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QUALITY ASSURANCE MANUAL

ELECTRO INSTALL LIMITED Mpelembe House, Suite 509, Broadway Road P. O. Box 70674 Ndola. Tel: +260 212 650949 Fax: +260 212 650949

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Copy Number: ______________

Issue Date: ____17/06/2013_____________

Approved By: __________________ Name: Henry Nasilele (B.Eng., MEIZ, R.Eng.) Title: Chief Operating Officer and Consulting Engineer

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1.0 INTRODUCTION .............................................................................................................................................. 4 2.0 Scope ........................................................................................................................................................ 5

2.1 Policy ..................................................................................................................................................... 5 2.2 Objective ............................................................................................................................................. 5

3.0 Amendments and Revisions to the Quality Manual ..................................................................... 6 4.0 Organization ............................................................................................................................................ 7

4.1 Consulting Engineer .......................................................................................................................... 7 4.2 Responsibilities ................................................................................................................................ 7

5.0 DEFINITIONS ................................................................................................................................................. 8 6.0 Quality Program ..................................................................................................................................... 9

6.1 Documentation .................................................................................................................................. 9 6.3 Indoctrination and Training ............................................................................................................ 9

7.0 Procurement Document Control ..................................................................................................... 10 7.1 System of Procurement .................................................................................................................. 10 7.2 Review and Approval ....................................................................................................................... 10 7.3 Changes to Documents ................................................................................................................ 10

8.0 Instructions and Drawings ................................................................................................................. 11 8.1 Work Instructions .............................................................................................................................. 11 8.2 Drawings ............................................................................................................................................ 11

9.0 Document Control ............................................................................................................................... 12 9.1 Current Issues .................................................................................................................................... 12 9.2 Modification or Design Changes ................................................................................................ 12

10.0 Control of Purchased Items ................................................................................................................... 13 10.1 Incoming Articles ............................................................................................................................. 13 10.2 Inspection .......................................................................................................................................... 13 10.3 Certifications ..................................................................................................................................... 13 10.4 Rejected Articles ............................................................................................................................. 13

11.0 Identification and control of Items ...................................................................................................... 14 12.0 Inspection ............................................................................................................................................. 15

12.1 Stock ................................................................................................................................................... 15 12.2 Final Inspection ................................................................................................................................ 15 12.3 Shipping Inspection ........................................................................................................................ 15

13.0 Control of Measuring and Test Equipment ................................................................................... 16 13.1 Commercial Equipment ................................................................................................................ 16 13.2 Special Devices ............................................................................................................................... 16 13.3 Identification of Equipment .......................................................................................................... 16

14.0 Control of Nonconforming Articles ................................................................................................. 17 14.1 Dispositions ........................................................................................................................................ 17 14.2 Approval of Dispositions ................................................................................................................ 17

15.0 Corrective Action ..................................................................................................................................... 18 15.1 Customer Complaints .................................................................................................................... 18

16.0 Quality Records ................................................................................................................................... 19 16.1 Retention ........................................................................................................................................... 19

17. MANUFACTURING PROCESS CONTROL ................................................................................................. 20 18. INDICATION OF INSPECTION STATUS ...................................................................................................... 20

Contents

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Electro Install Limited was incorporated in June 2013. Prior to that, the Technical

Director, a professional Electrical Engineer, has had thirty three years’ experience of

industrial/ domestic electrical installations, after working for the mining industry at five

operating mines on the Copperbelt and Lusaka.

Additional capabilities have been added to the organization to include technical

assistance and support, installation, maintenance of products and systems, and design

of systems.

This Quality System relates to the full range of company activities.

1.0 Introduction

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2.0 Scope

This manual describes Electro Install Limited Quality System Policies and Procedures. These

policies and procedures control all activities from Supplier procurement to customer shipment of

articles.

2.1 Policy

Electro Install Limited policy is to achieve sustained, profitable growth by providing

services which consistently satisfy the needs and expectations of its customers.

This level of quality is achieved through adoption of a system of procedures that

reflect the competence of the Company to existing customers, potential customers,

and independent auditing authorities.

Achievement of this policy involves all staff, who is individually responsible for the

quality of their work, resulting in a continually improving working environment for all.

This policy is provided and explained to each employee by the Technical Director or

Consulting Engineer, who are responsible for Quality Assurance of the company.

To achieve and maintain the required level of assurance the Technical Director

retains responsibility for the Quality System with routine operation controlled by the

Consulting Engineer.

2.2 Objective

The quality System described herein is mandatory for all activities performed at Electro

Install Limited to assure product conformance to the applicable drawing, catalog item

specification and/or contract requirement.

a) To maintain an effective Quality Assurance System complying with international

Standard ISO9001 (Quality Systems).

