QUALITY POLICY MANUAL 

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COMPANY PROFILE

Richard White Marine Electronics (hereafter known as Richard White) was formed in 1985 and  primarily works as a subcontractor for the marine industry.

The Company provides a complete electronic service to ship owners and ship managers in respect to the installation, servicing and repair of all shipboard electronic equipment

Richard White is the proprietor and sole employee who, when required, makes use of subcontractors.

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RECORD OF ISSUE, CHANGES AND CORRECTIONS 

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SCOPE AND FIELD OF APPLICATION

Scope
The scope of the quality system includes all services provided by Richard White, whether these be provided by sub-contractors or by Richard White itself.

Field of Application
The quality system applies to all activities related to all electronic installation, repair and servicing work carried out by Richard White.

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REFERENCES  

The following standards are relevant to the understanding and implementation of the policies and procedures contained in the quality systems.

ISO 9002 (1994) Quality System - Specification for production, installation and servicing.

ISO 8402 (1993) Quality management and Quality assurance vocabulary.

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DEFINITIONS

Quality
The totality of features and characteristics of an item or an activity which bears on its ability to satisfy a given need by conformity to appropriate requirements.

Quality Assurance
Those actions necessary to provide confidence that an item or activity will conform to requirements and that those requirements truly represent the given need.

Quality Policy Manual
An authorized document setting out the quality policies of the company. The organized structure and brief descriptions of how each requirement of ISO 9002 (1994) is addressed. The manual will refer to detailed quality system procedural documents and operating instructions.

Quality Assurance Manager
The person responsible for ensuring that the requirements of the quality system are understood, implemented and maintained.

Non-Conformance
A deficiency in characteristic, documentation or procedure which renders the quality of an item or activity unacceptable or indeterminate.

Verification
Investigation to confirm that an activity or service is in accordance with the specified requirements. Verification differs from inspection in the sense that verification is an investigation confirming that, for example, a specified inspection is performed.

The Company
Richard White Marine Electronics, who specialize in the installation, servicing and repair of marine electronic equipment.

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QUALITY POLICY ---- (4.1.1)

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MANAGEMENT STRUCTURE, RESPONSIBILITY AND AUTHORITY ---- (4.1.2)

?????????????????Note insert organization chart if applicable.

Richard White is the proprietor/owner and sole permanent employee and has complete authority over all operations. He is also the deputy Quality Manager.

Quality Management is subcontracted to ????? who is/are responsible for the establishment, implementation and operation of the Quality System as defined in section 10.

The Quality Manager will ensure adequate resources and personnel are available to ensure adequate verification of the Quality System and will report back to the owner for review in order to determine whether the system needs changing.

REFER TO QUALITY PROCEDURE

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MANAGEMENT REVIEW ---- (4.1.3)

The Proprietor  and Quality Manager shall jointly review the Quality System for adequacy in relation to customer requirements and company development.

The review shall take place at least bi-annually and take account of internal audit results, customer, feedback, nonconformances and service performance data.  

Records will be maintained of management reviews which will be carried out in accordance with written procedures.

REFER TO QUALITY PROCEDURE .

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QUALITY SYSTEM ---- (4.2)

Richard White will operate a documented quality system to ensure that all its services meet customers requirements.

The quality system is designed to:-

1. Satisfy the Company's objectives to attain and maintain the desired quality and safety standards at optimum cost.
   
2. Meet the customer's and relevant regulatory authorities' need for confidence in the ability of Richard White to deliver equipment and services to the desired quality at a consistent level and in a safe manner.

This is achieved by the implementation of a documented system which provides objective evidence that the quality system is operating effectively.

The documented quality system is defined and illustrated in:-

LEVEL 1   Quality Policy Manual http://www.richardwhite.co.uk/qualitypolicy.htm

LEVEL 2   Quality Procedures Manual.

LEVEL 3   Work Instructions. ????? To list
                  Form File.????????

REFER TO QUALITY PROCEDURE

CONTRACT REVIEW ---- (4.3)

Agreements, written or verbal, between Richard White and its customers shall be documented and reviewed systematically to ensure clarity, comprehension and feasibility of delivery.

Differences from the original contract shall be discussed and agreed with the customer and any changes recorded.

