• DOC: C/P/01 J,RiTES PROCEDURE FOR MANAGEMENT REVIEW THr INFR'\STRUCTURF prOPI F Issue No.: 05 Approved By: (l)Wv Page 1 of 9 DF, Chairman Steering Committee Effective Date: 05 NOV 2014 Page Rev. No.: Nil 1. Purpose To establish & operate a system for periodic Management Review of Quality Management System of RITES at Corporate Level and SBU level. Scope Applicable to both Corporate level Management Review and SBU level Management Review covering all activities covered in the respective Quality Management System. 2. Overall Responsibility 1. Corporate MR - For Corporate MRM. 2. SBU MRs - For SBU MRM 3. Divisional Heads are responsible for Divisional level review of SBU level quality Management Review activity. 3. 4. Procedure SI. Activity Description Responsibility Reference No. Docs. SBU Management Review 4.1 Planning and a) Each SBU shall carry out the SBU MR conduct of management review of the SBU MRM activities covered under its Quality Management System in line with requirements of ISO 9001 :2008, through a SBU Level Management Review Committee appointed by SBU Head, headed by SBU Head at a frequency of Twice in each financial year out of which at least one SBU MRM shall be chaired'" by Divisional Head.
Transcript
• DOC: C/P/01
J,RiTES PROCEDURE FORMANAGEMENT REVIEW
THr INFR'\STRUCTURF prOPI F
Issue No.: 05
Approved By: (l)Wv Page 1 of 9DF, Chairman Steering Committee
Effective Date: 05 NOV 2014Page Rev. No.: Nil
1. Purpose To establish & operate a system for periodicManagement Review of Quality Management Systemof RITES at Corporate Level and SBU level.
Scope Applicable to both Corporate level ManagementReview and SBU level Management Review coveringall activities covered in the respective QualityManagement System.
2.
OverallResponsibility
1. Corporate MR - For Corporate MRM.2. SBU MRs - For SBU MRM3. Divisional Heads are responsible for Divisionallevel review of SBU level quality Management Reviewactivity.
3.
4. Procedure
SI. Activity Description Responsibility ReferenceNo. Docs.SBU Management Review4.1 Planning and a) Each SBU shall carry out the SBU MR
conduct of management review of theSBU MRM activities covered under its
Quality Management System inline with requirements of ISO9001 :2008, through a SBU LevelManagement Review Committeeappointed by SBU Head, headedby SBU Head at a frequency ofTwice in each financial yearout of which at least one SBUMRM shall be chaired'" byDivisional Head.
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SI. ActivityNo.
Description Responsibility ReferenceDocs.
b) Management Review Agenda of SBU MRSBUs shall include the following:
~ Overall performance of QualityManagement System in the SBUsince last Management Review.
~ Results of internal I externalaudits & trends of NCRs
~ Status I trend of Customersatisfaction through CSI, RepeatBusiness, Letters of appreciation,Client Meetings, complaintsanalysis etc
~ Status of major corrective &preventive actions andimprovement actions takenduring the period under review
~ Process Performance analysis ofmajor processes (eg. BusinessDevelopment, design process,analysis of quality of outsourcedservices I contractors orsubcontractors hired, projectexecution & delays)
~ Business Performance -Business Growth, OperatingRatio, Turnover, outstanding,status of achievement of AnnualTargets
~ Servicefulfillment
conformance andof contractual
commitments.
Agenda ofMRM
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Responsibility ReferenceDocs.
Description
~ Effectiveness of implementedQuality Management Systemincluding suitability of QualityPolicy and Objectives and statusof achievement of SBUObjectives including businesstargets
~ Actions taken on previousManagement Review decisions
Management Review Agenda shallbe circulated to all the members ofManagement Review Committee Inadvance of the proposed meeting.
c) Management Review Committee SBUshall review the overall Managementperformance of Quality ReviewManagement System of SBU for Committeeits continuing suitability based onrelevant data and information. Itshall decide on any actions to betaken based on the abovereview, identify areas ofimprovement and give directionsfor the same.
