PRE-INSPECTION MEETING

1.0 PURPOSE
This procedure provides instruction in activities relating to pre-inspection meetings
performed with a vendor, where BIE representative will chair the pre-inspection meeting.
2.0 APPLICATION
This procedure applies to the General Manager, Inspection Supervisor/Co-ordinator and
Field Inspectors.
3.0 DEFINITIONS
Refer Procedure 3.1 Appendix 1.
4.0 ASSOCIATED MATERIAL
Appendix 1 - Standard Agenda for Pre-Inspection Meeting.
The following is the form for use with this Procedure. For forms, see Part 3A of the
Quality Management System & Q A Procedure 3.1.
Minutes of Meeting Format - Form 039.
5.0 PROCEDURE
5.1 General
The Client will normally advise when a pre-inspection meeting is required.
If the Client requests advice on the need for a pre-inspection meeting it will be the
responsibility of the General Manager/Inspection Supervisor to provide such advice.
5.2 Scheduling the Meeting
The nominated Inspection Co-ordinator is responsible for advising the Vendor of the
requirement to hold a pre-inspection meeting via the Inspection Notification Fax or
similar document, and subsequently arranging a mutually convenient date. If the Client
is attending the meeting the Vendor must be advised who is going to chair the meeting.
The nominated Co-ordinator shall communicate the requirement for a Pre-Inspection
Meeting to the Inspector on the Vendor Inspection Assignment Form.
The meeting shall (whenever possible) be convened at the place of manufacture in order
that ready access can be made to files and shop personnel in the event of a query.
The names, titles and the name of the company they represent shall be referenced in the
text of the Minutes of Meeting for each attendee. If anyone is present for only part of the
meeting they shall be shown as "part time".

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5.3 Meeting Preparation

Where BIE are to chair the pre-inspection meeting, the General Manager/Inspection
Supervisor shall delegate this responsibility and the responsibility for recording the
minutes as appropriate. The General Manager/Inspection Supervisor will determine
whether a Client procedure or this QA Procedure 3.15 will govern the pre-inspection
meeting and advise accordingly.
The agenda for the meeting shall generally follow that shown in Appendix 1.
Whoever has been delegated the responsibility to chair the pre-inspection meeting shall
review all relevant documentation prior to the meeting.
5.4 Conducting the Meeting
The meeting will be conducted on the basis of the agenda set out in Appendix 1.
5.5 Minutes of Pre-Inspection Meeting
The minutes of the pre-inspection meeting will be recorded on the pre-inspection
meeting report forms in Form 039. All the detailed information on page one of the form
will be recorded as appropriate.
The report narrative will be recorded on the continuation sheet and will address all
section headings of the agenda.
The report will be numbered and distributed as an inspection report.
Any items requiring action shall be referenced by detailing responsibility for action and
target date for action in the column provided.
STANDARD AGENDA FOR PRE-INSPECTION MEETINGS

1.0 Introductions and Circulation of Attendance List

2.0 Purpose of Meeting
A brief statement of the purpose of the meeting will be made. The purpose of the
meeting will generally be to verify that the vendor is in possession of and understands all
quality requirements of the Purchase Order and related documents and to agree the
inspection involvement of BIE.
3.0 Communications
A record in writing will be made of the client, vendor, sub-vendor and BIE personnel
through whom contact should be made for this particular PO. Telephone and Telefax
numbers of all listed personnel will also be recorded.
4.0 Review of Documentation
We shall require to review the following documentation on a line by line basis:

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PO and variations
All relevant specifications
All relevant drawings and data sheets
Any Client, Vendor correspondence that effects status or content of PO
5.0 Conflicting Requirement
Following document review we will wish to tabulate conflicting requirements that cannot
be resolved at the meeting for referral to Client.
6.0 Sub-Vendors
Vendor should note that all work carried out by sub-vendors is subject to the same
contractual conditions and quality requirements as applied to vendor.
A list of all sub-vendors and their scope of work will be required. Review of sub-orders
and examination of the need for pre-inspection meetings.
7.0 Vendor QA Programme
We will wish to establish whether the vendor has a QA programme and has drawn up a
Quality Plan or Test and Inspection Plan for this PO and to review Quality Plan,
Procedures and Work instructions if appropriate.
8.0 BIE Inspection Programme
Review of BIE inspection requirements in relation to Quality Plan. Vendor should note
that 5 working days notice of inspection visits is helpful in programming the workload of
the selected inspector.
9.0 Programme
Review of production programme; we shall wish to list scheduled delivery dates and shall
require a copy of Programme.
10.0 Material
Review of material list in light of PO certification requirement.
11.0 Special Processes
Review of qualifications of procedures and personnel in the light of PO requirements.
12.0 Transport, Shipping and Shipping Marks
Review with regard to PO requirements.
13.0 Documentation and Certification
We shall wish to establish that all parties understand what documentation and
certification is required by the Client as stated in PO and record how and when it will be
sent to Client.

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14.0 Spare Parts and Operations Manual

Review PO requirements.
15.0 Release
We shall describe BIE Release, Non-Acceptance and Non-Conformance Reports and
method of operation.
16.0 Any other business
17.0 Summary of Action Required
We shall wish to list a summary of action required by all parties. At the conclusion of the
meeting, the hand-written minutes shall be signed off by both the Vendor's
representative and the assigned inspector to confirm a true and accurate record of the
matters discussed.

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FIELD INSPECTION
1.0 PURPOSE
This procedure provides instruction in the method of undertaking field inspection.
2.0 APPLICATION
This procedure applies to field inspectors.
3.0 DEFINITIONS
Refer to Procedure 3.1 Appendix 1.
4.0 ASSOCIATED MATERIAL
QA Procedures 3.12.
Appendix 1 - Sampling Procedure
The following are the forms for use with this Procedure. For forms, see Part 3A of the
Quality Management System & Q A Procedure 3.1.
Non-Conformance Report - Form 046
Inspection Release/Non-Acceptance Note - Form 045
5.0 PROCEDURE
Field inspection will be carried out in accordance with the requirements of this procedure
and the instructions detailed on the inspection assignment form. Alternatively, inspection
may be carried out to a BIE contract specific procedure or a Client's own inspection
manual or procedure if so detailed on the inspection assignment form.
It is important to remember that we must remain impartial and professional in our
conduct throughout the visit. We are only entitled to insist on the quality and standards
set out in the Client's purchase order and referenced specifications and we are not
empowered to grant any concessions against the Client's purchase order.
5.1 Visit Preparation
The visit location, the number and frequency of visits and the purpose and extent of
inspection will be detailed on the inspection assignment form. The visit date will be
advised from The BIE Office or will have been arranged at a previous visit and confirmed
with The Office.

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Before commencing any inspection the inspector must review the inspection assignment
form, the Client's purchase order and assignment documentation. From this review the
Inspector must establish the purpose of the visit, the control documentation and any
acceptance criteria and other practical aspects of the visit such as Vendor contacts,
address, etc.
5.2 Control and Verifying Documentation
Establish with the Vendor at the outset of the visit the control documents that apply to
the assignment. These may include any of the following documents.
Client purchase order, Vendor sub-orders.
Client, Vendor or Sub-Vendor specifications, drawings and data sheets.
Vendor or Sub-Vendor quality plans and procedures.
National Codes or specifications.
Where the control documents have been generated by the Vendor or Sub-Vendor ensure
that they have been approved by the Client or an appropriate alternative authority. If no
such approval exists qualify any inspection activities, release or rejection carried out
against unapproved control documents accordingly.
Always identify Vendor's verifying documentation and obtain copies when requested on
the inspection assignment form.
5.3 Inspection
Having determined the control documentation identify acceptance criteria and
assignment requirements for the activities listed below and witness inspection activities
as appropriate.
Identify items offered for inspection by reference to Client purchase order number and
item number on the equipment or attached tag.
Materials
Identify by heat, cast or other appropriate number stamped on the material those items
for which there is a material requirement. Cross reference against a material certificate
ensuring that the certificate itself meets the requirements of the Client purchase order
(ie. 3.1.C. etc). Ensure that the certificate references the Client purchase order number,
item number and the material specification and if satisfactory to assignment
requirements stamp and endorse certificate if called for on inspection assignment form.
When reviewing or endorsing material certificates it is necessary to verify the individual
physical and chemical properties even if the correct specification is referenced on the
certificate. Where the Vendor offers material to an alternative specification to that called
up in the control document then the individual physical and chemical properties must be
checked against the specification referenced in the control document.

