A Vision To Clear Solutions.
1
Introduction
This document, the
Company name Quality Plan forms part of the Project Business Plan.
The Project
Business Plan is the Company Manual, which describes the company strategy for
controlling the project throughout the construction process, from design to
handover.
The Project Quality Plan outlines the specific Quality Control measures,
which shall be developed and implemented. These shall principally comprise of
method statements, Inspection and Test Plans and Guidance notes for compliance
and continual improvement.
The company Quality
System is subjected to internal audits in accordance with an audit schedule
prepared for the company.
2 Scope of work.
The Project consists of Construction of any numbers of buildings for any
purpose, Ancillary Buildings, Earthwork, Compound Wall, Play courts, walkways,
Landscaping, Asphalting, sewage treatment plant and all associated
Electro-Mechanical services.
3 Project Organisation and Responsibilities
The below table
details is relationship between the Project Quality team and the rest of the
company project team and their Roles and responsibilities.
4 Project Quality Control
4.1 Document
Control
All documents care
should be taken to avoid duplication of documentation, wherever possible.
Additional or
internal company requirements will follow the applicable procedures detailed in
the following section.
An Electronic
Document Management System will be developed for the project. This tool enables
the control of receipt, distribution and communication of relevant information
between all relevant parties involved.
Submission and any
subsequent comments can be electronically made, incorporated, monitored and
distributed between all parties whose logic is linked.
Documentation and
correspondences between all parties can also achieve controlled submission,
approval (or otherwise), distribution, communication and monitoring
accordingly.
The Electronic
Document Management System will primarily be up-dated by document control and
various key department staff members.
All documents, both
incoming and outgoing, will be subject to controls applicable to their
purpose. The type of document determines how it is to be dealt with.
‘Controlled Documents’ as distinct from correspondence, includes but is
not limited to drawings, specifications, quality documents, temporary works
designs, method statements, inspection and test plans, health and safety plan,
lifting operations plan, fire plan, technical queries, instructions,
contractual documentation, records of samples and benchmarks.
Controlled
Documents will be managed using the Electronic Document Management System
document management systems such that reference numbers, status, revisions,
updates, issue, distribution and number of copies are properly recorded.
Document transmittals will be used.
4.1.1 Controlled Documents
4.1.1.1 Document Status
The status of documents in the project shall follow the designations
stipulated in the Project Business Plan (PBP). Designation of documents as per
latest revision of PBP shall be in use. Documents uploaded to electronic
document management system and distributed among project members shall be
designated with a status as summarized below:
|
|
Status
|
Use
|
|
01
|
Issued for Information
|
For documents which will not be used for
construction.
|
|
02
|
Issued for Construction
|
For documents suitable for use in construction
|
|
03
|
Issued for Approval
|
For documents to be approved by client or lead
consultant
|
|
04
|
Draft
|
For all documents that are issued in draft mode
|
|
05
|
Issued for Review
|
For all documents that have been issued to core
group
for review and comment
|
4.1.2 Working drawings
A schedule of working drawings will be produced together with issue
dates as agreed by the appointed Design Manager. On-site discussions will
take place between the Design Team and contractor to establish lead times for
drawing approvals.
4.1.3 Electronic Drawings
Electronic transfer
of drawings will be done following the process laid out in the section of the
Project Business Plan (PBP).
4.1.4 Superseded Drawings
Superseded drawings will be marked and segregated from current
ones. The superseded versions may be retained as required by the
Commercial Department or disposed of.
4.1.5
Specifications, Instructions and Programmes
These will be recorded using the Electronic Document Management System
enabling status, tracking, recording and monitoring to be achieved.
Responses to RFIs will be received in accordance with the Contract requirements
and Project procedures.
4.1.6 Incoming correspondence and
faxes
All correspondence
will be opened and the date and distribution stamp applied, with the exception
of the following, which will deliver directly to
Private and
Confidential correspondence
Addressee
Tender returns
Purchasing Manager unopened
RFIs,
Document Control
Original Invoices
QS
Department
Valuations
QS Department
Pre-contract
correspondence with Subcontractors/Copy for the day file, original to Suppliers
Addressee
The Project Leader
or his nominee noting the person responsible for action will mark the
distribution on the distribution stamp.
The original of all
correspondence (except as noted above) will be held in the central file.
Incoming faxes will
immediately be copied and the original will be handed over to the addressee.
The copy will be treated as an item of incoming correspondence. Fax paper will
be colored to differentiate it as being an original document.
