INKA

PT. Industri Kereta Api

(Persero)

QUALITY
PROCEDURE

Document No. : PM-7.02

Date
: July 15th, 2009
Revision
:A
Page
: 1 of 5

PROCESS RELATED TO THE CUSTOMER

I.

II.

III.

IV.

Purpose
This Procedure is to determine product requirement and review of product requirement
in adjusting the company ability to the customers request and expectation.
Scope
This version of the Quality Procedure is applicable to all searching processes of
market opportunity, product sales contract, and services after product submission.
Responsibility
Commercial Director together with:
a. Commercial section is responsible to the process of market opportunity
creation.
b. Commercial section is responsible to contract process
c. Aftersales Service is to responsible to the after sales and maintenance
d. Related unit is responsible to provide the contract review
Quality System Activity
IV.1
Market Opportunity Creation
Commercial section arranges the business design by the activity as follows:
a. Sourcing business information
b. Arranging proposal
c. Organizing the seminar
d. Proposing business gathering
e. Planning the business
IV.2
Commercial section assigns the requirement of customer
a. Determining the customer requirement is based on the oral or writing
requirement of the customer including the requirement which is not mentioned

by the customer but it is necessary for certain usage and additional requirement
Document No. : PM-7.02
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needed by the company.QUALITY
Date
: July 15th, 2009
PT. Industri Kereta Api
PROCEDURE Revision
:A
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Form No.: II-01.001.Rev.A
The requirements will be distributed to the related work unit to prepare the
contract review as follows:
1. Pre- BQ by Engineering and Design section
2. Technical Proposal by Engineering and Design section.
3. Production Schedule draft by Production Plan and Control section.
4. Quality Plan draft by Management Representative
5. Tender Financial Requirement by Financial section.
6. Price Reference by Commercial section.

7. Legal aspect by Legal section

8. Submission Requirement by Commercial section.
9. Inspection and Test Plan draft by Quality Control section.
10. Material and Component Procurement by Logistic section.
11. Human Resource and Competency by Human Resource section.
b. Commercial section carries out the contract review to ensure the completeness
and comprehension of need and expectation or customer requirement.
c. Requirement Review related to the product includes:
1. Product Specification, viewed by company abilities of:
a) Arranging product design
b) Conducting production process (machine/tool function,
experience)
c) Product standard used and other rules
d) Quality Product Requirement
2. The main work is the processes which could not do by the 3rd party
based on quality consideration and business endorsed by contract
review.
3. Product Submission Schedule, viewed by the capacity of people time
and machine time available in the company.
Document No. : PM-7.02
QUALITY
4. Product Submission
Requirement Date
: July 15th, 2009
PT. Industri Kereta5.ApiPrice and Legality
PROCEDURE
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Form No.: II-01.001.Rev.A

6. After Sales
7. Financing
8. Component availability (local-import)
The result of contract review is approved by Commercial Director and will be
distributed to the related work unit.
IV.3
Tender
a. Commercial section arranges the tender which consists of Tender Letter (Form
No.: IV-01.078) attached by Sales Price Estimation List (Form No.: IV-01.080)
and minutes of Contract Review then it is sent to President Director or
Commercial Director to have approval.
b. Appointed personnel also approve the tender which will be sent to the
customer if it is necessary.
c. Commercial section informs the tender to the customer and conducts the proper
step to have the customers approval.

d. All chronological steps in order to have customers approval until the product
submission is recorded in Customer Book (Form No.: IV-01.082) and approved
if the tender is finished (the product is submitted or the tender is considered to
be failed).
e. Customer Book is maintained by Commercial section.
4.4. Tender or Contract Acceptance
a. After the tender is approved by the customer legally, hence the Commercial
section records the document of the approval.
b. Commercial section proposes demand guarantee/ guarantee bank (Form No.:
IV-01.106) to the Financial section attached with the copy of customer request
letter.
c. Commercial section follows up the approval until being a contract.
d. President Director is responsible for the legality of the contract with the
Document No. : PM-7.02
customer.
INKA
QUALITY
Date
: July 15th, 2009
e.
Commercial
section
distributes
the
copy
of
contract
to:
PT. Industri Kereta Api
Revision
:A
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Form No.: II-01.001.Rev.A

1. Engineering & Design section to ensure the design process as the

2.
3.
4.
5.

customer request.
Production plan and control section.
Financial section then used as basic preparation of project funding.
Accounting section then used as basic recording of project loading.
Quality Control section as the making of the basic inspection and

testing plan by referring to product specifications.

6. Aftersales Service section as the basic of guarantee time and
documentation such as Manual Inspection, Product Knowledge, etc.
7. Logistic section as the basic of purchase planning, purchase strategy,
and payment.
8. Legal section as the anticipation if any law trouble.
9. Quality Assurance as the productivity measurement.
f. After the contract approval, Commercial Director together with the
Commercial section is able to carry out the contract review.
g. President Director or person in charge is able to change the tender content by
the customer agreement after contract review.

V.

Related Document
V.1 Quality Procedure Document Control (PM-4.01)
V.2 Quality Procedure Record Control (PM-4.02)
V.3 Quality Procedure Product Realization Planning (PM-7.01)

VI.

Attachment
6.1. Tender Letter Form (Form No.: IV-01.078)

6.2. Minutes of Contract Review Form (Form No.: IV-01.079)

Document No. : PM-7.02
6.3. Sales Price Estimation ListQUALITY
Form (Form No.: IV-01.080)
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Date
: July 15th, 2009
PT. Industri Kereta Api
PROCEDURE
Revision
:A
(Persero)
Page
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Form No.: II-01.001.Rev.A
6.4. Meeting Invitation of Contract Review Form (Form No.: IV-01.081)
6.5. Customer Book Form (Form No.: IV-01.082)
6.6. Guarantee Issuance Request Form (Form No.: IV-01.106)

Prepared by:
ISO Team

Checked by:
Management Representative

Approved by:
Marketing Director

Bambang Ramadhiarto

Apoleus Karo Karo

Gunesti Wahyu Handiko

Form No.: II-01.001.Rev.A