To identify products throughout the product realization and to specify product status during internal processing. With this letter please find attached a list of the documents we have included to give you detailed information on the GARMENTSPEDIA process.
SCOPE:
Finally if you have any queries regarding this audit or any questions once you have read this communication, please contact us for more information, for example, we have many of these documents in other languages. Applies to incoming materials, in-process stages and products made by AUTO Camp Ltd.
RESPONSIBILITY:
Manager, MCD is responsible for proper identification of incoming materials at the warehouse.
Cutting In-charge is responsible for identification of cut components.
Production Manager, Quality Control Manager/In-charges and staff of Quality Control is responsible for assigning and maintaining appropriate inspection and test status.
PROCEDURE:
Policy
Identification of product by suitable means throughout product realization.
Identification of product status with respect to monitoring and measurement requirements.
Implementation
Fabric and accessories will be identified by buyer name, style/order number, lor and item name.
Cut components bundles will be identified by style number or order number and size.
Sewing in-process sleeping bags will be identified by line number/name, style details, items and Buyer (the following information for each line shall be identified): ame/number, – running style number , item name, – buyer’s name
Finished sleeping bags will be identified by main label, price sticker, size label, main hang tag, etc. as per buyer instructions.
Cartons containing sleeping bags will be identified with printed marking on them as per instruction provided by buyer in the Purchase Order.
The following color marks will be used for the different inspection and test of in-coming materials, cut components, in-process products and final sleeping bags described below:
– Quarantine: Blue
– Pass: Green
– Non-conforming: Yellow
– Reject: Red
– Stock Lot: Orange
Review/Check
During issue and use of in-coming materials, in-process and finished sleeping bags inspection and test status shall be checked.
Non-conforming in-coming materials, in-process and finished seeping bags shall not be issued or used.
For our administrator to gain access to your SAQ and to upload your audit on Auto , it is important that you do the following within the Auto system:
Enter the audit details
Choose us as your auditor
Choose the person who will upload your audit (either from a pre populated drop down list called ‘auditor’ OR using details given by ourselves – our administrators will help)
Ensure the box is ticked to give us access to your SAQ and to allow your auditor to upload the audit.
To help you register on Auto , there are a number of guidance documents which will assist the above processes
Factory rules (including induction training programme for new joinees)
Employment records with Age proof or doctor certificate; labour contract
Any workers union; workers committee (welfare; fire safety; discrimination & harassment)
Training Program, Training plan, Training records (induction training, On-job training, Needle/ Sharp Tools control training, Fire prevention training, Health and Safety training, etc)
Quality Manual (including quality policy)
Document control procedure (Relevant law and Regulations control procedure)
Management review procedure and Management review reports of the most recent 2 months
International / national standard and requirements (MIL STD 105-E = AQL level / measurements tolerance / fabric inspection procedure [if applicable] for each and every buyer requirements)
Pest control procedure and records of baits usage
Metal detector (where applicable) calibration procedure and calibration records
Broken needle. Needle replacement controlling procedure and records (atleast the most recent one year records for garment factory)
Button pulling test report (for garment factory)
Product release procedure for all the department (knitting, dyeing, finishing, cutting, sewing, QC control, ironing, packing, final inspection) and records
Definition of “Incident” and “Product Recall” Procedures.
Test equipment calibration equipment claibration ure for all the department (knitting, dyeing, finishing, cutting, sewing, QC control, ironing, packing, fiprocedure and records (weighing machine, GSM cutter, measurement tape, etc) – Internal or external calibration records)
(if applicable) Sub-contractor assessment procedure and records (embroidery, printing, washing, etc)
(if the factory has canteen facility) Hygiene permit and Health certificate
SEDEX membership
Independent 3rd party ethical assessment reports.
Fire drill records and Fire escaping procedure
Employees health check records and accident records
Medical staff certificate & contracts (if any)
Environmental policy; Environmental objective and Assessment reports
Work environment cleaning procedure and plan
Personal Hygiene standard (to be added with induction training programme itself for new joinee)
Job responsibilities of each level of staff
List of required Documents for factory Evaluation.
Training schedule & record (Job training /Health & Safety)
Internal audit record
Disposal policy/record
Quality Manual
Needle/Blade Control register
Customer Feedback
Factory Profile
Factory Organo-Gram Chart
QA department organogram chart
Factory work follow chart/Manufacturing flow chart.
Test equipment record
Rejected/Faulty goods record/Register
Complete order executing flow
Inline inspection & corrective action plan
Pre final/Final inspection system & record
Machine maintenance record
Calibration record (Metal detector/Measuring tape/other measuring equipments)
Under policy guidance of Central (HRM) and supervision of the concerned factory head within the limit of Auto Group of Industry’s policies, procedures & practices; the purpose of the position is to deal with of all facets Human Resources Management (HRM) of the factory.
Position Responsibilities :
To Participate in factory Opening and Closing as per roaster by Factory Management.
To arrange – conduct – process worker’s Recruitment & Selection as per set Recruitment & Selection Policy & Procedure.
