QUALITY MANUAL

CLIENT INTERNAL
DOCUMENT NO. PP-PD-001
REVISION 02

Originator Reviewed Approved

INITIALS &
L.T Mathe
SURNAME
DESIGNATION Quality Assurance Welding Inspector Managing Director

DATE 24/10/2024 15/02/2022 15/02/2022

CLIENT INTERNAL
DOCUMENT NO. PP-PD-001
REVISION 02

Originator Reviewed Approved

INITIALS &
L.T Mathe
SURNAME
DESIGNATION Quality Assurance Welding Inspector Managing Director

DATE 24/10/2024 15/02/2022 15/02/2022

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Procedure Management

Revision History

Re Date Nature of Changes Approved Initial

v by
00 05/01/2021 Issued for Review
01 05/01/2021 Issued for Approval
02 15/02/2022 Internal Audits Section Revised

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Table of Contents
1. Scope.................................................................................................................................... 6
2. Normative Reference Documents......................................................................................... 7
3. Definitions:........................................................................................................................... 8
4. Context of the Organisation.................................................................................................. 9
4.1 Understanding the Organisation and its Context...........................................................9
4.2 Understanding the Needs and Expectations of Interested Parties..................................9
4.3 Determining the Scope of the QMS................................................................................9
4.3.1. Scope Statement.......................................................................................................................9
4.3.2. Facilities Applicable to the Quality Management System.........................................................9
4.3.3. Applicability:...........................................................................................................................10
4.3.4. Policy Statement:....................................................................................................................10
4.4 Quality Management System and its Processes...........................................................11
5. Leadership.......................................................................................................................... 12
5.1 Leadership and Commitment.......................................................................................12
5.1.1. General...................................................................................................................................12
5.1.2. Customer Focus......................................................................................................................13
5.2 Policy........................................................................................................................... 14
5.2.1. Establishing the Quality Policy................................................................................................14
5.2.2. Communicating the Quality Policy..........................................................................................14
5.3 Organisational Roles, Responsibilities and Authorities.................................................14
6. Planning.............................................................................................................................. 16
6.1 Actions to Address Risks and Opportunities.................................................................16
6.2 Quality Objectives and Planning to Achieve them........................................................16
6.3 Planning of Change...................................................................................................... 17
7. Support............................................................................................................................... 19
7.1 Resources.................................................................................................................... 19
7.1.1. General...................................................................................................................................19
7.1.2. People.....................................................................................................................................19
7.1.3. Infrastructure..........................................................................................................................20

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7.1.4. Environment for the Operation of Processes..........................................................................20

7.1.5. Monitoring and Measuring Resources....................................................................................21
7.1.6. Organisational Knowledge......................................................................................................21
7.2 Competence................................................................................................................ 22
7.3 Awareness................................................................................................................... 22
7.4 Communication............................................................................................................ 22
7.5 Documented Information.............................................................................................23
7.5.1. General...................................................................................................................................23
7.5.2. Creating and Updating............................................................................................................23
7.5.3. Control of Documented Information......................................................................................24
8. Operation............................................................................................................................ 25
8.1 Operational Planning and Control................................................................................25
8.2 Requirements for Products and Services......................................................................27
8.2.1. Customer Communication......................................................................................................27
8.2.2. Determining the Requirements Related to Products and Services.........................................27
8.2.3. Review of Requirements Related to Products and Services....................................................28
8.2.4. Changes to Requirements for Products and Services..............................................................28
8.3 Design and Development of Products and Services.....................................................28
8.3.1. General...................................................................................................................................28
8.3.2. Design and Development Planning.........................................................................................29
8.3.3. Design and Development Inputs.............................................................................................29
8.3.4. Design and Development Controls.........................................................................................30
8.4 Control of Externally Provided Processes, Products and Services.................................32
8.4.1. General...................................................................................................................................32
8.4.2. Type and Extent of Control.....................................................................................................32
8.4.3. Information for External Providers.........................................................................................33
8.5 Production and Service Provision.................................................................................33
8.5.1. Control of Production and Service Provision...........................................................................33
8.5.2. Identification and Traceability................................................................................................34

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8.5.3. Property Belonging to Customers or External Providers.........................................................35

8.5.4. Preservation............................................................................................................................35
8.5.5. Post-delivery Activities............................................................................................................35
8.5.6. Control of Changes..................................................................................................................35
8.6 Release of Products and Services.................................................................................36
8.7 Control of Non-Conforming Outputs.............................................................................36
9. Performance Evaluation...................................................................................................... 37
9.1 Monitoring, Measurement, Analysis and Evaluation.....................................................37
9.1.1. General...................................................................................................................................37
9.1.2. Customer Satisfaction.............................................................................................................37
9.1.3. Analysis and Evaluation..........................................................................................................38
9.2 Internal Audit............................................................................................................... 39
9.3 Management Review.................................................................................................... 39
10. Improvement................................................................................................................... 40
10.1 General........................................................................................................................ 40
10.2 Non-conformity and Corrective Action.........................................................................40
10.3 Continual Improvement............................................................................................... 41
Annexure: Interaction between Processes.................................................................................43

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1. SCOPE

NEW GROUP ENGINEERING AND DESIGN has developed and implemented a QMS in order to
document the company’s best business practices, better satisfy the requirements and
expectations of its customers and improve the overall management of the company.

The QMS of NEW GROUP ENGINEERING AND DESIGN meets the requirements of the ISO
9001:2015 international standard. This manual is divided into ten (10) main sections. Each
section contains specific information relating to the procedures that defines the methods used
to implement the necessary requirements.

This manual describes the Quality Management System, defines authorities, inter relationships
and responsibilities of the personnel responsible for performing within the system. The manual
also provides procedure references for all activities including the Quality Management System
to ensure compliance to the necessary requirements of the standard.

The purpose of this manual is to provide comprehensive evidence to all customers, external
providers and employees of what specific controls are implemented to ensure service and
product quality. This manual also governs the creation of quality related documents. It will be
revised, as necessary, to reflect the quality system currently in use. It is issued on a controlled
copy basis to all employees and on an uncontrolled copy basis to customers and external
providers. It may be issued to customers on a controlled copy basis upon customer request.

NEW GROUP ENGINEERING AND DESIGN uses the process approach within ISO 9001:2015. This
means that we will establish the company’s processes to operate as an integrated and
complete system. The following will show how this will be done:

 The management system integrates processes and measures to meet objectives.

 Processes define interrelated activities and checks, to deliver intended outputs.

 Detailed planning and controls can be defined and documented as needed, depending
on the organisation’s context.

The three points above form an integral part of the ISO 9001:2015 standard. Risks that may
impact on objectives and results must be addressed by the management system. Risk-based
thinking is used throughout the process approach to:

 Decide how risk (positive or negative) is addressed in establishing the processes to

improve process outputs and prevent undesirable results.

 Define the extent of process planning and controls needed (based on risk).

 Improve the effectiveness of the quality management system.

 Maintain and manage a system that inherently addresses risk and meets objectives.

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To achieve the above, the PDCA tool will be used to help. The PDCA stands for:

 P - Plan: Set the objectives of the system and processes to deliver results (“What
to do” and “how to do it”).

 D - Do: Implement and control what was planned.

 C - Check: Monitor and measure processes and results against policies, objectives
and requirements and report results.

 A - Act: take actions to improve the performance of processes.

PDCA operates as a cycle of continual improvement, with risk-based thinking at each stage:

Note: Numbers in brackets refer to the clauses in the ISO 9001:2015 International Standard.

2. NORMATIVE REFERENCE DOCUMENTS

ISO 9001:2015 Quality Management Systems – Requirements.

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3. DEFINITIONS:
The definitions listed below are frequently used to describe NEW GROUP ENGINEERING AND
DESIGN quality system:

Clause ISO 9001:2015 specific quality management system requirement.

