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Pearl Confectionery (Pvt.

) Ltd

Management Review
Meeting
ISO 9001:2008
Quality Management System
November 2014 -15

Presented by: Syed Noor Mustafa Shah


Flow of Presentation

Results of Internal Quality Audits (IQA-1/2014-15)

Comparison of results of CARs of


IQA-1/2014-15 with IQA-1/2013-14

Results of Internal Audits (BRC-1/2014-15)

Results of Internal Audits (HALAL-1/2014-15)

Tentative Time of Quality Objectives 2014-15

Status of Compliance 2014-2015 Work Plan


Results of
Internal Quality
Audits (IQA-1/2014-
15)

15/09/2014 to 22/09/2014
Results of Internal Quality Audits (IQA-1/2014-
15)
Compliance
Major CARs 0 Minor CARs 05 Observations 0

1. Procedure not followed for the MRM Meeting agenda


2. No evidence found for internal audit team
3. Master list of record not found with signature and control no
4. Procedure of coating & bubble still not updated
5. Procedure not followed for the IQA Plan
Results of Internal Quality Audits (IQA-1/2014-
15)
Quality Assurance
Major CARs 0 Minor CARs 11 Observations 05
1. No data record sheetor log maintainedfor samples of incoming raw material
2. No data record found for retained flavors and colors
3. 1& 2/sep/2014 QC sheets (in-process inspection sheets)of bubbledepartment record not available in file
4. Document Control # missing in many forms including QCin-process inspection sheets
5. MSO # 363, retention sample box shows two printed MSO on it which are MSO # 316 and MSO # 363
6. Traceability not proved for complaint raised by chocolate department on the spot during the audit
7. NC (IQA-1/13-14/QAD-01) repeats for refractor meter. "Refractor meter found not to be calibrated since
the day of its purchase
8. NC (IQA-1/13-14/QAD-07) repeats. "In-process inspection sheets QA/FM-03 found to be irregular,
should be conducted after define time intervals
9. Records of raw materials (Colors &Flavors) were not maintained
10. In coming raw material first hold/then released, reason not mentioned in the report
11. NCs from last audit QAD 01, QAD 02, QAD 03 & QAD 07, repeated
12. Order conforming report has no document control #and also it is not filled properly
13. Color printing is not per standard but the packaging material is accepted as there is no any remarks
mentioned
14. Color sample cabinet is lacking of cleanliness (housekeeping mop found in the cabinet) and also found
Results of Internal Quality Audits (IQA-1/2014-
15)
Research & Development
Major CARs 0 Minor CARs 06 Observations 03

1. FM 01 raw material submission form no signature is found of Director


Purchase
2. PUR/FM 04 is found incomplete filled
3. 20/07/2015 is found in new product development form
4. No signatures are found in recipe of Milk Candy
5. No data maintain of recipes of different product, last data updated on
6/5/2014
6. New product development form is found without signature
7. Export sample (product wise) is not updated
8. Concept no. and receipt no. are not found in production trial request form
9. MSO 529 Submission forms reference no. missing on Goal Bubble
Results of Internal Quality Audits (IQA-1/2014-
15)
Human Resource
Major CARs 0 Minor CARs 06 Observations 06
1. Procedure is not available at the department on audit time. It was not available in
last audit
2. Labour requirement working not updated and completed.
3. Procedure no 4 and 4b is not updated.
4. Appointment letter is not found in any employee file
5. PCL/FM/11 is in procedure but not found in related Documents / Record List
6. PCL/FM-19-R00 not available in procedure
7. Orientation Training Record is found without printing (PCL/HR/REC-006)
8. Employee Joining Report is found without printing (PCL/HR/REC-007)
9. Documentation check list is found without printing (PCL/HR/REC-001)
10. Signature of HR / Admin Manager is not found in attendance sheet of trainings
11. 0 and negative time (-25) are found in column of require time of Requirement
Cycle Time
12. The transfer letter is not found in personal file of Mr. Rehman (Production Officer)
Results of Internal Quality Audits (IQA-1/2014-
15)
Production Candy
Major CARs 0 Minor CARs 06 Observations 03
1. NC Repeats. IQA-1/13-14/CAN-06 (work instruction of lollipop not found)
2. NC repeats. IQA-1/13-14/CAN-01 (drain lineopen in service line and dirty water was
stack).
3. Production sheets have different name other than mentioned in procedure. (i.e.procedure
production sheet candy linebut inphysical itis mentioned asCandy line activity log sheet
4. Production planning sheet pasted at production officer's office was of date 15-9-14, but till
11:30 there was no new planning was found pasted
5. Overalllack of housekeeping issue was observed on every section
6. Production sheets are 2sheets for each product category but having same and 1 control #.
(i.e. Chew Line Easy fold Wrapping Activity Log Sheet and Chew and Easy fold Wrapping
Activity Log Sheet having same control no. PROD-CNF/FM05
7. Cartons (Anjou caramel)found open and damaged in exportwarehouse at production candy
department
8. On puller machine of Dr Milk worker directly contact.
9. Candy line activity lode sheet PROD-CNF/FM03/R00 DATED12/09/2014 was found
Results of Internal Quality Audits (IQA-1/2014-
15)
Production Chocolate
Major CARs 0 Minor CARs 05 Observations 05

