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KAMCO

QUALITY SYSTEM MANUAL (QSM)

COPY NUMBER

ISSUED TO

EFFECTIVE DATE 1st AUGUST 2011

REVISION 0

Kerala Agro Machinery Corporation Ltd Registered office: Athani –683585, Ernakulam Dist,

Kerala State

Telephone: 91- 484- 2474301 to 2474305 Fax: 91- 484- 2474589

e-mail: kamco@ satyam.net.in

Factories at Athani, Kalamassery, Palakkad and Mala

QUALITY SYSTEM MANUAL

DOC. NO. AQSM:01/0

Section No. 0

Page 1 of 37

Effective Date

08-09-2011

SCOPE

Revision No. 1

Date. 08-09-2011

THIS DOCUMENTED QUALITY MANAGEMENT SYSTEM (QMS) OF

KAMCO CONFORMS TO ISO 9001-2008.

THE SCOPE OF THE QUALITY MANAGEMENT SYSTEM COVERS.

DEVELOPMENT AND MANUFACTURE OF POWER TILLERS, IMPLEMENTS,

ACCESSORIES, POWER REAPERS, DIESEL ENGINES, ACCESSORIES AND

SPARE PARTS FOR AGRICULTURAL APPLICATION

THE QUALITY MANAGEMENT SYSTEM (QMS) EXCLUDES THE

FOLLOWING SECTIONS OF ISO 9001-2008

1. 7.5.2- VALIDATION OF PROCESS FOR PRODUCTION AND

SERVICE PROVISIONS.

2. 7.5.4- CUSTOMER PROPERTY

PREPARED BY

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DOC. NO. AQSM:01/0

Section No. 0

Page 2 of 37

Effective Date

01-08-2011

CONTENTS

Revision No. 0

Date. 01-08-2011

CONTENTS

SL NO

SECTION

TITLE

PAGE NO

1. 0 Scope 1

2. 0 Contents 2

3. 0 Abbreviations 3

4. 1 Distribution list 5

5. 2 Amendment record 6

6. 3 Company brief 7

7. 4 QMS requirements 9

8. 5 Management Responsibility 12

9. 6 Resource Management 25

10. 7 Product realization 26

11. 8 Measurement, Analysis and

Improvement

33

12. 9. Master list of Quality System

Procedure.

37

Annexures

---------

1-Master list of Quality System Procedures - Annexure 4

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DOC. NO. AQSM:01/0

Section No. 0

Page 3 of 37

Effective Date

01-08-2011 ABBREVIATIONS

Revision

No. 0 Date. 01-08-2011

ABBREVIATIONS

Sl No. ABBREVIATIONS FULL FORM

1) A/c Accounts

2) A/cing Accounting

3) Admn Administration

4) ANX Annexure

5) AQSM Apex Quality System Manual

6) ASSY Assembly

7) Cost Costing

8) Comml Commercial

9) Div. Head Divisional Head

10) DQM Department Quality System Manual

11) EDP Electronic Data Processing

12) ENG Engineering

13) FIN Finance

14) HOD Head of the department

15) HRD Human Resources Development

16) HRM Human Resource Management

17) IA&C Internal Audit and costing

18) IA Internal Audit

19) KAMCO Kerala Agro Machinery Corporation Ltd

20) Mtls Materials

21) MKT Marketing

22) MD's Office Managing Director's Office

23) MNC Maintenance

24) MSP Machine Shop

25) PCB Parts Call back

26) P&A Personnel and Administration

27) Prl Personnel

28) PRD Production

29) PUR Purchasing

30) QSP Quality System Procedure

31) QAD Quality Assurance Department

32) QA Quality Assurance

33) QMS Quality Management System

34) SH Section Head

35) Scry Secretary

36) STR Stores

37) TQM Total Quality Management

38) WC Warranty Claim

39) AE Assistant Engineer

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Section No .0

Page 4 of 37

Effective Date

01-08-2011 ABBREVIATIONS

Revision No. 1

Date 08-09-2011

40) AM Assistant Manager

41) DGM Deputy General Manager

42) GM General Manager

43) MR Management Representative

44) SM Senior Manager

45) SUPDT Superintendent

46) Z.M Zonal Manager

47) R.M Regional Manager

48) SYS Systems

49) INF.SEC Information Security

50) RND Research and Development

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DOC. NO. AQSM:01/0

Section No. 1

Page 5 of 37

Effective Date

01-08-2011 DISTRIBUTION LIST Revision No. 0

Date 01-08-2011

1. DISTRIBUTION LIST OF CONTROLLED COPIES OF QUALITY

SYSTEM MANUAL

Copy No.

Copy Holders

01 Managing Director

02 Management Representative

03 ISO Co-Ordinator (Pkd. Unit)

04 ISO Co-Ordinator (Kly Unit)

05 ISO Co-Ordinator (Mala Unit)

06 Certification Agency

COPY NO.

ISSUED TO

ISSUED BY MANAGEMENT REPRESENTATIVE

ISSUE DATE 01-08-2011

PREPARED BY

APPROVED BY

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DOC. NO. AQSM:01/0

Section No. 2

Page 6 of 37

Effective Date

01-08-2011 AMENDMENTS Revision No. 2

Date .01.01.2013

2. AMENDMENTS

SL NO PAGE NO ISSUE

NO

REV

NO.

DATE REV DETAILS AUTHORISED BY

1. All 0

0 01-08-2011 Book-5 Re- issue MD

2. 1 of 37 0 1 08-09-2011 Removed exclusion of Design and

Development

MD

3. 4 of 37 0 1 15-05-2012 Abbreviation for Research and

Development added

4. 8 of 37 0 1 08-09-2011 Engineering changed as Research and

Development

MD

5. 14, 16,

17,21, of

37

0 1 08-09-2011 Engineering changed as Research and

Development

MD

6. 27, 37 of

37

0 1 08-09-2011 Engineering changed as Research and

Development

MD

7. 30 of 37 0 1 07-09-2012 Outsourced process included MD

8. 16 to 17 of

37

0 2 01-01-2013 Responsibilities changed due to

transfers and postings

MD

9. 18 to 19 of

37

0 1 01-01-2013 Responsibilities changed due to

transfers and postings

MD

10. 20 of 37 0 1 01-01-2013 Organisation chart revised MD


DOC. NO. AQSM:01/0

Section No: 3 Page 7 of 37

Effective Date

01-08-2011 COMPANY BRIEF Revision No. 0

Date 01-08-2011

3. COMPANY BRIEF

Kerala Agro Machinery Corporation Ltd. (KAMCO) was established in the year

1973 as a wholly owned subsidiary of Kerala Agro Industries Corporation Ltd.

