ECOTECH ENGINEERS

DEPARTMENT PROCEDURE DP NO:- ETE/MR/03

Issue No.:- - Title:- Internal Quality
Audit
Rev. NO.:- 00 Date:- 12/04/2018
Department:- All Department Pg. No.:- 01 of 05
1. PURPOSE
1.1 To describe the procedure to control all documents that relate to the requirements of Quality Management
System.

1.2 To describe the procedure to control, to the extent applicable, documents of external origin and customer
drawings / standards.

2. SCOPE
2.1 This Procedure is applicable to all the departments.

2.2 This procedure covers the following: -

A. Quality Management System documentation
B. Pre-Tender documentation
C. Design Documents
D. Purchasing documentation
E. Process documentation,
F. Quality documentation,
G. Applicable IS/ISO standards of external origin & customer drawings
H. Control of processes with measurement targets.

3 REFERENCE
3.1 ISO 9001: 15 Clause 7.53

3.2 Quality Manual Section 7.5

3.3 Other procedures cross referred are: -

Control of records
All the procedures as per the list.

4 RESPONSIBILITY
4.1 MR, assisted by all the HODs, is responsible to establish, implement & maintain this procedure.

4.2 Head Design is responsible to establish, implement & maintain the drawing control & design documentation.

4.3Head Mktg. is responsible to control pre and post order documents & data.

4.4 Head Project is responsible to control site, project and post-delivery documents and data.

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4.5 Heads of Planning and Marketing are responsible for order process documents.& Na

4.6 Head Quality Assurance is responsible to control quality documents originating

4.7 Head Purchase & Head SCD are responsible to control purchasing documents.

4.8 All HODs are responsible to provide control of documents in accordance with this procedure.

DEPARTMENT PROCEDURE DP NO:- ETE/MR/03

Issue No.:- - Title:- Internal Quality
Audit
Rev. NO.:- 00 Date:- 12/04/2018
Department:- All Department Pg. No.:- 02 of 05
4.9 Head HR is responsible for Legal, statutory and regulatory documents.

5 PROCEDURE
5.1 DOCUMENT APPROVAL

5.1.1 Quality Management System Documents : -

[a ] Quality Manual [ OM ] is prepared by MR and approved by Director.
[b ] Departmental Procedures [ DPS ] are prepared by HODs and reviewed and approved by MR.
[ C ] Work Instructions [ WI ] are prepared by officer/engineer & reviewed and approved by concerned HODS.

5.1.2 Pre and Post order documents - Ref. Marketing & Contract review procedure.

5.1.3 Drawing and Design documents - Ref. Design and development procedure.

5.1.4 Project documents- Ref. Project department procedures.

5.1.5 Purchasing documents - Ref. Purchasing procedure.

5.1.6 Process documents - Ref. Concerned departmental procedures.

5.1.7 Quality documents - Refer to 1) Inspection and Testing procedure

2) Calibration Procedure 3) Control of non-conforming product

5.1.8 NUMBERING OF DPS, WIS, FORMS, REGISTERS & FILES.

1] Numbering system for Procedures shall be as follows -

First four letter stand for compony name "ETE "i.e Ecotech Engineers Fifth &0. Sixth letters 'PR' stand for Procedure.
Seventh & Eighth digits stand for Procedure serial number as per master list of procedures.

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e.g. ETC/PR/01.... This stands for Ecotech Engineers Procedure Number 01

2] Different codes are used as an abbreviation for the name of a department as per below table:
Department Code
Marketing MK
Design & Development DD
Purchase PU
Production Planning PL
Human Resource HR
Production PD
Quality Assurance QA
Stores ST
Maintenance MT
Dispatch DS
Management Representative MR

DEPARTMENT PROCEDURE DP NO:- ETE/MR/03

Issue No.:- - Title:- Internal Quality
Audit
Rev. NO.:- 00 Date:- 12/04/2018
Department:- All Department Pg. No.:- 03 of 05
3] Numbering system for Formats shall be as follows - XX / XX – XX First two letters stand for dept. code Third &
fourth letters. 'FR' stand for Format Fifth & sixth digits stand for format serial number related to dept. e.g. PU / FR-01
Format serial number 1, related Purchase dept.

4] Numbering system for work instructions shall be as follows -

XX / XX - XX First two letters stand for dept. code Third and fourth letters 'WI' stand for Work Instruction.
Fifth and sixth digits stand for Work Instruction serial number related to dept. e.g. PU / WI-01 Work Instruction
serial number, related to Purchase dept..

5] Numbering system for Registers shall be as follows -

XX/XX – XX First two letters stand for dept. code Third & fourth letters 'RG' stand for Register. Fifth & sixth
digits stand for Register serial number related to dept. e.g. PU/RG-01 Register serial number 1, related Purchase
dept.

