Quality Manual_Web_Neat

f.4.2 The Chief estimator should identify any “bid bond’ required and make
arrangement for this to be available.

f.4.3 When the packages are prepare they shall be send out to the relevant
subcontractors given a date by which completed quotations should be
returned. A record of issue shall be maintained. Note: when proceeding
with a purchase for subcontractor services, only such subcontractors
that are approved should be used – reference should be made to
purchasing control procedure QAP
f.4.4 For each contract and when subcontractors quotations are obtained,
price analysis / comparison will be undertaken by the concerned. Analysis
will be forwarded to the General Manager Who review, negotiates and
agree on price with the subcontractor. The Chief estimator prepares the
subcontract agreement.

f.4.5 A letter of intent will be sent to the subcontractor and when the
subcontractor becomes approved by the consultant / client the company
enters into agreement with the subcontractor.
f.4.6 The chief estimator will, in the process of compiling an overall tender
price quantify the total works including subcontractor’s works. This may
mean checking all quantities shown within the bill of quantities. Where a
bill of quantities does not exist the Estimator shall complete the quantities
and allocate the rate as per given guidelines/ price list.
f.4.7 The General Manager is the ultimate authority to alter the price of the
bid.

g. RECORDS
All contract or order and associated review records will be maintained by the chief
Estimator for the duration of the contract plus a minimum period of five days.
Subcontractor quotation will only be maintained until a relevant subcontractor has been
appointed and thereafter only records of the selected subcontractor will be maintained
by the Chief Estimator for the duration of the contract plus a minimum period of five
years.

h. FILING

The master copy of this procedure shall be filed by the Management Representative
together with other procedures, under the number QAP 30

i. ATTACHMENT
Not Applicable
















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Quality Assurance


Procedure



TITLE : Document & Data Control


REF No. : QAP 50













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































53
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Contents















































DOCUMENT & DATA CONTROL

a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


54
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QAP 50






Document & Data Control





a. PURPOSE
The purpose of this procedure is to ensure that all documents within the quality system
are formally identified and issued, and that the correct issues are used.

b. SCOPE OF APPLICATION
This procedure applied to all documents with the quality system and includes

 Internal quality documents of the company
 Document of external origin

c. DEFINITIONS
Internal quality documents: Quality system documents established such as; quality
manual, quality procedures, quality plans, work instruction quality forms.
Document of External Origin: National or international standard codes of practice,
statutory regulations.

Contract Document: - Particular specifications
- General specifications

- BOQ Customer drawings
- Customer written instructions which supersede any of the
contract documents
- Approved shop drawings.

d. CROSS REFERENCE

 Quality manual - d.5
 Quality planning - QAP 20

 Control of Quality Records - QAP 160
e. RESPONSIBILITY FOR APPLICATION

The Management Representative, office / Site secretary, Chief Estimator and Project
Engineers are jointly responsible, at varying intervals, or the application of this procedure.

f. PROCESS
f.1 Approval of Internal quality Documents.

f.1.1 The quality manual and quality system procedures will be reviewed for
correctness by the Management Representative and, based on his
recommendation, will be passed to the General Manager for approval
quality plan must be approved by the General Manager in accordance
55
AL HABBAI - QUALITY MANUAL

with quality planning procedures. Should any document not be approved
it will be returned to the original author for correction.
f.1.2 Other internal quality document such as works instructions and quality
forms may be reviewed by individual department Managers and if
recommended will be passed to the management representative for
approval. Again any that are not approved should be returned to the original
author for correction
f.1.3 The management representative will maintain and update a “Master Set”
and Master list of all internal quality document, including forms, such that
it will contain all documents of pertinent issue. This includes maintenance
of quality plans as quality records.

f.2 Document of External Origin

f.2.1 The chief estimator under the direction of the Management representative,
shall maintain as updated set of all document of external origin such as
codes, regulations etc.

f.2.2 A list of such document is to be maintained by the Chief Estimator yearly
checks should be made to ensure that there has not been any revisions to
such documents that the company has not been made aware of. These
checks should be recorded on the list by way of a date and the checkers
signature.

f.2.3 Document of external origin, or sections thereof, may be copied and issued
as works instructions. The issue of such works instruction will be controlled
by the chief Estimator.

f.2.4 Receiving and distribution of contract document for the continued
effectiveness of the quality system will be maintained as below.


DOCUMENT DETAIL ORIGINAL SET COPY SET

Customer drawings Project Manager (received
through transmittal note
from Chief estimator. Chief Estimator

Particular and general specification Chief Estimator Project Manager
approved shop drawings Project Manager Chief Estimator

Customer written instruction which
supersede any of the original
contract documents
- If from customer main office to Chief Estimator. Project Manager
AHC main office
- If from Customer site office to Project Manager Chief Estimator
AHC site Office


f.2.5 A distribution list will be established by the Chief Estimator to ensure that
pertinent copies of documents of external origin is distributed to all the
functions concerned.


