QC/02/001

Issue 1
GALAXY POLYMER ENGINEERING (PVT) Issue Date: June 26, 2021
LIMITED

PROCEDURE FOR QUALITY CONTROL

&
QUALITY ASSURANCE

Prepared & Approved

Reviewed By
By

Name Mr. Muhammad Bilal Name Abdul Rahman

Title Management Title CEO
Representative
Date 04/08/2021 Date 04/08/2021

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 QC/02/001
Issue 1
GALAXY POLYMER ENGINEERING (PVT) Issue Date: June 26, 2021
LIMITED

PROCEDURE FOR QUALITY CONTROL

&
QUALITY ASSURANCE

1. PURPOSE

To establish and maintain a documented procedure for the effective

control over the quality of product.

2. SCOPE

Applicable to all the quality control activities right from receiving till
delivery of the product.

3. RESPONSIBILITY
The QC department is responsible for directing the activities of this
procedure.

4 PROCEDURE

4.1 OPERATIONAL ASSESSMENT

Suppliers

4.1.1 The suppliers shall be monitored on the basis of price, quality & delivery
period (time) in providing adequate services.

4.1.2 Price, quality & delivery time shall be graded on a scale of 4 defined
below.

4 Excellent
3 Good
2 Satisfactory
1 Poor

4.1.3 For every supplier the points scored shall be added & divided by 12. The
formula is defined as

(Points Scored) х 100

12

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4.1.4 This would give a percentage, which is categorized as follows.

- 80% and above is A grade --Excellent

- 60-70% is B grade --Good
- 50-60% is C grade --Satisfactory
- Below 50% is D grade --Poor / Need Improvement

4.1.5 The “Supplier vendor assessment report” (SCM/04/018) shall be prepared

by the SCM/Quality department & reviewed & approved by C.E.O.

4.2 Receiving Inspection

4.2.1 As per approved policy QA department maintain a “List of items not
requiring test and inspection” (QA/04/012) and are directly being handover
to supply chain department SCMD after verifying essential requirement
vide purchase order SCM/04/006 such that quantity, description etc.
4.2.2 All items requiring inspection / test are being kept at Receiving Inspection
area “for inspection” and supplier’s documents are handed over to QA
department.
4.2.3 QA Inspector refer to “Work Instruction for Sampling Standard ABC-MIL-
105-D/E” (QA/3/002).
4.2.4 QA department generally apply normal Inspection by (ABC-STD-105D,
Table L) for all items which are not encompasses by the lists of suppliers
required reduce Inspection (ABC-STD-105D, table) and Tighten Inspection
(ABC-STD-105D, table M) as per lot size given in Sample size code letter
(Table K).
4.2.5 After inspection findings are recorded vide “Receiving Inspection Sheet”
(QC/04/001) and “GRN” (SCM/04/009) then reasons for rejection are
noted down in remarks column
4.2.6 Reasons for rejection are noted down in the remarks column i.e. whether
to re-work the product or sent it back to the supplier from incoming parts
rejection area
4.2.7 In case of rejection, “Supplier rejection monitoring sheet” (QA/04/013) or a
“Gate pass” (SCM/04/015) is being generated so that rejection could be
returned to supplier.
4.2.8 The vendor is subsequently informed of the rejected product or the
product is scrapped by “Quality defect report” (QA/04/014) generated by
QA department.

4.3 In-Process Inspection

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4.3.1 Inspector quality control shall be responsible for inspecting the quality of
the product (molding and assy.) on regular intervals by using work
inspection sheet (WIS) and record in “Daily In-process inspection sheet”
(QC/04/002) which shall be reviewed and approved by the MR/Manager.

4.3.2 In case of any problem occurs in production parts, supervisor/operator in

the presence of the Q.C Inspector makes adjustments in the
machine/process and inspect again before continuation of production.

4.3.3 The rejections produced during production are dumped in an appropriate

location from red bins on the shop floor clearly identified.

4.4.0 QUALITY ABNORMALITY

4.4.1 Definition of Quality Abnormality:

Deviation of value from its standard value is called Quality Abnormality.

4.4.2 Reference of Quality Abnormality Definition:

Galaxy Polymer Engineering team strictly follows the established definition

of the Quality Abnormalities as revealed in detail vide the Supplier’s
Quality Assurance Manual of M/s. Pak Suzuki Motor Company of Pakistan
and according to the requirement of other valued customer.

A
4.4.3 This definition has been classified in 3 categories as below.

a) Maru Part

Such problems which most likely will cause accidents or may result in
injury to the vehicle’s occupants and / or other road users.

b) Functional Abnormality

Such problems which may seriously affect sales, or which may seriously
affect function/s of vehicles.

c) General

Such problem which may sometime causes warranty claims and

complaints from customers or which will affect PSMC production process
and such problems for which improvements are required.

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4.5.0 Retroactive Inspection

4.5.1 Definition of Retroactive Inspection

At Galaxy Polymer Engineering the Retroactive inspection is deal as an

inspection conducted after an internal and external events or activities
already taken place. Retroactive inspection can serve several of our
purposes, including.

a) Reviewing Past Performance.

