Doc: QM-RRG-01

Issue: 1.0
Rev: 0
Date: 01.06.15

QUALITY MANUAL
RR GEARS PVT LTD

CONTENTS
SECTION

TITLE

PAGE NO.

RR GEARS PVT LTD

QUALITY MANUAL
1

2
3
4
4.1
4.2
5
5.1
5.2
5.3
5.4
5.5
6
6.1
6.2
6.3
6.4
7
7.1
7.2
7.3
7.4
7.5
7.6
8
8.1
8.2
8.3
8.4
8.5
Annex-I
Annex-II
Annex-III
Annex-IV

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Title page
Contents
Quality Manual Authorisation
Introduction to Company
Purpose, Scope & Control of Quality Manual
Manual Distribution List
RR GEARS PVT LTD, Quality Policy
RR GEARS PVT LTD, Quality Objectives
Quality Management System
QMS Model at RR GEARS PVT LTD
QMS Documentation
Management Responsibility
Management commitment, policy & objectives
Customer focus
QMS planning
Responsibility, authority & communication
Management review
Resource Management
Provision of resources
Human resources
Infrastructure
Work environment
Production Realization
Planning of Production realization
Customer-related processes
Design & development
Purchasing
Production provision
Control of monitoring & measuring devices
Measurement, Analysis & Improvement
General
Monitoring & measurement
Control of non-conforming Production
Analysis of data
Improvement
Organisation Structure
Responsibilities & Authorities of Key Personnel
Process Deployment Matrix
Manual Amendment Record Sheet

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1
2
3
4-5
6
7
8
9
10
11
12
13
14
15-16
17
18
19
20
21
21
22
22
23
23
24
24
24
24
25
26
26
27
27
28
28
29
30
31
32

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RR GEARS PVT LTD

QUALITY MANUAL
1.3 QUALITY MANUAL AUTHORISATION

1. This Manual describes the activities that are essential for meeting the management system
requirements of ISO 9001: 2008 and to achieve customer & other requirements in accordance with
our departments Policy & objectives with the overall goal of enhancing customer satisfaction.
2. This manual is supported by detailed plans, instructions, standards & other documents as referred in
this manual.
3. I entrust all members of the department to follow the measures stipulated in this manual in the
execution of their various tasks, and also to contribute by way of active co-operation for realising
our objectives.
4. This manual and the information contained therein is the property of RR GEARS PVT LTD.,
Panchkula ( Haryana) This is issued for restricted circulation only and shall not be reproduced in
whole or in part or otherwise disclosed without prior consent in writing from the RRG.

Date 01.06.15

MANAGING DIRECTOR

INTRODUCTON TO RR GEARS PVT LTD

(For information only. Not subjected to assessment & change procedures)
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A reputed name, RR GEARS (P) Ltd. is a professionally managed

organization, engaged in manufacturing Transmission gears, shafts and
Induction hardening , Gear Forging, Case Hardening Induction Hardening,
Toughening All our products are of supreme quality and are extremely
durable in nature. We were incorporated in 1993 , with the aim to
manufacture precision engineering components catering to the tractor and
general automobile industry. Today, we are the leaders in our field. Our
manufacturing line consists of the most modern foundry and machine
shop to produce intricate components for OEM's. It employs latest
technology and process for better and faster production. We have a team
of highly trained and dedicated personnel who practice stringent quality
controls to ensure the high standards. Our commitment to quality and
customer satisfaction has helped us in earning a large clientele, which
spreads all across the world.
We offer to our clients wide range of precision engineered parts for tractor
& other light, medium and heavy vehicles. The range offered by us
includes:
Our products:
1. Shaft Forging
2. Gear Forging
3. Case Hardening
4. Induction Hardening
5. Toughening
Plant
1.
2.
3.
4.
5.

and Machinery
Gas Carburizing furnace
Induction Hardening Machine
Shot blasting
Normalizing Furnace
Up setter machine

Our Major Customers :

HMT
Raja Gears ( P) Ltd
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RR GEARS PVT LTD

QUALITY MANUAL
PURPOSE, SCOPE & CONTROL OF QUALITY MANUAL
1. Purpose

This Quality Manual has been evolved for formulating the organisation, responsibilities, &
policies of RRG, for implementing a Quality Management System (QMS) for meeting the content &
purpose of departments Quality Policy & objectives and for setting up a discipline & direction for all
members of the organisation for the same.
2. Scope
This manual & the QMS described in this manual include the following scope:
Forging of Transmission Gears, Shafts & Axles & heat treatment Process
(i)
Hardening
(ii)
Induction hardening
(iii)
Toughening
a) Location:
Locations
Address
RR GEARS PVT LTD
Main Site

