1.0 PURPOSE

The purpose of this procedure is

• To identify the controls and related responsibilities and authorities for addressing non-conforming product
• To address detected non-conformities
• To take action to preclude its original intended use or delivery
• To authorize its use, release, or acceptance under concession by relevant authorities.

2.0 SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2020/ API Spec Q1, 9^th edition
• API Spec 6A
• API Spec 16A
• API Spec 5CT
• API Spec 5DP
• API Spec 7-1

3.0 RESPONSIBILITY

• Management Representative
• QA/QC Engineer
• All concerned process owners

4.0 INPUTS

Final Product/output inspection

5.0 RESOURCES

ALL MMEs, trained man power Computers, Printer & net connection, XXX Procedures/QIPs/ Work instructions

PROCEDURE

1. The nonconforming Materials during receiving, in-process and final inspection are identified and corrective actions are taken as appropriate.
2. The nonconforming Materials are dealt with and reviewed by QA/QC Engineer.
3. The review includes the following.
   • By taking action to eliminate the detected nonconformity.
   • By authorizing its use, release or acceptance under concession by a relevant authority and where applicable, by customer.
   • By taking action to preclude its original intended use or applicable.
   • By taking action appropriate to the effects, or potential effects, of the nonconformity when nonconforming product/output is detected after delivery or use has started.
4. Non-conforming product are identified, by means of attachment of a yellow sticker, documented and after evaluation are segregated, to ensure un-authorised use is not permitted prior to disposition action.
5. Disposition of non-conforming material is made at inspection level, which ensures that where notification to functions affected is required and it can be achieved.
6. When nonconforming product/output is corrected, that product/output is subjected to re-verification to demonstrate conformity to the requirements.
7. Records of the nature of nonconformities and any subsequent actions taken including concessions obtained are maintained.
8. The product/output that does not satisfy the original customer acceptance criteria satisfies that changes / new customer acceptance criteria.
9. The details of nonconformity and repairs are recorded and maintained.
10. The repaired or reworked product/output is re-inspected and records are maintained.

6.1 Responsibility

1. All department managers and their staff are responsible to implement this procedure in order to attain its objective.
2. It is the responsibility of QA/QC personnel to identify the non-conforming material immediately after inspection and notifying to the concerned personnel (production/or store).
3. Production personnel are responsible for segregating or where segregation is not possible, clearly identified and stopped for further processing unless the procedure for disposition action being established. (Refer: Master List of Independent Inspection Personnel)
4. Storekeeper is responsible for segregating, where possible and following with the concerned supplier/or procurement for disposition action.
5. The QA/QC Engineer is the final authority of XXX to accept any non-conforming material based on the application and design/product acceptance criteria. The QA/QC Manager may contact the concerned authority (customer/design engineer) for acceptance of such, when required.

6.2 Non Conformance after product delivery:

 The procedure for addressing non-conformance after delivery of product includes:

1. Identification of customer complaints otherwise referred as field non-conformances.  .
2. The customers are notified in the event that product/output not conforming to customer acceptance criteria has been delivered and such notification records are maintained.
3. The customer complaints are handled by Manager QA/QC and records are maintained. (Refer :Customer Complaint Record – XXX/QA/14)
4. If the product is under the warranty period, based on the nature of complaint, the course of action towards the satisfactory completion of the complaint is initiated.
5. The customer is informed in writing about the course of action and if required suitable person is deputed to the customer’s site to attend the complaint.
6. The customer’s complaint and root cause of nonconformance is analyzed and corrective action is taken suitably to minimize recurrence of similar problems in future.

6.3 IDENTIFICATION

1. All non-conforming materials are identified in accordance with this procedure and are recorded in the NCR.
2. Non-conforming materials awaiting disposition action are identified by yellow sticker (“NON-CONFORMING”) or attached with a round yellow sticker on the material identification card.
3. Non-conforming material, which cannot be rectified or utilised within the system is identified by red sticker (“REJECTED”) or attached with a round red sticker on the material identification card.
4. All non-conformance materials are to have non-conformance report filled with disposition action and are followed accordingly.

