Example of procedure for Contingency planning

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1.0 PURPOSE

The purpose of this procedure is

  • To make a Plan needed to address risk associated with impact on delivery and quality of product.
  • To prepare and document contingency planning based on the output of the risk assessment made and communicated to all the relevant personnel.

2.0 SCOPE

This procedure is applicable to all the following established systems and standards

  • API Spec Q1, 9th edition/ ISO 29001: 2020
  • Related API Monogram Standards (…………..)

Applies to all process which has an influence on product quality and delivery.

Contingency Plan addresses, risk associated with impact on delivery and quality of product.

This procedure is applicable to all the levels of documents pertaining to API Spec Q1: 9th edition.

This procedure applies to the following Quality Management System processes:

  1. Design
  2. Purchase
  3. Production
  4. Quality Control
  5. Stores
  6. Maintenance
  7. Human Resources
  8. Management Representative
  9. Commercial

3.0 RESPONSIBILITY

  • Chairman
  • Management Representative
  • All Process owners

4.0 INPUTS

            Risk assessment output

5.0 RESOURCES

  • Manpower
  • Funds

6.0 DESCRIPTION

Contingency planning: An emergency plan prepared to address the significant risk activity generated from risk assessment that impacts delivery and quality of product. This includes the action plan derived to reduce the impact by executing alternate plan with responsibility / authorities with required internal & external communication.

Further the contingency plan works based on the risk criteria associated with Men, Machine, Method, Material and Environment.

7.0 PROCEDURE:

XXX maintains a documented procedure for contingency planning to address the risk associated with impact on delivery and quality of product

Contingency planning process:

Contingency planning is derived based on the Risk assessment performed by all the process functions. The significant risk associated with each process are segregated based on the below 5 categories,

  • Men: Human resources is one of the important and mandatory requirement for product realization which includes workmen, staff and managers
  • Machine: A machine is an important resource to meet the required product realization and possible risk like breakdown / out of tolerance is considered in preparing the contingency planning.
  • Method: Risk related to material handling and preservation of the product is considered in method.
  • Material: Risk related to material rejection, delayed shipment from the supplier, raw material shortage are considered for developing the contingency planning.
  • Environment: Risk related to natural disaster and their impact on quality or delivery of the product with required communication is considered.

Actions required in response to significant risk:

In XXX action plan for all the significant risk are derived and the different scenarios are considered to mitigate the effects of disruptive incidents. The details are summarized in Level – 04 contingency plan for significant risk

Identification and assignment of responsibilities and authorities:

In XXX for each significant risk, the responsible person is identified and necessary actions are derived with specified time limit. The details are summarized in Level – 04 contingency plans for significant risk.

Prepare communication matrix for different scenarios with relevant personnel’s:

Communication matrix for the prepared contingency plan is derived based on two categories, Internal and external.

Internal:

The responsible process head to execute the required contingency plan with required supports from other processes are considered. Further communication to top management is made mandatory for all actions

External:

Communication required for those suppliers, choose to perform the required activity as an alternate source.

Customer need to be intimated on the contingency plan taken to meet the product delivery and quality when there is risk which requires considerable time for normal flow.

The details are summarized in Level – 04 contingency planning for significant risk on development of the contingency planning the same need to be communicated for all the applicable personnel for inciting the actions

The actions plans need to be monitored periodically to ensure the objective is met.

Develop the contingency plan for the scenarios utilizing the available resources

While developing contingency plan all the resources available in the XXX to make the maximum utilization and then only external suppliers are considered.

Management approval:

If there is any need for new resource then, the same need to be taken for management approval

Criteria for revision of contingency plan

The contingency plan needs to be revised when,

  1. There is new risk identified during production review meeting
  2. When there is a major rejection
  3. In situations / events where there is a risk of impact for delivery and product quality.

8.0 OUTPUT

  • Contingency planning
  • Management of change

9.0 KEY PERFORMANCE INDICATOR

Contingency planning for significant risks

10.0 ASSOCIATED DOCUMENTS & RECORDS

DESCRIPTIONFORMAT NUMBERRESPONSIBILITY
Contingency PlanningXXX/MR/19Management Representative

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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