Initial assessment process (Initiation)

1. Need to submit QAF Agreement to Member

2. QAF need to inform Member on which date they are conducting Initial assessment.

Initial assessment process (Factory visit)

1. Collect ASP 0.0 from factory- QAF will provide ASP 0.0 to factory for fill up and sign during
visit date (If brand is present during visit, they will sign on ASP 0.0).
2. Opening Meeting
3. Basic Information Collection & Document Check
4. Factory Visit
5. Fill in Factory Assessment Form ASP (5.2 & 6.2)
6. Closing Meeting
7. Collect signature on: ASP 0.0, ASP 6.2, opening meeting and closing meeting attendance &
Code of Ethics
8. Inform Member after conduction of initial assessment by e-mail attaching ASP 0.0, ASP 6.2,
opening meeting and closing meeting attendance & Code of Ethics
9. Upload Signed copy of ASP 0.0, ASP 6.2, opening meeting and closing meeting attendance,
Code of Ethics and ASP 5.2 (signed copy of QAF, not from factory) in FFC.
10. Member will notify QAF after creating Audit ID
11. Upload evidences, description and required fields in FFC for all questions within 10 working
days and change the status from “Draft” to “Member Review”.
12. After changing the status QAF must not change anything in FFC.
13. If any revision is given on uploaded reports, need to correct it within 2 working days and
notify Member.
14. Information on ASP 5.2 and FFC score must be same.
15. The status will be changed to “Report Finalized” if satisfied with this report.

Initial assessment reporting process in FFC:

Audit General Information

1. Day(s)
2. Announced
3. Production Year
4. Lead Monitor (Team monitor should not be filled in. If more than one engineer is involved in the
assessment, all should be noted in Lead monitor section). Only the engineer’s name mentioned
in QAF one-page agreement letter can visit the factory and sign the documents.
5. Audit Closing Comment (It should cover the same comments mentioned in ASP 6.2-“ ELECTRICAL
ITEMS OF CONCERN NOTED” section).

Upload Files and Photos

1. Audit Report Photo (Factory front view)

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 2. ASP Form 5.2: Only assessor signature. In “Y / N / NA” tab only mention Y or N or NA. If any
findings “N or NA” then provide brief description in remarks. It (Y/N/NA) should be same in FFC.
3. ASP Form 6.2: Electrical assessor and factory representative signature. If any findings are out of
scope for factory (Owned by REB, DPDC etc) then mention details about findings in “Additional
Comments by Assessor or Exceptions Taken by Factory Owner Representative:” section. The
same should be included in Audit Closing Comment in FFC. Those evidence should be uploaded
separately in “Upload files and photos”.
4. Full thermographic scan report should be uploaded.
a. In front page include following information such as Title will be “Thermographic scan
report”, Factory name with FFC ID, Factory address, Date of assessment, Name of
Thermographer, Vetted QAF Name, Signature of thermographer.
b. Summary page should be included.
c. In individual thermographic image fill up following information such as Equipment,
Ambient Air Temperature, Load (%), Emissivity, Location, Equipment name , Max Rated
Load, Category should be provided.
5. Staff code of ethics, opening and closing meeting attendance.

Findings Page:

General Information:

1. Draft Report Date: Mention draft report date in Score tab.

2. Final Report Date: Report finalized date (QAF will not fill it in, Member will fill it, when report is
finalized).
3. Are all action items from previous assessment complete?
a. If no assessment occurred previously, then, answer will be “N/A”.
b. If it is an expansion audit (vertical expansion), and CCVV of main part is completed then
answer will be “Yes”. Upload evidence.
c. If it is an expansion audit (vertical expansion), and CCVV of main part is not completed
then answer will be “No”.
d. If it is an expansion audit (horizontal expansion), and expanded part is independent of
main part then answer will be “N/A”.
4. Buildings in Complex: Input all audited & non-audited buildings in score tab (main and ancillary
structures). Also mention, which are covered, and which are not.
5. Approximate Building Area (SF): Only audited main building area in score tab.
6. Is the building(s) owned or rented by the Factory? Only audited building information in score
tab. If some buildings are rented and some are owned, then it should be written in detail inside
the NC description. In score tab, “owned and rented” should be selected.
7. Number of Building Levels (Stories): Only audited Building Levels (Stories) in score tab (main
and ancillary structures).
8. Building (s) Height (ft): Only audited Building Height (ft) in score tab (main and ancillary
structures).
9. Height up to Highest Occupied floor roof (ft): Only audited Building Height up to Highest
Occupied floor roof (ft) in score tab. Suppose, building height is 80 feet (Including staircase &