Customer Any company or person that receives product or service from us.

Document Information and its supporting medium.

Organisation NEW GROUP ENGINEERING AND DESIGN

Non-conformity Situation where a requirement was not fulfilled.

Procedure Specified way to carry out an activity or a process.

Set of interrelated or interacting activities that use inputs to deliver an

Process
intended result.

QMS Quality Management System.

Record Document stating results achieved or evidence of activities performed.

Specification Document stating requirements.

External provider Any company or person that provides a product or service to us.

Management Department managers

 “shall” indicates a requirement.

Verbal forms used  “should” indicates a recommendation.
 “may” indicates permission.
 “can” indicates a possibility or a capability.

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4. CONTEXT OF THE ORGANISATION

4.1 Understanding the Organisation and its Context

NEW GROUP ENGINEERING AND DESIGN has reviewed and analysed key aspects of itself and
its stakeholders to determine the strategic direction of the company. This involves:

 Understanding our core products and services, and scope of management system as
described in 4.3 below.

 Identifying “interested parties” who receive our products and services, or who may be
impacted by them, or those parties who may otherwise have a significant interest in our
company.

 Understanding internal and external issues that are of concern to NEW TEAM
ENGINEERING and its interested parties. Many such issues are identified through an
analysis of risks facing either NEW TEAM ENGINEERING or the interested parties. Such
issues are monitored and updated as appropriate and discussed as part of management
reviews.

This information is used by senior management to determine the company’s strategic direction.
This is defined in records of management review and updated as conditions and situations
change. Understanding the Needs and Expectations of Interested Parties
NEW GROUP ENGINEERING AND DESIGN values interested parties whose requirements affect
our quality management system and our products or services. Management is committed in
identifying who our interested parties are and their requirements which will affect us. We will
identify interested parties and their requirements which affect our QMS at our management
review meetings.
4.2 Determining the Scope of the QMS

1.1.1. Scope Statement

Based on an analysis of 4.1 above; issues of concern, interests of stakeholders, and in

consideration of its products and services, NEW GROUP ENGINEERING AND DESIGN has
determined the scope of the management system as follows:

Scope of the Company

NEW GROUP ENGINEERING AND DESIGN (Pty) Ltd

 Design, Fabrication & Manufacture of pressure vessels.

 Piping and Installation of Pressure equipment

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Facilities Applicable to the Quality Management System

The quality system applies to all processes, activities and employees within the company. The
facility is located at:

Address:
Phone:
Web:

1.1.2. Applicability:

All sections of the ISO 9001:2015 is applicable to NEW GROUP ENGINEERING AND DESIGN
Management Services.

1.1.3. Policy Statement:

NEW GROUP ENGINEERING AND DESIGN accepts responsibility for the complete satisfaction of
its customers. We exercise this responsibility through adequate training of our employees,
adherence to procedures, total commitment to meeting and exceeding customer requirements,
and maintaining a company culture that promotes continuous improvement. For NEW GROUP
ENGINEERING AND DESIGN quality means understanding who the customer is, what the
customer expectations are, and meeting those expectations without error, on time, every time.

This manual is prepared for the purpose of defining the company’s interpretations of the ISO
9001:2015 international standard, as well as to demonstrate how the company complies with
that standard.

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4.3 Quality Management System and its Processes

As discussed in 1 above, NEW GROUP ENGINEERING AND DESIGN is using the process approach
for its QMS. Thus, all main processes within the organisation is identified and managed. This
will reduce the potential for any non-conforming products or services discovered during the
final processes or after delivery. All the processes needed for the quality management system
will be identified by using Applicable inputs and outputs.

 Process owner(s).

 Applicable responsibilities and authorities.

 Applicable risks and opportunities.

 Critical and supporting resources.

 Criteria and methods employed to ensure the effectiveness of the process.

 Quality objectives related to that process.

The main processes that have been identified are:

 Operations
 Human Resources
 Purchasing
 Administration
 Quality Control
 Material Handling
 Safety

The Process Description Form for each process will be retained as per the record procedure as
well as reviewed periodically in the Management Review Meetings.

All processes performed by a third party is considered to be outsourced processes and will be
controlled on the Outsourced Processes Procedure. The type and extent of control to be applied
to the outsourced process take into consideration:

 The potential impact of the outsourced process on the organizations ability to provide
product/service that conforms to requirements,

 The degree to which the control for the process is shared, and

 The ability of reaching the necessary control through the purchasing contract
requirements.

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5. LEADERSHIP

5.1 Leadership and Commitment

1.1.4. General

Management at NEW GROUP ENGINEERING AND DESIGN have been actively involved in
implementing the Quality Management System. They have provided the vision and strategic
direction for the growth of the Quality Management System; established quality objectives as
well as the quality policy. To continue to provide direction, show commitment to the
improvement of the Quality Management System and to provide evidence of its leadership and
commitment.

Management will do the following:

 Communicating to the organisation the importance of meeting customer, regulatory,

and legal requirements;

 Establishing and documenting the quality policy and quality objectives as described in
the Management Review Procedure;

 Conducting management reviews as described in the Management Review Procedure;

 Ensuring the availability of necessary resources; and

 Evaluating personnel, training needs, equipment and environment for the operation of
processes to ensure the proper availability of resources to accomplish the goals and
objectives of the quality management system (Clause 7.0) during each Management
Review meeting.

 Taking accountability of the effectiveness of the management system;

 Ensuring that the quality policy and quality objectives are established for the
management system and are compatible with the strategic direction and the context of
the organization;

 Ensuring that the quality policy is communicated, understood and applied within the
organization;

 Ensuring the integration of the management system requirements into the

organization’s other business processes, as deemed appropriate (see note);

 Promoting awareness of the process approach;

 Ensuring that the resources needed for the management system are available;

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 Communicating the importance of effective quality management and of conforming to

the management system requirements;

 Ensuring that the management system achieves its intended results;

 Engaging, directing and supporting persons to contribute to the effectiveness of the

management system;

 Promoting continual improvement; and

 Supporting other relevant management roles to demonstrate their leadership as it

applies to their areas of responsibility.

Note: “business processes” such as accounting, employee benefits management and legal
activities are out of scope of the QMS.

1.1.5. Customer Focus

NEW GROUP ENGINEERING AND DESIGN has established, through its quality policy, the need to
meet requirements and continually improve its products or services. Quality objectives are
reviewed for continuing suitability and communicated as appropriate to every department of
NEW TEAM ENGINEERING Management Services.

Management of NEW GROUP ENGINEERING AND DESIGN ensures that customer needs and
expectations are determined, converted into requirements, and fulfilled with the aim of
meeting or exceeding those expectations. Due consideration is given to product, service
regulatory and legal requirements.

Management will ensure that product conformity and on-time delivery performance are
measured and that appropriate actions are taken if planned results are not, or will not be,
achieved.

The specific needs and risks of our customers are determined through continual verbal and
written communications, as well as periodic visits to their facilities to better understand their
individual processes.

It is the responsibility of all personnel that interface with customers to access stated or implied
needs and risks; and bring them to the attention of Management so that they may be
addressed. To continually improve, all departments within NEW GROUP ENGINEERING AND
DESIGN also monitors, measures, and analyses customer satisfaction throughout the business
cycle.

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5.2 Policy

1.1.6. Establishing the Quality Policy

Management have developed the Quality Policy for NEW GROUP ENGINEERING AND DESIGN
that is appropriate to the purpose and context of the organisation and supports its strategic
direction. The quality policy provides a framework for setting the quality objectives, includes a
commitment to satisfy applicable requirements as well as a commitment to continual
improvement of the quality management system.

1.1.7. Communicating the Quality Policy

The Quality Policy is displayed throughout the company and is available for all staff members
and interested parties to view. The Policy also forms part of the induction process whereby it is
communicated and explained to new staff members. The policy will be assessed on an annual
basis for its effectiveness and continued suitability during the Management Review Meeting –
or more frequently should there be significant changes impacting on the Management System.

