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Integrated Management System

Manual



DOHA PRECAST FACTORY

INTEGRATED MANAGEMENT

SYSTEM MANUAL

ISO 9001:2008, ISO 14001:2004, OhSAS 18001:2007)

IMS 001, Revision No. 04, Dated: 01-04-2013

Prepared & Issued BY

QA/QC Manager

Approved By

General Manager



Doha Precast Factory للقو لب لخرس نية

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P.O. Box No.50311, Doha, State of Qatar, Tel: 44903836, Fax:44903835, Email: [email protected]

INTEGRATED MANAGEMENT SYSTEM MANUAL Document No: IMS-01

Effective date : 01/04/2013

Current Revision No: 06 Current Revision date: 01/04/2013 Page 2 of 42

UINDEXAMMENDMENT RECORD SHEET 4

ABBREVIATIONS 5 TERMS & DEFINITIONS 6

INTRODUCTION TO INTEGRATED MANAGEMENT SYSTEM MANUAL 10

1.0 SCOPE & EXCLUSIONS 11

1.1 Scope 11

1.2 Exclusions 11

2.0 QUALITY, OCCUPATIONAL HEALTH, SAFETY & EVIROMENTAL (QHSE) Policy 12

3.0 COMPANY OVERVIEW 13

4.0 INTEGRATED MANAGEMENT SYSTEM 14

4.1 GENERAL 14

4.2 Documentation Requirements 154.2.1 General 15

4.2.2 DPF IMS Manual 15

4.2.3 Control of Documents & records 16

5.0 MANAGEMENT RESPONSIBILITY 17

5.1 MANAGEMENT COMMITMENT 17

5.2 (a) CUSTOMER FOCUS 17

5.2 (b) LEGAL AND OTHER REQUIREMENTS 18

5.3 DPF’s IMS POLICY 18

5.4 NTEGRATED MANAGEMENT SYSTEM PLANNING 19

5.4.1 Objectives, Targets and Program 19

5.4.2 (a) Environmental Aspects 20

5.4.2 (b) Hazard Identification, Risk Assessment and Risk Control 20

5.5 RESPONSIBILITY, AUTHORITY AND COMMUNICATION 21

5.5.1 Responsibility & Authority 21

5.5.3 Internal & External Communication & Consultation 25

5.6 MANAGEMENT REVIEW 25

5.6.1 General Requirements 25

6.0 RESOURCE MANAGEMENT 27

6.1 PROVISION OF RESOURCES 27

6.2 COMPETENCE, TRAINING & AWARENESS 27

6.3 INFRASTRUCTURE 27

6.4 WORK ENVIRONMENT 28

7.0 PRODUCT REALISATION 29

7.1 PLANNING OF PRODUCT REALISATION 29

7.2 CUSTOMER RELATED PROCESS 29

7.2.1 Determination of Requirements related to the Service 29

7.2.2 Review of Requirements related to Contracts 30

7.2.3 Customer Communication 31

7.3 DESIGN AND DEVELOPMENT 31

7.4 PURCHASING 32

7.5 PRODUCTION AND SERVICE PROVISION 337.5.1 Control of Production and Service Provision 33




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7.5.2 Validation of Processes for production & service provision 33

7.5.3 Identification & Traceability 34

7.5.4 Customer Property 34

7.5.5 Preservation of Product 34

7.6 CONTROL OF MONITORING AND MEASURING EQUIPMENTS 35

8.0 MEASUREMENT/ ANALYSIS IMPROVEMENT 36

8.1 GENERAL 36

8.2 MONITORING AND MEASUREMENT 36

8.2.1 Customer Satisfaction 36

8.2.2 Internal Audit 37

8.2.3 Monitoring & Measurement of Processes and Evaluation of Compliance 37

8.2.3 (a) Monitoring & Measurement of Processes 37

8.2.3 (b) Evaluation of Compliance 38

8.2.4 Monitoring & Measurement of Product 388.3 Control of Non-Conforming Products 38

8.4 Analysis of Data 39

8.5 Improvement 39

8.5.1 Continual Improvement 40

8.5.2 Corrective Action 40

8.5.3 Preventive Actions 41

9.0 OPERATIONAL CONTROL 41

10.0 EMERGENCY PREPAREDNESS AND RESPONSE 41

11.0 INCIDENT INVESTIGATION 41

CROSS REFERENCE TABLE 43




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AMMENDMENT RECORD SHEET

Sl. No Rev. No. Revision Date Document Change Note Reference

1 01 01-12-2010As per the requirement of Internal Audit

Document Change Request No. 12/2010-01

2 02 01/02/2011As per the requirement of External Audit

Document Change Request No. 01/2011-01

3 03 01/04/2011In Scope Precast Element is explained in

Clause Term and Definition

4 04 01/04/2013

- Division Manager replaced by General

Manager

- Modify the scope (Precast Element for

Manhole system)

- In Policy Statement: update Item No.7

(Complying with statutory, Regulatory and

other requirements.




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ABBREVIATIONS

Acronym Definition

IMS Integrated Management System

DPF Doha Precast Factory

QHSE Quality, Occupational health, Safety & Environment

QMS Quality Management System

OHSMS Occupational health & safety management system

ER Environmental review

HRA Hazard Risk assessment

AIA Aspect Impact analysis

EMP Environmental Management ProgramEMS Environmental Management System

HSE Health, Safety, Environment

MR Management Representative

DC Document Controller

MRM Management Review Meeting

PA Preventive Action

CA Corrective Action

NC Non conformity

ISO International Organization for Standardization

HSMP Health Safety Management Programme

QMP Quality management programme

IA Internal Audit

MIC Mesaieed Industrial City




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TERMS & DEFINITIONS

Audit: Systematic, Independent, Documented Process for obtaining audit evidence andevaluating it objectively to determine the extent to which the audit criteria are fulfilled

Audit Criteria: Set of policies, procedures or requirements

Auditor: Person with the competence to conduct an audit

Audit Scope: Extent and boundaries of an Audit

Audit Criteria: Set of Policies, Procedures or Requirements

Acceptable Risk: Risk that has been reduced to a level that can be tolerated by the

organization having regard to its legal obligations and its own

Continual Improvement: Recurring activities to increase the ability to fulfil the requirements

Conformity: Fulfilment of requirement

Customer: Organization/person that receives product

Customer Satisfaction: Customer’s perception of the degree to which the customer’s

requirements have been fulfilled

Competence: Demonstrated ability to apply knowledge and skills

Corrective Action: Action to eliminate the cause of a detected nonconformity or other

undesirable situation

Document: Information and its supporting medium

Effectiveness: Extent which activities are planned activities are realized and planned results

are achieved

Environment: Surrounding in which an organization operates including air, water , land ,

natural resources, flora , fauna, humans and their interrelation




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Environmental Management System: A documented system that ensures consistency and

improvement of working practice that has an impact on an environment.