REFER TO QUALITY PROCEDURE

DOCUMENT AND DATA CONTROL ---- (4.5)

All the documents and data are controlled by the QA manager/webmaster  through a formal and defined system that is stored on website http://www.richardwhite.co.uk in such a manner that ensures all current issues of documents are available at all times via the web.   Obsolete documents are deleted and only retained (in a special web-folder) if deemed to be of possible value for knowledge preservation or legal use

This ensures that effective communications are maintained throughout the Company and therefore, both office and onsite personnel know the means of identifying and retrieving quality documentation.

REFER TO QUALITY PROCEDURE

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PURCHASING ---- (4.6)

Richard White will ensure that purchased materials and services conform to specified requirements.

Supply sources are varied, worldwide and sometimes impossible to pre-vet. Therefore, all supply sources that supply products or services which conform to specified requirements shall initially be consider acceptable and used in accordance with guidelines as maybe specified by, customers, manufacturers, classification societies and in compliance with all relevant statutory rules and regulations.

Those supply sources that fail to satisfy shall be deemed to be unsuitable and placed on a list of unapproved suppliers and the supplier informed accordingly.

Purchase documents will contain comprehensive data to enable the supplier to provide the correct quality and quantity of materials or services.

Where contractually agreed, customers will be afforded facilities to establish at source that Richard White have the capability of meeting their requirements 

REFER TO QUALITY PROCEDURE

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CONTROL OF CUSTOMER SUPPLIED PRODUCT ---- (4.7)

Richard White will ensure that free issue materials or services supplied by a customer are dealt with in the same manner as purchased materials.

Customers will be informed if their supplied goods or services are damaged, lost or are otherwise found unsuitable. A record will be kept accordingly.

REFER TO QUALITY PROCEDURE

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PRODUCT IDENTIFICATION AND TRACEABILITY ---- (4.8)

Richard White will ensure that where appropriate, all products and services are fully traceable from source through to final delivery and installation

Purchased materials, equipment, goods and services are identified by and traceable to; purchase orders, delivery notes and commercial invoices.

Equipment requiring certification is clearly identified in order to provide ready traceability to the appropriate certificate.

REFER TO QUALITY PROCEDURE

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PROCESS CONTROL ---- (4.9)

Richard White shall establish and maintain written work instructions and procedures to cover all operations that have a critical effect on quality.

Specified processes shall be approved, monitored and have working specifications laid down by qualified personnel.

QUALITY PROCEDURES DESCRIBING THE CORE ACTIVITIES OF THE COMPANY ARE TO BE FOUND UNDER PROCESS CONTROL AT QP08

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INSPECTION AND TESTING ---- (4.10)

1. Receiving Inspection & Testing
   Where appropriate, all materials and or services that arrive at Richard White shall be inspected upon receipt prior to use to establish conformance to purchase order requirements.
   
2. In-Process Inspection and Testing
   During all installation, repair and service work, inspections and tests will be carried out to establish conformance with:
1. Manufacturer's specifications
2. Classification societies requirements
3. Relevant statutory rules
4. Relevant International Regulations
5. Customer requirements
3. Final Inspection and Testing
   All installed, repaired, serviced equipment shall undergo final inspection prior  to release to the customer to ensure compliance with the requirements and specifications of the customer, Richard White and all  the relevant regulatory bodies.
   
4. Inspection and Test Records
   Records will be maintained to show whether or not installed, serviced or repaired equipment has passed inspection against defined criteria and any necessary corrective action taken.

The results of such inspection and tests will be passed to the relevant parties.

REFER TO QUALITY PROCEDURE

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CONTROL OF INSPECTION, MEASURING AND TEST EQUIPMENT ---- (4.11)

All inspection and test equipment used to verify compliance with specifications will be capable of the required accuracy and be subjected to regular calibration tests and checks.

Critical measurements shall be carried out in accordance with the manufacturer's specifications, Classification Society requirements and all relevant Statutory Rules and Regulations.

Procedures shall be established which clearly identify equipment to be serviced, calibrated and to what frequency . These procedures will specify the methods by which this is done and stipulate accuracy limits, together with detailing the requirements for keeping records of servicing and calibration and monitoring service consistency throughout service delivery.