5.3 Organisational Roles, Responsibilities and Authorities

Management of NEW GROUP ENGINEERING AND DESIGN has defined business functions and
their interrelations within the organisation, including responsibilities and authorities; and those
are communicated in order to facilitate effective quality management.

Job descriptions define the responsibilities and authorities of the positions in NEW GROUP
ENGINEERING AND DESIGN and which are reviewed and approved by Management for
adequacy. These documents are available throughout the organisation to help employees
understand the responsibilities and authorities.

NEW GROUP ENGINEERING AND DESIGN ensures the responsibility, authority and
interrelationship of personnel who manage, perform, and verify work affecting quality is
defined and documented, particularly for personnel who need the organisational freedom and
authority to:

 Initiate action to prevent the occurrence of any non-conformance relating to service,

process, and Management Systems,

 Identify, report and record any problems relating to the service, process, and
Management System,

 Initiate, recommend, or provide solutions through designated channels,

 Verify the implementation of solutions,

 Control further processing, delivery or installation of non-conforming product/service

until the deficiency or unsatisfactory condition has been corrected.

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 Ensuring that the management system conforms to applicable standards.

 Ensuring that the processes are delivering their intended outputs.

 Providing opportunities for improvement for the management system.

 Ensuring the promotion of customer focus throughout the organisation.

 Ensuring that the integrity of the management system is maintained when changes are
planned and implemented.

Core responsibilities are detailed below. Individual responsibilities are defined per the Job
Descriptions.

The Managing Director:

Is ultimately responsible for quality of service delivery and ensuring all Company employees
are aware of the Company's Quality Policy. Responsibilities include the following:

Establishing the long-term strategy and policy for the company’s operations.

Ensuring that the company has the competence and resources to fulfil its business and
management system objectives, and to deliver against the agreed strategy.
Monitoring, measurement, analysis, review and improvement of the performance of the
company’s operations against the core measurable quality objectives, and against the overall
company objectives.
Health & Safety as defined within the company Health & Safety Policy.
Personnel / provision of adequate resources.

Operations Manager:

General management of the Sasolburg operations. (including the ‘’buy, make, sell’’ structure for a
manufacturing company)
Oversee the management of personal, materials and equipment

Ensure compliance with all statutory requirements including and not limited to the QC
department.
Assume legal accountable in terms of the appointment of the 16.2.
Ensure all welding registers are updated and maintained.
Compile all data welding packs for sign off and certification.
Manage profit / loss statement.
Prepares product functional specifications to project or customer specifications.

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Admin Contracts Manager:

Management of client’s contracts to ensure compliance with all terms and conditions.
Preparing of quotations and estimates for each job as per JCE process.
Manage the complete change order processes, end-to-end.
Planning and coordinate of work order, specifically with regards to service providers.
Manage the administrator position and all related functions.
Administrator:
Management of employee timesheets and related processes.
Verification and submission of all documentation as per Sasol audit and related processes.
Submission of invoices and required documents on the Sasol Ariba system.
Verification of supply invoices for payment.
Foreman:

Scoping of all potential work for the client as per JCE process including finalising and submission of
actual quotes.
Planning and coordination of all accepted quotations and PO’s. Manage PDA’s and risk
assessments.
Manage pre-fabrication process with regards to material, personal, service providers.
Manage QCP and shop release processes.
Manage installation on site. PDA’s, site risk, schedule, personal and service providers.
Manage QCP process and final field weld packs.
Sign off by client and finalising of invoices.
QA / QC:
Manage the QC/QA department.
Ensure ALL QC/QA requirements for the company and all contracts are met.
Manage the QC/QA department.
Ensure welding QC file is update and maintained.
Ensure all welding registers are updated and maintained.
Compile all data welding packs for sign off and certification.

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Ensure that hours for QC department are allocated on all invoices for specific jobs / PO’s,
submitted to the client.
Purchasing & Procurement Department:

Oversee all processes related to the management of vendors of the company.

Participate in contract negotiations and placement of orders.
Oversee the management of inventory as well as the materials controller.
Verification of supply invoices for payment and ensure that all relevant certification is received
from suppliers.
Return of ALL materials that do not meet the required specification.
HR Department:

Defines personnel qualification requirements.

Implements training programs and maintains training records.

Health and Safety:

Overall accountability for ALL HSE requirements for the company.

Develop and implement all HSE policies, systems and processes required for the company.
Develop specific SHE plans, and risk assessments as required.
Auditing, monitoring, tracking and reporting of all SHE statistics including that of services
providers as agreed.
Ensure compliance of all HSE standards as per company register.
Site visit to ensure all HSE standards are being met on site.
Assist with all ISO 450001 2018 requirements.

Material Controller:
Oversee all processes related to the management of materials, coordination of deliveries, receipt
of goods.
Management of inventory.
Manage all material certifications in accordance with the client’s requirements (physical and
electronic).
Rejection of ALL materials that do not meet the required specification
Employees:

It is the duty of all employees to act within the legal responsibilities imposed upon them and
the company Quality Policy.

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All employees are to be familiar with all policies and procedures of the company.

Reporting to Management on the performance of the quality management system and any
need for improvement;

Ensuring the promotion of awareness of customer requirements;

Acting as liaison with external parties on matters relating to the quality system;

Resolve matters pertaining to quality issues; and

Organisational freedom and unrestricted access to Management to resolve quality

management issues.

6. PLANNING

6.1 Actions to Address Risks and Opportunities

NEW GROUP ENGINEERING AND DESIGN considers risks and opportunities when taking actions
within the management system, as well as when implementing or improving the management
system.

Risks and opportunities are managed in accordance with the Risk Management Procedure .

Note: NEW GROUP ENGINEERING AND DESIGN differs somewhat from the approach towards
risk and opportunity presented in ISO 9001. Instead, the organisation views “uncertainty” as
neutral, but defines “risk” as a negative effect of uncertainty, and “opportunity” as a positive
effect of uncertainty. NEW TEAM ENGINEERING has elected to manage risks and opportunities
separately, except where they may overlap. Formal risk management may not be utilized in all
instances; instead, the level of risk assessment, analysis, treatment and recordkeeping will be
performed to the level deemed appropriate for each process, circumstance or application.

6.2 Quality Objectives and Planning to Achieve them

The Management of NEW GROUP ENGINEERING AND DESIGN establishes annual key initiatives
that include quality objectives Quality Objectives . These objectives will be documented and
are established via the management review procedure.

The quality objectives will be communicated to all levels of the organisation. Quality objectives
are measurable, include business performance indicators reflecting requirements for products
or services, and are consistent with the quality policy, including the commitment to continuous
improvement. The objectives shall be monitored within all levels of the organisation and if any
concerns arise, Management will resolve the issues as soon as possible.

Classification of Quality Objectives

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Quality objectives are classified into the following four categories:

Policy objectives:

Are there principal, strategic objectives that apply to the entire organisation? They are
normally included in the quality policy itself; if not, they are communicated via memorandum.
Policy objectives are developed by Management and approved by the Management.

Quality performance objectives:

Are objectives that set specific targets for measuring and improving performance to ensure
product quality and customer satisfaction. They apply to all functions that have direct
responsibility for service quality.

Product quality objectives:

Are objectives that pertain to the improvement of product and service?

Quality system objectives:

Are objectives that pertain to the improvement of quality system processes and performance?

6.3 Planning of Change

NEW GROUP ENGINEERING AND DESIGN management has ensured that:

 The planning of the quality management system is carried out in order to meet the
requirements given in clause 4.4.

 Management has identified and planned the resources needed to achieve its quality
objectives and the results are documented in management reviews.
 The integrity of the quality management system is maintained when changes to the
quality management system are planned and implemented with drafts of the proposed
changes circulated to interested parties.