6.4 REVIEW AND DISPOSITION OF NON-CONFORMING PRODUCT/OUTPUT

1. The QA/QC Engineer is responsible for the review of non-conformity of the product/service or the quality system. On behalf of the Chairman, the QA/QC Engineer has the authority and organizational freedom for the disposition action.
2. All non-conforming product are reviewed in accordance with this Procedure/Contract Technical requirement/or the product/output manufacturing specification (including API-specification and standards).
3. Where the disposition action established is either repaired or re-work, acceptance with or without repair by concession, the product/output is regarded for alternative applications, or rejected/scrapped.
4. The QA/ QC Engineer have to agree on disposition, concession or uplift of the non-conforming product/output or return of the non-conforming product/ output to the supplier or company stores. Details of the disposition action taken are recorded on the relevant inspection reports and/or NCR.
5. Where required by the contract, the proposed use or repair of product/output which does not conform to specific requirement is reported for concession to the customer or customer’s representative. The description of non-conformity that has been accepted and of repair is recorded to denote the actual condition. All such records are maintained in accordance to Manual.
6. Repair and/or reworked product are re-inspected in accordance with the quality plan and/or documented procedure.

6.5 Records

XXX has maintained the records of non-conformities and any subsequent action taken, including concessions obtained in the Non-conformance Product Report.

7.0 OUTPUTS

Non conforming output records.

8.0 KEY PERFORMANCE INDICATOR

Zero non conforming product

9.0 ASSOCIATED DOCUMENTS & RECORDS

1.0 PURPOSE

The purpose of this procedure is

• To determine testing, monitoring, measuring requirements and the equipments needed to provide evidence of conformity.
• To ensure that testing, measurement and monitoring equipment is calibrated and maintained and that the equipment is used in a manner that is consistent with monitoring and measurement requirements.
• To establish the criteria to calibrate process control instruments, weighing equipments, laboratory equipments and calibration equipments in accordance with the relevant specifications and national / international standards.

2.0 SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2020/ API Spec Q1, 9th edition
• API Spec ….
• API Spec …..
• API Spec …..
• API Spec …..
• API Spec ……

Applies to all processes which has an influence on product quality.

• RESPONSIBILITY
• QA/QC Engineer
• All concerned Personnel

2.0 INPUT

1. All MMEs
2. Calibration procedure & Specifications,
3. Calibration schedule/ Calibration methods   

3.0 RESOURCES

• Competent & Experience Manpower, XXX Procedures/QIPs/ Work instructions
• Advance Instruments / equipment for carrying out Inspection & Testing,
• In-house Masters for Internal calibration

4.0 PROCEDURE

• It is the responsibility of the QA/ QC Engineer to ensure that all test equipments are adequately calibrated traceable to National/International Standards.
• It is the policy of XXX to maintain the accuracy and reliability of its inspection and measuring equipment/ tools at a level acceptable within the calibration appropriate to their tolerances by calibrating them as scheduled.

4.1 CALIBRATION PLAN

1. QA/QC Engineer verifies the Master list of Monitoring and Measuring Instruments to ensure the frequency, date of calibration, due date of calibration and status of all the equipments requiring calibration.
2. Calibration interval is identified for all the measuring equipments as per the international standard requirements.

As per API Spec. 7-2 Sec.10.3.1.5.2 – Regional and reference master gauges are retested for mating and interchange standoff at least once each seven years, and certified on a certificate of retest as being acceptable for further use. API working gauges setting rods and others shall be segregated into adjustable and non-adjustable as per API 5CT clause 8.2 para 4.

4.2 GENERAL CALIBRATION REQUIREMENTS:

1. Unless, otherwise specified, monitoring and measuring equipment is calibrated to manufacturer’s specifications. If no specifications are available, the equipment is calibrated based on intended use.
2. The specifications for calibration must be reviewed, planned and validated by QA/QC Engineer.
3. Environmental Condition to be maintain as per requirement.
   • Temperature Range: 23°C±5°C
   • Humidity Range: 20 to 80 % RH
4. Calibration requirements are documented in the calibration certificates for the individual instrument / instrument type.

4.3 INSTRUMENT RECEIPT:

1. All monitoring and measuring equipment must be received, reviewed, verified, and approved by QA/QC Engineer before it can be used in production or inspection reject/accept decisions.

4.4 INSTRUMENT IDENTIFICATION:

1. All inspection, measuring and test equipment are have a unique identification number and details relating to each piece of equipment is recorded in the Master list of Monitoring and Measuring Equipment.
2. All master equipment for calibration also has a unique Identification Number and has the calibration traceable to National/ International Standard (e.g. NAMAS). Calibration reports of master equipment are maintained separately with the list of Monitoring and Measuring Instruments.
3. Identification is made either by engraving the unique identification on the equipment or by labeling (fixing the identification number by a label/sticker).
4. Upon completion of the calibration, the status of calibration is identified by fixing a calibration sticker. Calibration sticker has the date of calibration, calibration due and certificate number.
5. All non-conforming instrument/equipment is identified by red sticker and is segregated.
6. In order to identify the Product inspected by a particular Equipment/instrument, that equipment/instrument is logged in a register with  the following information:
   • Date of use
   • Job/contract number
   • Operator Name
7. All instruments (not fitted with equipment/machines) are stored in the gauge room and the calibrated equipment/instruments are stored separately without mixing with the instruments not calibrated.