4.1.7 Outgoing correspondence and
faxes
The Project Leader
or nominee will endorse all outgoing correspondence prior to it being signed
and issued by the originator. The Project Leader or Commercial Manager will
sign financial matters.
All relevant
correspondence will be distributed. Distribution will be issued to others at
the discretion of the contractor.
The originator will
mark the internal distribution of the correspondence, which for formal letters
will only appear on the contractor copy of the document.
The Central file
will always receive a copy.
All outgoing
correspondence will be given a unique number together with the originator’s
initials as a reference and where applicable will refer to a package number.
Standard templates for letters, faxes, memoranda, minutes etc will be
held by the Administration Department. Contractor personnel should use these
standard templates when they generate their own correspondence.
Outgoing faxes will
be dealt with as normal correspondence. Acknowledgement Receipts of
outgoing faxes will be kept within the central filing system.
4.1.8 Filing System
The QS Department will be responsible for establishing the master filing
system for the project complete with a copy of the filing codes. All
departments should integrate their filing system with the master filing system
they’re by avoiding duplication and information gapes.
4.1.9 E-mails
All correspondence
between core group members will be through Electronic Document Management
System.
Incoming e-mails received by individuals will be copied and treated as
for original correspondence (e.g. copied to the Project Leader or nominee for
stamping, distribution and copying). A central email address will be
provided to ensure the central file receives a copy. The addressee will
deal with confidential e-mails.
Outgoing e-mails
will be dealt with as for outgoing correspondence ensuring authority for
signing and copied to central file.
It is the
discretion of the employee to ascertain whether e-mails are to be filed as per
the above process.
4.1.10 Records and Data
retention
There are two forms
of records; those required for handover as part of the Final Record Packages
and those used during the construction process.
Hardcopy construction records will be kept as prescribed by the
contract. These will be segregated by discipline or package, collated in
order and suitably bound to avoid inadvertent mix-up. Records will be
housed in marked boxes with a register kept showing their contents.
Electronic records
will also be kept and boxed, labeled and a register kept. However,
it is the hardcopy version, which will be used as master records.
Records will be
archived to an archiving facility as established by the company.
A formal procedure
for compilation and handover, if required, will be prepared by the Construction
Managers.
Further information
is available in the Document Control section of Infosystem
In addition to the above Electronic Document Management System will be
available, which is an Intranet/Shared drive based application that enables
collaboration between project Team members. This provides rigor to the
Business-to-Business and Peer-to-Peer information exchanges (business processes)
involved in a project lifecycle, facilitating the targeted distribution of
project information to team members. It would primarily be used for drawing
transmittals between all parties involved. The system allows access rights to
comment, revise and approve drawings and other documentation. Necessary
guidance and training shall be provided from time to time for the relevant
persons as per the requirements.
4.2 Establishment of Method
Statements and Inspection & Test Plans:
A risk assessment
and Inspections and Test Plan will accompany all Method Statement. These
documents are intended to describe and define safe working systems for the
sequencing of engineering, management, construction and safety actions. The
management of the production of method statements, including assignment of
responsibilities, preparation, check, review, amendment and submittal to the
Engineer are identified within these method statements. Method Statements are
produced for all construction execution activities. The issue of the documents
is through the contractor Document Control Department, who maintain a register
of method statement preparation and submittal with the Electronic Document
Management System.
The preparation of
these method statements is the responsibility of the Project engineer and or
his delegate and approved by the Construction Manager. The Quality
Representative will conduct sample reviews as a minimum.
Method Statements
are required to be produced for all significant activities. The contractor format
as defined in the Technical management section of InfoSystem is proposed unless
other specific Project requirements are preferred.
All Method
statements will be checked by the Project Manager or Manager responsible, and
formally approved. All Method Statements influencing either the Works or
Safety are to be submitted to the Engineer.
Each method
statement will identify work procedures. The method of production,
temporary works, materials, standards, equipment, safety precautions,
protection and logistics involved. Provisions for inspection will be specified.
The whole site team
are responsible for the successful implementation and compliance with these
documented requirements within the method statements.
The Quality
Representative will conduct sample surveillances to verify compliance and or as
required. Quality Audits will confirm compliance to Inspection Test Plans.
Inspections and
checklists will form part of the documented evidence of compliance.
4.3 Temporary Works
Temporary works
will be executed, monitored and recorded by contractor.
This process will
comply with the specific procedure developed for the project.