REFER TO QUALITY PROCEDURE

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INSPECTION AND TEST STATUS ---- (4.12)

Richard White will ensure that the inspection and test status of all equipment and services is identified throughout all processes to ensure that only equipment and services that have passed the required tests are further processed.

Records shall be maintained of test status

REFER TO QUALITY PROCEDURE

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NON-CONFORMANCES ---- (4.13)

Where equipment or services has been identified as not conforming to the specified requirements, Richard White will ensure such equipment or service is prevented from inadvertent use or installation.

Appropriate documented procedures will deal with all aspects of nonconformance including review, awareness and disposition.

REFER TO QUALITY PROCEDURES

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CORRECTIVE AND PREVENTATIVE ACTION ---- (4.14)

Richard White will ensure that all incidents of nonconformance are systematically recorded and dealt with in an appropriate manner, commensurate with the risks encountered to best ensure that as far as reasonably possible future incidents of a similar nature are prevented from happening.

The procedures will include

1. The effective handling of customer complaints.
   
2. Investigating the causes of complaints and nonconformities and recording the results of the
   investigation for later management review
   
3. Determining what effective corrective action is needed to eliminate the possibility of repetition and ensuring such corrective action is implemented.    It is policy to consider that corrective action for any cause of incident or non-conformance shall take the form of a two-phase activity.
   1. First line action - The immediate action taken to ensure safety of life, protection of the environment and to restore a service or make good a deficiency.
   2. Long term preventative action - Taken after careful consideration of all reports, near miss reports. audits, statutory requirements, regulatory requirements, class requirements, records, complaints, prior nonconformances, procedures, work instructions, management  review decisions and all possible contributing factors.
      
4. Follow-up checks to ensure procedures have been amended as necessary, preventative action has been implemented and that such measures are effective and have been reviewed by management.

The object is to eliminate potential causes of quality and safety failure before they occur. The company operates positive reporting procedures and acts upon all complaints against company service or personnel.

The Proprietor meets on a regular basis with subcontractors and representatives of the ship owners to discuss operational matters and resolve reported problems. When appropriate, these meetings are minuted and copies retained by each party.

REFER TO QUALITY PROCEDURE

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HANDLING, STORING, PACKING PRESERVATION AND DELIVERING ---- (4.15)

Richard White shall establish documented procedural control over the handling, storage, packing, packaging, preservation and delivery of all its products and services in order to prevent, loss damage, deterioration and unauthorized use.

These procedures will cover all process stages to include receipt of purchased or free issue goods, segregation, storage, dispatch, delivery, installation and service delivery and ultimately to ensure conformance to specifications, customer requirements, classification society rules and statutory rules and regulations.

Where a service is provided, the appertaining client environment will be controlled and monitored in order to provide customer satisfaction.

REFER TO QUALITY PROCEDURE

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QUALITY RECORDS ---- (4.16)

Quality records shall be maintained to provide objective evidence in order to establish the effective operation of the quality system. Specifically such records should show:

1. The quality assurance program meets the requirements of ISO 9002  (1994) and classification society rules.
   
2. The service provided meets contractual requirements.
   
3. Personnel, necessary to carry out company business, are qualified and experienced as appropriate.
   
4. Selection and surveillance of sub contractors is carried out in a controlled manner.
   
5. Audit and review of the quality system is carried out in line with procedures.

Records are identified in the relevant quality procedures which may be in hard copy or on computer.

All records are clearly identified, filed and stored to facilitate ease of retrieval and retained according to procedures.

Quality records are kept in an environment that minimizes deterioration or damage to minimize loss and are retrievable.

When authorized by the Proprietor, records may be made available to Classification Societies, customers or other designated persons. Unless otherwise authorized, all information and records are strictly confidential to the company.

REFER TO QUALITY PROCEDURE

INTERNAL QUALITY AUDITS --- (4.17)

Documented procedures will dictate:

1. How Internal Quality Audits will be organized and implemented to an appropriate schedule by an independent auditor to verify that quality activities and related results comply with planned arrangements and to determine the effectiveness of the quality system .
2. How the results of such audits will be recorded and brought to the attention of those responsible and the Proprietor for review.
3. The need to take any necessary corrective action. 
4. In the event of 3 above; the need for follow-up audits to determine whether effective action has been taken and whether further action is needed.