4.5 HANDLING & STORAGE:

• Personnel handling, transporting, or storing monitoring and measuring equipment must ensure that care is taken to prevent damage or deterioration to the equipment. If personnel are not familiar with the use or application of equipment, they are responsible for asking their supervisor and/or QA personnel for training.
• In case the QA personnel not available, the users should follow the user manual provided with the equipment for doing monitoring and measurement activities.

4.6 OUTSIDE SUPPLIERS:

• For calibration preference of suppliers is to those who hold ISO/IEC 17025 certification, but is made based on their technical competence. QA/QC Engineer is responsible for ensuring that outside calibration service providers are on Approved Supplier List.

4.7 CALIBRATION PROCEDURE (Internal)

1. All measuring and test equipment which can be calibrated internally (within XXX) have calibration procedure and is demonstrated accordingly (Level III – Quality Internal Procedures).
2. Trained/Qualified personnel are conducted the calibration to safe guard the inspection, measuring and test facilities from adjustments, which would invalidate the calibration setting.
3. XXX operates detailed Level III procedures, which specifies the process employed for the calibration of inspection, measuring and test equipment including detail of equipment type unique identification, location, frequency of checks, check method, acceptance criteria and the action to be taken when results are unsatisfactory.

4.8 CALIBRATION PROCEDURE (External)

1. On receipt of the calibration recall instruction from the Quality System Manager, the QC Engineer checks the calibration status of the all measuring and monitoring devices.
2.  A list to be prepared for devices which are due for calibration by the QC Engineer and the measuring and monitoring devices are collected and delivery note is prepared by the store keeper. The physical condition of the measuring and monitoring devices to be checked by QC Engineer before sending them for calibration.
3.  The measuring and monitoring devices is sent to the approved calibration providers through Machine shop driver.
4. The driver is responsible for delivering the measuring and monitoring devices to the calibration provider and bring acknowledgement of the same.
5.  Once the measuring and monitoring devices are calibrated, it is collected by the driver along with original invoice.
6. The driver is responsible for delivering the measuring and monitoring devices and their calibration certificates to the QC Engineer.
7. It is the responsibility of QC Engineer to check the accuracy and correctness of the calibration certificates and if any deviations report immediately to the service provider. Also the QC Engineer will examine the physical condition of the measuring and monitoring devices once it is back from calibration.
8. Original calibration certificates are to be filed in the calibration certificates files and a copy to be maintained with the QC Engineer. Accordingly the master list of measuring and monitoring instruments to be updated by the QC Engineer.
9.  Then the measuring and monitoring devices is send to the production with calibration sticker.
10.  The same methodology is followed for customer provided measuring and monitoring devices.

4.9 CALIBRATION RECORDS:

1. All calibrated instruments (externally or internally) have a calibration certificate issued by the authority (internal or external). In house calibration is recorded in the in-house calibration certificate. (Refer XXX / QA / 16).
2.  Calibration certificate have the following:
   • Date of calibration
   • Equipment details
   • Reference procedure with issue and revision status
   • Master equipment used/traceability (measurement standard)
   • Environmental Condition.
   • Calibration data (any out of specification reading as received for calibration/verification and an assessment of the impact of out of specification)
   • Name and Signature of the calibration performed
3. Status of calibration is recorded in the Master list of Monitoring and Measuring Instruments.
4. Where inspection measuring and test equipment is found to be nonconforming but still within its calibration period, the equipment is labeled with ‘Red sticker’ and held as segregated.
5. An assessment of the equipment is undertaken and appropriate rectification is taken
   • Any inspection, measuring and test equipment found to be suspected, the suspected equipment is automatically segregated and re-inspected to re-establish conformance in accordance to the inspection requirements
   • It is the responsibility of the QA/ QC Engineer or his Designated Engineer to arrange recall of the units due for calibration.
6. All calibration records are maintained with Quality Assurance Department.
7. All calibration records of monitoring and measuring equipment is maintained by the QA/QC Engineer and retained for a minimum of 5 years.

4.10 OUT OF TOLERANCE CONDITIONS:

1. If any monitoring and measuring equipment is found to be out of tolerance during calibration, the monitoring and measuring equipment is reviewed for possible impact on measured product since the equipment’s last known acceptable calibration/verification.
2. The QA/QC Engineer, or delegate, must make a determination as to the appropriate action required concerning use of the equipment and any product potentially affected by its prior use (use as it is, scrap, recall, etc.)
3. A notation of actions taken on equipment and product is maintained in the calibration files.
4. The QA/QC Engineer must provide a copy of the equipment’s calibration history at the time of review.
5. Equipments which are considered as out of calibration/damaged/lost will be recorded in the Non-calibrated / Scrap equipment Record.