4.4 Management of Design /
Detailing
Within the
contractor organization, all design/detail issues will be managed by the site
based Technical Department, reporting to the Technical Manager. The prime
responsibilities of the Technical Department are:
·
Providing engineering support to all facets of the contractor
organization. This includes the review of design for buildability, proposing
alternative design solutions and co-ordination of all design queries. Formal
communication within the Technical Department is managed through minutes by
weekly meetings. Formal communication with the Engineer is managed via
submittals. In addition, a bi-weekly meeting is convened between Engineer and
contractor technical personnel.
·
Management of Shop Drawing Preparation – The responsibility of Shop
Drawing Preparation will be as per the roles and responsibilities defined
within the (Appendix A)
·
Management of As-Built records, in accordance with the Contract
Close-out process
·
Management of Design by Others. Where this option is exercised, Site
Procedures will be produced in order to define this activity.
4.5 Inspections On /Off
Site
The relevant site engineer and or his delegate will generally conduct
inspections. The QC representative will assist and conduct sample surveillances
and specific inspections as and when required. Each Inspection Test Plans will
identify the responsibilities of the process owners and the Engineer in
relation with approving the elemental inspections of the processes.
‘Inspection
Requests’ will be forwarded to the Client’s representative for their
approval/comments.
For works, which are not in compliance with requirements, these shall be
recorded and monitored under the NCR system. The NCR system will record
discrepancies and analyze any trends for implementation of preventive measures.
For specific
construction inspection checklists, i.e. Earthworks, Concrete Foundations,
Concrete Ground Floor Slab etc. (Appendix B)
4.6 Third Party Inspection/
Test Agency
For the appointment and subsequent management of additional Third party
inspection/test agency, the contractor will rise an Inspection Request for the
consultant and take the approval before the execution of works.
The interaction between the testing agency, contractor and Client will
be defined within the testing agency’s ITP (or equivalent document), which
shall be submitted by the contractor for approval.
4.7
Sub-Contractor Control:
Major Sub-contractors, suppliers and service providers will be required
to submit a Quality plan for contractor approval. These plans will identify (as
a minimum) controllable measures to be undertaken within their scope of works,
identifying the interaction, hold points, inspection points and surveillance
requirements between all parties concerned, from product receipt through to
product handover.
The Quality plans
shall also identify all methods and process’s to ensure compliance with
specific project compliance and assurance of continual monitoring (audit
schedule).
the contractor will
control the suppliers by means of auditing their systems on an agreed
timescale, and by reviewing all applicable inspection points prior to submission
to the client representative.
A monthly Quality
report will be requested from all major suppliers/sub-contractors as per
detail, under section 4.8 of this plan.
4.8 Monthly Quality Reporting.
A monthly quality
report will be developed and distributed to the Project Leader and relevant
department heads for review and necessary action as and when required. The
report may include but is not limited to;
·
Status of Submittals/ Inspections/ tests
·
Status of tests.
·
NCR’s raised and closed.
·
Audits conducted (any NCR’s raised during the audit)
·
Identify any trends.
·
Any 2nd and 3rd party Audits conducted.
·
Handover status (during applicable stage of the project)
5
Management of Materials:
A wide variety of materials are required on the project. Prior to
execution of construction, these are to be sourced primarily based on
availability, capability for supply in sufficient quantity, and compliance with
specified technical requirements. The Procedure for Procurement controls the
management of the procurement process. Details of materials proposed for use in
the permanent works, are submitted to the Engineer for approval. Where
pre-construction trials or mock-ups are required, Method Statements are
produced and submitted to the Engineer for approval.
6
Change Management
Change encompasses
any or all of the parameters of scope, cost, time, risk, quality or other
constraints.
A prescriptive process will be tailored in accordance with the agreed
terms of the contract. As part of the evaluation process there will be input
and consultation with other members of the project team in respect of the
following;
·
Design and Quality.
·
Program
·
Costs
·
Risks
·
Safety
·
Build-ability.
Members of the team
will review the proposals in the Change proposal, liaise with other members as
necessary and provide their input.
Together with
project participants, the responses will be co-ordinated and the evaluation of
the Change will be finalized and readied for approval by the client.
6.1
Updated Risk Analysis
Risk Assessments will be conducted on the project using the spreadsheet
and information given in Info system. This may be used to produce agenda
for regular Risk Management Meetings chaired by the Project Leader (or his
nominee) and attended by the appropriate members of the project team.
Risk Management
reports will be issued recording actions taken to address the risks identified.
7
Acceptance and Handover
The contractor will complete the project to the satisfaction of the
customer by ensuring all the works are carried out based on the building
guidelines and the specifications agreed as per the contract and will carry out
a final inspection before handing over the project to manage outstanding works,
defects, and snagging processes and to enable the monitoring of the status of
different packages, areas and contractors.
