7 Support

• Resources

• Competence

• Awareness

• Communication

• Documented Information

Resources

Resources within Jemison Metals are allocated based upon the results of the quality planning and CAPEX processes, which support the quality policy and objectives. Resources include externally provided resources.  Infrastructure planning, which includes buildings and associated equipment, are generally handled at the Executive Level during long range planning and annual Capital Expenditure planning.

Maintenance

Maintenance of equipment is conducted.  These work instructions are documented and scheduled based on manufacturers’ recommendations and/or JM’s technical knowledge and experience.  Maintenance activities are performed by qualified personnel.

Human Resources

Assignment of Personnel

Assignment of personnel within Jemison Metals is done on the basis of training, skills, and experience.

Infrastructure

The company has established resources for use of a multi-disciplinary approach for developing facilities, processes and equipment plans, including supporting services such as transport, communications, or information systems.  The layout of the facilities minimizes the travel of material, facilitates synchronous material flow, and maximizes the use of value-added floor space.  Methods are developed for the evaluation of the effectiveness of existing operations considering overall work plan, appropriate automation, ergonomics and human factors, operator productivity, storage and inventory levels.

Facilities Equipment and Process Planning Effectiveness

A multi-disciplinary approach is used for developing facilities, processes and equipment plans.  Plant layouts are reviewed to encourage efficient use of space, material flow and handling. It is the responsibility of the executive team to evaluate plant layouts, space, material flow and handling for new facilities and processing lines during project evaluation. Existing plant/equipment effectiveness is evaluated by the Heads of Operations, as needed per their discretion.

Monitoring and Measuring Resources

Calibration Control 

All instruments used to measure mechanical/physical or dimensional features of purchased material, customer-furnished material or completed product, and processing parameters must be suitable and accurate to assure credibility of each feature measured.

The Maintenance Department or Head of Quality is responsible for identifying the type of instrument capable of performing the required measurement.  Accuracy of each instrument used for final acceptance must be calibrated as required by the instrument manufacturer or by the instrument history.

Calibration standards are traceable to the National Institute of Standards & Technology.  The standards used to verify accuracy must be more sensitive than the instruments being calibrated.

Instruments used for final acceptance features shall be capable of measurements tighter than the specified tolerance and shall be used in a manner that ensures that measurement uncertainty is known and is consistent with the required measurement capability.  

Where test software or comparative references are used, they are checked at prescribed frequencies to ensure they are capable of verifying the acceptability of product.

When specified by contract, technical data pertaining to measurement equipment is made available to the customer for verification that the measurement equipment is functionally adequate.

Instruments found incapable of sustained accuracy will require shorter calibration periods.  An instrument will be withdrawn from use if it is determined to be unstable. 

Control Methodology

The Head of Quality is responsible for determining the measurements to be made and for identifying the type of instrument capable of performing the required measurement.

All inspection, measuring and test equipment, which can affect product quality, is identified in calibration tracking software and calibrated at prescribed intervals against standards, which are traceable to the National Institute of Standards & Technology (where no such standards exist, the basis used for calibration is documented in the calibration software and/or work instruction).  The calibration software details the equipment type, unique identification number, location, and calibration interval.

The Calibration Software details the check methods, acceptance criteria and actions to be taken when results are unsatisfactory.

All equipment used for acceptance measurements are serialized and a certification decal attached, where practical.  A calibration record is prepared and maintained for each such instrument.  The record reflects in-service dates, calibration method and frequency.  Accuracy of each instrument used for final acceptance must be calibrated, as required, by the instrument manufacturer or by the instrument history.

Suitable environmental conditions are used for calibrations, inspections, measurements and tests being carried out. Suitable environmental conditions for calibrations, at JM, are defined as a "typical" office environment with heating & cooling. JM does not require the tracking of temperature & humidity conditions when performing in-house calibrations.

Inspection, measuring and test equipment is handled and stored as to maintain accuracy and fitness for use. Calibrated equipment and calibration standards are safeguarded to prevent adjustments, which would invalidate the calibration settings.

Inspection, Measuring, and Test Equipment Records

Data is maintained for calibration control, inspection, measuring and test equipment records IAW QMP 7.5.