4.11 NON-CONFORMING MEASURING EQUIPMENT:

1. Any confirmed measuring equipment that is suspected or known to be damaged, malfunctioning in such a way to invalidate its intended use, producing incorrect measurement results, safeguard broken or damaged, or otherwise considered unfit for use must be removed from service and segregated or identified in such a way to prevent its use.
2. This is done by performing the following:
   • By marking the instruments inactive in the calibration files.
   • Record the date, reason for defect, replacement status, and whether any product has been affected and why.
   • Place a Not in Use on the non-conforming equipment until disposition.
3. Equipment cannot be returned to service until the reasons for its nonconformity have been eliminated and its full function has been confirmed, or it is designated for ‘limited use’ only. If the instrument is sent out for repair, the supplier also calibrates the equipment.
4. Accompanying documents is reviewed upon its receipt to ensure that calibration was completed.
5. If the instrument is replaced, a new entry with a new instrument number is created in the calibration list. The nonconforming instrument remains inactive.

4.12 LIMITED USE:

1. If any equipment is not functioning to its full capabilities, but is acceptable for limited or other use, this information must be clearly identified and apparent for the operator/user. For example, this could be used for ‘reference only’ measurements.

4.13 LOST INSTRUMENTS:

1. Any instrument that cannot be located at the calibration due date require the notification of the process In-charges. Instruments that cannot be located for a period exceeding 2 months requires notification of the QA/QC Engineer.

4.14 TRACEABILITY:

All calibrations are traceable to the International Standards.

1. Master list of all Monitoring and Measuring Equipment’s (MMEs) is established containing the following:
   • Equipment Description
   • Identification Number
   • Range
   • Acceptance Criteria
   • Adjustable/Non-Adjustable
   • Location
   • Interval of Calibration/verification
   • Calibration/verification responsibility (External or In-house)
2. The interval of calibration/verification is determined based on the type of MME and frequency of usage.
3. The MMEs are calibrated either in-house or by the approved external laboratories. In case of in-house calibration/verification, the calibration/ verification is carried out as per work instructions.
4. All newly procured MMEs are submitted to QA/QC Engineer for registering in the Master list. The QA/QC Engineer ensures the availability of the calibration certificate for the new MME or otherwise ensures issuance only after calibration
5. If the deviation of the measurement is affecting the product quality, the components produced using this MME are traced and is re-inspected. In case the components/ products are already dispatched, the customer is intimated regarding the same and the necessary action is taken.

4.15 MONITORING AND MEASUREMENT OF THE PROCESS

1. The QA/QC Engineer verifies timeliness of re-calibration / verification to check the process effectiveness.
2. When the equipment is provided from a source external, including third-party, proprietary, employee and customer-owned equipment, XXX / QC verifies that the equipment is suitable and provides evidence of conformity to the requirements of this section.
3. XXX maintains a registry of Monitoring and Measuring Equipment of the required testing, measurement and monitoring equipment used to determine product conformity to requirements

5.0 Outputs:

• Calibration certificates file (Internal/External)
• Calibration history card
• Calibration Sticker

6.0 KEY PERFORMANCE INDICATOR:

Completion of calibration as per schedule  

7.0 ASSOCIATED DOCUMENTS & RECORDS

1. PURPOSE

The purpose of this procedure is to outline the methodology for the establishment of preventive maintenance for equipment used in product realization and also to be followed for attending any maintenance activities on key process equipment / machinery at XXX.

2. SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2022/ API Spec Q1, 9th edition
• API Spec ….
• API Spec ….
• API Spec …..
• API Spec …..
• API Spec …..

Applies to all processes which has an influence on product quality

2.0 RESPONSIBILITY

• Machine shop Manager
• Machine shop Supervisor/Foreman
• All concerned process owners

3.0 INPUT

Preventive maintenance plan, Break downs

4.0 RESOURCES

Trained Manpower, Critical & Regular spares, Consumables, AMCs & Maintenance contracts and Measuring Instruments

