Management System Formats Manual (Chemical) (As Per ISO/IEC 17025:2005)

VITRO LABS, New nallakunta, Hyderabad
Doc.No. VL/MSF/02 Document Name: MANAGEMENT SYSTEM FORMATS

Issue No. 02 Issue Date: 31.07.2015
Amend No. 00 Amend Date: 00 Page 1 of 42
MANAGEMENT SYSTEM FORMATS

MANUAL (CHEMICAL)
(as per ISO/IEC 17025:2005)
OF
# 2-2-647/A/3, 3rd floor, Shivam road, Newnallakunta,

HYDERABAD – 500 013, (Telangana State), INDIA
Issue No. : 02
Issue Date: 31.07.2015
Copy No. :
Holder’s Name:
Reviewed by: Approved by:

Prepared & Issued by:
(Technical Manager) (Managing Partner)

(Quality Manager)

RELEASE AUTHORIZATION
This MSF Manual (chemical) is released under the authority of
CH.NARASIMHA RAO, Managing Partner
and is the property of
# 2-2-647/A/3, 3rd floor, Shivam road, Newnallakunta

HYDERABAD – 500 013, (Telangana State), INDIA
(CH.NARASIMHA RAO, MANAGING PARTNER)

Date: 31.07.2015


(Quality Manager)

AMENDMENT RECORD
Signature of
Page Section/Clause/Para/line Date of Amendment Reasons of person
Sl.No.
No. (as applicable) Amendment made Amendment authorizing
Amendment
01.
02.
03.
04.
05.
06.
07.
08.
09.
10.
The following Abbreviations are used in this manual


(Quality Manager)



(Quality Manager)

DISTRIBUTION LIST
The following are the authorized holders of the Master/controlled copy of Management
System Formats Manual (Chemical).
Copy No. Designation of the holder of copy Signature

01. Quality Manager (Master copy)
02. Managing Partner/Director-Lab (controlled)
03. Technical Manager (controlled)
04. Laboratory copy (controlled) --


(Quality Manager)

DOCUMENTS DISTRIBUTION REGISTER- VL/HYD/MSF/F/4.3/01
S. No. Issued To Document No. Document Issue No. & Amendment Signature of
Name Date No. & Date Recipient


(Quality Manager)

MASTER LIST- VL/HYD/MSF/F/4.3/02
S.No Title Document No. Responsibility


(Quality Manager)

QUALITY MANAGER
TEST REQUESITION FORM - VL/HYD/MSF/F/4.4/01

Name & Address of the Customer Contact Person
Phone/Mobile No.
Fax Number
Email
S.No. Sample details Test Sample condition Test method as per requested
parameters qty by customer
Special Instructions (if any):

Sampling details (if any) :
Registration Date Registration Number
Expected Report Delivery Date Mode of Report Delivery (By
Hand/Courier/Mail/Fax)
Basic Price Service Tax Total

Advance Paid Cash/Cheq/DD Balance Payable
Particulars
DECLARATION
I/We hereby declare that the above furnished details are true to the best of my/our knowledge. We abide to
the term &conditions mentioned overleaf.
Name &Signature of the Customer Name &Signature of the F.O.Executive / Lab Rep.
Date: Date:
For Office Use Only
Condition of sample (s) on Receipt


(Quality Manager)

Storage condition of sample (s)

Registration Number (s)
Lab Code (s)
Name &Signature Name &Signature
With date of F.O.Executive/ Lab Rep. With date of Technical Manager
SUB-CONTRACT REGISTER - VL/HYD/MSF/F/4.5/01
S.No. Sub-contract Sub- Date of Date of Test Report Remarks

work details contracto submission Receipt Reference
r name


(Quality Manager)

Technical Manager Director- Lab
LIST OF SUB CONTRACTORS- VL/HYD/MSF/F/4.5/02

(NABL ACCREDITATED)
S.No Laboratory details Scope Validity


(Quality Manager)

Prepared By: Approved By:
(Quality Manager) (Director – Lab)
INCOMING MATERIAL INSPECTION- VL/HYD/MSF/F/4.6/01