(KAIC), Trivandrum, for manufacture of agricultural machinery specifically Power

Tillers and Diesel Engines. Subsequently KAMCO became a separate Govt. of Kerala

undertaking in 1986.

The objectives of the Company are to manufacture in India, either in collaboration

with or otherwise or import & trade agricultural machinery like Tractors, Power

Tillers, Power Reapers, Combine harvester, Transplanter, Diesel Engines, Pump

sets, Implements, accessories and spares thereto. The objectives also include

establishment of engineering workshops/repair shops to undertake repairs and

servicing of agricultural machinery or other machinery, equipment, implements

and tools.

Assembly Unit was established in 1970 at Athani by M/s. Kerala Agro Industries

Corporation for the assembly of Kubota Power Tillers in technical collaboration

with M/s.Kubota Ltd., Japan, the world's leading manufacturer of

Power Tillers and other agricultural machinery. On expiry of the collaboration,

KAMCO manufactures power tillers with their own facilities.

KAMCO at present has four units located at Athani and Kalamassery in

Ernakulam District , at Kanjikode in Palakkad District, and at Mala, in Trichur dist.

KAMCO's manufacturing facilities include Special Purpose Machines, Specially

built General Purpose Machines, and Imported machines. The inspection facilities

include modern inspection & testing equipment .KAMCO have their own Metrology,

Calibration & Engine Test Lab.

KAMCO Power Tillers have become the most sought after Power Tillers in India

because of their quality and reliability.

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Section No.3

Page 8 of 37

Effective Date

01-08-2011 COMPANY BRIEF

Revision No. 1

Date 08-09-2011

The business areas operating in KAMCO are indicated in the matrix given below;

Sl. No. Division /

Department

Corporate

Set up

Location

Athani Palakkad Kalamassery Mala

1.0 Corporate Office * *

1.1 Marketing * *

1.2 Materials * *

2.0 Purchase * * * *

3.0 Production

3.1 Assembly * * * *

3.2 Pretreatment & Ptg. * * * *

3.3 Machine Shop *

4.0 Maintenance * * * *

5.0 Quality Assurance * * * *

6.0 Research & Development * *

7.0 Store * * * *

8.0 Human Resource

Management

*

*

*

*

*

8.1 Human Resource

Development

*

*

9.0 Finance * * * * *

10.0 Internal Audit * *

11.0 Systems * *

* Applicable in the unit location

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Section No. 4

Page 9 of 37

Effective Date

01-08-2011 QMS REQUIREMENTS Revision No. 0

Date 01-08-2011

4. QMS REQUIREMENTS: 4.1 General requirements

A documented QMS has been established, implemented and maintained. Its

effectiveness is continually improved as per the requirements of ISO 9001: 2008.

Various processes of the QMS and their application throughout KAMCO, have been

identified. The sequence and interaction of these processes are described in the QMS

documents.

Criteria and methods are in place to ensure effectiveness of operation and control of

these processes. Management has provided the necessary resources and information to

support operations and monitoring of the processes.

The processes are monitored, measured and analyzed. The actions necessary to

achieve planned results and continual improvement of processes, are ensured by the

management, as per ISO 9001: 2008.

Operations for Heat treatment, painting etc. which are special process in nature are

outsourced/sub-contracted to qualified agencies. The quality of components received

is ensured to achieve finished product quality and the procedures laid down in the

Quality System Procedure as per 7.4.3 and QSP/PRD/10/0 is adhered for controlling

the process.

Statutory and regulatory requirements as per Factories Act 48 and KPCB norms are

ensured and dealt with as per procedures laid down in QSP/ HRM/20 and

QSP/PRD/08.

4.2 Documentation requirements:

4.2.1 General

This document defines KAMCO's policies on those aspects of management and

operations that can affect the quality of its products/services.

The procedures and other documentation that support these policies are defined in

separate manuals.

All KAMCO staff are aware of the need to meet the requirements of

customers, statutory / regulatory requirements and the quality policies and procedures

provide the frame work within which this is achieved. In cases where special

customer requirement are met by the Quality System, then particular attention is

paid to those needs and wherever applicable a separate/specific Quality Plan is

generated.

4.2.2. Quality System Manual :

This manual references the Company's Quality System against the requirements of

ISO 9001: 2008 to ensure that KAMCO adopt and continue to maintain a system

which meets the requirements of the standard.

The different sections have been so numbered that they refer to the

ISO 9001: 2008 for ease of reference.

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Section No. 4

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Effective Date


Date 01-08-2011

Quality system manual is a reference to get an overall picture of KAMCO's

activity. This is the basic document for control of other documents and is the

basis for audit and improvement of systems. This document is useful to new

recruits as it gives the standards applicable in specific areas.

Level 1: Quality System Manual

Level 2: Quality System Procedure Manual

Level 3: Department Quality Manual

4.2.3 Control of documents :

The Quality System Manual is to be treated as confidential. Numbered copies of

the manual are issued to designated individuals who have quality management

responsibilities. The individual is responsible for the manuals safe keeping and for

following the procedure for amendment to the manuals.

Copies of the Quality Manual may be provided to Customers and potential

customers when required. All external distribution is subject to approval . The

copies distributed to customers will not form part of the controlled circulation and

will therefore not be updated with amendments.

Controlled copies are the photocopies of master copy. These copies are identified as

"controlled" in blue colour on the printed side of each page. These copies are

updated whenever changes are incorporated. documents are also distributed

electronically in a protected and secure manner, to ensure control.