5.0 PROCEDURE

1. The Preventive Maintenance of equipment and machinery is carried out to ensure the continuing process capability.
2. Machinery is classified as product machinery and Utilities.
3. Annual Preventive Maintenance Plan has been prepared for product machinery and addressed for all the machines, specified in the Master list of Machines, with requirements for type of equipment is maintained
4. Machine shop Supervisor/Foreman assigns the work and carries out preventive maintenance as per Preventive maintenance schedule of all machines.
5. Daily / weekly / monthly / quarterly / half-yearly and annual Maintenance checklist is prepared for all the Machines specified in the Master list of Machines.
6. Using Preventive Maintenance Checking Parameters, all the parameters to be checked, reviewed and approved by concern personnel and are then specified in the Preventive Maintenance checklist.
7. It should be considered the manufacturer’s recommendations susceptible failures gathered from work experience of the machine.
8. Breakdown Maintenance to be carried out as per QMS. Breakdown related to critical issue and/or in certain cases where Top Management involvement is required then Breakdown maintenance report to be prepared by Supervisor/Foreman, reviewed by Machine shop Manager and approved by Chairman
9. Minor breakdowns shall be recorded in the Breakdown Register.
10. Records of preventive maintenance are maintained minimum of 5 Years.

Preventive maintenance is performed based on Machine Manual, risk, system reliability, usage history, experience, industry recommended practices, relevant codes and standards, original equipment manufacturer’s guidelines, or other applicable requirements.

6.0 Output:

• Updated Annual Preventive Maintenance Plan
• Updated Preventive Maintenance Checklist.
• Breakdown Maintenance report & register

7.0 ASSOCIATED DOCUMENTS & RECORDS

1.0 PURPOSE

The purpose of this procedure is:

• To verify that product requirements have been met.
• To describes the requirements for in-process and final inspection and testing.
• To define in detail the various steps to be initiated for the inspection and testing of raw materials and finished products for achieving process control and optimum quality Control.

2.0 SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2020/ API Spec Q1, 9th edition
• API Spec ….
• API Spec …..
• API Spec …..
• API Spec …..
• API Spec ….

Applies to all processes which has an influence on product quality

3.0 RESPONSIBILITY

1. QA/QC Engineer
2. Operations Engineer
3. Machine Shop Manager
4. All concerned process owners

4.0 INPUT

• Requirements for in-process and final inspection and testing
• Production & Quality plan
• Inspection & Test plan

5.0 RESOURCES

All MMEs, Trained Manpower, Computers, Printer & net connection, XXX Procedures/QIPs/ Work instructions

6.0 PROCEDURE

XXX maintains a documented procedure for inspection and testing to verify that product had met the requirements.

6.1 IN-PROCESS INSPECTION AND TESTING

1. Production & Quality Plans or written instructions/route sheet identify all ‘hold’ points during the production process where inspection, testing and identification is required. This is accomplished through inspection and testing, process monitoring or sampling to a specified sampling plan.
2. Acceptance of the above, are identified by signing the document by the concerned inspection authority. (QA/QC Engineer)
3. No material is moved to the next process station until the above verification is completed unless under a ‘positive recall’ method.
4. Non-conforming ‘in-process’ material are identified as above and the material is quarantined awaiting disposition, in accordance with this quality procedure.
5. In case of site operation the in process inspection may be managed by an Inspection Release Note or other release note or inspection clearance acceptable to the customer.

6.2 FINAL INSPECTION AND TESTING

1. All product manufactured by XXX have a final inspection and testing to validate the conformance of the product to the manufacturing specification requirement and customer specification in accordance with the product quality plans.
2. Personnel other than those who performed or directly supervised the production of the product is (i.e. QA/QC Engineer) to perform the final acceptance inspection at planned stages of the product realization process.

6.3 HARNESS SURVEY

6.3.1 REQUIREMENTS FOR HARDNESS SURVEY

• The hardness inspector derives instructions from QA/QC department to conduct hardness inspection.
• Hardness testing is done as per procedure.

6.3.2 INSPECTION AND WITNESSING

• The QA/QC Engineer is responsible to identify and mark up punch location of the equipment.
• QA/QC Engineer obtains current version RRIR sheet from QA/QC Engineer and/or Production In charge.
• QA/QC Engineer is required to witness all punches, record them into   RRIR sheet after conversion by using Brinell Hardness Chart and endorse them with his signature and date.
• There should not be any form/register for recording hardness readings.
• The reading recorded along the punch is not taken into consideration.
• RRIR sheets, once endorsed by QA/QC Engineer are filed back in the job folder.
• Readings are subject to final approval from QA/QC Manager/Operations Manager.

6.3.3 EQUIPMENT

• Hardness Testing is conducted using XXX hardness tester and a hammer of more than Kg 1 is used.
• Equipment should be cleaned prior to and after its use
• Periodic Inspection of the equipment is done by QA/QC dept. to ensure validity of the results obtained.
• Equipment is stored in the gauge room, at a secure place
• Hardness pins (carbide pin) is reordered by writing a material requisition to the stores in charge.