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f.3 Distribution of Internal Quality Documents

f.3.1 Distribution list will be established by the Management representative to
ensure that pertinent copies of quality system document (Except forms)
are distributed to all functions concerned, such documents will be distributed
in accordance with the list. For distribution (clause f.3.5) below.
f.3.2 Distribution document will be accompanied by a transmittal note and the
recipient of the document shall acknowledge receipt by, signing and
returning the transmittal not to the Management representative. The return
of transmittals must be monitored to ensure all distributed documents are
received. If document are not received or are lost, this should be actioned
by the Management Representative who should record the event and
arrange of re-issue the said documents.

f.3.3 Controlled copies of documents shall be identified by a stamp stating:


CONTROLLED COPY
(Not to be Photocopied)


f.3.4 Uncontrolled copies of quality system procedures are not to be issued,
unauthorized photocopying of such document is prohibited. Uncontrolled
copies of the quality manual may be issued as directed by the Management
representative to external parties where required, such copies will be
marked UNCONTROLED and will be updated.

f.3.5 Forms, shown in procedures as attachments to procedure, shall generally
be distributed with procedures. However, forms that are printed externally,
although they are controlled, will be distributed separately when requested.

f.4 New or amended Internal quality documents
f.4.1 Any suggested changes to internal Quality documents should be referred
to the Management Representative who will investigate the implementation
of the change with other members of management as appropriate. If
implementation is necessary the procedure detailed in clauses f.1 above
will be followed for approval purpose.
f.4.2 For minor changes requiring the revision of one or several pages of the
internal quality documents the revision number of the whole procedure
will be incremented and the issue indicator will remain unchanged. Where
practicable, changes to documents will be highlighted by a under line of
the changes or otherwise detailed on the amendment sheet.

f.4.3 Should the nature of changes to internal quality documents be substantial,
or after a significant number of minor charges, the issue indicator will be
incremented and the revision number shall become zero. Such decision is
at the management representative’s discretion.

f.4.4 Documents of external origin cannot be amended internally, when
amendments are received, or are known to exist, the control list should be

updated in accordance with the procedure detailed in clauses f.2 above
f.4.5 All amended quality system document will be distributed as per the
procedure as pr the procedure detailed in clauses f.3 above, however the
transmittal note will also detail instruction as to disposition of obsolete
document.
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AL HABBAI - QUALITY MANUAL

f.4.6 As a rule all obsolete quality system documents will be removed form all
places of distribution and destroyed. Should managers or engineers decide
that any obsolete documents need to be retained for legal, contractual or
knowledge preservation purposes, such documents will be stamped
“Obsolete” and filed separately.
f.4.7 New or revised forms will be distributed with appropriate changes to
procedures or individually if urgently required. And should be used from
the date of receipt. Stocks of forms printed externally may be used up
unless otherwise expressly stated on the transmittal note.
f.5 Control of Contract Correspondence
f.5.1 All incoming and outgoing contract (not general) correspondence, such as
faxes and letters, shall be distributed to the relevant location, be that files
staff member of externally. Incoming correspondence should indicate the
date of receipt and once it has been read and / or acted upon shall be filed
in accordance with that detailed on the head office or site specific filing
list.
f.5.2 Head office or each site will set up their own filing system and maintain
such so as to ensure that file content is clearly identifiable. A filing list shall
also be established using the filing list form
f.5.3 All incoming or outgoing contract correspondence must be traceable to
the contract in question. This can be achieved by any means provided
traceability can be provided. A log book may be established for both
incoming and outgoing correspondence at main office as well as sites.

f.6 Control of internal and customer drawings
f.6.1 All drawings use, whether they be shop drawings produced in-house or
drawings received from the customers representative, shall be controlled
to ensure that pertinent issue are being used.

f.6.2 All in-house shop drawings shall have a unique identification and a means
of identifying the latest revision and should show that they have been
reviewed for correctness prior to issue those responsible for producing
such drawings shall ensure that the head office drawings register,
maintained by the Chief estimator, is updated so as to ensure control,
f.6.3 All originals o f external drawings received by the Head office shall be
passed to the chief estimator who shall mark the mark the date of receipt
on the drawings or on the register. The relevant function / site shall be
informed of the drawings so as to endure that original are collected (by
transmittal) and issued to relevant locations as required (recorded in
register). Any originals of drawings received on site shall be passed to
head office for the aforementioned purposes. Note “Original’ means any
first issue, be that new drawings or a revision to an existing drawings.
f.6.4 Copies of obsolete drawings should be withdrawn from use and any that
are kept for reference purposes should be clearly marked to ensure that
the status is know (e.g. marked “Obsolete” or Superseded”)
f.6.5 Any sections of drawings that are photocopied should have a clear means
of identification, should show the revision status, and should be traceable
back to the original from which the copy was made.

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AL HABBAI - QUALITY MANUAL

g. RECORDS
All quality system documents will be maintained by the Manger Representative.

