SUBCONTRACTOR DOCUMENTATION FRONT SHEET

WREP PRS2
ACCOMMODATION
BUILDING
CONSTRUCTION
Dzestafoni, GEORGIA

CONTROL OF NON CONFORMING PRODUCT

PROCEDURE

Subcontractor
Subcontractor Company Name: DORCE Prefabricated Building and Construction
Subcontractor Document Number: DPR-04
Project Number: GE0094

Review
Details

 Code 1: Subcontractor document reviewed and

accepted - proceed with work.
 Code 2: Subcontractor document reviewed and
conditionally accepted - proceed with work,
incorporate comments and resubmit.
Review does not constitute acceptance of design details,
calculations, test methods or materials developed or
selected by subcontractor. Nor does it relieve
subcontractor from full compliance with contractual or other
obligations

 Code 3: Subcontractor document reviewed and

rejected - do not proceed with work. Revise the
document and resubmit for further review. Name: YÜCEL ÇEBİ
Date: 15.08.2018
(QUALITY MANAGER)
 Code 4: Subcontractor document is submitted to
the purchaser for information
 Code 5: (Optional) Some information can be
used but generally not acceptable and requires re-
submission. Work may proceed at Subcontractor risk.
Signature:
 Code 6: (Optional) Document requirement
cancelled – Up rev the document to revision “X01”
and re-submit as voided.
DOCUMENT NUMBER

Contractor Sheet
Facility/Area Code Area sub code Discipline Doc Type Sequence Revision
Code Number

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Contents

1.0 PURPOSE..........................................................................................................................................................3

2.0 SCOPE.............................................................................................................................................................. 3

3.0 RESPONSIBILITY...............................................................................................................................................3

3.1. Quality...................................................................................................................................................3

3.2. Related Department Manager:...............................................................................................................3

3.3. Document Control Manager..................................................................................................................3

4.0 DEFINATIONS...................................................................................................................................................3

5.0 APPLICATION....................................................................................................................................................4

6.0 RELATED DOCUMENTS...................................................................................................................................12

7.0 COMMUNICATION........................................................................................................................................12

8.0 RECORDS.......................................................................................................................................................13

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1.0 PURPOSE

The purpose of this procedure is to explain how to properly bring out the outputs that are all
kinds of raw materials, semi-finished products and products which are not appropriate to the
conditions / legislation / technical documents or customer requirements as and how to take
actions.

2.0 SCOPE

This procedure is applicable for all nonconforming products detected during the final inspection and
examination process and during the entry examination for factory and DORÇE projects.
In addition, the nonconforming output of all processes are also covered in this context.

3.0 RESPONSIBILITY

3.1. Quality Manager:

 Prepares procedure.
 In the event of non-conformance at any stage, is responsible for implementing as claimed
in the procedure.
 Due to the department responsible for the nonconformity, is responsible for informing other
departments through M-Files and is responsible for the follow up of the decisions taken.
3.2. Related Department Manager:
 Plans activities related to non-conformance,
 Responsible for executing the decision.
3.3. Document Control Manager
 Responsible for concluding the nonconformity report of construction site in accordance
with the procedure by contacting with the department and is responsible for monitoring
monthly follow-up table.
3.4. Project Quality Manager
 Informing Engineering and Project Control Department regarding to the non-conformities
detected during field applications and entry examination for projects and to follow up the
decisions taken.

4.0 DEFINATIONS

4.1 The Non-Conforming Output: It is any output that does not conform to the pre-determined
conditions and specifications. (raw materials, semi-finished products, products, information,
documents, contracts, reports, data, analysis, etc.)

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5.1 APPLICATION

The Nonconforming Product during the process this procedure;

 Provide against to resolve the nonconformity

 Provide against to prevent from using or practice the nonconforming product for its main
purpose
 After remedial action, test again to proof.
5.2 Non-conforming products detected during input Inspection performed at the factory:
5.1.1 Input materials will be controlled by Input Products Quality Plan (DQP-01).
5.1.2 Quality Control Officer prepare forms the Non-conformance Report (YS-FR-07) for each
nonconformity identified in input inspection and tests. By defining nonconforming material with
“RED” label (YS-FR-10), Nonconformity Report (YS-FR-07) is forwarded to Quality Manager.
5.1.3 The non-conformity is managed by the Quality Department through the M-files Program as told
from the article 5.3.3. The Department Officer who is informed examines the non-conformance and
put one of the following decisions into practice by consulting to the other relevant department officers
if necessary.

A- using as it is,
B- returning to the supplier,
C- using for another purpose (product),

5.1.4 Decision of Using as is only applies to the nonconformity that will not affect the product
quality and the customer satisfaction. Relevant Department makes the decision, if it is not
contradicting the technical specifications of the product.
5.2 Nonconforming Products Arising During Process/ Manufacturing:
5.2.1 At any stage of process, if an operator or person identifying Nonconformity can intervene at
that time the Nonconformity determined by working-operators and whether nonconforming product
not occurred, this is resolved at that time. This kind of nonconforming shall not be recorded.
5.2.2 If error persists and the operator doing the work doesn’t put right the mistake, stops the
production and immediately tells the supervisor and responsible for quality control.
5.2.3 Nonconformity Report (YS-FR-07) is prepared if an error occurs as a result of ongoing
nonconforming products, and relevant department makes decision regarding what to do.
5.2.4 Semi-finished products will be controlled by Product Quality Plan (DQP-02).
5.2.5 As a result of this control, if there is an identified Nonconformity, Nonconformity Report is
prepared (YS-FR-07).
5.3 Preparing Factory Non Conformity Report

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Metal Sheet Process Drawing Material List
Welding Drawing Profile Line Drawing Revision Check List Mechanic Electrical
CONTROL
Profile Cut Drawing OF NON CONFORMING PRODUCTMaterial Selection
DOC NUMBER:
Other Cut Drawings (betopan-sand. pannel- gybsumboard etc...)

