Friday, June 7, 2013
Internal Quality Audit of Garments
Objective
To ensure that each department works according to the Quality Management System.
Scope
This procedure applies to all internal audit activities within the departments participating in the quality system.
Responsibility
The MR of Muazzuddin Texttile Limited is responsible for the preparation of audit schedules and selecting independent auditors for all departments. The Auditor is responsible for audit and follow up procedures.
Procedure
4.1.1 All departments will be audited at least once in a year. Audits of any or all departments may be carried out more frequently on the advice of Chief Executive /Management Representative or as a result of previous audits.
4.1.2 MR of the organization with his coordinator prepares the Internal Quality Audit Schedule on yearly basis which contains the audit dates and name of the auditors. The schedule is presented to all department Heads.
4.1.3 In case of any change Internal Quality Audit Schedule MR/3/09 may be revised and reissued.
This procedure applies to all internal audit activities within the departments participating in the quality system.
Responsibility
The MR of Muazzuddin Texttile Limited is responsible for the preparation of audit schedules and selecting independent auditors for all departments. The Auditor is responsible for audit and follow up procedures.
Procedure
4.1.1 All departments will be audited at least once in a year. Audits of any or all departments may be carried out more frequently on the advice of Chief Executive /Management Representative or as a result of previous audits.
4.1.2 MR of the organization with his coordinator prepares the Internal Quality Audit Schedule on yearly basis which contains the audit dates and name of the auditors. The schedule is presented to all department Heads.
4.1.3 In case of any change Internal Quality Audit Schedule MR/3/09 may be revised and reissued.
4.1 Audit
4.2.1 Auditor/audit team perform audit, conducts opening meeting with auditee/ departmental head and note down audit results.
4.2.2 Detail of persons interviewed, documents checked and other audit activities are recorded on Audit Activity Log, MR/3/10.
4.2.3 Any nonconformity found during the audit is reported on Nonconformity Report, MR/3/11. Department heads will decide on corrective action and target dated.
4.2.4 For each audit, an Audit Summary Report, MR/3/12 is prepared.
4.2.5 The non conformities are discussed with the auditee in a closing session after conducting the audit and copy of the non-conformity reports are also presented to the auditee on the same day. The auditor prompts the auditee for review of the non conformities raised and agrees on the corrective action and target date suggested by the auditee.
4.2.6 In case of disagreement over a non conformity between Auditors and Auditee, the issue is finally resolved by the Management Representative.
4.2.7 Copy of Audit Summary Report may be provided to the Auditee while original is retained by MR.
4.2.8 In case of second party audit the same procedure is adapted and same reports are used.
4.3 Follow up:
4.3.1 Follow up audit is conducted either by the auditor who conducted the first audit or by other independent auditor assigned by MR, thereby closing NC forms by target dates as stated in.
4.3.2 If in the follow up audit it is observed that action taken on any nonconformity is not effective or not taken then a Corrective & Preventative Action Form, MR/3/07 is raised.
4.3.3 For statistical purposes as an aid to improvement, the Audit Statistics Report, MR/3/13 is completed for each audit.
4.4 Second Party Audit
4.4.1 The second party audits are done by the consultant or any approved source, which is independent of the activities of the organization. The records are maintained as per this procedure.
4.4.2 The Management Representative is responsible for the follow up.
5.0 Related Documents
Internal Quality Audit Schedule (MR/3/09)
Audit Activity Log (MR/3/10)
Non Conformity Report (MR/3/11)
Audit Summary Report (MR/3/12)
Audit Statistics Report (MR/3/13)
CPA Request Form (MR/3/07)
4.2.1 Auditor/audit team perform audit, conducts opening meeting with auditee/ departmental head and note down audit results.
4.2.2 Detail of persons interviewed, documents checked and other audit activities are recorded on Audit Activity Log, MR/3/10.
4.2.3 Any nonconformity found during the audit is reported on Nonconformity Report, MR/3/11. Department heads will decide on corrective action and target dated.
4.2.4 For each audit, an Audit Summary Report, MR/3/12 is prepared.
4.2.5 The non conformities are discussed with the auditee in a closing session after conducting the audit and copy of the non-conformity reports are also presented to the auditee on the same day. The auditor prompts the auditee for review of the non conformities raised and agrees on the corrective action and target date suggested by the auditee.
4.2.6 In case of disagreement over a non conformity between Auditors and Auditee, the issue is finally resolved by the Management Representative.
4.2.7 Copy of Audit Summary Report may be provided to the Auditee while original is retained by MR.
4.2.8 In case of second party audit the same procedure is adapted and same reports are used.
4.3 Follow up:
4.3.1 Follow up audit is conducted either by the auditor who conducted the first audit or by other independent auditor assigned by MR, thereby closing NC forms by target dates as stated in.