Each element of the building Services installation will be demonstrated
to the Client’s representatives. Preparation of operating and maintenance
documentation will commence with the placing of orders. Draft operation and
maintenance documentation will be issued to the clients’ representative in
advance of the handover date.
Liaison will be carried out by the Engineer. The Site Engineers
will cover separate areas of responsibility – their responsibility being to
ensure compliance. They, along with the Employer’s representative, have
authority for acceptance of the works.
It is proposed that
acceptance and handover will be carried out on a sequenced basis.
During the 17 months following practical completion, any defects
discovered will be rectified within the Defects Liability Period. The
tasks will be assigned to a manager who will investigate the report and decide
a course of remedial action. This will involve the appropriate
trade/subcontractor responsible for the original work.
A letter requesting
inspection for Final Completion will be issued. On satisfactory inspection,
the Engineer will issue the Final Acceptance Certificate.
8
Management System Review, Maintenance & Improvement
The EVO management system is under continual review. Where areas
requiring maintenance and/or improvement are identified, this will be addressed.
The principal methods of performing this process are:
· Audit planning
· Audit Execution
· Reporting
· Correction, Prevention,
and Close-out
· Inspections
· Management Reviews
8.1 Audits:
Audits are conducted under the control of the Quality Manager. These
include internal audits of contractor organizational departments, processes,
and operations, as well as external audits of Suppliers and Subcontractors. A
schedule of program audits is produced. This is submitted for information to all
contractor Department Managers, relevant Subcontractors, Suppliers, and the
Engineer. Written confirmation is provided to the auditee in advance of the
audit. Unscheduled audits may be conducted at the discretion of the Quality
Manager. Audits are planned, executed and conducted in accordance with
the Audit procedure included within ‘InfoSystem’. Corrective and
Preventative measures, as well as audit closeout, are also managed in
accordance with this management Procedure. The Project Quality Manager or his
delegate will inspect the concrete supplying plant, with in 3 weeks of
receiving the Monthly Quality report of the supplier, which includes
calibration certificates, Aggregate Test Reports etc. The Process related to
concrete supply will be verified thereby on Monthly basis.
8.2 Non-conformance reporting
The manager responsible for the area of work will raise a Non‑Conformance
Report Form (NCR) in instances where the specified requirements have not been
met and cannot be corrected by the simple adjustment. A register of NCRs
will be maintained to ensure that the approved Corrective Action (CA) has been
completed, and the Preventive Action (PA) agreed. The non-Conformances will be
reported by the process owners or the inspectors will constantly follow up the
supplier / section head of the non-conforming process/work/material.
Steps in the
process include:
1.
Clear identification and description of the non-conformance
2.
Corrective action plus approval authority and timescale for
implementation
3.
Segregation, if practical, of non-conforming materials and their
identification, until authorized for use or disposal
4.
Verification of acceptability of rework or repair of materials,
workmanship, components, systems and structures by re-inspection
5.
Re-inspections performed in accordance with written instructions will be
documented
8.3 Details of preventive actions to
avoid recurrence.
Where an NCR has been raised contractor work, the responsible manager
will prepare the formal Corrective Action proposal, together with a proposal
for the Preventive Action to be taken to ensure that the NCR does not
recur. This will be passed to the appropriate authority for that package
of work. This may be a member of the Design team.
When an NCR has been raised against subcontractor’s work, the
subcontractor will propose a Corrective Action, not later than week’s time,
which will be agreed by the contractor. Where appropriate the Design Team
may be involved in approving the Corrective Action on the NCR form or may use
an equivalent system, which is dealt with in the same manner.
Remedial work required will not be undertaken until the necessary
approvals have been granted. A copy of the NCR and Corrective Action will
be copied to the Q.S. Department for assisting in evaluating Monthly review of
rework costs.
Subcontractors will be required to operate a formal Non-conformance
system using their own approved documented system. Where this does not exist,
they will use the contractor system. The subcontractor will deal with
these internally in the same way as described previously.
8.4 Management Reviews:
A management review of the Project Quality Assurance Plan is performed
twice per year. The Project Leader and relevant management representatives
attend this. The detailed review agenda is based on the headings identified in
this quality plan, considering the results of audits, inspections,
non-conformances and personal experiences. Recommendations for process and/or
system improvements are identified through analyses of trends (e.g. repetitive
non-conformances). The Project Business Plan is also reviewed in order to
ensure that the document remains comprehensive and true to the stated strategy
for control of the Project. The minutes of the Management Review meetings are
recorded, and management actions assigned.
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