813 Proposal For ISO MSME Application - IRIS-TYRES Algeria PDF

AL MANAL MANAGEMENT SYSTEM
Professional Consultancy Service Provider
Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

Cell # 00971 50 4424054 / 00971 56 4452823
E-MAIL: manalmgt@eim.ae / www.almanalmgt.com
20th Floor, Office No. 2004, ADCP Building No.: C-86
Behind Honda Show Room, Electra Street (ZAYED 1st)
PO BOX: 111569, ABU DHABI
UNITED ARAB EMIRATES
TRN Number: 100366743100003
Company : M/s. IRIS-TYRES Date : 19-May-2020
Attn. : Salah Eddine Khouatra Our Ref. : MANAL/IRIS-Tyres/813

Chief Technology Officer
Tel : +213 36 62 5433 Your Ref. : Meeting & Email dated

19-May-2020
Fax : +213 36 62 5156
PO Box : Setif, Algeria Pages : 1+11
EMAIL : salah.khouatra@iris.dz
Sub : Deployment of ISO MSME Application to manage QHSE & IATF Management System in
line with ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and IATF 16949:2016
Standards
With the reference to your Email dated 19th May 2020 in regard to customization and deployment of ISO MSME
application to manage QHSE & IATF management system in line with ISO 9001:2015, ISO 14001:2015, ISO
45001:2018 and 16949:2016 Standards, please find the details of application and commercial aspects for your
review and management approval.
We shall customize the application as per your specific requirements.
Application works as effective tool in managing QHSE & IATF Management System.
Application is open ended that can be configured to meet your further specific requirements.
We assure you of our best of services.
With regards
Mahaboob M. H.
Managing Director
00971 50 4424054;
Attachments
 Proposal, Scope, Steps
Pledge for preventing pollution to the environment, preserving natural resources, providing the risk
free working environment
Page 1 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
“Modules in ISO MSME Application”
1.0 Followings are the modules that are built in ISO MSME Application.
 Yearly QHSE Planner

 Activity to be performed
 Team responsible
 Date / duration
 Management System Documents Module

 Management system documents can be uploaded as per the levels defined
 Management system documents access can be controlled
 History of changes to the management system is automatically generated
 Only latest documents are maintained in the system
 Obsolete documents list can be generated
 External origin documents are controlled
 Uploading the records
 Keeping track of records by department / document title / document number
 Linking record to the relevant clauses of ISO Standard
 Change Management Module
 Document Change Request, Review and Approval Module

 Documents review and approval through the system
 Keeping track of review and approval comments
 No document is seen by users unless document is approved
 Any changes need to be done to the existing management system documents need to
be reviewed and approved
 Through the system request for change can be initiated and concerned personnel shall
review the changes accordingly either reject or approve the changes
 At anytime history of changes done and review & approval evidence can be generated
 Management of Change (MOC)

 MOC process is fully implemented
 As and when change is done in any aspect of the organization, which will have direct or
indirect impact on deliverables to the customers, need to be managed to minimize the
immediate adverse impact on deliverables and customer satisfaction
 Ex. Change in management structure, need to maintain details of changes initiated, who
approves, impact / consequences, actions taken / actions to be taken, corrective actions
proposed, target date to implement the actions / corrective actions, personnel
responsible
 System will send the reminder to close the actions / corrective actions agreed
 At anytime history of changes done and how those changes are managed with the aim
Page 2 of 11
Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
to minimize the losses to the company
 Objectives and KPI Module

 Yearly objectives are maintained
 Provision for evaluating the status of objectives as per the frequency of evaluation
 Provision to link the objectives to corporate strategic objectives
 Action plan to achieve the objectives
 Monitoring the status of tasks planned in the action plan
 Single action plan can be linked to multiple objectives
 Period specific KPI are maintained
 Provision for evaluating the status of KPI as per the frequency of evaluation
Note: Risk of not achieving objectives & kpi shall be evaluated. Results of Objectives & KPI evaluation
based on their status shall be subject for risk evaluation.
 HR Module
 Employee management that maintains the details of employees, employees joining
date, passport details, visa details, emirates id details etc…
 Job description module to keep track of position wise job descriptions and to access the
job descriptions (skill matrix)
 Training module
 Planning
 Monitoring the trainings status
 Maintaining the training evidences
 Keeping track of expiry date of training certificates
 Training effectiveness evaluation module
 Employee work monitoring sheet

 Employee good and not so good performance details shall be documented with
the evidence (these details shall be used for employee performance evaluation)
 Employee performance evaluation module

 Employee Competency Evaluation module
 Induction training module for new employees
 Organizational Knowledge Module

 Module to capture the company experiences
 Keeping track of success and failures
 Risk Management Modules (Quality and HSE Risks)