4.3.2 If in the follow up audit it is observed that action taken on any nonconformity is not effective or not taken then a Corrective & Preventative Action Form, MR/3/07 is raised.
4.3.3 For statistical purposes as an aid to improvement, the Audit Statistics Report, MR/3/13 is completed for each audit.
4.4 Second Party Audit
4.4.1 The second party audits are done by the consultant or any approved source, which is independent of the activities of the organization. The records are maintained as per this procedure.
4.4.2 The Management Representative is responsible for the follow up.
5.0 Related Documents
Internal Quality Audit Schedule (MR/3/09)
Audit Activity Log (MR/3/10)
Non Conformity Report (MR/3/11)
Audit Summary Report (MR/3/12)
Audit Statistics Report (MR/3/13)
CPA Request Form (MR/3/07)
Monday, June 3, 2013
Corrective and Preventive Actions for garments
1.0 Objective
This procedure outlines the
requirements of taking appropriate Corrective and Preventive Actions against
non-conformance or the potential non conformance in order to avoid or prevent
the reoccurrence of non-conformity.
2.0
Scope
This procedure
is applicable to all functions in the company who can suggest and implement
corrective and preventive actions for continual improvement in the quality
management system.
3.0
Responsibilities
◊
The Management Representative has
responsibility for directing the activities of this procedure.
◊
All company personnel are encouraged to
identify and bring into the notice of their supervisor an area for improvement
in the quality management system.
◊
The section in-charge or departmental head can
initiate the corrective and preventive action by filling in the Corrective /
Preventive Action Request (CPAR) describing the unsatisfactory condition or the
improvement suggestion.
4.0
Procedure
4.1 Improvement
All company
personnel are encouraged to identify opportunities for improvement in the
quality management system related to his work function. The improvements may be
identified in the following manner:
a) Progressive
up-grading the quality objectives on routine basis
b) Performance
improvements
c) Initiating
corrective actions on recurrent problems
d) Initiating
preventive actions on potential non-conformities
e) Giving
suggestions for improvement
f) Quality
Circles
4.2
Initiating Corrective Actions
Corrective
actions are taken to eliminate the causes of non-conformities to prevent their
recurrence. Corrective Actions may be initiated in the following cases:
: Identification
of major product non-conformity or recurrent problems
: Any
non-compliance identified during follow up internal quality audit
: Customer
feedback including customer complaints
: Non-conforming
deliveries from suppliers
4.3
Requesting and Processing
CAR’s
Corrective
actions can be initiated by any person in the company by reporting it to his
section in-charge or departmental head. The concerned section in-charge or
departmental head fills in the Corrective / Preventive Action Request (CPAR).
The request contains a description of the unsatisfactory condition that needs
to be corrected and are addressed to the manager who is responsible for the
area where condition occurred.
The CPAR is
sent to MR, who reviews the corrective action with concerned departmental head.
After approval by departmental head, the responsible person and target date for
implementing the corrective actions are assigned then the corrective action listed
into Corrective Action Log.
The
responsible person investigates the causes of the problem that initiated the
request. The investigation process includes:
: Interviewing
the concerned persons and gathering their views about the possible causes of
non-conformities.
: Observing and
examining the concerned processes and related records.
: Examining the
supplier and his supplies, where required.
: If
appropriate, make use of statistical techniques (cause and effect diagram) to
determine root causes.
He then
proposes a corrective action to be taken and indicates the date by which the
corrective action will be fully implemented.
4.4
Implementation of Corrective
Action
When a
corrective and preventive action is decided upon, it is implemented on trial
basis and the results are closely monitored. Further measures or changes in the
measures may have to be made during the trial period until satisfactory results
are attained. The magnitude of corrective action depends on the nature of
non-conformity and its effect on the quality of product.
4.5
Verification of Corrective
Action
On, or
immediately after, the due date of implementation of a corrective action,
concern person follows up to determine if the corrective action has been
implemented and if it is effective. When there is objective evidence that the
corrective action is effective, the CAR can be closed out. If more work is
needed to fully implement the action, a new follow up date is agreed upon.
When the
corrective and preventive measures are found to be effective, they are
incorporated in the quality system by making suitable changes in the relevant
documents such as drawings, specifications, operating procedures, work
instructions and quality system procedures.
4.6
Preventive Actions
Preventive
actions are taken to eliminate any potential causes of non-conformity. The
objective is to provide a mean for detecting any deterioration in processes,
work standards and systems and thus to prevent the occurrence of a
non-conformity.
