reporting note

8/10/2019 Reporting Note

1/22

Page1of22

PRE-INSPECTION MEETING

1.0 PURPOSE

This procedure provides instruction in activities relating to pre-inspection meetingsperformed with a vendor, where BIE representative will chair the pre-inspection meeting.

2.0 APPLICATION

This procedure applies to the General Manager, Inspection Supervisor/Co-ordinator and

Field Inspectors.

3.0 DEFINITIONS

Refer Procedure 3.1 Appendix 1.

4.0 ASSOCIATED MATERIAL

Appendix 1 - Standard Agenda for Pre-Inspection Meeting.

The following is the form for use with this Procedure. For forms, see Part 3A of the

Quality Management System & Q A Procedure 3.1.

Minutes of Meeting Format - Form 039.

5.0 PROCEDURE

5.1 General

The Client will normally advise when a pre-inspection meeting is required.

If the Client requests advice on the need for a pre-inspection meeting it will be theresponsibility of the General Manager/Inspection Supervisor to provide such advice.

5.2 Scheduling the Meeting

The nominated Inspection Co-ordinator is responsible for advising the Vendor of the

requirement to hold a pre-inspection meeting via the Inspection Notification Fax or

similar document, and subsequently arranging a mutually convenient date. If the Clientis attending the meeting the Vendor must be advised who is going to chair the meeting.

The nominated Co-ordinator shall communicate the requirement for a Pre-Inspection

Meeting to the Inspector on the Vendor Inspection Assignment Form.

The meeting shall (whenever possible) be convened at the place of manufacture in order

that ready access can be made to files and shop personnel in the event of a query.

The names, titles and the name of the company they represent shall be referenced in thetext of the Minutes of Meeting for each attendee. If anyone is present for only part of the

meeting they shall be shown as "part time".


2/22

Page2of22

5.3 Meeting Preparation

Where BIE are to chair the pre-inspection meeting, the General Manager/Inspection

Supervisor shall delegate this responsibility and the responsibility for recording theminutes as appropriate. The General Manager/Inspection Supervisor will determine

whether a Client procedure or this QA Procedure 3.15 will govern the pre-inspection

meeting and advise accordingly.

The agenda for the meeting shall generally follow that shown in Appendix 1.

Whoever has been delegated the responsibility to chair the pre-inspection meeting shall

review all relevant documentation prior to the meeting.

5.4 Conducting the Meeting

The meeting will be conducted on the basis of the agenda set out in Appendix 1.

5.5 Minutes of Pre-Inspection Meeting

The minutes of the pre-inspection meeting will be recorded on the pre-inspectionmeeting report forms in Form 039. All the detailed information on page one of the formwill be recorded as appropriate.

The report narrative will be recorded on the continuation sheet and will address all

section headings of the agenda.

The report will be numbered and distributed as an inspection report.

Any items requiring action shall be referenced by detailing responsibility for action andtarget date for action in the column provided.

STANDARD AGENDA FOR PRE-INSPECTION MEETINGS

1.0 Introductions and Circulation of Attendance List

2.0 Purpose of Meeting

A brief statement of the purpose of the meeting will be made. The purpose of the

meeting will generally be to verify that the vendor is in possession of and understands allquality requirements of the Purchase Order and related documents and to agree the

inspection involvement of BIE.

3.0 Communications

A record in writing will be made of the client, vendor, sub-vendor and BIE personnelthrough whom contact should be made for this particular PO. Telephone and Telefax

numbers of all listed personnel will also be recorded.

4.0 Review of Documentation

We shall require to review the following documentation on a line by line basis:


3/22

Page3of22

PO and variations

All relevant specificationsAll relevant drawings and data sheetsAny Client, Vendor correspondence that effects status or content of PO

5.0 Conflicting Requirement

Following document review we will wish to tabulate conflicting requirements that cannotbe resolved at the meeting for referral to Client.

6.0 Sub-Vendors

Vendor should note that all work carried out by sub-vendors is subject to the same

contractual conditions and quality requirements as applied to vendor.

