RUWACON QUALITY MANUAL Rev Date Preparation Review Approved Description of Revision 1 29 June SHEQ Manager SHEQ Manager Managing 2011 Director Ruwacon (PTY) Ltd P.O. Box 13596 Noordstad 9303 THIS DOCUMENT IS THE PROPERTY OF RUWACON (PTY) LTD AND MAY NOT BE USED, REPRODUCED, TRANSMITTED AND/OR DISCLOSED WITHOUT PRIOR WRITTEN APPROVAL Page 1 of 15
Title CONTENTS Page no 1. SCOPE 4 2. GENERAL 4 3. VISION STATEMENT 4 4. MISSION STATEMENT 4 5. PROFILE 5 6. RWC CORE BUSNIESS 5 7. APPROACH 5 8 QUALITY POLICY 5 9. QUALITY OBJECTIVES 6 10 QUALITY MANAGEMENT SYSTEMS PLANNING 6 11. MANAGEMENT RESPONSIBILITY 7 12. INTERNAL COMMUNICATION 8 13-14 MANAGEMENT REVIEW 8 15 RESOURCE MANAGEMENT 8 16 PROJECT DELIVERY 9 17 DESIGN AND CONTROL 10 18 PURCHASING 10 19 IDENTIFICATION, TRACEABILITY AND MONITORING 11 20 CLIENT PROPERTY 12 21-24 HANDLING, STORAGE, PACKAGING, DELIVERY 12-13 25 CONTROL /MONITORING AND MEASURING EQUIPMENT 13 Page 2 of 15
26 MEASUREMENT, ANALYSIS AND IMPROVEMENT 13 27 PROCESS CONTROL 14 28 AUDITS AND INSPECTIONS 14 29 CONTROL OF NON CONFORMANCE PRODUCTS 14 30 ANALYSIS OF DATA 14 31 IMPROVEMENT 15 Page 3 of 15
1. Scope. The manual describes Ruwacon s quality management system in accordance with ISO 9001. 2. General 2.1 Manual responsibility. The preparation, review and approval of the manual are the responsibility off: Preparation: SHEQ Manager Review: SHEQ Manager Approval: Managing Director 2.3 Work and implementation responsibility. All employees of Ruwacon are responsible to implement the contents of the manual. 2.4 Applicability. The manual applies to all work and activities executed by Ruwacon, including the interactions with sub contractors, suppliers, vendors and service providers. 3. Vision statement The vision of Ruwacon is to become market leaders of the construction industry in South Africa. The company strives to earn the respect of stakeholders through its commitment to continuous improvement driven by respect, integrity, respect, trust and teamwork. 4. Mission statement The mission statement of Ruwacon is to deliver high-quality, cost effective projects on schedule. 5. Profile 5.1 Ruwacon was established in 1999 by Pieter Ruthven, the current Chief Executive Officer of the company. At that point in time the closed corporation was a civil construction company. In 2003, the closed corporation converted to a private company and 30% of its shares were acquired by Gavin Davids, the current Managing Director of Ruwacon (Pty) Ltd. 5.2 The company showed tremendous revenue growth and a new office complex was built in Bloemfontein in 2007. Regional offices have been established in Cape Town, Centurion, Prieska and East London. 5.3 Ruwacon (Pty) Ltd has a 9GBPE 8CEPE rating with the Construction Industry Development Board. This puts Ruwacon (Pty) Ltd in a favourable position since the company is one of a few construction companies in South Africa with 51% Page 4 of 15
black ownership and a 9BG grading. 5.4 Transformation is driven at the highest level and pro-active measures are taken to ensure that the company complies with the Codes of Good Practice as stipulated in Government Gazette 29617. Ruwacon (Pty) Ltd currently holds a level 4 BEE rating 6 Core business: As a civil construction company we mainly focus on : 6.1 Long term repairs and maintenance projects RAMP 6.2 General construction work 6.3 Water pipelines 7. Approach. Management believes in a hands-on approach and therefore regular visits to sites countrywide, are imperative.senior management has committed themselves to the principles of integrity, respect and transparency as set by Corporate Governance in South Africa. 8. Quality Policy (Clause 5.3) Ruwacon (Pty) Ltd has as a matter of policy adopted ISO 9001 as quality management principles to achieve the desired result. It is further the policy of Ruwacon (Pty) Ltd to continuously identify and develop processes and procedures. Top management are committed to ensure that: 8.1 Continually improve the management system and quality to ensure effectiveness safe working conditions and rendering a satisfactory service to our clients. 8.2 Management skills, expertise and resources are used in the most cost effective manner to produce complete the projects of the required standard and quality. 8.3 Ruwacon (Pty) Ltd is compliant with all legislation and regulations relevant to our industry. 8.4 The policy including the management system, the objectives and procedures are communicated to and understood by all employees and parties involved in our operations. 8.5 All employees and other parties involved in our operations implement and maintain the management system. 8.6 An annual review of the management system is done to ensure continuous improvement. 8.7 Line managers are authorized and directly responsible to ensure execution of the Page 5 of 15