Hazard: Source, situation or act with a potential for harm in terms of human injury or ill

health, or a combination of these

Hazard Identification: Process of recognizing that a hazard exists and defining its

characteristics

Internal Audit: Systematic, interdependent and documented process for obtaining audit

evidence and evaluating it objectively to determine the extent to which the environmental

management system audit criteria set by the Organization are fulfilled

Infrastructure: Organization (system) of facilities, equipment and services needed for the

operation of an organization

Incident: Work related event(s) in which an injury or ill health (regardless of severity) or

fatality occurred or could have occurred

Ill Health: Identifiable, adverse physical or mental condition arising from and/or made worse

by a work activity and / or work-related situation

Non Conformity: Non fulfilment of requirement

Objective: Something sought or aimed for

Organizations: Company, Corporation, firm enterprise, authority or institution, or part or

combination thereof, whether incorporated or not, public or private, that has its own

function and administration

Occupational Health and safety (OH & S) Conditions and factors that affect or could affect

the health and safety of employees or other workers (including temporary workers and

contractor personnel), visitors or any other person in the workplace.

OH & S Management System: Part of an organization‘s management system used to develop

and implement its OH &S policy and manage its OH &S risks




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Precast Element: Reinforced concrete Pipe Fittings such as Elbow, Tee and branches and

Reinforced Concrete Manhole system such as Benches, Shaft and Covers manufactured in

DPF

Procedure: Specified way to carry out an activity or Process

Process: Set of interrelated or interacting activities which transforms inputs into outputs

Product: Defined as a result of Process

Project: Unique process, consisting of a set of coordinated and controlled activities with start

and finish dates, undertaken to achieve an objective conforming to specific requirements,including the constraints of time, cost and resources.

Performances: Measurable results of an organization’s management of Risk (in terms of all

applied standards)

Preventive Action: Action to eliminate the cause of a potential nonconformity or other

undesirable potential situation

Quality: Degree to which a set of inherent characteristics fulfils requirements

Quality Manual: Document Specifying the Quality Management System of an Organization

Quality Management System: Management System to direct and control an organization

with regard to quality

Quality Policy: Overall intentions and direction of an organization related to quality as

formally expressed by Top Management

Review: Activity undertaken to determine the suitability, adequacy and effectiveness of the

subject mater to achieve established objectives

Requirements: Need or expectation that is stated, generally implied or obligated

(Expression in content of the document conveying criteria to be filled if compliance with the

document is to be claimed and from which no deviation is permitted)

Record: Document stating results achieved or providing evidence of activities performed




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Risk: Combination of the likelihood of an occurrence of a hazardous event or exposure (s)

and the severity of injury or ill health that can be caused by the event or exposure

Risk assessment: Process of evaluating the risk(s) arising from a hazard(s), taking into

account the adequacy of any existing controls, and deciding whether or nit the risk(s) is

acceptable

Standards: A document produced by an International Committee of experts setting the

guidelines how things should be done

Significant Aspects: These are those aspects that can most put the organization at risk

Supplier: An organization or person who receives a product

Traceability: Ability to trace the history, application or location of what which is under

considerations

Top Management: Person or group of people who directs or controls an organization at the

highest level

Validation: Conformation, through the provision of objectives that the requirements for thespecific intended use or application have been fulfilled

Work Instructions : Provide more detail than described in the procedure. The complexity of

an organization helps it to determine whether detailed work instructions are needed in

addition to procedures. More of its defining the job of an individual how is to be done to

reduce mistakes.




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INTRODUCTION TO INTEGRATED MANAGEMENT SYSTEM MANUAL

Doha Precast Factory (DPF) is committed towards the continual improvement of its Quality,

Environmental, and Occupational Health & Safety performance. To ensure this goal isachieved it has implemented an Integrated Management System that complies with the

requirements of ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 standards.

This manual describes the plan to achieve DPF’s Quality, Environmental and Occupational

Health & Safety requirements and is mandatory for all employees of the company. It

includes the:

− Policy Statement,

− Organisation and Responsibility Structure,− Key Processes,

− Criteria and the Systematic Controls for managing the processes,

− Significant Environmental Aspects and their Impact,

− Objectives, Targets and Environmental Program,

− Hazard identification & Risk assessment, and

− Risk Control Measures & OH&S Management Programmes.

The whole content of this Manual describes the activities that must be carried out to achieve

the company’s Quality, Environmental and Occupational Health & Safety objectives. Unless

there is a company procedure or work instruction, these activities are carried out in a

manner appropriate to the business process and its complexity.

In the documentation of the Integrated Management System, wherever DPF is mentioned, it

is understood that the same is Doha Precast Factory, Mesaieed Industrial City, State of

Qatar.




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1.0 SCOPE & EXCLUSIONS

1.1 Scope

Scope of the integrated management system is as follows,

Design, Manufacture and Supply of Precast elements for Manhole System &

Reinforced Concrete Pipes and fittings for Low Head and Gravity Flow Systems

1.2 Exclusions

No exclusions are proposed within clause 7.0 of ISO 9001:2008 standard from the scope of this

Integrated Management System.




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2.0 Quality, Occupational Health, Safety & Environmental (QHSE) Policy

DOHA PRECAST FACTORY is involved in the design, manufacture and supply of reinforcedconcrete pipes and fittings for low head and gravity flow systems and Precast Element.

DPF undertake the production of these in healthy & safe working conditions and take at

most care in environmental protection.

DPF intend to be one of the best reinforced concrete pipe manufacturers in the Middle East

and to enhance all of its industry-related activities.

DPF endeavour to achieve this by;

• Produce durable and reliable products that meet the requirements of our client.

•

Raise the benchmark quality of its products in terms strength and durability thatfortifies its position in the industry from time to time.

• Increase its market share by supplying products which have resulted from improved

production methods and design.

• Establish a strong partnership with its clients by ensuring their total satisfaction,

welcoming their enriching comments and sharing knowledge and engineering

advancements with them.

• Prevent occupational ill health and injuries by providing a safe and secure work

environment to its employees whom it considers a valuable wealth.

• Minimizing environmental pollution and resource wastage

•

Complying with statutory, Regulatory and other requirements.• Motivating employees and improving individual’s competency

• Continually improve the effectiveness of its Management System.

This policy is regularly reviewed to ensure its continuing suitability. Along with this, DPF

make available all resources necessary to achieve its commitments and objectives.

(S/d)

General Manager




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3.0 COMPANY OVERVIEW

Doha Precast Factory (DPF) established in 2008 as a subsidiary of Qatar Building Company

(QBC). DPF produces reinforced concrete pipes primarily for low head systems based ongravity flow. DPF is the first and only supplier for concrete pipe for water drainage, sewage

and surface water drainage in Qatar, offering its products in a wide variety of size and

designs. DPF is now specialized in the production of high quality reinforced concrete pipes

and fittings for the Qatar market and soon the regional markets. DPF designs, manufactures

and distributes reinforced, standard jacking pipes and fittings for a variety of purposes. Our

products are perfectly suited for drainage pipes even in the corrosive soil conditions in GCC.

The pipes are designed to withstand suitable external loads depending on project

stipulations and to meet any client specifications and site conditions.

DPF uses the latest manufacturing technologies at its state of the art facility to deliver

durable and cost effective pipes. The production facility of DPF is capable of producing pipes

of different length to meet site requirements employing a state of the art KOLB cutting and

milling machine for very high performance and accuracy. Pipes are designed using TOK

rubber ring gaskets with the option of lining them with PVC, HDPE or GRP liner or

external/internal coating of coal tar epoxy. DPF’s reinforced concrete products are designed

and manufactured in accordance with international standards. In the quest to provide worldclass product to our customers, DPF is equipped with modern equipment and technology

from leading manufactures across Europe and USA.