The need for
preventive action is brought out by analysis of the following information:
: Data on
product and process trends
: Customer
feedback
: Inspection and
test records
: Performance
reviews of suppliers
A preventive
action can also be initiated by any person by reporting it to his/her
(Employee) section in-charge or departmental head who fills in the CPAR and
sends it to MR. The procedure for processing, implementation and follow-up of
preventive actions is the same as described in subsections 4.3, 4.4, and 4.5
above.
4.7 Management Review meetings
Status of
corrective and preventive actions is presented in management review meetings as
input. MR compiles the status of corrective and preventive actions and submits
it in the management review.
5.0
Records
Related to Improvement Procedure
Corrective /
Preventive Action Request
(MR/3/07)
Corrective
& Preventive Action Log
(MR/3/08)
Procedure for Administration in garments industry
1.
Purpose & Scope:
To develop an effective system this identifies and
evaluates the health and the working environment of the company. Production
unit comes with in the scope of this work Instruction.
2.
Responsibilities:
The Administration Manager & MR is responsible for directing the
activities relating to this work instruction.
3.
Procedure:
3.1
Medical History:
When ever any employee will be hired
for Muazuddin Textile Limited the doctor will check the
Worker and will prepare the Medical History Card of the
worker.
3.1.2 Doctor will
examine the worker weather he / she has any history of such a disease, which is
transferable like hepatitis T.B etc, or not if any of the person carries such a
diseases Doctor will inform the Admin dept.
3.1.3 No such
person will be employed in Muazuddin Textile Limited who carries such a
disease, which is transferable.
3.1.4 Every three
months doctor will examine all employees and will keep the history of the
worker in the Medical History Card (ADM/3/01).
3.1.5 Medical
History Card will be kept in every employees file.
3.1.6 If the
Medical History Card is not properly maintained Admin Manager should raise a
CPA to inform & take necessary initiative by the higher management.
3.2
Working Environment:
3.2.1
On monthly bases Admin Dept. or MR will check the
working condition and the environment of
The factory.
3.2.2 During the visit Admin Manager will prepare
the working Environment Check list (ADM/3/02).
3.2.3 Admin Manager can raise CPA if he founds
working environment unsatisfactory.
4.
Related Documents:
Medical History Card ADM/3/01
Working Environment Check List ADM/3/02
Procedure For Human Resources (HR) & Training for Garments industry
1. PURPOSE
To identify, provide and track employee-training requirement, for all employees in the organization.
To identify, provide and track employee-training requirement, for all employees in the organization.
2. SCOPE
This procedure is applicable for all the employees of the organization
3. RESPONSIBILITIES & AUTHORITIES
The administrative manager is responsible to follow this procedure & MR monitors the update status of the activities.
4. PROCEDURE
4.1Hiring of Personnel
The job requirements and specifications for a position (e.g., minimum qualification, experience and other requirements related to the job position) are defined in the concerned Job Description.
The requirement for any hiring is identified by Factory Manager / concerned departmental head. The request for new hiring is communicated to Factory Manager through Personnel Requisition form.
Factory Manager reviews and assesses the legitimacy and validity of the new hiring and makes recommendations for the new hiring. The requisition is then forwarded to Managing Director for approval of new hiring.
After approval, the position is advertised in the notice board or local newspapers. In addition, personnel having any reference may be directly contacted. The candidates are asked to submit their CVs/bio-data.
The bio-data are scrutinized and short-listed by Administration Department basis on the requirements of the job position. Short-listed candidates are issued call for interview.
A panel of interviewer is formed to interview and assess the candidates. The interview panel consists of following members:
n Managing Director / Executive Director / Director
n Factory Manager
n Admin Manager
n Concerned Departmental Head
The candidate is initially hired on temporary basis for a 3 (three) month’s probationary period after which his/her performance is reviewed and assessed by his departmental head. In case of satisfactory performance, he is hired on permanent basis. This rule may not be applicable for hiring operators / helpers /workers.
This procedure is applicable for all the employees of the organization
3. RESPONSIBILITIES & AUTHORITIES
The administrative manager is responsible to follow this procedure & MR monitors the update status of the activities.
4. PROCEDURE
4.1Hiring of Personnel
The job requirements and specifications for a position (e.g., minimum qualification, experience and other requirements related to the job position) are defined in the concerned Job Description.
The requirement for any hiring is identified by Factory Manager / concerned departmental head. The request for new hiring is communicated to Factory Manager through Personnel Requisition form.
Factory Manager reviews and assesses the legitimacy and validity of the new hiring and makes recommendations for the new hiring. The requisition is then forwarded to Managing Director for approval of new hiring.
