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CHIEF OPERATING OFFICER/GENERAL MANAGER

STESEN JANAKUASA SULTAN AZLAN SHAH


TNB JANAMANJUNG SDN. BHD.
JALAN SEMARAK API,
TELUK RUBIAH
PETI SURAT NO 12, 32040, SERI MANJUNG
PERAK DARUL RIDZUAN

Document Number:
MGMT-822-01
Revision
Description By Verifier Approver
Number

1 New Document Syed Zainal Chong Swee Alwi Abdul


Abidin Jamalullil Choon on Rahman on
Syed Mahadzar 06/12/2005 09/12/2005
on 02/12/2005

Syed Zainal
Changes based on Chong Swee Alwi Abdul
Abidin Jamalullil
2 feedback from Choon on Rahman on
Syed Mahadzar
Internal Quality Audit 03/03/2006 03/03/2006
on 03/03/2006

Khairul Azman Chong Swee


Revised the Station Loo Fang Lan on
3 Osman on Choon on
name is the IQA form 28/09/2007
28/09/2007 02/10/2007
Chong Swee
Udhayakumar Udhayakumar
Revised NCR form & Choon on
4 Poovalingam on Poovalingam on
OFI form 18/09/2008
16/09/2008 16/09/2008

To review the Roslan Ngah Abu Mohammad Chong Swee


5 procedure based on Bakar on Othman on Choon on
IQA and Sirim Audit. 05/10/2009 05/11/2009 05/11/2009

6 Revise the procedure Mohamad Hidayat M. Shamsul


to close the NCR
issued from IQA No 1
Bin Abd Razak on Ramachandran Ahmad on
FY11/12 & OFI
09/04/2013 on 09/04/2013 09/04/2013
issued from IQA No 1
FY12/13

To update the Mohamad Hidayat M. Shamsul


7 procedure to comply Bin Abd Razak on Ramachandran Ahmad on
PAS 55 requirement 26/06/2013 on 26/06/2013 27/06/2013
Table of Content

1. Objective
2. Scope
3. Reference
4. Definition
5. Responsibility
6. Procedure
7. Input
8. Output
9. Quality Records
10. Key Performance Indicator
11. Appendix
1. Objective

The objective of this procedure is to ensure a systematic approach to audit the


Quality Management Systems within Sultan Azlan Shah Power Station as required
by the ISO 9001 standard to achieve the followings ;

1. To ensure that Sultan Azlan Shah Power Stations quality assurance


system is effectively implemented.

2. To determine the effectiveness of the procedures in controlling the


quality of Sultan Azlan Shah Power Stations services and products.
3. To identify the need to modify any of the above procedures.

2. Scope

This procedure shall cover all activities and processes that involve in Sultan
Azlan Shah Power Station with the criteria related in the ISO 9001 Quality
Management System.

3. Reference
Guidelines for quality and/or environmental management systems auditing
ISO 19011
Module 9 - Internal Quality Audit (IQA) Training by Productivity & Quality
Management, TNB

4. Definition

CIA - Chief Internal Auditor


LA - Lead Auditor
NCR - Non Conformance Report
COO/GM - Chief Operating Officer / General Manager
QMR - Quality Management Representative
LQA - List of Qualified Auditors
HOD - Head of Department
IQA - Internal Quality Audit

5. Responsibility

CIA
LA
Auditors
Auditees
HOD
QMR
COO/GM

6. Procedure

Internal quality audit shall cover all departments and related elements of the
Quality
Management System within Sultan Azlan Shah Power Station as required by
the ISO 9001 Standard.
6.1 Qualification of Auditors

Every auditor is required to undergo the Internal Quality Audit training.


Auditors who conduct technical activities must have minimum experience
of at least 2 years in the technical fields.
Quality Management Representative (QMR) is to select auditors for the
audits defined and appoint a Chief Internal Auditor (CIA).

6.2 The Frequency of the Internal Quality Audit


The planning of the internal quality audit depends on the Yearly Internal
Quality Audit Schedule which is prepared by Quality Management
Representative and approved by COO/GM.
The internal quality audit shall be carried out at least once a year.

6.3 Audit Programme

The quality audit shall be carried out by auditor independent to the area or
department audited
The CIA is required to inform the auditors and the departments to be
audited (auditees) at least 5 days before the internal quality audit take
place.
CIA shall prepare the Audit Plan (Appendix 1) and select appropriate
auditors for the area to be audited. The programme shall define the audit
criteria, scope, methods and areas to be audited.
The procedures to be audited will focus on high risk procedures and high
non-conformance areas (no. of NCR/OFIs).
The criteria to define high risk procedures (but not limited to) are:
o Affects plant availability & reliability
o Affects plant performance
o Contingency planning

6.4 Preparation for the Quality Audit

The CIA shall call all the auditors appointed to a meeting to discuss and
relay information regarding the audit program.
All auditors including CIA shall prepare audit checklist and listed them in
the Audit Checklist form (Appendix 2).
6.5 Opening Meeting

The meeting shall be conducted in a manner as stated in the Audit


Program and shall be chaired by the CIA or Lead Auditor.
The meeting shall be attended by the CIA, auditors, auditee and
representative from the management. The attendance shall be recorded
in the Attendance Sheet (Appendix 5).
The CIA or Lead Auditor shall introduce the audit team and explain the
attendees about the objective and procedure of the audit.
During the opening meeting, the CIA or Lead Auditor shall explain the
process of auditing with include interviewing, observing and verification.
The closing meeting date and time shall be confirmed in this meeting.