A list of all sub-vendors and their scope of work will be required. Review of sub-orders

and examination of the need for pre-inspection meetings.

7.0 Vendor QA Programme

We will wish to establish whether the vendor has a QA programme and has drawn up aQuality Plan or Test and Inspection Plan for this PO and to review Quality Plan,Procedures and Work instructions if appropriate.

8.0 BIE Inspection Programme

Review of BIE inspection requirements in relation to Quality Plan. Vendor should notethat 5 working days notice of inspection visits is helpful in programming the workload of

the selected inspector.

9.0 Programme

Review of production programme; we shall wish to list scheduled delivery dates and shallrequire a copy of Programme.

10.0 Material

Review of material list in light of PO certification requirement.

11.0 Special Processes

Review of qualifications of procedures and personnel in the light of PO requirements.

12.0 Transport, Shipping and Shipping Marks

Review with regard to PO requirements.

13.0 Documentation and Certification

We shall wish to establish that all parties understand what documentation and

certification is required by the Client as stated in PO and record how and when it will be

sent to Client.


4/22

Page4of22

14.0 Spare Parts and Operations Manual

Review PO requirements.

15.0 Release

We shall describe BIE Release, Non-Acceptance and Non-Conformance Reports and

method of operation.

16.0 Any other business

17.0 Summary of Action Required

We shall wish to list a summary of action required by all parties. At the conclusion of the

meeting, the hand-written minutes shall be signed off by both the Vendor's

representative and the assigned inspector to confirm a true and accurate record of thematters discussed.


5/22

Page5of22

FIELD INSPECTION

1.0 PURPOSE

This procedure provides instruction in the method of undertaking field inspection.

2.0 APPLICATION

This procedure applies to field inspectors.

3.0 DEFINITIONS

Refer to Procedure 3.1 Appendix 1.


QA Procedures 3.12.

Appendix 1 - Sampling Procedure

The following are the forms for use with this Procedure. For forms, see Part 3A of the

Quality Management System & Q A Procedure 3.1.

Non-Conformance Report - Form 046Inspection Release/Non-Acceptance Note - Form 045

5.0 PROCEDURE

Field inspection will be carried out in accordance with the requirements of this procedure

and the instructions detailed on the inspection assignment form. Alternatively, inspectionmay be carried out to a BIE contract specific procedure or a Client's own inspection

manual or procedure if so detailed on the inspection assignment form.

It is important to remember that we must remain impartial and professional in our

conduct throughout the visit. We are only entitled to insist on the quality and standardsset out in the Client's purchase order and referenced specifications and we are not

empowered to grant any concessions against the Client's purchase order.

5.1 Visit Preparation

The visit location, the number and frequency of visits and the purpose and extent of

inspection will be detailed on the inspection assignment form. The visit date will beadvised from The BIE Office or will have been arranged at a previous visit and confirmed

with The Office.


6/22

Page6of22

Before commencing any inspection the inspector must review the inspection assignment

form, the Client's purchase order and assignment documentation. From this review theInspector must establish the purpose of the visit, the control documentation and anyacceptance criteria and other practical aspects of the visit such as Vendor contacts,

address, etc.

5.2 Control and Verifying Documentation

Establish with the Vendor at the outset of the visit the control documents that apply to

the assignment. These may include any of the following documents.

Client purchase order, Vendor sub-orders.

Client, Vendor or Sub-Vendor specifications, drawings and data sheets.Vendor or Sub-Vendor quality plans and procedures.

National Codes or specifications.

Where the control documents have been generated by the Vendor or Sub-Vendor ensure

that they have been approved by the Client or an appropriate alternative authority. If nosuch approval exists qualify any inspection activities, release or rejection carried out

against unapproved control documents accordingly.

Always identify Vendor's verifying documentation and obtain copies when requested on

the inspection assignment form.

