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NTPC LIMITED
ENGINEERING DIVISION
MANAGEMENT SYSTEM MANUAL
LEVEL I
ISSUE III REV 0
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SECTION A
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SECTION: A
1.0: STATEMENT OF COMMITMENT
We firmly believe in achieving Total Quality in all aspects, involving every function.
Each function is responsible for establishing continuous improvement oriented
management systems and procedures that comply with this Manual. Eachemployee of Engineering Division is expected to keep in focus while conforming to
applicable requirement of the quality system. This will enable us to deliver quality
services to our customers and will assure our sustained growth and is considered
to be the best strategy to achieve Objectives.
We hereby jointly declare our commitment to attain the companys vision and
objectives through full participation in implementation of Management System
given in the Manual.
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Table of Contents
SECTION: A........................................................................................................................................................ 2
1.0: STATEMENT OF COMMITMENT............................................................................................................... 2
3.0: DISTRIBUTION LISTOF CONTROL COPY .................................................................................................. 5
4.0: DETAILS OF REVISION .............................................................................................................................. 6
SECTION B:........................................................................................................................................................ 7
1.0: GENERAL ................................................................................................................................................... 7
2.0: MANAGEMENT SYSTEM MANUAL DOCUMENTATION STRUCTURE: ........................................................ 7
3.0: CONTROL OF MANUALS: .......................................................................................................................... 9
3.1: REVIEW & REVISION OF MANUALS :.................................................................................... 9
3.2: DISTRIBUTION OF MANUALS: .............................................................................................. 10
SECTION C:...................................................................................................................................................... 11
1.0 : QUALITY POLICY............................................................................................................................... 11
2.0: OBJECTIVES SETTING PROCESS...................................................................................................... 11
2.1 : MEASUREMENT & MONITORING PROCESS FOR OBJECTIVES ................................. 12
SECTION D: ..................................................................................................................................................... 13
1.0 : RESPONSIBILITY & AUTHORITY: ................................................................................................... 13
2.0 RESOURCE MANAGEMENT: ..................................................................................................................... 13
2.1 Resource Planning............................................................................................................................... 13
2.2 Review................................................................................................................................................. 14
2.3Human Resources ............................................................................................................................... 14
2.4 Competence development ................................................................................................................. 14
2.5 Infrastructure ...................................................................................................................................... 15
2.6 WORK ENVIRONMENT ........................................................................................................................ 15
3.0: PRODUCTS / SERVICES OF ENGINEERING DIVISION ............................................................................... 15
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3.1: Planning: ............................................................................................................................................ 15
3.2: Measurement, monitoring and non conformity redressal:.............................................................. 16
4.0 : ANALYSIS OF DATA AND IMPROVEMENT: ............................................................................................. 16
5.0: PURCHASING OF SERVICES BY ANY DEPTT IN ENGINEERING DIVISION: ................................................ 16
6.0: PRODUCTION AND SERVICE PROVISIONS: .............................................................................................. 16
7.0: IDENTIFICATION & TRACEABILITY ........................................................................................................... 17
8.0: CUSTOMER PROPERTY ............................................................................................................................ 17
9.0: CONTROL OF MONITORING AND MEASURING DEVICES: ....................................................................... 17
SECTION E: ...................................................................................................................................................... 18
1.0: MANAGEMENT REVIEW ......................................................................................................................... 18
1.1: Agenda ............................................................................................................................................... 18
1.2: Records of Management Review Meeting........................................................................................ 19
SECTION F: ...................................................................................................................................................... 20
1.0: LEVEL 1 MANUAL records: ...................................................................................................................... 20
1.1: CONTROL OF RECORDS: ..................................................................................................................... 20
APPENDIX 1 : NTPC & Engineering division profile
APPENDIX 2 : Engineering division organization structure, responsibility & authority
APPENDIX 3 : Engineering division MOU
APPENDIX 4 : Departmental products, their planning, measurement & monitoring and non conformity
redressal philosophy
APPENDIX 5 : Co-relation with ISO: 9001:2008
APPENDIX 6 : Abbreviations
APPENDIX 7 : Level I Manual Drafting Committee
Appendix 8 : Revision record of Appendices
Appendix 9 : Record of the review of Manual
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3.0: DISTRIBUTION LISTOF CONTROL COPY
Sr. No. Control copy Issued to Doc. type
1. MASTER COPY MR Hard copy2. AUDITOR COPY MR Hard copy3. NTPC EOC INTRANET Soft copy4. RIOs ERP Soft copy
NOTE: Old revision status and obsolete documents (electronically stamped as obsolete)
will be maintained at a common folder on the NTPCEOC intranet for reference only.