Chemical/glasswName of the
challan / invoice
Accepted criteria
quantity
Parameter to be
S.
Date of received
Ordered
Signature of the
Supplier name
Authorized by
Tested results
No.
Delivery
Received
quantity
checked
analyst
no.
APPROVED SUPPLIERS LIST- VL/HYD/MSF/F/4.6/02
S. No. Supplier Name and Address Contact Person Contact No. Approved For Remarks


(Quality Manager)



(Quality Manager)
SUPPLIER PERFORMANCE EVALUATION- VL/HYD/MSF/F/4.6/03
Supplier Name : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period: . . . . . . . . . . . . . . . . . . . . . . . . . . .
Date of Items Quantity Rejection Price Delivery Grading Remarks
Order Ordered Received Desired Made
Evaluation Criteria –
For Quality For Delivery For Price

60% Marks for Nil Rejection 20% Marks for Timely Delivery 20% Marks for contracted price
10% Marks for Delay up to Two days 0% Marks for upward revisions
0% Marks for Delay more than Two days
Grading Criteria –
A - For marks obtained is 85% or above B – For marks obtained less than 85%
Satisfactory therefore no action required Supplier instructed to improve their Supplies &
Services
QUALITY MANAGER
VITRO LABS
2-2-647/A/3, 3rd Floor, Shivam Road, New Nallakunta, Hyderabad - 500023
Phone : 040 – 27421389 / 27423532, Email: labsvitro@yahoo.com
CUSTOMER FEEDBACK FORM- VL/HYD/MSF/F/4.7/01
Date: ------------------------
Company Name:
Sample details
Please tick the appropriate block ('10' indicates highest level of satisfaction and '1' indicates lowest level of
satisfaction).
A) QUALITY
(a) Meeting Test requirements 10 9 8 7 6 5 4 3 2 1
(b) Consistency in Results 10 9 8 7 6 5 4 3 2 1
B) DELIVERY
(a) On time Delivery of Test Reports 10 9 8 7 6 5 4 3 2 1
(b) Accommodation/modification in Test schedules 10 9 8 7 6 5 4 3 2 1
(c) Response to meet exigencies/urgent requirements 10 9 8 7 6 5 4 3 2 1
C) PRICE
(a) Cost of tests 10 9 8 7 6 5 4 3 2 1
D) SERVICE
(a) Resolution of your complaints 10 9 8 7 6 5 4 3 2 1
(b) Our response to your special requirements 10 9 8 7 6 5 4 3 2 1
(d) Our Service Range 10 9 8 7 6 5 4 3 2 1
(e) Time taken for delivering the results 10 9 8 7 6 5 4 3 2 1
(c) Our response to your communication 10 9 8 7 6 5 4 3 2 1
YOUR VALUABLE SUGGESTIONS FOR IMPROVEMENT (On specific issue, please)
Name and
Signature:
contact No.
Designation: Date:
Note: (i) If require, attach additional sheets
CUSTOMER FEED BACK FORM – ASSESSMENT
Reference
Customer
Possible Actual
Sl No Customer Satisfaction Survey Elements Remarks
Weightage Weightage
1 Meeting Test requirements 10
2 Consistency in Results 10
3 On time Delivery of Test Reports 10
4 Accommodation/modification in Test schedules 10
5 Response to meet exigencies/urgent requirements 10
6 Cost of tests 10
7 Resolution of your complaints 10
8 Our response to your special requirements 10
9 Our Service Range 10
10 Time taken for delivering the results 10
11 Our response to your communication 10
TOTAL 110
Actual Weightage
Customer Satisfaction Index = X 100
Possible Weightage
= %
GUIDANCE FOR ACTION
100-91 % : Know the Customer Expectation

90-81 % : Identify Areas for Improvement
80-71 % : Identify dissatisfaction and initiate action to eliminate dissatisfaction
70-61 % : Understand customer requirement properly
REMARKS:
Quality Manager
Customer Complaints Register- VL/HYD/MSF/F/4.8/01
S.No. Complaint Test Nature of the Signature of Root cause Corrective Signature of
No. & Date certificate Complaint QM analysis actions DL
Ref. No. & Taken taken
Date
QM = Quality Manager, DL = Director - Lab