381, Phase I Industrial

Area,Panchkula
HARYANA

Offsite

Functions
Forging of Transmission Gears, Shafts & Axles & heat
treatment Process
(i)
Hardening
(ii)
Induction hardening
(iii)
Toughening

None

b) Standard: ISO 9001: 2008

c) Activities: Forging of Transmission Gears, Shafts & Axles & heat treatment Process
(i)
Hardening
(ii)
Induction hardening
(iii)
Toughening
Exclusions
There is an exclusion taken from the requirements of ISO 9001:2008.
Clause
7.3 Design &
Development

Justification
Design is excluded as the company is not engaged in any Production
designing and it works according to customer given specifications

3. Responsibility & Authorisation

It is the responsibility of the top management consisting of the Management MANAGING DIRECTOR,
DIRECTORs, Management Representative (see organisational structure of RRG Annex-I of this
manual) for deciding the contents & policies described in this manual. The effort for evolving this
manual is co-ordinated by the Management Representative (M.R.) which is finally reviewed & approved
by the MANAGING DIRECTOR on behalf of the executive management.
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4. Issue & Distribution Control

The manual has been divided into various sections considering the various elements/clauses of the ISO
standard. The title page of the manual gives the manual Document No., Issue No., and its date of issue.
The Management Representative (M.R.) is responsible for maintaining the master copy of this manual
duly identified by the original signatures of the approving authority on each page.
For the purpose of operation of the QMS described in this manual, the copies are marked with distinct
copy nos. & issued to the required functions by the M.R. duly stamped as controlled copies.
M.R. may also issue uncontrolled copies of this manual for general information or for any
commercial/business promotional purposes. Such copies do not carry any copy no. , are stamped as
uncontrolled copy on the title page and have no contractual binding with the department for their
updation in case of any revisions.
5. Revisions
Revisions in the manual may be generated consequent upon changes in the organisation, responsibilities,
policies & procedures of the department. Changes may also be required in case of any revisions to the
ISO standard. All revisions & amendments to this manual shall be reviewed & approved by the
MANAGING DIRECTOR RRG.
All revisions shall necessitate revision in the Issue No. of the affected section / para of the manual,
which shall be incremented as 1.1, 1.2, etc. as given in the Contents page. All revisions shall also
accompany an updated version of Manual Amendment Record Sheet.
The entire manual is subjected to a comprehensive review by the executive management after every
three years. Such reviews shall be followed by a new issue of the manual with new Issue Nos. like, 2.0,
3.0, etc. However, if there are not many major changes to the manual, it shall be re-affirmed by the
MANAGING DIRECTOR (RRG) under the same Issue No.

MANUAL DISTRIBUTION LIST

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The Management Representative (M.R.) is responsible to ensure that current & updated issues of this
Quality Manual are issued to all the copy holders as given below. All copies given below are controlled
and are made available to users thro read-only access.
Although, possessions of copies of the manual are restricted to the following personnel, any employee of
the department is eligible to have access for use from these holders. A separate Reference copy is also
available with the M.R. No copy is, however, permitted to be removed from the departments premises
without the prior approval from the M.R.
The reference copy & master copy are available as hard copies and are retained & maintained by the
M.R.
Copy Number
1.
2.
Master copy

COPY HOLDER
MANAGING DIRECTOR
Reference Copy (Certification Body)
Management Representative

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QUALITY POLICY
RR GEARS PVT LTD & its staff is committed
To achieve customer Satisfaction through its
endeavours of quality service by committing itself
to quality management system and to
follow the path of continual improvement.

QP-RRG-01
01.08.2014

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4. QUALITY MANAGEMENT SYSTEM

4.1 QMS Model at RR GEARS PVT LTD
The department has established & documented a quality management system (QMS) as described in this
Quality Manual. This QMS has been implemented & maintained throughout the organisation, as
applicable. A system has also been developed to ensure continual improvements in the effectiveness of
the QMS.
The processes needed for the QMS including their sequence & interaction have been determined as per
the Business Process Map given at page 2 of this section. The application of these processes to various
functions of the department is defined as per the Process Responsibility Matrix as given at Annex-II of
this section.
This manual and the related documentation define the methods & criteria for effective operation &
control of these processes. Adequate resources & information is continuously provided to support the
operation & monitoring of processes.
The appropriate functions of the department monitor measure (where applicable) & analyse these
processes as required to achieve desired results & continual improvement.
RR GEARS PVT LTD has outsourced following activities.
(A) Calibration of Equipments are outsourced for master equipments and are as carried out as per
schedule ( FR/RRG/MTC/04)
.
All Processes shown on the business process flow chart are performed internally by the organization.