All contractual correspondence and drawings will be maintained by the relevant
department for the duration of the contract plus a minimum period of 5 days or 5
according to the contract requirements.

h. FILING
The master copy of this procedure is filed the Management representative, together
with other procedures, under the number QAP 50
i. ATTACHMENT

 List of Current internal Quality documents. ............................... QAP 50 - 01

 List of contract documents used as works instruction ...............QAP 50 - 02
 List of current quality related forms ........................................... QAP 50 - 03

 List of standard / Regulations .................................................... QAP 50 - 04
 Quality system documentation distribution list........................... QAP 50 - 05

 Filing List ................................................................................... QAP 50 - 06
 Drawings Register ..................................................................... QAP 50 - 07















































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Document & Data Control



(a) LIST OF CURRENT INTERNAL DOCUMENT

Document Title Revision No
& Date






































































QAP 50 - 01
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Document & Data Control



(b) LIST OF CONTRACT DOCUMENT USED AS WORK INSTRUCTIONS

Document Title Issued by & Date Receipient & Date







































































QAP 50 - 02
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Document & Data Control



(c) LIST OF CURRENT QUALITY RELATED FROMS

Document Title Revision No
& Date






































































QAP 50 - 03
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Document & Data Control



(d) LIST OF STANDARDS / REGULATIONS

Document Title Rev Date Yearly Check







































































QAP 50 - 04
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AL HABBAI - QUALITY MANUAL

Acknowledged Receipt Yes / No
















(e) QUALITY SYSTEM DOCUMENTATION DISTRIBUTION LIST






Document & Data Control




Document Title























job Title














Name








QAP 50 - 05
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Document & Data Control



(f) FILING LIST

File No Location Contents







































































QAP 50 - 06
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Document & Data Control



(g) DRAWING REGISTER Department:_______________________________________ Revision status (Eg. A,B,C,D.. Etc.. / 1,2,3,4.. etc)















Tender / Projct No:___________________________________


















Drawing Title & Nos.













QAP 50 - 07
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Quality Assurance


Procedure



TITLE : Purchasing Control


REF No. : QAP 60













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































67
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Contents















































PURCHASING CONTROL

a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


68
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QAP 60



Purchasing Control


a. PURPOSE

The purpose of this procedure is to define the type and extent of control to be exercised
over sub-contractors and suppliers and to ensure that purchased products and services
comply with contract requirements, including agreed delivery time.

b. SCOPE OF APPLICATION
This procedure applies to all sub-contractors / suppliers and respective purchases of
products and services that affect the quality of products produced by the company.
c. DEFINITIONS

Purchase documents: Shall mean local purchase order OR sub-contract agreement.

d. CROSS REFERENCE
 Quality Maunal, Clause f.6

 Inspection and Testing – QAP 100
 Control of Non-conforming Product – QAP 130

 Handling, Storage, Packaging, Preservation and Delivery – QAP 150
e. RESPONSIBILITY FOR APPLICATION

General Manager & Purchasing in Charge / Chief Estimator are responsible for the
application of this procedure.

f. PROCESS
f.1 Approved Sub-contractors / Suppliers

f.1.1 An initial of approved sub-contractors / suppliers that affect product quality
has been established based on the previous experience of such
companies performance and ability to meet requirements. This list has
been approved by the GM and details sub-contractor / supplier gradings
which indicate the level and extent of control to be exercised over the
sub- contractor / supplier. Such gradings and controls are detailed in
clause (f.1.7) below. On exceptional cases, purchase order could be placed
with new supplier/sub-contractor with an approval from GM and later
included in the list (ASL) while updating every six month.

f.1.2 Products (materials and services) shall be, where possible, procured from
approved sub-contractors / suppliers as detailed on the approved supplier
list (ASL). However, products may be procured elsewhere provided that
the following is adhered to.
f.1.3 All new sub-contractors / suppliers must be evaluated in some way before
they can be placed on to the ASL. Such evaluation can include; submission
of samples, placing of trials orders, and completion of a questionnaire
issued by the company, proof of a valid International Standard certificate
issued by an accredited certification body, results of an audit performed
69
AL HABBAI - QUALITY MANUAL

by the company, checking of references, or any other means that facilitate
adequate evaluation, were contractually agreed client/consultant approved
sub- contractor/supplier will be utilized irrespective of whether they are
listed or not on ASL, as a result no list of sub-contractors will be maintained.
f.1.4 The General Manager may carry out the above evaluations. However,
inclusion of new sub-contractors / suppliers on to the ASL must be
authorized by the GM following review and grading allocation.
f.1.5 The GM in conjunction with Purchasing in Charge shall review the
performance of approved sub-contractors / suppliers during management’s
review. Such evaluations shall be based on reports of either good or poor
service reports shall be submitted to the Project Engineer at the end of the
project to the Purchasing In-Charge.

f.1.6 Sub-contractor / supplier gradings shall be adjusted as a result of the
above evaluation in accordance with clause f.1.7 below and the ASL
amended accordingly. The amended ASL must then be distributed to all
concerned functions for the purposes of inspection control.
f.1.7 Following review / appraisal one of the following grades shall be allocated.