Material considered suspect due to instrument malfunction or calibration integrity is investigated so as to identify material accepted with the affected instrument.  If a determination is made that a customer may have received suspect material, JM immediately contacts the customer to determine appropriate measures.

Responsibility

All measuring and test equipment used to calibrate/test customer products or processing are calibrated and maintained.  Responsibility for maintaining the calibration system, including records containing as-found readings and instrument condition, is assigned to the Maintenance Department or Quality Representative.

Organizational Knowledge

Organizational knowledge has many sources at Jemison Metals. Sources include; Individual Experience, External Standards (i.e. ASTM etc), Customer Needs, Technical Expertise, Customer Volume Useage.  Organizational is stored with individuals, in proprietary software, and electronically.  Organizational knowledge is maintained and made available to the extent necessary either through individual communication or via Jemison's Information Technology systems.  When required, Jemison will seek out additional knowledge either through hiring, collaboration or purchase.

Competence, Awareness, and Communication

Assignment of personnel within Jemison Metals is performed on the basis of training, skills, and experience.

We believe we have the responsibility to continually improve our operation. The improvement of our processes and thereby our products can only be effectively achieved by implementing programs to improve the skills and capabilities of our employees.  We will ensure that all employees have the basic skills and understanding of technology necessary to meet the requirements of their job, consistent with their responsibilities to the organization.

We further believe that the training and education process must change and improve on an on-going basis to meet the challenging conditions of our environment.

The objectives of the program are to ensure that:

Ø  All employees understand the organization and their role in it.

Ø  All employees understand our processes.

Ø  All employees have the basic skills to do their job and function effectively with the organization.

Ø  All employees have a sufficient understanding of current and any new technology associated with their job.

Ø  All employees understand the relevant need of our customers, our Quality Policy, and our quality objectives.

Ø  All employees have the necessary skills to effectively participate in continuous process improvement programs.

Ø  Employees understand the relevance and importance of their activities.

Employee Training

The foundation of the Jemison Metals quality program is superior workmanship.  Establishing standards and the subsequent training of our people has been the key to growth.  Customer satisfaction is a testimonial to the effectiveness of our training program.

The company identifies the training needs of all personnel performing activities affecting quality, and provides the required training.  Personnel performing specific tasks are qualified on the basis of appropriate training, and/or experience, as required. 

Performance and Training Records

All employees are assessed by their supervisors and managers to determine if their qualifications are adequate or if they need to be supplemented by additional training.

The employee training is composed of three phases.  The initial or preliminary phase is a formal indoctrination of company QMS, goals, and business systems (much of which is documented electronically by HR Software).  The second phase is introduction to proper use of equipment.  The third phase is on-the-job training, which includes job specific ancillary training.

Jemison Metals maintains records of experience, education, skills, and internal and external training provided to employees.  Reviews conducted by the employee’s supervisor are used to evaluate the effectiveness of training and identifies when additional ancillary training may be required.

Awareness

All employees are trained on the quality policy, what it means relative to their role in the organization, and their relevant quality objectives during the initial hire process.  Additionally, it is explained to employees how their work contributes to the effectiveness of the QMS and how nonconforming work can be counterproductive to the QMS.

Communication

Communication within JM is critical to maintaining an effective Quality Management System.  Communication between the various levels and functions starts with the Management Review Meetings.  At these meetings all aspects of the Quality Management System are discussed with the Top Management Group.   The Internal Auditing and Corrective/Preventive Action system are used to collect the information needed to evaluate the effectiveness of the Quality Management System.  The Quality Objectives and performance measures are used to track progress and to identify opportunities for improvement. Customer and internal communication is communicated to warehouse personnel to ensure key metrics, customer complaints, and customer returns are disseminated. The frequency of communication, at a minimum, is as follows: Management Review - Annual; Key Metrics - Monthly, Customer Complaints - Monthly, Customer Returns - Monthly.  The head of quality has responsibility to disseminate the information to the rest of the organization.  Operations Management and/or Local QA disseminates relevant metrics and information to warehouse employees.

Personnel Training Program Flowchart

Documented Information

This manual contains references to the Quality Manual Procedures/Process Maps that describe the processes required to implement the Quality Management System at Jemison Metals in compliance with the requirements of ISO 9001.  Risks and opportunities, addressed in Section 6 Planning are taken into account when developing the QMS.  The quality manual (Policies) and Process Maps are the responsibility of the Head of Quality.  Procedures (i.e. Level 2) are the responsibility of the Head of Quality and respective functional area top management.