5.3 Inspection

Having determined the control documentation identify acceptance criteria and

assignment requirements for the activities listed below and witness inspection activities

as appropriate.

Identify items offered for inspection by reference to Client purchase order number anditem number on the equipment or attached tag.

Materials

Identify by heat, cast or other appropriate number stamped on the material those itemsfor which there is a material requirement. Cross reference against a material certificate

ensuring that the certificate itself meets the requirements of the Client purchase order(ie. 3.1.C. etc). Ensure that the certificate references the Client purchase order number,item number and the material specification and if satisfactory to assignmentrequirements stamp and endorse certificate if called for on inspection assignment form.

When reviewing or endorsing material certificates it is necessary to verify the individual

physical and chemical properties even if the correct specification is referenced on the

certificate. Where the Vendor offers material to an alternative specification to that called

up in the control document then the individual physical and chemical properties must bechecked against the specification referenced in the control document.

Visual and Dimensional Examination

When inspecting bulk items on a sample basis the sample size will be based on theClient's sampling plan or instructions in the inspector assignment form. Where no such

instructions have been issued the sampling rates detailed in Appendix 1 should be used.


7/22

Page7of22

However, if time required to inspect sample exceeds any time allowances given for

budgetary reasons, then the Field Inspector shall contact the Inspection Supervisor toestablish action to be taken. If changes are agreed, then the Vendor InspectionAssignment Note (Form 035) will require revision and re-issue.

When carrying out dimensional examinations only use Vendor's measuring equipment

which you have checked is within current calibration. Field Inspectors are not permitted

to use their own uncalibrated measuring equipment. BIE do not issue measuringequipment to field inspectors.

Functional and Performance Tests

The calibration status of all test equipment must be checked to ensure that it is current.Do not waste Client's money by witnessing tests carried out using test equipment that is

uncalibrated or has overrun its calibration due date.

All but the most straightforward tests will be carried out to a formal procedure and

adherence to this procedure should be verified.

Check whether the Vendor's safety policy document stipulates any requirements relatingto the test and verify that they have been followed.

Some test procedures call for a specific environment and in such circumstances thisshould be verified.

Special Processes

Most special processes call for qualified operators to undertake the process to a qualifiedprocedure.

Verify that the process is carried out to the procedure by an operator who is qualified tocontrol document requirements and that the acceptance criteria are met.

Marking and Packing

Always ensure that items of equipment have been marked in accordance with purchase

order requirements.

Only carry out packing inspection when it has been called up on the inspectionassignment form. Packing inspection should be carried out to ensure that therequirements of the purchase order or control document are met. Do not inspect against

packing and shipping marks unless there is a control document stipulating requirements.Loading inspection is not normally required but where loading inspection is required it

will be carried out in accordance with Client or inspection assignment form instructions.

Documentation

The Vendor's documentation package should only be reviewed against an approvedcontrol document stipulating requirements.

5.4 Release/Non-Acceptance/Non-Conformancies


8/22

Page8of22

The inspection assignment form will indicate whether BIE format or Client format forms

are to be used and whether they are to be handed to the Vendor. The BIE InspectionRelease/Non-Acceptance note may only be used for release or for non-acceptance andmust not be used for both purposes simultaneously.

Copies of the form shall be distributed as indicated in print on the form, except where

the Inspection Assignment form states that all copies must be sent to The BIE Office.

Any non-conformancies detected during stage inspection will be reported on the

appropriate Non-Conformance report (Form 046 or specified Client form). Always ensurethat the recipient signs the report signifying receipt.

Any non-conformancies detected during final inspection will be reported on theappropriate Release/Non-Acceptance note (Form 045 or specified Client form). Always

ensure that the recipient signs the note signifying receipt.

Before examining items of equipment presented for release the inspector must satisfy

himself that there are no outstanding Non-Acceptance or Non-Conformance deficiencies.

When items of equipment, presented for release, have been found to comply with Clientpurchase order requirements in all respects a release note will be generated to recordthose items that have been released.