(b) To achieve and maintain a level of quality which enhances the Company's reputation

with customers.

(c) To ensure compliance with relevant statutory and safety requirements

d) To endeavor, at all times, to maximize customer satisfaction with the services provided

by Electro Install Limited.

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All documentation utilized within the Company related to the management system itself, or

to the execution of individual customer contracts is controlled to ensure that it is issued to

the appropriate personnel, under the correct level of authority, is revised and reissued as

necessary, and all obsolete versions are removed from the point of use.

Such documentation typically includes:

i. Specifications, Customer Orders, Plans/ Drawings,

ii. Quality Assurance Manual/ Operating Procedures,

iii. National/ International Standards and Codes of Practice.

The Quality Assurance Manual, Procedures and Quality Plans are maintained by the

Consulting Engineer who ensures that the appropriate items, at the correct revision levels,

are issued to all who need them within the Company.

National/International Standards, Codes of Practice are maintained by the Support

Engineers who ensure that appropriate documents are available within the Company, and

are issued at the correct revision levels. External suppliers of documentation are

contacted regularly to ascertain that the documents held remain current.

The distribution of standard documents is controlled and recorded on Distribution Lists,

which also show the current issue status. The Distribution Lists are reviewed and updated

as changes occur.

All changes to documents are reviewed and approved by the person responsible for the

original issue and, where appropriate, the nature of the change is indicated on the

document. Master copies of the revised documents are retained as records of the

changes and renewed as necessary to ensure clarity.

Each contract has a File which contains all relevant information. Information is also held on

the company's computer system for ease of access and manipulation.

3.0 Amendments and Revisions to the Quality Manual

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4.1 Consulting Engineer The Consulting Engineer reports directly to the Managing Director and is delegated

authority and organizational freedom to identify and evaluate quality problems and to

initiate, recommend or provide solutions.

4.2 Responsibilities

The Consulting Engineer is responsible for:

a. Update and distribution control of the Quality Manual as.

b. Planning to meet customer's quality requirements.

c. Determining inspection points within the system.

d. Approval of quality work instructions.

e. Directing inspection activities.

f. Surveillance of procurement documents.

g. Approval of Suppliers.

h. Maintaining a listing of approved suppliers.

i. Monitoring procedures to assure compliance

j. Reviewing and maintaining Quality Records.

k. Calibration of Measuring and Test Equipment.

l. Approval of disposition of Nonconforming Articles

m. Corrective action coordination

4.0 Organization

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The terms and descriptions used in this Manual are generally defined within ISO9001 - Quality

Systems.

Additional definitions apply for items not covered by the documents:

Site any location, other than the Company's established premises, where work is undertaken as part

of a formal contract.

5.0 DEFINITIONS

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6.1 Documentation

The Quality Program is documented within this manual and may be supported at any point by desk

or work instructions that may be selected to increase control of a quality function. Desk or work

instructions affecting Quality shall be approved by the Consulting Engineer. This document details

the corporate quality policy and structure of the Company and references appropriate Operating

Procedures.

6.2 Planning

The Quality Program is planned to control products from the requirements of a customer order to

include procurement practices, receipt of material, and receipt inspection of supplier material,

handling and storage to the eventual shipment of an article to our customer.

6.3 Indoctrination and Training

The policy of the company is to ensure that all personnel are trained and experienced to the

extent necessary to undertake their assigned activities and responsibilities effectively. The

company generally procures and recruits employees capable of meeting the technical, skill,

experience and educational requirements of the company's activities.

All staff and senior employees are responsible for recommending the training needs of others and

for ensuring that all employees allocated specific tasks are suitably qualified and experienced to

execute those tasks. Once training needs are identified these are provided under the responsibility

of the Directors.

Full records are maintained of all training undertaken by employees.

6.0 Quality Program

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7.1 System of Procurement

Procurement documents are computer generated and include appropriate technical and

quality requirements. When a customer has special requirements, such as a Certified

Material Test Report (CMTR), our program is designed to include the requirement into

our procurement documents.

7.2 Review and Approval

Procurement documents are reviewed and approved by the Project Manager, who is in

charge of the procurement function. The Consulting Engineer performs random

surveillance of procurement documents semi-annually and documents the results.

7.3 Changes to Documents Changes to procurement documents are subject to the same level of control as in preparation of the original document.

Such documentation typically includes:

a.) Specifications, Customer Orders, Plans/ Drawings,

b.) Quality Assurance Manual/ Operating Procedures,

c.) National/ International Standards and Codes of Practice.

The Quality Assurance Manual, Procedures and Quality Plans are maintained by the

Consulting Engineer who ensures that the appropriate items, at the correct revision levels,

are issued to all who need them within the Company.

