Doc. No: UPHDB/QM/01 Prepared By: AMR Issue No.:01 Rev. No.: 00 Eff. Date: Page: 1 of 18 Issued by: MR

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1 Doc. No: UPHDB/QM/01 Prepared By: A Page: 1 of 18 Issued by: 7.1 PLANNING OF UPHDB has established a system to plan and develop the processes needed for product realisation. The planning of the product realisation is compatible and consistent with the requirements of the other processes needed for the Quality Management System. UPHDB has established a team of senior officers who discuss, debate and decide on all the aspects relating to the planning of product realisation processes. In planning the product realisation, the team of senior officers determines the following as appropriate a) Quality objectives and requirements for the product; b) The need to establish processes, documents, and provide resources specific to the product; c) Required verification, validation, monitoring, inspection and test activities specific to the product and the criteria for product acceptance; d) Records needed to provide evidence that the realisation processes and resulting product meet requirement. The Executive Engineer / Project Manager will develop the action Plan that is specific to the project assigned to him. The Executive Engineer / Project Manager will also review the action plan prepared from time to time and make the necessary changes as required and obtain the approval for such changes.

2 Doc. No: UPHDB/QM/01 Prepared By: A Page: 2 of 18 Issued by: 7.2 CUSTOMER RELATED PROCESS DETERMINATION OF REQUIREMENTS RELATED TO THE : UPHDB has established systematic methods for determining on a project to project basis:- a) Requirements specified by the customers including requirements for delivery and post delivery activities. b) Requirements not stated by the customer but necessary for the specified or intended use where required. c) Statutory and regulatory requirements related to the product. d) Any additional requirements determined by UPHDB The above requirements are determined at UPHDB on a project to project basis by different sections like Construction Units, Architecture & Planning Wing, and Head Office etc. The requirements of the customers are defined and documented. Other requirements not stated by the customer but necessary for specified or intended use, statuary and /or regulatory requirements specific to the project and any additional requirements are all defined and documented in the Detailed Project Report etc.

3 Doc. No: UPHDB/QM/01 Prepared By: A Page: 3 of 18 Issued by: REVIEW OF REQUIREMENTS RELATED TO THE : UPHDB broadly undertakes two categories of works. The details of the two categories are explained as follows: a) Construction of buildings, roads, drain, parks etc. and other development work for new town ship/ colony b) Work in relation to already agreed requirements of a client. The requirements of the customers relating to the product required are assessed and implemented or discussed, negotiated and agreed upon through formal meetings between the two parties, internal one to one meetings between the representatives of the two parities etc. The objective of the discussions; negotiation etc. is to ensure that; a) All product requirement are clearly defined and understood b) Requirements different from those previously agreed are resolved to the mutual satisfaction by both parties c) UPHDB has the ability to meet the defined requirements. All the records of the internal reviews and discussion with customer or his representative are maintained by UPHDB in the form of notes/files. These notes also specify the actions arising from the reviews. Normally, being a Govt. Organization, UPHDB does not accept verbal statements of requirements from the customers. However, if any such verbal statements of requirements are received, then UPHDB advises the customer to conform the same in writing before their acceptance by UPHDB. Changes to the product requirements can be triggered both by UPHDB and/or the customer. However, any request for change will be intimated discussed and agreed upon before their implementation. The proposal for change request will

4 Doc. No: UPHDB/QM/01 Prepared By: A Page: 4 of 18 Issued by: identify the persons who are required to be informed on the change and the documents that are required to be modified. As organization is not doing any internet sales, so no contract review is applicable. As and when the organization starts it, the same shall be addressed in Quality Management Manual

5 Doc. No: UPHDB/QM/01 Prepared By: A Page: 5 of 18 Issued by: CUSTOMER COMMUNICATION: UPHDB has established effective arrangements for communication with its customers. The arrangements adopted by UPHDB include regular meetings with the customer for reporting the progress, periodic reports updating the status of completion of projects etc. These meetings and reports provide the information to customer on; a) Product required by them b) Inquires, order handling including amendments c) Customer feed back, including customer complaints. References: Process for demand survey and or disposal of properties by registration method. Process for allotment of properties through draw of lots. Process for allotment of properties through auction. Process for service to customer on accounts of demand and recovery for individual allotted properties. Process for issuance of possession letter agreement, deed. Process for customers requests regarding mutation of properties. Process for handling of various application at Zonal offices. Process for handling allotment of school plots. Process for handling of requests/complaints of customers received at property section of the head quarters. UPHDB/PM/PRP/02 UPHDB/PM/PRP/03 UPHDB/PM/PRP/04 UPHDB/PM/PRP/06 UPHDB/PM/PRP/ UPHDB/PM/PRP/08 UPHDB/PM/PRP/09 UPHDB/PM/PRP/10 UPHDB/PM/PRP/11