1. Wash basins are found unclean and worst condition & sanitizer was also
absent
2. Color jars found unlabelled
3. PROD-CHOC/01 is not in practice and should be obsolete
4. Weight scale calibration tag was expired and un readable
5. CH-206 (Biscuits for Chincko) is found adjacent of un useable scarab
6. Finished Goods was stocked without pallets
7. Fire extinguisher was not available at designated place
8. Broom found in coating area
9. PROD-CHOC/02, 04 and 05 not updating on controlled document
10.Light of fly catcher was out of order
Results of Internal Quality Audits (IQA-1/2014-
15)
Engineering General Store
Major CARs 0 Minor CARs 10 Observations 05
1. Last audit report not found
2. Procedure up gradation required also only one procedure was available
3. Un awareness with obsolete vs control document as obsolete documents are found
in department
4. Record control system completely collapse
5. Physical stock of bearing 32310 found out by 2 each bearing is Rs. 4000
6. Physical stock of Belt A 51 found Short by 3 each belt is Rs. 69
7. Bearing and belt issued without M.I.R
8. No define maximum and minimum limits of stock
9. Supplier performance, supplier evaluation and supplier black listing found
missing
10. Tender forms not filled of individual
11. Un awareness with procedures applied in department
12. Documents change record is found not updated
Results of Internal Quality Audits (IQA-1/2014-
15)
Engineering Electrical
Major CARs 0 Minor CARs 06 Observations 01

1. No awareness about Quality Objective of department


2. Procedure up gradation required also only one procedure was available
3. Machine history is not available
4. Break down analysis is absent
5. Machine Accident report analysis
6. Currant calibration certificate of Asia Tec is not found
7. In house calibration is not performed
Results of Internal Quality Audits (IQA-1/2014-
15)
Engineering Maintenance
Major CARs 0 Minor CARs 06 Observations 06

1. Approved preventive maintenance schedule found missing


2. Incomplete listing of machines (depositor & Loly Pop + Chew Line 2)
Manager agreeability over preventive maintenance work not found
3. Work Instruction not available in department or in file
4. Calibration (Missing in major cases, Service line one weighing scale
having expired tag of calibration, Variation issue in multiple scales)
5. Machine break down analysis
6. Job Order analysis found missing
7. Procedure required up gradation (Internal maintenance call procedure
ISO reference no is missing)
8. Machine history sheet being maintain causally & ineffectively
9. Retention list is not available
Results of Internal Quality Audits (IQA-1/2014-
15)
Supply Chain Management R.M Store
Major CARs 0 Minor CARs 05 Observations 09
1. NC Repeat (SCM-05) - "Procedure not available.
2. NC Repeat (SCM-06) - "Purchase order not available from purchase department.
3. NC Repeat (SCM-07) - "ISO number not found on material requirement document
raised by production.
4. NC Repeat (SCM-10) - "Damaged wrapper found on floor.
5. NC Repeat (SCM-11) - "Over stacking of wrapper found in RM store stock area.
6. Sign not found on GRN
7. QA inspection is not per standard and procedure
8. GRN and RGRN are received on same paper, it is not good practice
9. Some flavors have no expiry date mentioned on it
10. Dirty rack, and dust found on poly bags
11. No segregation of gum base and poly bags at RM store stock area
12. Dust found on wrapper
13. Web cobs found in RM store
Results of Internal Quality Audits (IQA-1/2014-
15)
Supply Chain Management Ware House
Major CARs 0 Minor CARs 04 Observations 07