 Developing Quantitative Risk Register to determine the risks in the business operations
to meet the customer requirements and to attain the organization objectives.
 Module to propose the controls to reduce the qualitative risk and keeping track of risk
Page 3 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
level
 Developing Hazard and Environmental Aspects Impact Registers
 Evaluating the Risk Level
 Keeping track of Moderate and High Risks
 Keeping track of the periodical review of Risks and Risk Levels
 Meeting Module
 Defining the meeting types
 Establishing the agenda for each type of meeting
 Preparing the minutes of the meeting for every meeting conducted
 Keeping track of the status of actions agreed in the meeting
 External Providers (Suppliers) related Module

 Maintaining External Providers Approved List
 Keeping track of External Providers discrepancies in delivery of products or services
 Evaluating the performance of External Providers
 External provider rating module based on various criteria
Note: Results of performance evaluation shall be subject for risk evaluation if external provider is not
performing well.
 Visitor module (Details of personnel visiting to M/s. IRIS Tyres)

 Name of person visited
 Company details
 Position
 Contact details
 Purpose of the meeting
 Whom to be visited
 HSE Induction training
 Visitor pass number if visiting to yard facilities
 Customer Visit Module

 M/S. IRIS Tyres Person Name and date of the visit / meeting
 Customer representative name, position and contact details
 Services discussed
 Outcome of the meeting
 Follow up date
 Management gets the report as and when details are entered
 Feedback Module
 Customer complaints
 Keeping track of the actions taken to close the customer complaint
 Registering all complaints
 Reviewing of complaints either by Sales & Marketing (Business Development) /
Page 4 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
Operations Head / Top Management

 Based on the nature of complaint, department heads shall do the investigation,
take actions and propose the corrective actions; then forward the details to
Sales & Marketing Head and/or Top Management for their review and reply to
customer
 Customer complaint report can be generated from the system with the actions
taken and corrective actions proposed and send to customer
 Generating automatically monthly report with all customer complaint details,
actions and status (Open or Close)
Note: Risks due to customer complaint shall be evaluated.
 Customer satisfaction survey

 Organization shall define survey questions
 Organization shall define the rating system
 As and when customer feedback is sent and received system send the report to
top Management
 Customer satisfaction evaluation report
 Raising Nonconformance report for weak rated elements
Note: Based on customer feedback, risks due to poor and fair feedback from customer shall be
determined.
 Project Management Module (shall be customized as per your specific requirements)
 Audits Module
 Internal audits module
 Planning the audits
 Uploading the audit checklists with evidence of audit done
 Preparing audit log
 Preparing audit non conformity reports
 Preparing audit summary reports
 System keep track of the status of audits planned, findings / audit non
conformance reports
 System sends reminder to close the audit non conformance report
 Generating Audit Checklists

 Performing Audit Checklists
 Customer audits module
 External audits module
 Developing Audit Nonconformity Report
 Keeping track of the status of audit reports
Note: Risks due to delay in taking actions & corrective actions to close the audit findings (minor,
major & observations) shall be determined.
Page 5 of 11
Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
 HSE Modules
 Environmental aspect-impact register
 Hazard-risk register
 Task risk assessment (Job safety analysis)
 Incident (Near Misses & Accidents) Module
 Emergency Planning Module
 Tool Box Talks Module
 Safety Violation Reporting Module
 HSE Actions Tracking Register Module
 PPE Issue Module
 HSE Inspections Module (Daily & Monthly / Quarterly / Semi Annually)
 Safety Observation Card Module
 Waste Management Module
 Firefighting equipment tracking module
 First Aid Kits tracker
 Work Permit Module

 Work permit for various hazardous activities shall be generated
 Non Conformance, Corrective Action Module

 Raising Nonconformance
 Documents shall be attached
 Risk due to discrepancy / Nonconformance
 Investigation details
 Initiating actions (immediate actions)
 Corrective actions
 Uploading documents
 Verification evidences
 Status of Nonconformance report
 Equipment maintenance module

 Preventive maintenance module
 Breakdown maintenance module
 Calibration equipment module

 Keeping track of status of calibration of all equipment
 Keeping equipment calibration details
 Keeping calibration certificates
 Documents tracking and certificates management

 Uploading certificates
 Keeping track of expiry date of certificates
 HSE Performance Module

Page 6 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
 Legal Register and Compliance Evaluation Module

 Keeping track of legal and regulatory requirements
 Evaluating the compliance to the applicable legal and regulatory requirements
 Module to keep track of the actions to be taken to comply with the applicable legal and
regulatory requirements
Note: Risks due to not complying to the legal & other requirements shall be evaluated.
 Actions Tracking Register