A retroactive inspection can be used to assess the performance of a

particular system, process, or activity. This can help identify areas for
improvement and help prevent future repetitive errors or issues.

b) Identifying Root Causes:

If an issue or problem has occurred a retroactive inspection can help

identify the root cause of the problem. This can help prevent similar issues
from occurring in the future.

c) Ensuring Compliance:

In some cases, retroactive inspection may be used to ensure that the

Galaxy Polymer Engineering as an organization and / or department and
individual within the department are complying with relevant laws,
regulation, or standards.

d) In general, overall retroactive inspection can be a valuable tool for

improving our performance, identifying issues, and ensuring compliance.
However, it is generally considered more effective to conduct inspections
and assessments proactively, rather than retroactively, in order to prevent
issues from occurring in the first place.

4.5.2 Whenever a problem occurs and reported during production / inspection

of part internally during process, the concern departmental supervisor /
operator in the presence of the Q.C Inspector make adjustments in the
machine / process and retroactive inspection criteria issue that leads to
unexpected change during production after retroactive inspection then
continuation of production.

4.5.3 Our technical team cross verified the similar problem previous lot/s, semi-
finished parts lying at production floor, finished products ready available in
stock of finished goods store as well as our technical representative also
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visit customer and supplier premises to inspect the available stock of the
respective previous lots in hand and collect to inspect 100% and take
necessary immediate measures to eliminate defective parts i.e.
“Suspected Lot”, such lot must be promptly identified and isolated from
other lots. This may involve sorting, rework or identification of the parts.
Retroactive inspection should also be done either the parts are in-process
at Supplier premises or at GPE.

4.5.4 Process Flow Diagram of Retroactive Process

1. Complaint Received

1.2. Inspection

2.1 Process
2.2 Semi Finished Product
2.3 Finished Goods Stores
2.4 Inspection of work-in-process for current lot
2.5 Inspection of FG at customer’s end
2.6.Inspection of Galaxy Parts at Customer Floor
2.7 Inspection of Stock at service center (Spare Parts Store)

5. Segregation

6. Rectification

3. Review of R&D Process

4. Post Rectification
InspectionReview of R&D
7. Process
Delivery & Inspection by Customer in presence of our
TECHNICAL TEAM Post Rectification Inspection
Review of R&D Process

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4.5 Final Inspection

4.5.1 After the completion of production Q.C inspector shall be responsible for
inspecting the quality of the production (Molding & Assy.) according to
main checkpoints as well as frequency of checking defined in work
inspection sheet (WIS).
4.5.2 Q.C Inspector refer to work Instruction for Sampling Standard ABC-MIL-
105-D/E (QA/03/002) for final inspection.
4.5.3 QA Department generally apply Normal Inspection (ABC-STD-105D,
Table L) for all items which are not encompasses by the lists of suppliers
required reduce Inspection (ABC-STD-105D, table N) and Tighten
Inspection (ABC-STD-105D, table M).
4.5.4 The results of inspection shall be recorded in the “Final Inspection Report”
(QC/04/003) stating the reasons of rejections in remarks column and their
subsequent countermeasures which shall be duly reviewed and approved
by the MR/Manager
4.5.5 Before dispatch to customer “Part Inspection report” (QC/04/005) shall be
made and deliver to customer with that report as per customer’s
requirement.
4.6 Customer Complaint Record
4.6.1 After getting the complaint details form and the samples from customers,
the QA department has to initiate the following things:
4.6.2 Create “Customer Complaint Record” (MR/04/020) and record details of
the complaint in it with defective part image.
4.6.3 Analyze the complaint & determine the investigation plan by cross
functional team.
4.6.4 Make sure any corrective action and countermeasure is taken to rectify
problems identified after completing analysis through root cause analysis
tools by cross functional team then “Quality defect report” (QA/04/011)
should be made.
4.6.5 The main focus of the procedure should be on quick resolution of
complaints. Depending on your company, this may include an apology for
late delivery, a face-to-face discussion with the customer, a refund,
compensation, exchange of product, etc.

4.7 Daily Scrap Report

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4.7.1 Inspector quality control shall be responsible for collecting the rejected
parts from red bins (Molding & Assy.), sort them and take the decision
whether that part can be rework or should be sent to scrap and crushing
then record it in “Daily Scrap & Crushing Report” (QC/04/005) which shall
be reviewed and approved by the QC manager.

4.7.2 The rejections produced during production are dumped in an appropriate

location on the shop floor clearly identified then finally dumped outside by
gate pass (SCM/04/015).

4.8 SOP for Rework/Reprocessing Procedure

4.8.1 A rework shall be proposed by the Production Manager to take a

corrective action when a product has failed to meet the specifications.
The reason shall be documented on this (for ref.) to avoid recurrence of
such incidences in future.

4.8.2 The QA Manager shall assess the risks of the rework process wide
PFMEA and further impact on product quality.

4.8.3 If in agreement he shall approve and if not he shall state reasons and an
alternative course is taken A notification shall be sent to the Finance
Department so that the extra cost incurred for the rework is captured and
cost benefit analysis conducted to assess viability of rework.