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4.0 Integrated Management System

4.1 GENERAL

For the effective implementation of this Integrated Management System, DPF has

Identified & Determined:

− Process flow and their sequence, major processes through procedures which are

identified in Document Master list (DC-OF-01)

− All the key processes, its applications and its interactions through Activity chart

(Appendix 2);− Aspects which have significant impact on the environment, achievable programs for

continual improvement;

− Assessed risks which have been rated as extremely high and control measures and

supporting Action Plans as and when required.

Defined:

− Operation Criteria,

− Policy statement, objectives and targets for Quality, Environment and

Occupational health & Safety processes;

− Measuring and monitoring of aspects from various activities/process which have

significant impact on the environment, Hazards and risk assessment and risk

control activities, through various clauses of this manual, Established Procedures,

Work Instructions and Job descriptions;

− Details of activities of the company through Procedures, Work Instruction, Process

Flows and various clauses of this manual;

− Method of control through established documents which are listed in Document

Master list (DC-OF-01)

− Method for periodically reviewing and evaluating the Management system, as well

as to identify the opportunities for improvement;

− Emergency plans to control the process during abnormal or emergency conditions.




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All the above mentioned processes are established, documented, implemented, monitored

and analysed for the performance to achieve the planned results and continual improvement

of these processes as per Analysis of Data and Management Review as detailed later in thismanual. The outsource process and their controls which affects the product conformity are

identified through Purchasing Procedure (IMS-PR-008). The System is applicable to all the

Activities, Product, Processes and Services of DPF. For adapting to changing circumstances,

DPF is periodically reviewing and evaluating its Management System in order to identify the

opportunities for improvement and their implementation.

4.2 Documentation Requirements

4.2.1 General

The documentation of the Integrated Management System developed by DPF includes

− The statement of the Integrated QHSE Policy and objectives

− The Integrated Management System Manual

− Documented Procedures (as referred in Form No. DC-OF-01 Document Master list)

− Documents and records required by the integrated management system to ensure

that there is effective planning, operation and control over it s processes.

− Records for all the processes as identified under relevant sections and procedures

4.2.2 DPF IMS Manual

This IMS Manual is developed and established to include the:

− Scope of the IMS; including exclusions where applicable

− The procedures for the IMS, which are stated through various clauses of this Manual

and where additional procedures exist, and referenced to;

− The processes and their interactions are described through the different clauses of

this manual;

− Systems established to control the Significant environmental aspects as well as

maintain the applicable legal or statuary requirements;

− Controls established to eliminate or minimize risk to employees and other interested

parties who may be exposed to OH&S risks associated with its activities.




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4.2.3 Control of Documents & records

Records which are special type of documents that are controlled and identified in Procedure

for Control of Documents and Records (IMS PR 001). The procedure demonstrates itscommitment, control and method for approval of documents for adequacy and prior to

issue, document review, update and re-approval, controls needed in case there is a change

and identification of current revision of documents, availability of current versions at point of

use, identification and legibility, controls ,identification and distribution of external

documents determined by the organisation to the necessary for planning & operation, apply

suitable identification and method of retention of obsolete and controls applied to prevent

unintended use and archival documents and data retained for legal or knowledge

preservation purposes or both.

A system is established for controlling the records, within the organization as per the

procedure for control of documents and records, which demonstrate its commitment,

control and method for maintaining records which are legible, readily identifiable and

retrievable. Controls for identifications, storage, protection and retrieval, time of retention

and deposition of records are defined and implemented. These records are stored

appropriable so that they are readily retrievable and protected against damage,

deterioration or loss.

5.0 MANAGEMENT RESPONSIBILITY

5.1 MANAGEMENT COMMITMENT

Top management is committed to the development and implementation of the documented

Management System and to continually improve the effectiveness of the system. Top

management of DPF plans to achieve this through,

− Communicating to all levels of the organization the importance of meeting the

customer requirements with Quality, timely delivery, aspects which have significant

impact on the environment and identify the hazards and ensure that effective control

measures are taken for risks which have been categorized as high or extremely high.

− Meeting and fulfilling statutory/legal requirements by ensuring that those performing

the activities are made aware of these requirements and the compliance is ensured

through adequate supervision.

− Defining, Establishing and communicating of QHSE policy and making everyone

understand the policy and purpose of the organization

− Deployment of functional or departmental Objectives/Targets/ on quality,

environment, occupational health and safety and Action Plans across all levels and

periodical monitoring of the performance through:




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− Management Review Meetings

− Reviewing and ensuring the availability of resources during Management Review

Meeting.

5.2 (a) CUSTOMER FOCUS

DPF ensures that all the Customer requirements are determined and fulfilled to their

expectations and thereby achieving customer satisfaction; the system is established and

maintained keeping in view the further enhancement of the same through All the process of

IMS, which is explained through this manual:

− Determining requirements stated and implied by customer− Identifying, Establishing, maintaining and updating the legal and statutory

requirements those are applicable to the activities, products or services.

− Requirements on delivery and post delivery activities

− Additional requirements considered necessary

− Identifying the environmental aspects of its activities, which have significant impact

on the environment by focusing the customer, employees and interested parties and

informing them about the significance, if required.

− Ongoing identification of hazards, assessments of risks and implementation of

necessary control measures.

− Providing information related to products and services through company profile.

5.2 (b) LEGAL AND OTHER REQUIREMENTS

DPF’s applicable legal and other environmental and OH&S requirements are identified and

are updated periodically. The applicable legal requirements and other requirements which

DPF subscribes have been taken into account while establishing, implementing and

maintaining the IMS.

The operations department together with MR is responsible for identifying, updating and

communicating the applicable legal and other requirements to the processes as established

in the Procedure for Legal Requirements identification and its compliance (IMS-PR-002).

Relevant information on legal and other requirements to its employees is communicated

during appointment of the employee and if necessary, is updated during meetings. Relevant

Legal requirements on environmental and OH&S are communicated to customers and

interested parties through company profile, company manual and other documents and

meetings. Records of Assessment and programmes are also provided upon request.




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5.3 DPF’s IMS POLICY

The extent to which the company is committed to continually improve the effectiveness ofthe documented and established management system and the purpose of the organization

are documented as company policy of the organization as defined earlier in this manual

(2.0).

Top management of DPF ensures that the QHSE policy is appropriate to the purpose of

company and to the nature, scale and environmental impacts of its activities, occupational

health & safety (OHS) risks. QHSE policy includes a commitment to comply with

requirements including legal and others, prevention of pollution, injury & ill health and

continually improve the effectiveness of the integrated management system. Objectives onquality, environmental and occupational health and safety are in line with the commitments

in the QHSE policy.

QHSE policy is communicated through out the organization through display in Arabic and

English at various locations in the work sites and offices. The QHSE policy is published in the

company website to make it available to the public. The role of each employees working

under the control of DPF in implementing the QHSE policy is conveyed through their

interactions and meetings with the management. QHSE policy is also included in the

induction training of the new employees as well as in the IMS training, contractor’s trainingand safety trainings conducted periodically. Management reviews the QHSE policy during the

management review meeting to determine the policy’s continuing suitability, relevance and

appropriateness for the company.