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 staircase height is 10) and Highest Occupied floor roof (ft) will be 70 feet (main and ancillary
structures).
10. Building Construction Type: Mention audited building information like as Steel shed or RCC
structure instead of Type-1,2,3 in score tab (main and ancillary structures).
11. Number of Occupants: Only audited Building Occupants in score tab (main and ancillary
structures). If the building is multi-storied, then number of occupants should be mentioned
floor-wise. If number of occupants is zero, then need to explain.
12. Date of Building Construction: Only audited Building date of construction in score tab (main and
ancillary structures).
13. Date of Last Building Renovation/Addition: Only audited Building information in score tab. If
several renovation/ addition occurred, mention the date on which last renovation/ addition
occurred for each building.
14. Ancillary Structures in Complex: Only audited Building (ancillary) information in score tab.
15. Approximate Ancillary Structures Area (SF): Only audited ancillary Building information in score
tab.
16. Provide brief description of the electrical system for each building: Main power source: REB
[NN kV incoming]; Service Entry: NN kV Overhead (REB ownership), NN kV Overhead and NN kV
Underground (Factory ownership); Transformer Rating: Transformer 1 [NN kVA, 33/11 kV, Oil
Type], Transformer 2 [NN kVA, 33/11 kV, Oil Type]; Secondary power source: X Generators
[Diesel]; Generator rating: Generator 1 [Diesel, NN kW, 0.415 kV], Generator 2 [Gas, NN kW,
0.415 kV]; PFI Rating: NN kVAR, NN kVAR; COS Connection: Auto Transfer Switch [Electrical
Interlock]; BBT Rating: NN A; No. of electrical panels: X HT, X LT, X MDB and X SDB; Earthing
System: TT; Emergency Power Source: X Generators [Diesel, NN kW, 0.415 kV], X IPS unit [NN
kVA], Solar power system [X kW].
17. Physical location of Substation: Provide information in score tab.
18. What equipment/loads does the UPS/IPS serve: Provide information in score tab.
19. Auditor: Name in score tab.
20. Assessment Date: Provide information in score tab.

All questions:

1. Supporting pictorial evidences with date stamp should be uploaded.

2. If the answer is “Yes” for a particular question it is mandatory to fill the following boxes
a. In “Description” box, provide explanation why this question is Yes.
b. In “Source of Findings” what type of evidences it is (e.g. document review, photograph
etc) and give an explanation against this evidence.
c. Upload evidences with appropriate caption in it.
3. If the answer is “No” for a particular question it is mandatory to fill the following boxes
a. Provide non-compliance level (e.g. 1,2 or 3). Mention some, few, most of the locations
in description. Based on severity, non-compliance level will be changed.
b. In “Description” box, provide explanation in detail why this question is No.

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 c. In “Source of Findings” mention what type of evidences it is (e.g. document review,
photograph etc).
d. In “Suggested Plan of Action”, explain specifically what action should be taken to resolve
this issue.
e. In “Suggested Deadline Date”, provide an expected deadline date for this question. The
suggested deadline date will be calculated following formula, suggested deadline date =
review date + 14 days + expected deadline date.)
f. Upload evidences with appropriate caption in it.
4. If the answer is “NA” for a particular question it is mandatory to fill the following boxes
a. In “Description” box, provide explanation why this question is NA.
b. In “Source of Findings” what type of evidences it is (e.g. document review, photograph
etc) and give an explanation against this evidence (where applicable).
c. Upload evidences with appropriate caption in it (where possible).

General Comments:

1. Please verify whether this factory was occupied and operational at the time of your audit.
2. Compare building information with other audit scopes (fire and structural where possible) and
verify which information is correct if any mismatch is found.
3. Suggested deadline date should be corrected as per current time for all open questions.
4. If anything changes in initial assessment report in FFC, then correct in ASP 5.2, 6.2 accordingly.

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