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4 - QUALITY MANAGEMENT SYSTEM

4.1. GENERAL REQUIREMENT

The quality management system developed in IKL uses the process approach. Where all
process which influence to the quality shall be identified, standardized and documented
through out the company to assure high quality product to the satisfaction of the Customer by
continuous improvement, monitoring, measurement and analysis of these processes.

The following are simplified process flow charts to show the execution process through out
the IKL organization :
- IKL Contract Execution Flow Chart (attachment S.4.1)
- IKL Process –Quality Management System (attachment S.4.2)

The process, which is referred to above includes the process performed within IKL
organization or at the supplier / fabricator premises.

4.2. DOCUMENTATION REQUIREMENT

4.2.1 GENERAL
This paragraph describes the requirement of preparation, review, approval and
distribution of document or drawing affecting the quality.
The Director, The Senior Operation Manager, The Management Representative and
all Department Head shall ensure that full records are maintained with the objective
evidence that the Quality Management System has been operated effectively.
The documentation of IKL’s Quality Management System shall include the following :
a. A Quality Policy Statement, signed by the Director which shall be part of this
Quality Manual.
b. A Quality Assurance Manual which defines clearly the Quality Management
System, organization structure and responsibilities and activities required in the
support and implementation of the Quality Management System.
c. A Comprehensive set of Quality Assurance Procedures, and documented methods
to cover all those parts of the Company's operation where the lack of such
procedures could prejudice the “Fitness for Intended Purpose” of IKL's products.

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d. A supporting document which defines the methodology and criteria to operate a

specific work.
e. A quality record which defines results achieved or provides evidence of activities
performed.
f. A workforce which has been made aware of IKL's policy and objectives in relation
to quality and which is capable of operating the Quality System with adequate
resources to back the procedures that are an integral part of this system.

4.2.2 QUALITY MANUAL

This manual describes the scope of the IKL quality management system for
“Engineering, Procurement, Construction and Installation of Oil and Gas Processing,
Refining and Petrochemical Equipment and Plants”.
The Quality Assurance Manual is IKL’s policy regarding the standard requirement
including :
a. The scope of Quality Management System and justification of ignoring the non
applicable standard requirement.
b. The applied procedure listed as PIKL or other document that the Quality
Assurance Manual refers to as an applicable procedure.
c. The explanation of the interaction between the process of the Quality
Management System that is illustrated in the attachments S.4.1. and S.4.2.

4.2.3 CONTROL OF DOCUMENTS

IKL’s procedures are issued to ensure that all required documents are generated,
checked, modified, approved, reissued and re-approved when changes are required,
and then filed in a controlled manner.

Each member of IKL’s staff is responsible for positively checking that when a code; or
recommended practice; a standard; or a Client’s specification is used in document or
drawing preparation it is the latest revision and is still applicable.

The responsibility of IKL staff for receipt, distribution, preparation, checking, approval
and filling of documentation is further defined in Attachment S.4.3. – Documentation
Table of Responsibility.

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Each member of IKL’s staff is responsible to ensure the control of documents shall be
established with the following activities :
- To approve documents for adequacy prior to issue
- To review and update as necessary and re-approve documents
- To ensure that changes and the current revision status of documents are
identified.
- To ensure that relevant versions of applicable documents are available at points of
use.
- To ensure that documents remain legible and readily identifiable.
- To ensure that documents of external origin are identified and their distribution
controlled.
- To prevent the unintended use of obsolete documents.

The Management Representative is responsible for reviewing, changing and

controlling the Quality Management System documents. The Quality Management
System documents are to be prepared by the Management Representative, reviewed
by the Senior Operations Manager and approved by the Director. All issued Quality
Management System Documents are to be recorded and all superseded documents
are to be withdrawn and marked “Obsolete” or “Void” to prevent further use.

The Engineering Manager is responsible for ensuring that all necessary updated
documentation, design software, codes and standards and applicable Customer
specification are available at the start of any new contract, and for ensuring that
superseded documentation, design software, codes and standards are withdrawn
from the files and kept in an inaccessible storage place.

The Engineering Manager shall also ensure that all codes, software used by IKL in its
normal engineering activities are kept up to date and obsolete copies are removed,
clearly marked “obsolete” and stored in an inaccessible storage place.

The Engineering Manager shall also ensure that all documents of external origin (i.e.
code, standard, Client specification, etc.) are identified and their distribution controlled.