5.4 INTEGRATED MANAGEMENT SYSTEM PLANNING

5.4.1 Objectives, Targets and Programmes

DPF has established Company Objectives (Appendix 3) which are in line with the stated

company policy. The General Manager in co-ordination with MR and process owners,

reviews (and revises where needed) these measurable parameters in the Management

Review Meeting.

The respective owner of the processes is responsible for implementing and monitoring

Objectives, Management Programme and implementing the control measures. The status of

the same is reviewed in the Management Review Meeting.




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Quality objectives are established to support DPF’s efforts in achieving our QHSE policy and

reviewed for achievement during the departmental monthly review meeting. Objectives

have been established to ensure that all customer/process requirements are met. Qualityobjectives are measurable, and reviewed against performance goals at each management

review meeting.

Environmental Objectives are identified based on the significance of the identified

environmental aspects and legal requirements. Factors such as technological options,

financial, operational, business requirements, and views of interested parties and prevention

of pollution are also considered when establishing the environmental objectives .

Occupational Health and Safety objectives are identified based on the OH&S hazards andrisks and the identified control measures. Factors such as technological options, financial,

operational, business requirements, and views of interested parties are also considered

when establishing the OH&S objectives.

OH&S and Environmental Objectives, Management Programmes are identified which

designations, responsibility and authority for achieving the objective and a clear description

of the means and time frame by which the objectives are achieved. Action plan to achieve

the objectives are provided as Management Programme (HE-OF-01).

When there are changes required in the existing service requirements, MR ensures through

management review meeting that the suitability & integrity of the Management System is

maintained during the planning and the implementation to the smooth transition of the

system. .

5.4.2 (a) Environmental Aspects

DPF has established implemented and maintained a system to determine those aspects that

have or can have significant impact on the environment. Details of the same have been

identified in Procedure for environmental review (IMS-PR-003). Methods to identify the

aspects of its activities and controls have been implemented. New developments, planned

activities or modified activities have also been taken into consideration.

Records relating to identifications of its aspects and the level of impact are recorded in (ER-

OF-01) Environmental Review form. Aspects which are considered as significant are taken in

account in establishing, implementing and maintaining DPF’s Environmental objectives,

action plans and operational controls.DPF conducts its environmental review and determines

it’s Aspects on yearly basis or when there are new or modified developments, worksites,

activities or product /services.




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5.4.2 (b) Hazard Identification, Risk Assessment and Risk Control

DPF has established, implemented and maintained a system for ongoing identification ofhazards, assessment of risks and implementation of necessary controls and the same has

been defined in Procedure for hazard risk Analysis (IMS-PR-004). Records relating to

identifications of its hazards and risks are recorded in hazard and risk analysis form (RA-OF-01).

Risks of higher magnitudes are taken into account in establishing, implementing and

maintaining OHS objectives, action plans and operational controls.

The methodology of hazard identification and risk assessment is defined with respect to the

scope nature and timings to ensure it is pro active than reactive, Provide identification

prioritization and documentation of risk and the application of controls.

For the management of change (MOC) the organization shall identify the OH & S hazards and

OH & S Risks associated with changes in the organization, OH & S management system, or its

activities prior to the introduction of the changes. The organization also ensures that the

results of these assessments are considered when determining controls

Risk control measures are taken for the identified potential hazards in Safety Risk Assessment.

Determining controls or considering changes to existing controls, consideration is given to

reducing the risk according to the following hierarchy

− elimination

− substitution

− engineering controls

− signage / warning and / or administrative controls

− personal protective equipments

DPF conducts its hazard identification and risk assessment process on yearly basis or when

there are new or modified developments, activities or product/services.

5.5 RESPONSIBILITY, AUTHORITY AND COMMUNICATION

5.5.1 Responsibility & Authority

An organizational chart (appendix 1), has been established to show the interrelation of

personnel in DPF.




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Management representative (MR) has been appointed by the top management who is taking

overall responsibility of IMS and specific responsibility on quality management system. For

effective implementation of integrated management system, assistant managementrepresentatives are nominated for environmental management system and occupational

health and safety management system. MR ensures that all the personnel doing the above

functions are trained and competent. The General Manager is responsible for providing the

resources required for maintaining IMS.

The responsibilities and the authorities of the person doing work affecting quality,

performing tasks that have the potential to cause a significant environmental impact and

having an effect on OH& S risk of DPF’s activities, facilities and processes are defined through

the Job Descriptions of the individual. The same is also communicated through regularmeetings (Including safety meetings), notice boards, internal memos, and work instructions

in order to facilitate integrated management system. Trainings will be identified as required

to impart the job descriptions and responsibilities in each processes throughout the

organization.

Job descriptions and the organizational chart are reviewed and approved by top

management for adequacy. These documents are available to help employees understand

responsibilities and authorities.

Respective process linkages and the interrelation of the all the organizational personals are

defined in process flow Chart (Appendix 2).

Management representative (IMS)

The Management Representative (MR) appointed by the top management of the

Organization has the following specific responsibilities and authorities for QMS, EMS and

OHS management systems in DPF in addition to the regular functional responsibilities as

below.

− Ensure that the requirements needed for the IMS are established, implemented, and

maintained;

− Reporting to Top management regarding the status, progress and the performance of

organization in implementing the IMS

− Ensure the promotion of awareness of customer requirements

− Controlling the management systems related documents

− Conducting internal audits and reporting results

− Verification of implementation of the corrective action

− Interacting with external agencies like certification body and interested parties;




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− Implementation of decision and action of management review meeting

Document controller− Custodian for safe keeping of all management system related documents

− Incorporation of changes to the documents as directed by MR

− Uploading/distribution of the documents

− Controlling the access to the documents by the user as directed by the MR

− Editing of the documents as approved by the management representative

Internal auditors

− Perform the internal audits as per internal audit schedule

− Maintaining competencies of auditing

− Reporting audit findings to MR

− Verifying corrective action proposal and implementation

− Follow up audits as requested by MR

− Reporting the status of the system audited to the MR

Quality and HSE personals

− Ensures ongoing identification of hazards, assessment of risks and implementation of

the identified control measures is done;

− Ensures ongoing environmental review, significant aspect identification and

Environmental management programmes are done;

− Ensures that information regarding the status of the objectives and the identified

control measures is kept updated;

− Ensures that legal and other requirements within the scope of the company are

identified and communicated to the employees and other interested parties;

− Ensuring that integrated management system requirements are established

implemented and maintained in accordance with to the specifications;

− Reports on the performance of the integrated management system are presented tothe MR for review and basis for improvement of the Integrated management system;

− Conducts periodic inspection of the premises and work activities to ensure that

appropriate safety rules are adhered and identification of any new potential hazards

or environmental incidents which needs further actions;

− Ensures that appropriate training is provided to employees and communicating the

impact of Integrated Management System in the workplace;

− Periodically test and assist in the review of the company’s emergency preparedness

and response plans and procedures;

− Handling and investigation of accidents, incidents and non conformances;




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− Ensure that Internal Audit is conducted smoothly as per audit plan;

− Ensures that pertinent integrated management system information is communicated

to the employees and received from the employees in coordination with theirrespective processes;

− Reports the status of the Safety and Environmental system to the MR for review in

management review meetings.

Activities and related responsibilities related to IMS given in the following matrix.