6.6 Audit Conduct

The auditors shall carry out the audit process as prescribed in the Audit
Programme.
Audit shall be conducted by interviewing the auditees. The auditees shall
prove the implementation with evidence.
The auditor shall verify all the evidence as to conclude their findings.
The information gathered shall be recorded in the Audit Checklist.
6.7 Auditor Interim Meeting

The Auditor Interim meeting shall be held after the audit process has been
carried out and shall be chaired by the CIA or Lead Auditor.
The purpose of this meeting are :

a) To allow all the auditors to give their opinions and views to the CIA or
Lead Auditor regarding the audit process and activities done.
b) To cross refer evident within the auditors team.
c) To provide time for the CIA to prepare the Internal Audit Report.
d) To provide time for the auditors to prepare the Non Conformance
Report (NCR-Appendix 3) and Observation Report (OFI - Appendix 4
& 5) if any defects or non-conformance arise during the audit process.
6.8 Closing Meeting

The meeting shall be conducted as stated in the Audit Programme and


shall be chaired by the CIA Lead Auditor. Attendance shall be recorded in
the Attendance Sheet.
CIA or Lead Auditor shall conclude the finding of the audit being
conducted.
The CIA or Lead Auditor shall announce the result of the audit finding,
NCR issued and observation if any (Appendix 6).
For every NCR/OFI form issued, the auditors are required to get the
auditee to sign for NCR/OFI acceptance.
The auditors will give one original copy of NCR/OFI to HOD and another
photostat copy to CIA.

6.9 Correction / Corrective Action

HOD that receives NCR/OFI is required to investigate cause for non-


conformance and shall propose the necessary correction / corrective
action to be taken
The cause of non-conformance and proposed correction action shall be
recorded in the NCR/OFI by auditee and time frame for correction action
to be taken is recommend at least one week. For special case especially
case involving budget matter and plant matter such as awaiting for
outage, time frame for correction action to be taken is agreed between
auditor and auditee depends the difficulties to solve the cause of non-
conformance.
The cause of non-conformance and proposed corrective action taken shall
be recorded in the NCR/OFI by auditee, acknowledged by HOD and
confirmed by Auditor within 14 days after the Closing Meeting.
The Auditors concern is required to check the proposed Corrective Action
from the Auditee and agreed on the completeness of action taken. The
auditor shall submit one original copy of NCR/OFI to HOD and another
photostat copy to CIA.

6.10 Follow-up Audit

The auditors shall do a follow-up audit to ensure corrective actions have


been carried out and implemented effectively after proposed completion
date elapsed.
The result of the follow-up audit and supporting document to close out the
NCR/OFI need to be attached as an evidence of corrective action
implementation and shall be recorded in the respective NCR.
The report summary of the follow-up audit shall be recorded in the
respective NCR/OFI Follow Up Log (Appendix 4 : NCR Follow Up Log)
by the CIA.
If the auditors and CIA satisfied with the corrective actions taken by the
respective department, the NCR/OFI will be proposed to be closed.
If the auditors do not satisfied with the corrective actions taken by the
respective department, the issue will be brought to CIA and QMR to get
consensus among auditor & auditee, so that the NCR/OFI can be closed.
All the un-closed NCR/OFI that need long completion period to be closed
eg, waiting plant outage or material delivery shall be reported in the
Management Review Meeting

6.11 Internal Audit Report for the Management Review Meeting

The CIA shall prepare and provide the audit report to the management in the
required format for the Management Review Meeting (recommend at least
two weeks after IQA Closing Meeting). The report format shall include:
Purpose
Scope of Audit
Location
Reference Documents
Date of Audit
Auditors
Audit Methods
Findings
Summary of Findings
Attendance List
Audit Summary of NCR/OFI
Audit Programme

7. Input

Input Source
QMS All Departments
8. Output

Output Recipient
Internal Audit Report QMR
9. Quality Records

Record Form No. Storage Retention


Period
Audit Plan MGMT-822-01-QR-01 CIA 5 years
Audit Checklist MGMT-822-01-QR-02 CIA 5 years
Non Conformance Report MGMT-822-01-QR-03 CIA 5 years
(NCR)
NCR Follow-up Log MGMT-822-01-QR-04 CIA 5 years
Attendance List MGMT-822-01-QR-05 CIA 5 years
Audit Observation Form MGMT-822-01-QR-06 CIA 5 years

10. Key Performance Indicator

1) To carry out the IQA at least one per year within financial year - QMR
2) To clear the NCR/OFI according to the time frame for correction action which is agreed
between auditor and auditee - CIA / Auditor / Auditee.
11. Appendix

Appendix 1 - Audit Plan


Appendix 2 - Audit Checklist
Appendix 3 - Non Conformance Report (NCR)
Appendix 4 - NCR Follow-Up Log
Appendix 5 - Attendance Sheet
Appendix 6 - Audit Observation Form
Appendix 7 - Internal Quality Audit Process Map