Visual and Dimensional Examination

When inspecting bulk items on a sample basis the sample size will be based on the
Client's sampling plan or instructions in the inspector assignment form. Where no such
instructions have been issued the sampling rates detailed in Appendix 1 should be used.

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However, if time required to inspect sample exceeds any time allowances given for
budgetary reasons, then the Field Inspector shall contact the Inspection Supervisor to
establish action to be taken. If changes are agreed, then the Vendor Inspection
Assignment Note (Form 035) will require revision and re-issue.
When carrying out dimensional examinations only use Vendor's measuring equipment
which you have checked is within current calibration. Field Inspectors are not permitted
to use their own uncalibrated measuring equipment. BIE do not issue measuring
equipment to field inspectors.
Functional and Performance Tests
The calibration status of all test equipment must be checked to ensure that it is current.
Do not waste Client's money by witnessing tests carried out using test equipment that is
uncalibrated or has overrun its calibration due date.
All but the most straightforward tests will be carried out to a formal procedure and
adherence to this procedure should be verified.
Check whether the Vendor's safety policy document stipulates any requirements relating
to the test and verify that they have been followed.
Some test procedures call for a specific environment and in such circumstances this
should be verified.
Special Processes
Most special processes call for qualified operators to undertake the process to a qualified
procedure.
Verify that the process is carried out to the procedure by an operator who is qualified to
control document requirements and that the acceptance criteria are met.
Marking and Packing
Always ensure that items of equipment have been marked in accordance with purchase
order requirements.
Only carry out packing inspection when it has been called up on the inspection
assignment form. Packing inspection should be carried out to ensure that the
requirements of the purchase order or control document are met. Do not inspect against
packing and shipping marks unless there is a control document stipulating requirements.
Loading inspection is not normally required but where loading inspection is required it
will be carried out in accordance with Client or inspection assignment form instructions.
Documentation
The Vendor's documentation package should only be reviewed against an approved
control document stipulating requirements.
5.4 Release/Non-Acceptance/Non-Conformancies

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The inspection assignment form will indicate whether BIE format or Client format forms
are to be used and whether they are to be handed to the Vendor. The BIE Inspection
Release/Non-Acceptance note may only be used for release or for non-acceptance and
must not be used for both purposes simultaneously.
Copies of the form shall be distributed as indicated in print on the form, except where
the Inspection Assignment form states that all copies must be sent to The BIE Office.
Any non-conformancies detected during stage inspection will be reported on the
appropriate Non-Conformance report (Form 046 or specified Client form). Always ensure
that the recipient signs the report signifying receipt.
Any non-conformancies detected during final inspection will be reported on the
appropriate Release/Non-Acceptance note (Form 045 or specified Client form). Always
ensure that the recipient signs the note signifying receipt.
Before examining items of equipment presented for release the inspector must satisfy
himself that there are no outstanding Non-Acceptance or Non-Conformance deficiencies.
When items of equipment, presented for release, have been found to comply with Client
purchase order requirements in all respects a release note will be generated to record
those items that have been released.
When using an Inspection Release/Non-Acceptance Note the header and footer boxes
must be fully completed and the appropriate deletions made to indicate whether the
form is being used for release or non-acceptance.
All items listed on the form must be clearly identified by item number, quantity and
description and where part items are included pieces must be distinguished by tag
number or other material identity number.
Where an inspection release note is issued prior to acceptance of the Vendor's
documentation package or the packing and application of shipping marks the note should
be qualified accordingly.
5.5 Application of BIE Stamp
BIE or Client issued rubber stamp(s) are to be applied to documentation reviewed as
applicable.
Inspection stamps are covered by QA Procedure 3.12.