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4.1.1

BUSINESS PROCESS MAP

Core Processes
Order Review

Control of
Documents

Purchase

Control of records

Store

CUSTOMER
HR & Training

SUPPLIER
(S)

Production
Maintenance

QUALITY CHECK

Calibration
(OUTSOURCED

Dispatch

Management & Improvement Processes

Production Process Nonconformities Control

Customer
Complaints

Data Analysis

Corrective Action
Preventive Action
Management Review

Internal Audits

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Customer
Satisfaction
Measurement

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QUALITY MANUAL
4.2 QMS Documentation
4.2.1

General

The departments QMS documentation consists of the following:

a) Level 1: statements of quality policy, quality objectives and the Quality manual,
b) Level 2: documented procedures referred in this manual,
c) Level 3: all other documents referred in this manual or related procedure for effective operation &
control of QMS processes, including plans, work instructions, standards, etc.
d) Level 4: forms, and
e) Level 5: records required by the above QMS documentation.
4.2.2

Control of documents

All the QMS documents as detailed above are controlled. The documents except records are controlled
by the MR as per a documented procedure, P-MGT-80 defining the following controls:
a) The documents are approved for adequacy by the designated authorities as follows:
Type of document
Quality policy
Quality objectives
Quality manual
Quality procedures
Forms

Approving authority
MANAGING DIRECTOR
MANAGING DIRECTOR
MANAGING DIRECTOR
MANAGING DIRECTOR
MANAGING DIRECTOR

b) The documents are subjected to reviews whenever required and the same are updated to reflect
amended practices. All revisions are also got re-approved by the MR from the above-designated
authorities.
a) The changes to the documents are identified through methods described in the procedure. The
current revision status of documents is maintained by the MR through a master list.
b) The relevant versions of applicable documents are issued by MR to all functions / locations of use
as per the master list.
c) Documents remain legible and are identified through doc. Nos. / doc. titles as per the procedure.
d) The documents of external origin are also included into the master list & their distribution is
controlled by the MR.
e) All obsolete documents are removed from the place of use by the MR & destroyed. The master
copies of obsolete documents are retained by him for any reference in future duly marked as per the
procedure to prevent unintended use.

4.2.3

Control of records

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All relevant functions of the department maintain the records as required by this manual & other related
document for the purpose of providing evidence of conformity to requirements & the effective operation
of the QMS.
All concerned maintain the records legibly as per the documented procedure for control of records; PRRG-01 the procedure defines the methods to identify the records by record numbers / titles, and
methods of their storage, protection & retrieval. All records are retained by the respective functions for
the minimum retention periods defined in the procedure and are disposed off by them after these periods
as per the methods described in the procedure.

5. MANAGEMENT RESPONSIBILITY
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5.1 Management commitment

Top management of the Company and the functional heads is committed to the development &
implementation of a QMS and continually improving its effectiveness. For this purpose, the following
measures are taken:
a) a quality policy has been defined, documented & communicated to all concerned in the organisation
which conveys management commitment to the importance of meeting customer and other
Immigration and Overseas Education Production Provider related requirements, including the
statutory & regulatory requirements.
b) quality objectives are laid down and action plans to achieve these objectives are implemented at
different levels & functions of the department, under the overall monitoring by the MR. The
objectives are revised, as required, for the purpose of continual improvements.
c) regular & periodic management reviews are conducted by the top management for the continuing
suitability & effectiveness of QMS. Any resources required for effective operation of QMS &
achievement of objectives are identified & provided through these reviews.
5.2 Customer focus
The top management places utmost importance to meeting customer requirements & Enhancing
customer satisfaction, and as such these issues appear on the regular agenda for management reviews.
5.3 Quality Policy
The quality policy of the Company has been defined as given at page 8 of this manual. It has been
evolved on the basis of departments purpose, its commitment to meet requirements & continual
improvements in the effectiveness of QMS. Awareness & understanding on the policy is generated within
the organisation through a wide publicity & training. The policy is reviewed for continuing suitability
through the management reviews.
5.4.2 QMS Planning
The planning of the QMS has been carried out by the management through the preparation &
implementation of the systems defined in this quality manual & other associated procedures &
documents. The QMS Model & Business Process Flow Chart defined at 4.1.1 and the quality objectives
set the frame-work for the rest of the system. The various processes have been applied to organizational
functions as per the Process Deployment Matrix (Annex-III) & planned for implementation as per
various sections of this manual.
Changes to any components of the QMS are reviewed for applicability in all other processes through by
the MR to maintain the integrity of the system.
5.5 Responsibility, authority & communication
5.5.1