0B# Activity Responsibility

1. Review & approval of QHSE policy General Manager

2. Conducting ER & HRA Process owner

3. Setting Objectives & Targets Process owner

4. Approval & Establishment of

Management ProgrammeProcess owner

5. Review of Objectives Process owner

6. Identification of Legal & Other

RequirementsMR/ Process owner

7.

Communicating legal requirements

to all working under DPF’s control &

and to interested parties

MR/ Process owner

8. Providing resources for

Implementation of OHSMSGeneral Manager

9. Appointing MR General Manager

10. Identifying training requirements Process owner

11. Organize Training MR/Administration manager

12. Internal Communication MR/ Process owner

13. External Communication MR

14. Participation & consultation MR/ Process owner

15. Document Control MR & document controller16. Implementing Operational Control Process owner

17. Emergency Preparedness &

ResponseProcess owner

18. Review of procedures after

EmergencyProcess owner & MR

19. Calibration of Instruments for

monitoring/measurements

Process owner

20. Handling and Investigating NC’s Process owner




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21. Initiating Corrective & Preventive

ActionsProcess owner

22. Maintaining Records Process owner23. Conducting Internal Audits MR/internal auditors

24. Conducting Management Review General Manager

Detailed Accountability (Activities and Responsibilities) related to IMS given in Appendix: 4

5.5.3 Internal & External Communication & Consultation

As a part of this Integrated Management System, effective communication system is

established through out organization is done in line wit the Procedure for communication,

participation and consultation (IMS-PR-005). Method for internal communication among the

various levels and functions of DPF which includes receiving, documenting and response torelevant communication from external interested parties has been defined in the same

procedure.

The Top Management of DPF decided to communicate externally about its significant

environmental aspects to interested parties if they ask or enquire about it. It will be the

responsibility of the MR to give a report to the interested parties about the significant

environmental aspects. Change of decision to communicate to be discussed during MRM and

method for the same to be finalised.

Participation & Consultation

The Top Management has ensured that the employees are involved in hazard identification,

risk assessment and determination of controls. Workers are involved in incident

investigations and also in review of OHS policies and objectives.

Workers are consulted when there are any changes that affect their OHS like any changes

that affect the workplace, introduction of new machinery or other health and safety matters.

Workers representatives are selected for attending safety meetings. Consultation with

contractors is done whenever there are changes affect their OHS. When appropriate,

consultation with relevant external interested parties are done about the OHS matters

Feedbacks from the employees/contractors received by the QHSE personals and these

would be discussed in the safety meetings.




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5.6 MANAGEMENT REVIEW

5.6.1 General RequirementsDPF reviews established IMS to ensure its suitability, adequacy and effectiveness which

includes assessment for opportunities for improvement and the need for changes to the IMS

as per the Procedure for Management Review (IMS-PR-006)

Management Review meeting is conducted once in a year. The review committee consists of

the following members and is chaired by the GM.

− Management Representative (MR)

−

Quality Manager (QM)− Document Controller (DC)

− All section heads/ managers

− Any other special invitee

Inputs for the period of review to Management Review Meeting related to the process

performance are prepared by the process owners & QHSE representatives and the system

related performances are provided by the Management representative.

The output of the meeting includes the decisions and actions related to the improvement of

the effectiveness of the Integrated Management System. The minutes, after approval by the

GM, is circulated to attendees and management representative for further review and

discussion and following up the implementing the actions decided in the meeting.

6.0 RESOURCE MANAGEMENT

6.1 PROVISION OF RESOURCES

The resources required for implementation is provided by the management to implement

and maintain the integrated management system and continually improve its effectivenessand performance.

6.2 COMPETENCE, TRAINING & AWARENESS

Personnel performing work affecting conformity to product requirements, having the

potential to cause a significant environmental impact and perform tasks that may impact on

OH&S are competent on the basis of appropriate education, training, skills and experience.

The Management ensures this through recruitment of the most appropriate personnel for

the required jobs in terms of competency.




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Competence requirements are determined through job descriptions. Where additional

training is required to enhance the competence of personnel, these are handled in

accordance with Procedure for Training (IMS-PR-007). All training carried out is evaluated foreffectiveness. The method for this is also defined in the above mentioned procedure.

6.3 INFRASTRUCTURE

The infrastructure facilities required to achieve planned results are identified and maintained

as follows:

− All equipments required for provision of production are identified and made

available.− Their maintenance activities are carried out in planned manner to ensure reliability.

− Software and hardware used are controlled and maintained to ensure the availability

of licensed and updated versions as required.

− Equipments and supporting services are identified and maintained as per the

established communication, & preventive maintenance system.

The availability of the process equipment and supporting services are reviewed by

management also during the Management Review Meeting and internal meetings, for the

capability to meet to the requirements of the customers and interested parties.

DPF ensures the availability of latest versions of software that may be needed for carrying

out the activities as required. Arrangements are made with the relevant suppliers for

updates.

6.4 WORK ENVIRONMENT

A work environment suitable for achieving conformance to product requirements is

maintained. Data from the quality system is also evaluated to determine if the work

environment is sufficient for achieving conformance to the requirements, or if preventive or

corrective action related to the work environment is to be taken.

The present work environment is determined to be suitable to the range and scopes of the

service carried out by DPF:

− Work instructions are available for all general safety rules.

− Safety Rules and Protective Equipments – To create awareness, respective safety

instructions are displayed and provided with the necessary protective equipments.




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− Other welfare facilities are also provided to the employees like drinking water facility,

transport from the accommodation to the work place, free accommodation facilities

and food.− Proper house keeping is maintained taking safety into consideration.

− Maintaining the environment by planting trees and promoting greenery in the camp

areas.

Top management reviews the suitability of the work environment needed to achieve the

conformity of the product requirements and to enhance the organization in achieving the

QHSE Policy, Objectives, Targets and system performance etc through Management Review

Meeting.

7.0 PRODUCT REALISATION

7.1 PLANNING OF PRODUCT REALISATION

Planning for the realisation of DPF’s products/services is an ongoing process. The production

planning is done by the General Manager along with production engineer. The controls

needed to achieve the product conformity as well as activities associated with the identified

significant environmental aspects and identified risks are established and maintained

through various procedures, method statement and work instructions

During planning, DPF determines:

− The objectives and requirements of the contract/agreement with client.

− The need to establish processes, documents, and provide resources specific to the

service.

− Required verification, validation, monitoring, measurement, inspection and test as

per procedure (IMS-PR-017) and activities specific to the contract/service agreement

and the criteria for service acceptance.

− Records needed to provide evidence that the realization process and resulting

contract meets the requirements.

− The output of this planning process is in a manner suitable for DPF and is identified

through the relevant operating procedures in the IMS.

The complete flows of planning activities are defined through Procedure for Plan & Process

(IMS-PR-020)




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7.2 CUSTOMER RELATED PROCESS

7.2.1 Determination of Requirements related to the Service

DPF determines the requirements related to the services (stated/implied) as below, but not

limited to:

− Customer/Market needs

− Cost involved

− Relevant statutory & regulatory requirements (if applicable)

− Reference to the international standard (if applicable)

− Organizational Codes of Practice− Organizational Policies & Objectives

− Organizational capability

− Relevant similar past experience in new product/service launching

− Source of purchase

− Mode of transportation

− Present storage, handling & delivery methods

− Present over heads

− Storage reliability

− Suppliers reliability

− Product/Service reliability

− Competitors Product/Service

− Competency of present available personals

− Inspection requirements

− Anticipated market requirements

− Inventory cost

− Identification & Traceability requirements

− Product specifications− Stages of inspection and requirement

− Reports of qualification tests

− Transport requirement

− Post delivery Activities




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7.2.2 Review of Requirements related to Contracts

DPF reviews the requirements related to the Contract and service prior to the commitment

to supply to the client by reviewing the requirements from the client. The review is carriedout by the General Manager and the Production Engineer/Supervisor who determines if the

service can be provided or not.