To process / Up-date Age Estimation papers by the Director.
To issue Appointment letter to the factory workers Properly as approved by the Management.
To issue the new worker’s Time card and Register them to the Attendance Registers.
To issue / distribute worker’s Time card / Proximity / ID cards & maintain corresponding Register.
To prepare “Daily Attendance Report” in coordination with IT Officer and forward them to factory Management. Send another copy to Central HRM department regularly.
To compile data / Information about factory’s working hours, prepare the list accordingly.
To check / verify exact number of O.T. work being done as per requisition made.
To maintain all data, records papers in relation to Recruitment & Selection, Wages, O.T. and allowances.
To coordinate Factory Accountant for preparing worker’s “Wages & O.T. Sheet”.
To maintain workers “Resign List” and “New Recruitment List” for every running month and send those to Central HRM Department by 22-25th day of the running month.
To process, prepare & maintain the worker’s Personal File with all related papers as up-dated.
To maintain spontaneous coordination with concerned Admin & Compliance personnel, Accountant, IT Officer and HRM Labor Relation Manager / Officer & Officer (Welfare & Counseling).
To maintain following Books, Registers, Lists & Files in a timely manner: –
Recruitment Register.
Attendance Registers.
Leave Registers.
Maternity Leave Register.
Employee Hand Book Issue Register.
Proximity / ID Card Issue Register
Personal Files.
Attendance / Time Cards.
Total Personnel List.
And any others assignment given by the Management from time to time.
Implement and monitor the company HR plan and policies in the factory and provide full and professional HR services to the factory.
Prepare, plan and implement a recruitment and selection program in line with the Group’s policy and procedure.
relations, communication as well as grievance handling issues.
Ensure congenial IR (industrial relations) environment in the factory and provide appropriate advices while dealing with workers’ representatives.
Develop and update compensation and benefits structure of the factory and undertake all related activities as per the Groups’ policy.
Take on proper leave management system in the factory.
Maintain Organogram as per company policy.
Carry out performance management of employee.
Implementation of local law.
Develop new valuable customer to ensure sustainable business growth.
Conduct audit according to buyer’s code of conduct & local law. (Ethical Standard/ Social Compliance Audit, GSV/C-TPAT Audit, Technical Audit & Environmental Audit)
Prepare CAP, adaptation, follow up & submit to buyer.
Monitor to ensure all business licenses of the company.
Comply buyer’s code of conduct (COC).
Communication with buyers and other internal and external stakeholders.
Handled development project of buyers for compliance sustainability.
Coordination with significant department to ensure compliance.
Coordinate and organize the monthly compliance meeting.
Conduct monthly internal compliance audit and take corrective measures on audit findings considering sustainable development.
Perform audit at sub-contract factories.
Carry out buyer’s business and technical compliance visit in the factory.
Ensure proper health & safety provision in the factory.
Monitor welfare activities of employees.
Monitor to ensure discrimination, harassment & abuse free work place.
Conduct and monitor the compliance related training.
Carry out the risk assessment and obtain corrective measures.
To promotes healthy labor management practice and safe environment.
Make sure compliance of the employee dormitory.
Ensure sustainable compliance of the company.
Develop new valuable customer to ensure sustainable business growth.
Ensure environmental compliance of the business unit.
Implementation of local law.
Monitor to ensure all business licenses of the company.
Conduct audit according to buyer’s code of conduct & local law. (Ethical Standard/ Social Compliance Audit, GSV/C-TPAT Audit, Technical Audit, Environmental audit).
Prepare CAP, adaptation, follow up & submit to buyer.
Ensure proper application of company policy, code of conduct and rules and regulation.
Ensure proper application of buyer’s code of conduct (COC).
Communication with buyers and other internal and external stakeholders.
Coordination with significant department to ensure compliance.
Conduct and monitor the compliance related training.
Handled development project of buyers for compliance sustainability.
Carry out organization development program in terms of compliance
Coordinate and organize the monthly Compliance meeting.
Prepare budget and different monthly reports on Compliance and take corrective measures.
Maintain compliance Organogram as per the company policy.
Evaluate trend of company Industrial Relations environment through relations build up with employees and generate essential reports to ensure healthy labor management practice and safe environment.
Carry out employee performance management of compliance dept.
Conduct monthly internal compliance audit and take corrective measures on audit findings considering sustainable development.
Perform audit at sub-contract factories.
Carry out buyer’s business and technical compliance visit in the factory.
Ensure proper health & safety provision in the factory.
Monitor welfare activities of the employees.
Monitor to ensure discrimination, harassment & abuse free work place.
Carry out the risk assessment and obtain corrective measures.
Implementation of local law.
Conduct audit according to buyer’s code of conduct & local law. (Ethical Standard/ Social Compliance Audit, GSV/C-TPAT Audit, Technical Audit & Environmental audit).
Prepare CAP, adaptation, follow up & submit to buyer.
Ensure proper application of company policy, code of conduct and rules and regulation.
