MRM - Management Review Meeting Presentation

Management Review Meeting

ISO 9001:2008Quality Management

SystemNovember 2014 -15

Pearl Confectionery (Pvt.) Ltd

Presented by: Syed Noor Mustafa Shah

Flow of Presentation

• Results of Internal Quality Audits (IQA-1/2014-15)

• Comparison of results of CARs of IQA-1/2014-15 with IQA-1/2013-14

• Results of Internal Audits (BRC-1/2014-15)• Results of Internal Audits (HALAL-1/2014-15)• Tentative Time of Quality Objectives 2014-15• Status of Compliance 2014-2015 Work Plan

Results of Internal Quality Audits (IQA-1/2014-15)

15/09/2014 to 22/09/2014


ComplianceMajor CARs 0 Minor CARs 05 Observations 0

1. Procedure not followed for the MRM Meeting agenda2. No evidence found for internal audit team3. Master list of record not found with signature and control no 4. Procedure of coating & bubble still not updated5. Procedure not followed for the IQA Plan


Quality AssuranceMajor CARs 0 Minor CARs 11 Observations 05

1. No data record sheet or log maintained for samples of incoming raw material2. No data record found for retained flavors and colors3. 1 & 2/sep/2014 QC sheets (in-process inspection sheets) of bubble department record not

available in file4. Document Control # missing in many forms including QC in-process inspection sheets5. MSO # 363, retention sample box shows two printed MSO on it which are MSO # 316 and MSO

# 3636. Traceability not proved for complaint raised by chocolate department on the spot during the

audit7. NC (IQA-1/13-14/QAD-01) repeats for refractor meter. "Refractor meter found not to be

calibrated since the day of its purchase8. NC (IQA-1/13-14/QAD-07) repeats. "In-process inspection sheets QA/FM-03 found to be irregular,

should be conducted after define time intervals9. Records of raw materials (Colors &Flavors) were not maintained10. In coming raw material first hold/then released, reason not mentioned in the report11. NCs from last audit QAD 01, QAD 02, QAD 03 & QAD 07, repeated12. Order conforming report has no document control # and also it is not filled properly13. Color printing is not per standard but the packaging material is accepted as there is no any

remarks mentioned 14. Color sample cabinet is lacking of cleanliness (housekeeping mop found in the cabinet) and

also found some tag were not pasted correctly15. Observation (IQA-1/13-14/QAD-03) repeats. "Incoming Inspection Report QA/FM-01" should

have printed acceptable limits for the items tested instead of manually entering16. Back process Inspection report was not a controlled document


Research & DevelopmentMajor CARs 0 Minor CARs 06 Observations 03

1. FM 01 raw material submission form no signature is found of Director Purchase

2. PUR/FM 04 is found incomplete filled3. 20/07/2015 is found in new product development form4. No signatures are found in recipe of Milk Candy5. No data maintain of recipes of different product, last data updated

on 6/5/20146. New product development form is found without signature7. Export sample (product wise) is not updated8. Concept no. and receipt no. are not found in production trial

request form9. MSO 529 Submission forms reference no. missing on Goal Bubble


Human ResourceMajor CARs 0 Minor CARs 06 Observations 06

1. Procedure is not available at the department on audit time. It was not available in last audit

2. Labour requirement working not updated and completed. 3. Procedure no 4 and 4b is not updated. 4. Appointment letter is not found in any employee file5. PCL/FM/11 is in procedure but not found in related Documents / Record

List6. PCL/FM-19-R00 not available in procedure7. Orientation Training Record is found without printing (PCL/HR/REC-006)8. Employee Joining Report is found without printing (PCL/HR/REC-007)9. Documentation check list is found without printing (PCL/HR/REC-001)10.Signature of HR / Admin Manager is not found in attendance sheet of

trainings11.0 and negative time (-25) are found in column of require time of

Requirement Cycle Time12.The transfer letter is not found in personal file of Mr. Rehman (Production

Officer)


Production CandyMajor CARs 0 Minor CARs 06 Observations 03

1. NC Repeats. IQA-1/13-14/CAN-06 (work instruction of lollipop not found)2. NC repeats. IQA-1/13-14/CAN-01 (drain line open in service line and dirty water was

stack).3. Production sheets have different name other than mentioned in procedure.