When using an Inspection Release/Non-Acceptance Note the header and footer boxesmust be fully completed and the appropriate deletions made to indicate whether theform is being used for release or non-acceptance.

All items listed on the form must be clearly identified by item number, quantity and

description and where part items are included pieces must be distinguished by tagnumber or other material identity number.

Where an inspection release note is issued prior to acceptance of the Vendor's

documentation package or the packing and application of shipping marks the note should

be qualified accordingly.

5.5 Application of BIE Stamp

BIE or Client issued rubber stamp(s) are to be applied to documentation reviewed asapplicable.

Inspection stamps are covered by QA Procedure 3.12.

SAMPLING PROCEDURE

Only after the Vendor has carried out inspection and acceptance in accordance withpurchase order requirements may this sampling plan for inspection and testing of bulk or

mass produced items be applied. It should not be applied to the certification which will

be checked in full.

Batch Size Sample Size Number of Defectives to increaseSample Size/Reject Batch


9/22

Page9of22

------------------------------------------------------------

1 - 25 All Reject defects/Release acceptable items

26 - 150 25 1 *

151 - 280 32 1 *

281 - 500 50 1 **

501 - 1200 80 1 **

1,201 - 3,200 125 2 **

3,201 - 10,000 200 3 **

10,001 - 35,000 315 4 **

35,001 - 150,000 500 6 **

150,001 - 500,000 800 8 **

500,001 and over 1,250 11 **

Notes:

1. * Increase sample size to next batch size requirements and reject batch if more thanone item defective.

2. ** Reject batch if more than specified number defective.

3. Batch size is defined as the number of items presented for inspection by the Vendor.However, batches presented by the Vendor can only be accepted if they comprise of thesame type, class, size of items manufactured under similar conditions at essentially thesame time.

4. With the exception of batch sizes 1-25 and 26-150 the information has beenabstracted from BS 6001 Part 1 - ie. single sampling for normal inspection. Sizes 1-25and 26-150 exceed requirements of BS 6001 Part 1.

5. Sampling of volume


10/22

Page10of22

COMPLETION OF INSPECTION REPORT

1.0 PURPOSE

This procedure provides instructions for the uniform preparation of Inspection Reports.

2.0 APPLICATION

This procedure applies to all field Inspectors and BIE Office staff involved in reviewing

Inspection Reports.

3.0 DEFINITIONS



QA Procedure 3.13.

Appendix 1 - Requirements for BIE Final Report.

The following are forms for use with this Procedure. For forms, see Part 3A of the QualityManagement System & Q A Procedure 3.1.

BIE Inspection Report - Field Copies - Forms 043 and 044.

BIE Release/Non-Acceptance Note - Form 045.

BIE Non-Conformance Report - Form 046.BIE Status Report - Form 047.

BIE Inspection Reports - Office Copies - Forms 049 and 050.

BIE Inspection Reports - E-Mail Only Copies - Forms 100 and 101.

5.0 PROCEDURE

5.1 Report Writing

The inspection report is an important document as it conveys to the Client details of all

the inspection activities carried out on their behalf at the Vendor's works or at site.

The frequency and format of report writing and distribution of reports will be detailed on

the inspection assignment form. Where reports are called for on a daily or visit basisthey must be written on the day of the visit, either during the course of or at the

conclusion of the visit or during the evening.

Reports must be despatched to the BIE office or Client in accordance with the

instructions on the relevant inspection assignment form. Where these instructions detailthe report to be mailed it must be posted on the day following the visit.

The inspection report forms part of the history of the production of an item and it is

essential that it is written in a logical and neat manner. Remember that it may besubmitted to the Client 'as written'.


11/22

Page11of22

Personal opinions and criticisms of the Vendor facilities or any personnel associated with

the project must not be made in the report. Comments of this nature should always bemade in a separate memo.

Narrative must always be written in the third person and in the past tense. Be concise

and avoid digression to irrelevant matters.