Changes to the content of the Quality System Manual are made in accordance with the

procedure for Document and Data Control.(Ref. QSP/MRO/03 . Whenever revisions

take place, based on the approval of MR. or in management review meetings ,the

revised pages are re-issued by Management Representative with new revision

numbers and date.

Whenever there are major changes in the manual, the entire manual is reissued

with revised document number.

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1

2

3


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Section No. 4

Page 11 of 37

Effective Date


Date 01-08-2011

4.2.4 Control of records

Legible, readily identifiable and retrievable records are maintained to cover key

quality activities, principally those that

(i ) Establish customer requirements.

(ii ) Determine that customer requirements have been met.

(iii) Record actions taken to resolve problems or difficulties.

(iv) Provide data necessary for review of the quality activities.

(v) Demonstrate effective operation of the Quality System.

Pertinent records are normally retained by the function primarily responsible for the

particular element of the Quality System or an appropriate central file.

Designated personnel are responsible for the maintenance of records and for

ensuring that they:

i ) Contain all the necessary information.

ii ) Are stored in a manner that enables them to be readily retrieved and

reviewed.

iii) Can be made available to any person with legitimate reason for requiring

access.

iv ) Are properly indexed, filed stored and maintained.

Key records are retained as defined in the procedure and are adequately identified,

stored and capable of being retrieved during the retention period. It will be made

available to the customer on demand if contractually agreed.

Cross Reference :

(i ) Procedure for Control Of Quality Records : QSP/MRO/02

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DOC. NO. AQSM:01/0

Section No. 5

Page 12 of 37

Effective Date

01-08-2011 MANAGEMENT

RESPONSIBILITY

Revision No. 0

Date 01-08-2011

5. MANAGEMENT RESPONSIBILITY

5.1 Management commitment

Top management of KAMCO is committed to the development and implementation

of the quality management system. The system is continually improved for its

effectiveness.

The importance of meeting customer requirements and statutory / regulatory

requirements is communicated to all employees through regular interaction as well as

awareness programmes wherever required.

A quality policy has been established considering the long-term needs of the

organization. The quality objectives have been established, based on the 4 Ms

framework (men, machines, material, methods) oriented on the key functions of

KAMCO.

The necessary resources are identified and provided to facilitate the quality

management system. Management review is carried out to ensure that the system is

responsive to the dynamic market needs.

5.2 Customer focus

Requirements of dealers or other customers are clearly defined and updated through

regular interaction and marketing activity. KAMCO strives to enhance customer

satisfaction.

5.3 QUALITY POLICY

KAMCO has defined the following Quality Policy and Objectives in keeping with its

commitment to quality and expectations and needs of its Customers.

"Total customer satisfaction through quality products and services with

improved technology and employee participation".

We comply with the requirements of customers and the applicable statutory /

regulatory requirements. The effectiveness of the established quality

management system is continually improved to enable achievement of the policy.

Quality Policy is reviewed at the corporate level during every certification period.

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Section No. 5

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RESPONSIBILITY

Revision No. 0

Date 01-08-2011

5.4 Planning

5.4.1 Quality Objectives

Measurable quality objectives have been established that are relevant to the key

functions like Production, Engineering, Marketing, Materials/ Purchase and HRD.

Aiming to be a Quality Leader in our chosen business sector through Total

Quality Commitment to the customers. KAMCO has therefore adopted the

following objectives within our business :

i) To ensure that quality requirements of the products and services offered are

maintained at all stages.

(ii) To create a culture amongst all employees towards total quality concepts

and productivity through total involvement and commitment of all employees.

iii) To create healthy working environment for attainment of quality goals with

excellence and to make quality a way of life.

(iv) To detect and prevent non - conformance and defects as early as possible

and to eliminate them through appropriate changes to the Quality

Management System.

v) To achieve and maintain quality leadership through continuous technology

upgradation, improvements in techniques, systems and procedures and to

meet customers changing needs.

The above quality policy and objectives are communicated to all

employees at various levels through display stickers and direct interaction and

training.

5.4.2 Quality management system planning

The quality management system, policy and objectives have been planned as per

requirements of ISO 9001: 2008.

The integrity of the quality management system is maintained when changes are

planned and implemented.

Policy, objectives and QMS are continually reviewed to ensure their sustained

suitability and customer satisfaction.

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Section No.5

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RESPONSIBILITY

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Date 08-09-2011

QUALITY

OBJECTIVE

REFERENCE

MEASURE

PRODUCTION

QA

(i), (iii) and (iv)

Specification / drawings

Inspection records

QMS programmes & records

Display of policy,objectives,

instructions

Inter-departmental and interpersonal

communication

Data on non-conformities

Analysis reports of corrective /

preventive action

ASSY

MSP

MNC

STR

MATERIALS / PURCHASE

(i)


Inspection records

HRD

(ii)

QMS programmes & records

Inter-departmental and interpersonal

communication

MARKETING

(i)


Inspection records

RESEARCH & DEVELOPMENT

(v)

Product improvements, records

QMS changes

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Section No:5

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Effective Date


RESPONSIBILITY

Revision No. 0

Date 01-08-2011

5.5 Responsibility, authority and communication

5.5.1 (a) The Responsibilities and Authorities of Senior Management of

Athani, Palakkad, Kalamassery and Mala is attached as Annexure 1.

The responsibilities of personnel who manage, perform or verify work affecting

the quality are defined by :

i). Quality System Procedure (QSP) and

ii). Department Quality Manual which contains

(a) Organization Chart

(b) Job Descriptions and

(c) Work Instructions

All personnel have the necessary authority to ensure that these responsibilities

can be discharged effectively by initiating actions as required.

b) Organisation chart :

The Organization structure at corporate level along with interface at

Athani are enclosed as following Annexures.

(i) Organisation Chart of KAMCO, at Corporate level - Annexure-2

(ii) Cross reference chart (Department interfaces) - Annexure-3

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Section No5

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Effective Date


RESPONSIBILITY

Revision No. 2

Date 01-01-2013

RESPONSIBILITIES AND AUTHORITIES OF SENIOR MANAGEMENT

1. MANAGING DIRECTOR

1. Responsible for overall performance of the Organization.

2. Responsible for the annual plans and control in budgeting, production and other support

operations.