4.8.4 Confirmatory test shall be carried out by the QA Department to assess

whether the rework process has been a success.

4.8.5 Considerations when performing a rework: Reworking/reprocessing

operations must not be used to pass specification by mixing good quality
materials or products specifications or contaminated matter without further
processing to address the quality issue.

4.8.6 Where material to be reworked/reprocessed is to be added to a new

production batch, the maximum percentage of material allowed in each
has to be defined.

In case of non-conformance, Quality defect Report is Issued on following criteria:

4.9 Criteria for issuance of Quality Defect Report (QDR)

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4.9.1 Receiving Rejection:

 If a single defect / Lot5 is found in Maru-A parts during inspection.

 Occurrence of 5 or more defect / Lot 5 found In Functional / General Parts
during inspection.
 Occurrence of 1 defect / Lot 5 related to crack in sheet metal parts.

4.9.2 Line Rejection:

 If a single defect / lot5 is found in Maru-A part at Assembly Area.

 Occurrence of 5 defects / Lot 5 in Functional Part at Assembly Area.
 Occurrence of 10 defects / Lot 5 in General Part at Assembly Area.
 Occurrence of 1 defect / Lot 5 related to incomplete process.
 Occurrence of 1 defect / Lot 5 related to crack in sheet metal parts.

4.9.3 Warranty Claims:

 If a single defect found in Maru-A part.

 5 or more defects reported In Functional / General Parts at warranty claim
per month.

5.0 Supplier’s Failure Rules:

Preamble: Following supplier’s rules will be simultaneously applicable to

suppliers of Galaxy Polymer Engineering as well as Galaxy Polymer
Engineering technical teams them self as a supplier of Pak Suzuki Motor
Company.

All these supplier’s failure rules will be applicable to all defective parts and
sub-assemblies reported at any process / production stage within the system
of Galaxy Polymer Engineering, same within the sub-system suppliers, and
the Quality Abnormality occur at any process / assembly stages or during
Vehicle Inspection, PID, road testing, as well as reported to PSMC by their
end user within the warranty period.

a) Whenever in accordance with the above definition any sort of Quality

Abnormality detected by the team of supplier’s and or reported by
visiting team of Galaxy Polymer Engineering during their visit within
supplier premises, then the supplier should follow the following
procedure except the QDR reply.
b) Supplier will be implementing the countermeasures based on the
result of investigation to ensure Galaxy Polymer Engineering team

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that the same type of defects will not occur and will not delivered to
customer.
c) Where counter measure will be necessarily required to incorporate
changes in the parts, their respective procedures, it shall be done in
consultation with QA / PID / SCM departments of PSMC through
Galaxy Polymer Engineering team.
d) Supplier shall be remain responsible to think carefully and keeping in
mind the following points.
e) All counter measures will be closed after incorporating the change in
standard operating procedure, and documenting vide reaction plan in
the control plan and FMEA (Process) / FMEA (Design)
f) Supplier, shall must consider to think on KAIZEN objectively to design
and incorporate automation and or other fool proof devices to detect,
control and segregate the non-conformities in the production batches.
g) Supplier must go in “Horizontal Deployment” across their entire
product line and process across the organization. By Horizontal
Deployment GPEL has provided a comprehensive training to their
sub-system supplier as well as its own technical team engaged in
monitoring, controlling non-conformities at all levels within the
process control. Horizontal Deployment will be implemented if and
where technical team understand that the similar abnormality may
occur in other parts.
h) For criteria of the Investigation sub-system supplier and technical
team of Galaxy Polymer Engineering (As Sub-System Supplier of
PSMC) will refer SQAM (PID-MAN-001) Rev 1, January 2020, Chapter
15, “The Quality Abnormality Measures” page # 100 and shall conduct
all investigation according to these described workmanship criteria.

Quick Process Flow Diagram for handling Quality Abnormality:

Diagram # 1 (Applicable to GPEL and its sub-system suppliers)

Standard route and path of quality abnormalities
Incoming Inspection In-process Inspection Final Inspection Customer Complaints QA

Diagram # 2 (Applicable to GPEL and its sub-system suppliers)

Standard route and path of quality abnormalities
OTS Development OTS Evaluation at Pilot Lot Evaluation Pilot Lot Evaluation QA
at GPEL End PSMC on GPEL parts at GPEL End at GPEL End

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6.0 Related Documents

Work Instruction for sampling standards ABC-MIL-105-D/E QA/03/002

7.0 Related Records

Receiving Inspection Sheet QC/04/001

In process Inspection Sheet (Assy. & Molding) QC/04/002
Final Inspection Report (Assy. & Molding) QC/04/003
Daily Scrap & Crushing Report QC/04/004
Inspection Report QC/04/005
Quality Defect Report QA/04/011
List of Item not requiring Inspection/test QA/04/012
Supplier Rejection Monitoring Sheet QA/04/013
Customer Complaint Record MR/04/020
Supplier vendor assessment report SCM/04/018
Gate Pass (Non-Returnable) SCM/04/015
Normal Inspection (ABC-STD-105D) Table L
Reduce Inspection (ABC-STD-105D) Table N
Tighten Inspection (ABC-STD-105D) Table M

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