 Excellent (minimal control / inspection required)
 Above average (intermediate control / inspection required)
 Average or required standard (normal control / inspection required)
 Below average (increased control / inspection required)
 Poor (Not to be used without Managing Director’s permission)
f.1.8 Based on the review, Purchasing in Charge / GM may contact those sub-
contractors / suppliers whose performance falls below the required standard
and request the implementation of suitable corrective measures. Should
subsequent review of such a sub-contractor / supplier’s performance prove
that no improvement has been forthcoming then that sub-contractor /
supplier will be graded as “X” on the ASL.

f.1.9 “X” graded sub-contractors / suppliers can only be used with the express
written permission of the Managing Director. Upgrading of such on to the
ASL can only be done where there is proof that the required improvements
have been implemented.
f.2 PURCHASING DATA

f.2.1 Purchase documents (including requisitions) must obtain a clear and
unambiguous description of the product being purchased (material or
service) including any technical data, the quantity required and the required
delivery date (s). When applicable, the purchase document shall include
reference to relevant drawings, specifications, standards, codes and any
other relevant data.
f.2.2 The agreed quality assurance requirements and provisions for setting of
quality disputes shall be stipulated in the purchase documents only when
it is felt appropriate or necessary.

f.3 VERIFICATION ARRANGEMENTS
f.3.1 e the company wishes to verify purchased product at the sub-contractor’s
/ suppliers premises, the verification arrangements and the method of
product release shall be specified in the purchasing documents.
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f.3.2 Whenever it is a contractual requirement that the customer and / or his
representative be afforded the right to verify purchased product at the
sub-contractors / suppliers premises, the arrangements for such verification
and the method for product release will be specified in the purchase
documents.
f.3.3 Where specified in the contract the customer or his representative shall
be allowed the right to inspect any product procured and used by the
company in fulfilling the contract requirements including those procured
on behalf of sub-contractors / suppliers.

f.4 PURCHASING PROCESS
f.4.1 Material requisition will be raised by the Project Engineer and discussed
during weekly meeting with the GM.
f.4.2 The material requisition form will be highlighted whether the material is
available at main store. In case it is not available, the GM approve the
requisition before being forwarded to the Purchasing Officer.
f.4.3 The Purchasing Officer obtains quotations as necessary, make comparison,
and forward it to the GM for approval.
f.4.4 Purchase order will be prepared by the Purchase Officer, approved by
GM. Copy of the Purchase order will be sent to the supplier and another to
the relevant Project Engineer. Details about receiving materials will be
documented in QAP 150.

f.4.5 Petty cash of Dhs. 1000.00 is maintained by the Projects Engineers. A
purchase that exceeds Dhs. 500.00 will have to be approved by the GM.
g. RECORDS
Records of sub-contractor / supplier performance and the Approved Supplier List
will be maintained by the General Manager / Purchasing Officer for a minimum
period of three years.
h. FILING

The master copy of this procedure shall be filed by the Management
Representative, together with other procedures, under the number QAP 060.
i. ATTACHMENTS

 Approved Supplier List............................................................ QAP 60-01
 Supplier Questionnaire ........................................................... QAP 60-02

 Approved Sub-contractor List .................................................QAP 60-03
 Local Purchase Order ............................................................. QAP 60-04

 Material Requisition ................................................................ QAP 60-05











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Grading (A,B,C,D ~ X)






















(a) APPROVED SUPPLIER LIST (ASL)
Scope of supply
Purchasing & Control




















Location / Address

















Supplier’s Name











QAP 60-01 72
AL HABBAI - QUALITY MANUAL

Purchasing & Control



(b) SUBCONTRACTORS / SUPPLIERS QUESTIONNAIRE

Name of Company

Address
Telephone

Fax
Registration No

How many years has your organization been in business as a supplier?

Please describe your organization, main activities and products:





Please list the categories of skilled personnel your firm is capable of providing and those
categories in which you specialize?










Do you have a Quality Manual / Certificate or some other quality reference document?


If yes, in which stage you are?
 Preparation of documents
 Training of staff

 Implementation
 Certification
If you are already achieved certificate, when was this achieved?



To which National or International standard are you certified?



Please mention the scope of certification?



What is the maximum value of work undertaken?






Page 1-2 QAP 60-02
73
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Purchasing & Control



(c) SUBCONTRACTORS / SUPPLIERS QUESTIONNAIRE

Please provide previous projects list and approximate dollar value:














Will you provide performance bond?





Bank Reference, Name and Branch.








 Please attach with this report copies of all insurance policies you have undertaken.

 Please provide list of your potential customers as appropriate.


 Please provide any quality certificates and an example of a quality plan.



Please provide any further information to facilitate your approval.














Completed by: Position:

Date: Signature:


For internal review purposess only (Apporved, audit required, grading, disapproved etc.






Page 2-2 QAP 60-02
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Purchasing & Control



(d) SUPPLIER QUESTIONNAIRE

Name of Company

Address
Telephone

Fax
Registration No

How many years has your organization been in business as a supplier?

Please describe your organization, main activities and products:





Please list the categories of skilled personnel your firm is capable of providing and those
categories in which you specialize?










Do you have a Quality Manual / Certificate or some other quality reference document?