Requirements related to the client are also identified clearly at the tendering process itself.

The scope of work and the project deliverables clearly indicates the needs of the client. The

specifications and instructions that accompany the tender documents are clear in identifying

the requirements of the client related to the contract. Clarifications and further information

is received through the pre-tender meetings, or discussions and meetings with the client,

visits to the site or proposed site areas, etc. Document and records which are controlledduring the contract period are as follows.

− Tender Documents

− Authorisation for Pricing

− Order transfer note

− Progress Report

− Supplier quotation

− Quotation to customer

− Job card

− QA/QC documents

− Estimation sheets

− Order receipt

− Customer and contract document

− Intermediate completion of services

− Customer product / data sheet

In situations where the client is not provided any documented statement of requirement,the same is confirmed by DPF before making final commitment. Where contract

requirements are changed, DPF ensures that the relevant documentation is amended and

relevant personnel are made aware of the changed requirements. Details of contract review

is given in the procedure (IMS-PR-016)




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7.2.3 Customer Communication

For the effective implementation to meet the requirements of DPF’s customer, appropriate

channels of communication is established in relation to product information, enquiries,contracts, order handling, amendments, Contract information, enquiries, and feedback

including customer complaints and interested party communication. Detailed process

communication is given Procedure for communication, participation and consultation (IMS-

PR- 005)

7.3 DESIGN AND DEVELOPMENT

DPF carries out its design and development activities as per the procedure for Design and

Development (IMS-PR-025).

Design requirements of customers pertaining to their product needs are reviewed by the

General Manager along with related specifications and international standards. Design

clarifications are discussed with the customers to ensure conformity to their requirements.

Design drawings and concrete mix designs are forwarded to the customers including

technical submittals for their approval.

Design inputs are identified and reviewed by the General Manager before handing over tothe QA/QC Manager Design outputs are verified against the inputs by the QA/QC Manager

and General Manager. Outputs are in the form of design drawings and concrete mix designs.

These outputs are likewise submitted to the customer for their approval. Review of designs

is performed internally by the QA/QC Manager and General Manager. Verification and

validation arrangement and maintenance of results are detailed and can be referred to in

procedure for Design and Development.

Changes in design are discussed, through variations, and agreed upon with the customer.

These changes undergo the same process of review, verification, testing/validation and

approval. Records for these activities are appropriately maintained.

7.4 PURCHASING

DPF has established a system to demonstrate its commitment and method through following

section on its commitment and method for Purchasing process, Purchasing Information and

Verification of Purchased products.




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DPF extends the control over supplier and outsourced processes and to the purchased

products through the Procedure for purchasing (IMS-PR-008). Quality performance of

suppliers is monitored. Suppliers showing inadequate performance may be asked toimplement corrective actions, and be downgraded or discontinued. In case there are

identified OH&S risks of goods, equipment and services purchased, the controls are

identified and if required communicated to the supplier or sub-contractor.

Purchased products are inspected by requestor or the relevant managers. This includes

verification of product identity and quantity, visual inspection and, where applicable,

verification that all requested certificates and quality records are available. Review also

ensures that the purchased product meets the specified requirements. When deviations are

identified, the supplier is contacted to discuss the corrective action.

7.5 PRODUCTION AND SERVICE PROVISION

7.5.1 Control of Production and Service Provision

DPF established control procedures covering all areas of company like general working areas,

project sites, contract/project management, manufacturing, installation etc to make sure its

activities are carried out under controlled conditions. Controlled conditions include the

following: (where applicable)

− The availability of information that describes the characteristics of the products and

services offered by DPF.

− The availability of work instructions as necessary

− The availability of information that describes the characteristics of the project

through timing plan and method statement

− The use of suitable equipment identified through resource planning.

− The availability and use of monitoring and measuring equipments.

− The implementation of monitoring and measurement, and

− The implementation of product release, delivery, and post delivery activities.

To ensure this, DPF develops ‘Method Statements/Work Instructions’ as required by the

clients or needs of the projects. A standard method statement contains the details on how to

ensure quality of the products in line with the requirements of the customer. The final

customization is approved by the General Manager prior to sending out to the client for

approval. Details are available in the procedure for Production process (IMS-PR-021).




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7.5.2 Validation of Processes for production & service provision

DPF validates special processes where the resulting output cannot be verified by subsequent

monitoring and measurement. Validation arrangements include review and approval ofprocesses and use of specific method statements and procedures. Equipment used for these

processes are presented to the customer for approval. Qualification of personnel is

evaluated to ensure competence in performing tasks associated with these processes.

7.5.3 Identification & Traceability

For Identification and Traceability, a procedure has been established to define the

requirements for identification of materials or manufactured items during all stages of

production. DPF applies traceability back to source in its product to ensure that each

uniquely identified pipe is capable of being linked, through the appropriate records and testresults, to concrete batches and source materials. This ensures that the delivered product

meets the Customer's requirements. Records, particularly those relating to monitoring and

measurement, identify the product status at various stages. All records necessary to

maintain traceability are retained for a period of not less than 3 years.

When required by contracts, laws and regulations, or voluntary standards traceability is

implemented to the extent specified. Traceability may also be implemented for internal

reasons, to facilitate corrective action. Details are available in procedure for Identification &

Traceability (IMS-PR-018).

7.5.4 Customer Property

Customer-supplied products are received and inspected by the organization, in the event the

supplied products fail receiving inspection, or are not suitable for any other reason, the

customer shall be reported and records of the same shall be maintained. Storage, handling,

and preservation of customer-supplied products follow the same procedures that apply to

purchase products.

Customer’s software, documents, and other intellectual property are protected to the same

extend as would internal documents of similar content, unless there are contractual

requirements for special measure to protect customer’s intellectual property. When

specified in a contract, special handling instructions from customers will take precedent over

the company's standard procedures. Customers are contacted in the event of loss, damage,

deterioration, or unsuitability of their products.




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7.5.5 Preservation of Product

Preservation of Product by DPF describes in the relevant procedures, the conformity of its

product at every stage from receipt of raw materials to delivery to its intended destination. Itincludes the identification, handling, storage and protection of both the pipes and the

constituents of the pipes in order to maintain the conformity requirements. Details are

mentioned in procedure for storing and delivery (IMS-PR-023).

7.6 CONTROL OF MONITORING AND MEASURING EQUIPMENTS

DPF determines the required monitoring and measurement to be undertaken, and the

suitable devices that are needed to provide evidence of conformity of product to determined

requirements. Processes are established to ensure that monitoring and measurement can be

carried out and are carried out in a manner that is consistent with the monitoring andmeasurement requirements. Where there is a requirement, the measuring equipments are

calibrated and certified. In order to ensure valid results, all monitoring and measuring

equipments are calibrated or verified or both at specified intervals, or prior to use, against

measurements which are traceable to international or national standards. Where no such

standards exist, the basis used for calibration or verification is:

− documented

− adjusted or re-adjusted as required

− identified as to its calibration status

− safeguarded from adjustments that would invalidate the measurement result

− protected from damage and deterioration during handling, maintenance and storage.