REFER TO QUALITY PROCEDURE

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Richard White will provide appropriate training for all members of staff where activities relating to quality are performed.

Records will be kept of all training

REFER TO QUALITY PROCEDURE NUMBER Q

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Servicing of customers equipment shall be carried out in accordance with the customer's requirements as stated either verbally or in writing and to their specifications.

Servicing shall also take into account the requirements of International rules and regulations and the appertaining Classification Society, Flag state and Port State.

REFER TO QUALITY PROCEDURE NUMBER

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STATISTICAL TECHNIQUES ----(4.20)

There is no identified need for procedures to fulfil the requirements of this clause at this moment in time. However, should it be determined that specific procedures or instructions are necessary to control this activity, then suitable documentation will be produced.

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HEALTH, SAFETY AND ENVIRONMENTAL POLICY

The Company has identified Safety and Environmental Protection as key areas of its business that are of paramount importance.  

To meet this requirement the Company's procedures take into account the need to protect personnel, property and the environment from risks and hazards that can be reasonably expected. To this end, the management is committed to educating all personnel:-

1. To possible hazards and dangers of their work.
   
2. To the importance of planning all work to best prevent accidents, injuries, property damage and damage to the environment.
   
3. To follow agreed procedures.
   
4. To implement agreed corrective action.
   
5. To regularly check to ensure safe working conditions are being maintained and the environment is not being damaged.
   
6. To use their best endeavors to ensure Contractors working on behalf of Richard White apply standards compatible with the Company's policies.
   
7. To work as a team with every employee taking an active interest in safety and the environment for the benefit of all concerned.
   
8. To report any near miss incidents

An accident is indicative of a failure in the operating system and Richard White is committed to fully investigating all accidents or near miss incidents. The results of such investigations and any necessary corrective action will be brought to the attention of all concerned so as they may learn from such incidents.

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DRUG AND ALCOHOL POLICY

Richard White is committed to providing a safe work environment and to fostering the well-being and health of its employees. That commitment is jeopardized when any Richard White employee uses illegal drugs or alcohol at work or comes to work with these substances present in his/her body, or possesses, distributes, or sells drugs in the workplace. Richard White has established the following policy with regard to alcohol and other drugs to ensure that we can meet our obligations to our employees, customers, and the public.

The goal of this policy is to balance our respect for individuals with the need to maintain a safe, productive, and drug-free environment. The intent of this policy is to offer a helping hand to those who need it, while sending a clear message to all employees that illegal drug use and alcohol abuse are incompatible with working at Richard White.

1. It is a violation of our policy for any employees to possess, sell, trade, or offer for sale illegal drugs or otherwise engage in the use of illegal drugs or alcohol on the job.
   
2. It is a violation of our policy for anyone to report to work under the influence of illegal drugs or alcohol -- that is, with illegal drugs or alcohol in his/her body.  
   
3. It is a violation of our policy for anyone to use prescription drugs illegally. (It is not a violation of our policy for an employee to use legally prescribed medications, but the employee should notify his/her supervisor if the prescribed medication will affect the employee’s ability to perform his/her job.)
   
4. All employees are reminded that as subcontractors they may be subjected to testing and screening for drugs and alcohol abuse whilst on a job site.
   
5. Employees must disclose any conviction for a drug-related offense in the workplace to Richard White within 5 days after such conviction. 
   
6. Employee violations of this policy are subject to disciplinary action ranging from:
   1. A letter of reprimand
   2. Suspension from work without pay
   3. Dismissal.
      

It is the responsibility of  Richard White to counsel employees whenever they see changes in performance or behavior that suggest that an employee has an alcohol or other drug problem. Although it is not the employer’s job to diagnose the employee’s problem, the employer may encourage such an employee to seek help and tell him/her about available resources for getting help. Because all employees are expected to be concerned about working in a safe environment, they also should encourage their fellow employees who may have an alcohol or other drug problem to seek help.

Any questions concerning the quality systems of Richard White please email
[email protected]
This page was last amended on 23 April 1999 10:29:52 +0100
© Richard White 1999