Responsibility & authority

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The organisational structure of the Companys key functions responsible for various processes has been
documented as given in Annexure-I of this manual.
The responsibilities & authorities of the various Staff Members in the department have been defined in
Annex - II of this manual. However, the detailed responsibilities & authorities of all personnel involved
in quality system activities (including those not covered in Annex - I) have been covered in the
Companys documented procedures & instructions, as & where applicable. In case of absence of
designated personnel, the next senior personnel in the organizational hierarchy shall perform the related
responsibilities & authorities.
The respective personnel are issued with copies of this manual/Annex-II and/or relevant documents by
the MR, to communicate their responsibilities & authorities.
5.5.2

Management Representative

Mr. Om Parkash , Engineer , RR GEARS PVT LTD. has been appointed as the Management
Representative (MR) for QMS of the RR GEARS PVT LTD. He shall discharge the responsibilities of
MR irrespective of his other duties. He has been given adequate authority for performing his function as
an MR and reports to the Top Management for this function. His responsibilities & authorities have
been defined in the Annex -II.
5.5.4

Internal communication

The QMS of the department has been developed in such a way that effective communication takes place
between various functions of the department about its various processes. The different QMS documents
(e.g. procedures, instructions, etc.,) define the type & method of this information flow. Apart from this,
various informal means of communication like, circulars, memos, internal publications, lecture sessions,
meetings, etc. are used by the MR to communicate the effectiveness of QMS throughout the
organisation.
5.6 Management review
5.6.1 General
A management review committee (MRC) for conducting the review of the RRGs QMS, quality policy
& objectives has been constituted under the chairmanship of the MANAGING DIRECTOR All
functional heads as per the organisational structure defined at Annex-I are the members of this
committee with MR as its secretary. The committee reviews the system at least once in six months for
ensuring its continuing suitability, adequacy &. The review also includes assessing opportunities for
improvements & the need for changes to QMS, including quality policy & objectives.
Records of reviews are maintained by the MR.
5.6.2

Review input

The agenda for discussions in the MRC includes, but is not limited to the following aspects.
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a)
b)
c)
d)
e)
f)

reports of internal quality audits,

results of customer feedback & customer satisfaction index (CSI),
data on production & process non-conformities,
details of corrective & preventive action taken & those required,
follow-up actions from previous reviews,
information on changes in various business aspects of the department for affecting possible changes
to the QMS,
g) Data analysis of various organisational activities & recommendations for improvement.
The detailed agenda as per procedure is referred during the reviews.
5.6.3

Review output

The output of the review is recorded by the MR as minutes of the meeting bringing out the actions
required on various aspects along with the responsibility for action & the agreed dates. The action plan
for meeting quality objectives is recorded as quality management programme (QMP). The actions
requiring the following are an essential part of the minutes:
a) actions for improvement in the effectiveness of QMS & its processes,
b) actions for Product improvements with respect to customer requirements,
c) actions for achievement of quality objectives.
The resource requirements for all the above actions are also identified & indicated in the minutes.
All concerned personnel of the organisation ensure implementation of above actions under overall
monitoring by the MR.