If yes, in which stage you are?
 Preparation of documents
 Training of staff

 Implementation
 Certification
If you are already achieved certificate, when was this achieved?



To which National or International standard are you certified?



Please mention the scope of certification?



What is the maximum value of work undertaken?






7 QAP 60-03
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HO-10



















































































QAP 60-04
76
AL HABBAI - QUALITY MANUAL

Remarks G.M Approval

Requisition No: Al Habbai Material Code













Material Required date S.P.M Approval



MATERIALS REQUISITION




Q.S









Description A.M SIGN
Al Habbai Contracting L.L.C














Central Store



Unit Qty. up to date

Date: Site No. Received Qty. up to date Project Manager
Required










Budget
Qty

QAP 60-05
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Quality Assurance


Procedure



TITLE : Control of Customer Supplied Product


REF No. : QAP 70













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































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Contents














































CONTROL OF CUSTOMER SUPPLIED PRODUCTS


a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


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QAP 70








Control of Customer Supplied Product


a. PURPOSE
The purpose of this procedure is to ensure control of products supplied by the customer.

b. SCOPE OF APPLICATION

This procedure applies to all customer supplied products.
c. DEFINITIONS

Customer Supplied Product: Means; any material, component or equipment supplied
by the customer for incorporation into the final product.

d. CROSS REFERENCES
 Quality Maunal, Clause d.7

 Contact Review – QAP 30
 Inspection and Testing – QAP 100

 Control of Non-conforming Product – QAP 130
e. RESPONSIBILITY FOR APPLICATION

The Chief Estimator and Project Engineer are jointly responsible, at varying intervals,
for the application of this procedure.
f. PROCESS

f.1 Verification of Customer Supplied Products
f.1.1 Customer supplied product may include materials / equipment that can be
installed during the construction stages of the project.
f.1.2 Where the Chief Estimator identifies such customer supplied products
during contract review details shall be passed to the Project Engineer
who must then liaise with the customer to ensure that products will be
available on time as not delay completion / delivery dates. Where delay is
likely the customer or his representative should be informed in writing.

f.1.3 Products supplied by the customer shall be inspected on receipt by the
Project Engineers or his delegated representative I accordance with
Inspection and testing procedures.
f.1.4 Should products provided by the customer be found unsuitable for use
(e.g. not of correct specification, damaged in transit, of insufficient quantity,
etc.) details will be recorded by the Inspector and be notified in writing by
the Project Engineer who shall also request from the customer
arrangements or instruction for replacement.

f.1.5 All replacements will be inspected as per original requirements.
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f.2 Care of Customer Supplied Products

f.2.1 Products supplied by the customer shall be suitably identified, either through
adequate labeling, appropriate documentation, or other appropriate means.
f.2.2 Where practicable, customer supplied products shall be stored separately
and shall be stored in such a manner so as to prevent loss, damage,
deterioration or inappropriate use. Where delivery of customer supplied
product is phased the use of such shall be recorded during and details
passed to the Project Engineer so as to ensure replenishment when
appropriate.

f.2.3 Any contractual requirements for controlling customer supplied products
are to be observed, this includes following manufacturers recommendations
for storage, and handling these are stipulated.

f.3 Damage to or Loss of Customer Supplied Products
f.3.1 Should customer supplied products be damaged or lost whilst in the
company’s possession the Project Engineer shall raise a non-conformity
report in accordance with Control of Non-conforming Product procedures.

f.3.2 In all case, damage or loss regarding customer supplied products shall be
reported to the customer or his representative in writing. Such reporting
must be undertaken and followed up by the Project Engineer in order to
reach a satisfactory settlement where such is required.

g. RECORDS
Records of Customer Supplied Products shall be maintained by the Project Engineer/
main office for the contract duration plus a minimum period of three years.
i. FILING

The master copy of this procedure shall be filled by the Management Representative,
together with other procedures, under the number QAP 70.
j. ATTACHMENT
Log of Customer Supplied Products - QAP 70 - 01




























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Control of Customer Supplied Products



(a) LOG OF CUSTEMER SUPPLIED PRODUCTS

No Date Received Material Materials Description Inspector Signature
Status








































































QAP 70-01
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Quality Assurance


Procedure



TITLE : Product Identification & Traceability


REF No. : QAP 80













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































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Contents














































PRODUCT IDENTIFICATION & TRACEABILITY


a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


84
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QAP 80






Product Identification & Taceability


a. PURPOSE

The purpose of this procedure is to establish a mechanism for the identification and
traceability of products used or supplied by the company where such is required.

b. SCOPE OF APPLICATION

This procedure applies to all products that fall into the above category, from receipt,
and throughout production, storage, and delivery.

c. DEFINITIONS
None.

d. CROSS REFERENCES

• Quality Maunal, Clause - d.8
• Purchasing – QAP 60

• Control of Customer Supplied Products – QAP 70

• Inspection and Testing – QAP 100

• Inspection and Test Status – QAP 120

• Handling, Storage, Packaging, Preservation, and Delivery – QAP 150

e. RESPONSIBILITY FOR APPLICATION

The Project Engineer is responsible for ensuring that product identification and / or
traceability is maintained where and when required.
f. PROCESS