AgendaofMRM
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SI. ActivityNo.4.2 Minutes of
SBU MRMand follow-up actions
4.3 DivisionalReview ofSBU levelMRM
Docs.Description Responsibility Reference
a) MR shall prepare minutes of the SBU MRmeeting, obtain approval of SBUHead and circulate the Minutes ofthe Management Review meeting tothe members of ManagementReview Committee and all othersconcerned. Minutes shall includeany decisions & actions related to:-Improvement in effectiveness ofQuality Management System & itsprocesses.-Improvement in service related tocustomer requirements-Resources needed
b) SBU MR shall forward copy of SBU MRSBU MRM Minutes to CorporateMR
c) It shall be ensured at SBU level SBU Headthat follow-up actions as decided with thebased on MRM Minutes are assistance oftaken as per the targets decided SBU MRby the responsible functionaries.Effectiveness of actions shall beensured and an action takenreport shall be prepared andplaced to SBU Head forapproval.
a) The minutes of SBU MRM shall Divisionalbe submitted to Divisional Head for Headseeking his directions who shallreview the same and ensure that
SBUManagementReviewMinutes
ActionTakenReport
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b) As necessary, Divisional Head Divisionalmay review Imodify the decision Headtaken by SBUI call fresh meeting attheir level I suggest improvementaction based on overall Divisionalviewpoint.
Description
• Management Reviews areconducted in a timely manner, atleast twice in each financial yearby SBU's
• Management Review conductedaddresses all issues asmentioned above
Management review conductedis in-depth, data based, factualand issues relevant to the SBUare discussed
• Decisions for improvement Icorrective actions are recordedand responsibility and targets arein order
Corporate Quality Management System4.4 Corporate
QualityManagementSystemReviewProcess
The review of implemented overallQuality Management System inRITES as an organization shall becarried out by a CorporateManagement Review Committeecomprising of following at afrequency of minimum twice in a
Responsibility ReferenceDocs.
CorporateManagementReviewCommittee
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4.5 Agenda forCorporateManagementReview
Description
Financial year as decided byChairman:CMD, RITES - ChairmanAll Functional Directors -MembersAll Divisional Heads - MembersCorporateRepresentative -
ManagementCoordinator.
An agenda for CorporateManagement Review meeting shallbe prepared based on the following:~ Overall performance of Quality
Management System since lastManagement Review. Thisshould include QualityManagement Systemperformance of SBUs also, asdepicted by their ManagementReview Minutes.
~ Results of internal/externalaudits & trends of NCRs
>- Status / trend of Customerfeedback, complaints, Customersatisfaction on performance ofRITES
>- Status of major corrective &preventive actions taken duringthe period under review.
>- Process Performance andservice conformance
>- Effectiveness of implementedQuality Management Systemincluding suitability of QualityPolicy and Objectives and status
~ Follow ups from previousManagement Review, steeringcommittee decisions and otherdirections received
~ Changes that could affect theQuality Management System
~ Recommendations forImprovements
Management Review Agenda shallbe circulated to all the members ofManagement Review Committee inadvance of the proposed meeting.
Management Review Committeeshall review the overall performanceof Quality Management System ofRITES for its continuing suitabilitybased on relevant data andinformation. It shall decide anyactions to be taken based on theabove review, identify areas ofimprovement and give directions forthe same.
Corporate MR shall prepare minutesof the meeting, obtain approval ofChairman and circulate the Minutesof the Management Review meetingto the members and all othersconcerned. Minutes shall includeany decisions & actions related to :
Responsibility ReferenceDocs.
Corporate MR CorporateManage-mentReviewAgenda
Corporate MR CorporateMRMeetingMinutes
CorporateManagementReviewCommittee
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4.9
Report onActionstaken toManagement
Corporate MR ActionTakenReport
SI. ActivityNo.
Follow up
Corrective4.10 Actions
Description Responsibility ReferenceDocs.
-Improvement in effectiveness ofQuality Management System & itsprocesses.-Improvement in service related tocustomer requirements-Resources needed
Corporate MR shall follow up withthose responsible for taking action toensure timely action as perCorporate Management ReviewMinutes.