 Keeping track of actions agreed or generated due to any of management system activity
 Keeping track of status of actions
 Sending alerts / emails to remind concerned personnel to close the actions
 Management system shall get updated actions reports on regular (daily / weekly /
monthly/ semi annually / yearly) basis
 Uploading / maintaining the evidences

 In every module / activity, to demonstrate the effective closure of actions provision shall
be provided to upload documents / records / photos.
 Risk Based Thinking

 Provision shall be provided to determine the issues and evaluate the risks due to any
activity and/or actions.
 Failure to perform the planned activity and to close the agreed actions on time shall be
linked to “Risks Evaluation”.
 Further specific requirements of IATF 16949:2016 Standards shall be included in ISO

MSME Application
 Reports:
Reports (But not limited to):

 Master List of Management documents
 Objectives / KPI evaluation reports
 Employees competence evaluation reports
 Employee performance evaluation reports
 Approved list of External Providers
 Audit Reports (Internal and External)
 Non Conformance Reports
 Customer complaints reports
 Customer Satisfaction Evaluation Reports
 Risk Register (Qualitative / Health & Safety and Environment) and Risk level wise (Ex. Extreme /
High / Moderate / Low) reports
 Meeting reports
 Equipment performance reports
 Calibration reports
Page 7 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
 HSE reports
 MIS reports
DASHBOARD SUMMARY REPORT
 System shall automatically generate DASHBOARD SUMMARY REPORT on periodical basis

(Monthly / Quarterly / Semi Annually / Yearly / From date to date) to assess the
performance of QHSE & IATF Management System; Following are the few Indicators shall be
included in DASHBOARD SUMMARY REPORT (But not limited to):
 Number of documents created
 Number of documents modified
 Number of objectives achieved / not achieved
 Number of KPI (department wise) achieved / not achieved
 Number of trainings planned, conducted, attended
 Number of audits planned, conducted
 Number of customer complaints received, auctioned and closed
 Number of customer feedback sent and received
 Number of employees left and joined
 Number of meetings conducted (Ex. Operational meetings, HR meetings, Management
meetings)
 Number of overall actions agreed, implemented, actions pending
 Number of Corrective Actions proposed and implemented
 Number of suppliers performance evaluated and results
 Number of Near misses reported
 Number of accidents reported
 Number of toolbox talks conducted
 Number HSE inspections conducted
 Number of mock drills conducted
 Project wise HSE performance reports shall be generated
 Legal compliance evaluation reports (complied v/s non complied)
Training  All users shall be trained to use the application;

 For all new users trainings shall be provided as per HR request
2.0 Accessibility and User License Fee

 No restrictions on number of users; as many as users can access the application;
 No user license fee as it is developed on web based architecture and MySql database
3.0 Response time for any complaints
 Within one hour acknowledgement during working hours from 8am to 16pm (Algerian Time)
 Initiating the action within one working day
 Completing the action based on nature of complaint; however with our experience within two
Page 8 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
working days complaint shall be resolved.
Note Ticketing system shall be implemented, where end user shall raise complaint / user issue /
clarification, automatically Email is sent to our support / technical team to acknowledge and
initiate the process of fixing the issue;
4.0 Application shall be used by

 As many as business units and as many as employees
5.0 Fee for ISO MSME Application
USD 15250/= (Fifteen Thousands Two Hundred Fifty USD Only) this price includes your factories /
other branches of IRIS-TYRES and also Project Management Module.
6.0 Payment Terms & Conditions

 40% upon signing the contract
 30% after Go Live
 20% 3 months after Go Live
7.0 Application Customization

 Application comprehensively meet the requirements of QHSE & IATF management system in line
with ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and 16949:2016 Standards
 Shall be customized if there are any specific requirements after evaluating and accepting by both
parties.
8.0 Key Benefits of the Application (But not limited to)

- No printed documents / records
- Retain the integrity of Management System
- No dependency on person for managing
- Easy way of communication
- Helps every department head to act as “Management Representative” for his / her scope of work
- Easy to analyze and take the decisions for the further improvement of management system and
business processes
- Easy to prepare for the audits and to complete the external audits
- Accessibility, at any given time more than 500+ users can access from anywhere provided there
is a connectivity to access the application
- Retain the history of documents and records for longer period
- Gap analysis report shall be generated from the system
- Internal Emailing and Alert System (keeps track of due dates and sends alert
emails to all concerned users)
- User friendly
- Management shall receive report automatically generated from the system on specific period;
Page 9 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
- Management will be kept updated all aspects of management system documents and records at
all the times
- Effective way of monitoring, measuring and evaluating the performance of management system
Key Features
- INTEGRITY
- RETRIEVABILITY
- COMMUNICATION
- ACCESSIBILITY
- AVAILABILITY
- TIMELY REMINDERS
- CONFIDENTIALITY
- ORGANIZATION KNOWLEDGE REPOSITORY
- ENVIRONMENTLY FRIENDLY
- EFFECTIVENESS EFFICIENCY
- ANALYTICAL REPORTS FOR THE MANAGEMENT
9.0 Application developed using:
 .Net Framework and C# programming language