Ensure proper application of buyer’s code of conduct (COC).
Communication with factories, corporate office and buyers.
Conduct internal compliance audit at respective factories & subcontract factories.
Prepare report on internal compliance audit and submit to the authority.
Analysis all reports and find out route causes for implementation and improvement.
Conduct and monitor the compliance related training
Carry out buyer’s business and technical compliance visit in the factory.
Ensure proper health & safety provision in the factory.
Monitor welfare activities of the employees.
Monitor to ensure discrimination, harassment & abuse free work place.
Carry out the risk assessment and obtain corrective measures.
To promotes healthy labor management practice and safe environment.
Analysis:- Our analysis says that 27.51 % out of 538 persons were suffering from Cold & Headache that caused for seasonal Hot & cold weather. But this is not final figure the final figure is out of 1568 (Approx) workers 148 persons were suffering from Cold & Headache which is 09.44 % of the total man power.
Corrective Action: Our Paramedic and counselor counseled the worker to take care of their health and be aware of seasonal cold weather.
Paramedic Doctor Admin & Compliance Asst. General Manager
Working Hours Recording System: A functioning working hours recording system that can capture workers’ clock in and clock out time reflecting the actual working hours. No matter which recording system factories use (e.g. punch card, swipe card, manual recording and fingerprints detection system), it shall be able to differentiate amongst normal working hours, overtime hours on weekdays, weekends and holidays. An assigned responsible personnel to check the working hours records on a daily basis to spot inconsistency and errors.
Wages Communication System: Provide workers with a clear pay slip indicating how workers’ wages are calculated. This includes but is not limited to: number of normal working hours, overtime hours worked on weekdays, week ffs and public holidays, any type of deduction and benefit payment. Ensure that all legally required payroll documents, journals, and reports are available, complete, accurate, and up to date. At the time of recruitment, workers are provided in writing an introduction and explanation of the compensation system, including rate for normal and overtime hours, deductions and benefit policy.
Production Management System: A production tracking system in place to track number of units per worker or per group/line.
TOOL KIT: Production Tracking Sheet Working Hours Analysis Tool Wages and Working Hours Analysis Tool.
An assessment o security was carried out on 16 April 2009 to review the security of Auto apparels ltd. the security inspection and audit was based on the board spectrums-Pat requirements which include all aspects of Physical Security, Personal Security, Information Access Control, Storage Formalities, Contractor Control, And Export logistics.
Aim:- The aim of this audit was to find out weaknesses prevailing in the security aspects of the factory and thereby adopt remedial measures so to correct the existing gaps, overcome the prevailing difficulties and thereby ensure a fool proof security arrangement in the factory.
Concept: The assessment covered the following facets:
Personal Security.
Physical Security.
Information Access Control.
Record and Documents.
Storage Security.
Shipment Information controls.
Contractor Control.
Personal Security:
New workers orientation has to be more effective especially on Product Integrity, IT Security, and Factory Security Sensitive Area etc.
Update back ground checks of some employees were missed out.
Some reinvestigation of for some workers in the Finishing Section is missed out.
Copy of National ID is not obtained from many workers till now.
Threat Awareness Program is to be presented in a more effective manner so that all workers are aware of it. Just attending a lecture on the same won’t be understood or retained by the workers.
All workers must be made aware of the system the company is following to address any given situation or crisis and also how to report it, like if they find out a lock is broken or window is broken etc, then how whom to report.
Physical Security:
CCTV is not having uninterrupted recording, due to power problem.
Some signature were found missing in the KEY Control Register.
Up to date names of Key persons who has privilege access to security sensitive zones, not posted outside the Finishing Section.
Handing / Taking certificate over of keys not maintained when any key holder gets changed.
Some signature were found missing in Patrol duty register.
An up to date list of names and address of all contractors, repairman etc was found missing.
Awareness of workers to prevent tampering of goods during production has to be geared up.
Information Access Control:
Security longs for failed password attempt registers is empty without any entries. If no attempts were made then ‘Nil’ has to be recorded.
Unannounced surprise checks on the whole system has to be increased.
Password Changed Register must contain an inspection sheet.
Storages and Distribution:
Store personals must be given adequate knowledge on the verification procedure non manifested cargo from being loaded.
The concerned persons must be given proper training on departing cargo verification against purchase and delivery order.
Some signatures found missing in the seal control register.
Periodic unannounced related to storage and distributions are being performed properly.
Employee/ Visitor Packing:
Parking lot must keep under observation.
Identification logs must be used for all types of vehicles parked.
Undercarriage of all vehicles must be checked by button viewers.
Loading/Unloading Shipment:
The second sweater accompanying the Cargo Container up to port has put his signature in the concerned register.
MAERSK logistics be asked to enter seal number in the Bill of Lading.
The second sweater accompanying the cargo up to port should report long traffic jams.
Contractor Control:
All contract workers must attend orientation training like own workers.
Contract must be summoned time to time for brief and up date of security.
All contractors must undergo proper background checks.