said policy, objectives and Quality Management System. 9. Quality Objectives (Clause 5.4.1). The following objectives are applicable: 9.1 Providing agreed levels of product quality and services to our clients, by appreciating and fully understanding their needs and expectations. 9.2 Maintaining competent and capable resources to comply with regulatory, client and company requirements. 9.3 Continuous assessment of our employees training needs are done and necessary training is provided in order to benefit all stakeholders. 9.4 The reduction of our operational cost through the effective implementation of the Quality Management System. 9.5 Involving and encouraging our Suppliers and Sub- Contractors to continuously improve their performances 10.. Quality Management Systems Planning. (Clause 5.4.2) The established management system has been developed into four tiers of documents to ensure that the controls identified in the planning is effective to meet the general requirements of ISO 9001 as well as the quality objectives. Level Document Definition 9001 Requirements 1 Quality Policy & Manual 2 Procedures Manual States the scope of the QMS Describes the processes of the QMS Profile of the organization. Quality Policy and Objectives Management Responsibility. Responsibility, authority and communication This describes the quality processes and the interdepartmental control. ISO 9001 mandates six systems procedures: Additional will be identified to ensure effective planning, execution and control of the processes Documented statements: Quality Manual 4.2.2 Quality Policy 5.3 Quality Objectives 5.4.1 4.2.3 Control of documents 4.2.4 Control of records 8.2.2 Internal audits 8.3 Control of non conforming products. 8.5.2 Corrective Action 8.5.3 Preventative Action 3 Work procedures and Instructions Explain details of specific tasks or activities. It includes: Project quality plans, quality control sheets, procedure documents, work instructions, drawings, flowcharts, workman standards, test methods, checklists, product specifications, operating and machine manuals. 4 Record Completed forms, checklists, tags, labels, test results, evaluations on worked performed, suppliers, available as evidence of compliance the requirements of ISO 9001 Documents required for effective planning, operation, and control of the processes. Requirement as per ISO 9001 4.2.4 Page 6 of 15
11. Management Responsibility and authority (Clause 5) 11.1 As stipulated in the Quality Policy Ruwacon s management teams are committed to define, implement and control the Quality management system as per QMANUAL-/01. 11.2 Management shall ensure that employees on all levels are acquainted with the Quality management system, objectives and procedures. These will be regularly discussed at the site- departmental, cost and board meetings in respect of client requirements, achievement of objectives, legal, statutory and regulatory requirements. 11.3 Managers on all levels are responsible to ensure execution of the procedures with respect to their functions and works in the various departments or on projects. 11.4 Management Representative(Clause 5.5.2). The MD as appointed by top management shall have the following responsibilities: 11.4.1 Ensuring that processes needed for the quality management system are established, implemented and maintained. 11.4.2 Reporting to top management on the performance of the quality management system and any need for improvement, and 11.4.3 Ensuring the promotion of awareness of client requirements throughout the organization 11.4.4 Ensuring that appropriate communication processes are established within the organization and that communication takes place regarding the effectiveness of the quality management system. 11.4.5 Ensure that a review of the organization's quality management system, at planned intervals, are done to ensure its continuous suitability, adequacy and effectiveness. This review shall include assessing opportunities for improvement and the need for changes to the quality management system, including the quality policy and quality objectives. 11.4.6 Ensure that the Quality Management System is audited on a regular basis and any deficiencies are identified and promptly addressed. 11.4.7 Ensure that all personnel are trained in the usage of the Quality Management System and that all such training is applied to all operations and activities the company. Page 7 of 15