Concerned persons responsible for Concernedactions based on Minutes of personsManagement Review Meeting shall responsiblesubmit report on actions taken on for correctivethe minutes of the meeting to / preventiveCorporate MR in a timely manner actionswho shall, as necessary, verifycorrective / preventive actions taken.
4.11 Corporate MR shall report on ActionTaken to Chairman who may like toreview the status from time to timeand also report the same in the nextManagement Review Meeting.
Corporate MR
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Note: SBUs may issue additional work instructions / guidelines at their level foreffective implementation of this procedure, if needed.
To ensure that information with respect to performance ofthe organisation is compiled and reviewed by appropriatelevel of management.
Overall performance of RITES including Financial, Physicaland Quality PerformanceApplicable at Corporate Level, Divisional and SBUs levels
• SBU Head for Review of performance at SBU level• Divisional Heads for Review of performance at
Divisional level• SBU Head (Finance) / Designated GGM/GM
(Finance) for Review of Financial performance underthe guidance of Director (Finance)
• CS for compilation of information on Physical Workperformance of RITES for review by CMD, otherfunctional Directors
• CS for coordinating for BOD meetings, AGM etc.• CMD and other functional Directors for review of
RITES performance through BOD meetings,Quarterly Corporate Plan & MOU PerformanceReview meetings.
b) Divisional Heads shallprojects periodically.
review DivisionalHeads
4.1 ProjectReview
Description Respon-sibility
ReferenceDocs.
___ -----1- ----1 --'- --'- ---'
a) All SBU Heads shall review the SBU Headprojects being carried out by SBUon regular basis. The SBU Headshall conduct the first (kick off)meeting for each new project withthe project team for developing arealistic work plan. In this meetingpotential impediments and risks inproject execution shall be identifiedand the contours of contingencyplan shall be identified.
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4.1.1
4.2
4.3.
MidTermProjectReview
ProjectReviewonCompl-etion
Financialperform-ance MIS
b) End-term review shall be put up to SBU Headconcerned Divisional Head forinformation and directions, if any.
a) Each SBU at the beginning of month SBU Headscompiles the relevant financialperformance data with respect to theprevious month, as decided, such as:-Income during the month- Expenditure during the month- Outstanding- Operating Ratio, targets- Value of orders in handThe above information may beprovided with break ups as requiredfrom time to time.
c) QA & Expotech shall draw amonitoring schedule, keeping in viewtheir specific requirements.
Each SBU shall review its importantProjects (preferably large projects)with respect to technical & financialaspects on mid term basis.
a) On completion, each project shall bereviewed along with the projectcoordinator for ensuring satisfactoryphysical and financial closure of theproject.The emphasis shall also be on bringingout the lessons learnt during projectexecution, which shall be shared withinthe SBU with other projectcoordinators.Lessons learnt report shall be preparedand highlights, if any, shall bediscussed in SBU MRM.
b) Information compiled is reviewed to SBU Headsdetermine any adverse performancetrends and decide improvements.
c) The data is compiled and put up toSBU (Head), Finance I DesignatedGGM/GM, Finance for review.
d) Based on review of data, anyadverse trends are identified and, asneeded, clarifications obtained fromconcerned SBU. MIS is put up to OFfor review.As needed, instructions are issued andgot implemented.
a) Each SBU compiles its physical SBU Headsperformance data for the previousmonth such as:-Contracts secured during the month-Reports submitted during the monthHighlight of major on going contract-Offers submitted during the month-Offers already submitted and underconsideration.
b)lnformation compiled is reviewed and SBU Headsexamined to determine any adverseperformance trends and corrective Ipreventive actions are decided andimplemented.
c) Information from all SBUs is Companyreceived, compiled and reviewed by SecretaryDivisional Head and sent to CS whocompiles the data each month in theform of monthly progress report.