3. Responsible for periodic review of the performance of various departments and suitable

corrective actions to achieve planned annual goals.

4. Responsible for the effective Implementation of the Quality System of the

Company by monitoring the effectiveness and suitability of the system periodically.

2. GENERAL MANAGER i/c (Operations)

1. Responsible for the proper functioning of the Production Division

namely Materials / Purchase, Store , Assembly, Maintenance and Machine Shop.

Co-ordinates the works of these departments to get the required targets.

2. Co-ordinates with Materials / Purchase and maintenance depts., the procurement and

installation of new plant and equipment required for All Units.

3. Overall charge of Research & Development Dept. to carry out the departmental functions.

4. Supervise, guide and monitor the subordinates on Engineering Design changes needed/

requested for the product or product components.

5. Interaction with other depts. on above to ascertain their views on design changes and

for incorporating the same after consideration about their viability

6. Overall in charge of Quality Assurance Department - Guide and control the following

functions of Quality Assurance department.

1. Inspection of Bought-out, In-plant & Raw material components as per Quality Standard.

2. Approval of Company products as per Quality Standards.

3. Establish and maintain standards room and calibration of Company instruments

and gauges used for Components/Product/Process in the Company.

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ANX-1


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RESPONSIBILITY

Revision No. 2

Date 01-01-2013

4. Clearance of non-conforming Component.

5. Initiate appropriate Corrective actions as per Quality System Procedure.

6. Co-ordinate with other departments to achieve and maintain quality of the product.

7. Initiate and Co-ordinate with vendors to improve the quality and reduce line

rejection, warranty claims and supply rejections.

8. Recommend and advise Marketing Department on Warranty Claims.

7. Overall incharge of Palakkad, Kalamassery and Mala units and responsible for achieving

the production targets fixed.

8. Responsible for maintainingISO 9001:2008 System in all the units in close liaison with MR.

3. DY. GENERAL MANAGER (MARKETING)

1. Responsible for Corporate functioning of Marketing Department

2. Responsible for developing and maintaining a dedicated dealer network for marketing of

products and ensuring after sales services to achieve customer satisfaction.

3. Delegate and sub-delegate the work in the Department among the officers and the other staff

and co-ordinate them to get the required results.

4. Attend to any other official works as directed by M. D. from time to time

4. DEPUTY GENERAL MANAGER (HR)

1. Overall in-charge of the Human Resource Management Department of the organisation.

2. Responsible to implement all employee welfare measures / schemes including those under

statutory requirements.

3. Responsible for recruitment and postings for all Units and inter-unit transfers

wherever applicable under instructions from Managing Director.

4. Responsible for Human Resource Development Activities of all units.

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5. Corporate level control of HRD functions of all units.

6. Attend any other official works as and when directed by MD.

5. DEPUTY GENERAL MANAGER (PALAKKAD UNIT)

1. Overall control of Palakkad unit and Responsible for achieving the target fixed by the

Management.

2. Responsible for manufacture Power Tillers and Diesel Engines as per the stated quality

procedure and standards.

3. Responsible for maintaining the ISO 9000 System in the unit as ISO Coordinator in

close liaison with MR.

4. Control the Palakkad Unit operations in line with management objectives.

5. Co- ordinate with Head office Materials/Purchase dept. and Maintenance section to

procure and install new plant and equipment for Palakkad Unit.

6. Any other official work as directed by the superiors.

6. DEPUTY GENERAL MANAGER i/c (FINANCE)

1. Deputy General Manager i/c (Finance) is in overall charge of the Finance Department.

Corporate level control of Finance depts of all units to maximise the utilisation of

Company resources.

2. Control the Accounts and Costing sections for achieving maximum utilization of resources.

3. Any other official work as directed by the superiors.

7. SENIOR MANAGER (SYSTEMS)

1. He is in charge of Systems Department.

2. Responsible for Corporate functioning of Systems Department

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3. Responsible for developing adequate software programmes and hardware for the

maintenance of data of the company.

4. Delegate and sub-delegate the work in the Department among the officers and the other staff

and co-ordinate them to get the required results.

5. Attend to any other official works as directed by the superiors from time to time.

8. SENIOR MANAGER (KALAMASSERY UNIT)

Overall control of Kalamassery Unit

1. Responsible for achieving the target fixed by the Management.

2. Responsible for manufacture of Diesel Engines as per the stated quality procedure and

standards.

3. Responsible for maintaining the ISO 9000 System in the unit as ISO Coordinator in

close liaison with MR.

4. Attend to any other official works as directed by the superiors from time to time.

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ANNEXURE ---2

Page 20 of 37

MANAGING DIRECTOR

BOARD OF DIRECTORS

MANAGING DIRECTOR

DGM i/c (F)

SR. MANAGER (SYS)

DGM (MKTG)

ISSUE 0

REVISION 1

DATE 01-01-2013

KAMCO ORGANISATION CHART AT CORPORATE LEVEL

M (MU)

DGM (PU) DGM (HR)

SR. MANAGER (KU)

GM i/c

(Operations)

