Chemical Purchase Procedure and Routine

Chemical Purchase Procedure

To restrict Chemical Purchase Procedure of banned dyes/chemical items, the following procedures will be followed:

What to do:	How to do:	When to do:
List out the restricted substances/dyes/chemicals.	Follow the buyer code of conduct, chemical restriction guidelines (et. RSL & MRSL).	Just after getting the chemical restrictions/guidelines.
Aware/inform the respective suppliers.	Following the policy.	Just after getting the chemical restrictions/guidelines.
Inform the procurement department not to procure banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.

What to do:	How to do:	When to do:
Inform the store department not to receive/store banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.
Inform all the concerned department /people not to receive/store/use banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.

Communication & Training:

Topic to be communicated:	Communication method/tools:	Time:
Inform all the concerned department /people.	Meeting.	After the policy approval/amendment.
Inform the management team.	Conduct Meeting. Collect & document the meeting minutes.	After the policy approval/amendment.
Inform the production supervisors.	Meeting. Training. Collect & document the meeting minutes/training documents.	After the policy approval/amendment.
Inform all the internal employees.	Meeting. Awareness training. PA system.	After the policy approval/amendment.

Topic to be communicated:

Communication method/tools:

Time:

Inform the new employees.

Meeting.

Awareness training.

PA system.

After the policy approval/amendment.

Control & Feedback:

Functions:	Procedures:	Media:
Internal inspection. Taking Interview.	Interview employees. Interview with authority. Check files, papers etc. Inspection.	Internal Audit Team.
Reporting	Make report based on the information available. Meeting with internal auditor & authority. Main causes of the issues found. Taking appropriate measures.	Internal Audit Team.
Control	> Risk analysis. > Taking preventive measures. > Follow up & monitoring.	√ HR & Compliance department. √ Welfare officer.
Correction	Make changes in the policy & procedures if needed.	Concerned department heads.

Implementation & Communication:

What to do:	How to do:	When to do:
List out the restricted substances/dyes/chemicals.	Follow the buyer code of conduct, chemical restriction guidelines (et. RSL & MRSL).	Just after getting the chemical restrictions/guidelines.
Aware/inform the respective suppliers.	Following the policy.	Just after getting the chemical restrictions/guidelines.
Inform the procurement department not to procure banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.
Inform the store department not to receive/store banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.
Inform all the concerned department /people not to receive/store/use banned/restricted items.	By email/Meeting.	Just after getting the chemical restrictions/guidelines.