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ITTC-Sample Quality Section 4

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4.2.1 General
4.2.2 Quality Manual
The structure of the Quality Manual
Quality system procedures
Work instructions
4.2.3 Control of Documents
4.2.4 Control of Records

Prepared Verified Approved

Name Name Name

Date Date Date
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Leading and operating an organization The organization shall establish, document,

successfully requires managing it in a implement and maintain a quality management
systematic and visible manner. Success should system and continually improve its
result from implementing and maintaining a effectiveness in accordance with the
management system that is designed to requirements of the International Standard ISO
continually improve the effectiveness and 9001.
efficiency of the organisation’s performance
by considering the needs of the interested The organization shall:
parties. Top management should establish a • identify the processes needed for the
customer-oriented organization. quality management system and their
application throughout the organization
Reasons for creating a documented quality
• determine the sequence and interaction
management system:
of these processes
− to ensure products and services satisfy
• determine criteria and methods needed
customer requirements
to ensure that both the operation and
− maintain the standards which have been control of these processes are effective
successful in achieving
• ensure the availability of resources and
− to improve standards in those areas information necessary to support the
where performance is wanting operation and monitoring of these proc-
− to harmonize policies and practices esses
across all departments • monitor, measure and analyse these
− improvement of efficiency processes
− creating stability and minimizing vari- • implement actions necessary to achieve
ance planned results and continual improve-
− eliminating complexity and reducing ment of these processes.
processing time
− benchmarking current performance
− focus on attention on quality
− to ensure products and services are de-
livered on time
− reduction of operating costs.
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4.2 DOCUMENTATION REQUIREMENTS Manual to include or make reference to the

quality management system procedures and
4.2.1 General outline the structure of the documentation used
in the system.
The quality management system
documentation shall include: The Quality Manual includes:
• documented statements of a quality pol- • the scope of the quality management
icy and quality objectives system, including details of and justifi-
• a quality manual cation for any exclusions
• documented procedures required by the • the documented procedures established
ISO 9001 for the quality management system, or
reference to them
• documents needed by the organization
to ensure the effective planning, opera- • a description of the interaction between
tion and control of its processes the processes of the quality manage-
ment system.
• records required by the International
Standard ISO 9001.
The Quality Manual defines the company
quality policy in relation to each clause of the
standard ISO 9001. It states the quality policy
4.2.2 Quality Manual to meet the requirements of certification bodies
and clients.
The organization shall prepare a Quality
Manual covering the requirements of the ISO
9000 series and also requires the Quality

The structure of the Quality Manual

Quality Level 1: Defines Approach and Responsibility

Level 2: Defines Who, What, When

Work Instructions Level 3: Answers How

Level 4: Results - shows that the system is
Other Documentation
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The Quality Manual should describe, in Quality system procedures

broad terms, the overall adaptation of ISO 9001
to the working environment of the company. It These prescribe the actual detail of how the
needs to describe how each applicable section company operates. They are written in simple,
of the standard is to be implemented. It should straightforward language appropriate to meet
also establish the structure, authority and the needs of internal staff. The listed operating
responsibility for the maintenance of the procedures prescribe in detail how the
company’s Quality Management System. requirements of the Documented Quality
Management System and the customer contract
requirements will be met. The procedures
Contents of the Quality Manual: should be numbered so that they relate to the
section of the Quality Manual that has been
- introduction, covering purpose, scope, implemented. The Operating Procedures in
applicability, and definitions particular are strictly commercial - in
- business, overview describing the nature confidence. Quality Procedures should contain
of the business clear, detailed descriptions of those processes
which are related to the application of ISO
- corporate policy, covering the mission, 9001. These would include such functions as
vision, values, objectives, and quality quality auditing, documentation and its control,
policy customer-complaint handling, Quality
- operational management, covering Management System reviews, etc.
planning, organization, and management
control including quality system
management, audits, reviews, and Contents of procedures
- operational policies, structured to align An effective procedure would contain some
with the sequence of key processes from or all of the following elements:
receipt of customer enquiry through to - a flowchart of the process that depicts
delivery and customer support, the sequence of actions and decisions,
referencing to implementing control inputs, outputs, and interfaces with other
procedures procedures
- cross reference matrix between manual - paragraphs describing the actions and
and ISO 9001 (in this manual the decisions required, indicating the role
numbering system also is the cross responsible by matching the flowchart in
reference as it corresponds to the the sequence in which they occur
standard). - the minimum information and equipment
needed to perform each activity or make
each decision
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- the criteria for decisions as a list of be used, and the registers to be