DEPT 4.1 4.2 5.1 5.2 5.3 5.4 5.5 5.6 6.1 6.2 6.3 6.4 7.1 7.2 7.3 7.4 7.5 7.6 8.1 8.2 8.3 8.4 8.5

1 MD’S

OFFICE

P --- P P P P P P P P P P -- C -- -- -- -- -- -- -- -- P

2. MRO P P P C P P P P P -- -- C P C -- -- -- C P P -- P P

3. MKT C C P P C C C P -- -- -- C P P -- -- C -- C P -- P P

4.PUR/

MTL

C C P C C C C P -- -- -- C P -- -- P C -- C -- -- P P

5. ASSY

&PAINT

C C P C C C C P -- -- -- C P -- -- C P C C C P P P

6. MNT C C P C C C C P -- -- -- C P -- -- C P -- C -- -- P P

7. MSP C C P C C C C P -- -- -- C P -- -- C P C C C P P P

8. QA P P P P P P C P -- -- -- C P C C P C P P P P P P

9. RND C C P P C C C P -- -- -- C C C P -- -- -- C -- -- C P

10. STR C C P C C C C P -- -- -- C P -- -- C P -- C -- -- C P

11. HRM/

HRD

C C P C C C P P P P -- P P -- -- -- C -- C -- -- C P

12. FIN

C C P C C C C P P -- P P -- -- -- P -- -- C C -- C P

ANNEXURE -3

MANAGING DIRECTOR

REV NO. 1

DATE 08-09-2011

ISSUE NO 0

DATE 01-08-2011

Page 21 of 37

P- PRIMARY RESPONSIBILITY

C- CONTRIBUTORY RESPONSIBILITY


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Revision No. 0

Date 01-08-2011

5.5.2 Management Representative

Mr. M. Hariharan, Dy. Gen. Manager (MKTG) is the appointed Management Representative for

KAMCO. In his absence, Shri G. Gopakumar (LEAD AUDITOR) deputizes for him. ISO Co

ordinators of Palakkad Kalamassery, and Mala Units will Co-Ordinate the ISO activities in

Palakkad, Kalamassery and Mala respectively and will report to MR. They will collect and

recommend any System/Procedure changes proposed in the unit. They will forward the proposal to

Management Representative for approval so that the changes are in consonance with the company's

system manual.

The objective of the Management Representative (MR) is to ensure that the requirements of ISO

9001: 2008 and other agreed requirements are complied with through the maintenance of an

effective Quality Management System.

The responsibilities and duties of the MR are :

(a) To operate within the requirements of ISO 9001: 2008 and any other such approval as

KAMCO may need and secure from time to time.

(b) to ensure that resources are adequate to carry out the Quality tasks within the organization.

(c) to ensure that timely and effective action is taken by appropriate staff to maintain integrity

of the Quality System.

(d) to review, report and maintain the Quality System and report to top Management.

(e) to establish and maintain a system of corrective and preventive actions to ensure the

effective elimination of non-conformance.

(f) to liaison with external parties like Certification Body.

(g) to ensure the satisfactory performance of verification activities undertaken by company

personnel.

(h) to issue and control all procedures including Quality System Manual.

1.5.3 Internal Communication

The management ensures that the policy, objectives and the QMS aspects are effectively

communicated to all employees through consistent interaction, meetings and inter-office notes.

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RESPONSIBILITY

Revision No. 0

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5.6 MANAGEMENT REVIEW

5.6.1 General

This function ensures that the Company's overall Quality Objectives are being met in the most

effective manner and that the management systems remain in line with

the overall business objectives. The Managing Director in Conjunction with appropriate senior

staff undertake management review at three month intervals utilising data derived from the

analysis of management systems audits, operational problems, quality performance records

and other pertinent information to ensure the suitability and effectiveness of the Quality

Management System.

Reviews are also undertaken by management of the areas involved to determine that the

procedures and methods currently employed are achieving the desired results; to examine ways

in the light of current knowledge and technology that require improvement.

Review reports will subsequently be submitted to Top Management for action and

implementation.

Departmental level meetings will be held once in a month headed by the respective Divisional

Head / Department Head.

5.6.2 Review input

The main agenda for the Management Review Meeting :

(a) Analysis of system audit reports to ensure suitability and effectiveness of the

system.

(b) Relevant information on corrective and preventive actions taken.

(c) Customer Complaints and other feedback.

(d) Any other quality related topics, including follow up from previous

management reviews.

(e) Analysis on the effectiveness of training and additional needs for training.

(f ) Suggestions and recommendations for improvement.- Modernisation and

innovation

(g) Performance of processes and product conformity against stated Quality

Policy and objectives and quality management system.

(h) Changes that could affect the quality management system, market related

information,

.

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5.6.3 Review output

Records of minutes of these review meetings are maintained by the M.R. The records of meetings

include decisions and plans for improvement of effectiveness of quality management system and the

processes, product improvement with respect to customer or statutory / regulatory requirements,

resource needs to sustain and continually improve the quality management system.

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01-08-2011 RESOURCE MANAGEMENT

Revision No. 0

Date 01-08-2011

6. RESOURCE MANAGEMENT

6.1 Provision of resources

KAMCO has determined and provided adequate resources needed to implement and maintain the

quality management system and continually improve its effectiveness in order to enhance customer

satisfaction by meeting customer and other requirements.

6.2 Human resources

6.2.1 General

Man power requirements for production, and verification activities are identified, trained and

assigned to perform specific tasks which affect quality. Recruitment procedures are operated to

ensure that only suitable qualified and competent individuals are recruited into positions that

directly affect the quality.

6.2.2 Competence, awareness and training

The competence for personnel employed in areas where quality is affected is documented in the

personal record sheet.

Additional training / competence needs if any, are identified and arranged to be provided as per

training calendar or by other apt. methods for learning. Such training or learning is evaluated for

effectiveness, by the HRD committee.

It is ensured that all personnel are aware of the relevance and importance of their activities and how

they contribute to achieving the quality objectives.

Appropriate personnel records are maintained by the HRD.

6.3 Infrastructure

Buildings, workspace and associated facilities have been set up for overall factory operations.

Resources like equipment for production and other processes like testing, measuring, inspection,

instruments for verification activities, handling etc. are clearly identified and provided.

Supporting services like Info system, communication facility, transport for official work, canteen,

ETP, recreation, employees co-operative society are functioning.

6.4 Work environment

A conducive work environment as required and applicable exists in KAMCO. Amicable industrial

relations and corporate citizenship is maintained.

Reference :Procedure for Quality system management : QSP/MRO/01

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QUALITY SYSTEM

MANUAL

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Date 01-08-2011

7. PRODUCT REALIZATION

7.1 Planning for product realization

KAMCO has planned and developed the processes required for realizing various products like

Tiller, Diesel Engines, Reapers Implements & accessories and its spares and other Products

consistent with the requirements of other processes of the quality management system like Purchase,

Marketing, Engineering and Q.A. The need to establish processes, documents / records and provide

resources are considered in this planning activity.