SAMPLING PROCEDURE
Only after the Vendor has carried out inspection and acceptance in accordance with
purchase order requirements may this sampling plan for inspection and testing of bulk or
mass produced items be applied. It should not be applied to the certification which will
be checked in full.
Batch Size Sample Size Number of Defectives to increase
Sample Size/Reject Batch

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-----------------------------------------------------------1 - 25 All Reject defects/Release acceptable items

26 - 150 25 1 *
151 - 280 32 1 *
281 - 500 50 1 **
501 - 1200 80 1 **
1,201 - 3,200 125 2 **
3,201 - 10,000 200 3 **
10,001 - 35,000 315 4 **
35,001 - 150,000 500 6 **
150,001 - 500,000 800 8 **
500,001 and over 1,250 11 **
Notes:
1. * Increase sample size to next batch size requirements and reject batch if more than
one item defective.
2. ** Reject batch if more than specified number defective.
3. Batch size is defined as the number of items presented for inspection by the Vendor.
However, batches presented by the Vendor can only be accepted if they comprise of the
same type, class, size of items manufactured under similar conditions at essentially the
same time.
4. With the exception of batch sizes 1-25 and 26-150 the information has been
abstracted from BS 6001 Part 1 - ie. single sampling for normal inspection. Sizes 1-25
and 26-150 exceed requirements of BS 6001 Part 1.
5. Sampling of volume

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COMPLETION OF INSPECTION REPORT

1.0 PURPOSE
This procedure provides instructions for the uniform preparation of Inspection Reports.
2.0 APPLICATION
This procedure applies to all field Inspectors and BIE Office staff involved in reviewing
Inspection Reports.
3.0 DEFINITIONS
Refer to Procedure 3.1 Appendix 1.
4.0 ASSOCIATED MATERIAL
QA Procedure 3.13.
Appendix 1 - Requirements for BIE Final Report.
The following are forms for use with this Procedure. For forms, see Part 3A of the Quality
Management System & Q A Procedure 3.1.
BIE
BIE
BIE
BIE
BIE
BIE

Inspection Report - Field Copies - Forms 043 and 044.

Release/Non-Acceptance Note - Form 045.
Non-Conformance Report - Form 046.
Status Report - Form 047.
Inspection Reports - Office Copies - Forms 049 and 050.
Inspection Reports - E-Mail Only Copies - Forms 100 and 101.

5.0 PROCEDURE
5.1 Report Writing
The inspection report is an important document as it conveys to the Client details of all
the inspection activities carried out on their behalf at the Vendor's works or at site.
The frequency and format of report writing and distribution of reports will be detailed on
the inspection assignment form. Where reports are called for on a daily or visit basis
they must be written on the day of the visit, either during the course of or at the
conclusion of the visit or during the evening.
Reports must be despatched to the BIE office or Client in accordance with the
instructions on the relevant inspection assignment form. Where these instructions detail
the report to be mailed it must be posted on the day following the visit.
The inspection report forms part of the history of the production of an item and it is
essential that it is written in a logical and neat manner. Remember that it may be
submitted to the Client 'as written'.