List of equipment, schedule for maintenance, records Inspection & Testing for etc are

retained as quality records for those internal equipments that require to be maintained for

ensuring accuracy of the system. All such equipment are protected and stored so that it is

prevented from un-authorized adjustments. The procedure for Inspection, Calibration andVerification (IMS-PR-019) and Maintenance of Equipment (IMS-PR-024) includes the details.




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8.0 MEASUREMENT/ ANALYSIS IMPROVEMENT

8.1 GENERAL

DPF plans and implements the monitoring, measurement, analysis and improvement

processes to demonstrate conformity of the product/process; the key characteristics of its

operations that can have a significant environmental impact and OH&S performance is to

ensure conformity with the Integrated Management System and to continually improve the

effectiveness of the Management System.

8.2 MONITORING AND MEASUREMENT

8.2.1 Customer Satisfaction

Customer satisfaction is measured by collecting and analyzing direct customer feedback, and

by measuring secondary indicators of customer satisfaction. Customer satisfaction data is

used by the Top Management to identify opportunities and priorities for improvement. The

General Manager and the QA/QC Manager is responsible for developing suitable indicators

of customer satisfaction, and for defining methods for collecting and analyzing the pertinent

information in their areas. Information and data pertaining to customer satisfaction are

collected from several sources such as but not limited to:

− On-going feedback from customers,

− Surveys using Customer suggestion and Survey Form (CN-OF-01) at the completion of

each project,

− Analysis of trends of Customer satisfaction/complaints/Safety Reports issued by

client

− Awards and recognitions,

− Repeat customer rates, and Market share.

− Lost business analysis

Results of Customer Satisfaction Surveys and the perception of the customers is analysed by

the Management Representative and presented during the Management Review Meetings.




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8.2.2 Internal Audit

Internal audits aims to verify conformance of the planned arrangements to the requirementsof the standards and to that of the integrated management system established. DPF carries

out internal audit of the Integrated Management System of the process once in 6 months.

During the internal audit, it is ensured that all activities are audited. Company maintains

required number of trained internal auditors to carryout the internal audit programme. The

internal audit process is defined in the Procedure for Internal Audit (IMS-PR-009).

8.2.3 Monitoring & Measurement of Processes and Evaluation of Compliance

8.2.3 (a) Monitoring & Measurement of Processes

The Integrated Management System processes are monitored by variety of approaches and

techniques, as appropriate for a particular process and its importance. These include:

− Conducting internal audits of the management system;

− Monitoring trends in corrective and preventive action requests;

− Analysing product conformity and other quality performance data and trends.

Progress monitoring and measurement through appropriate stages of product/

service provision. Monitoring and Measurement of Product performed at all

stages according to Inspection and Testing procedures (IMS-PR-017).

− Measuring and monitoring customer satisfaction;

− Monitoring of environmental objectives that monitors compliance with

Environmental Management Programmes taken for the identified Significant

Impacts;

− Monitoring of the Safety Management Programmes that monitors compliance

with the Risk Control Measures taken for the identified Risks;

− Legal Requirements and compliance to applicable legislation and regulatory

requirements;

− Non-Conformance Reports used to monitor the measures taken during accidents,

ill health, incidents to ensure that appropriate measures are taken to eliminate,

control or mitigate the root cause;

− Regular Inspections by Quality and HSE personals in order to review the OH&S

and environmental status in DPF.

When an Integrated system process does not conform to the requirements, Non-Conformity

Report is raised and the correction & corrective action is taken by the relevant ProjectManagers /Process Owners.




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8.2.3 (b) Evaluation of Compliance

DPF has committed to compliance of applicable legal and other requirements it subscribes

related to its environmental aspects and OH&S issues. Compliance evaluation of applicablelegal and other requirements is done by the process owner and MR together and the results

of the evaluation are discussed during MRM.

8.2.4 Monitoring & Measurement of Product

DPF has established measuring and monitoring of its products and services through one or

more of the following methods:

− Progress monitoring and measurement through appropriate stages of

product/service provision;− Evidence of conformity of product/service through feedback from clients and where

applicable certifications by third parties is recorded and maintained for every pipe

before it leaves the factory premises. Details of testing and inspection are mentioned

in Procedure for Testing and Inspection (IMS-PR-017).

− Product release is conditional to having met the requirements, if not it has to be

approved by the General Manager in consultation with the QA/QC Manager and the

client.

− Monitoring the status of the objectives and action plan.

− Records indicating authorised persons releasing the products for delivery to the

clients.

8.3 Control of Non-Conforming Products

DPF has established and maintains a system for Identifying, Controlling, Handling and Taking

proper action and authorities for dealing with detected non-conformity. These methods are

defined through the Procedure Control of Non-Conforming products (IMS-PR-PR 010).

8.4 Analysis of Data

DPF collects, complies and analyses information and data required for evaluating the

suitability and effectiveness of the management system and for identifying opportunities for

continual improvement. Data and information available in records are compiled and

analysed periodically to determine trends in the performance and effectiveness of the

management system and to identify opportunities for improvement.

The Management Representative is responsible for coordinating these activities and for

reporting conclusions and trends to the Top Management. This is usually done within the

framework of management reviews of the Integrated Management System. Following

categories of information and data are recorded, compiled and analysed:




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− OH&S and Environmental Performance and records of communication from

Employees.− Conformance to product/service requirements

− Status of Non-Conformances and areas of re-occurrence.

− Action against non conformances

− Characteristics and trend of processes and products including opportunities for

preventive action

− Supplier quality performance recorded in Supplier Re-Evaluation and evaluated for

trends by purchasing dept.

− Customer Satisfaction Levels – recorded in Customer Satisfaction Survey Form

− Customer Complaints – recorded in Non-Conformance Report and evaluated for

trends.

− Effectiveness of Training – recorded in Training Record.

− Effectiveness of Integrated Management System – recorded in Audit Observation

Sheet and evaluated for trends.

8.5 Improvement

DPF has deployed continual improvement principle throughout the entire organisation. The

improvement effort is driven by goals defined in the policy and objectives. Improvement

opportunities are identified by analysing quality, environmental and OHS performance data

and information. Improvement projects are defined and implemented through the system of

corrective and preventive actions, and management review actions.

Causes of identified non-conformities are investigated and, where appropriate, corrective

actions are implemented to ensure that non-conformities do not recur. Preventive Actions

are implemented to eliminate the causes of potential nonconformities. Corrective and

preventive actions taken are recorded and are followed up to ensure that they have been

properly implemented and that they are effective.

8.5.1 Continual Improvement

Top management of DPF ensures the improvement in effective implementation and

performance of the integrated management system by systematically reviewing and

updating the QHSE policy, Quality, OHS and environmental objectives, analysing audit results

and other data from monitoring and measurement relevant to quality, environment and

safety performance, corrective and preventive action and the management review.




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System performance is evaluated by management reviews of the management system.

Where the performance falls short of a defined objective, the management review identifies

specific improvement actions to reach the objective. When an objective is reached, themanagement review may set a new, higher objective in this area and specify new

improvement actions for reaching it.