Quality Plans are prepared separately for each product showing:

i) Procurement of Materials / components to meet quality objective,

specified standards / drawings/ specifications / other

requirements.

ii) Process and equipment to be employed along with fixtures and jigs to be used.

iii) Resources and skills required for the process.

iv) Inspection stages, activities, validation of set-up etc. with respect to

acceptance criteria during the process to ensure quality.

v) Pertinent quality records to provide evidence that the processes for

product realization and the product meet requirements.

vi) Packing in suitably designed packages and despatching by authorised /

suitable mode of transport to protect the quality of products.

7.2 Customer – related processes

7.2.1 Determination of requirements related to the product

Requirements of product, warranty, post delivery requirements, service if required etc. specified by

the customer have been determined and incorporated into KAMCO’s quality management system.

Other requirements not specified by customer but necessary for KAMCO products’ specified

purpose and use have also been similarly identified and incorporated. Additional requirements

deemed necessary by KAMCO as well as statutory / regulatory requirements binding on product

safety and usage etc. also have been identified and incorporated.

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7.2.2 Review of requirements related to the product

All customer enquiries / orders and other relevant specifications will be reviewed first by the

head of the department and forwarded to the concerned staff. All the

orders for the supply of products / spares are dealt with in a manner to establish the exact nature of

the customers requirements and reviewed by relevant personnel. Each order is assessed on the

basis of the requirements, including delivery time scales, geographical location and destination

and processed only where the company has the ability to satisfactorily provide the

supplies/service. Any differences between the customer requirements and the specifications /

capabilities of the company are resolved before the orders are accepted. Applicable regulatory

requirements are also received before acceptance.

Amendment to Contract:

Any amendment to the order/ contract once accepted is passed on to production/QA /Stores

departments to ensure that the changes are effectively implemented.

Verbal/Oral orders are initially registered and executed and subsequently written confirmation

is obtained if required.

Records of contract review are maintained by Marketing Department.

Cross Reference : Procedure for Customer related processes :QSP/MKT/05

7.2.3 Customer communication

KAMCO communicates with the customer on a regular basis through;

- Price list

- Product leaflets

- Instruction manual / service book

- Spare parts catalogue

- Correspondence to acknowledge orders/amendment/feedback/complaints if any

- Visits by personnel for sales and service calls

7.3 Design and development

Since KAMCO had tie up with M/s. Kubota Limited, Japan, they were not engaged in the design

control activity of their product- Tiller, diesel engine, implements & Accessories, and Power

Reaper.

Product modifications& re-engineering are taken up by the Research & Development Dept: based on

needs of customers and Depts. Like Marketing, Production etc. as per procedure laid down under

QSP/RND/17 Procedure for Research and Development Department

Design changes of existing Products and New product designs, design change requests, Design

validation, implementation after trials etc. are controlled as per the above procedure.

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7.4 Purchasing

7.4.1 Purchasing process

It is the policy of KAMCO to purchase goods and services forming part of the products or services

provided to our customers from approved and reputed vendors. Purchased products and services

include :

(i) Raw materials

(ii) Fully finished components

(iii) Service like transport

Evaluation of Sub-Contractors.

Vendors to the company are selected to ensure that they are able to meet specified requirements.

The selection process will involve one or more of the following.

(i) Historical Evidence of the Vendor's performance.

(ii) Formal assessment of the Vendor's manufacturing and Quality

Management Systems by company personnel.

(iii) Recognition of an assessment of the Vendor by an independent authority

to a recognised Quality Standard (e.g. ISO 9000, IS, IEC).

(iv) Market reputation to provide a proprietary Quality product against

the sales specification.

(v) Evaluation and approval of product samples.

(vi) Published experience of other users.

Vendors are re-evaluated through a Vendor Rating method, as per QSP/PUR/06

With respect to Reaper component suppliers, all existing vendors are treated as approved vendors.

Their performance is evaluated through vendor rating, as per QSP/PUR/06

Purchasing procedures operate to ensure that the range of purchased products and services are

directly related to KAMCO'S services to their customers. The system of control is designed to

strike a balance between the known control exercised at source and the extent of in house

verification of goods and services based on the criticality.

7.4.2 Purchasing information

Purchase orders contain the essential information needed to define the requirements. Where

necessary the purchase order also defines any special inspection instructions, requirements for

qualification of personnel, quality management system

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requirements or of approval / certification requirements and how these are to be conducted,

including (if contractually agreed) statements which prescribe the Customer's Representatives

rights and authority to verify material at source.

Where orders are placed by telephone, the relevant purchasing authority of the company is

responsible for ensuring that all necessary data is provided to adequately describe the material or

service required and subsequently confirming the order in writing. All Purchase Orders are

reviewed and approved prior to release.

7.4.3 Verification of Purchased Products.

Receiving inspection / verification is carried out for vended components, sub assemblies and other

material including components requiring special processes. If verification is planned and carried

out at Vendor premises, then such requirement is notified to QA on a case to case basis. Should

the customer wish to undertake verification activities at KAMCO/Vendor's premises, then a

specific plan is prepared for this situation, if it is contractually agreed between KAMCO and the

Customer.

Cross Reference: Procedure for Purchasing : QSP/PUR/06

: Receiving inspection report

7.5 Production and service provision

7.5.1 Control of production and service provision

The Company identifies and plans the process of supply for all products and services provided from

customer enquiry to delivery / contract completion to ensure that the various processes and activities

required to complete the supply are adequately inter linked and carried out under controlled

conditions.

The production line of KAMCO products is divided into three individual sections for effective

operation . They are,

i) Machine Shop

ii) Assembly

iii) Pretreatment and Painting.

Documented procedures define the responsibilities of functions and individuals and as

appropriate reference other pertinent information necessary to fulfill the requirements of the

process. A separate procedure exists for Maintenance for carrying out suitable maintenance of

equipment for continuous process capability.

Work instructions, quality plans and check lists define the criteria for workmanship and

compliance to the process.