MISReports
PROCEDURE FORPERFORMANCE REVIEW
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d) Monthly progress report is put up to CompanyCMD for his review and approval. The Secretaryreport duly approved is sent to RailwayBoard.
e) As desired by CMD / other senior Companyofficers, based on the review of report Secretaryany specific queries are raised to theconcerned SBU for reply.
MonthlyProgressReports
4.5 Perfor-manceReviewsatDivisionallevel
a) The monthly performance Divisionalstatements of SBUs under a Division Headsare reviewed by Divisional Heads.Areas needing improvement areidentified in view of targets and actionsare decided for implementation byconcerned SBUs.
b) As necessary from time to time Divisionalperformance review meetings may be Headheld with SBUs at Divisional level.
c) Client satisfaction assessment is Divisionaldone mainly at SBU level through Headvarious means and reported toDivisional Heads who review theperformance.
d) Records of reviews done shall be Divisionalmaintained, as needed, through Headminutes of meetings, internal notes,etc. Based on the reviews corrective /preventive actions by SBUs shall beensured.
MISReports
Minutes ofMeetings/ Internalnotes
PROCEDURE FORPERFORMANCE REVIEW
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4.6 PerformanceReviewby BoardofDirectors(BOD)
a) As per statutory requirement, the Companymeeting of BOD is required to be held Secretaryevery quarter. However, it may be heldearlier, if required.
b) CS co-ordinates for calling BOD CompanyMeetings under the directions of SecretaryFunctional Directors with agenda asapproved by the Functional Directors.The agenda of BOD meetings mayinclude policy decisions, decisions onimportant matters such as approval ofannual accounts, diversifications, jointventures, capital expenditure abovespecified limits (as per guidelinesreceived from time to time) all deferredpayment projects, project approvalsabove specified value as per SOP, re-employment of retired persons andother items requiring approval of BODas per Company's Act and directives ofMinistry of Railways.
c) The minutes of BOD duly approved Companyby Chairman and Functional Directors Secretaryare issued by CS to all Members ofBOD. The relevant extracts are sent toconcerned Divisional Head / SBU Headfor implementation of the decisions.
d) Suitable actions shall be taken byconcerned functionaries and confirmedto Company Secretary.
e) If needed by BOD, feedback on Companyactions taken is submitted to BOD for Secretaryreview.
4.7 QuarterlyCorporate Plan &MOUPerformanceReviewmeetings
a) An MOU is signed with Ministry of CompanyRailways every year by 31st March. SecretaryThe MOU includes targets for financialand physical performance of RITES.The MOU is decided based ondirections of Deptt. of Public Enterprise(OPE) along with Ministry ofRailways. CS coordinates for signing ofMOU with the Ministry of Railwaysunder the guidance of FunctionalDirectorsb) MOU targets are made available tothe concerned Divisional / SBU Headswho take necessary actions forensuring achievement of the same.
c) Provisional Performance on MOUtargets is reported to OPE by 30th Apriland finalized performance is sent afterAGM based on which MOUperformance grading of the company isdone by the OPE.
d) Quarterly Corporate Plan & MOU CompanyPerformance Review meetings are Secretary /held in which Functional Directors & GGM(MCS)Divisional Heads participate. Relevant for organi-important issues at corporate level arediscussed and decisions / actions to be zing thetaken are also brought out through meetingminutes of meetings which are issued andby Company Secretary / GGM(MCS). circulatingConcerned Divisional Heads ensure the minutesappropriate actions are taken.
Note: SBUs may issue additional work instructions I guidelines at their levelfor effective implementation of this procedure, if needed.
5. Documents & Records
a) Lessons Learnt Reportb) F&A Procedure on MISc) Financial MISd) Monthly Progress Report of RITESe) MIS Reports by SBUsf) Minutes of BOD Meetingsg) Annual MOU of RITES with Ministry of Railwaysh) Minutes of Quarterly Corporate Plan & MOU Performance Review
Meetingsi) Mid Term Project Review Report
• FORMAT FOR ASSESSMENT OF DOC: C/F/o7-2
Illil'TES CUSTOMER SATISFACTIONi;lEINFRASTRlJC'i'VRF PEOPLE