General
This procedure should be read in conjunction with those procedures referred to under
clause d above (‘CROSS REFERENCE’) where, for individual requirements, further
detail of requirements are stipulated.

f.1 Project Documentation and Records

f.1.1 On notification of a successful Tender or bid the GM shall allocate a project
name and number to that project. The number shall be the next sequential
number. This unique identification (name or number or both) shall be used
on:

 All documents and letters relevant to the Project

 All Purchase Orders
 All Inspection Records
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f.2 Identification
f.2.1 Where deemed necessary product shall be identified on site by suitable
means which may include one or more of the following:-
 Segregation

 Documentation – e.g. inspection records
 Marking

 Storage labeling
 Packaging
 Etc.

f.2.2 The above identification may involve materials or goods whilst in storage
or when incorporated into the works. However, in all cases products must
be identifiable.
f.2.3 For structural concrete the location of the concrete within the works shall
be recorded so as to allow identification should subsequent test cube results
require further analysis. Location may be recorded on cube test request
sheets, drawings, in the site diary, etc. Special attention should be given
to any contractual requirements regarding identification.

f.2.4 Verification of the identification will form art of receiving inspection.
f.3 Traceability

f.3.1 Where contractually required, materials and goods used on site shall be
traceable. This usually applies to materials that have a structural
consequence on the works (e.g. structural steel, concrete, reinforcement,
etc.)
f.3.2 In such cases the location of the material in the works shall be recorded
either as required by the contract or as specified in clause f.2.3 above.
f.3.3 The project Engineer must ensure that any requirements for material
Certificates are included on Purchase Requisitions. Once received, copies
of material certificates shall be maintained in either the Head Office or
Site files.

g. RECORDS
Required product identification and traceability records shall be maintained in the Head
Office files by the GM and in the Site files by the Project Engineer.
h. FILING

The master copy of this procedure shall be filed by the Management Representative,
together with other procedures, under the number QAP 80.
I. ATTACHMENT

Project Traceability Guideline






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Product Identification & Traceability



(a) PROJECT TRACEABILITY GUIDELINES

Material Type Traceability Level Markings Identification

Structural Concrete Limited None Delivery Ticket, Test Cubes
Conc. Book, Source cert.
Reinforcing steel Batch ASTM / BS Tags Delivery ticket, drawing
reference, source cert. for
aluminium, compliance cert.
Transoms, Mullions Limited Type marking Delivery ticket, source cert.
BS/ASTM verification of
compliance.
Sandwich Panel Batch Type marking Delivery ticket,fabrication
compliance cert.
Insulation Batch N/a Delivery ticket, compliance
cert.
Structural Metal works Limited Structural steel only Delivery ticket, fabrication
– stamps cert. compliance cert. type
test cert.
Lift / Switchgear Full Plates Delivery documents,
fabrication cert. compliance
cert, type test cert.
MEP: Mech . Chiller Full Plates Delivery documents,
fabrication cert. compliance
cert, type test cert.
AC Components Batch Plates Delivery documents,
compliance cert, type test cert.
Elec. DB’s Full Plates Delivery documents,
compliance cert, type test cert.
Transformer Full Plates Delivery documents,
compliance cert, type test cert.
Plumbing Tanks N/A Volume Delivery tickets, type test
cert.
Blocks Batch NA Delivery tickets,
Municipality Cert.
Mortar NA NA Test Tubes, Cube test
Result.
Plaster / Render NA NA Delivery tickets, sample
area
Non structural works Batch NA Delivery tickets, fabrication
records, coating records
Wall / floor tiles Batch NA Delivery tickets, source
cert. samples.
Ceiling Tiles Batch NA Delivery tickets manufacturer
literature,source cert. test cert
compliance cert.

Page 1/2
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Product Identification & Traceability



(a) PROJECT TRACEABILITY GUIDELINES

Material Type Traceability Level Markings Identification

Carpentry / Joinery NA NA Delivery tickets sample
Paint Batch Can markings and code Delivery ticket, swatch card
sample area
Windows Batch frame type Delivery tickets drawing ref.
source cert. compliance
cert.
Glass block Batch NA Delivery tickets, sources
cert.
Maint. Cardles Batch Plates on motors Delivery tickets, source cert
cradle compliance cert safety test
cert.




















































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Quality Assurance


Procedure



TITLE : Process Control - Programming & Progress


REF No. : QAP 90













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































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Contents














































PROCESS CONTROL - PROGRAMMING & PROGRESS


a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


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QAP 90






Process Control - Programming & Progress


a. PURPOSE

The purpose of the procedure is to ensure timely project completion through
programming the required works and monitoring actual progress.

b. SCOPE OF APPLICATION

This procedure applied to all programming and progress reporting activities and all
personnel involved in such activities.

c. DEFINITIONS
None

d. CROSS REFERENCE
 Quality Manual Clause f.9

 Inspection & Testing QAP 100
e. RESPONSIBILITY FOR APPLICATION

General Manager, Planning Engineer & Project Manager are responsible for the
application of this procedure

f. PROCESS

f.1 Programming
f.1.1 All necessary contract document will be handed to the Planning Engineer
upon his appointment / selection. Such document may include.
 Terms and condition of contract