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Where appropriate, procedures define suitable handling, monitoring and control characteristics ,

availability and use of measuring instruments, process performance indicator criteria, information

for product characteristics etc. to the greatest practicable extent.

Personnel assigned to each activity shall have the training and qualifications necessary to

enable them to perform their activities in an efficient and effective

manner.

Control parameters of pre-treatment and painting are continuously monitored.

Cross Reference:-

Procedure for Process Control - Machine Shop :QSP/PRD/10

Procedure for Process Control - Assembly Shop: QSP/PRD/07

Procedure for Process Control – Pretreatment and Painting :QSP/PRD/08

Procedure for Maintenance - QSP/PRD/09

Implementation of monitoring and measurement as per QSP/QAD/14

Implementation of release, delivery and post delivery activities.- QSP/MKT/05

and QSP/STR/18

7.5.2 Validation of processes for production and service provision

There are no in-house processes where the resulting output cannot be verified by monitoring or

measurement.

Outsourced processes such as painting are ensured by periodical visit by technical personnel to the

vendor site and ensuring the process and quality of components.

7.5.3 Identification and traceability

Operating process and procedures have been developed to ensure that throughout the

manufacture, service and delivery process, materials / products are identified and traceable to the

degree considered appropriate to the contract conditions as well as monitoring and measurement

requirements. In the event that a contract requires additional or alternative identification this will be

considered and appropriate procedures will be developed. Product name, Product Number, Serial

number, labels, tags are used widely for identifying the products.

Tags are mainly used for indicating the monitoring and measurement requirements of all the

products manufactured by KAMCO. Care is taken to ensure that non - conformity of products is

suitably identified to ensure that only products that has passed the required inspections and test

are used or despatched.

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Traceability to final inspection record is established based on the name plate which indicate Serial

Numbers of chassis and engine in addition to model number.

Cross Reference:-

Procedure for Identification and traceability QSP/QAD/11

7.5.4 Customer property

KAMCO does not have any Customer supplied products or property at present and hence this

requirement is not relevant to KAMCO's Quality System. When such a situation arises, it will be

included.

7.5.5 Preservation of product

Handling, storage, packing, preservation and delivery are key elements of business process, as

a natural consequence of the intention to ensure that quality is built into every product and

service. Provision has been made to ensure that the necessary methods exist in KAMCO to

correctly identify, handle, store, pack and protect products from receipt of materials / components

/ sub-assembly, to delivery of products to customers.

Cross Reference :

Procedure for Preservation of Products. : QSP/STR/18

Procedure for Identification and traceability : QSP/QAD/11

7.6 Control of monitoring and measuring equipment

Inspection, measuring and testing equipment used to demonstrate the conformance of product to

the specified requirements are controlled, calibrated and maintained

to ensure that the measurement is known and is consistent with the required measurement

capability .Calibration programme is in compliance with documented procedures.

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KAMCO has made procedures for identification, selection and procurement of all inspection,

measuring and testing equipment that can affect quality. These are calibrated at

prescribed intervals or prior to use against certified equipment having national /

international traceability to recognized standards. A master list is available showing details of

type, identification, location, frequency of check,

accuracy and check method. A history card is maintained to track down the calibration record of

the equipment.

It is ensured that the environmental conditions are suitable for the calibration, inspection

and measurements, handling, preservation and storage are such that the accuracy and fitness

for use are maintained. Proper tamper proofing is done to ensure safe operations of the

equipment.

Cross Reference:

Procedure for maintenance & calibration of measuring instruments / equipment : QSP/QAD/15

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Effective Date

01-08-2011 MEASUREMENT, ANALYSIS

AND IMPROVEMENT

Revision No. 0

Date 01-08-2011

8. MEASUREMENT, ANALYSIS AND IMPROVEMENT

8.1 General

KAMCO has planned and established a system for measuring, monitoring, analysis and

improvement of processes. The data is processed into useful information for further decision making

by the management for product conformity, QMS conformity and continual improvement of the

effectiveness of QMS.

8.2 Monitoring and measurement

Well defined systems are amenable to monitoring and control. The data generated is analyzed by

HODs and reported to the Senior management for identifying and initiating action for improvement

of processes, product and the QMS itself. Proposals for further follow up is reviewed during the

management review and other joint meetings of senior management personnel.

8.2.1 Customer satisfaction

Customer feedback on product quality, delivery schedule etc. is logged by the Marketing

Department. Verbal or written feedback received by any employee is also routed to the Marketing

Department.

Marketing personnel undertakes periodic customer visits or by other means to gather information.

Reference: Procedure for corrective and preventive action and continual improvement:

QSP/QAD/13

: Customer satisfaction records

8.2.2 Internal audit

Audit checks current practices against planned and defined procedures of the quality management

system to ensure its effectiveness.

Audits are conducted formally at predetermined intervals as per audit plan by trained

personnel. Planning of audits is done considering the relative status and importance of the processes

/ areas under audit and the previous audit results. Records are retained and performance

improvement and corrective actions are initiated as appropriate. Corrective and preventive actions

required as per non conformance reported in Internal Audit are analysed and route cause is recorded

by auditee and appropriate CAP actions are taken by the departments. The management personnel

responsible for the area will take corrective action without undue delay to eliminate detected non-

conformities and their causes if feasible.

Reviews and audits are carried out by personnel who are independent of those having direct

responsibility for the work being performed.

Follow up audits will verify and record the implementation and the effectiveness of corrective

actions taken.

Cross Reference :

Procedure for Internal Quality Audits : QSP/MRO/04

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8.2.3 Monitoring and measurement of processes

The various quality management system processes are under continuous monitoring, for their

effectiveness. HODs report on the performance and effectiveness of their respective functions and

processes within, to the senior management through the MIS.

Appropriate corrective / preventive action is taken by the HODs, when planned results are not

achieved. This is discussed in the corporate level & Management Review Meetings .

8.2.4 Monitoring and measurement of product

KAMCO has identified the inspection and testing activities to verify that the products meet

the required specifications. Procedures/Quality plans have been

established detailing the above.

