training and development needs / plans in the pursuit of the company’s primary business objectives and with regard to long-term growth, operational stability, organizational change and personal fulfillment.
- The role of the Managers’ is vital for the successful implementation of this policy. Managers must encourage and guide all employees to learn from problems, mistakes, challenges and successes inherent in their daily activities. However, Managers are requested to monitor the performance of all his/her team members and if any shortage in skills found in any employee that can be improved through proper training concerned manager must inform the same to CHR/HRA so that they can take necessary measure accordingly.
Training on Leadership
To improve performance by increasing effective leadership skills and be ready to meet the difficult challenges of today’s business world, Babylon Group Corporate T&D Department organized a day long training session on ‘Executive Leadership’. Executive Leadership Training Part-I had been taken place on 8th November 2015. Honorable Director of Babylon Group, S.M Emdadul Islam was the chief trainer & Mohammad Shah Alam, AGM, HR & Compliance was co-trainer of this program. Most of the senior staffs from several business unit of Babylon Group were the participants of this session.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Customer/ Buyer Feedback Process
Customer/ Buyer Feedback Process
PURPOSE:
To confirm our conversation/correspondence, this introduction letter is to give you some background information to a Audit (Auto Members Ethical Trade Audit).
A is a widely used and accepted audit methodology and report format. It has 3 elements:
- A common Best Practice Guidance on conducting ethical trade audits
- A common audit report format
- A common corrective action plan format.
To ensure that customer requirements are determined and are met with the aim of enhancing customer satisfaction.
SCOPE:
These are available to both Auto members and non-members on the public section of the GARMENTSPEDIA is designed to encompass multiple customer requirements and thus reduce duplication of effort in ethical trade auditing. Therefore if your site has had a GARMENTSPEDIA audit in the last 12 months, it is possible your customers will not require another audit immediately. If this is the case, we recommend that you contact your customers to discuss whether a new GARMENTSPEDIA audit is necessary.
This procedure applies to use of customer feedback for processes improvement.
DEFINITIONS:
Customer Feedback: It refers that are customers satisfied our product, service & other activities.
RESPONSIBILITY:
Production Manager, Manager Quality Control and Chief Quality Controllers.
PROCEDURE:
Customer feedback will be informed to all concerned departments.
Customer survey will be conducted yearly by sending questionnaire.
Customer Feedback for Running Style
Customer feedback for running style will be received by Production
Customer feedback shall be immediately directed to Chief Quality
Controller.
According to the customer satisfaction questionnaire(F-OFMA-09),
answer out of 12 questions then it will be indicate Strongly pass, if the
degree of agreement 3,2 & 1 comes 6 or 7 times answer out of 12
questions the it will be indicate fail.
When comes the degree of agreement 3, 2 & 1, which is showing the
fail criteria, then Managing Director will communicate that customer to
seek suggestion for rectifying or improving bad/worse situation or
Auto Garment will initiate action to improve the situation.
Chief Quality Controller shall study all the comments and shall inform
Production Manager to take necessary action.
Chief Quality Controller shall prepare a follow-up schedule for the
corrective action taken by the production and quality department. Result
of follow-up shall bring to Production Manager notice.
Corrective action plan with customer comments shall be submitted to
Manager Quality Control or Production Manager for approval.
Review/Check
It is normal that the most appropriate person to be our main contact is the Production Manager, Health & Safety Manager, or HR manager. These people, wherever possible, should attend the opening meeting along with any union and/or worker representatives, and these same people should attend the closing meeting at the end of the audit. Production Manager and Quality Control Manager shall review the proposed
corrective action and may prepare new action if they found that the proposed
action may not be effective.
A customer satisfaction questionnaires will be send to buyers or buyer’s representative once a year to check the satisfaction level of buyers.
Action
If you do not have a recent audit of your site, we encourage you to investigate whether all of your customers are prepared to accept a GARMENTSPEDIA audit. You may find that one audit will satisfy all. If you find that you wish to proceed with a GARMENTSPEDIA audit, the enclosed information should help you prepare. Improvement action plan shall be prepared after analyzing satisfaction Questionnaire.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
PURPOSE:
All documents of external origin related to the Quality Management System are listed on Control Document Master List. The issue number or document number is not allocated simply because the company is not authorized to modify such documents. QMR & EMR will be responsible to keep close contact with the issuing or publishing authorities of such documents. To define the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records. …
SCOPE:
The QMR & EMR keeps all the documents of the Quality Management System & Environmental Procedure are stored in the computer and for safety purpose a back up in the form of floppy disks and in a Compact Disk. Applies to all quality records generated at Auto garments as an evidence of conformity to ISO 9001:2008 and effective operations of the company.
DEFINITIONS:
The EMR has responsibility for directing activities relating to this procedure. Where other functions have responsibility, they are so indicated. Records, as distinguished from documents, are static historic information. They do not change, and so do not have to control for change, as documents need to be.