11.4.8 Ensure that records from management reviews are maintained 12 Internal Communication. (Clause 5.5.3). All requirements, content and results of the effectiveness of the implemented Management System will be well communicated to all company personnel and interested parties through the usage of manuals, bulletin boards, e-mails, news letters, memos, companies-meetings, faxes and training. Input and feedback from all levels and parties will be encouraged by management. 13. Management Review. (Clause 5.6). The overall compliance of the Quality Management System is discussed on a monthly basis during the Cost meetings. An annually review of the total system is done as per the Quality Manual and monthly feedback reports. This will include the following: 13.1 Client evaluation reports/ feedback. 13.2 Results of monthly audits. 13.3 Performance on processes and procedures. 13.4 Feedback on recovery plans 13.5 Non conformances reports 13.6 Follow up on previous review sessions. 13.7 Status of preventative and corrective actions. 11.1 Changes on the quality management system. 11.2 Recommendations on improvement. 14. The records of the management review include the decisions and actions in respect of the following: 14.1 Improvement of the quality management system and its processes 14.2 Improvement of product related to client requirements 15. Resource management. (Clause 6). Management will identify and provide resources to: 15.1 Implement and maintain the quality management system. 15.2 Ensure client satisfaction by meeting client requirements. 15.3 In this regard emphasis is placed on the following: 15.3.1 Human resources. The identification and acquisition of human resources with respect to competency will be controlled by the human resources manger. (Refer QHR-MANUAL/01) 15.3.2 Competence, training and Awareness. The following is maintained: Page 8 of 15
15.3.2.1 Job profiles will form an integral part of the identification of required training for all personnel whose activities can have a impact on the quality of work. 15.3.2.2 Company personnel at all levels will be evaluated upon their employment and on a ongoing basis to determine their individual and collective competency and 15.3.2.3 The Human Resource Manager in consultation with the Managing Director,if necessary with Senior personnel will determine the level and type of training required. 15.3.2.4 The SHEQ manager will undertake training in the effective use of the company's Quality Management System. 15.3.2.5 All new personnel or new duties to be allocate too personnel, will be assessed to determine their competency, capability, and required training needs. 15.3.2.6 A training matrix will be established for all personnel. Records of all training undertaken will be generated and maintained. (Refer to Training Procedures) 15.3.2.7 The effectiveness of all training given or received will be monitored. 15.3.3 Infrastructure. Management will provide the required infrastructure in terms of the following: 15.3.3.1 Site and associated facilities 15.3.3.2 Process equipment (hardware and soft ware) 15.3.3.3 Supporting services such as transport, communication, information systems. 15.3.4 Working environment. Ruwacon will determine and manage the work environment in order to achieve the requirements as per safety, health and environmental specifications and programs. 16. Project Delivery (Clause 7) 16.1 Planning of Projects. Ruwacon will plan and develop activities as per Estimators policy and procedure and the various operational procedures. (Refer to QOPS- PROC/01- After contract awarding) to achieve the following: 16.1.1 Quality objectives and requirements 16.1.2 Safety, health and environmental objectives and requirements. Page 9 of 15
16.1.3 Project requirements in terms of program and other specifics in terms of the project. 16.1.4 Required verification, validation, monitoring, inspection and tests for the specific project 16.1.5 Maintain records to provide proof of the requirements in terms of the project and other specifications. 16.2 Client Related Process.(Clause 7.2)All orders,tender requirements, or products received will be reviewed for the right requirements related to the product, services by authorized personnel, prior to acceptance, to ensure that: 16.2.1 All requirements are adequately defined and documented. 16.2.2 Any regulatory features applicable to the enquiry are considered. 16.2.3 Specified requirements are within the company's scope of supply, capability and capacity. 16.2.4 Any additional resources and controls are identified and taken cognizance of. 16.2.5 All contracts, tenders are formally submitted. 16.2.6 All received orders,including contractual pricing will be correlated and verified against submitted tenders and quotations 16.2.7 Any ambiguities, queries are resolved and agreed on prior to the acquisition/ purchasing any additional resources or the commencement of any production or site activity or stock delivery. 16.2.8 Any proposed deviation from the clients regulatory or technical requirements are identified and formally addressed. 16.2.9 Lines and methods of communication will be established, including client's satisfaction information, regarding the company's products, services and activities. 17. Design and development. (Clause 7.3) Due to the nature of the Company's business activities- Construction erection to individual clients requirements, Design & Development has not been included into the Quality Management System 18. Purchasing. (Clause 7.4) Ruwacon has established a comprehensive purchasing procedure to ensure the correct materials at the required time at the specific project location. (Refer to QPUR-PROC/01) The following is applicable: Page 10 of 15