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The Project Manager is responsible for issuing updated documentation that which is
generated by IKL or received from the Client, Vendor or other source is issued
internally within IKL. He is also responsible for ensuring that superseded
documentation is withdrawn for :
 Requisition(s)
 Purchase Specification(s)

For the field / site document control, it is the responsibility of Quality Assurance /
Quality Control Inspector or Senior Quality Assurance/Quality Control Inspector (if
any) to :

a. Control incoming and outgoing document or drawing.

b. To ensure all documents use in construction is the latest.
c. To ensure that all superseded document/drawing is stamp with “VOID”.
d. Record all Notice of Change (NOC) and Field Change Request (FCR).
e. Ensure that the filling systems are in controlled manner.
f. Ensure that as built drawing / mark up drawing is properly and correctly done.

(for EPSC project the above will be the responsibility of Engineering Team).

4.2.3.1 DISTRIBUTION AND AMENDMENT PROCEDURE FOR QA MANUAL

The IKL Quality Assurance Manual has been prepared in accordance with the
requirements of ISO 9001;2000. It is a requirement that the Manual shall at all
times reflect the details of the Quality Management System as operated. From
time to time it shall be necessary to make amendments to it and to effect
further distribution of the Manual.

Only controlled copies of the Manual are permitted within the Quality
Management System. Controlled copies shall be issued by the Director who
shall maintain a register of the recipients of such copies. Each controlled copy
shall have a copy number with 01 being reserved for the Master Copy which
shall be retained in record system by the Director. The number of Controlled
copies shall be indicated on the inside cover of each Manual. Recipients of
Controlled copies shall receive all subsequent amendments under cover of a
transmittal note.

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When any section of this Quality Assurance Manual has been revised more
than five (5) times, the Quality Assurance Manual shall be revised to a new
edition with all the revised section’s revision number reverted back to zero.
A record shall be made of all amendments by means of the index pages which
shall be part of this section of the Manual.

The Manual is divided into sections. Each page within each section has a page
number.

4.2.4 CONTROL OF RECORD

Records, as required by the IKL quality management system shall be established and
maintained to provide evidence of conformity to requirements and of the effective
operation of the quality management system.

4.2.4.1 RESPONSIBILITY
a. The Director
The Director shall ensure that master copies of the following documents
are permanently held by IKL up to date.
 Quality Assurance Manual
 Quality Assurance Procedure
 Reports of Quality system reviews

b. The Engineering Manager

The Engineering Manager shall ensure that the following records are
retained by IKL for at least ten (10) years for delivered Contracts/Purchase
Order:
 Design records
 Drawings, including Client comments, revised issues, checking prints,
etc.
 Project Memos
 Operations and Maintenance manual
 Inspection and quality report
 Mechanical manual (as built drawings, material certificates, hydrostatic
test certificate etc...)

c. The Procurement Manager

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The Procurement Manager shall ensure that the following records are
retained by IKL for at least ten (10) years:
 Purchase Order files
 Supplier (Vendor) Quality Reports & Performance Follow Up Form

d. The Project Manager/Process Equipment Department Manager

The Project Manager/Process Equipment Department Manager shall
ensure that the following records are retained by IKL for at least ten (10)
years :
 Project Correspondence
 Project Memos
 Completion Certificate
 Fabricator or Sub-Contractor Follow Up Form

e. The QA/QC Manager

The QA/QC Manager shall ensure that the following records are
established in IKL Organization for continual improvement IKL quality
management system for at least one (1) year:
 Customer Satisfaction Data
 Performance of IKL Process Data
 Internal Quality Audit & Audit Vendor / Fabricator Result
 Corrective and Preventive Action Result

f. The Business Affair & Administration Manager

The Business Affair & Administration Manager shall ensure that the
following records and documents are established for provide the resource
for at least two (2) years :
 Qualification for appropriate personnel
 Training program and result
 Reports of training of personnel

g. The Finance Manager

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The Finance Manager shall ensure that the following records are retained
by IKL for at least ten (10) years :
 Original copy of Purchase Order, Contract or any subsequent
amendments.
 Original Budget and Budget Reports

4.3. APPLICABLE PROCEDURES

PIKL 004 Verification and Approval of Documents Received from Supplier (Vendor),
Fabricator or Sub-contractor
PIKL 005 Preparation, Verification and Approval of In-House Drawings and Documents.
PIKL 014 External and Internal Distribution of Drawing and Documents.
PIKL 019 Document and Data Control and Filing

4.4. ATTACHMENT
Attachment S.4.1. – IKL Contract Execution Flow Chart
Attachment S.4.2. – IKL Process – Based Quality Management System
Attachment S.4.3. – Documentation Table of Responsibility

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