 Contract Specification
 Bill of quantities

 Contract Drawings and Amendments
 Plans of existing services
 Tender Programme

 Site investigation report, if any
 Record of existing site conditions.

f.1.2 The planning Engineer should study the above information and the overall
concept of operations for the building work. Where possible he should
visit the site.
f.1.3 The planning Engineer shall procedure a master construction programme
for the purpose of programming, co-ordination an further monitoring of
work progress. The programme should include all required project activities
from start to finish, including pre-construction activities (e.g. Mobilization)
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f.1.4 The master programme must be approved by the General Manager prior
to commencement and where contractually required by the client
representative.

f.1.5 Copies of the approved master programme must be copied to all other
relevant functions for the purposes of material an resource procurement.

f.1.6 The Project Manager shall monitor the master programme with a view to
procuring critical goods, materials of any subcontractor order placement.
Special attentions must be given to procurement lead-in / delivery period.
Where it is felt necessary a procurement schedule should be drawn up by
the project Engineer giving details of goods/ services required and latest
order date.
f.1.7 Goods and services should be requisitioned so as to endure that the
programme requirement are met.
f.1.8 The master programme should be regularly monitored during the course
of the project to ensure that works are proceeding as programmed. Any
deviations or delays to the progress of the works as shown in the progrmme
shall be brought to the attention of the General Manager for further action
where required.
f.1.9 The master programme can only be amended with approval of the General
Manager or where contractually required, with the approval of the customer
Representative.
f.1.9 Where works are falling behind programme detailed construction
programmes or short terms /critical activity progrmmes may be produced
on site by the Planning Engineer to assist in the effective and timely
execution of sections of works so as to brings the overall works back on
line with the master programme.
f.2 Progress
f.2.1 All project Engineer will Endeavour to attend the weekly general meeting
which I s chaired by the General Manager during this meeting the progress
and future short / long term requirement of each project will be discussed
with a view to ensuring that adequate resources are available / Planned to
enable continuation as programmed or identify any acceleration required.
f.2.2 Each project Manager is to maintain a site diary in which he should record
relevant information as to the progress of work at any given point in time.
Such records may include; work in progress, major plant on site, summary
of trade personnel employed, problems faced, etc.. in-house quality control
inspection will also be recorded in the diary accordance with clauses f.2.2
of inspection and testing procedure.

f.2.3 Where contractually required the Planning Engineer shall produce a report
of the progress of the work an submit this to the Client representative at
the specified intervals. This should be undertaken in conjunction with the
planning Engineer.
f.2.4 Where felt necessary or are specifically required, co-ordination meeting

will be held to discus works delays, information required, claims and
disputes, materials supplies, workmanship standards, etc. These meeting
may involve the company’s own site staff, subcontractor, suppliers,
consultant, the Client Representative or nay combination thereof. Minutes
of meeting should be taken.
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f.2.5 Where information is required facilitate working progress the Project
Engineer I responsible for issuing timely requests for such information
from the relevant source / authority.

g. RECORD
The master programme and any detailed construction programme, together with any
progress reports or co-ordination meeting minutes shall be maintained by the Project
Manager for the duration of the project plus a minimum period of one year.

h. FILING
The master copy of this procedure is filed by Management Representative, together
with other procedure, under the Number QAP 090

h. ATTACHMENT
None



























































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Quality Assurance


Procedure



TITLE : Process Control - Site Mobilization


REF No. : QAP 91













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































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Contents














































PROCESS CONTROL - SITE MOBILIZATION


a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


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QAP 91







Process Control – Site Mobilization



a. PURPOSE

The purpose of the procedure is to ensure that site mobilization is achieved in a smooth
and timely manner and so minimize disruption to future construction works.

b. SCOPE OF APPLICATION

This procedure applies to all site mobilization activities and to all employees involved
in such activities.

c. DEFINITIONS
None

d. CROSS REFERENCE

 Quality manual, clauses f.9
e. RESPONSIBILITY FOR APPLICATION
Project Engineer are responsible for the application of this procedure

f. PROCESS

f.1 The Project Manager is responsible for all site mobilization activities. Prior to
mobilization the project Engineer should visit the site with a view of familiarizing
himself with the location and surrounding facilities. Particular attention should
be given to existing service, access road, adjacent buildings, fencing, landscape
etc. So as to assist with mobilization and construction and also to identify any
protection requirements.
f.2 The Project Manager shall study the overall conception of operations for the
building work an decide on the best location for the various site facilities. Where
it is felt necessary is a contractual requirement the Project Manager shall prepare
a site layout plan.

f.3 When planning the site layout the following should be considered.
 Location of existing services.

 De-watering, fences, shoring etc…
 Construction and maintenance of access and exit roads.
 Erection of signs.
 Location of administrative office.

 Location of storage areas.
 Location of work an fabrication areas (steel yard, aggregate, cement)
 Location of temporary services.