Receiving Inspection & Testing

The QA Dept. is responsible for carrying out the Inspection and Testing for all components

received against the Quality Plans/ Work Instructions/ Drawings / Flow Process Charts /Check

list as appropriate. Consideration has been given to products which need not be inspected if they

have been inspected at the Vendor's premises by KAMCO's personnel. It is the policy of the

company to fix vendors for

critical items , where material testing are required on established vendors only. For this purpose,

during vendor evaluation such facilities are verified. No material is released to production

without inspection and hence no recall procedure exist in KAMCO. To further assure no bad

quality parts get in to the product due to oversight, KAMCO established a Parts call back system

when a defect is noticed in the production line.

In-Process Inspection & Testing.

Assembly Dept. is responsible for line inspection & Testing. No product is allowed to pass

through to the next stage until it has been inspected and cleared. The Flow

Process Charts / Quality Plan identifies the Inspection stages & the parameters to be tested.

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Final Inspection & Testing.

QA Dept. is responsible for final Inspection and Testing carried out on each and every product

based on the Quality Plan. The Final Inspection / Testing will take into account all the

Inspection and Testing requirements at receiving and in Process No Product is despatched

without satisfactorily meeting all the specified requirements and approved by QA for despatch.

Inspection & Test Records

Records are maintained by QA Department on the performance of the products, on the

Inspection and Testing done at the above stages indicating whether they have passed or failed the

tests.

Records are also available to show the list of authorized Inspectors / Personnel responsible

for the release of the product.

Cross Reference:

Procedure for Inspection & Testing : QSP/QAD/14

8.3 Control of non-conforming product

The nonconformance of products can exist in incoming products, in process products located in

Machine Shop, Assembly Shop, and Inspection floors and final products in Assembly /

Inspection floors. These are identified by appropriate tags to ensure that they are not used for

further processing or delivered to the customer inadvertently. Action is taken to eliminate the

detected non-conformity wherever feasible.

Review and Disposition

The non-conforming products are reworked or rejected / scrapped after evaluation and segregation

by QA Department. The rejected products are suitably disposed off by Store. The reworked

products are re-inspected prior to use. Acceptance of products with concessions is decided by

Head of Quality Assurance Department. Various departments maintain records of non-conformities

and their disposition.

In case a non-conformity is noticed after delivery or use has started, the management takes

appropriate action to resolve the issue through PCB , W C & customer complaint redressal.

Cross Reference :Procedure for control of non-conforming products : QSP/QAD/12

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8.4 Analysis of data

Data are analyzed regularly for obtaining information for decision support. Data include;

- Customer satisfaction

- Product quality

- Characteristics and trends of processes or product, opportunity for preventive action

- Vendors’ performance

8.5 Improvement

8.5.1 Continual improvement

The management is committed to make improvement efforts continually. Being a reputed corporate

citizen, KAMCO improves resource utilization by effectively using the established QMS.

Management review meetings, departmental meetings and other discussions initiate such

improvement efforts.

8.5.2 Corrective action

Respective Departments, are responsible for initiating corrective actions to be taken to eliminate

the causes of actual non-conformities in KAMCO and ensure that they do not recur. The reports on

non-conformities / test areas and stages, as well as complaints from field / customer are

analyzed and corrective action taken by the concerned department which is monitored and

controlled by Management Representative. Based on the nature of problem and based on scrutiny

Head of department determines the corrective action needed, in consultation with Management

Representative to identify and eliminate the cause of non-conformities after investigation. This

investigation details are recorded in the Non compliance Report and its timely corrective action

is taken by concerned department which is monitored and reviewed by Management

Representative.

Cross reference: Procedure for Corrective Action , Preventive action and continual improvement:

QSP/QAD/13

8.5.3 Preventive action

Need for preventive action to prevent occurrence of potential non-conformities is evaluated.

Preventive action is identified and taken by concerned Department Heads in consultation with

Management Representative for effective elimination of causes of potential non-conformities

based on the reports on product quality, audit reports, Quality records and customer / Service

complaints. These actions are reviewed in the subsequent Management Review Meeting.

Cross reference: Procedure for Corrective Action , Preventive action and continual improvement:

QSP/QAD/13

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QUALITY SYSTEM MANUAL DOC. NO. AQSM:01/0

Section No:9

Page 37 of 37

Effective Date

01-08-2011

MASTER LIST OF QUALITY SYSTEM

PROCEDURES Revision No. 1

Date 08-09-2011

MASTER LIST OF QUALITY SYSTEM PROCEDURES

SL NO. DOC NO. NAME OF DOCUMENT

1. QSP/MRO/01 Procedure for Quality System Management

2. QSP/MRO/02 Procedure for Control of Quality Records

3. QSP/MRO/03 Procedure for Document and data control

4. QSP/MRO/04 Procedure for Internal Quality Audits

5. QSP/MKT/05 Procedure for Customer related processes

6. QSP/PUR/06 Procedure for Purchasing

7. QSP/PRD/07 Procedure for Process Control - Assembly

8. QSP/PRD/08 Procedure for Process Control – Pre treatment & painting

9. QSP/PRD/09 Procedure for Maintenance

10. QSP/PRD/10 Procedure for Process Control – Machine shop

11. QSP/QAD/11 Procedure for Identification &Traceability

12. QSP/QAD/12 Procedure for Control of Non-conforming Products

13. QSP/QAD/13 Procedure for Corrective Action, Preventive action

and continual improvement

14. QSP/QAD/14 Procedure for Inspection and Testing

15. QSP/QAD/15 Procedure for maintenance and calibration of

measuring instruments and equipment

16. QSP/QAD/16 Procedure for Data analysis

17. QSP/RND/17 Procedure for Research and Development

18. QSP/STR/18 Procedure for Preservation of Product

19. QSP/HRD/19 Procedure for HRD

20. QSP/HRM/20 Procedure for Human resources Management

21. QSP/FIN/21 Procedure for Financial and commercial accounting

22. QSP/SYS/22 Procedure for I.T. functions

23. QSP/SYS/23 Procedure for I.T- Information Security , Management

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