Whenever a problem is identified report on the problem in a logical way;

ie. Describe the problemState the cause

State the consequences

Describe the action being taken to remedy

References to drawings, schedules, programmes etc must always be detailed and includeTitle, Number, Date, Revision Status.

Dates must always be written in the form '10 Feb 90' in order to be unambiguous.

The use of abbreviations should generally be avoided except where these are recognisedabbreviations for units of measure or organisations.

The relevant inspection assignment form will detail whether a BIE format or Client

format report is required. Where a Client format report is to be used note is to be takenof any instructions issued regarding completion of same.

Where a BIE format report is specified it will be generated in accordance with the

requirements of this procedure unless alternate specific instructions are issued.

5.2 Field Inspection Visit Reports

Heading Boxes

All heading boxes must be completed in full with the exception of the report number inthe BIE Ref/Report No. box which is entered by the BIE office.

The visit number is entered and comprises of the inspector's initials followed by a

sequential number that relates to each assigned inspector (ABC/01 etc). When a second

inspector is given the assignment the sequential visit number will reset to EFG/01.

A record of inspection, travelling and reporting time and mileage will only be enteredwhen called for on the relevant inspection assignment form. In such cases it shall beentered in the relevant box.

Status of Assignment

On page one of the report record the item numbers that were inspected during the visit,the purchase order quantity of each item, quantity of each item number accepted and/or

rejected during the visit and whether the item is in progress (IP) or complete (COMP).

Report Narrative


12/22

Page12of22

The report shall describe in detail all activities that took place during the course of the

visit. This shall include not only inspection activities witnessed but also any problemsencountered, any rejections or non-conformances, concession requests and any delaysdue to the Vendor. Where inspection is being carried out to a quality plan or an

inspection plan, reference the stage number against the relevant activity.

Section Headings

All Section headings as listed below are to be included in the initial & final reports even

though there may be nothing to report under the heading. This is to maintain uniformityand to show that all aspects have been addressed. Interim reports may use only thoseheadings appropriate.

1 - Summary

This Section is a summary of the salient points set out in the report and is intended to

convey the overall situation without the necessity of reading the report in full. All items

of significance should therefore be included in this section.

For ease of reading do not make reference to the sections in which the full details appear.

2 - Specifications and Drawings

Tabulate in this section all specifications, drawings, data sheets, quality plans, test orother procedures that were referenced during the visit. Indicate clearly their revision

status and where appropriate their approval status.

3 - Materials

Describe what action has been taken to ensure that specified materials have in fact beenused.

This will normally be by checking the material identification number against theappropriate material certificate and ensuring that the certificate has the purchase ordernumber and relevant item number written on it.

4 - Visual and Dimensional Examination

Record details of the examination including reference to the acceptance criteria ortolerances, the identification and number of pieces examined, size of sample, the resultof examination and if appropriate reasons for rejection.

5 - Functional and Performance Tests

Briefly describe all tests that were witnessed, reference test certificate number on which

data has been recorded and attach certificates to report. Identify test acceptance criteriafrom inspection assignment documentation package (Client purchase order, referenced

specifications, data sheets etc) or from Vendor's Client approved test procedure.

Record identification of item being tested, the result of test and critical test data. Reviewtest certificates for accuracy, red line stamp and initial the certificates. Record details of

calibration status of all test equipment.


13/22

Page13of22

In the event of test failure briefly describe the cause of failure and what actions the

Vendor proposes to take to rectify the situation. In the event of delays, record the causeand duration.

6 - Special Processes

Where special processes have been witnessed such as welding, non-destructive testing,

heat treatment, coatings etc, record the following data:

- Reference No. and approval status of procedure used- Name and evidence of current certification of operators

- Identification and evidence of current certification of equipment

- Details of any acceptance testing or acceptance criteria- Results of special processes

7 - Marking and Packing

Describe how the specification marking requirements have been met by the Vendor for

all items of equipment inspected. If appropriate or requested on the inspection

assignment form record actual marking. Detail where and on which items the BIE hardstamp has been applied.