National/ International Standards, Codes of Practice are maintained by the Support

Engineers who ensure that appropriate documents are available within the Company, and

are issued at the correct revision levels. External suppliers of documentation are

contacted regularly to ascertain that the documents held remain current.

The distribution of standard documents is controlled and recorded on Distribution Lists,

which also show the current issue status. The Distribution Lists are reviewed and updated

as changes occur.

All changes to documents are reviewed and approved by the person responsible for the

original issue and, where appropriate, the nature of the change is indicated on the

document. Master copies of the revised documents are retained as records of the changes

and renewed as necessary to ensure clarity. Each contract has a File which contains all

7.0 Procurement Document Control

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relevant information. Information is also held on the company's computer system for ease

of access and manipulation.

8.1 Work Instructions Work or desk instruction is utilized in support of this Quality Manual to improve the

control of a specific operation or evaluation, but in no circumstances shall these

documents supersede or change the requirements of this manual.

8.2 Drawings Drawings, specifications and/or catalog criteria shall be used to control the technical

requirements of products offered to our customers.

8.0 Instructions and Drawings

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9.1 Current Issues The latest issue of drawings, specifications, catalogs, work instructions and Customer

orders will be utilized to control articles throughout the operations system.

The Company offers both standard products and specialist services to meet each

customer's needs. Standard products are displayed in a catalogue for customer

selection. Specialist service requirements differ from one customer to another (and from

one contract to another); therefore each tends to be quoted for the specific contract.

Once a proposal is accepted by the customer, or an order is placed, it is recorded and

reviewed to establish that the requirements of the order are adequately defined and

documented, any differences from the proposal are resolved, and the Company is

capable of fully satisfying the customers’ requirements.

In addition to the original order/ contract specification the customer may also request

addition/ variation work to be undertaken by the Company. In these circumstances the

work content is documented and agreed with the customer prior to execution to ensure

that no ambiguity exists.

The Company operates on a computer assisted order processing system to ensure

rapid fulfillment of customer orders.

9.2 Modification or Design Changes Obsolete documents caused by modification or design change will be identified as such

and removed from use.

9.0 Document Control

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10.1 Incoming Articles

Receipt of purchased articles is documented on a Receiving Report. The

requirements of the Purchase Order are attached to the receiving report to

provide the inspection function with complete criteria for evaluation of the receipt.

10.2 Inspection Articles are inspected in accordance with the requirements of the receiving

documents. As a minimum, all articles are inspected for count, identification and

damage.

10.3 Certifications

Certifications and Certified Material Test Reports (CMTRs) are reviewed for

compliance and accuracy of contents as required by procurement

documents. Certified reports or other proof of Quality used as a basis for

acceptance shall be (validated by independent testing on an annual basis)

10.4 Rejected Articles

Rejected articles will be documented as nonconforming on the Receiving

Report to prevent inadvertent use or further processing. The Consulting

Engineer will approve final disposition.

10.0 Control of Purchased Items

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The Original Equipment Manufacturer (OEM) articles will retain their identity through

our receipt, stocking and delivery function traceable to the procurement and receipt

documents containing acceptance status.

Suppliers of products, materials and services, where unspecified by a customer

contract, are selected on their ability to meet the company's requirements given due

consideration to the quality, statutory obligations, timescale and cost. A list of approved

suppliers and sub-contractors is maintained which is compiled on the following criteria:-

a.) Previous performance in supplying to similar specifications and

requirements.

b.) Stocking of high volume standard items conforming to a relevant British

Standard, or supplied with a statement of conformity.

c.) Compliance with an approved third party product/ quality registration

scheme.

d.) Recommendation by other similar purchasers or manufacturers of

equipment.

e.) A trial order and evaluation of performance.

All supplies and sub-contracts are subject to an authorized

Purchase Order providing full clarification of the type and extent of supply.

Should a supplier, not appearing on the Approved Suppliers List be proposed, they

will be analysed by capability and subject to acceptance on the authority of a

Director.

11.0 Identification and control of Items

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12.1 Stock

Stock re-inspection will be implemented on specific articles in storage as a result of a

customer complaint or any suspected Quality problem concerning an article. Rejected

articles will be identified or segregated and disposition in accordance with control of

nonconforming material. Accepted articles will be returned to the stock location.

12.2 Final Inspection Inspection of articles to be delivered to a customer will be accomplished prior to

packaging for identification, damage and in accordance with the shipping document.

The customer ordered requirements are included with the shipping document. Rejected

articles will be identified or segregated and disposition in accordance with control of

nonconforming material. Accepted articles will be identified on the shipping document

as accepted by stamp impression

12.3 Shipping Inspection Inspection of the packaging will include evaluation to determine adequacy to preclude

damage during delivery and any special requirements directed by the customer order.