1. Procedure not found


2. Delivery Challan control number is not matching with procedure
3. NC Repeat (SCM-16) - "space not sufficient and FIFO not maintained as
no evidence found.
4. NC Repeat (SCM-17) - "finished goods transfer sheet STR/FM11 not
included in procedure.
5. Nosignfound on delivery Challan
6. QRL (quality record list) not found in department
7. ISO number (Control #) not mentioned on Sale return
8. Training should beconductedfor new comers on all QMS mandatory
procedures
9. Finished goods should be stacked on pallets
Results of Internal Quality Audits (IQA-1/2014-
15)
Supply Chain Management M.M
Major CARs 0 Minor CARs 03 Observations 02

1. NC Repeat (SCM-01) - "sales forecast is received for 2 months instead of


quarterly
2. NC Repeat (SCM-02) - "Export order forecast not found.
3. NC Repeat (SCM-04) - "ISO number (Control #) not mentioned on
min/max level sheet.
4. ISO number (Control #) not mentioned on Sale forecast
5. QRL (quality record list) not found in department
Results of Internal Quality Audits (IQA-1/2014-
15)
Production Bubble
Major CARs 0 Minor CARs 07 Observations 06
1. Material requisition is sent via email (excel sheet) instead of Material requisition form STR/FM 10 as per draft
procedure
2. Materials received viasame email (excel sheet) print outalong with Material Transfer from store instead of factory
requisition but control # is ok
3. Daily Stock Sheet (packaging) and Finished goods sheet are merged and named as "Export Finished Good Stock"
and "Local Finished Good Stock" and also no control # is mentioned on it
4. Daily Stock Sheet (back process) is named as "Daily coated mass report" and also no control is mentioned on it
5. No maintenance work is recorded in Maintenance Register, PCL/BUB-REG01only the document "internal
maintenance call" is used to raise the complaints
6. Floor found uncleannear Euromec and mixer area
7. CH-43 and PF-106 canes are used in current production but thereisno identification tag found on these canes
8. Procedure is only available in soft copy
9. It was observed that record of orders (local/export) is received by email and is not segregated or stored at one place
10. signatures on delivery Challan are not complete (one or few signatures missing in all record)
11. Daily Production Sheet, Daily Log Sheet, Daily Process Control Sheet are not in practice only the daily Production
Planning and Production Summary which issystem baseis maintained and named as Daily Production Report
12. Daily Summary of batches and forming iscollected on new developed sheet which is maintained by supervisor and
submitted to Asst. Manager Production which should be controlled
13. Wrapping Sheetisnot mentioned in procedure it used to record theproduction of wrapping machines and it has
Results of Internal Quality Audits (IQA-1/2014-
15)
Production Coating
Major CARs 0 Minor CARs 01 Observations 03

1. Work instruction is not available and clearly visible at some places


2. Labeling is not done at some places for the stock of raw and packaging
material
3. List of Records and Record Retention list is not available
4. Procedure is only available in soft copy
Results of Internal Quality Audits (IQA-1/2014-
15)
Marketing
Major CARs 0 Minor CARs 03 Observations 01

1. Procedure is not available at the department


2. PCL/FM-17 is not signed from a long time
3. No Approval is found in Art Works of clocks
4. Media plan is found with cutting by marker
Results of Internal Quality Audits (IQA-1/2014-
15)
Export Marketing
Major CARs 0 Minor CARs 04 Observations 01