The Process Description Forms identifies the main processes of the Quality Management
System and is documented in the form of references to associated Quality Procedures. Changes
to any process will be in accordance with the Planning of Change Procedure .

The Core Business Processes represent how NEW GROUP ENGINEERING AND DESIGN turns
opportunity into profitable outcomes. Its effectiveness is maintained and enhanced by Support
Processes. The identified Core and Support business processes are indicated in the figure
below.

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Each process has a process owner who has the prime responsibility for ensuring that the
process:

 Achieves its objectives, and

 Is under continual review for improvement.

The Quality Management System is assessed for on-going suitability and effectiveness during
management review meetings. Quality planning includes:
 The purpose of the changes that will be made, including their potential consequences.

 The integrity of the QMS.

 The availability of resources.

 The allocation or reallocation of responsibilities and authorities.

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7. SUPPORT

7.1 Resources

1.1.8. General

The required resources for implementation and improvement of the quality system, and for
addressing customer satisfaction, may include any of the following: external providers,
information, infrastructure, environment for the operation of processes, and financial funds.
The principal means for determining and communicating resource requirements are
management reviews of the quality system.

Responsibilities for Determination of Required Resources

Management affected by the quality system are responsible for determining resource
requirements for the implementation and improvement of the system as well as for the
identified processes. Resource allocation is done with consideration of the capability and
constraints on existing internal resources, as well as needs related to external provider
expectations.

Provision of Resources

 Management has the responsibility and authority for provision of resources.

 Resources for designated activities are integrated with the process of defining and
initiating the activity. They may take the form of personnel assignments, allocation of
space or equipment, training, procurement decisions, budgets, etc.
 Allocation of resources may be documented in the quality manual, operational
procedures, and minutes of meetings, memoranda, or any other form. Approvals of
resource allocations may also be communicated verbally.
 These resources are assessed and reviewed on a periodic basis consistent with annual
and strategic business planning activities.

1.1.9. People

Management is responsible for providing sufficient employees for the effective operation of the
management system, as well as for its identified processes. Employees performing work
affecting product quality are competent on the basis of appropriate education, training, skills
and experience. The Training Procedure defines the activities in detail.

Training and subsequent communication ensure that staff are aware of:

 The quality policy;

 Relevant quality objectives;

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 Their contribution to the effectiveness of the management system, including the

benefits of improved performance;

 The implications of not conforming with the management system requirements.

1.1.10. Infrastructure

Management of NEW GROUP ENGINEERING AND DESIGN identifies, provides and maintains the
facilities and infrastructure it needs to achieve product and service quality, including:

 Workspace and associated facilities, including utilities;

 Process equipment, hardware and software;

 Supporting services such as telephone, computer networks, etc.
To ensure that NEW GROUP ENGINEERING AND DESIGN infrastructure is suitable for achieving
conformance to requirements, NEW GROUP ENGINEERING AND DESIGN has developed a Facility
Management Procedure . As new infrastructure requirements arise, they will be documented in
as per the Facility Management Procedure. Existing infrastructure is maintained to ensure
product conformity as per the Preventive Equipment Maintenance Procedure . Equipment used
for critical measurement activities, such as inspection and testing, will be controlled via the
Control of Measurement and Monitoring Resources Procedure.

Note: Calibration and measurement traceability is not employed for all measurement devices.
Instead, NEW TEAM ENGINEERING determines which devices will be subject to calibration
based on its processes, products and services, or in order to comply with specifications or
requirements. These decisions are also based on the importance of a measurement, and
considerations of risk.

1.1.11. Environment for the Operation of Processes

An environment for the operation of processes suitable for achieving product conformance is
maintained. Requirements are determined during quality planning and documented in
procedures, work instructions or job documentation. The environment for the operation of
processes is managed for continuing suitability.
Data from the quality system is evaluated to determine if the environment for the operation of
processes is sufficient for achieving product conformance, or if preventive or corrective action
related to the environment for the operation of processes is required.
NEW GROUP ENGINEERING AND DESIGN has implemented and maintains a Facility
Management Procedure to manage the human and physical factors of the environment for the
operation of processes that are necessary for achieving conforming product. Such factors
include, but are not limited to:
 Safety and ergonomics;

 Light;

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 Cleanliness;

 Heat and humidity, temperature and weather;

 Space; and

 Language.

Human factors are considered to the extent that they directly impact on the quality of products
and services.
Note: Social, psychological and safety aspects of the environment for the operation of
processes are managed through activities outside of the scope of the management system.
Only environment for the operation of processes aspects which can directly affect process
efficiency or product and service quality are managed through the management system.

1.1.12. Monitoring and Measuring Resources

NEW GROUP ENGINEERING AND DESIGN ensures that the monitoring and measurement
activities are identified, and that the necessary monitoring and measuring devices are available
to assure conformance of the product to specified requirements. NEW TEAM ENGINEERING
Control of Monitoring and Measuring Resources Procedure are used to control measuring and
monitoring devices so that measurement capability is consistent with the measurement
requirements. Measuring and monitoring devices:

 Are calibrated and or verified and adjusted periodically or prior to use against devices
traceable to the international or national standards;

 Are safeguarded from adjustments that would invalidate the calibration;

 Are protected from damage and deterioration during handling, maintenance and
storage;
 Have the results of their calibration recorded. Records of the results of calibration and
verification are maintained;
 Have the validity of previous results re-assessed if they are subsequently found to be
out of calibration and corrective action is taken;
 Software used for monitoring of specified requirements is validated according to defined
guidelines prior to release for use in production, installation, and servicing.

1.1.13. Organisational Knowledge

NEW GROUP ENGINEERING AND DESIGN determines the knowledge necessary for the operation
of its processes and to achieve conformity of products and services. This may include
knowledge and information obtained from:

 Internal sources, such as lessons learned, feedback from subject matter experts, and/or
intellectual property;

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 External sources such as standards, academia, conferences, and/or information

gathered from customers or external providers.

This knowledge shall be maintained and made available to the extent necessary. When
addressing changing needs and trends, NEW TEAM ENGINEERING shall consider its current
knowledge and determine how to acquire or access the necessary additional knowledge.

7.2 Competence

To ensure competence of NEW GROUP ENGINEERING AND DESIGN personnel, job descriptions
have been prepared identifying the qualifications required for each position that affects
conformity to product requirements.
Qualifications include requirements for education, skills and experience. Appropriate
qualifications, along with required training, provide the competence required for each position
at NEW GROPU ENGINEERING AND DESIGN Management Services.
NEW GROUP ENGINEERING AND DESIGN identifies training needs and provides for the training
of all personnel performing activities affecting quality. Personnel performing specific assigned
tasks are qualified on the basis of appropriate education, training, observed skills, and
experience, as required.
A training matrix is prepared and scheduled annually with periodic updates. Training is
provided either on or off the job, internally or externally, as appropriate. The on-going
effectiveness of training is periodically assessed by observation, proficiency testing or other
appropriate means.
NEW GROUP ENGINEERING AND DESIGN ensures that its personnel are aware of the relevance
and importance of their jobs and how they contribute to the achievement of the quality
objectives. NEW GROUP ENGINEERING AND DESIGN securely retains duplicate copies of
training records in the form of attendance sheets, certificates of proficiency and /or completion
for all employees. The Training Procedure implements the above policies.

7.3 Awareness

Employees of NEW GROUP ENGINEERING AND DESIGN are made aware of the quality policy
and quality objectives during the annual induction of the organisation. Awareness will include
the contribution to the effectiveness that employees have on the QMS as well as not
conforming with the QMS requirements. Any changes that are made on the QMS after or before
the annual induction is done, will be explained to employees during meetings.