(i.e. procedure production sheet candy line but in physical it is mentioned as Candy line activity log sheet

4. Production planning sheet pasted at production officer's office was of date 15-9-14, but till 11:30 there was no new planning was found pasted

5. Overall lack of housekeeping issue was observed on every section6. Production sheets are 2 sheets for each product category but having same and 1

control #. (i.e. Chew Line Easy fold Wrapping Activity Log Sheet and Chew and Easy fold Wrapping Activity Log Sheet having same control no. PROD-CNF/FM05

7. Cartons (Anjou caramel) found open and damaged in export warehouse at production candy department

8. On puller machine of Dr Milk worker directly contact.9. Candy line activity lode sheet PROD-CNF/FM03/R00 DATED12/09/2014 was found

unsigned except supervisor


Production ChocolateMajor CARs 0 Minor CARs 05 Observations 05

1. Wash basins are found unclean and worst condition & sanitizer was also absent

2. Color jars found unlabelled3. PROD-CHOC/01 is not in practice and should be obsolete4. Weight scale calibration tag was expired and un readable5. CH-206 (Biscuits for Chincko) is found adjacent of un useable

scarab6. Finished Goods was stocked without pallets7. Fire extinguisher was not available at designated place8. Broom found in coating area9. PROD-CHOC/02, 04 and 05 not updating on controlled document10.Light of fly catcher was out of order


Engineering General StoreMajor CARs 0 Minor CARs 10 Observations 05

1. Last audit report not found2. Procedure up gradation required also only one procedure was available3. Un awareness with obsolete vs control document as obsolete documents

are found in department4. Record control system completely collapse5. Physical stock of bearing 32310 found out by 2 each bearing is Rs. 40006. Physical stock of Belt A 51 found Short by 3 each belt is Rs. 697. Bearing and belt issued without M.I.R8. No define maximum and minimum limits of stock9. Supplier performance, supplier evaluation and supplier black listing found

missing10.Tender forms not filled of individual11.Un awareness with procedures applied in department12.Documents change record is found not updated13.Retention list found unavailable14.Control document no, need to be printed on documents15.Received stamp is not using on bill


Engineering ElectricalMajor CARs 0 Minor CARs 06 Observations 01

1. No awareness about Quality Objective of department2. Procedure up gradation required also only one procedure was

available3. Machine history is not available4. Break down analysis is absent5. Machine Accident report analysis6. Currant calibration certificate of Asia Tec is not found7. In house calibration is not performed


Engineering MaintenanceMajor CARs 0 Minor CARs 06 Observations 06

1. Approved preventive maintenance schedule found missing2. Incomplete listing of machines (depositor & Loly Pop + Chew Line

2) Manager agreeability over preventive maintenance work not found

3. Work Instruction not available in department or in file4. Calibration (Missing in major cases, Service line one weighing scale

having expired tag of calibration, Variation issue in multiple scales)5. Machine break down analysis6. Job Order analysis found missing7. Procedure required up gradation (Internal maintenance call

procedure ISO reference no is missing)8. Machine history sheet being maintain causally & ineffectively9. Retention list is not available10.Over all unhygienic condition is found11.Unaware with Quality Policy and unaware with procedure12.Procedure is not available in department


