Procedure No.

: QMS/SR/19

Page 1 of 11
Rev. : 01

Eff. Date : 27.07.2005







PROCESS PROCEDURE
FOR

Management Representative



CONTROLLED / INFORMATION COPY

ORIGINAL ISSUE DATE: 23.04.01


COPY NO. :

ISSUED TO :

ISSUED BY : HEAD-QUALITY







Prepared by Reviewed by Approved by
SIGNATURE
NAME M Dharmasivam V Kandhsamy V Kandhsamy
DESIGNATION DM-Quality Management Representative Head-Quality




BHARAT HEAVY ELECTRICALS LTD.
POWER SECTOR - SOUTHERN REGION

Procedure No. : QMS/SR/19

Page 2 of 11
Rev. : 01


PREPARED BY REVIEWED BY APPROVED BY

Contents

Section Description Page No.
1.0 Scope 2
2.0 Objectives 2
3.0 Competency Matrix 2
4.0 Organisation and Responsibilities 3
5.0 Processes
5.1 to 5.3 Management Representative 3 to 5
6.0 Formats referred 5
7.0 Formats enclosed 5
8.0 Records and Retention period 5
9.0 Record of Revision 5


1.0 Scope

1.1 This procedure deals with the functions of Management Representative for
establishing, implementing and maintaining QMS, reporting to top management
on the performance of the QMS and any need for improvement, ensuring the
promotion of awareness of customer requirements through out the organization
and organizing Management Review meetings.


2.0 Objective :

2.1 Ensure that processes needed for the QMS are established, implemented and
maintained.

2.2 Report to Top Management on the performance of the QMS and any need for
improvement

2.3 Ensure the promotion of awareness of customer requirements throughout the
organization.

3.0 Competency matrix

The details of competency required for the process owner handling
Management Representative function is given below :

Sl.
No.
Process Competence required
1 Management
Representative
Minimum qualification as Internal Quality
auditor / Lead Auditor.




Procedure No. : QMS/SR/19

Page 3 of 11
Rev. : 01


PREPARED BY REVIEWED BY APPROVED BY

4.0 Organisation and Responsibilities

4.1 Head-PLG shall prepare the organization chart identifying Management
Representative with the approval of CEO-PSSR issue the organization chart to all
concerned. Controlled copy of organization chart with name and responsibilities
will be available with Management Representative and all direct Reports to CEO.

5.0 Processes

5.1 Quality Management System (QMS)

5.1.1 Shall prepare Quality Manual including details of and justification for any
exclusions, the documented procedures established for the QMS, or reference to
them, and a description of the interaction between the processes of the QMS.

5.1.2 Obtain review and approval from CEO-PSSR.

5.1.3 Review, update, revise and issue control of Quality Manual.

5.1.4 Revise QM based on Management review decisions for improving the
effectiveness of QMS.

5.1.5 Revisions of QM shall be as per cl. 5.1.1 & 5.1.2.

5.1.6 Maintain history of revisions to QM.

5.1.7 Review the process procedures prepared by the process owner as identified in
the Quality Manual. During review of process procedures shall ensure adequacy
with respect to QM and resolve interface issues that are involved during the
interaction between the processes of QMS.

5.1.8 Shall ensure promotion of awareness of customer requirements throughout the
organization through QMS and its effective implementation.

5.2 Internal Quality Audits

5.2.1 Prepare Annual Audit Calendar and distribute to all concerned (as detailed in
QMS/SR/17). Authorised to reschedule the audit whenever necessary.

5.2.2 Conduct audit and initiate action for follow-up as detailed in QMS/SR/17.

5.2.3 Coordinate with external agencies for certification and surveillance audits. The
outcome of certification and surveillance audits shall be circulated to all
concerned for initiating preventive action.





Procedure No. : QMS/SR/19

Page 4 of 11
Rev. : 01


PREPARED BY REVIEWED BY APPROVED BY


Amendment No. 01
5.3 Management Review and Reports :

5.3.1 Monthly Information Reports:

5.3.1.1 Management Information Reports in format QMS/SR/19-F01 shall be prepared
every month which will contain the following information:

Results of audits conducted during the month
Process performance and product non-conformity, RCA, corrective and
preventive actions
Status of Customer feedback including complaints
Follow-up actions from previous management reviews
Changes that could affect the quality management system, and
Recommendations for improvement

5.3.1.2 Consolidate monthly status of audit conducted through audit reports identifying
no of NCRs raised against each ISO clauses in the Site / Dept.

5.3.1.3 Consolidate process performance and product non-conformity from Monthly
Quality Reports from Sites / SAS.

5.3.1.4 Consolidate the status of preventive and corrective actions from Monthly
Quality Report form Sites / SAS.

5.3.1.5 Consolidate Customer feedback including complaints as received from HODs
(Format No. QMS/SR/18-F10/00) / Site Incharge every month for compilation in
MIR.