6] Files are numbered as per serial number for the particular department.
The Master List of Procedures is prepared & maintained by MR. The Master List of Forms and Registers (as
records) is prepared & maintained by MR. Master List of Work Instructions is prepared & maintained by respective
HOD.

5.2 DOCUMENT ISSUE

5.2.1 MR or his representative ensures :

[a ] preparation & maintenance of a Master List identifying the current revision status of Quality Manual and
Procedures.
[b] that the pertinent issues of appropriate documents are available at relevant locations.

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[ C ] HOD - Design maintains lists of drawings with current revision status. Its one copy (either print copy or soft
copy, as
suitable)

5.2.2 Documents having the signatures as " Prepared By ", " Reviewed By " and Approved By MR " in original, shall be
identified as " MASTER" by stamping the rear side of every page of the document in BLUE ink.

5.2.3 QM is duly signed & stamped thus - "CONTROLLED COPY NO. - X" are issued to persons / locations as under :

CONTROLLE
ISSUED TO & LOCATIONS TYPE OF COPIES
D COPY NO.X
1 Director Soft
2 Management Representative – Factory Hard
3 Head of Work Soft and hard

5.2.4 Issue record is maintained in a Document Issue Register.

5.2.5 Head of each department is issued copies of the concerned DPS duly stamped as - " CONTROLLED COPY" in RED
against signature. Issue Matrix is maintained by MR.

5.2.6 All HODs or their nominated representatives ensure prompt removal of invalid and / or obsolete documents
from their departments.

5.2.7 All HODs ensure suitable identification of obsolete documents retained for legal and / or knowledge
preservation purpose.

DEPARTMENT PROCEDURE DP NO:- ETE/MR/03

Issue No.:- - Title:- Internal Quality
Audit
Rev. NO.:- 00 Date:- 12/04/2018
Department:- All Department Pg. No.:- 04 of 05
5.2.8 Table showing Document Approved And Issue:-
SR No. Name Of Document Approved By Issued By Remarks
1 Quality Manual M.R M.R
2 Department Procedures M.R M.R
3 Work Instructions M.R M.R
4 Forms M.R M.R
5 Registers M.R M.R
6 Qap M.R M.R
7 Process flow Chart M.R M.R

5.3 DOCUMENT CHANGES

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5.3.1 Document Change Request can be made by concerned HOD to MR using DCN.

5.3.2 MR/HOD ensures that all documents bear proper revision number and date of issue.

5.3.3 Amendment record reflecting the amendments carried out is maintained in Quality Manual and Amendment
sheet for Departmental Procedures is maintained by MR for revisions.

5.3.4 Issues of DP's are numbered serially beginning with 1. Revisions of individual document contained in DP's are
numbered serially beginning with 0. Issue number is revised when one or more of the documents attain 10th.
Revision & issue number will change when there is major change in the QMS. When there is change in Issue No.
then, revision no. becomes "0" for that document.

5.3.5 Obsolete documents are stamped thus - " OBSOLETE " in RED & are kept separately, if required, for legal and /
or knowledge preservation purpose on both sides of each page.

5.3.6 On receiving revised sheets HODs or their representatives ensure surrender of the obsolete sheets to MR.

5.4 DOCUMENT OF EXTERNAL ORIGIN

5.4.1 Product/System related external Standards are being used wherever applicable.

5.4.2 A Master List of all available Standards Related to Quality Management system shall be prepared, maintained
and updated by MR once a year.

5.4.3 A Master List of all available National / International Standards shall be prepared maintained and updated by
the Head Design once a year.

5.4.4 For Customer Drawings / Technical Specifications / Data Sheets are maintained by Head Design and Head
Planning which are exclusively used for respective order.

6 RECORDS
6.1 All forms, registers of this DP duly completed and signed are quality records.

6.2 All quality records are controlled & retained in accordance with the DP for control of records.

6.3 All soft copies of documents are maintained in computer system / PC.
DEPARTMENT PROCEDURE DP NO:- ETE/MR/03
Issue No.:- - Title:- Internal Quality
Audit
Rev. NO.:- 00 Date:- 12/04/2018
Department:- All Department Pg. No.:- 05 of 05

7 Formats
Document Change:- MR/FR-06

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ECOTECH ENGINEERS
JOB FLOW CHART (SOP)
MARKETING (P.O INWARD)

M.D (FOR ODERD ACCEOTANCE)

PRODUCTION DEPARTMENT

PURCHASE DEPARTMENT
(MATERIAL REQUISITION)

QUALITY DEPARTMENT
( RAW MATERIAL INSPECTION)

QUALITY DEPARTMENT
(FINAL JOB INSTRUSATION)

ACCOUNT DEPARTMENT DISPATCH DEARTMENT

(APPROVAL FOR BILLING) (MATERIAL READY FOR DISPATCH)

CLIENT

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