7.4 Communication

NEW GROUP ENGINEERING AND DESIGN communicates information regarding the quality
management system processes and their effectiveness through documented training, internal
audit reports and continual improvement processes as per the Internal Communication
Procedure

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NEW GROUP ENGINEERING AND DESIGN does a great deal of communication by e-mail and
memos. Management meetings are often held, and anyone in management can call a meeting.
All managers and supervisors are responsible for establishing regular formal and informal
communications as needed to convey to their employees the relevance and importance of their
activities; typically, this information is conveyed through staff meetings. Communications
regarding how employees contribute to the achievement of objectives is also conveyed and
reinforced during employee performance reviews.

7.5 Documented Information

1.1.14. General

NEW GROUP ENGINEERING AND DESIGN quality system documentation is comprised of:

 This Quality Manual and all the procedures required to support ISO 9001:2015 standard
requirements.

 Documented procedures and records required by applicable standards and regulations.

 NEW GROUP ENGINEERING AND DESIGN has written in its quality manual, a quality
policy and procedures as appropriate to its size, type and complexity and it is available
to all employees.
 NEW GROUP ENGINEERING AND DESIGN has prepared and maintains a controlled
quality manual that defines the scope of its activities and justified any exclusions
supported by referenced documented procedures and how the procedures operate.
 Procedures are in place for the identification, storage, retrieval, protection, retention
time and disposition of quality records.
 Documents, including records, determined by the organisation to be necessary to
ensure the effective planning, operation, and control of the processes.
 Competence of personnel performing the tasks.
 Documents are maintained on various media such as paper, electronic, video, etc.

The quality management system is maintained, updated, continually improved and approved
as each department seeks better business practices. The status of the documents is identified,
and they are legible and retrievable and located where required within the organization.

Where documents originate from outside NEW GROUP ENGINEERING AND DESIGN they are
identified, and their distribution controlled. Obsolete documents are clearly identified to
prevent unintended use. NEW GROUP ENGINEERING AND DESIGN employees have been trained
on:

 Which procedures apply to them,

 How to access those procedures,

 How to apply them to their job function, and

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 How to report related results.

1.1.15. Creating and Updating

When documents are updated, revised and created the document owner will ensure that:

 All documents include a title, date, author and reference number.

 Ensuring that all documents is in English.

 Approved by correct Management representative.
 Is in accordance with the Control of Documents Procedure.

1.1.16. Control of Documented Information

All quality management system documents are controlled according to the Control of
Documents Procedure which defines the process for:

 Approving documents for adequacy prior to issue;

 Reviewing and revising as necessary and re-approving documents;

 Ensuring that changes and current revision status of documents are identified;
 Ensuring that relevant versions of applicable documents are available at points of use;
 Ensuring that documents remain legible and readily identifiable;
 Ensuring that documents of external origin are identified, and their distribution
controlled;
 Preventing the unintended use of obsolete documents.

NEW GROUP ENGINEERING AND DESIGN uses standard forms and a local area network
computer system which are updated as required. Documents which must be controlled include
but are not limited to the following examples:

 Quality manual

 Quality Procedures

 Policies

 Quality Records.

 Quality Forms.

Quality controlled documents are identified with a document name and document number:

 Quality Procedures are prefixed QPD

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 Process Maps are prefixed PM, and

 Forms are prefixed QF.

The Master Document Index contains a complete list of documents.

Records stored in electronic form are backed up and stored. Records are available for review by
customers and regulatory authorities as specified in contracts and statutory requirements.
Management is authorized to release records to external authorities when required.

Records established to provide evidence of conformity to the requirements specified by the

standard, customer requirements and of the effective operation of the quality management
system are formally controlled through the application of the Control of Records Procedure .

Records which are controlled is listed in the Quality Records Matrix

Quality records are in the form of any type of media and:

 Are maintained to demonstrate conformance to specified requirements and the effective

operation of the quality system.

 Are legible, and readily retrievable.

 Are stored in suitable environment to prevent damage or deterioration and to prevent

loss.

 Disposition of records is maintained.

Where required, quality records also include traceability information:

 Records are established by personnel performing the task, operation, or activity the
results of which need to be recorded. Records are dated; and identify the product,
person, or event to which they pertain.

 Records are indexed and grouped to facilitate their retrieval. Cabinets, binders,
computer disks, and other storage media containing records are clearly labelled with
identification of their content.
 Records are normally stored by the same department that initially established the
record. Records are stored in dry and clean areas, and electronic records are regularly
backed up. Quality records and documents may not be stored in private desk drawers,
unauthorized computer drives, or other obscure locations that are not generally known.
 Retention periods for quality records are determined on the basis the lifetime of the
product or the event to which the record pertains, and on regulatory and contractual
requirements

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8. OPERATION

8.1 Operational Planning and Control

Product realisation covers the provision of workmanship, the delivery of a service or a

combination of both. NEW GROUP ENGINEERING AND DESIGN has planned and developed the
processes) needed for product realisation (Product and Services Realisation Procedure

Upon receipt of new service requirements, or significant changes (modify, add, remove) to
existing requirements, NEW GROUP ENGINEERING AND DESIGN management plans the
sequence of processes required to realise the specified requirements. Planning the processes
for the realisation of service or product quality includes but is not limited to the functions listed
below (see 6 above):

 Prepare documentation and data that describes how the processes of the quality
management system are applied to a specific service or product (see 4.4 above).

 Identify and document suitable verification, validation, monitoring, process

measurement, inspection, and testing at appropriate stages of the service realisation.

 Identify and acquire controls, processes, equipment, fixtures and skills that are needed
to achieve the required quality.

 Address for compatibility the delivery of service, installation, servicing, inspection and
test procedures, and the applicable documentation.

 Address the need to develop and implement new techniques, and the criteria for
acceptance, as necessary.

 Address measurement requirements involving capability that exceeds the known state
of the art.

 Clarify standards of acceptability, including those that contain a subjective element.

 Identify quality records that are necessary to provide confidence of conformity of the
processes and results, and the records are maintained as described in documented
procedures.

Other aspects for the product can include:

 Product and personal safety,

 Reliability, availability and maintainability,

 Producibility and inspect ability,
 Suitability of parts and materials used in the product,
 Selection and development of embedded software, and
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 Recycling or final disposal of the product at the end of its life.

NEW GROUP ENGINEERING AND DESIGN is committed to ensure that all customer order
requirements are complied with as agreed upon and that customer specifications and
standards are met. This will be done by:

 Service application;

 Verification and inspection stages;

 Verification and inspection methods and criteria to be used;

 Identification and allocation of required resources or skills; and

 Documented records.

8.2 Requirements for Products and Services

1.1.17. Customer Communication

In accordance with our commitment to exceed our customer’s expectations, NEW GROUP
ENGINEERING AND DESIGN highlights effective customer communication as an essential
element of customer satisfaction. Appropriate handling of customer communication will help to
reduce customer dissatisfaction and, in many cases, turn a dissatisfying scenario into a
satisfying experience.

NEW GROUP ENGINEERING AND DESIGN has implemented effective communication with
customers in relation to:

 Providing information relating to products and services;

 Handling enquiries, contracts or orders, including changes;

 Obtaining customer feedback relating to products and services, including customer
complaints;
 Handling or controlling customer property;
 Establishing specific requirements for contingency actions, when relevant.

1.1.18. Determining the Requirements Related to Products and Services

To fulfil the order of a new or established customer, the process begins with the evaluation of
the customer’s request for quotation. The solicitation for and proposals of quotations is handled
by the appropriate Department Manager. The Contract Review Procedure has been developed
to identify customer requirements.

The following factors are evaluated:

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 Product requirements specified by the customer, including the requirements for

availability, delivery, and post-delivery support;

 Product requirements not specified by the customer but necessary for intended or
specified use;

 Obligations related to product, including regulatory and legal requirements;

 Customer requirements are confirmed before acceptance in situations where the

customer provides no documented statement of requirements.