 Database: MySql RDBMS
 Reporting tools: HTML
 Add on features of application:
 PDF Conversion
 Export to Excel / Word
 EMAIL Notification
 Reminders / Alert System
 Password protected
 Minimum RAM 4GB for deploying ISO MSME Application

 Storage space – based on volume of data (Minimum 50GB)
10.0 Hardware requirements to deploy the ISO MSME Application

 Standard Server (Latest Version)
 To access the application within the organization: Intranet or Internet required
 To access the application from outside the organization: Internet required
11.0 Hosting of Application

 Application can be hosted in organization Local Environment or in Cloud Environment;
12.0 Project duration 60 working days after finalizing the additional requirements:
Page 10 of 11
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Cell # 00971 50 4424054 / 00971 56 4452823
TRN Number: 100366743100003
 Upon signing the contract application shall be deployed as-is and shall be assisted to upload all
existing management system documents into ISO MSME application.
 Users shall identify the need of customization
 Requirements shall be reviewed and confirmed
 Customization of application
 Testing and deployment of application.
 Setting up IT environment to deploy the application
 Uploading all management system documents
 Conducting the trainings to all nominated users (using CISCO WebEx Tool)
 Feedback from users
 If any changes required, changes shall be reviewed and accepted by users & AL Manal
Team
 Incorporating the accepted changes in ISO MSME Application
 Finalization of ISO MSME Application
 Project Closure
13.0 Annual Maintenance Fee

 Yearly Fee for ISO MSME Application and support to implement QHSE & IATF Management
System: USD 2000/= (Two Thousand US Dollar only):
 Trainings to users (using CISCO WebEx)
 New reports related to QHSE & IATF aspects
 Defects fixing
 Changes / amendments to the existing modules
 Configuration / Master data changes
 Customization to meet latest Standard requirements
14.0 Confirmation of Acceptance

Signature on authorized personnel behalf of Signature of authorized personnel on behalf of
M/s. IRIS-TYRES M/s. AL MANAL MANAGEMENT SYSTEM
Name: Name: Mahaboob M H
Position: Position: Managing Director
Signature: Signature:
Date: Date:
Page 11 of 11

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AL MANAL MANAGEMENT SYSTEM

Professional Consultancy Service Provider

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

Company : M/s. IRIS-TYRES Date : 19-May-2020

Attn. : Salah Eddine Khouatra Our Ref. : MANAL/IRIS-Tyres/813

Tel : +213 36 62 5433 Your Ref. : Meeting & Email dated

We shall customize the application as per your specific requirements.

We assure you of our best of services.

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

“Modules in ISO MSME Application”

 Yearly QHSE Planner

 Management System Documents Module

 Change Management Module

 Document Change Request, Review and Approval Module

 Management of Change (MOC)

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

to minimize the losses to the company

 Objectives and KPI Module

 Employee work monitoring sheet

 Employee performance evaluation module

 Organizational Knowledge Module

 Risk Management Modules (Quality and HSE Risks)

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

 External Providers (Suppliers) related Module

 Visitor module (Details of personnel visiting to M/s. IRIS Tyres)

 Customer Visit Module

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

Operations Head / Top Management

Note: Risks due to customer complaint shall be evaluated.

 Customer satisfaction survey

 Project Management Module (shall be customized as per your specific requirements)

 Generating Audit Checklists

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

 Work Permit Module

 Non Conformance, Corrective Action Module

 Equipment maintenance module

 Calibration equipment module

 Documents tracking and certificates management

 HSE Performance Module

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

 Legal Register and Compliance Evaluation Module

 Actions Tracking Register

 Uploading / maintaining the evidences

 Risk Based Thinking

 Further specific requirements of IATF 16949:2016 Standards shall be included in ISO

Reports (But not limited to):

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

DASHBOARD SUMMARY REPORT

 System shall automatically generate DASHBOARD SUMMARY REPORT on periodical basis

Training  All users shall be trained to use the application;

2.0 Accessibility and User License Fee

3.0 Response time for any complaints

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

working days complaint shall be resolved.

4.0 Application shall be used by

5.0 Fee for ISO MSME Application

6.0 Payment Terms & Conditions

7.0 Application Customization

8.0 Key Benefits of the Application (But not limited to)

Tel. No.: 00971 2 6436206 / Fax No.: 00971 2 6436207

9.0 Application developed using:

 .Net Framework and C# programming language

 Minimum RAM 4GB for deploying ISO MSME Application