Musanada IMS – Musanada Building Services

– Standard Operating Procedure

IMS – Construction - Non Conformance - Outsourced PM

, Standard Operating Procedure

Contents
1. Introduction......................................................................................................................................................................................................... 2
2. Scope and Purpose.............................................................................................................................................................................................. 2
3. Who Does What and How Summary Table..........................................................................................................................................................4
4. Flowchart of Key Activities................................................................................................................................................................................... 5
5. Description of Key Activities and Responsibilities................................................................................................................................................6
6. KPI........................................................................................................................................................................................................................ 8
7. Documents and Records Management................................................................................................................................................................9
8. Review & Improvement..................................................................................................................................................................................... 10
9. Appendices - Insert details as required..............................................................................................................................................................10

MBS SOP 122 3.0 Construction - Non Conformance - Outsourced PM, Standard Operating Procedure Effective date 5/16/2012 4:03:00 PM Page 1 of 11

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– Standard Operating Procedure

1. Introduction

Throughout the duration of construction projects where project management is outsourced; and where non-complying with any of contractual or statutory
requirements pertaining to the project are detected; then the person/ party who detects this non-compliance with requirements “The Originator” can issue an
NCR to the person/ party who commit this non-compliance with the requirements “The Receiver” who is bound to conduct a proper, approved remedial action
and come back to the Originator for verification and closing this NCR.

“Originator” can be either Employer or Engineer.

“Receiver” can be Engineer or Contractor.

2. Scope and Purpose

This SOP is applicable to all construction projects which are managed in house by an outsourced Project Manager
This SOP defines the approach to be followed to record, communicate and address any construction 'non-conformance'

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3. Who Does What and How Summary Table

who does what and how

Originator (Employer, PMC or Detects a case of non-compliance with project By checking work in progress/ completed works against
Engineer) contractual or statutory requirements. Contractual and statutory requirements.
Originator Issues a Non Conforming Report (NCR) to the By using approved form for a particular project.
“Receiver”.
Receiver (PMC, Engineer or Receives NCR and propose a proper remedial By using “NCR Closure Sheet”.
Contractor) action.
Originator Reviews the proposed remedial action and By filling in the same “NCR Closure Sheet”
approve/ reject the same prior to implementation.
Receiver (In case of a rejected Reviews the core subject of NCR to propose By using a new “NCR Closure Sheet”.
proposed remedial action) another remedial action
Receiver (In case of an approved Implements approved proposed remedial action In line with contractual and statutory requirements.
proposed remedial action)
Receiver Submits the implemented remedial action for the By filling in the space designed for this purpose in the “NCR
Originator for review and approval. Closure Sheet”
Originator Checks implemented remedial action(s) for Using the specified space in the NCR Closure Sheet
suitability and approves the same
Originator Close out NCR Upon giving approval to implemented remedial action,
Originator will close NCR using NCR form.
Originator & Receiver Update NCR log sheet(s) accordingly and notify NCR log sheet will be updated by both parties. Originator will
other project partners notify other project parties

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4. Flowchart of Key Activities

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5. Description of Key Activities and Responsibilities

The ‘Responsibility Matrix’ defined below illustrates key leadership and management responsibilities related to this procedure.
These responsibilities are defined as follows:

Responsible – individuals responsible for executing and achieving the task

Accountable – an individual who is ultimately charged with ensuring the activity takes place successfully.
Consulted – individuals whose opinions are sought and considered
Informed – individuals who are informed on progress and outcomes

Business Roles and RACIs

Other Project
Originator
Activity

Receiver

Parties
Key Activities Description
ID

“Originator” (which could be Employer or Engineer) detects

Detection of a non- a case of non-compliance with project contractual or
1 R/A
conformity statutory requirements.

Originator issues a Non Conforming Report (NCR) to the

“Receiver” (which could be Engineer or Contractor)
Issuance of Non-
2 R I
conforming Report (NCR)
Forms used: MBS TMT 238- NCR Form

1. “Receiver” receives issued NCR officially.

2. Receiver proposes a proper remedial action using “NCR
Receiving NCR & proposing Closure Sheet” and submits the same to the Originator.
3 & 3a proper remedial action R/A
(by the Receiver) Forms used: MBS TMT 239- NCR Closure Sheet

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1. Originator reviews the proposed remedial action and

decides on approving this proposed action.
2. In case the Originator rejects the proposed remedial
Reviews proposed
4 & 4a action then NCR Closure Sheet will bear this rejection to R/A I
remedial action
the Receiver to propose another proper remedial
action.

In case the Originator approves the proposed remedial

Implementation of action then NCR Closure Sheet will bear this approval to the
5&6 I R/A
approved remedial action Receiver to propose another proper remedial action.

1. Originator reviews the implemented remedial action

and decides on approving this action.
Review implemented 2. In case the Originator rejects the implemented
7 & 7a remedial action (by the remedial action then NCR Closure Sheet will bear this R/A I
Originator) rejection to the Receiver to implement remedial action
in an approved way.

In case the Originator approves the implemented remedial

Closing NCR and notifying
8 & 8a action then NCR Closure Sheet will bear this approval to the R I
the Receiver
Receiver and NCR will be closed.

1. The “Receiver” receives closed NCR.

2. NCR log sheet will be updated by both Receiver &
9, 10, Receiving closed NCR, Originator.
10a & updating NCR Log Sheet & 3. Other parties in the project will be notified of the R I
11 notify other parties closed NCR through the updated log sheet.

Forms used: MBS TMT 240- NCR Log Sheet

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6. KPI

Key Measurement
KPI Calculation Frequency Target KPI
Description
[KPI / PI calculation method
[KPI / PI title] [KPI / PI Description] [measurement frequency] [agreed KPI / PI target]
and/or equation]

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– Standard Operating Procedure

7. Documents and Records Management

Type How long

Who is responsible Document location
Document/Form/ Document/Form/Template (hardcopy, (how long is the document
of filing and (where is it
Template ID electronic copy retained for and how is it
archiving stored/archived)
or both) disposed eventually)
Insert details of the
Insert the job
location that the Insert if hard Insert details of how long
title(s) of the
document is filed and or electronic are the documents kept,
person responsible
MBS TMT 238 Non-Conformance Report archived. Describe copy of the where they are archived
for filing and
both locations if hard document is and what is the disposal
archiving of the
and soft copy (link) is kept or both method when disposed
document
retained
MBS TMT 239 NCR Closure Sheet

MBS TMT 240 NCR Log Sheet

Insert small description of who is responsible to update and revise this SOP and also communicate the SOP to the concerned stakeholders.

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8. Review & Improvement

All division heads shall review the effectiveness of the systems, processes and procedures related to business activities within their specific area of control at
least once each year.

In completing their review the respective division heads shall ensure that feedback and recommendations are provided by relevant technical specialists.

As an outcome of the review, Construction Director shall recommend potential improvements to Musanada Building Services Executive Director.

Musanada corporate management will review the summarized performance relating to corrective and preventive actions throughout Business and Support
divisions to verify the overall effectiveness of the Musanada Integrated Management System and initiate actions applicable to business and support divisions

9. Appendices - Insert details as required

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