 Applicable statutory and regulatory requirements.

 The results of the reviews, pertinent related correspondence, and necessary follow-
up actions are documented by NEW GROUP ENGINEERING AND DESIGN order
number and customer name.

Releasing of the quotation to the customer is an indication that the risks inherent to the
potential job have been reviewed and accepted.

1.1.19. Review of Requirements Related to Products and Services

Tenders, orders or contracts are reviewed prior to acceptance through the Contract Review
Procedure. This review shall be conducted prior to NEW GROUP ENGINEERING AND DESIGN
commitment to supply a product or service to the customer. The review process ensures that:

 Product and service requirements are defined.

 Where the customer provides no documented statement of requirement, the customer

requirements are confirmed before acceptance and a record of verbal order is
maintained.
 Contract or order requirements differing from those previously expressed in a tender or
quotation are resolved.
 NEW GROUP ENGINEERING AND DESIGN has the ability to meet the customer
requirements.
 Records are maintained showing the results of the review and any actions arising from
the review.
 When product requirements are changed, NEW GROUP ENGINEERING AND DESIGN
communicates changes to relevant personnel and amends relevant documents.
 Contractual requirements are reviewed.
 The results of the review and subsequent follow-up actions are recorded.
 Understand the customer’s special requirements.
 Identify security, regulatory, and statutory requirements associated with the product
and services and their risks.
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 When changes to orders are received, the “change” order is reviewed in the same
manner as the original order and affected documents are modified.

1.1.20. Changes to Requirements for Products and Services

If changes are required from a customer, it will be handled in the same manner as when
receiving a request. The Contract Review Procedure will be used to determine if the changes
can be fulfilled from the side of NEW GROUP ENGINEERING.AND DESIGN If the changes can be
met, all affected documents are modified.

8.3 Design and Development of Products and Services

1.1.21. General

The activities for Design and Development of Products and Services are captured in the Design
and Development Control Procedure .

For new designs and for significant design changes, NEW GROUP ENGINEERING AND DESIGN
ensures the translation of customer needs and requirements into detailed design outputs.
These address performance, reliability, maintainability, testability, and safety issues, as well as
regulatory and statutory requirements.

This process ensures:

 Design planning is conducted.

 Design inputs (requirements) are captured.

 Design outputs are created under controlled conditions.

 Design reviews, verification and validation are conducted.

 Design changes are made in a controlled manner.

1.1.22. Design and Development Planning

The Design and Development Control Procedure outlines the process for controlling the design
and development process. The design plan includes:

 Design and development stages;

 Review, verification and validation activities appropriate to each design and

development stage; and
 Responsibilities and authorities for design and development activities.

Where appropriate, NEW GROUP ENGINEERING AND DESIGN will divide the design effort into
distinct activities and for each activity:
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 Tasks will be defined.

 Necessary resources will be supplied.

 Responsibilities will be assigned.

 Design content made available.

 Input and output data given.

 Planning constraints.

The different design and development tasks to be carried out are based on the safety and
functional objectives of the product in accordance with customer, statutory and regulatory
requirements.

1.1.23. Design and Development Inputs

Inputs relating to product and service requirements are defined per the Design and
Development Control Procedure . All inputs are reviewed for adequacy and completeness, and
to resolve any ambiguous inputs. Inputs include:

 Functional and performance requirements;

 Applicable regulatory and legal requirements;

 Applicable information derived from previous similar designs; and

 Any other requirements essential for design and development.

These inputs are reviewed for adequacy. Incomplete, ambiguous, or conflicting requirements
are resolved.

1.1.24. Design and Development Controls

Systematic reviews are planned, conducted, and documented at suitable stages of design and
development, as per the Design and Development Control Procedure to:

 Evaluate the results of design and development activities and determine if they fulfil
requirements;

 Identify any problems and propose necessary actions; and

 Include representatives of functions concerned with the design and development stage
being reviewed to authorize progression to the next stage.

Participants in the design and development review include representatives of functions

concerned with the design and development stage under review. Records of reviews and

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necessary follow-up actions are maintained in accordance with the Control of Records
Procedure.

Monitoring

Measurements at specified stages of design and development shall be defined, analysed and
reported with summary results as an input to management review. These measurements
include quality risks, costs, lead-times, critical paths and others, as appropriate

Design and Development Verification

Design and Development verification are defined, planned, executed, and recorded by
competent personnel to ensure that the design and development output meets the inputs. The
results of the verification and subsequent follow-up actions are recorded per the Control of
Records Procedure .

Records of the results of the verification and any necessary actions are maintained according to
the Design and Development procedure.

Design and Development Validation

Design and development validation is performed to ensure that the resulting product is capable
of fulfilling the requirements for the specified or known intended use or application.

Validation is completed prior to delivery whenever practicable. Records of the validation

activities are maintained according to the design and development procedure.

Design and/or Development Verification and Validation Testing

Where tests are necessary for verification and validation, these tests are planned, controlled,
reviewed, and documented to ensure and prove the following:

 Test plans or specifications identify the product being tested and the resources being
used, define test objectives and conditions, parameters to be recorded, and relevant
acceptance criteria.

 Test procedures describe the method of operation, the performance of the test, and the
recording of the results.

 The correct configuration of the product is submitted for the test.

 The requirements of the test plan and the test procedures are observed.

 The acceptance criteria are met.

Design and/or Development Verification and Validation Documentation

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At the completion of design and/or development NEW GROUP ENGINEERING AND DESIGN
ensures that reports, calculations, test results, etc., demonstrate that the product definition
meets the specification requirements for all identified operational conditions.

8.3.5 Design and Development Outputs

Outputs of design and development processes are documented and expressed in terms of
requirements, calculations, analysis, or other means that can be verified against input
requirements, as per the Design and Development Procedure . They are documented in a
format that is suitable for verification against the inputs and are approved prior to release.

8.3.6 Design and Development Changes

The Design and Development Control Procedure defines the process for identifying, recording,
verifying, validating and approving design changes. The review of design and development
changes includes an evaluation of the effect of the changes on constituent parts and delivered
product.

Records are maintained to show the results of the review and any necessary actions identified
during the review. Design and development changes are controlled in accordance with the
configuration management process.

8.4 Control of Externally Provided Processes, Products and Services

1.1.25. General

NEW GROUP ENGINEERING AND DESIGN ensures that externally provided products and
services conform to specification and are purchased from approved sources. Purchasing control
is dependent on the type of product, on the effect on subsequent service realisation processes
and their output, and where applicable, on the quality audit reports and/or quality records of
external providers’ previously demonstrated capability and performance. In all cases, incoming
product is not used until it is inspected or otherwise verified against specified requirements.

NEW GROUP ENGINEERING AND DESIGN has established and maintains local records of
acceptable external providers in the approved external provider list. The Purchasing Procedure
defines NEW GROUP ENGINEERING AND DESIGN process for purchasing.

NEW TEAM ENGINEERING:

 Periodically reviews external provider performance; the results of these reviews are used
as a basis for establishing the level of controls to be implemented,

 Defines the necessary actions to take when dealing with external providers that do not
meet requirements,

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 Defines the process, responsibilities and authority for the approval, status decision,
changes of the approval status and conditions for a controlled use of external providers
depending on their approval status, and

 Determines and manages the risk when selecting and using external providers.

External providers are assessed and selected on their ability to meet requirements, including
quality system and any specific quality-assurance requirements. The extent and control
exercised over external providers are defined. Quality records are maintained on external
provider assessment and procurement history.

1.1.26. Type and Extent of Control

NEW GROUP ENGINEERING AND DESIGN ensures that externally provided processes, products
and services will not adversely affect the organisation’s ability to consistently deliver
conforming products and services to its customers.

Externally provided products or services are verified according to:

 Externally provided products or services are not released for use prior to completion of
all required verifications, as per the Inspection of Received Products Procedure .