NONCONFORMING TESTING WORK ANALYSIS- VL/HYD/MSF/F/4.9/01
Nonconformance Noticed: Date:
Noticed by:
Customer / Lab Personnel:
Problem Source:
Test Results Lab. Personnel Testing Method Others

Equipment
Document Reference (if any):
Identification & Analysis of Root Cause(s):
Signature: Date:
Proposed Corrective Action: Resp.: Target Date of Completion:
Signature
Actual Action Taken:
Signature: Date:
Progress Report by Technical Manager:

Action Taken
Current Status:
Revised Target Date of Completion:
Verification of Effectiveness of Action Taken by Director Lab:
Effective Not Effective
Signature: Date:
LIST OF RECORDS- VL/HYD/MSF/F/4.13/01
S.No. Description Retention period Person responsible for

storage, retention & disposal
(QUALITY MANAGER)
INTERNAL AUDIT PLAN- VL/HYD/MSF/F/4.14/01
INTERNAL AUDIT NO.: YEAR:
Function to be audited
Management Requirements
Technical Requirements
Department (Cluase 4.1-4.15)
(Cluase 5.1-5.10)
Actual Date of Actual Date of
Plan Date of Audit Plan Date of Audit
Audit Audit
Water
Environment
Microbiology
Quality
Front Office
(Quality Manager)
Date:
INTERNAL QUALITY AUDIT SCHEDULE- VL/HYD/MSF/F/4.14/02
Audit No. Date:
S.No. Department / Function Name of the Name of Date of Time of Scope of audit
Auditor Auditee audit Audit
1.
2.
3.
5.
Opening Meeting at:
Closing Meeting at:
Lunch Break:
Quality Manager
INTERNAL AUDIT NON-CONFORMITY- VL/HYD/MSF/F/4.14/03
Audit No. Date : Auditor

Departmen Auditee
Activity Assessed
t /Section
NC No. Name of Auditee ISO /IEC 17025 clause No.
DESCRIPTION OF NON-CONFORMITY (NC):
Signature of Auditor & date
CORRECTIVE ACTION PROPOSED :
Signature of Auditee & date
RESPONSIBILITY & TIME REQUIRED FOR CORRECTIVE ACTION:
Signature of Auditee/HOD/Quality Manager & date
CORRECTIVE ACTION TAKEN:
Signature of Auditee & date
CORRECTIVE ACTION VERIFIED & COMMENTS, IF ANY
Signature of Auditor & Quality Manager & date

MRM PLAN/SCHEDULE FOR THE YEAR - VL/HYD/MSF/F/4.15/01
Date:
Top management has decided to conduct Management Review Meeting (MRM) as per below plan & schedule.
MRM will cover all the agenda points as per clauses of ISO 17025: 2005, MRM procedure VL/HYD/MSP/4.15/01
and all activities at laboratory, Hyderabad
The frequency of MRM is once in a year covering all agenda points given below.
Management Review Meeting Plan MRM Number
AGENDA:
1. The outcome of recent internal audit.

2. The outcome of external audits.
3. Customer feedback
4. Process performance and product conformity.
5. Status of preventive and corrective actions.
6. Follow up actions from previous management reviews.
7. Changes that could affect the quality management system like changes in the volume and type of
work.
8. Recommendations for improvement.
9. Suitability of policies and procedures, effectiveness of Management System.
10. Reports from Supervisory personnel.
11. The results of inter laboratory comparison tests (or) proficiency testing.
12. Customer complaints.
13. Quality Control Activities.
14. Resources needed.
15. Training requirements.
16. Any other issues related to laboratory or management system.
Quality Manager.
MINUTES OF MANAGEMENT REVIEW MEETING- VL/HYD/MSF/F/4.15/02
Meeting Date: MRM No:

Members Present:
Venue:
Members Absent:
Sl.
Points Discussed Actions Proposed Responsibility Target
No.
Suitability of policies and
02 Procedures.
Reports from Managerial

and Supervisory Personnel
02
The outcome of recent

Internal Audits
03
Corrective & Preventive

04 Actions
Assessment by external
05 bodies
Results of PT & ILC

06 activities
Changes in volume and

07 type of work
Customer Feed Back

08
09 Complaints
Recommendations for
10 improvements
11 Staff Training
QUALITY MANAGER
S.No Name & Training Description Training identified by Training Approved
. Designation of planned by
Trainee month
TRAINING NEED IDENTIFICATION- VL/HYD/MSF/F/5.2/01

LIST OF EMPLOYEES- VL/HYD/MSF/F/5.2/02
S.No Name Designation Academic & Experience Relevant Training

. Professional related to
Qualifications present
work
(in years)
QUALITY MANAGER
TRAINING CALENDAR – VL/HYD/MSF/F/5.2/03
YEAR:
Name & In-

Actual
S. Designation of Tentative Date(s) house /
Training Subject Date(s) of Remarks
No. Personnel of Training Outside
Training
(Trainees) Agency
Prepared By
(Quality Manager)
Date:
TRAINING EFFECTIVENESS- VL/HYD/MSF/F/5.2/04
Training Topic
Training Date
Faculty
Trained Employees
Sl No Name of Employee Department
Effectiveness of the Training measured through (Tick √ appropriately)

Measures Faculty Technical Manager
Personnel Discussion
Demonstration
Observation
On-job Assessment
Written test
Comments on Training program Effectiveness
Faculty
1) Training Effectiveness found satisfactory : o YES o NO
Use additional sheets wherever required
TRAINING EFFECTIVENESS (CONTD)
1) Training Effectiveness found satisfactory : o YES o NO
2) Further training required on the same subject : o YES o NO
3) Training effectiveness fond partial : o YES o NO

In case of (1) is NO & (2) is YES or (3) is YES please furnish the participants name for further training on the
same subject.
Sl.No Name of Employee Department
REMARKS:
AUTHORIZATION :
Director - Lab
Housekeeping Record:
Month & D- daily, W – Weekly, (Cleaning Area: whole Laboratory)
Year
1
2
3
4
5
6
7
8
9
11
12
15
17
18
21
22
25
26
27
30
10
13
14
16
19
20
23
24
28
29
Activity:
General
cleaning (D)
Mopping
(W)
Signature of
Housekeepi
ng Person
Checked by
Technical
Manager
HOUSE KEEPING RECORD- VL/HYD/MSF/F/5.3/01

TEMPERATURE AND HUMIDITY REGISTER- VL/HYD/MSF/F/5.3/02
MONTH & YEAR :
S.No Date Tim Dry Wet Differen Humidit Recorded Verified Remarks
e Bulb Bulb ce in y in % By by
Readin Readin Temp. in
g in 0C g in 0C 0
C
Model/type
Range
Equipment Equipment / Date of last Calibration Calibrat
Sl.No. and
Name ID Year of Calibration due on ed by
accuracy
Make
EQUIPMENT LIST – VL/HYD/MSF/F/5.5/01
Prepared By Verified By
(Quality Manager) (Technical Manager)
EQUIPMENT MAINTENANCE PLAN FORMAT - VL/HYD/MSF/F/5.5/02
S.no. Name of the equipment Activity Frequency

(Technical Manager) (Director - Lab)
EQUIPMENT MAINTENANCE RECORD FORMAT - VL/HYD/MSF/F/5.5/02A
Maintenance Record: D- daily, W – Weekly, F- Fortnight, M – Monthly, Y – Yearly

Name of the Equip ID: Remarks :
equipment
Month &
Year
Activity:
31
15
16
18
19
21
22
24
25
27
28
30
10
11
12
13
14
17
20
23
26
29
1
2
3
4
5
6
7
8
9
CHECKED BY
EQUIPMENT INTERMEDIATE CHECKS FORMAT - VL/HYD/MSF/F/5.5/03
ITEM OF Calibration Checking Procedures