6.3.4 HEALTH, SAFETY AND ENVIRONMENT

• Refer to XXX HSE manual.

6.3.5 PERSONNEL

• Only qualified personnel are given the responsibility of hardness test.
• Personnel qualification is done by QA/QC Engineer by training and examination.
• Requalification of personnel is due every 365 days of the last qualification.
• Records are maintained.

6.3.6 NON-CONFORMANCES

• Initial and final hardness reading recorded is checked for compliance with Hydril/GE acceptable ranges.           
• In case of deviations, Nonconformance report is raised, and communicated to all concerned including customer.
• Equipment is marked/tagged red and moved to NC area with in machine shop until rework.

6.4 INSPECTION RECORDS

Inspection records are maintained to reflect the status of the product at all stages which include:-

1. Records of Incoming Material (Material Receiving Inspection Report & Store Receipt Voucher)
2. Records of In-process Inspection (Production & Quality Plan and Release Notes)
3. Records of Final Inspection (Work Shop Report, Dimensional Report, Hardness Test Report, Pressure Test Reports, Liquid Penetrant Report) and when on Project/site operations this is replaced by “Completion Report”

Inspection records are treated as quality records and are retained as per the L2 – 04 Control of Records.

7.0 OUTPUT

• All inspection & Test reports, MTCs,
• Completed Production & quality plan and ITPs

8.0 KEY PERFORMANCE

No rejections

9.0 ASSOCIATED DOCUMENTS & RECORDS

1.0 PURPOSE

This purpose defines requirements and methods for:

• Describing the methods used to preserve the product and constituent parts throughout product realization and delivery to the intended destination in order to maintain conformity to requirements.
• Identification & traceability, handling, storage, packaging, preservation and delivery of materials and products.

2.0 SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2020/API Spec Q1, 9th edition
• API Spec ….
• API Spec …..
• API Spec …..
• API Spec …..
• API Spec …..

Applies to all processes which has an influence on product quality. This procedure applies to all persons who handle, store, package, and deal with the preservation and delivery of the product.

3.0 RESPONSIBILITY

1. Store Keeper
2. Machine Shop Manager
3. All concerned personnel

4.0 INPUT:      

1. Receipt of Raw Material along with relevant documents
2. Material requisition from User department
3. Customer orders / Dispatch intimation from production

5.0 RESOURCES:

Storage Space for Material, Material Handling equipment, MME, Trained manpower, Computers, Printer & net connection, XXX procedures

6.0 PROCEDURE

1. It is the responsibility of the Machine Shop Manager to maintain all equipment, tools, consumables, instruments, material etc. within their supervision.
2. It is the responsibility of store personnel to maintain and control all items within their control.
3. All company assets in the labour camp are controlled by the Camp Supervisor.
4. All master equipments, codes, standards, code symbol stamp, monogram stamp are controlled by QA/QC Engineer.
5. All original certificates of license and qualification of the company, approvals/pre-qualifications and Quality Certifications are maintained with Personnel and Admin Manager
6. In case of any equipment, tools, standards, codes, instruments, vehicle etc. are issued to an individual; it is the responsibility of such individual to maintain the particular within his/her control.

6.1 HANDLING OF PRODUCT

The handling of product within the company is executed in such a manner to minimize and/or prevent any damage to the product. The methods and measures of preventing damage to product during handling include:

1. Wherever required a special handling procedure is prepared and followed accordingly.
2. Providing training to the appropriate employees operating cranes, forklifts etc. and maintaining a clear and unobstructed handling environment within the designated staging and storage areas.
3. Ensuring and trying to utilize existing storage space in such a manner that it facilitates safe retrieval and removal/transfer of product. Safety and Hazardous Materials training (where appropriate) is provided to the employees to ensure that the handling of potentially unsafe and/or unwieldy products(s) is performed in such a manner that prevents damage to both employees and product.
4. Any other means or methods deemed appropriate by the functional supervisors and/or employees to ensure product is handled safely.

6.2 STORAGE OF PRODUCT

1. Incoming raw materials, fittings, hardware’s tools etc., are stored in the designated area after it is inspected and cleared by Authorized Personnel until allocated for production.