6. RESOURCE MANAGEMENT
6.1 Provision of Resources
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RR GEARS PVT LTD has provided all required resources for implementing & maintaining the QMS
and continually improving its effectiveness. Any additional needs for resources are identified by the
respective personnel from time to time and conveyed to the MANAGING DIRECTOR for organizing
the same. The resource requirements are also ascertained during the management review meeting &
provided for by the top management. The resource requirements related to meeting customer
requirements & improving their satisfaction levels are given top priority.
6.2 Human Resources
6.2.1 Selection & Deployment of Personnel
Personnel performing work affecting quality are selected & deployed based on their competence
assessed through their education, training, skills & experience. This selection is carried out by the
MANAGING DIRECTOR on basis of Personnel Interview.
6.2.2 Competence & Training
The competence requirements of personnel in different functions are determined from time to time by the
MR and the requisite formal training and /or on the job training is provided. All such actions are taken
and records of educational qualifications, training skills and experience are maintained by the MR in the
respective personal file. Apart from this the company organizes various trainings on new developments
in the field of QMS for its Staff also relevant trainings for staff is chalked out by the MR with
consultation of Individuals and its record is maintained in Training register (F-RRG- 10) the
effectiveness of training and/or other actions taken is evaluated by the MR. & the MANAGING
DIRECTOR.
New training requirements are identified by the MR, MANAGING DIRECTORs and reviewed by the
MANAGING DIRECTOR during MRM review.
6.2.3

Personnel Awareness

The relevance and importance of various activities is made known to various personnel through the
written instructions and/or training (where required).
6.3 Infrastructure
The MANAGING DIRECTOR, of the RR GEARS PVT LTD., is responsible for determining the
infrastructural needs of the company from time to time and during discussions in Management Reviews.
The facilities like proper building, Project space furniture, and equipments, other Hardware, including
test equipment, computers and related other supporting Productions like communication systems, etc are
identified and the same are organized by him, through interaction with various sections.
6.4 Work Environment
In order to achieve the conformity as per the customer requirements, the required work environment as
follows have been determined and provided:
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a) Apart from this appropriate office space, furnishings are provided for and is time to time
reviewed by the Top Management.
Any changes required in the above due to new or revised design/ development are determined during the
Order Review process and provided for.

7.0 Production REALIZATION

7.1 Planning
RRG is engaged in manufacturing and supply of precision engineered parts for tractor & other light,
medium and heavy vehicles. . The various activities related to this are carried out as per the
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Realization process flow shown in Business Flow Chart (Page 2 of 4) the planning of various Processes.
The documented procedures referred there in and other related documents e.g. Quality Plans, Quality
manual etc. define the following details as appropriate:a)
b)
c)
d)
e)

Quality Objectives & requirements related to production of herbal products.

Means of controlling the processes through written work instructions where-ever necessary.
Providing Resources for achievement of objectives/activities defined in the procedures.
The monitoring and verification activities.
The details of records to be kept.

The details of Production realization planning are done in order review by MANAGING DIRECTOR
through Order review stamp and schedule planning is done for all activities in the sheet with a time plan
is made and accordingly monitored as per it.
7.2 Customer Related Processes
7.2.1 Determination and review of Requirement
a) The requirement of the various specified by customer in the production and Production
requirements including the delivery and Post delivery requirements (if any) are determined and
reviewed the Executives, counsellors by referring the registration document. Any requirements
not stated by customer but necessary for the activity, where known and all applicable statutory and
regulatory requirements are also determined. All this is reviewed during initial steps
b) The current statutory & regulatory requirements applicable to the organization have been
determined. The company is meeting all the above requirements through their deployment to various
processes as defined through different QMS documents, as well as by obtaining requisite consents/
authorizations and by regular submission of required reports to the regulatory bodies.
7.2.2 Review of Customer requirements
All the enquiries/ orders and any charges to them are reviewed as per the assessment / registration form
in case all the following points are reviewed that:
i)
ii)
iii)

Product requirements are adequately defined.

There is no difference in requirements from those agreed previously.
RRG has the ability to meet the requirement.

Any requirements received verbally are confirmed with the customer through specified documents. Any
differences found at this stage are also resolved. The results of such reviews and subsequent follow up
actions/correspondences are recorded. The information on all accepted orders/amendments is sent to all
the concerned sections.
7.2.3

Customer Communication

The following arrangements for effective communication with the customer issue are used
a)

Information on the activities by the Company.