 When test reports are used to verify externally provided products or services, the data
in the reports are verified per their applicable specifications.

 The acceptance of purchases is documented in the Receiving and Inspection Register .

 Inspections are not delegated to external providers.

 Verifications of sub-tier work are generally not performed at the external providers’
premises. However, should this be required, the requirements are specified in the
purchase order.

 Arrangements for the customer or the customer’s representative to verify product at the
sub-tier external provider’s premises are made by the Quality Representative, when
required. Verification by the customer is not used as evidence of effective quality control
by the company.

1.1.27. Information for External Providers

NEW GROUP ENGINEERING AND DESIGN ensures that before purchase orders is issued to an
external provider, all requirements will be met. Requirements may include:

 The processes, products and services that must be provided.

 The approval of products and services; methods, processes and equipment; the release
of products and services.

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 Competence of person’s qualifications that will perform a service.

 Communication with NEW TEAM ENGINEERING.
 Verification or validation of activities that NEW TEAM ENGINEERING or its customers
intends to perform at the external provider’s premises.
 Control and monitoring of the external provider’s performance.

NEW GROUP ENGINEERING AND DESIGN uses purchase orders to describe the product or
service to be purchased from the external providers (See Purchasing Procedure ). Designated
individuals within the company create purchase orders using the company system. They also
ensure the adequacy of the requirements that are specified by the purchase order prior to
release.

Each purchase order includes where appropriate:

 Identification of product or service to be delivered, quantity, delivery date, and cost.

 Requirements for approval or qualification of product, procedures, processes or

equipment.
 Requirements for the qualification of personnel.
 Quality management system requirements.

8.5 Production and Service Provision

1.1.28. Control of Production and Service Provision

In order to control the planning, administrative support and implementation of work, it is NEW
GROUP ENGINEERING AND DESIGN policy to describe the work methods, the controls applied,
and the records required.

The following controlled conditions are applied where applicable:

 Quality control checks are performed using appropriate measuring equipment.

 The implementation of product release, delivery and post-delivery activities.

 Evidence of completed inspections.
 Detailed process work instructions.
 The availability of information that describes the characteristics of the product.
 Criteria for workmanship, specified in the clearest practical way.
 Competent personnel, including any required qualification.
 The use and availability of suitable monitoring and measuring resources.
 The implementation of monitoring and measurement activities.
 The implementation of actions to prevent human error.
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 If any processes are inspected, measured or tested and found to be non-conforming with
regards to the required customer specifications, the processes will be identified,
segregated and appropriate corrective action implemented as per the Control of Non-
Conforming Procedure.

If no in-house special processes, but some done by External Providers:

At this time, NEW GROUP ENGINEERING AND DESIGN does not utilize any in-house “special
processes” where the result of the process cannot be verified by subsequent monitoring or
measurement. Any such special processes are sent to outside External Providers and
controlled by the Outsourced Processes Procedure .

If there are in-house special processes:

NEW GROUP ENGINEERING AND DESIGN utilizes some “special processes” where the result of
the process cannot be verified by subsequent monitoring or measurement. The special
processes in use and the methods of validation of each are defined in the Process Validation
and Verification Procedure . This includes any processes where deficiencies may become
apparent only after the product is in use or the service has been delivered.

1.1.29. Identification and Traceability

NEW GROUP ENGINEERING AND DESIGN maintains a documented procedure for identifying the
product and service by suitable means throughout all processes and stages of delivery. This
process identifies the status of the product with respect to measurement and monitoring
requirements. Unless otherwise indicated as non-conforming, pending inspection or disposition,
or some other similar identifier, all products and services shall be considered conforming and
suitable for use.

Where traceability is a requirement, unique identification of the product is recorded and

controlled. Product identification and traceability are maintained and controlled through the
Identification and Traceability Procedure.

1.1.30. Property Belonging to Customers or External Providers

NEW GROUP ENGINEERING AND DESIGN exercises care with customer or external provider
property while it is under NEW GROUP ENGINEERING AND DESIGN control or being used by the
organisation (See Customer or External Provider Property Procedure.

NEW GROUP ENGINEERING AND DESIGN ensures identification, verification against specified
requirements, and protection and safeguarding of customer or external provider property
provided for use or incorporation into the product. Any customer or external provider property
that is lost, damaged or otherwise found to be unsuitable for use is recorded and reported to
the relevant party. For customer intellectual property, including customer furnished data used
for design, production and/or inspection, this is identified by customer and maintained and
preserved to prevent accidental loss, damage or inappropriate use. Customer or external

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provider property can include materials, components, tools, equipment, premises, intellectual
property and personal data.

1.1.31. Preservation

To preserve conformance of product or other process outputs with customer requirements

during internal processing and delivery to the intended destination, NEW GROUP ENGINEERING
AND DESIGN has developed and maintains the Preservation Procedure.

Details for identification of product are described in the Identification and Traceability
Procedure - . These procedures ensure adequate identification, handling, packaging, storage
and protection and also apply to the constituent parts of the product and service.

1.1.32. Post-delivery Activities

NEW GROUP ENGINEERING AND DESIGN will meet requirements for post-delivery activities
associated with all products and services. The following is regarded as post-delivery activities:

 (Insert all your organizations post-delivery activities in here. It may include items such
as warranty provisions, contractual obligations such as maintenance services and
supplementary services such as recycling or final disposal.)

 (Insert all your organizations post-delivery activities in here. It may include items such
as warranty provisions, contractual obligations such as maintenance services and
supplementary services such as recycling or final disposal.)

1.1.33. Control of Changes

NEW GROUP ENGINEERING AND DESIGN reviews and controls both planned and unplanned
changes to processes to the extent necessary to ensure continuing conformity with all
requirements. Process change management is defined in the document Planning of Change
Procedure .

8.6 Release of Products and Services

Acceptance criteria for products and services are defined in appropriate subordinate
documentation. Reviews, inspections and tests are conducted at appropriate stages to verify
that the product and service requirements have been met. This is done before the release of
products or services are delivered. Each process utilizes different methods for measuring and
releasing products and services.

8.7 Control of Non-Conforming Outputs

It is the company’s policy to detect, control and rectify any aspect of non-conformance as
quickly and efficiently as possible. Where necessary, any product or service that does not
conform to specified requirements is properly identified and controlled to prevent unintended

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use or delivery. Improvements are then implemented to ensure the non-conformance does not
reoccur.

NEW GROUP ENGINEERING AND DESIGN ensures that products and services which do not
conform to specify requirements are identified and controlled to prevent unintended use or
delivery. The controls and related responsibilities and authorities for dealing with non-
conforming product and services are defined in the Control of Non-Conforming Procedure. NEW
GROUP ENGINEERING AND DESIGN deals with a non-conforming product by one or more of the
following methods:

 By fixing or reworking the product until it meets requirements,

 By obtaining a customer concession to accept parts as-is,

 By taking action to preclude use (scrapping, or disfiguring).

Records of non-conformities and actions taken, including customer concessions, are maintained
per the Control of Records Procedure. When non-conforming product is corrected, it is re-
inspected to ensure it conforms to requirements.

When non-conforming product is detected after delivery, NEW GROUP ENGINEERING AND
DESIGN will take action appropriate to the effects, or potential effects, of the non-conformity.

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9. PERFORMANCE EVALUATION

9.1 Monitoring, Measurement, Analysis and Evaluation

1.1.34. General

NEW GROUP ENGINEERING AND DESIGN is committed to plan and implement monitoring,
measurement, analysis and improvement processes for the following identified areas:

 Customer satisfaction;

 Quality Management System performance through conducting internal audits; and

 Process conformance.

The measurement of processes that validate the conformity of products and services forms an
integral part of every process. Non-conformances will be identified and segregated, and the
analysed data will form part of valuable input for corrective and preventative action, continual
improvement processes and management reviews.