In addition to management reviews, process owners identify improvement opportunities

continually, based on daily feedback from their operations and other activities. Employees

are also encouraged to come forward with ideas for improving products, processes, systems,

productivity, and working environment. These improvement opportunities are evaluated and

prioritised by the Managers and, where appropriate, are discussed during the Management

Reviews.

8.5.2 Corrective Action

The need for corrective action is determined on the basis of identified actual non-

conformities. Corrective action requests are typically triggered by such events as a failed

inspection, customer complaint, deviation from work instruction/legal

requirements/regulations, non-conforming delivery from a supplier, or a system audit

finding. DPF has established a procedure for handling corrective actions as below, details of

which are available in Procedure for Corrective and Preventive Action (IMS-PR- 011)

8.5.3 Preventive Actions

The need for preventive action is determined on the basis of information and data regarding

capability and performance of processes, product non-conformity rates, post-production

experience feedback, service records, customer complaints, and system audit findings. Such

information and data are collected and analysed to detect unfavourable trends that, if not

checked, will increase the risk of non-conformities. The system for collecting and analysing

quality performance information and data is as per the following procedure, and details of

which are available in Procedure for Corrective and Preventive Action (IMS-PR-011).




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9.0 Operational control

DPF identified all operations and other processes that have associated with the identifiedsignificant environmental aspects and OH&S risks, objectives and targets in order to ensure

that they are carried out under controlled conditions. Documented work instructions are

prepared for those aspects and risks which cab be managed by carrying out the associated

operations under specified conditions. These controls are put in place for situations where

their absence could lead to deviation from the organization’s policy, objectives or targets as

per the Procedure for Operational Controls (IMS-PR-012). Required operating criteria and

records to maintain in which this parameter are recorded are specified in the work

instructions.

10.0 Emergency Preparedness & Response

DPF has identified potential emergency situations which have greater impact on the

environment, occupational health and safety and defined Emergency Response Plans (ERP’s)

on how to respond to them. Method to review its emergency preparedness and response

plans and procedures, particularly after occurrence of incidents or emergency situations has

been defined in Procedure for Emergency Preparedness and Response (IMS-PR-013).

11.0 Incident investigation

All Incidents with OHS concerns are reported to the HSE Representative by the section/site

supervisor immediately after the incident. HSE representative upon receiving the

information, immediately visit the site to collect all possible available information from

incident site. After assessing the potential/actual severity of the incident, HSE representative

reports the same to MR who in turn reports the matter to General Manager. Decision to

investigate the incident is taken by GM and once decided to investigate the incident, MR

constitutes an investigation team to investigate & analyze the incident as per the Procedure

for Incident Investigation (IMS-PR-014)

The investigation team submits a report with in a week by including Underlying OHS

deficiencies & factors causing & contributing to the incidents, need for corrective action,

opportunities for preventive action and for continual improvement. Concerned process

owner has to initiate corrective/preventive action as per the investigation report.




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CROSS REFERENCE TABLE

Section Title ISO9001:2008

ISO14001:2004

OHSAS18001:2007

Amendment Record Sheet

Scope and Exclusion

Introduction to DPF Manual

1.0 DPF Policy 5.3 4.2 4.2

2.0 Company Overview and Structure

3.0Approach to Integrated

Management System4.1 4.1 4.1

4.0 General/DocumentationRequirement

4.1 General 4.2.1 4.4.4 4.4.4

4.2 DPF Manual 4.2.2 4.4.4

4.2.2 Control of Document 4.2.3 4.4.5 4.4.5

4.2.3 Control of records 4.2.4 4.5.4 4.5.3

5.0 Management Responsibility 5.0 4.4.1 4.4.1

5.1 Management Commitment 5.1 4.2

5.2 a Customer Focus 5.2

5.2 b Legal & Other Requirements 4.3.2 4.3.2

5.3 Policy 5.3 4.2 4.2

5.4 Planning

5.4.1 Objectives & Targets 5.4.1 4.3.3 4.3.3

5.4.2 Environmental Aspects 4.3.1

5.4.3Hazard Identification, Risk

Assessment & Risk Control4.3.1

5.5Responsibility, Authority &

Communication5.5.1 Responsibility & Authority 5.5.1 4.4.1 4.4.1

5.5.2Management Representative &

Appointees5.5.2 4.4.1 4.4.1

5.5.3Internal & External

Communication5.5.3 4.4.3 4.4.3

5.6 Management Review 5.6 4.6 4.6

6.0 Resource Management

6.1 Provision of Resources 6.1 4.4.1 4.4.1

6.2 Competence, Awareness & 6.2.2 4.4.2 4.4.2




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Training

6.3 Infrastructure 6.3 4.4.1 4.4.1

6.4 Work Environment 6.4

7.0Product Realisation,

Implementation & Operations

7.1 Planning of Product Realization 7.1 4.4.6 4.4.6

7.2 Customer Related Processes

7.2.1Determination of Requirements

related to the product7.2.1

4.3.1, 4.3.2,

4.4.64.4.6

7.2.2Review of requirements related to

the product7.2.2 4.3.1, 4.4.6 4.4.6

7.2.3 Customer Communication 7.2.3 4.4.3 4.4.3

7.3 Design & DevelopmentNot in

Scope

7.4 Purchasing

7.4.1 Purchase Process 7.4.1 4.4.6 4.4.6

7.4.2 Purchasing Information 7.4.2 4.4.6 4.4.6

7.4.3 Verification of Purchased Product 7.4.3 4.4.6 4.4.6

6.2Training, Awareness,

Competence6.2 4.4.2

7.5 Production & Service Provision

7.5.1Control of Production & Service

Provision7.5.1 4.4.6

7.5.2Validation of Processes for

production and service provision

Not in

Scope

7.5.3 Identification & Traceability 7.5.3

7.5.4 Customer Property 7.5.4

7.5.5 Preservation of Product 7.5.5 4.4.6

7.5 Control of Monitoring &Measuring Equipments

7.6 4.5.1 4.5.1

8.0Measurement / Analysis and

Improvement

8.1 General 8.1 4.5.1 4.5.1

8.2 Monitoring and Measurement

8.2.1 Customer Satisfaction 8.2.1 4.5.1

8.2.2 Internal Audit 8.2.2 4.5.5 4.5.4

8.2.3 a

Monitoring & Measurement of

processes 8.2.3 4.5.1 4.5.1




مصنع لدوحة




8.2.3 b Evaluation of Compliance 4.5.2

8.2.4Monitoring & Measurement of

Product

8.2.4 4.5.1 4.5.1

8.3Control of Non Conformances &

Emergency Preparedness

8.3 a Control of Non Conformances 8.3 4.4.7, 4.5.3

8.3 bEmergency Preparedness &

Response4.4.7 4.4.7

8.4 Analysis of Data 8.4 4.5.1 4.5.1

8.5 Improvement

8.5.1 a Continual Improvement 8.5.14.2, 4.3.3,

4.64.3.4

8.5.1 b OH&S Management Programmes 8.5.1 4.3.4

8.5.2Accidents Incidents, Corrective &

Preventive Action

8.5.2 a Accidents & Incidents 8.5.2 4.5.2

8.5.2 b Corrective Action 8.5.2 4.5.3 4.5.2

8.5.2 c Preventive Action 8.5.3 4.5.3 4.5.2