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b)

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Handling of enquiries/orders and amendments there to,

Any feedback provided by the customer regarding the Products including any complaint from them are
received by and are coordinated for further redressal vide customer feedback form ( F-RRG-08)
7.3 Design & Development (exclusion)
No Product is being designed at RR GEARS PVT LTD.
7.4.1

Purchasing Process
Raw items are being purchased by the organisation and In order to ensure conformity of the purchased
Production, the various controls are exercised through Raw material purchase & General material
purchase processes by the user concerned.
The suppliers of materials are selected basically, Stockists and Productions are ordered as per order
received and are matched with the same to meet the customers requirements. The above procedures
describe the criteria for evaluation & selection of new suppliers and their periodic re-evaluation. The
records of results of such evaluations & any related follow-up actions are maintained by the respective
functions. Purchases are done in approval of MANAGING DIRECTOR who is guided by the accepted
order or contract between RR GEARS PVT LTD. and Customer concern records are maintained and
are reviewed time to time by MANAGING DIRECTORs at Office.
7.4.2

Purchasing Information

The requirements of purchase are informed to the suppliers through purchase documents as per the respective
procedures. The respective purchase personnel ensures adequacy of requirements, as follows, before their
release to the suppliers:

b)
c)

a) Complete specification details,

Quality,
Delivery period/schedule,
d) Any other specific requirements related to Production approval like procedures, processes,
equipment, personnel or QMS,

7.4.3

Verification of Purchased Material:

All the Purchase materials are monitored by for their timely delivery, correct quantity and safe arrival as
per the Purchase order given. As the purchased material are checked for the following parameters while
taking delivery at Projects
(a) Labelling of Packages for Verifying Specifications as per order and right ratings.
(b) Quantity is also verified by counting and matching PO.
All material are verified for quality as per requirement the suppliers of materials are basically traders,
Stockists and Productions are ordered as per Indent received from User and are matched with the same
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to meet the customers requirements. The above procedures describe the criteria for evaluation &
selection of new suppliers and their periodic re-evaluation. The records of results of such evaluations &
any related follow-up actions are maintained by the respective functions.
The materials other than Raw Material are verified /inspected by the In charge to ensure the conformity
to requirements as per requirement.
7.5 Production Provision
7.5.1

Production Control:

The various Products given by the RR GEARS PVT LTD are manufactured in hygienic and conductive
environment..Customer and contracts signed between the Customers and RR GEARS PVT LTD..
The Products offered by RRG is controlled after passing through different stages, etc following controls
for the processes and are monitored.
a)

Reference to regulatory and Govt guidelines, for use during different stages of Production
activities
b)
System parameters/ specifications to be achieved.
c)
Process Parameters to be applied during Production.
d)
The defined equipments and devices for use during Production / Inspections/ packing operation.
e)
Frequency & methods of monitoring & measurement of process & technical requirements.
The criteria & methods of release of products to final approval of client and subsequently handing over
to customer is made .The required documents, equipments etc. are made available at the respective
department.
7.5.2

Validation of Production Processes:

All activities of Production such as Raw material inspection, welding, powder coating, heat treatment
are special processes in manufacturing which are validated as per respective parameters defined all
other systems are done as per Best Production practices and standards which are referred by workers for
Implementation for the customers. Are carried out keeping in mind customer requirements and
mandatory regulations.

7.5.3

Identification & Traceability

All orders are given unique order no/ batch no and are traced by this registration no. The forms are
identified by respective names while documents at different stages of Production realization is identified
by their respective serial nos of the Production. All details are logged in the on system maintained by
executive concerned (QF-RRG-04)
7.5.4

Customer Property

Company have standard practices to handle customer property, Customer parameters such as
specifications and drawings are preserved as customer property. The customer property will be
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preserved as per the requirement taking care to verify and identify the same separately. In case any
deterioration / loss / unsuitability of customer material, the same is informed and resolved with the
customer as agreed. Maintains record of such correspondence if any.
7.5.5

Preservation of Production:

a)

The data is handled by trained operators/executives at different stages of Production /developing

in the organization are handled to ensure safe handling and to preserve their conformity as per
specific instructions given by the guidelines by regulatory and Third party .

7.6 Control of Monitoring & Measuring equipments :

Monitoring equipments are calibrated from time to time as per schedule QF-RRG-06 and list of
calibrated equipment.

8. MEASUREMENT, ANALYSIS & IMPROVEMENT

8.1

General

These processes have been planned through documented procedures in order to achieve:
a)
b)
c)

Demonstration of Product conformity.

Conformity of QMS, and
Continual improvement in the effectiveness of QMS

The use of statistical techniques like plotting of bar charts, etc. has been determined & applied during
the analysis of data to be presented in Management Review Meetings.