NEW GROUP ENGINEERING AND DESIGN applies suitable methods for monitoring and
measuring all quality management system processes. Quality management system processes
are documented, measured, controlled and evaluated to ensure they are effective in achieving
the desired results and to identify opportunities for improvement:

 Provision is made for the identification and resolution of non-conformance.

 The emphasis is to prevent any problems which might affect customer satisfaction.

 Action is taken promptly to resolve any problems that arise.

 Inspections are performed and recorded.

Products and services are not normally released or delivered until all planned inspections and
tests have been completed and records have been maintained providing evidence of
conformity with acceptance criteria and identifying the person(s) authorizing release.

In rare cases (due to customer demands and/or production emergencies) unverified product
may be released or delivered under controlled conditions of positive recall documented and
authorized by the Department Manager and, where applicable, approved by the customer.

1.1.35. Customer Satisfaction

NEW GROUP ENGINEERING AND DESIGN is committed to the measuring and monitoring of our
performance as an external provider to our customers. Customer perception and satisfaction
of stated and unstated needs and expectations are measured according to the Customer
Satisfaction Procedure.

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Customer complaints, whether received in writing, verbally or electronically through email are
immediately forwarded to the appropriate Supervisor for action. If the problem cannot be
resolved, the complaint is transferred to the appropriate Manager following the organization
complaints procedure.

Customer survey data along with other customer feedback, including written or verbal
complaints and information collected via the customer feedback form are reviewed by
Management who initiates appropriate corrective actions.

Customer satisfaction is monitored in various ways:

 Analysis of customer complaints as well as compliments.

 Customer satisfaction surveys.

 Customers feedback on delivered products and services.

 Meetings with customers.

 Levels of repeat business.

 Growth of key accounts.

 Product returns and warranty claims.

 On-time delivery performance.

 Corrective Action Requests.

When deficiencies are identified by these evaluations, plans for improvement are developed,
implemented, and the results tracked.

1.1.36. Analysis and Evaluation

NEW GROUP ENGINEERING AND DESIGN determines, collects and analyses appropriate data
that arises from monitoring and measurement. This data comes from a number of sources such
as internal audits, management reviews, product inspections and continual improvement
activities.

By analysing the data, the organisation can evaluate the following:

 Suitability and effectiveness

 of the Quality Management System and to evaluate where improvements can be made.

 On-time delivery;

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 Customer satisfaction;

 Product and service conformity;

 Characteristics and trends of processes and products or services including opportunities

for preventive action;

 External provider performance;

 If planning has been implemented effectively; and

 The effectiveness of actions taken to address risks and opportunities.

9.2 Internal Audit

NEW GROUP ENGINEERING AND DESIGN conducts internal audits at planned intervals to
determine whether the Quality Management System:

 Conforms to the organisation’s own requirements and to the ISO 9001:2015 / ISO
45001:2018 International Standard.

 Has been effectively implemented and maintained.

NEW GROUP ENGINEERING AND DESIGN plans, conducts, and reports on internal audits in
accordance with the Internal Audit Procedure. The audit scope, frequency and methodologies
are defined.

Audit plans take into consideration the status and importance of the activities and areas to be
audited as well as the results of previous audits. The audits are conducted by personnel
independent of the activities being audited and all results is reported to Top Management.
Timely corrective action is taken on deficiencies found during the audits.

Internal audits on the different sites will be done at least once annually.

9.3 Management Review

NEW GROUP ENGINEERING AND DESIGN Management conducts reviews of the quality
management system. The purpose of the review is to ensure the system is suitable, adequate,
effective and aligned with the strategic direction of the organisation. The review shall also
assess the needs for improvement and address any needed changes in the quality
management system, the quality policy and quality objectives. Records are maintained for
each management review meeting.

Management review frequency, agenda (inputs), outputs, required members, actions taken and
other review requirements are defined in the Management Review Procedure.

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10. IMPROVEMENT

10.1 General

NEW GROUP ENGINEERING AND DESIGN determined and selected opportunities for
improvement and implements any actions to meet and exceed customer requirements and
satisfaction.

10.2 Non-conformity and Corrective Action

It is the company’s policy to detect, control and rectify any aspect of non-conformance as
quickly and efficiently as possible. Where necessary, any product or service that does not
conform to specified requirements is properly identified and controlled to prevent unintended
use or delivery. Improvements are then implemented to ensure the non-conformance does not
reoccur.

NEW GROUP ENGINEERING AND DESIGN ensures that products and services which do not
conform to specify requirements are identified and controlled to prevent unintended use or
delivery. The controls and related responsibilities and authorities for dealing with non-
conforming product and services are defined in the Control of Non-Conforming Procedure. NEW
GROUP ENGINEERING AND DESIGN deals with a non-conforming product by one or more of the
following methods:

 By fixing or reworking the product until it meets requirements,

 By obtaining a customer concession to accept parts as-is,

 By taking action to preclude use (scrapping, or disfiguring).

Records of non-conformities and actions taken, including customer concessions, are maintained
per the Control of Records Procedure. When non-conforming product is corrected, it is re-
inspected to ensure it conforms to requirements.

When non-conforming product is detected after delivery, NEW GROUP ENGINEERING AND
DESIGN will take action appropriate to the effects, or potential effects, of the non-conformity.

Evidence of non-conformance, customer dissatisfaction or process weakness is used to drive

our corrective action system. Since problems may exist, they will require immediate correction
and possible additional action aimed at eliminating or reducing the likelihood of recurrence.
Management with responsibility and authority for corrective action are notified promptly of
product or service non-conformities. Investigating and eliminating the root cause of these
failures is a critical part of our continual improvement process.

NEW GROUP ENGINEERING AND DESIGN takes action to eliminate the cause of non-
conformities in order to prevent recurrence. Corrective actions are appropriate to the effects of
the non-conformities encountered.

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The Corrective and Preventive Action Procedure defines the requirements for:

 Reviewing non-conformities - including customer complaints.

 Determining the causes of non-conformities.

 Evaluating the need for action to ensure that non-conformities do not recur.

 Determining and implementing action needed. 3

 Records of the results of action taken.

 Reviewing the effectiveness of corrective action taken.

 Flowing down corrective action requirement to an external provider when it is

determined that the external provider is responsible for the non-conformity.

 Specific actions where timely and/or effective corrective actions are not achieved.

 Determining if additional non-conforming product exists based on the non-conforming

causes and the appropriate actions to take if required.

 Making changes to the QMS if necessary.

 Updating risks and opportunities determined during planning if necessary.

The corrective actions are considered effective if the specific problem was corrected and data
indicates that the same or similar problems have not recurred. Results of data analysis and
subsequent recommendations are presented to Management for review.

10.3 Continual Improvement

It is the overall responsibility of Management at NEW GROUP ENGINEERING AND DESIGN to

continually improve the effectiveness of the quality management system in accordance to the
Corrective and Preventive Procedure. This procedure describes facilitation of the continual
improvement of the quality system through the use of the quality policy, objectives, audit
results, analysis of data, corrective and preventive action and management review.

Each Manager is responsible for the continual improvement of the quality management system
in his or her respective areas. Effectiveness of continual improvement activity is assessed
during the Management Review Process as described in the Management Review Procedure.

NEW GROUP ENGINEERING AND DESIGN determines action to eliminate the causes of potential
non-conformities in order to prevent their occurrence. Preventive actions are appropriate to the
effects of the potential problems.

The Corrective and Preventive Action Procedure defines requirements for:

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 Determining potential non-conformities and their causes;

 Evaluating the need for action to prevent occurrence of non-conformities;

 Determining and implementing action needed;

 Records of results of action taken;

 Reviewing the effectiveness of preventive action taken.

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ANNEXURE: INTERACTION BETWEEN PROCESSES

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