6 Doc. No: UPHDB/QM/01 Prepared By: A Page: 6 of 18 Issued by: 7.3 DESIGN AND DEVELOPMENT: UPHDB has established appropriate systems to plan and control the design and development of product as follows: : Design & Development Planning For the design and development planning UPHDB determines the various stages of design and development and their review, verification and validation with responsibilities and authorities for design and development. UPHDB ensures effective communication and clear assignment of responsibility between different groups involved in planning & design and development. It updates the planning & design outputs, as appropriate, as the design and development progresses. Reference: Process Manual UPHDB/PM/APD/01 to Process for Town notification Process for Transportation-Zonal Plan preparation Process for preparation of Layout Plan Process for Preparation of Numbering & Development control plan Process for Preparation of Building Designs Process for Approval of Building Layout Plan Process for Preparation of compounding of Unauthorized UPHDB/PM/APD/01 UPHDB/PM/APD/02 UPHDB/PM/APD/03 UPHDB/PM/APD/04 UPHDB/PM/APD/05 UPHDB/PM/APD/06 UPHDB/PM/APD/

7 Doc. No: UPHDB/QM/01 Prepared By: A Page: 7 of 18 Issued by: : Design & Development Inputs Inputs relating to product requirements are determined and documented. The Inputs includes rules, regulation, acts, IS Codes/standards, MOU s, National Buildings Codes, PWD/CPWD specifications, functional and performance requirements, applicable statutory and regulatory requirements, and other requirements essential for design and development. Inputs also include relevant information derived from the similar past designs. Inputs are reviewed for adequacy and completeness. The records of review of inputs for adequacy and completeness are available in the project specific files. The evidence will be in the from of endorsement/signature of the A.P. /E.E. These will be unambiguous and not in conflict with each other. Reference: Process Manual for Provision of Uniform Process Manual for Medical Reimbursement & Medical Advance Process for designing of development services Sectorial Process for designing of development services Trunk Process for Approval of Design of External Electrification from UPPCL UPHDB/PM/CC/01 UPHDB/PM/CC/02 UPHDB/PM/ENG-DES/05 UPHDB/PM/ENG-DES/06 UPHDB/PM/ENG-ELE/10

8 Doc. No: UPHDB/QM/01 Prepared By: A Page: 8 of 18 Issued by: : Design & Development Outputs Outputs of planning and design are provided in the form of Layout Plans, Concept Plans, Architectural and Structural Design, Design Calculations, Specifications etc. to ensure verification against the design and development inputs and are approved by the competent authority prior to release for use. It is ensured that outputs meet the input requirements, provide appropriate information for all relevant activities required for product realisation. The design outputs are all complied and documented in the form of DPR and this provides the detailed information for the project personnel to carryout the material procurement and execution activity. The DPR also provides information on the characteristics of the product that are essential for the safe and proper use. Outputs also include product acceptance criteria and specific characteristics of the product that are essential for its use : Design & Development Review Systematic and periodic review of design and development are performed in accordance with the planned arrangements; reviews are aimed to evaluate the ability of the results of design and development to meet requirements, reviews also identify problems if any, and propose necessary actions. Records of the review and necessary actions maintained in the form of notes in the project specific files. Representatives of different wings associated with the design and development stages attend reviews. Reference: In process manuals at relevant stages of review.