Customer requirements for Certifications and/or Certified Material Test Reports will be

included with the articles.

Inspection and testing is carried out on completion of installation and maintenance

activities, with results being documented. Should items not be acceptable against the

agreed contract criteria they will be repaired, replaced or identified for a subsequent

evaluation and decision. All repaired items are subject to a re-inspection to ensure

acceptability. On completion of installation and maintenance works, the customer is also

invited to check the work performed to ensure full acceptability.

12.0 Inspection

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13.0 Control of Measuring and Test Equipment

13.1 Commercial Equipment

Calibration of normal commercial equipment (i.e., rulers, tape,

measures, levels, and other similar devices) is not required. It is the

responsibility of the user to report worn or damaged equipment to

management to prevent inadvertent use.

13.2 Special Devices

Calibration will be performed and maintained at prescribed intervals in

accordance with manufacturers’ recommendations. An Outside

Calibration Laboratory is contracted to supply this service. The supplier

is certified and performs calibrations traceable to recognized national

Standards.

13.3 Identification of Equipment

Each item is identified with current status of calibration and the user is

responsible to verify an item is serviceable. Items too small to be

identified are serialised, and calibration status is maintained by a

traceable record supporting a calibration recall system.

Production and measuring equipment held is maintained in good condition, and

capable of safe and effective operation within a specified tolerance of accuracy.

Test and measuring equipment is regularly inspected or calibrated to ensure that it

is capable of accurate operation, by comparison with external sources traceable

back to National Standards.

Electrostatic protection equipment is utilized when handling sensitive components

and this equipment is regularly checked to ensure that it remains fully functional.

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14.1 Dispositions

All nonconforming articles are reviewed to determine disposition; the disposition is

documented on the accompanying paperwork.

Once non-conforming items have been noticed they are identified by location, associated

documents, or specific markings to prevent their inadvertent use. All non-conforming items

and customer complaints are subject to review and rectification by nominated personnel.

The type and extent of non-conformity is documented in order to establish trends and

identify possible areas for improvement.

The corrective action required to prevent recurrence is evaluated, documented, and its

effective implementation is monitored. All rectification is subsequently re-inspected to

ensure complete customer satisfaction.

All employees are encouraged to suggest improvements in methods, materials, suppliers,

and sub-contractors. The Company has established procedures for review of all activities

in order to identify and evaluate all possible improvements in methods/ materials and its

procedures.

14.2 Approval of Dispositions

A. The Consulting Engineer approves all dispositions of nonconforming articles as

follows:

1. Return to Supplier

2. Rework to Specification

3. Scrap /obsolete

B. Customer approval of the following dispositions shall be requested and required

prior to delivery of articles:

1. Use as is (waiver)

2. Repair to a Useable Condition

C. Reworked and repaired items are re-inspected and/or tested in accordance with

disposition instructions.

14.0 Control of Nonconforming Articles

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Conditions adverse to quality shall be promptly identified and corrected. In the case of

significant conditions adverse to Quality, the cause of the condition shall be determined and

action planned to correct and preclude repetition.

15.1 Customer Complaints

Responses to Customer complaints will be documented by letter or on forms

required by the customer. Responses will include cause of the condition, actions

taken to prevent a future occurrence and effective date.

Goods received from customers (i.e. free issue items or equipment being

serviced) are always visually inspected at the receipt stage, with any un-

declared non-conformance being immediately reported to the customer.

15.0 Corrective Action

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16.1 Retention

Quality records traceable to an article or lot of articles will be stored by the

identifying part number. Quality records traceable to a Customer will be stored by

the Customer's Order Number. The retention of Quality records is a minimum of

three years or as otherwise directed by a Customer Order Requirement

Storage facilities are allocated which ensure that all stored records are

identifiable and retrievable, and the storage areas are free from damp and other

agents which could cause premature deterioration.

Where records are maintained on computer magnetic media, and these are

subject to "back-up" at regular intervals, with the "back-up" information being

stored in a protected location to ensure security from loss/ damage of active

data.

All records are retained for a minimum of 2 years.

16.0 Quality Records

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.

All productive work is planned and undertaken in accordance with the company's

procedures, and any specific documents agreed for individual contracts (e.g. contract

specifications).

Work instructions are provided by the agreed contract specification and any documents

referenced therein, alternatively work is performed in accordance with nationally

accepted codes of practice (e.g. BS6701).

As goods are inspected, the status is defined by location in stores, with all non-

conforming items being placed in a reject area or marked as reject for review. The status

of work in progress is established by markings or associated documentation recording

the inspections undertaken and their acceptability.

17. Manufacturing Process Control

18. Indication of Inspection Status