1. Procedure is not available at the department


2. No record or log is maintained for sample requisition form and respective
DHL receipt
3. Complaint no. complaint resolve date and verify by signature missing in
complaint form no 2 & 3, also complaint no. 1 form was not available in
file
4. CEO signature is not available in EMKT/FM/02 (Repeat NC) CAR No. 2
5. Gross weight and net weight is not found in Export order for
MSO#540/1314
Results of Internal Quality Audits (IQA-1/2014-
15)
Logistic (Import / Export)
Major CARs 0 Minor CARs 02 Observations 00

1. Procedure is not available at the department


2. Procedure is not following
Results of Internal Quality Audits (IQA-1/2014-
15)
Purchase
Major CARs 0 Minor CARs 02 Observations 04

1. Purchase order control # is mentioned as PUR/FM020 instead of


PUR/FM02
2. Control # found missing in the Supplier re-evaluation record
3. New Form should be prepared for the blacklisting of suppliers which will
be the evidence as it is done on the basis of price rate and quality issues
via verbal approval of top management
4. Ref # of MM sheet in Rate comparativestatement found misprinted as
there was no matching of itemsfound in rate comparative and MM
sheetfor that mentioned REF #
5. Approved supplier list frequency should be monthly
6. Procedures need to be revised and alsoit mustinclude other documentsor
their reference which are not controlled
Results of Internal Quality Audits (IQA-1/2014-
15)
Product Development
Major CARs 0 Minor CARs 01 Observations 00

1. Procedure is not following


Results of Internal Quality Audits (IQA-1/2014-
15)
Information Technology
Major CARs 0 Minor CARs 03 Observations 03

1. Procedure up gradation required


2. Servers are not in lock and Key
3. PCL/IT-05, 07, 08 & 09 is not updated
4. Alternate Data backup frequency PCL/IT-05 is not mentioned in
procedure
5. Some Employee names and authorities signatures are misplace in
PCL/IT-04 and it should be review
6. Record control system is not updated
Results of Internal Quality Audits (IQA-1/2014-
15)
Sales / Corporate Marketing
Major CARs 0 Minor CARs 01 Observations 0

1. Procedure is not following


Comparison of results of
CARs of IQA-1/14-15
with IQA/13-14
Comparison of results of CARs of
IQA-1/ 2014 -15 with IQA/13-14
IQA/2013-14 IQA-1/2014-15
Department Major Cars Minor CARs Observations Major Cars Minor CARs Observations
Compliance 0 9 1 0 5 0
Quality Assistance 0 3 1 0 11 5
R&D 0 3 0 0 6 3
Human Resource 0 5 2 0 6 6
Production Candy 0 8 1 0 6 3
Production Chocolate 0 8 0 0 5 5
Engineering G. Store 0 7 2 0 10 5
Engineering Elec. 0 10 2 0 6 1
Engineering Maint. 0 0 0 0 6 6
(S.C.M) R.M Store 0 8 0 0 5 9
(S.C.M) Ware House 0 6 0 0 4 7
(S.C.M) M.M Store 0 2 0 0 3 2
Production Bubble 0 0 0 0 7 6
Production Coating 0 0 0 0 1 3
Local Marketing 0 0 0 0 3 1
Export Marketing 0 3 3 0 4 1
Logistic (Imp / Exp) 0 0 0 0 2 0
Purchase 0 7 2 0 2 4
P.D 0 0 0 0 1 0
I.T 0 12 1 0 3 3
Sale / Co Marketing 0 0 0 0 1 0
Results of
Internal Audits
(BRC-1/2014-15)

21/07/2014
Results of Internal Audits (BRC-1/2014-15)
Production Chocolate
Major CARs 0 Minor CARs 08 Observations 00

1. Few colors jar were lacking the tagging in flavor/color room and also CH-
21 bags were found in unhygienic condition as if there were wet in rain
2. Floor and wash basin found uncleanin CCP-1 area near sugar grinding
machine and cooker
3. Material Balancing sheet was absent
4. No work instruction found in back process except cooker
5. BRC food safety policy was not pasted in any area
6. HACCP activity was not carried out since external audit also HACCP
plan not found available at production floor
7. Drain holes were open near changing room, kitchen washroom etc which
is the main transport area for the pests
8. Weight scale calibration tag was expired also un readable near (CCP 1)
Results of Internal Audits (BRC-1/2014-15)
Quality Assurance
Major CARs 0 Minor CARs 07 Observations 00