5.3.1.6 Consolidate follow-up actions from previous management reviews.

5.3.1.7 Consolidate findings of RCA.

5.3.1.8 Consolidate changes that could affect the Quality Management System.

5.3.1.9 Consolidate the recommendations for improvement.

5.3.1.10 All the above status shall be compiled as MIR in the format QMS/SR/19-F01
and submit to CEO-PSSR before 7
th
of every month. Copies are sent to HODs
in Head Quarters and Sites Incharge.

5.3.2 Management Quality Committee (MQC) meetings:

5.3.2.1 Ensure MQC meetings are organized once in six months and inform the
concerned functional / department heads at Head Quarters about the date, time,
venue and agenda of MQC meeting. When necessary other HODs i.e. Site
Incharge, Head-SAS and other concerned will also be intimated for participation.

Procedure No. : QMS/SR/19

Page 5 of 11
Rev. : 01


PREPARED BY REVIEWED BY APPROVED BY

5.3.2.2 Management Information Reports shall be the main input for management
review and mentioned in the agenda.

5.3.2.3 The output of the MQC review shall include decisions and actions related to :
Improvement of the effectiveness of the QMS and its processes.
Improvement in Installation / Servicing related to Customer requirements.
Resources required

5.3.2.4 The decision taken during the MQC meeting will be communicated to all
concerned (Sites I/c, Head-SAS & HODs in Head Quarters) for information and
necessary action and records are maintained.

6.0 Formats referred:

Audit Calendar QMS/SR/17-F01
Audit Intimation QMS/SR/17-F02
Nonconformity Report QMS/SR/17-F03
Audit Summary Report QMS/SR/17-F04
Customer Complaint/Feedback status Report QMS/SR/18-F10

7.0 Formats enclosed:

Management Information Report (MIR) QMS/SR/19-F01/00

8.0 Records and Retention Period

SL.
NO.
TYPE OF RECORD CONTENTS RETENTION
01 Internal Quality Audits Audit Schedules, Reports, letters and
NCRs
2 Years

02 Management Reviews MQC agenda and MoMs 2 Years

9.0 Records of Revision

Rev
No
Date Details of revisions
00 23-04-01 First Issue based on ISO 9000:2000
01 27-07-05 Revised in line with unified quality system issued by CQ




Page 6 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 01 OF 06
MIR NO : DATE :

FOR THE MONTH OF :

REPORTED BY : MANAGEMENT REPRESENTATIVE

I. Audit conducted during the month :

a) Audit No. :

b) Total No. of NCRs :

c) Analysis of NCRs : Furnished in Sheet 2 of 6

II Status of Process/Product Nonconformities, RCA, Corrective & Preventive actions :

Furnished in sheet 3 of 6

III Status of Customer complaint (CC):

Registering Dept. Registered Nos. Resolved Nos. Unresolved Nos.
(A/B) * (A/B) * (B) *
PMX
TSX
SAS

* A : During the Month B : Cumulative
Details of unresolved CC furnished in sheet 4 of 6

IV Status of Customer Feedback :

Registering Dept. Registered Nos.
PMX
TSX
SAS

Details furnished in sheet 5 of 6

V Follow-up actions from previous MQC meeting, Changes in QMS, recommendations
for improvement : Details furnished in sheet 6 of 6


Management Representative
Distribution :

CEO-PSSR HOD/Site I/c ................................................. File copy
Page 7 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 02 OF 06

MIR NO. : DATE :


AUDIT NCR(s) ANALYSIS

AUDIT NO :

DEPT. /
SITE
ISO 9001 (2000) CLAUSE Nos
TOT
AL

4 5.1 5.2 5.3 5.4 5.5 5.6 6 7 8.1 8.2.1 8.2.2 8.2.3 8.2.4 8.3 8.4 8.5.1 8.5.2 8.5.3























































































Total
NOTE : If required, enclose additional sheets

Page 8 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 03 OF 06

MIR NO : DATE :

Status of Process/Product Nonconformities, RCA, Corrective and Preventive Action



Number of Corrective and Preventive
actions
Sl.
No.
Total Number of
NCRs
Total Number of
RCAs
Initiated Completed











































Remarks:








NOTE: If required, enclose additional sheets.
Page 9 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 04 OF 06

MIR NO : DATE :

Status of Customer Complaint


Registering
Department
Project Name
&
Unit No.
Customer
Complaint

Description

Action Taken
No. Regd.
Date










































NOTE: If required, enclose additional sheets.

Page 10 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 05 OF 06

MIR NO : DATE :

Status of Customer Feedback


Registering
Department
Project Name
&
Unit No.
Customer
Feedback

Description

Action Taken /
No. Regd.
Date
Remarks










































NOTE: If required, enclose additional sheets.

Page 11 of 11


PSSR-QUALITY

MANAGEMENT INFORMATION REPORT
(MIR)
Format No :
QMS/SR/19-F01/01
Sheet 06 OF 06

MIR NO : DATE :


Follow-up actions from previous MQC meeting :
















Changes in QMS :








Recommendations for improvement :













NOTE: If required, enclose additional sheets.