Ref. No: SFM/QP/8.

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PROCEDURE FOR CONTROL OF Effective Date ;
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SMART LOGISTICS AND FACILITY

MANAGEMENT PROCEDURE FOR
CONTROL OF NON-CONFORMING
OUTPUT

Drafted by
Reviewed by
Approved by
Copy number
Effective date

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Revision History

Date Description of Page Approval Issuing Revision

Change Authority Authority Number

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NON CONFORMING OUTPUT

Table of contents
1 Purpose 4
2 Scope 4
3 Responsibilities 4
4 Definitions 4
5 Procedure 4
5.1 Identification and Documentation 5

5.2 Segregation 5

5.3 Evaluation and Disposition 5

5.4 Rework 5

5.5 Corrective Actions 5

5.6 Communication 6

5.7 Review and Closure 6

6. Records 6

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1. Purpose

To ensure that non-conforming outputs related to logistics services are identified, controlled, and
prevented from unintended use or delivery.

2. Scope

This procedure applies to all logistics services, including transportation, warehousing, and distribution,
provided by Smart Logistics and facility management Nigeria ltd.

3. Responsibilities

 Quality Manager: Ensures compliance with this procedure and oversees the handling of non-
conforming outputs.

 Operations Manager: Identifies and reports non-conforming outputs in logistics operations.

 Logistics Personnel: Inspects and segregates non-conforming outputs.

 Document Control Officer: Maintains records of non-conforming outputs.

4. Definitions

 Non-Conforming Output: Any logistics service that does not meet specified requirements.

 Rework: Action taken on non-conforming service to make it conform to the requirements.

 Disposition: The decision made regarding the non-conforming output (e.g., rework, accept as is,
re-route).

5. Procedure

5.1 Identification and Documentation

1. When a non-conforming output is detected (e.g., incorrect delivery, damaged goods, delays), it
shall be identified by tagging the related documents and records.

2. The non-conformance shall be documented in the Non-Conformance Report (NCR) form.

3. Details to be recorded include:

o Description of the non-conformance

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o Date and time of detection

o Responsible personnel

o Shipment or service order number

o Quantity or service affected

5.2 Segregation

1. Non-conforming outputs (e.g., damaged goods) shall be segregated from conforming outputs to
prevent unintended use.

2. Designated areas for non-conforming outputs in warehouses shall be clearly marked and
accessible only to authorized personnel.

5.3 Evaluation and Disposition

1. The Quality Manager shall evaluate the non-conformance and determine the appropriate
disposition.

2. Possible dispositions include:

o Rework: Re-route the shipment, repackage goods, or reschedule delivery.

o Accept as is: Accept the non-conforming service if it meets the required functionality or
performance despite minor issues.

o Return: Return the goods to the sender or transfer to another logistics provider if
necessary.

3. The disposition decision shall be recorded on the NCR form.

5.4 Rework

1. If rework is required, the Operations Manager shall plan and execute the rework process.

2. Reworked services shall be re-inspected to ensure they meet specified requirements.

3. Rework activities and results shall be documented in the NCR form.

5.5 Corrective Actions

1. If the non-conformance indicates a systemic issue, a corrective action shall be initiated.

2. The root cause of the non-conformance shall be identified and documented.

3. Corrective actions shall be implemented to prevent recurrence and documented in the

Corrective Action Report (CAR) form.

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5.6 Communication

1. Relevant personnel shall be informed of non-conformances and the actions taken.

2. Regular meetings shall be held to review non-conformances and corrective actions.

3. Customers shall be informed of any non-conforming outputs that impact their orders and the
measures taken to resolve the issue.

5.7 Review and Closure

1. The Quality Manager shall review all NCRs to ensure proper handling and closure.

2. NCRs shall be closed only after the non-conformance has been resolved and verified.

6. Records

 Non-Conformance Report (NCR) forms

 Corrective Action Report (CAR) forms

 Rework records

 Inspection records

 Communication records with customers