The Quality Management Procedures, in turn, make reference to other related procedures, work instructions and flowcharts necessary to describe the sequence and interactive nature of the processes to ensure conformity to customer specifications and requirements.  Work instructions, flowcharts visual aids etc are the responsibility of respective area managers (i.e. Plant Managers, Material Managers, etc).

Document Hierarchy    

Document Creating and Updating

Documents in the JM Quality Management System that are pertinent to product quality are identified and controlled. All documents and data are reviewed and approved for adequacy by authorized personnel.

“Controlled Documents” include any means of conveying technical and procedural information wherein the intended user must be assured of having electronic access to the current approved version of that information. A master list of controlled documents is maintained that specifies the latest revision and effective date. Controlled documents are distributed electronically. Printed versions used for reference, unless in Controlled Manuals, are considered “Uncontrolled”.

Appropriate documents are available at locations where operations essential to the effective functioning of the Quality Management System are performed.

Quality Policy Manual

The Corporate Quality Policy Manual has been prepared to inform employees and customers of the management policies and objectives for the quality of its products and services. The manual is the guide to our quality functions, which are designed to ensure that Jemison Metalss products meet or exceed our customers’ requirements, and the requirements of ISO 9001.

Quality Management Procedures and Process Maps

These procedures and maps describe in detail the control system used at JM to address the contents of ISO 9001.  Their contents reference other documentation, and describe the what, where, and who of each procedure.  Each procedure is identified with a unique number, issue and revision date, and approval authority.

Work Instructions

These documents address the “how to” elements of our process which define in detail those activities controlling or impacting product quality.

For those applications that require expanded, detailed, how-to instructions, facility routings and On-The-Job training provide those details.

These instructions are controlled documents and are available at the operations they define to ensure conformance with specifications.  Modifications to the instructions are made whenever changes occur to customer and/or Jemison Metals standards.

External Documents

JM maintains current versions of all documents that originate outside of the company that have an impact on quality.  These include but are not limited to customer, manufacturer, and industry specifications, prints and standards.  External documents that define customer requirements are obtained or verified as current before an order is accepted.  Electronic customer part specs are stored in STELPLAN.

JM promptly reviews all changes to external documents.  When these changes necessitate a change to internal controlled documents, the changes are made and a record is maintained of those changes.

Document Changes

Document changes are reviewed and authorized by the same authority that issued the original document unless the revised document specifically states otherwise.  Revised portions of documents are distributed with a Document Change Request/Notice, and obsolete documents are promptly replaced and identified to ensure against unintended use.  Obsolete documents that need to be retained for legal and/or knowledge preservation are appropriately identified.

Quality Records

Record Collection

A control system is maintained for the identification, storage, protection, retention, indexing, access, filing, maintenance and disposition of quality records.  Records may be in the form of any type of media, such as hard copy or electronic media.

Quality records are retained to demonstrate conformance to the specified requirements of ISO 9001 and the effective operation of the Quality Management System.  Records are generally collected and stored by the department generating the record.  This ensures ease of retrieval and verification.  Records are cataloged and filed to facilitate retrieval.  Pertinent quality records from suppliers shall be an element of this data. 

Applicable Records

Quality records are retrievable and traceable to shipped product in order to verify compliance to customer requirements.  Where agreed contractually, quality records are made available for evaluation by the customer or the customer’s representative for an agreed period of time.  Other quality records are accessible for verifying the effective operation of the JM Quality Management System, including but not limited to such areas as supplier quality records, internal audits, corrective actions, supplier assessments, management reviews, calibration, training, product review, inspection, testing and product identification.

Retention, Responsibility and Disposition

The comprehensive listing of required records indicates the following:

Ø   Storage location for each quality record

Ø      Retention time for storage and disposition of each quality record (complies with specific Customer agreements when contractually specified)

Ø   Responsibility for control of each stored quality record

Applicable Quality Management Procedures and Documents:

Ø   QMP 7.5    Documented Information

Ø   MOP 1       Management Review

Ø   SOP 1        Training

Ø   SOP 3        Control of Monitoring and Measuring Resources

Revision History