1. Work instructions are found pasted but not in controlled format and also
named as standard operating procedure (SOP)
2. Few incoming raw material sheet not maintained as per COA (Noor
Dairies)of raw material like moisture ratios
3. Procedures not functional like Sampling and monitoring & analysis
4. Few documents foundwithout Control no
5. HACCP plan not functional since external BRC audit also no validation
is done to test the HACCP plan is active or not
6. Microbiological testing record not available
7. Testing procedures were under development
Results of Internal Audits (BRC-1/2014-15)
Compliance
Major CARs 0 Minor CARs 06 Observations 00

1. Monthly Food safety meetings were not conducted


2. Old yearly (2013-14) Training calendar not found
3. Awareness session (July 2014) record of BRC missing
4. Training record of HALAL of batch 1 is missing
5. Controlled document stamp was missing on Chocolate procedure
6. Chocolate department missing in controlled document list
Results of Internal Audits (BRC-1/2014-15)
Supply Chain Management R.M Store
Major CARs 0 Minor CARs 02 Observations 05

1. Cat is found
2. Physical quantity is no match with System
3. Dead stock policy not available
4. Bin cards not maintaining
5. CH-14 & CH-147 storage condition was unsatisfactory
6. Raw & packaging materials are found on floor
7. Rejected and dead stock is also found in with running products
Results of
Internal Audits
(HALAL-1/2014-15)

21/08/2014 to 22/08/2014
Results of Internal Audits (Halal-1/2014-15)
Quality Assurance
Major CARs 0 Minor CARs 07 Observations 00

1. Supplier list is available but not approved also updating date is missing
2. Halal certificate of Noor dairy for CH-100 & 101 is found without
company Stamp
3. Certificate no 2 & 5 (mentioned in Halal Certificate file) are found expired
4. Approved Halal product list and Halal ingredient list not available in
Hard copy
5. Staff is not aware with Halal Standard & Halal Policy
6. Product wise ingredient list not available
Results of Internal Audits (Halal-1/2014-15)
Compliance
Major CARs 0 Minor CARs 07 Observations 00

1. Maintaining records of HCPs which have been already identified were not
found maintained.
2. Training on Halal was found conducted, but it was conducted last year
on 30th August,2013 after which some of the staff have left & some newly
hired, therefore the training frequency must be set at least bi-annually not
annually
3. Internal audit was found conducted but related to food safety & hygiene
only, HALAL was not part of the internal audit plan
4. Halal food safety policy was found evident, but not communicated to the
workers & neither patched in production area or any place in factory
5. Food safety manual is in practice in which Halal requirements are
missing or Separate HALAL manual absent
Tentative Time of the
Quality Objectives
2014-15
Quality Objectives (2014-15)
Q.A & R n D
Reduce the customer complain level as compare to last year by 10%. 4th Quarter

Production Candy
Improvement in line efficiencies by 3%. 4th Quarter

Proper utilization of SAP to monitor smooth process and reduce the 2nd
differences of SAP and physical to 5% maximum. Quarter

Man power and utilities costs reduce by at least 10%. 4th Quarter
Purchase
To explore the new cost effective and quality suppliers by 10%. 3rd Quarter

Supply Chain
Raw Material Store
Minimizing the number of RM stores to keep the carrying cost under Not Agree
by %age
control by10%.
Finished Goods/Warehouse Not Agree
Reduce the cost of transportation to 10%. by %age

Reduce the delivery time b/w order and supply by10%. Not Agree
by %age
Quality Objectives (2014-15)
Engineering
Reduce the maintenance complaints and enhance the efficiency to 10% by
a) Implement the preventive schedule. 4th Quarter

b) Improve the HVAC system 4th Quarter

c) Reduce the utilities by cost of gas and K.E.S.C by proper


2nd Quarter
management
Compliance
To develop the hygiene audit system /procedure according to
4th Quarter
standard practices
To monitor, benchmark and improve our businessprocesses and
performance of our production system in a continuous manner by 4th Quarter
implement the standard procedures
Human Resource
To reduce employee turnover and develop analytical reports related to
4th Quarter
turnover by 10%
Quality Objectives (2014-15)
Information Technology
Successful implementation of SAP Business One ERP in our company 2nd Quarter