Describe how the specification packing requirements have been met. Always record thepacking/shipping marking.

8 - Documentation

Identify the purchase order requirements for documentation and describe how they have

been met by the Vendor. Never attempt to accept a Vendor's documentation packageunless the Client's requirements have first been identified.

9 - Release/Non-Acceptance/Non-Conformancies

Release or non-acceptance at final inspection will be addressed using the inspection

release/non-acceptance note.

Inspection release notes must indicate exactly the items of equipment to which they

refer and if appropriate be qualified to exclude activities or areas of responsibility. Forexample release may be subject to packing or compilation of documentation packages inaccordance with purchase order requirements.

Summarise briefly the situation regarding release/non-acceptance/non-conformanciesreferencing the relevant attached forms.

10 - List of Attachments

Documentation detailed on the inspection assignment form as required or referenced in

the report shall be attached to the report. Ensure that the Vendor has written the Client

purchase order number and item number on all documentation on which it is requiredand that the number of copies requested on the inspection assignment form are present.

Tabulate all attachments to the report indicating the number of copies. The report shall

always include a list of attachments even if it is only to state 'none'.


14/22

Page14of22

5.3 Final Reports

When indicated on the inspection assignment form a final report may be required. This

will generally be a Client requirement and will be generated in accordance with theClient's own procedure.

When there is no Client procedure it must as a minimum include the details set out in

Appendix 1.

5.4 Status Reports

When indicated on the inspection assignment form a status report may be required.

Status reports may be written on either the BIE Vendor inspection report forms, the

Status report forms in Form 047 or Client specific forms.

Status reports will include the following information as appropriate or applicable to the

specific assignment.

Header data as per visit reports.For each item number:

Purchase Order Quantity

Quantity accepted at this visit

Total Quantity accepted to dateQuantity rejected at this visit

Brief comment on status.

5.5 Control of Reports

REQUIREMENTS FOR FINAL INSPECTION REPORT

Final Reports include the following information as appropriate or applicable to the specificassignment.

Header Data as per visit report.

Verification that the equipment meets the requirements of the Client's purchase order.

Summary of our scope of inspection including dates on which inspection was carried out.

Specifications and Drawings - Tabulate all specifications, drawings, data sheets, qualityplans against which equipment was released.

Results of inspection including details of final acceptance, inspection and test results.

Sub-Vendors - Summarise sub-ordered items and detail release.

Tabulate all non-conformance reports and non-acceptance notes and confirm that alloutstanding matters have been resolved.


15/22

Page15of22

Documentation - Confirmation that the Vendor's data report meets the requirements of

the purchase order.


16/22

Page16of22

FIELD/DESK EXPEDITING

1.0 PURPOSE

This procedure provides instruction in the method of undertaking field expediting.

2.0 APPLICATION

This procedure applies to Field expeditors.

3.0 DEFINITIONS

Refer to Procedure 3.1 - Appendix 1.


QA Procedure 3.9.

Appendix 1 - Standard Expediting Checklist.

The following is the form for use with this Procedure. For forms, see Part 3A of theQuality Management System & Q A Procedure 3.1.

Field Expediting Assignment Form - Form 069

5.0 PROCEDURE

5.1 Applicable Procedure

Field expediting should be in accordance with this procedure and the instructions

detailed on the expediting assignment form. Alternatively, expediting may be required to

conform to a BIE contract specific procedure or the Client's own expediting manual orprocedure if so detailed on the expediting assignment form.

5.2 Conduct

Field expeditors should remain impartial and professional throughout the visit, be

persuasive in seeking priority for the assigned orders, but should not make threats ofany kind, direct or indirect. Field expeditors should not press the Vendor into making

unrealistic statements just for the benefit of reporting.

5.3 Visit Administration

The visit location, the number and frequency of visits and the purpose and extent of

expediting will be detailed on the expediting assignment form (Form 069). The visit datewill be advised from The BIE Office or will have been arranged at a previous visit and

confirmed with The Office.