Supply Chain Management R.M StoreMajor CARs 0 Minor CARs 05 Observations 09

1. NC Repeat (SCM-05) - "Procedure not available.“2. NC Repeat (SCM-06) - "Purchase order not available from purchase

department.“3. NC Repeat (SCM-07) - "ISO number not found on material requirement

document raised by production.“4. NC Repeat (SCM-10) - "Damaged wrapper found on floor.“5. NC Repeat (SCM-11) - "Over stacking of wrapper found in RM store stock

area.“6. Sign not found on GRN7. QA inspection is not per standard and procedure8. GRN and RGRN are received on same paper, it is not good practice9. Some flavors have no expiry date mentioned on it10.Dirty rack, and dust found on poly bags11.No segregation of gum base and poly bags at RM store stock area12.Dust found on wrapper13.Web cobs found in RM store14.Open wiring found in RM store

Results of Internal Quality Audits (IQA-1/2014-15)Supply Chain Management Ware House

Major CARs 0 Minor CARs 04 Observations 071. Procedure not found2. Delivery Challan control number is not matching with procedure3. NC Repeat (SCM-16) - "space not sufficient and FIFO not

maintained as no evidence found.“4. NC Repeat (SCM-17) - "finished goods transfer sheet STR/FM11 not

included in procedure.“5. No sign found on delivery Challan6. QRL (quality record list) not found in department7. ISO number (Control #) not mentioned on Sale return8. Training should be conducted for new comers on all QMS

mandatory procedures9. Finished goods should be stacked on pallets10.Damage cartons found in warehouse11.Rope found in warehouse


Supply Chain Management M.MMajor CARs 0 Minor CARs 03 Observations 02

1. NC Repeat (SCM-01) - "sales forecast is received for 2 months instead of quarterly“

2. NC Repeat (SCM-02) - "Export order forecast not found.“3. NC Repeat (SCM-04) - "ISO number (Control #) not mentioned on

min/max level sheet.”4. ISO number (Control #) not mentioned on Sale forecast5. QRL (quality record list) not found in department


Production BubbleMajor CARs 0 Minor CARs 07 Observations 06

1. Material requisition is sent via email (excel sheet) instead of Material requisition form STR/FM 10 as per draft procedure

2. Materials received via same email (excel sheet) print out along with Material Transfer from store instead of factory requisition but control # is ok

3. Daily Stock Sheet (packaging) and Finished goods sheet are merged and named as "Export Finished Good Stock" and "Local Finished Good Stock" and also no control # is mentioned on it

4. Daily Stock Sheet (back process) is named as "Daily coated mass report" and also no control is mentioned on it

5. No maintenance work is recorded in Maintenance Register, PCL/BUB-REG01 only the document "internal maintenance call" is used to raise the complaints

6. Floor found unclean near Euromec and mixer area7. CH-43 and PF-106 canes are used in current production but there is no identification tag found on these

canes8. Procedure is only available in soft copy9. It was observed that record of orders (local/export) is received by email and is not segregated or stored

at one place10. signatures on delivery Challan are not complete (one or few signatures missing in all record)11. Daily Production Sheet, Daily Log Sheet, Daily Process Control Sheet are not in practice only the daily

Production Planning and Production Summary which is system base is maintained and named as Daily Production Report

12. Daily Summary of batches and forming is collected on new developed sheet which is maintained by supervisor and submitted to Asst. Manager Production which should be controlled

13. Wrapping Sheet is not mentioned in procedure it used to record the production of wrapping machines and it has no control #


Production CoatingMajor CARs 0 Minor CARs 01 Observations 03

1. Work instruction is not available and clearly visible at some places2. Labeling is not done at some places for the stock of raw and

packaging material3. List of Records and Record Retention list is not available4. Procedure is only available in soft copy


MarketingMajor CARs 0 Minor CARs 03 Observations 01

1. Procedure is not available at the department2. PCL/FM-17 is not signed from a long time3. No Approval is found in Art Works of clocks4. Media plan is found with cutting by marker


Export MarketingMajor CARs 0 Minor CARs 04 Observations 01

1. Procedure is not available at the department2. No record or log is maintained for sample requisition form and

respective DHL receipt3. Complaint no. complaint resolve date and verify by signature

missing in complaint form no 2 & 3, also complaint no. 1 form was not available in file