8.2

Monitoring & Measurement

8.2.1

Customer Satisfaction

A Customer feedback form (F-RRG-11) has been established & implemented in RRG, to assess the
levels of customer satisfaction. A feedback form has been designed to obtain customer feedback and
calculate customer satisfaction index. (CSI) This information is used to assess the performance of the
QMS.
8.2.2 Internal Audit
A system of internal audits at planned intervals of 6 months has been established and implemented as
per the documented procedure. QP-RRG-03
The internal audits so conducted are used to determine the following:
a)
b)

Conformity of Production realization processes, the requirements of ISO-9001:2008 and

QMS requirements established as per this manual.
Effective implementation and maintenance of QMS.

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Each audit programme is prepared considering the status and importance of QMS processes including
the results of previous audits.
The Audit Criteria, Scope, Frequency and methods of conducting audit are described in the procedure.
The auditors are selected in such a way that they are independent of area of audit and carry out this
exercise objectively in an impartial manner.
The requirements and responsibilities for planning and conducting audits, reporting results and
maintaining records are defined in the procedure.
The results of audits are used by the concerned personnel for taking timely corrective and preventive
action to remove non- conformities and their reasons. The actions taken are verified and reported
through follow up audits as per the procedure.
8.2.3

Monitoring and Measurements of processes

QMS processes have been identified and related parameters/performance indicators are monitored and
measured for the achievement of desired standards. The various procedures describe the details of this
monitoring including the specifications, benchmarks, etc. to be achieved all procedures related to are
part of the RRG manual Wherever the required parameters do not meet the specified criteria, correction
and corrective actions are taken by those responsible. All procedures
8.2.4

Monitoring & measurement of product

The records of monitoring & measurement activities are maintained indicating compliance/noncompliance to acceptance criteria. The records indicate the personnel responsible for authorizing
Production, quality, packing and dispatch; customer approval is sought before release at different stages.
It is ensured that all verifications as per relevant plan are completed before the Production is released to
client.
While in case of non conformity of Production the details are logged in Production record and NCR
report provided and subsequent resolution to the problem to the satisfaction of customer is recorded in
the NCR format. All these activities are monitored by site in charge under guidance of MANAGING
DIRECTORs and MR/ Technical head
8.3 Control of non-conforming Product/ Process
Non-conforming Productions & processes are identified through monitoring & measurement activities as
per various procedures. The documented procedure QP-RRG-04 describes the responsibilities and
authorities for dealing with such non conformities and applying any one or more of the following
controls as applicable.
a)
b)
c)

Taking action to meet the specified requirements.

Use/ release after obtaining deviation/concession from Customer as applicable.
Taking action for alternative use.

Records of non-conformity, its review and disposal are maintained.

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In case the non-conformity is detected after Production has been delivered or put to use by the user, it is
considered as a customer complaint and its redressal is done to avoid effects/potential effects.
8.4 Analysis of Data
The data is generated on account of various procedures developed for QMS and relevant processes.
Such data are collected and analysed by the respective personnel responsible for the process and take
action to meet the planned results. The data required for analysis and presentation in Management
Reviews has also been identified in agenda in these meetings. The above data include but are not limited
to the following:
a)
b)
c)
d)

Data on customer satisfaction index.

Production Non-conformities data
Data on supplier performance.
Process parameters trends including opportunities for preventive actions.

The above data are reviewed by the concerned personnel / Management Review committee to determine
the suitability and effectiveness of QMS and for evaluating opportunities for continual improvements in
the effectiveness of QMS.
8.5 Improvement
8.5.1

Continual Improvement

The following sources/processes are used by the management in order to continually improve the
effectiveness of QMS. The process is carried out through the management reviews
a)
b)
c)
d)

Quality Policy and Quality Objectives

Results of Audits
Analysis of Data and
Corrective and preventive actions.

8.5.2

Corrective and Preventive Actions

The documented procedure P-RRG-05 & P-RRG-06 have been established and implemented for taking
corrective & preventive actions.
The corrective actions are required to eliminate the cause of an observed non-conformity to prevent its
recurrence; whereas the preventive actions are taken to eliminate causes of potential non-conformities to
prevent their occurrence. The procedures describe the information sources for taking corrective and
preventive actions. Such sources of information are reviewed and causes of actual or potential nonconformities are determined. Based on these causes the corrective and preventive actions are decided and
taken. The records of such actions are kept as per the procedures and results reviewed for effectiveness.

