Monthly Quality Report-Format

Mitsui & Co. India Pvt. Ltd

Monthly Quality Report( For Indent Business : Part - A )

Document No: 032 Page No.

Recording of lapses and RCADate Activity No. CTQ Description of problem Immediate action taken Root If controllable, cause/s Planned corrective action Target Benefits completion anticipated date Status on month end Closure date Remarks, if any


Monthly Quality Report( For Proper Business : Part - B )


Recording of lapses and RCADate Activity No. CTQ Description of problem Immediate action taken Root If controllable, cause/s Planned corrective action Target Benefits completion anticipated date Status on month end Closure date Remarks, if any


Monthly Quality Report( For Indent Business : Part - A ) April May June July

Page No. Document No: 032 August September

Measurement of Process QualityStage 0 - General co-ordination Quality Management * Number of complaints for Non Responsive-ness; or * Inordinate delays in response; * Instances of wrong information getting communicated; * Instances of Insufficient information exchange; * Instances of Non Identification of Customers;

1- Feasibility StudyUnderstanding the Product - Application - Benefits. - Specifications. - Statutory requirements for handling the product. Gathering market info to find potential customers/suppliers. Analyze demand supply situation of customer / supplier. - Annual consumption / production. - Competitors information 2 - BUSINESS PROMOTION Sample Evaluation - Approval of specs by customers - Complete formalities as per internal 3 - RISK ASSESMENT Risk Assessment. - Assist risk taking dept for establishing required credit lines. - Updating BR in SAP - Updating items & party details in Mitsui Global Master. 4 - ORDER FINALIZATION Order Finalization - Get confirmation on offer including, commercial terms, Payment terms, Shipment schedule/s - Get signed contract copies for confirmation - Negotiate and conclude commission agreement - Enter contract in SAP and obtain divisional GM approval 5 - ORDER EXECUTION Pre-shipment - Obtain clean L/C from customer - Get shipment schedule from

* Instances of error in reports; * Instances of delay in submitting the report;

* Instances of delay or loss of samples; * Instances of delay in sample analysis; * Instances of Non Receipt of feedback from customer; * Delay or inability to arrange financial reports

* Instances of contract not being concluded; * Instances of deviation in contract terms during executions; * Number of cases when contract has to be amended in SAP;

* Instances of delayed receipt of L/C; * Instances of Deviation of shipment schedule;

Pre-shipment - Obtain clean L/C from customer - Get shipment schedule from Shipment Execution , Realization, Documentation - Confirmed Shipment advice - Copy of documents. - Back to back LOI, if required - Bank Nego of docs. - Payment as per invoice - Update Realisation WorkFlow in SAP - Issuing debit note for commission - Receipt of Commission 6 - ACCOUNTING FOR TRANSACTIONS Records and Reporting - Manual register 7 - SETTLEMENT OF AR / AP Settlement of Commission dues - Raising of debit notes - Review of outstanding balances - identify outstanding payments which are due for settlement - folllow-up for collection of outstandiong payments 8 - FEEDBACK Take customer feedback and assess customer satisfaction

* Instances of shipment of unapproved batches; * Instances of delayed shipment; * Instances of error/delay in document preparation and dispatch; * Instances of delay / short receipt of commission;

* Instances of reversal of income;

* Instances of Incomplete and error in reporting; * Instances of Delayed submission of documents; * Number of cases of outstandings beyond the due date;

* Number of feedbacks taken and customers reaction on the result;


Monthly Quality Report( For Proper Business : Part - B ) Quality Management April May June July

Page No. Document No: 032 August September

Measurement of Process QualityStage 0 - General co-ordination * Number of complaints for Non Responsive-ness; or * Inordinate delays in response; * Instances of wrong information getting communicated;

1 - FEASIBILITY STUDYUnderstanding the Product - Application - Benefits. - Properties. - Statutory requirements for handling the product - Supply position ex-India vis--vis global supply Understanding customers requirement (through Mitsui Counter-part) Application Alternative / existing source of supply Consumption pattern Required specification Price expectation 2 - BUSINESS PROMOTION Gathering market info to find potential suppliers. Analyze demand supply situation of supplier. Vendor development - Study the management and basic policy of the company - Site inspection - Check production facilities - Study existing product line - Check for certifications like cGMP, ISO, etc - Check for adherence to safety norms - Market reputation and existing clientele 3 - RISK ASSESMENT Risk Assesment - Ringi / OBAF Approvals - STC - Credit Line - Forex Booking - Business Records preparation in SAP:ECC - Updating items & party details in Mitsui Global Master. 4 - ORDER FINALIZATION Sample Evaluation - Approval of specs by customers - Complete formalities as per internal compliance Contract Finalization (A) Vendor - get confirmation on offer - generate Purchase contract (SAP) including commercial terms, payment terms, shipment schedule

* Instances of Insufficient information exchange;* Instances of Non Identification of Supplier;

* Instances of incomplete understanding of customer requirements related to listed items;

* Instances of error in reports; * Instances of delay in submitting the report; * Instances of non-compliance with sourcing manual;

* Delay or inability to arrange financial reports; * Number of cases where risk assesment is incomplete at the time of siugning the contract; * Number of cases when the details provided are inaccurate; * Number of cases of rejection of OBAF, STC and credit line; * Number of cases of rejected or unapproved business records; * Instances of delay or loss of samples; * Instances of delay in sample analysis; * Instances of Non Receipt of feedback from customer; * Number of cases of contracts not being concluded due to technical or

Contract Finalization (A) Vendor - get confirmation on offer - generate Purchase contract (SAP) including commercial terms, payment terms, shipment schedule 5 - ORDER EXECUTION Pre-shipment - Forex Booking : Submit request for currency booking in SAP - Receipt of complete and correct documents - PI & ship. Instructions Shipment Execution , Realization, Documentation - Issue Export Invoice and Packing List and hand over to logistics - Confirmed Shipment advice Records and Reporting - Manual register 6 - SETTLEMENT OF AR / AP Review of outstanding and Profit Calculation - Review of outstanding balances identify outstanding payments which are due for settlement -Follow-up for collection of outstanding payments 7 - FEEDBACK Take customer feedback and assess customer satisfaction

* Number of cases of deviation in contract terms during execution;

* Number of cases where forex cover has not been arranged; * Number of cases where forex cover amount or time is not adequate; * Number of cases when shipment has been delayed; * Instances of delayed production; * Instances of shipment from non-approved batches; * Instances of delayed shipment; * Instances of error/delay in document preparation and dispatch; * Instances of delay / short receipt of payment: * Incomplete and error in reporting; * Delayed submission of documents; * Number of cases of delay in recei[pt of payments and releasing of payments;

* Number of feedbacks taken and customers reaction on the result;




Improvements achievedDate Description of problem Corrective actions taken Benefits obtained Closure date




Improvements achievedDate Description of problem Corrective actions taken Benefits obtained Closure date




Major AchievementsDate Activity No. Achievement Key success factor. Benefits obtained




Major AchievementsDate Activity No. Achievement Key success factor. Benefits obtained

Monthly Quality Report-Format

Documents

Transcript of Monthly Quality Report-Format