4. CEO signature is not available in EMKT/FM/02 (Repeat NC) CAR No. 2

5. Gross weight and net weight is not found in Export order for MSO#540/1314


Logistic (Import / Export)Major CARs 0 Minor CARs 02 Observations 00

1. Procedure is not available at the department2. Procedure is not following


PurchaseMajor CARs 0 Minor CARs 02 Observations 04

1. Purchase order control # is mentioned as PUR/FM020 instead of PUR/FM02

2. Control # found missing in the Supplier re-evaluation record3. New Form should be prepared for the blacklisting of suppliers

which will be the evidence as it is done on the basis of price rate and quality issues via verbal approval of top management

4. Ref # of MM sheet in Rate comparative statement found misprinted as there was no matching of items found in rate comparative and MM sheet for that mentioned REF #

5. Approved supplier list frequency should be monthly6. Procedures need to be revised and also it must include other

documents or their reference which are not controlled


Product DevelopmentMajor CARs 0 Minor CARs 01 Observations 00

1. Procedure is not following


Information TechnologyMajor CARs 0 Minor CARs 03 Observations 03

1. Procedure up gradation required2. Servers are not in lock and Key3. PCL/IT-05, 07, 08 & 09 is not updated4. Alternate Data backup frequency PCL/IT-05 is not mentioned in

procedure5. Some Employee names and authorities signatures are misplace in

PCL/IT-04 and it should be review6. Record control system is not updated


Sales / Corporate MarketingMajor CARs 0 Minor CARs 01 Observations 0

1. Procedure is not following

Comparison of results of CARs of IQA-1/14-15

with IQA/13-14

Comparison of results of CARs of IQA-1/ 2014 -15 with IQA/13-14

IQA/2013-14 IQA-1/2014-15Department Major Cars Minor CARs Observations Major Cars Minor CARs ObservationsCompliance 0 9 1 0 5 0

Quality Assistance 0 3 1 0 11 5R & D 0 3 0 0 6 3

Human Resource 0 5 2 0 6 6Production Candy 0 8 1 0 6 3

Production Chocolate 0 8 0 0 5 5Engineering G. Store 0 7 2 0 10 5

Engineering Elec. 0 10 2 0 6 1Engineering Maint. 0 0 0 0 6 6(S.C.M) R.M Store 0 8 0 0 5 9

(S.C.M) Ware House 0 6 0 0 4 7(S.C.M) M.M Store 0 2 0 0 3 2Production Bubble 0 0 0 0 7 6Production Coating 0 0 0 0 1 3

Local Marketing 0 0 0 0 3 1Export Marketing 0 3 3 0 4 1

Logistic (Imp / Exp) 0 0 0 0 2 0Purchase 0 7 2 0 2 4

P.D 0 0 0 0 1 0I.T 0 12 1 0 3 3

Sale / Co Marketing 0 0 0 0 1 0

Results of Internal Audits (BRC-1/2014-15)

21/07/2014

Results of Internal Audits (BRC-1/2014-15)Production Chocolate

Major CARs 0 Minor CARs 08 Observations 001. Few colors jar were lacking the tagging in flavor/color room and

also CH-21 bags were found in unhygienic condition as if there were wet in rain

2. Floor and wash basin found unclean in CCP-1 area near sugar grinding machine and cooker

3. Material Balancing sheet was absent4. No work instruction found in back process except cooker5. BRC food safety policy was not pasted in any area6. HACCP activity was not carried out since external audit also HACCP

plan not found available at production floor7. Drain holes were open near changing room, kitchen washroom etc

which is the main transport area for the pests8. Weight scale calibration tag was expired also un readable near

(CCP 1)

Results of Internal Audits (BRC-1/2014-15)Quality Assurance

Major CARs 0 Minor CARs 07 Observations 001. Work instructions are found pasted but not in controlled format

and also named as standard operating procedure (SOP)2. Few incoming raw material sheet not maintained as per COA (Noor