5.4 Pre-Visit Review


17/22

Page17of22

Before commencing, the expeditor should review the expediting assignment form, the

Client's purchase order and assignment documentation. From this review the Expeditorshould have full understanding of the order, the control documentation and otherpractical aspects of the visit including Vendor contacts and addresses.

5.5 Maintenance of Assignment Files

Assignment files should be established and maintained as detailed in QA Procedure 3.9.

5.6 Exit Call

When an exit call i s stipulated on the Expediting Assignment Sheet Form 069, theexpeditor contacts the clients' nominated representative. If the representative is not

available, a message should be left with a secretary or colleague contact. The contact

person's name should be indicated in the report.

5.7 Next Contact - Next Visit

'Next Contact - Next Visit' sub-headings should be listed under the section Conclusions

and Recommendations. On establishing when these are to take place, they should beindicated in the report. If future dates cannot be established, the expeditor shouldindicate the reason. If the next visit is to be determined by the outcome of some futureactivity for which the Expeditor is responsible, the expeditor should notify all partieswhen the visit date is known.

Deviation from assigned frequency must be approved by the Client during exit call orthrough the BIE office if appropriate.

5.8 Field Expediting & Documentation

The Field expeditor should establish with the Vendor at the outset of the visit the controldocuments that apply to the assignment. These may include any of the following

documents.

Client purchase order, Vendor sub-orders.Client, Vendor or Sub-Vendor specifications, drawings and data sheets.Client, Vendor or Sub-Vendor, Production schedules.

The Field Expeditor should not accept and report only upon statements made by the

Vendor but request sight of documentary evidence and progress in support of anystatements. Where such evidence has been seen, specific reference should be made to

that fact. Copies of all documents are not required but a copy of the productionprogramme should be requested for appending to the report, where appropriate.

The BIE Expediting Checklist, see Appendix 1, may be used as an Aide-Memoire.

At the initial visit to each Vendor/Supplier, the full Checklist will apply. Emphasis will be

on the receipt and acknowledgment of the order and associated documents. At

subsequent visits, the emphasis will change as the work progresses.

A shop floor visit shall be carried out, where possible, to confirm all statements made bythe Vendor.


18/22

Page18of22

All actions arising from the visit are the responsibility of the Vendor and will involve the

Vendor taking action internally, with suppliers, or by referring queries to the Client.

No action on behalf of the Vendor either directly or through the report should be takenby the Expeditor.

5.9 Desk Expediting

Desk Expediting may be instigated during an exit call after a field visit, or on the request

of the Client.

This service may apply to a separate Client order or be a support function of a FieldExpediting assignment.

Information obtained should be reported on the standard expediting report, under the

appropriate headings and where deemed necessary. A confirmation fax should be

requested from the Vendor.


19/22

Page19of22

COMPLETIION OF EXPEDITING REPORTS

1.0 PURPOSE

This procedure provides instruction for the preparation of expediting reports.

2.0 APPLICATION

This procedure applies to Field expeditor's and BIE Office staff involved in reviewing

expediting reports.

3.0 DEFINITIONS



The following are the forms for use with this Procedure. For forms, see Part 3A of theQuality Management System & Q A Procedure 3.1.

BIE Expediting Report - Field Copies - Forms 052 and 053.

BIE Expediting Report - Office Copies - Forms 058 and 059.

BIE Field Expediting Assignment Form - Form 069.

5.0 PROCEDURE

5.1 Report Writing

The Expediting Report conveys to the Client details of all the expediting activities carried

out on their behalf.

The Report content should be presented in a logical and neat format. The report may besubmitted to the Client 'as written'.

every report generated following an expediting visit shall be written to be 'StandAlone' and not make reference to information on previous reports.

Reporting should not contain personal opinions and criticisms of the Vendor facilities orany personnel associated with the project. Comments of this nature may be presented ina separate memo.