9 Doc. No: UPHDB/QM/01 Prepared By: A Page: 9 of 18 Issued by: : Design & Development Verification Verification of the output is performed in accordance with the planned arrangements to ensure that the design and development outputs meet the input requirements. Records of verification are maintained. Reference: Process for Site inspection for the Quality of Works UPHDB/PM/ENG -QCC /, Process for Inspection, handling over and energisation of external UPHDB/PM/ENG-ELE/11 electrification work : Design & Development Validation Validation of design and development is performed in accordance with the planned arrangements to ensure that resulting product is capable of meeting the requirements for the intended use. Wherever possible, validation is completed prior to the delivery of the product. Records of the result of validation and any necessary actions are maintained.. Reference: Process Manual for Approval of Design of External Electrification from UPPCL Process Manual for Administrative & Financial Approval and Technical Sanction Process Manual for Approval of Building Layout Plan UPHDB/PM/ENG-ELE/10 UPHDB/PM/ENG /02 UPHDB/PM/APD/06

10 Doc. No: UPHDB/QM/01 Prepared By: A Page: 10 of 18 Issued by: : Control of Design & Development Changes The changes of design and development are identified, documented and maintained. The changes are reviewed, verified, validated and approved by competent authority before implementation. The reviews of design and development changes include evaluation of the effect of the changes on constituent parts and product already delivered. The result of the review of changes and any necessary actions are documented and records maintained. Where the nature of work is repetitive then UPHDB may carry out validation of product by carrying out with a sample house before going in for mass construction. Joint inspection by Executive Engineer and Architect Planner are conducted to validate the architectural and structural designs. To support the validation activities, various tests are carried out and records maintained. Reference: Concerned drawings, feasibility reports, DPR, calculations.

11 Doc. No: UPHDB/QM/01 Prepared By: A Page: 11 of 18 Issued by: 7.4 PURCHASING PURCHASING PROCESS UPHDB has established appropriate systems to ensure that the purchased product or material conforms to specified purchase requirements. The degree of control applied to the supplier and purchased product or material is dependent upon the effect of the purchase product on subsequent product realisation or final product. UPHDB also registers selected suppliers after evaluation of their ability to supply product in accordance with it requirements. Criteria for selection, evaluation and re-evaluation are established. The results of evaluation and any necessary action arising from the evaluation are documented and records maintained. UPHDB operates a system for evaluation of its suppliers to decide on continuation of their service. The evaluation broadly covers quality and timely performance. The supplier has to meet certain specific norms for continuation. References: - Process for Purchase of materials through Quotations & Tenders UPHDB/PM/ ENG /03

12 Doc. No: UPHDB/QM/01 Prepared By: A Page: 12 of 18 Issued by: PURCHASING INFORMATION UPHDB ensures that purchasing information, describes the product or material to be purchased. Where necessary, requirements for approval of product, procedures, processes and equipment are defined and established. Where appropriate, the requirements of the QMS and qualification of personnel are ensured as required for the product realisation. UPHDB ensures the adequacy of specified purchase requirement prior to their communication to the supplier. Reference Process for Purchase of materials through Quotations & Tenders UPHDB/PM/ ENG / VERIFICATION OF PURCHASE. UPHDB has established a system for verification of purchase product. It ensures that the purchase product meets the specified purchase requirements by inspections, tests, checklists, formats etc. If it is necessary to perform verification at the supplier's premises, it states the intended verifications arrangements and the method of product release in the purchasing information. Reference: Process Manual for material Testing by the Quality Control Cell UPHDB/PM/ENG- QCC/08 Stock register Measurement Book Quality Control plans, Work order

13 Doc. No: UPHDB/QM/01 Prepared By: A Page: 13 of 18 Issued by: 7.5 ION AND SERVICE PROVISION CONTROL OF ION UPHDB has established a system to plan and carryout production and service provisions under controlled conditions. Controlled conditions include - a) The availability of information that describes the characteristics of the product. b) The availability of work instructions as necessary, c) The use of suitable equipment, d) The availability and use of monitoring and measuring devices. e) The implementation of monitoring and measurement and f) The implementation of release, delivery and post delivery activities. Reference: Process for Release of Advertisements and Publications Process for Execution of Works Process for Inspection/ Handing over and Energisation of External Electrical Works UPHDB/PM/PRO/01 UPHDB/PM/ENG/04 UPHDB/PM/ENG-ELE/11