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4.0: DETAILS OF REVISION
SEC.
NO.
REV.
NO.
DATE AMENDMENT DETAILS & IDENTIFICATION BY
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SECTION B:
1.0: GENERAL
This manual describes the Management System established and maintained to
ensure that the products / services conform to the specified requirements. The
documented management system will help in ensuring focus to continually improve
effectiveness in achieving the objectives.
2.0: MANAGEMENT SYSTEM MANUAL DOCUMENTATION STRUCTURE:
Documented management systems, procedures and instructions are established in
accordance with business requirements of the Engineering Division of NTPC while
meeting provisions of ISO-9001-2008.
The Management System Documentation structure includes the
following:
Level I Manual: is Apex manual which includes Quality Policy, Objectives, resource
management policy, products of Engineering division: their control philosophy,
Management responsibilities and other system requirements.
Level II Manual: is Divisional Level manual which includes common procedures &
work instructions
Level III Manuals: are Departmental Manuals which include department
responsibilities & authority, procedures and other Quality system requirements
Level IV Manuals: are Departmental work instructions which include Guidelines and
Check Lists for effective functioning.
Level I manual has eight appendices.
Appendix 1: NTPC & Engineering division profile
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Appendix 2: Engineering division organization structure, Responsibility & Authority
Appendix 3: Engineering division MOU
Appendix 4: Departmental products, their planning, measurement & monitoring
and non conformity redressal philosophy
Appendix 5: Co-relation with ISO: 9001:2008
Appendix 6: Abbreviations
Appendix 7: Level I Manual Drafting Committee
Appendix 8: Revision record of Appendices
Appendix 9: Record of the review of Manual
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3.0: CONTROL OF MANUALS:
Level I & II manual are issued by the Management Representative (MR) with the
approval of ED (Engineering).
MR is authorized to control and issue revisions with the approval of ED (Engg.).
Level III & IV manuals are issued, revised & controlled by respective HODs.
3.1: REVIEW & REVISION OF MANUALS :
All employees of Engineering Division, may suggest changes for improvements and
give their feedback. The suggestion should indicate the relevant clause number
and proposed change with the reason for change.
All the suggestions will be addressed to their respective Group Head / HOD. HOD
will forward the suggestions to MR.
REVIEW OF LEVEL I & II MANUALS
The review committee appointed by MR will review the Manuals once every year to
assess its continuity, adequacy and conformity to customer requirements. The
review committee will also interact with suggesting departments / individuals, if
required. The review committee will present their recommendations to apex
committee.
The apex committee consisting of ED (Engg.) and heads of all departments will
review the changes suggested by review committee and if accepted the changes
will be incorporated into the relevant manual. In case Manual is reviewed and
adopted without any revision, then record of such review will be maintained as
appendix 9 (i.e. Record of review of manual).
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IDENTIFICATION OF CHANGES IN LEVEL I & II MANUALS.
The revised text of Manual will be highlighted with color. In the subsequent
revision of the manual, earlier changes will be normalized and only the latest
changes will be highlighted with color.
Revisions are identified numerically e.g. 0, 1 , 2 n. With revision of any section,
the manual gets a new revision number & date. The new revision number & date is
indicated in headerof the manual.
When substantial changes are made in Manual the whole manual is reissued. The
issues are identified by roman numerals e.g. I, II etc. along with date of issue.
Each new issue supersedes all previous issues and revisions of the manual. The
new issue of the manual will start with revision zero.
The details of revision are given in Details of Revision section of this manual.
Any change in the appendices will not be treated as a change or revision in the
manual. Revision status of appendices will be identified by its date.
Engineering division MOU (appendix 3) will be identified by the year of the MOU.
3.2: DISTRIBUTION OF MANUALS:
Latest version of level I, II, III & IV manual will be hosted on intranet / ERP. All
manuals will be digitally signed documents.
Revisions and reissues of the manual are distributed as per Distribution List.
Old revision status and obsolete documents (electronically stamped as obsolete)
will be maintained at a common folder on the intranet for reference only.