18.1 Any material, product consumables or sub-contracted service procured, which could positively impact on the quality of the site activities, or products provided by the company, will be purchased from approved suppliers/ sub-contractors. 18.2 The selection of suppliers or sub-contractors may be based upon assessment by management,past proven performances,black economic empowerment, client recommendations, supplier of branded products, price structure,reliability and quality of products 18.3 Orders and any related purchase specifications will clearly identify requirements by type, drawing numbers, standards, specifications, preservation, packaging identification, traceability and protection. 18.4 All company requirements will formally communicated to suppliers, sub-contractors who will be encouraged to implement their own Management System to improve their supply of services and products on an ongoing basis. 18.5 Monitoring of suppliers / sub-contractors will be undertaken by verification or testing of supplied products or services. 18.6 All supplied documentation will be reviewed for deficiencies related to quality quantity, price, and delivery time. 18.7 Data from verifications will be analyzed on a continual basis via the Quality Assurance Officer three monthly 1 reports. 18.8 The location of inspections including any of the company's clients that they may wish to undertake will be specified as agreed on, should it not be upon receipt at the clients premises. 18.9 Suppliers or sub-contractors will where necessary be assisted in attaining the company's requirements and compliance to specified management system elements. 18.10 All purchased products that do not conform to requirements from suppliers or subcontractors may be removed from the company's suppliers list, if consistently fail to comply with the company's requirements 19. Identification, traceability and monitoring (Clause7.5.3) All materials will be identified from their initial receipt,through all processing activities and their monitoring status known.traceability is not normally a specific requirement for our clients. The methods by which materials will be identified,and their monitoring status known will include : 19.1 Purchase orders Page 11 of 15
19.2 Supplier delivery notes 19.3 Identification tags/ labels or markings 19.4 Serial numbers and specific descriptions of materials 19.5 Material certification (if applicable) 19.6 Inspection sheet 19.7 Project quality control plans 19.8 Measuring sheets of worked done. 19.9 Identifying materials and products through drawings and specifications 20. Client Property. (Clause 7.5.4 Management will ensure procedures and measures to protect and safeguard the value of clients property. Such controls will be monitored on a continual basis. Should any client s property be subject to loss or damage, or any incident, while under control of Ruwacon or a sub contractor, it will be immediately recorded, reported and investigated. Feedback will be given to the client concerned. 21. Handling, Storage, Packaging, Protection and Delivery. Clause 7.5.5) This includes the following: 21.1 Handling. Training in the correct methodology of handling of material, products, and equipment will be provided to the company's personnel to prevent damage / decoration of company property. Only trained and licensed personnel will be permitted to drive, handled or handling equipment or to operate I company's vehicles. Special attention will be taken, for handling hazardous materials, all fragile material, electrostatic sensitive devices 21.2 Storage. Designated storage areas, lay down areas, and pallets will be specified and provided to ensure that all received material and products are protected to minimize the risk of loss, damage, leaks or deterioration. Storage areas and their contents will be monitored on an ongoing basis to verify storage conditions and the integrity of the storage goods. Good storage practices implemented by: 21.2.1 Stock control I inventory management system. 21.2.2 Conducting regular stock counts 21.3 To prevent cross contamination and mixing of materials, segregation of these materials will be a priority. 21.4 Ruwacon will take great care regarding, toxic materials, flammable products and corrosive items. 22. Packaging, Preservation and Protection. All packaging and its protection requirements, related to all supplied material will be stipulated to the extend necessary to Page 12 of 15