aspects to be considered or a statement maintained
of requirement which the decision - cross reference to other documents in
should satisfy which essential supplementary
- the criteria for choosing optional routes information can be found.
and the sequence of steps to be taken
- the entry conditions for starting the
process, in terms of the minimum inputs Work instructions
and approvals to be satisfied before the
procedure may commence Work Instructions may be prepared
- the exit conditions for ending the process according to the needs of individual tasks, jobs
or task, in terms of the minimum outputs or contracts. Any instructions need to be
and approvals to be satisfied for written simply and in plain language. They
successful completion of the process may incorporate diagrams or photos if
appropriate. The Quality Policy Manual and
- the source of information or product associated Operating Procedures contain
needed, in terms of from what process, Mandatory requirements on all of the staff.
what procedure, what person (role) or They are 'living' documents and will be
organization it comes continually amended and updated as required.
- the routing instructions for information Work Instructions provide a means by which a
or product emerging from the procedure manager can describe exactly how some
- any precautions needed to prevent function within his authority should be carried
incident, accident, error, problems etc. out. Any work instruction needs to be
- any recording requirements to provide constantly reviewed to ensure it is accurate and
evidence of actions or decisions or to describes the optimum way to carry out the
enable traceability in the event of task.
subsequent problems
- any rules that have to be followed in
4.2.3 Control of Documents
order to ensure that the task is carried
out in a uniform manner and satisfies
A document is an information and its
statutory obligations
supporting medium. Examples are record,
- controls needed to verify the quality of specification, procedure document, drawing,
any products with feedback loops report, standard etc.
- controls needed to verify that the process
or task achieves its purpose and to verify The standard ISO 9001 requires that the
that critical activities and decisions organization establish and maintain
occur when required documented procedures to control all
- any forms to be completed, together with documents and data that relate to the
form-filling instructions and requirements of the standard. There are three
responsibilities, the numbering system to types of controlled documents:
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• policies and practices (these include • to ensure that relevant versions of ap-
control procedures, guides, operating plicable documents are available at
procedures, and internal standards) points of use
• documents derived from these policies • to ensure that documents remain legible
and practices, such as drawings, specifi- readily identifiable
cations, plans, work instructions, tech- • to ensure that documents of external
nical procedures, and reports origin are identified and their distribu-
• external documents referenced in either tion controlled
of the above. • to prevent the unintended use of obso-
• A documented procedure shall be estab- lete documents, and to apply suitable
lished to define the controls needed: identification to them if they are re-
• to approve documents for adequacy tained for any purpose.
prior to issue
• to review and update as necessary and
re-approve documents
• to ensure that changes and the current
revision status of documents are identi-

Relationship between documents, data and records:

Input documents and data Output documents and data

Policies, plans, procedures, Reports, records, results of
specifications, contracts, PROCESS operations, tests, reviews,
orders, etc. audits, etc.

4.2.4 Control of Records established to define the controls needed for

the identification, storage, protection, retrieval,
A record is a document stating results achieved retention time and disposition of records.
or providing evidence of activities performed.
Records shall be established and maintained to All quality records have one thing in common:
provide evidence of conformity to they describe the results of activities, the
requirements and of the effective operation of results of inspections, tests, reviews, audits,
the quality management system. Records shall assessments, calculations etc. These are a
remain legible, readily identifiable and number of records to be created and
retrievable. A documented procedure shall be maintained:
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- management review records - calibration records

- contract review records - non - conformance records
- design review records - non - conformance investigation records
- design verification measures - subcontract quality records
- process/product change implementation - audit result records
records - follow-up audit records
- records of acceptable subcontractors - training records.
- records of unsuitable customer supplied
products In addition the following records should be
- product identification records maintained:
- qualified process records - calibration status records
- qualified equipment records - procedure change records
- qualified personnel records - customer complaints
- positive recall records - failure analysis reports
- inspection and test records - subcontractor assessments
- verification records for test hardware - contract change records.
and test software
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(possible completion:)

Quality Tasks
c d e f
Implementation of the quality management system D A A A
Documentation of the quality management system D A E A
Establishment of the Quality Manual D I E I
Control of documents D E E E
Control of records D E E E
etc. ... ... ... ...

c Management D Î decide
d Commercial department E Î execute
e Management representative A Î advise
f Engineering department I Î inform