RESPONSIBILITY:
The appropriate personnel involved with the activity write documents. Maagement Representative is responsible for specifying what records are needed to document conformance to the operative quality system as per ISO 9001:2008 as well as the records needed for the effective operation.
Department Manager or his/her nominee has the responsibility for retention and maintenance of quality records.
PROCEDURE:
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”.
Identify records to provide evidence of conformity to requirements of effective operation of the quality management system.
Ensure records shall be remaining legible, identifiable and retrievable.
Ensure control needed for the identification, storage, protection, retrieval, retention
time and disposition records.
Implementation:
Management Representative shall specify what records are needed to conform to met legal and customer requirements in quality records list.
Records generated at Auto garments shall be identified in corresponding Quality System Procedure, Standard Operating Procedure and Quality Records List.
Management Representative shall identify retention time and disposal methods of quality records in the quality Records List. Retention period shall be sufficient to accommodate the purpose of the particular record. Attention should be paid to legal requirements for retention.
Records shall be filed, indexed in a way that they are readily retrievable and shall be protected in suitable environment to prevent damage or deterioration and to prevent loss. To achieve this, the following methods may be followed:
Records will be filed based on type. If different types of records preserved in one file, then the file will be indexed.
Each file shall have unique identification number & name.
Prson responsible for maintenance of files shall maintain a list of files with custodian location.
Permanent ink shall be used in writing quality records.
Department Heads shall make quality records available for audits or review.
Customer or customer representative shall be permitted access to quality records where provision is made in contract or by the approval of General Manager/ Managing Director.
Computer System Security
Electronic data and records will be controlled and secured using a back-up system. Backup will be taken every day or week as required. Instead of type backup, preserved as backup.
Several Personal Computers can be made available in different departments to aid in the work. The person using the PC shall be responsible to secure files containing quality records by using password.
Disposal of Quality Records:
Upon completion of the minimum retention period, department may, at its discretion destroy the quality records by burning or shredding.
Copies are allowed for working activities.
Changes are made according to sections and the issue number advanced.
Amended issues are sent to the QMR & EMR for inclusion in controlled copies of the relevant document. The Change Proposal and a copy of the obsolete document are kept in the Obsolete Document File.
Department heads are responsible for withdrawal and destruction of old issues and distribution of new issues to the concerned work areas.
Department Manager shall review:
that all records used in his/her department are in the quality records list.
permanent ink is being used in preparing records.
all information are properly recorded, records are filed and files are
indexed where necessary.
record files are kept such a place which ensure lost, damage, etc.
Document Name
- Safety Committee Meeting – 2018
- Awareness Training Program – 2018
- PPE Training Program – 2018
- Risk Assessment 2018
- Management System Meeting – 2018
- Observation ( Master File) – 2018
- Training Evaluation Docs
- Revised Policy – 2018
- First Aid Docs – 2018
- First Aid Meeting & Training
- Welfare Meeting & Training
- WPC Meeting & Training
- Policy Meeting
- Participation Committee (L.M) – 2018-2019
- New Workers’ List
- New Workers’ Training Program: Fin-1 & 2
- Induction Training On Fire
- Awareness On Family Planning & AIDS
- Child Care Program
- Grievance & Suggestion Docs
- Health & Sanitation Meeting – Cleaner
- Disciplinary Log ( For Buyer)
- Black Listed Workers
- Disciplinary Action : Fin- 1 & 2
- Resign Docs – AKM – 2018
- Internal Audit – AKM
- Internal Audit – Washing
- Internal Audit – Accessories
- Internal audit – Pacific
- Orientation – 2018
- Absent Register
- Health & Safety Register
- Letter Issue
- PA System Policy
- PA System General
- Pregnant Workers Follow Up
- Maternity Leave Entry, Update of Pregnant Workers’ Personal Files, Debit Voucher of 1st & 2nd Installment, Letter Issue of Maternity Workers, etc.
- All Staff Files
- All Operators Files
- All Promotion Files Update
- All Q.I, LPS, Cleaner Files
- Internal Resign Report
- All Meeting & Training Docs Update
- Office Order, facsimile
- Welfare Fund & Education Fund
- CAP for different buyers
- Policy
- Revised Policy – 2018
- Policy Meeting
- PA System – Policy
- Office Order, Facsimile, Showcause, Warning Letter
- Safety Committee Meeting – 2018
- Whole Factory Investigation, Report, Disciplinary Action
- Safety Committee Meeting – 2018
- Awareness Training Program – 2018
- New Workers’ Training Program: Fin-1 & 2
- Absent Register
- Health & Safety Register
- Black Listed Workers
- Internal Resign Report
- All Q.I, LPS, Cleaner Files
- Maternity Leave Entry, Update of Pregnant Workers’ Personal Files, Debit Voucher of 1st & 2nd Installment, Letter Issue of Maternity Workers & other maternity related docs.
Any anomaly found shall be reported to Management Representative and department head for corrective action. 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.
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.