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Personal opinions and criticisms of the Vendor facilities or any personnel associated with
the project must not be made in the report. Comments of this nature should always be
made in a separate memo.
Narrative must always be written in the third person and in the past tense. Be concise
and avoid digression to irrelevant matters.
Whenever a problem is identified report on the problem in a logical way;
ie. Describe the problem
State the cause
State the consequences
Describe the action being taken to remedy
References to drawings, schedules, programmes etc must always be detailed and include
Title, Number, Date, Revision Status.
Dates must always be written in the form '10 Feb 90' in order to be unambiguous.
The use of abbreviations should generally be avoided except where these are recognised
abbreviations for units of measure or organisations.
The relevant inspection assignment form will detail whether a BIE format or Client
format report is required. Where a Client format report is to be used note is to be taken
of any instructions issued regarding completion of same.
Where a BIE format report is specified it will be generated in accordance with the
requirements of this procedure unless alternate specific instructions are issued.
5.2 Field Inspection Visit Reports
Heading Boxes
All heading boxes must be completed in full with the exception of the report number in
the BIE Ref/Report No. box which is entered by the BIE office.
The visit number is entered and comprises of the inspector's initials followed by a
sequential number that relates to each assigned inspector (ABC/01 etc). When a second
inspector is given the assignment the sequential visit number will reset to EFG/01.
A record of inspection, travelling and reporting time and mileage will only be entered
when called for on the relevant inspection assignment form. In such cases it shall be
entered in the relevant box.
Status of Assignment
On page one of the report record the item numbers that were inspected during the visit,
the purchase order quantity of each item, quantity of each item number accepted and/or
rejected during the visit and whether the item is in progress (IP) or complete (COMP).
Report Narrative

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The report shall describe in detail all activities that took place during the course of the
visit. This shall include not only inspection activities witnessed but also any problems
encountered, any rejections or non-conformances, concession requests and any delays
due to the Vendor. Where inspection is being carried out to a quality plan or an
inspection plan, reference the stage number against the relevant activity.
Section Headings
All Section headings as listed below are to be included in the initial & final reports even
though there may be nothing to report under the heading. This is to maintain uniformity
and to show that all aspects have been addressed. Interim reports may use only those
headings appropriate.
1 - Summary
This Section is a summary of the salient points set out in the report and is intended to
convey the overall situation without the necessity of reading the report in full. All items
of significance should therefore be included in this section.
For ease of reading do not make reference to the sections in which the full details appear.
2 - Specifications and Drawings
Tabulate in this section all specifications, drawings, data sheets, quality plans, test or
other procedures that were referenced during the visit. Indicate clearly their revision
status and where appropriate their approval status.
3 - Materials
Describe what action has been taken to ensure that specified materials have in fact been
used.
This will normally be by checking the material identification number against the
appropriate material certificate and ensuring that the certificate has the purchase order
number and relevant item number written on it.
4 - Visual and Dimensional Examination
Record details of the examination including reference to the acceptance criteria or
tolerances, the identification and number of pieces examined, size of sample, the result
of examination and if appropriate reasons for rejection.
5 - Functional and Performance Tests
Briefly describe all tests that were witnessed, reference test certificate number on which
data has been recorded and attach certificates to report. Identify test acceptance criteria
from inspection assignment documentation package (Client purchase order, referenced
specifications, data sheets etc) or from Vendor's Client approved test procedure.
Record identification of item being tested, the result of test and critical test data. Review
test certificates for accuracy, red line stamp and initial the certificates. Record details of
calibration status of all test equipment.

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In the event of test failure briefly describe the cause of failure and what actions the
Vendor proposes to take to rectify the situation. In the event of delays, record the cause
and duration.
6 - Special Processes
Where special processes have been witnessed such as welding, non-destructive testing,
heat treatment, coatings etc, record the following data:
-

Reference No. and approval status of procedure used

Name and evidence of current certification of operators
Identification and evidence of current certification of equipment
Details of any acceptance testing or acceptance criteria
Results of special processes