our suppliers and sub contractor. Site store personnel to ensure conformance to Health and Safety requirements, and the protection of materials. 23. Delivery. The communication related to, and the timing of delivery of material to clients sites, will be agreed on tender or contract receipt stages and will be monitored by site management. The company's suppliers / sub contractors adherence to the clients or company delivery requirements will be monitored regularly. 24. Company delivery vehicles will be maintained in a satisfactory road worthy condition and the continual assessment of the licenses of company drivers will be undertaken. The safe loading of company and approved transport delivery vehicles will be monitored through necessary documentation e.g. delivery notes or purchase orders 25. Control of monitoring and measuring equipment Clause 7.6) Ruwacon will determine the monitoring and measuring equipment required to ensure evidence of conformity of product, prevention of any hazard and risk as identified through the risk assessment process. General control and inspections of monitoring and measuring equipment will be in accordance with the procedure for management of plant and equipment. The following will be ensured: 25.1 The company will identify, select and provide all necessary, measuring and monitoring devices for the successful activities of its operations. 25.2 Any device, which may be utilized as aid to control site activities or verification of materials will be controlled by using surveys and checklists 25.3 Any equipment identified as being outside of specific limits will necessitate (where practical) in the re-inspection of materials/products, previously accepted or supplied. 25.4 Records of all measuring and monitoring devices and their subsequent calibration I verification equipment will be retained. 25.5 All the equipment been used, will be stored in such manner to protect it integrity when on or off site. 26. Measurement, Analysis and Improvement. Clause 8) Ruwacon will implement measurement, analysis and improvement processes to ensure and determine client satisfaction. This will include the following: 26.1 Demonstrate conformity of the product as per client specifications. 26.2 To demonstrate of the quality management system Page 13 of 15
26.3 To continually improve the quality management system by evaluating the compliance to legislation, regulations and conforming to ISO 9001 and the client project specifications. 27. Process Control. Ruwacon will ensure that all processes in the execution of the work are controlled. This will be based on the principle of monitoring the specific activity as part of the process and institute corrective actions where the process will deviate from the prescribed route. The control measures will include the utilization of the following tools: 27.1 Specific procedure manuals for working activities 27.2 Task inspections performed on the various activities as per procedures 27.3 Project control sheets as per work done. 28. Internal audits and inspections.(claus 8.2.2) Audits will be planned and conducted as follow: 28.1 Monthly audits. Informal monthly audits/ inspections are conducted to monitor the execution of the procedures and to ensure that all procedures as distributed are available on site. The audits sheet will be updated as the procedures are completed and distributed. The personnel of the SHEQ department is responsible for these audits and inspections. Feedback on the audits will be included in the monthly quality report to senior management. 28.2 Compliance audits. These audits are done on the total quality management system every six months. The results hereof with the monthly audits will be used in the management review. 28.3 Follow-up inspections and audits will be conducted to ensure that corrective actions had been taken on the non conformances. 29. Control of non conforming products. Clause 8.3) Ruwacon will ensure that all products, services and processes that do not conform to the set requirements are identified and immediate corrective actions take. Records of non conformances and action taken will be kept and also used for the management review purposes.the detail of the non conformances will also be used to determine preventative actions. 30 Analysis of data. (Clause 8.4) Ruwacon will determine the appropriate data required to ensure the effectiveness of the quality management system. The sources of information that will be applicable are as follows: 30.1 Client reports on projects 30.2 Minutes of progress and technical meetings 30.3 Audits reports (monthly and six monthly) 30.4 Audits reports (internal and external) Page 14 of 15
30.5 Evaluation on suppliers and vendors performances. 30.6 Evaluation reports on sub contractors and performances 30.7 Monthly Cost meeting reports 30.8 Specific NCR s issued. 31. Improvement. (Clause 8.5) Ruwacon will continually improve on the quality management system through the use of the various policies and objectives, reports, data analysis and corrective and preventative actions. This will also revolve around the following actions: 31.1 Corrective actions. Ruwacon will take action to determine non conformances and corrective measures to prevent re-occurrence. 31.2 Preventative actions. Ruwacon will determine and eliminate non conformances and implement actions to prevent these non conformances in time and the re-occurrences. Page 15 of 15