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SECTION C:
1.0 : QUALITY POLICY
Striving to be worlds largest & best power producer powering Indias growth
through safe, reliable & environmental friendly power generation at optimum cost
and time and achieving total customer satisfaction by:
Adoption of state of art technology on continual basis Excellence in system engineering to achieve high level of efficiency,
safety, reliability and cost effectiveness
Environmental engineering for meeting the national norms of pollution ofair, water and land by eco-friendly power generation
Maintaining quality measures to ensure a high level of performance ofproducts
Ensure effective use of information technology in engineering activitiesfor meeting targeted time schedules
Continuous competency development of employees towards updating theirknowledge base
2.0: OBJECTIVES SETTING PROCESS
Engineering Division's yearly MOUs (objectives) are finalized, based on annual
business plan of NTPC. Engineering division MOUs becomes the basis for framing
objectives of individual departments of Engineering Division.
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2.1 : MEASUREMENT & MONITORING PROCESS FOR OBJECTIVES
ED (Engg.) with the help of P&S deptt. monitors the performance of individual
department on quarterly basis against internal MOU targets.
ED (Hydro Engg.) with the help of P&S deptt. (Hydro Engg.) monitors the
performance of individual department on quarterly basis.
The objective achievements score card is maintained by respective P&S
departments.
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SECTION D:
1.0 : RESPONSIBILITY & AUTHORITY:
ED (Engg) is overall in-charge for management system of Engineering Division.
The Heads of functional groups described in the organization chart have the
authority and overall responsibility for maintenance of management systems in
respective areas for effective performance.
They also have the authority to initiate action to prevent the occurrence of any
non-conformity, identify problems related to products, initiate and record
problems, recommend or provide solutions, verify implementation of solutions and
control further processing of non-conforming product until the deficiency or
unsatisfactory conditions have been corrected.
They have freedom to re-organize the department and delegate authority to
perform duties to subordinates but will retain the entire accountability of those
duties.
Organization chart of Engineering Division including Hydro Engineering, Functionsand Responsibilities of HODs is elaborated at appendix 2. The responsibilities of
other levels are given in respective Departmental Manuals.
As part of Engineering Division, operations of Hydro Engineering are headed by ED
(Hydro Engg.). Hydro Engineering has got separate functional heads. Hydro
Engineering is also being supported by PE Infra-Structure Services, Quality
Assurance & Inspection, Environment Engineering, Engineering IT Services, Cost
Engineering and Library & Documentation departments.
2.0 RESOURCE MANAGEMENT:
2.1 RESOURCE PLANNING
Resource planning is done at the beginning of each financial year projecting the
resource required for Engineering Division activities. The resource planning
include:
Manpower
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Engineering assistance required from outside Skills Engineering support facilities (software, work stations, computers etc.) Logistics support facilities (reprographic equipment, communication
facilities etc)
Resource planning is initiated at departmental level sufficiently in advance so as to
finalize overall Resource Plan for Engineering Division before start of financial year.
Overall resource planning & monitoring is coordinated by respective Planning &Systems Groups of Engineering Division.
2.2 REVIEW
Review of augmentation and utilization of resources is taken by ED (Engineering),
ED (Hydro Engineering) along with functional heads.
2.3HUMAN RESOURCES
HODs ensure that resources provided for, are effectively utilized. Control on
resource utilization for the department is exercised by HOD. Control on resource
utilization for consultancy assignments is exercised by the concerned Project
Manager.
2.4 COMPETENCE DEVELOPMENT
A continuous up-gradation of knowledge is undertaken in order to ensure quality
work by Engineering division. Competence development / training needs
requirements are identified and suitable training and education is provided. The
training needs are identified by concerned departmental heads based on functional
requirements and forwarded to HR department for arranging training programs.
Special emphasis is provided by HODs to identify focused areas where knowledge
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base/skills enhancement is required. Training procedure is defined in Divisional
Manual (Level II).
2.5 INFRASTRUCTURE
The infrastructure covers engineering support facilities like library, software,
servers, work stations, internet, LAN, ERP-SAP and other support facilities like
reprographic equipments, scanners, printers, communication facilities etc. These
are identified in the Resource Plan.
2.6 WORK ENVIRONMENT
The work environment covers the factors related to personnel safety & security,
lighting, HVAC, fire protection, canteen facility, sanitation and noise pollution
control. The suitable work environment is provided to all employees by controlling
the above factors in the engineering work area with the help of HR Department.