14 Doc. No: UPHDB/QM/01 Prepared By: A Page: 14 of 18 Issued by: VALIDATION OF PROCESSES FOR ION UPHDB validates any process for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement. This includes processes where deficiencies become apparent only after the product is in use or the service has been delivered. Validation demonstrates the ability of these processes to achieve planned results. UPHDB has established arrangements for these processes which include: a) Defined criteria for review and approval of the processes. b) Approval of equipment and qualification of personnel. c) Use of specific methods and procedures. d) Requirements for records and e) Revalidation. Construction activities are an outsourced process for UPHDB. Systematic methods have been established by UPHDB for ensuring that the contractors carryout the work as per requirements of UPHDB. The requirements are communicated to the contractors through tender documents including Bill of Quantity which includes the specifications of work. The works carried out by the contractors are supervised by the team of Engineers headed by EE and Quality Control Cell of UPHDB. References: Quality Control Manual of UPHDB

15 Doc. No: UPHDB/QM/01 Prepared By: A Page: 15 of 18 Issued by: IDENTIFICATION & TRACEABILITY: UPHDB identifies the product by suitable means throughout product realisation and the product status with respect to monitoring and measurement requirement, where traceability is a requirement, UPHDB controls and records the unique identification of the product. At site leveling, numbering, tagging, marking, segregating etc. methods are applied at the three stages like receipt at stores, during construction and finished stages. Identification A- Receipt Area S. No. Item Method 1- Cement By Brand Name & Grade on each bag 2- Steel Stack cards 3- Door Shutters Stack cards B- Construction Sites S. No. Item Method 1- Cement By Brand Name & Grade on each bag 2- Steel Stack cards 3- Door Shutters Stack cards 4- Bricks By Class Designation 5- Coarse Sand By Fineness 6- Stone Grit By Nominal Size 7- Pipes for W/S & Sewerage By Diameter

16 Doc. No: UPHDB/QM/01 Prepared By: A Page: 16 of 18 Issued by: C- Finished stage S. No. Item Method 1- House By Unique Number 2- Plots By Unique Number 3- Sector By Unique Number / Name 4- Yojna By Name The identification of material /equipment at the construction sites under the contractors is carried out by the contractors. Taking the definition of product to mean the output of a process, identification of outputs in the form of documents and records, is carried out as per the procedures for control of documents and control of records.

17 Doc. No: UPHDB/QM/01 Prepared By: A Page: 17 of 18 Issued by: CUSTOMER S PROPERTY: UPHDB exercises due care with customer property or record while it is under its control or being used by it. UPHDB has a system to identify, verify, protect and safeguard customer property for use in the product. If any such property is lost, damaged or not found suitable for use, it is reported to the customer and records maintained. Reference: Process for MOU & contracting UPHDB/PM/ENG-GCC/ PRESERVATION OF : UPHDB preserves the conformity of product during internal processing and delivery to the intended destination. The methods preservation is applicable on all the material, machinery etc at sites, during construction and finished stages. The preservation includes identifications, handling and packaging where applicable, storage and protection. It also applies to the constituent part of a product. References: Financial handbook Office Orders / Instructions/ Guidelines

18 Doc. No: UPHDB/QM/01 Prepared By: A Page: 18 of 18 Issued by: 7.6 CONTROL OF MONITORING AND MEASUREMENT EQUIPMENTS: UPHDB has a system to determine the monitoring and measurement requirements to be undertaken and devices needed to provide the evidence of conformity of product to determine requirements. It has established suitable methods, processes to ensure that monitoring and measurement are carried out in a manner that is consistent with the monitoring of measurement requirements. To ensure correct and valid results measuring equipment are calibrated or verified at specified intervals or prior to use against measurements standards established nationally and internationally. Where no such standards exists the basis for calibrations is documented and records maintained. The measuring equipment are adjusted or re-adjusted as necessary, identified to enable the calibration status to be determined and safeguarded from such maladjustments that would invalidate the measurement result. They are protected from damage and deterioration during handling, maintenance and storage. UPHDB has a system to assess and record the validity of the previous measuring result when the equipment is found not to conform to requirements. It takes appropriate action on the equipment and any product or material effected. Records of the results of calibrations and verification are documented and maintained. In case the ability of the computer software to satisfy intended application for monitoring and measurement of specified requirement is established and conformed, it is undertaken prior to initial use and re-confirmed as necessary. Reference: Process for Calibration of Equipments: UPHDB/PM/ENG-QCC/09