Dairies) of raw material like moisture ratios3. Procedures not functional like Sampling and monitoring & analysis4. Few documents found without Control no5. HACCP plan not functional since external BRC audit also no

validation is done to test the HACCP plan is active or not6. Microbiological testing record not available7. Testing procedures were under development

Results of Internal Audits (BRC-1/2014-15)Compliance

Major CARs 0 Minor CARs 06 Observations 001. Monthly Food safety meetings were not conducted2. Old yearly (2013-14) Training calendar not found3. Awareness session (July 2014) record of BRC missing4. Training record of HALAL of batch 1 is missing5. Controlled document stamp was missing on Chocolate procedure6. Chocolate department missing in controlled document list

Results of Internal Audits (BRC-1/2014-15)Supply Chain Management R.M Store

Major CARs 0 Minor CARs 02 Observations 051. Cat is found2. Physical quantity is no match with System3. Dead stock policy not available4. Bin cards not maintaining5. CH-14 & CH-147 storage condition was unsatisfactory6. Raw & packaging materials are found on floor7. Rejected and dead stock is also found in with running products

Results of Internal Audits (HALAL-1/2014-15)

21/08/2014 to 22/08/2014

Results of Internal Audits (Halal-1/2014-15)Quality Assurance

Major CARs 0 Minor CARs 07 Observations 001. Supplier list is available but not approved also updating date is

missing2. Halal certificate of Noor dairy for CH-100 & 101 is found without

company Stamp3. Certificate no 2 & 5 (mentioned in Halal Certificate file) are found

expired4. Approved Halal product list and Halal ingredient list not available

in Hard copy5. Staff is not aware with Halal Standard & Halal Policy 6. Product wise ingredient list not available

Results of Internal Audits (Halal-1/2014-15)Compliance

Major CARs 0 Minor CARs 07 Observations 001. Maintaining records of HCPs which have been already identified

were not found maintained.2. Training on Halal was found conducted, but it was conducted last

year on 30th August,2013 after which some of the staff have left & some newly hired, therefore the training frequency must be set at least bi-annually not annually

3. Internal audit was found conducted but related to food safety & hygiene only, HALAL was not part of the internal audit plan

4. Halal food safety policy was found evident, but not communicated to the workers & neither patched in production area or any place in factory

5. Food safety manual is in practice in which Halal requirements are missing or Separate HALAL manual absent

6. Halal objectives not found7. Schedule of audit plan not found

Tentative Time of the Quality Objectives

2014-15

Quality Objectives (2014-15) Q.A & R n D

Reduce the customer complain level as compare to last year by 10%.

4th Quarter

Production CandyImprovement in line efficiencies by 3%. 4th

QuarterProper utilization of SAP to monitor smooth process and reduce the differences of SAP and physical to 5% maximum.

2nd Quarter

Man power and utilities costs reduce by at least 10%. 4th Quarter

PurchaseTo explore the new cost effective and quality suppliers by 10%.

3rd Quarter

Supply ChainRaw Material StoreMinimizing the number of RM stores to keep the carrying cost under control by10%.

Not Agree by %age

Finished Goods/WarehouseReduce the cost of transportation to 10%.

Not Agree by %age

Reduce the delivery time b/w order and supply by10%. Not Agree by %age

Quality Objectives (2014-15) Engineering

Reduce the maintenance complaints and enhance the efficiency to 10% bya) Implement the preventive schedule. 4th

Quarterb) Improve the HVAC system 4th

Quarterc) Reduce the utilities by cost of gas and K.E.S.C by proper

management2nd

QuarterComplianceTo develop the hygiene audit system /procedure according to standard practices

4th Quarter

To monitor, benchmark and improve our business processes and performance of our production system in a continuous manner by implement the standard procedures

4th Quarter

Human ResourceTo reduce employee turnover and develop analytical reports related to turnover by 10%