EQUIPMENT Interval Interval and
(years) (months) References
INTERMEDIATE CHECKS RECORD FORMAT - VL/HYD/MSF/F/5.5/03A
S.No Date of Referenc Test Standard Observed Error Checked Verified Remarks
check e parameter value value by by
material
used
EQUIPMENT HISTORY RECORD -– VL/HYD/MSF/F/5.5/04
Equipment Name: ID No.:
Date of Purchase: Make: Range/Size:
Mfr.’s Sr. No.: Condition: Location:
Date of Placement in Service: Operational Manual: Available / Not Available
Name of Servicing Agency:
Contact Person: Contact No:
PREVENTIVE MAINTAINANCE / BREAK DOWN RECORD
Date Details of Work Done Valid Up to Sign. and

Date
CALIBRATION RECORD
Date of Calibration Calibration Report No. Calibrated By Calibration Valid Up Approved

to By
(Technical
Manager)
CALIBRATION CERTIFICATE APPRAISAL FORM- VL.HYD/MSF/F/5.5/05

S.No. Particulars Remarks
Put ( √ ) mark in the space provided
01.
YES NO
02.
YES NO
03.
YES NO
04.
YES NO
05.
YES NO
06.
YES NO
07.
YES NO
ACCEPTANCE CRITERIA:
1. If all the above all questions are marked as “YES” – the calibration certificate is said to be accepted.
2. If any one of the above questions is marked “ NO” – the calibration certificate is rejected and the
instrument/equipment shall not be used until proper corrective action is addressed.
CONCLUSION : Calibration certificate is ACCEPTED/REJECTED

Approved By:
Evaluated By:
Date:
Date:
SAMPLE ENTRY REGISTER-VL/HYD/MSF/F/5.8/01
S.No. Date of Sample Party Sample Parameters Quantity Sample Remarks

Registration Code Name Details received condition
SAMPLE ALLOTMENT REGISTER- VL/HYD/MSF/F/5.8/02
S.No. Date of Sample Sample Parameters Quantity Allotted to Allotted Date of

Allotment Code Details received by Completion
QUALITY CONTROL CHECK PLAN FORMAT- VL/HYD/MSF/F/5.9/01
Product Parameters Method of Frequency Acceptable Remarks

Quality Control criteria

S.No.
sample & DetailsName of the
identificationReplicate sample
parameters Name of the
AnalysisDate of Replicate analyst

name
NameAnalyst
AnalysisDate of Replicate analysis
Analyst
Name
REPLICATE TESTING- VL/HYD/MSF/F/5.9/02
Deviation
RETESTING OF RETAINED ITEMS - VL/HYD/MSF/F/5.9/03

Accepted criteria
Authorized by
S.No.
sample & Test Name of the
(s)
Laboratory ID
Laboratory Name
code / Date of Earlier sample
Accredited Discipline
Field of Accreditation
codeRetesting sample
4 – Year Period of Participation
under
Group (s)
AnalysisDate of Earlier tested
NameAnalyst
AnalysisDate of Retested
NameAnalyst
checkedName of the
parameters
4 Year Proficiency Testing Participation Plan

Earlier results
Proficiency Testing Participation Plans (Year wise)

Retested results
Remarks
Remarks
Authorized by
Discipline
Reviewed by : Approved by:
4 YEARS PT/ILC PLAN-- VL/HYD/MSF/F/5.9/04
Name & Address of the Customer : Test Report No. :

Reporting Date:
Customer Ref No:
Date:
Registration no:
Sample Details: Sample code given by
lab:
Sample received on:
Date of Registration:
Sample condition at receipt: Analysis started on:
Sample Quantity : Analysis completed on:
TEST CERTIFICATE-VL/HYD/MSF/F/5.10/01
TEST RESULTS
Test
Sl. No Test parameters Units of
Test Method Specification
Measurement Results obtained
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Note:
(Name, signature &

designation of the authorized
signatory)
****END OF THE DOCUMENT****

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VITRO LABS, New nallakunta, Hyderabad

Doc.No. VL/MSF/02 Document Name: MANAGEMENT SYSTEM FORMATS