3.0: PRODUCTS / SERVICES OF ENGINEERING DIVISION
3.1: PLANNING:
Overall planning is based on annual internal MOUs signed by Engineering division
with Corporate Planning. Corporate Planning department finalizes the externalannual MOU with Ministry of Power (MOP).
The new projects are identified & forwarded by Corporate Planning to New Projects
Group of Engineering Division. R&M of existing stations is planned based on R&M
business plan. NTPC Consultancy wing also forwards project work received from
various customers. Engineering support to existing plants is planned based on
specific station requirements.
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The products / services of various departments of engineering division are defined
at Appendix 4 along with planning of each product.
3.2: MEASUREMENT, MONITORING AND NON CONFORMITY REDRESSAL:
Measurement, Monitoring and non-conformity redressal philosophy of each of the
products is defined, in brief, in Appendix 4.
4.0 : ANALYSIS OF DATA AND IMPROVEMENT:
Planning of delivery of various products help in assessing the work load of the
individual groups / deptt. and helps in human resource planning.
Monitoring of actual deliveries help in preparing strategies to meet new demands
of customers.
Non conformity data and other feedbacks received from site, suppliers, regional
inspection offices are summarized for corrective & preventive actions, if any.
Above data (MIS) is analyzed for future planning e.g. improvement in technical
specification, strategies etc.
5.0: PURCHASING OF SERVICES BY ANY DEPTT IN ENGINEERING DIVISION:
The process of purchasing of services or hardware by any deptt of Engg. Division is
in line with Corporate Contracts procedures. Corporate contracts procedures are
maintained by CS Department.
6.0: PRODUCTION AND SERVICE PROVISIONS:
These processes are handled by EITS & ERP departments. EITS department is
responsible for establishing and maintenance of computing systems including
servers and LAN in EOC. ERP is responsible for maintenance of ERP-SAP system
throughout NTPC.
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7.0: IDENTIFICATION & TRACEABILITY
All products are identified by a number as per numbering scheme. The guidelines
of the numbering scheme is indicated at Divisional manual (Level II). The products
are traceable through their process of approval defined by individual department.
8.0: CUSTOMER PROPERTY
Individual departments maintain records generated / documents received as a
result of consulting assignment in the same manner as maintained for NTPC
projects, as per procedure defined in Divisional Manual Level II.
9.0: CONTROL OF MONITORING AND MEASURING DEVICES:
Monitoring and measuring processes in Engineering Division are software driven.
The monitoring & measuring software development or purchasing, theirimplementation and maintenance, is the responsibility of EITS department.
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SECTION E:
1.0: MANAGEMENT REVIEW
Management reviews are undertaken to evaluate the status and adequacy of
Management System to ensure its continued suitability, adequacy and
effectiveness in meeting the requirements of ISO-9001-2008 and Quality Policy
and MOUs (Objectives) of Engineering Division and Hydro Engineering
ED (Engg.) appoints the management representative through a circular.
1.1: AGENDA
Management Representative (MR) initiates the Management Review taking
following into consideration:
Result of Audit Critical issues affecting Quality, if any Introduction of new systems, where required.
ED (Engg.) takes Management Review Meetings in which MR, and Heads of all
departments participate.
The agenda for Management Review includes following:
Trends on achievement of internal MOU objectives (furnished by P&S) Issues regarding non-conformities, corrective & preventive actions and
customer complaints required to be discussed at HOD level (furnished by
individual departments), if any
Results of internal and external Quality audits (furnished by MR)Any other issue brought forward by HODs
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1.2: RECORDS OF MANAGEMENT REVIEW MEETING
MR prepares and circulates the Minutes of Management Review Meetings. Minutes
of management review meetings are posted on the intranet (NTPCEOC) and ERP.
Effectiveness of Management Review is ensured by ED through monitoring and
personal observations.
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SECTION F:
1.0: LEVEL 1 MANUAL RECORDS:
Circular for appointment of Management Representative by ED (ENGG.) Trends on objectives achievements (maintained by P&S dept) Internal quality audits summary ( maintained by MR) External audit records ( maintained by MR) Minutes of management review meeting ( maintained by MR)
1.1: CONTROL OF RECORDS:
Appointment of MR by ED (Engg.) will be as per requirement and will be identified
by its date.
All other records will be generated twice in a year after internal audits. All the
above records will be identified by the Month & year. These records will be
maintained on intranet and ERP.