After approval, the position is advertised in the notice board or local newspapers. In addition, personnel having any reference may be directly contacted. The candidates are asked to submit their CVs/bio-data.
The bio-data are scrutinized and short-listed by Administration Department basis on the requirements of the job position. Short-listed candidates are issued call for interview.
A panel of interviewer is formed to interview and assess the candidates. The interview panel consists of following members:
n Managing Director / Executive Director / Director
n Factory Manager
n Admin Manager
n Concerned Departmental Head
The candidate is initially hired on temporary basis for a 3 (three) month’s probationary period after which his/her performance is reviewed and assessed by his departmental head. In case of satisfactory performance, he is hired on permanent basis. This rule may not be applicable for hiring operators / helpers /workers.
Administration Department maintains the personal files (including operators and inspectors) of personnel which includes their bio-data, credentials and training records.
4.2 Training and Skill Development
4.2.1 Orientation to New Employees
· Orientation of new employees includes:
· Orientation on administrative policies (e.g., working hours, leaves, medical, disciplinary policies)
· Understanding of Quality Policy
· Understanding of job responsibilities and authorities
· On-job training
After the joining of the new employee, Administrative Manager/ Concern Departmental Head initiate the orientation of employee by filling in the Training Record. The employee is first given orientation on administrative policies and quality policy by MR. The training is recorded on Training Record form.
4.2.1 Orientation to New Employees
· Orientation of new employees includes:
· Orientation on administrative policies (e.g., working hours, leaves, medical, disciplinary policies)
· Understanding of Quality Policy
· Understanding of job responsibilities and authorities
· On-job training
After the joining of the new employee, Administrative Manager/ Concern Departmental Head initiate the orientation of employee by filling in the Training Record. The employee is first given orientation on administrative policies and quality policy by MR. The training is recorded on Training Record form.
4.1.1. Continual Identification of Training Needs
Training needs of employees are continually identified by their departmental heads/in-charges as a result of following developments:
n Changes in services or operations;
n New or revised procedures, or changes in the quality policy;
n Inadequate performance of individuals or groups of personnel.
n Results of internal quality audits;
n Corrective/Preventive Actions
Based on these identified training needs, Admin Manager Plans and arranges internal training sessions of employees. Training records of concerned persons are updated.
Training needs of employees are continually identified by their departmental heads/in-charges as a result of following developments:
n Changes in services or operations;
n New or revised procedures, or changes in the quality policy;
n Inadequate performance of individuals or groups of personnel.
n Results of internal quality audits;
n Corrective/Preventive Actions
Based on these identified training needs, Admin Manager Plans and arranges internal training sessions of employees. Training records of concerned persons are updated.
4.1.2.External Training
Admin Manager contacts various external training courses, if they feel that this training will be helpful for the employee.
After completion of course, the concerned person submits a copy of course certificate to Administration department. These certificates are filed in the personal record and the training records of concerned employees are updated.
Admin Manager contacts various external training courses, if they feel that this training will be helpful for the employee.
After completion of course, the concerned person submits a copy of course certificate to Administration department. These certificates are filed in the personal record and the training records of concerned employees are updated.
4.2. Performance Evaluation
At the end of each year, employee initiates the performance evaluation of company’s personnel. Accordingly, Performance Evaluation forms of personnel are sent to the concerned departmental heads.
Performance results for the previous year are assessed based on the following criteria:
n Company’s objectives
n Achievement of specific tasks
n Completion of assignments
n Management’s expectations
In addition, the improvement areas and the corresponding training requirements for next year are also identified. The evaluation forms duly filled are sent back to Admin department.
Employee compiles the training requirements identified in the evaluation forms and prepares a tentative annual Training Plan. The training plan is thoroughly reviewed by concerned departmental heads and approved by MR.
5.0 Related Documents:
Training Need Assessment MR/2/14
Employee Training Record MR/2/15
Performance Evaluation form MR/2/16
At the end of each year, employee initiates the performance evaluation of company’s personnel. Accordingly, Performance Evaluation forms of personnel are sent to the concerned departmental heads.
Performance results for the previous year are assessed based on the following criteria:
n Company’s objectives
n Achievement of specific tasks
n Completion of assignments
n Management’s expectations
In addition, the improvement areas and the corresponding training requirements for next year are also identified. The evaluation forms duly filled are sent back to Admin department.
Employee compiles the training requirements identified in the evaluation forms and prepares a tentative annual Training Plan. The training plan is thoroughly reviewed by concerned departmental heads and approved by MR.
5.0 Related Documents:
Training Need Assessment MR/2/14
Employee Training Record MR/2/15
Performance Evaluation form MR/2/16
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