7 - Marking and Packing

Describe how the specification marking requirements have been met by the Vendor for
all items of equipment inspected. If appropriate or requested on the inspection
assignment form record actual marking. Detail where and on which items the BIE hard
stamp has been applied.
Describe how the specification packing requirements have been met. Always record the
packing/shipping marking.
8 - Documentation
Identify the purchase order requirements for documentation and describe how they have
been met by the Vendor. Never attempt to accept a Vendor's documentation package
unless the Client's requirements have first been identified.
9 - Release/Non-Acceptance/Non-Conformancies
Release or non-acceptance at final inspection will be addressed using the inspection
release/non-acceptance note.
Inspection release notes must indicate exactly the items of equipment to which they
refer and if appropriate be qualified to exclude activities or areas of responsibility. For
example release may be subject to packing or compilation of documentation packages in
accordance with purchase order requirements.
Summarise briefly the situation regarding release/non-acceptance/non-conformancies
referencing the relevant attached forms.
10 - List of Attachments
Documentation detailed on the inspection assignment form as required or referenced in
the report shall be attached to the report. Ensure that the Vendor has written the Client
purchase order number and item number on all documentation on which it is required
and that the number of copies requested on the inspection assignment form are present.
Tabulate all attachments to the report indicating the number of copies. The report shall
always include a list of attachments even if it is only to state 'none'.

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5.3 Final Reports

When indicated on the inspection assignment form a final report may be required. This
will generally be a Client requirement and will be generated in accordance with the
Client's own procedure.
When there is no Client procedure it must as a minimum include the details set out in
Appendix 1.

5.4 Status Reports

When indicated on the inspection assignment form a status report may be required.
Status reports may be written on either the BIE Vendor inspection report forms, the
Status report forms in Form 047 or Client specific forms.
Status reports will include the following information as appropriate or applicable to the
specific assignment.
Header data as per visit reports.
For each item number:
Purchase Order Quantity
Quantity accepted at this visit
Total Quantity accepted to date
Quantity rejected at this visit
Brief comment on status.
5.5 Control of Reports

REQUIREMENTS FOR FINAL INSPECTION REPORT

Final Reports include the following information as appropriate or applicable to the specific
assignment.
Header Data as per visit report.
Verification that the equipment meets the requirements of the Client's purchase order.
Summary of our scope of inspection including dates on which inspection was carried out.
Specifications and Drawings - Tabulate all specifications, drawings, data sheets, quality
plans against which equipment was released.
Results of inspection including details of final acceptance, inspection and test results.
Sub-Vendors - Summarise sub-ordered items and detail release.
Tabulate all non-conformance reports and non-acceptance notes and confirm that all
outstanding matters have been resolved.

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Documentation - Confirmation that the Vendor's data report meets the requirements of
the purchase order.

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FIELD/DESK EXPEDITING

1.0 PURPOSE
This procedure provides instruction in the method of undertaking field expediting.
2.0 APPLICATION
This procedure applies to Field expeditors.
3.0 DEFINITIONS
Refer to Procedure 3.1 - Appendix 1.
4.0 ASSOCIATED MATERIAL
QA Procedure 3.9.
Appendix 1 - Standard Expediting Checklist.
The following is the form for use with this Procedure. For forms, see Part 3A of the
Quality Management System & Q A Procedure 3.1.
Field Expediting Assignment Form - Form 069
5.0 PROCEDURE
5.1 Applicable Procedure
Field expediting should be in accordance with this procedure and the instructions
detailed on the expediting assignment form. Alternatively, expediting may be required to
conform to a BIE contract specific procedure or the Client's own expediting manual or
procedure if so detailed on the expediting assignment form.
5.2 Conduct
Field expeditors should remain impartial and professional throughout the visit, be
persuasive in seeking priority for the assigned orders, but should not make threats of
any kind, direct or indirect. Field expeditors should not press the Vendor into making
unrealistic statements just for the benefit of reporting.
5.3 Visit Administration
The visit location, the number and frequency of visits and the purpose and extent of
expediting will be detailed on the expediting assignment form (Form 069). The visit date
will be advised from The BIE Office or will have been arranged at a previous visit and
confirmed with The Office.
5.4 Pre-Visit Review