Narrative should be written in the third person and in the past tense. The content should

be concise and avoid irrelevant matters.

ie. Describe the problem

State the causeState the consequences

Describe the action being taken to remedy


20/22

Page20of22

References to drawings, schedules, programmes etc should be detailed and include Title,

Number, Date, Revision Status.

Dates should be written in the form '10/Feb/92'.

The use of abbreviations should generally be avoided except where these are recognisedabbreviations for units of measure or organisations.

The field expediting assignment instruction form (Form 069) should detail the use of

either a BIE report format or the Client report format. Where the Client's report format isspecified, the instructions issued regarding its completion should be followed.

Where the BIE report format is specified, its completion should be in accordance with the

requirements of this procedure, unless alternative specific instructions are included on

the field expediting assignment form (Form 069).

All reports should be clear and legible avoiding where possible small caption which maylose resolution during transmission to the addressee.

Personal computer generated reports must conform to the approved format.

Contractual requirements may necessitate that reports be written and transmitted fromthe vendors works at the conclusion of the visit.

5.2 Expediting Reports

Heading Boxes

All heading boxes must be completed in full.

Section Headings

Section headings given below should be used even when there is no content to report.Sub-headings or additional headings may be used where necessary.

The exception to the above is where a report is raised following a telephone contact. In

this case, only the relevant discussion headings apply.

When an action is to be carried out indicate : what the action is, the name of the person

responsible for its execution, the company name, the agreed completion date. Brieflysummarise this statement under the "Actions for Follow-up" heading.

1 - Summary

This section of the report should contain a summary of the salient points and shouldbriefly convey the overall situation. All items of significance should be included in thissection.

2 - Purchase Order

Report details relating to receipt, acknowledgment and exceptions made (and their

consequences), change order numbers, relevant dates thereof, and delivery date should

be listed.


21/22

Page21of22

3 - Drawings/Documentation

Describe the progress regarding drawing/document submittals against the master

drawing schedule indicating planned submittal dates and reasons for any delay.

4 - Sub-Orders

Obtain a copy of the bought out items list if available. Record within the report detailsrelating to critical items, commodity description, sub-vendors, current delivery and

required deliveries and when last confirmed.

5 - Production Programme

Record here points arising from the review of the Production Programme and the actionthe Vendor has agreed to take.

6 - Progress & Shop Floor Visit

Record here the progress to date, dealing with units/sub-assemblies separately if

necessary, identifying problems which may affect the achievement of delivery dates.Describe the action which the Vendor has agreed to take to avoid or minimise delay andaction taken during the visit. The report shall also confirm, where possible, that a visitwas made to the shop floor to check progress.

7 - Inspection

Report whether the Vendor is aware of inspection requirements, establish who thenominated inspection authority is, ascertain location of inspection and establish that all

relevant parties have been notified.

8 - Packing/Shipping

Report if packing will be carried out by the Vendor or by a sub-contractor and thelocation where packing will be carried out.

Report who the responsible party is for shipping agreements and confirm whatarrangements have been made.

Where outside packers or hauliers are to be used, check that appropriate orders have

been actioned.

9 - Actions for Follow-up

Summarise here all the actions which the Vendor has agreed to take or which the Client

must take (which will have been recorded in detail in the text of your report).

10 - Conclusions and Recommendations

State your conclusions regarding the achievement of delivery dates, setting out the

reasons. Set out any recommendations that require future BIE or Client action.

11 - Exit Call (Where Applicable)


22/22

Page22of22

Confirm an exit call was made, to whom and that the substance of the report was

conveyed.

12 - Next Contact

Enter the date of the next contact and the reason, as appropriate. If no contact isrequired enter "not required".

13 - Next Visit

Enter the date of the next proposed visit and confirm if this was advised to the client

during the exit call.

Attachments

List here all documents required to be attached to the report or enter 'none'. For reportssent by electronic mail, the relevant attachments should be faxed from the Vendor's

works to the BIE office.

Ensure that attachments are transmitted with the report where these form an integralpart of the report.

reporting note

Documents