CLAUSE 8.

4 DOCUMENTED INFORMATION FOR EXTERNALLY

PROVIDED PRODUCTS AND SERVICES
k

DOC NAME CLIENT EFFECTIVE DATE REV REVISION DATE APPROVED BY

PROC/DIEPDS/01 12/02/24 00 12/02/25 FRANKLIN NGOVE

PROJECT DESCRIPTION MAINTENANCE TO STATION BUILDINGS INCLUDING CLEANING OF GUTTERS,

ROOFING, PLUMBING, GLAZING, CARPENTRY, TILING AND PAINTING

1. OBJECTIVE

To ensure that Purchase Orders are correctly authorised and processed by the KHOMANIE
GROUP FOUR PROJECTS and that the suppliers are controlled and paid.

2. SCOPE

The purchasing process consists of four main activities:

2.1 Evaluation, approval and control of suppliers / sub-contractors (Flow diagram 1).

2.2 Purchasing the items / services (Flow diagram 2).

2.3 Verification of the purchased products / services received before use (Flow diagram 3).

2.4 Payment of creditors

3. PROCESS OWNER

3.1 Managing Director

3.2 Office Administrator

4. REFERENCES
ISO 9001, Procedure 8.4
ISO 45001, Procedure 8.4
OHSAS 18001, Clause 4.4.6
Form F 8.5A
: Control of Externally Provided Processes, Products and
Services
: Control of Externally Provided Processes, Products and
Services
: Operational Control
: Supplier Evaluation and Re-evaluation

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5. RESPONSIBILITY AND AUTHORITY

The following positions have responsibilities and authorities in these processes:

3.1 Managing Director
3.2 Project Manager
3.3 Site Supervisor
3.4 Office Administrator
3.5 Head of Department

6. DEFINITIONS AND ABBREVIATIONS

MD : MANAGING DIRECTOR
PM : Project Manager
SS : Site Supervisor
Supplier : This implies supplier of goods, sub-contractor and service provider.
HOD : Head of Department

7. PROCESS

7.1 Evaluation, Approval and Control of Suppliers.

7.1.1 Evaluation, approval and control of suppliers are done in accordance with the Organisation’s
requirements. Refer to flow diagram 1 below for the process.
7.1.2 Supplier evaluation is done on Category A suppliers only according to Form F8.4A which
contains the evaluation criteria.
7.1.3 Suppliers are categorized into 2 categories namely :

Category A = Subcontractors including providers of professional services and bulk material

suppliers.

Category B = Suppliers who supply standard items or services that are ordered from the shelf.

7.1.4 Control and re-evaluation:

7.1.4.1 Category A suppliers who fail to maintain the standards of delivery and service will be re-
evaluated for their suitability to remain on the Approved Supplier List.
7.1.4.2 Assistance in order to eliminate the cause of the failure and recommended corrective action
should be offered during the review.
7.1.4.3 If the supplier is unable to rectify the failure within a reasonable period of time, such supplier will
be removed from the Supplier List.

7.2 The Ordering Process.

7.2.1 Orders are placed via e-mail. Orders do contain the following information:
 Supplier’s name
 Delivery address
 Order date
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  Quantity ordered
 Project number / project name
 Description

NOTE: 1. As far as possible, all safety equipment that is bought should carry the SABS mark
of approval.
2. The MSDS for each chemical must always be requested on the order.
The order is processed and e-mailed to supplier,
7.2.2 Refer to flow diagram 2 for the ordering process.

7.3 Verification of Purchased Items is controlled according to the process described in Flow
Diagram 3 below.

7.4 Payment of Creditors (Suppliers)

The Administrator attaches a copy of the purchase order, delivery note and invoice from the
supplier. The MD pays the supplier upon satisfaction with the attached documents.

The Office Admin files the documents in accordance with paragraph 9 below.

8. PROCESS MONITORING / MEASURING / CONTROL METHOD

All sub-processes within the total purchasing process are monitored informally by evaluating the
availability of items when they are needed.

PPE is issued to all staff as per customer requirement for those staff working at the customer’s
premises and the use of such PPE is enforced in order to ensure worker safety. Contractors
performing repairs and maintenance are required to sign a disclaimer as well as provide their
safety documentation eg. medicals, insurance, etc. to Khomanie Group Four Projects prior to
their approval.

9. RECORDS

Authorised
Department Method
Description of Position to File Method of Retentio
where Records to
Records and Retrieve Filing n Time
are Filed Discard
Records

Purchase MD’s office MD / Office Admin Arch Lever 3 Years Shred

Order and
Delivery Note recycle
Invoice

Supplier MD’s office MD / Office Admin Arch Lever 3 Years Shred

Evaluation and
(F8.4A) recycle

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10. LIST OF OUTSOURCED PROCESSES

PROCESS CONTROL OF SUBCONTRACTOR ACCEPTANCE CRITERIA CONTROL OF PRODUCT OR

DESCRIPTION SERVICE
Procurement Initial screening, Five-year experience in the Deliverables to be met as set on
of IT services industry the RFQ and consequent
Request For Quotation system followed Purchase Order.
Certificate in the IT field
(recognised institution)

Affiliation with an IT registration

board
Engineering Initial screening, Five-year experience in the Deliverables to be met as set on
design industry the RFQ and consequent
(Professional Request For Quotation system followed Purchase Order.
Engineer) ECSA registered, and other
accreditation related to the
RFQ/Tender

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Flow Diagram 1: EVALUATION, APPROVAL AND CONTROL OF SUPPLIERS

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Flow Diagram 2 : PROCUREMENT FROM SUPPLIER

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Flow Diagram 3 : PROCUREMENT FROM STORES

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Flow Diagram 4: VERIFICATION OF PURCHASED PRODUCT

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10. LIST OF OUTSOURCED PROCESSES

PROCESS CONTROL OF ACCEPTAN CONTRO

DESCRIPTI SUBCONTRACT CE L OF
ON OR CRITERIA PRODUC
T OR
SERVICE
Procurement Initial screening, Five-year Deliverabl
of IT services experience in es to be
Request For the industry met as set
Quotation system on the
followed Certificate in RFQ and
the IT field conseque
(recognised nt
institution) Purchase
Order.
Affiliation with
an IT
registration
board

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