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Before commencing, the expeditor should review the expediting assignment form, the
Client's purchase order and assignment documentation. From this review the Expeditor
should have full understanding of the order, the control documentation and other
practical aspects of the visit including Vendor contacts and addresses.
5.5 Maintenance of Assignment Files
Assignment files should be established and maintained as detailed in QA Procedure 3.9.
5.6 Exit Call
When an exit call is stipulated on the Expediting Assignment Sheet Form 069, the
expeditor contacts the clients' nominated representative. If the representative is not
available, a message should be left with a secretary or colleague contact. The contact
person's name should be indicated in the report.
5.7 Next Contact - Next Visit
'Next Contact - Next Visit' sub-headings should be listed under the section Conclusions
and Recommendations. On establishing when these are to take place, they should be
indicated in the report. If future dates cannot be established, the expeditor should
indicate the reason. If the next visit is to be determined by the outcome of some future
activity for which the Expeditor is responsible, the expeditor should notify all parties
when the visit date is known.
Deviation from assigned frequency must be approved by the Client during exit call or
through the BIE office if appropriate.
5.8 Field Expediting & Documentation
The Field expeditor should establish with the Vendor at the outset of the visit the control
documents that apply to the assignment. These may include any of the following
documents.
Client purchase order, Vendor sub-orders.
Client, Vendor or Sub-Vendor specifications, drawings and data sheets.
Client, Vendor or Sub-Vendor, Production schedules.
The Field Expeditor should not accept and report only upon statements made by the
Vendor but request sight of documentary evidence and progress in support of any
statements. Where such evidence has been seen, specific reference should be made to
that fact. Copies of all documents are not required but a copy of the production
programme should be requested for appending to the report, where appropriate.
The BIE Expediting Checklist, see Appendix 1, may be used as an Aide-Memoire.
At the initial visit to each Vendor/Supplier, the full Checklist will apply. Emphasis will be
on the receipt and acknowledgment of the order and associated documents. At
subsequent visits, the emphasis will change as the work progresses.
A shop floor visit shall be carried out, where possible, to confirm all statements made by
the Vendor.

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All actions arising from the visit are the responsibility of the Vendor and will involve the
Vendor taking action internally, with suppliers, or by referring queries to the Client.
No action on behalf of the Vendor either directly or through the report should be taken
by the Expeditor.
5.9 Desk Expediting
Desk Expediting may be instigated during an exit call after a field visit, or on the request
of the Client.
This service may apply to a separate Client order or be a support function of a Field
Expediting assignment.
Information obtained should be reported on the standard expediting report, under the
appropriate headings and where deemed necessary. A confirmation fax should be
requested from the Vendor.

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COMPLETIION OF EXPEDITING REPORTS

1.0 PURPOSE
This procedure provides instruction for the preparation of expediting reports.
2.0 APPLICATION
This procedure applies to Field expeditor's and BIE Office staff involved in reviewing
expediting reports.
3.0 DEFINITIONS
Refer to Procedure 3.1 Appendix 1.
4.0 ASSOCIATED MATERIAL
The following are the forms for use with this Procedure. For forms, see Part 3A of the
Quality Management System & Q A Procedure 3.1.
BIE Expediting Report - Field Copies - Forms 052 and 053.
BIE Expediting Report - Office Copies - Forms 058 and 059.
BIE Field Expediting Assignment Form - Form 069.
5.0 PROCEDURE
5.1 Report Writing
The Expediting Report conveys to the Client details of all the expediting activities carried
out on their behalf.
The Report content should be presented in a logical and neat format. The report may be
submitted to the Client 'as written'.
<1> every report generated following an expediting visit shall be written to be 'Stand
Alone' and not make reference to information on previous reports.
Reporting should not contain personal opinions and criticisms of the Vendor facilities or
any personnel associated with the project. Comments of this nature may be presented in
a separate memo.
Narrative should be written in the third person and in the past tense. The content should
be concise and avoid irrelevant matters.
ie. Describe the problem
State the cause
State the consequences
Describe the action being taken to remedy