2. The storage area is maintained in such a manner as to prevent any damage to the materials and finished product.
3. Secure storage area or racks are provided to prevent damage or deterioration to product while still in the custody of XXX until delivery to the desired destination or at customer premises.
4. All materials in storage have a proper identification and clear test status based on the type of material (stock item or finished products). Materials without QC acceptance are not to be retained within the store or segregated.
5. Products in stock are checked continuously and assessed in appropriate intervals to detect conformance to quality requirements. This is done monthly/quarterly /half-yearly for items/Products where chances are there of quality getting deteriorated over the period of time in the storage.  For such products the sample is checked by QC and if found as per Quality requirements material is retained in the store for use. If product is found not meeting Quality requirements same is put under rejection/Hold area as per Non-conforming product procedure and necessary action is initiated.
6. The Monthly assessment is also done for Products / Material having limited shelf life.  The Stores Keeper shall prepare list of Material having shelf life, if any, along with validity and same will be checked once in three months.  During the assessment if material is found with shelf life expired then same material is subjected to QC inspection / Testing and if found meeting quality requirements same is retained in the stores for further use. If any material is found with shelf life expired and not meeting quality requirements same is rejected and non-conforming product procedure is followed.
7. Records of assessment are maintained.
8. Materials and equipment’s are normally stored according to the storage condition recommended by the manufacturer or as per the good working practice.
9. Access to the storage areas are limited to authorized and trained employees.
10. The Material Controller is responsible for the assessment of real and potential deterioration of the product.
11. To detect deterioration, the condition of product or constituent parts in stock are assessed periodically and top management uses an inventory management system to optimize inventory turn overtime and assures stock rotations, such as first-in-first-out.
12. Stored material is packaged and preserved in a manner to prevent damage and deterioration while in storage. The process heads takes appropriate action in accordance with Corrective & Preventative Action, if necessary.
13. All purchased materials are identified by MRIR No. All fixed assets have an asset number allocated and are identified on both equipment and the asset records.
14. The customer supplied materials and material procured in petty cash need not be logged in the store system. But, the SRV are prepared for all customer supplied material. Any permanent item (not spare parts) purchased through petty cash is to be logged in to the store system.
15. Customer proprietary product are stored in a controlled secured area so that it is prevented from being sold or provided to third parties without the customers’ written authorization.
16. The products should not come in contact with solvents and contaminants if any and should be stored in unstressed condition with poly bags / crates with labels.

6.2.1 STORAGE OF RUBBER GOODS:

• Keep the rubber storage area as dark as possible- preferably indoors and away from direct sunlight, skylight, windows and direct artificial lighting, the ultraviolet content of the light spectrum accelerates cracking.
• Select a cool location (ideally below 90^◦ F) that is away from heaters, stoves and direct blasts of space heaters. Heat causes a gradual hardening of rubber goods. The process is greatly accelerated when ozone or oxygen is present. In extremely cold climates, some rubber goods become so brittle they will shatter when dropped or handled roughly.
• Keep rubber goods away from electrical machinery (motors, switch gear or any high voltage equipment producing corona). Avoid locations susceptible to drafts that will carry the atmosphere from electrical machinery to rubber goods storage area.
• Expose to the atmosphere allows oxygen and thus ozone (O₃), a very active form of oxygen, to react with and be especially detrimental to rubber goods. Two principle sources of ozone are (1) atmospheric ozone and (2) ozone created by electrical discharges such as lightning, high voltage corona and electrical machinery. Points of strain in rubber goods attacked by ozone are characterized by deep cracks. Ozone and oxygen (o₂) attack rubber goods much as steel rusts. Oxidation is characterized by a hard skin which eventually crazes in small cracks and may turn chalky or assume a bark like appearance.
• The practice of first-in, first-out is essential with rubber goods.
• Store rubber goods in a relaxed position in their normal shape; stretching or bending of rubber goods will result in accelerated aging or cracking. For example, do not hang O-Ring on pegs, glands, BOP testers or operator parts. Periodically inspect and treat with age resistant compounds the rubber goods that must be stored in a stretched attitude to detect aging signs.
• Rubber goods storage areas should be kept as dry as possible. Remove oil, grease or other foreign materials from the storage area to preclude spillage on rubber goods. Rubber goods, both natural and synthetic, possess some degree of susceptibility to deterioration from carbons, which cause swelling/ shrinkage.
• If storage for extended periods is anticipated, sealed containers are recommended. Impervious surface coverings such as waxing will increase shelf life.
• Since the aging of a rubber product is dependent upon all of the above factors plus its size, specific composition and function, no precise figure is available for “storage life”. Generally, the greater the ratio of surface area to volume, the more susceptible a part is to being rendered useless by aging. For example, a relatively large part (by volume), such as a packing unit, might be expected to have a much longer useful shelf life that a thin-walled, large-diameter O-Ring.
• No general rule can be drawn regarding usability. A large, heavy part might suffer the same total amount of aging as a small, light piece and still be usable. Thus, judgement becomes the rule and where there is doubt- replace the part.
• Prior to using rubber goods that have been stored for periods of time, these checks should be made:
  • Is there “chalking” or “barking”?
  • Has the part developed a “hard skin”?
  • Do crack appear? (Sometimes cracks will be obvious; stretch or bend the part in question so that any incipient cracks or very thin cracks will be revealed.)