 Position of static and mobile plant and equipment.
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f.4 The Project Manager shall arrange for all necessary resources to be mad available
in order to affect mobilization

f.5 Where early site possession is available mobilization and planning may be carried
out simultaneously.
f.6 The Project Manager is responsible for ensuring that all required notices to Local
authorities have been placed or are being arranged so as to ensure timely
mobilization and avoid delay when construction work commences.

g. RECORDS
Where a site layout plan is a contractual requirement it will be maintained by the Project
Manager as required by the contract

h. FILING
The master copy of this procedure is filed by the Management Representative, together
with other procedures, under the number QAP 91.
i. ATTACHMENT

None




















































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Quality Assurance


Procedure



TITLE : Process Control - Site Administration
& Constuction Activites


REF No. : QAP 92













Copy No. Approved By:



AMENDMENTS

Issue No Subject of the Amendment Revised by & Authorized by Date
Signature Signature


































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Contents














































PROCESS CONTROL - SITE ADMINISTRATION &
CONSTUCTION ACTIVITES
a. Purpose


b. Scope of Application


c. Definitions


d. Cross References

e. Responsibility for Application


f. Process


g. Records


h. Filing

i. Attachment


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QAP 92





Process Control - Site Administration

& Construction Activities


a. PURPOSE

The purpose of the procedure is ensure all site administration and construction activities
are identified, planned and carried out in a controlled manner.

b. SCOPE OF APPLICATION
This procedure applies to all site activities related to physical on-site works.

c. DEFINITIONS
None

d. CROSS REFERENCE

Quality Manual, Clause f.9
e. RESPONSIBILITY FOR APPLICATION

Project Engineers are responsible for the application of this procedure.
f. PROCESS

f.1 Site Administration
f.1.1 The Project Engineer is responsible for ensuring that all necessary site
administration matters are being addressed. These may include;
 Selection of necessary site staff

 Site filing system
 Necessary contract documentation

 Information receipt and issue control – including drawings
 Site organization chart (if required) and lines of communication
 Staff and sub-contractor induction of site rules

 Establishment of site controls and inspection routines
 Preparation of method of statements as required
 Frequency of progress / co-ordination meetings

 Dates for submission of interim valuations
f.1.2 Having identified and planned all necessary construction activities,
mobilized the site, and ensured that all administrative matters are being
addressed, the Project Engineer shall commence works in accordance
with the programme. Note: the aforementioned planning, mobilization and
administrative matters may run concurrently where early site possession
can be achieved but in all cases the matters must be successfully
completed.
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f.2 Construction Activities
f.2.1 Land Surveying. Survey and level control points should be established.
Setting out and leveling will be normally undertaken by the Project Engineer
who should ensure that necessary equipment is available for this purpose,
ensuring always that such equipment is in a known state of accuracy.
Where outside land surveying services are required these should be
requisitioned by the Project Engineer as soon as possible. Procedures for
Control of Inspection Measuring and Test Equipment (QAP110) should be
observed with regard use of survey equipment.

f.2.2 Document Review. The Project Engineer is to review all documents and
drawings received for the purpose of identifying instructions or requirements
and upon identifying such is responsible for passing relevant information
on to other concerned sub-contractors. Any variations should be priced by
the Project Engineer, with assistance from the Quantity Surveyor if
necessary, and inform the Customers Representative of such in writing.
No variations are to be undertaken without prior agreement. Procedures
for Document and Data Control (QAP 50) should be observed with regard
to drawing controls.
f.2.3 Workmanship. All site activities should be regularly monitored by the Project
Engineer or his delegated deputy for correctness of work practices. Where
works are not being performed as required the Project Engineer may
prepare a work instruction or method statement detailing how an activity is
to be performed. Such instruction must be approved in accordance with
Document and Data Control procedure (QAP 50).
f.2.4 Inspection and Testing. The Project Engineer shall review all appropriate
contract documentation for activities being conducted on site so as to
determine any required inspections or tests. Where these are identified
these should be coordinated with the relevant concerns and carried out
as per requirements. Procedures for Inspection and Testing (QAP 100)
and Inspection and Test Status (QAP 120) should be referred to.

f.2.5 Payment Valuations. The Project Engineer shall value completed works,
including off site works and materials on site if allowed under the contract,
at required intervals throughout the duration of the contract and prepare a
valuation accordingly for presentation to the Customers Representative. A
copy of each valuation should be given to the accounts department for
follow-up purposes.

f.2.6 Commissioning. Upon completion of the works, or at appropriate stages
where there is phased hand over, the Project Engineer shall arrange for
all necessary services to be commissioned. Where this involves inspection
and testing clause f.2.4 above should be observed. Once successful
commissioning has taken place the works can be handed over to the
Customer or his representative.

f.2.7 Defect Liability Period. During this periods, any defect arise shall be brought
to the attention of the General Manager or Managing Director who shall
instruct any available Project Engineer or Sub-contractor’s Project Engineer.
The Project Engineer will attend the problem and raise customer complaint
report for genuine defect. The corrective action taken including nature of
repair done will be recorded in the complaint report.
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