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References to drawings, schedules, programmes etc should be detailed and include Title,
Number, Date, Revision Status.
Dates should be written in the form '10/Feb/92'.
The use of abbreviations should generally be avoided except where these are recognised
abbreviations for units of measure or organisations.
The field expediting assignment instruction form (Form 069) should detail the use of
either a BIE report format or the Client report format. Where the Client's report format is
specified, the instructions issued regarding its completion should be followed.
Where the BIE report format is specified, its completion should be in accordance with the
requirements of this procedure, unless alternative specific instructions are included on
the field expediting assignment form (Form 069).
All reports should be clear and legible avoiding where possible small caption which may
lose resolution during transmission to the addressee.
Personal computer generated reports must conform to the approved format.
Contractual requirements may necessitate that reports be written and transmitted from
the vendors works at the conclusion of the visit.
5.2 Expediting Reports
Heading Boxes
All heading boxes must be completed in full.
Section Headings
Section headings given below should be used even when there is no content to report.
Sub-headings or additional headings may be used where necessary.
The exception to the above is where a report is raised following a telephone contact. In
this case, only the relevant discussion headings apply.
When an action is to be carried out indicate : what the action is, the name of the person
responsible for its execution, the company name, the agreed completion date. Briefly
summarise this statement under the "Actions for Follow-up" heading.
1 - Summary
This section of the report should contain a summary of the salient points and should
briefly convey the overall situation. All items of significance should be included in this
section.
2 - Purchase Order
Report details relating to receipt, acknowledgment and exceptions made (and their
consequences), change order numbers, relevant dates thereof, and delivery date should
be listed.

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3 - Drawings/Documentation
Describe the progress regarding drawing/document submittals against the master
drawing schedule indicating planned submittal dates and reasons for any delay.
4 - Sub-Orders
Obtain a copy of the bought out items list if available. Record within the report details
relating to critical items, commodity description, sub-vendors, current delivery and
required deliveries and when last confirmed.
5 - Production Programme
Record here points arising from the review of the Production Programme and the action
the Vendor has agreed to take.
6 - Progress & Shop Floor Visit
Record here the progress to date, dealing with units/sub-assemblies separately if
necessary, identifying problems which may affect the achievement of delivery dates.
Describe the action which the Vendor has agreed to take to avoid or minimise delay and
action taken during the visit. The report shall also confirm, where possible, that a visit
was made to the shop floor to check progress.
7 - Inspection
Report whether the Vendor is aware of inspection requirements, establish who the
nominated inspection authority is, ascertain location of inspection and establish that all
relevant parties have been notified.
8 - Packing/Shipping
Report if packing will be carried out by the Vendor or by a sub-contractor and the
location where packing will be carried out.
Report who the responsible party is for shipping agreements and confirm what
arrangements have been made.
Where outside packers or hauliers are to be used, check that appropriate orders have
been actioned.
9 - Actions for Follow-up
Summarise here all the actions which the Vendor has agreed to take or which the Client
must take (which will have been recorded in detail in the text of your report).
10 - Conclusions and Recommendations
State your conclusions regarding the achievement of delivery dates, setting out the
reasons. Set out any recommendations that require future BIE or Client action.
11 - Exit Call (Where Applicable)

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Confirm an exit call was made, to whom and that the substance of the report was
conveyed.
12 - Next Contact
Enter the date of the next contact and the reason, as appropriate. If no contact is
required enter "not required".
13 - Next Visit
Enter the date of the next proposed visit and confirm if this was advised to the client
during the exit call.
Attachments
List here all documents required to be attached to the report or enter 'none'. For reports
sent by electronic mail, the relevant attachments should be faxed from the Vendor's
works to the BIE office.
Ensure that attachments are transmitted with the report where these form an integral
part of the report.

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