Implementation of service module in engineering department 3rd Quarter

Implement of pay roll software 4th Quarter

Rationalize the no. of PCs in every department 2nd Quarter

Sales
Sales department aim to get the growth in their business increased in
term of review up to 18% as compared to their achievement in year 4th Quarter
2013 -2014
Not Agree
Increase the no. of outlet by 50% by %age

Increase the Co-Operate sales by 100% by increasing the sale outlet as Not Agree
compare to previous by %age
Export
To Increase in export by at least 10% 2nd Quarter

To explore/open at least 4 new destination 2nd Quarter


Status
of
Compliance 2014-15
Work Plan
Compliance 2014-15 Work Plan Points
1. Awareness Session
2. Internal Auditor Trainings
3. Procedure Develop and Procedure Review
4. Hygiene Audit
5. Internal and External Audit
6. Management Review Meeting
7. M.R Office (Changes and Reports)
8. Record Room Management
9. Intranet Website
10.Q.M.S Appraisal Points
1 - Awareness Session (Status)
Title Status

QMS Awareness Session (1) Done on 23rd August 2014

QMS Awareness Session (2) Done on 25th August 2014

QMS Awareness Session (3) Postponed

HALAL Awareness Session* Done on 24th of October 2014

BRC Awareness Session Planned in December

Hygiene Awareness Session Planned in December


2 - Internal Auditor Trainings (Status)
Title Status

Done on 6th, 8th & 9th of


QMS Internal Auditor Training (Batch 2)
September 2014
HALAL Internal Auditor Training (Batch
Done on 24th of October 2014
1*)
BRC Internal Auditor Training (Batch
Planned in December
1)
3 - Procedure Develop and Procedure Review (Status)

Title Status

Production Coating Draft is ready but it require more


amendment and will be completed
Production Bubble in 2nd Quarter
Procedure
Develop In meeting it was decided
Marketing Department will provide
Local Marketing
Draft Copy in Last Week of
December
Email send to HODs,
Procedure
All Other Departments Work in progress and will be
Review
completed in 2nd Quarter
4 - Hygiene Audit (Status)
Month Status
July Done on 16/07/2014
August Done on 08/08/2014
September Done on 04/09/2014
October Done on 02/10/2014
November Done on 14/11/2014
December
January
February Will be conducted Every Month on
March surprise basis before Co Ordination
April Meeting

May
June
5 - Internal and External Audit
(Status)
Title Status
BRC Audit # 1 Done on 21st of July 14
Halal Audit # 1 Done on 21st & 22nd of August 14
QMS IQA # 1 Done on 15th to 22nd of September 14
BRC Audit # 2 Done on 17th to 18th of October 14
Halal Audit # 2 Done on17th to 19th of November 14

QMS IQA # 2 Planned on 4th to 13th December 14


BRC External Audit Planned in January 15
Halal Audit # 3 Planned in February 15
QMS IQA # 3 Planned in March 15
Halal External Audit Planned in April 15
QMS External Audit Planned in June 15
6 - Management Review Meeting
(Status)
Title Status

Management Review Meeting 1 Done on 26th of November 14

Planned in 4th week of Jan


Management Review Meeting 2
15
Planned in 1st week of May
Management Review Meeting 3
15
7 - M.R Office (Status)
Title Status

Work in Progress will be


M.R Office (Changes and Reports)
completed in 2nd Quarter

8 - Record Room Management (Status)

Title Status

Timely Submission of Records and Work in Progress will be


Follow up completed in 2nd Quarter
9 - Intranet Website (Status)
Title Status

Local network website for QMS Work in Progress will be


Documents and Procedures completed in 2nd Quarter

10 - Q.M.S Appraisal Points (Status)


Title Status

Draft Copy is ready further meetings


QMS Performance (add/subtract
are arranged b/w H.R and
marks in annual appraisal)
Compliance to finalized it
THANKS
FOR
YOUR
PARTICIPATION