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ANNEXURE I
ORGANISATION STRUCTURE

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ENGINEER
PRODUCTION
/MR
INCHARGE

OPERATORS

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QUALITY ASSISTANT
INSPECTOR
HEAT TREATMENT

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ANNEXURE -II
RESPONSIBILITIES & AUTHORITIES
Personnel
MANAGING
DIRECTOR

Responsibilities

Overall in charge of the Company Looking

after marketing, sales, production, regulatory
requirements
Formulation of QMS policy and objectives

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Authorities

Approval of QMS policy

and objectives Approval
of QMS manual and
QMS procedures

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EXECUTIVE
DIRECTOR

ENGINEER/MR

Assessment of requirements of tenders and

order review
Review of Production non-conformities
Identification of the recourses required for
the effective functioning of the QMS system
and check them from the top management s
Coordination of all efforts for continuous
improvements.
Periodic review of the QMS with the RRGp
of M.R. and other heads of functions,
including customer satisfaction related
issues,

Overall Responsibility for establishing,

implementing and maintaining QMS at all
level.
Reporting to MRM on QMS performance
and need for improvements.
Coordination for Production QMS planning
including activities of Quality.
Coordination for all QMS development
activities.
Coordination for conduct of QMS internal
audits of the company.
Coordination for all HRD activities including
training and competence requirements of
personnel
&
their
effectiveness
measurement.
Coordination for control of all QMS
documents.
To monitor the continuous improvement
activities.
Handling of customer complaints.
Obtaining customer feedback (satisfaction
measurement) and related actions.
Reporting to top management on QMS
performance and need for improvements.
Conduct of management review meeting.
Establishment of business plans targets.

Preparation of internal
audit schedules.
Review of audit action
effectiveness
&NC
closure.
Calling MRM
Redressal of customer
complaints.

Authorisation for all

actions for customer
satisfaction & customer
complaints.

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Authorization of finished
invoice/bill.
Approval for payments

Formulation of
organization and
responsibility

Supervise the sales

activities

Order Review

Selection of internal
auditors.

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Production In-charge

Enquiring awareness on customer and

regulatory requirements within organisation
Supervision of production processes as
Manufacturing of Forge Shop
Final Quality Inspection
Engagement of Labour and other resources on
as per the requirements

Assistant HT Shop

Supervision of production and in process

inspection of processes of Heat treatment and
production, Quality Control, and Engagement of
Labour and other resources on as per the
requirements

Quality Inspector

in process inspection of processes of Heat

treatment and production, Quality Control

ANNEXURE -III
Process Deployment Matrix
Sl. No.

Process

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Process Owner
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A) Core Processes
1.

Marketing/ Inquiry review

2.

Purchase

3.

Stores

4.

Production Planning

5.
6.

Quality Control
Production

Executive
DIRECTOR/MR

Section -4
Section 7
F-RRG-01
P-RRG-02

MANAGING
DIRECTOR/Account
Purchase I/C
Store keeper/
Supervisor
DGM

Section 7.2
P-RRG-03
Section 7.4.3
P-RRG-04
P-RRG-05
F-RRG-04
Section-7.5

DGM/MR
Production
Supervisor
B) Support Processes

7.

Monitoring of Processes

Section
Section
Section
Section
Section
Section

8.
9.

Maintenance of Plant and

machinery
Control of Documents

10.

Control of Records

11.

Human Resource
Development/Training

MR

12.

Packing and Dispatch

Respective user

MR

Maintenance
Incharge
MR

5
6
7
8
4
7.5.7

P-RRG-01
WI-RRG-01
P-RRG-02

Respective User

Section -4
Section -6

QM-RRG-01

C) Management & Improvement Processes

13.

Production Process Nonconformities Control

MR/process owners

Section 8
P-RRG-04

14.

Data Analysis

MR

Section -8

15.

Customer Complaints

MR

Section- 7.2

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16.

Customer Satisfaction
Measurement

17.

Corrective Action/ preventive

Action

18.

Management Review

19.

Internal Audit

MR

Section 7.2.2
F-RRG-11

MR/process owner

Section 8.5.2
P-RRG-05
P-RRG-06
Section -5

MR/top
management
MR

Section 8
P-RRG-03

ANNEXURE- IV
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AMENDMENT RECORD SHEET

Whenever any amendment is incorporated in this manual, it is accompanied by an updated record sheet
given below. All copy holders of the manual are requested to replace this amendment record sheet along
with the amended pages. The obsolete pages are required to be given to MR for destruction.
Amendment
No.

Date

Discard
Section

Page
No.

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Insert
Issue
No

Section

Page
No.

Nature of
Change
Issue
No.

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