4th Quarter

Quality Objectives (2014-15) Information Technology

Successful implementation of SAP Business One ERP in our company

2nd Quarter

Implementation of service module in engineering department

3rd Quarter

Implement of pay roll software 4th Quarter

Rationalize the no. of PCs in every department 2nd Quarter

SalesSales department aim to get the growth in their business increased in term of review up to 18% as compared to their achievement in year 2013 -2014

4th Quarter

Increase the no. of outlet by 50% Not Agree by %age

Increase the Co-Operate sales by 100% by increasing the sale outlet as compare to previous

Not Agree by %age

ExportTo Increase in export by at least 10% 2nd

QuarterTo explore/open at least 4 new destination 2nd

Quarter

Status of

Compliance 2014-15 Work Plan

Compliance 2014-15 Work Plan Points

1. Awareness Session 2. Internal Auditor Trainings3. Procedure Develop and Procedure

Review4. Hygiene Audit5. Internal and External Audit6. Management Review Meeting7. M.R Office (Changes and Reports)8. Record Room Management9. Intranet Website10.Q.M.S Appraisal Points

1 - Awareness Session (Status)Title Status

QMS Awareness Session (1) Done on 23rd August 2014

QMS Awareness Session (2) Done on 25th August 2014

QMS Awareness Session (3) Postponed

HALAL Awareness Session* Done on 24th of October 2014

BRC Awareness Session Planned in December

Hygiene Awareness Session Planned in December

2 - Internal Auditor Trainings (Status)

Title Status

QMS Internal Auditor Training (Batch 2) Done on 6th, 8th & 9th of September 2014

HALAL Internal Auditor Training (Batch 1*)

Done on 24th of October 2014

BRC Internal Auditor Training (Batch 1) Planned in December

3 - Procedure Develop and Procedure Review (Status)

Title Status

Procedure

Develop

Production Coating Draft is ready but it require more amendment and will be

completed in 2nd QuarterProduction Bubble

Local MarketingIn meeting it was decided Marketing Department will

provide Draft Copy in Last Week of December

Procedure Review

All Other Departments

Email send to HODs, Work in progress and will be

completed in 2nd Quarter

4 - Hygiene Audit (Status)Month Status

July Done on 16/07/2014August Done on 08/08/2014

September Done on 04/09/2014October Done on 02/10/2014

November Done on 14/11/2014December

Will be conducted Every Month on surprise basis before Co – Ordination

Meeting

JanuaryFebruary

MarchAprilMayJune

5 - Internal and External Audit (Status)

Title StatusBRC – Audit # 1 Done on 21st of July –14Halal – Audit # 1 Done on 21st & 22nd of August –14QMS – IQA # 1 Done on 15th to 22nd of September –14BRC – Audit # 2 Done on 17th to 18th of October – 14Halal – Audit # 2 Done on17th to 19th of November – 14QMS – IQA # 2 Planned on 4th to 13th December –

14BRC – External Audit Planned in January – 15Halal – Audit # 3 Planned in February – 15QMS – IQA # 3 Planned in March – 15Halal –External Audit Planned in April –15QMS – External Audit Planned in June –15

6 - Management Review Meeting (Status)

Title Status

Management Review Meeting – 1 Done on 26th of November – 14

Management Review Meeting – 2

Planned in 4th week of Jan – 15

Management Review Meeting – 3

Planned in 1st week of May – 15

7 - M.R Office (Status)Title Status

M.R Office (Changes and Reports)

Work in Progress will be completed in 2nd Quarter

8 - Record Room Management (Status)

Title Status

Timely Submission of Records and

Follow up Work in Progress will be completed in 2nd Quarter

9 - Intranet Website (Status)Title Status

Local network website for QMS Documents and Procedures

Work in Progress will be completed in 2nd Quarter

10 - Q.M.S Appraisal Points (Status)Title Status

QMS Performance (add/subtract

marks in annual appraisal)

Draft Copy is ready further meetings are arranged b/w H.R and Compliance to finalized it

THANKS FOR

YOUR PARTICIPATION

MRM - Management Review Meeting Presentation

Food

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