Will a suspect part pass a hardness test? (In the event that the hardness runs 15 points higher than the normal hardness of the part, it is considered non- usable.) Note: hardness is affected by temperature, and readings should be taken with the rubber part at 70^◦ to 100^◦ F.

6.3 PACKAGING OF PRODUCT

1. The materials/items for dispatch are packed in accordance to the type of materials/items, mode of delivery, weather condition etc. so that no damage or deterioration could occur during the transportation or handling.
2. Small items are suitably packed for the dispatch to ensure that no loss or damage occurs in transit.
3. The Storekeeper or Machine Shop Supervisor is to check the items prior packing in order to ensure that all items are packed as per packing list and as per requirements of the client, dispatch document and transport document.
4. Wherever special instructions related to packing and/ or transportation are given, are followed accordingly. Any change in this are considered as variation and are discussed and accepted between the client and XXX.
5. In such cases it is the responsibility of concerned manager to identify, document and instruct the type and method of packing to the store personnel and the QC Engineer.
6. Products requiring special attention e.g. capped, plugged or sealed to prevent damage and invasion of contaminant like ring grooves, hub, flanged and studded connections etc. are covered with a protective cover sufficient to prevent damage during normal handling.
7. Machine shop Manager/ Operations Engineer review Contract requirements so that finished goods are packaged as per customer’s requirement, if mentioned.
8. Finished products are properly protected with plastic or wooden protectors (varies as per the nature of products) to avoid entering of foreign material and damage.
9. Product is packed in such a manner as to prevent damage while in storage and during shipment to the customer.
10. Packaging may include but is not limited to the use of boxes, foam, protective wrapping, appropriate labeling, wooden or plastic pallets, shrink-wrap, and bagging.

6.4 PRESERVATION OF PRODUCT

1. XXX is to take exceptional care and ensure that preservation of materials is the foremost in the minds of all employees. Consequently, with materials which are subject or prone to deleterious condition (material oxidisation – rusting), all exposed finished surfaces are coated with a suitable rust preventive coatings.
2. Any material recommended to store within a controlled condition (electrode, paint material, rubber gaskets etc) are maintained accordingly.
3. It is the responsibility of the store keeper to store and preserve the material in accordance to the manufacturer’s recommendation to avoid any deterioration.
4. In order to detect the deterioration, the condition of the product or item in stock are checked at least once in 6 months and the frequency of assessment is mentioned in the ML of Items Assessed.
5. In order to preserve material while in storage, the material is stored in such a manner to prevent product from coming in contact with, and being damaged by, material handling equipment or the environment.
6. Operations Engineer/Machine Shop Supervisor ensures the preservation of all material and finished goods, as required, at all stages of the operation.
7. Products are stocked and pulled away from inventory only by authorized and trained employees.

6.5 DELIVERY OF PRODUCT

1. Deliveries of products are arranged according to the contractual agreement (i.e. by XXX, Supplier or Customer).
2. Proper documentation is made for each deliver (Delivery note, shipping document etc.)
3. No products are delivered without inspection release by the QA/QC Department by completing the Final Inspection Report or by signing the Delivery documents. The products for delivery securely pack in accordance with the relevant clause of this procedure.
4. Store Keeper ensures that all Products are packed and shipped in accordance with customer requirements or standard industry practice.
5. Packaging is reviewed for conformance to customer requirements prior to closing the shipping box/container.
6. Requirements for documentation to accompany are reviewed prior to closing the shipping box/container.
7. Shipments are not made without all required documentation.
8. In-charge – Store ensures that Packing slips include the customer PO number, part number, quantity, and, if required, Batch numbers.
9. Material Controller and In-charge Production ensures that Products are shipped via shipping/transport services that are reliable and handle products in a manner, which does not cause nonconformance.
10. When necessary, specific shipping and handling instructions is communicated to the shipper/transporter for correct handling of the product.
11. Where contractually specified, this protection is extended to include delivery to destination.

7.0 OUTPUT

• Updated stock in the System
• Monthly/Quarterly/Half-yearly assessment
• Timely Delivery of finished products to customer

8.0 KEY PERFORMANCE INDICATOR:

• Periodic stock assessment
• Updated stock

9.0 ASOCIATED DOCUMENTS & RECORDS