5.3.1 Quality Control Authority completes the fields related to the definition of the non-conformity
located in the Non-Conformity Report and after identifying the source of the non-conformity,
transmits the report to the Quality Management System Authority to present it to the Quality
Manager.
5.3.1.1. Identifying Non Conformity Report
The Conformities are defined by Quality Control Officer as shown below.
Design: These nonconformities are classified as shown below

Input Material: These Nonconformities are separated and defined as shown below

Quality
Color
Dimension
Delivery
Unloading
Storage
Wrong material
Process: During the process these non-conformities are defined as shown below
Workmanship
Wrong
Material
Delivery
Storage
Loading

Contract: These non-conformities are occurred cause of revision or mistake of contract preparation.

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External Process: These non-conformities are depending external sources like galvanization.
Transport: Non- Conformities occur during the transportation
Others: Non-conformities which are did not defined at this statement.

5.3.2 The non-conformity report that is approved by the Quality Manager is transmitted to the
relevant department through the M-Files Program with along with the pictures.

Figure 1: Distribution of the Non-Conformity Report by the Quality Department

5.3.3 The root cause and activity planned by the department manager who is responsible for the
con-conformity is identified on the document that is sent via M-Files Program (as stated on
the task). The activity date planned is entered to the Meta Data of the Non-Conformity
Report.

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Figure 2: Planning of the Non-Conformity Report by the Department in Charge

5.3.4 Related non-conformity is processed to the Non-Conformity Follow-up Form (YS-FR-83) through M-
Files System.
5.3.5 After the non-conformity is completed, the activity that has been realized is identified through M-Files
Program on the registered document by the relevant department manager, if there is, the amount of
scrap / semi-finished is entered into the Meta Data of the Non-Conformity Report and the situation is
drawn into “Realization Phase Completed” from the system.
5.3.6 The non-compliance which realization phase is completed by the responsible department is being sent
to the Quality Managers approval. After ensuring the non-conformity is effectively eliminated the form
is closed and recorded by Quality Manager.

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Whether Corrective and Preventive Action Request is needed or not is entered to the Meta
Data of the related Non-Conformity Report by the Quality Manager, if there is CPAR the
related CPAR number is added to the Meta Data.

Figure 1: Closing of the Non-Conformity Report by the Quality Manager

5.3.7 Non-conformities are followed monthly and statistic data analysis processed by Quality
Management System Officer.
5.3.8 The analysis of Non-Conformities converted the report and submitted at the Management Review
meeting by Quality Manager.
5.4 Management of Non-Conforming Material
5.4.1 Nonconforming Material is forwarded to the Related Department Manager by being
defined with “REFUSE” label (YS-FR-10).
5.4.2 Related Department Manager examines these materials and gives one of the following
decisions.
A - Usage as it is,
B - Rework or repair,
C- Use for the alternative applications (Use for another purpose).

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D - Scrapping
5.4.3 Usage as is decision only applies to the non-conformities that will not affect product quality of
finished or semi-finished and the customer satisfaction. The decision of the rework and the
repair: in the event of the convenient situations by being re-processed the finished and semi-
finished. Semi-finished or finished products, if not very special, are separated defined to be
used in a different order. Semi-finished being made decision for sending to scrapping is sent
to the scrap yard.
5.4.4 Detected for each Nonconformity in Final Inspection and Experiments, the Related
Department Personnel examines it and applies one of the followings.
A. Usage as it is; when it is not conflicted with the customer’s contract, the decision will take effect.
B. Rework and repair,
C. Usage for alternative applications, (Use for another purpose) (General Manager shall make this
decision.)
D. By adding the Stock list can be sold to another customer. (General Manager shall make
this decision.)
5.4.5 Inspections and the tests, after the procedure, are repeated, if the repair decision has been
made for the Inputs nonconforming products detected during the process or the last control.
5.4.6 For repetitive nonconforming (except for Officer negligence), the corrective action according
to “Corrective Action Procedure” (DPR-05) is opened by the Quality Manager / Deputy
Quality Manager.
5.4.7 As CE requirements; IF a nonconformity experienced in products which has environment a
risk / hazard launched, the relevant CE Certification Body and the Ministry of Environment
and Urbanization is informed.
5.5 Factory / Head Office Originated Non-Conforming Products that are Detected in the Project
Site
5.5.1 For the non-conformities detected on the materials that are sent to the project site related to
Head Office (project, drawings, electrical / mechanical equipment, etc.) or Factory (Factory &
Central Purchasing, Design & R & D, manufacturing, installation and delivery, etc.) Worksite
Non-Conformity Report (YS-FR-53) is issued by Project Quality Representative or Project
Manager / Worksite Chief (in absence of quality responsible on the worksite).
5.5.2 Project Officer who regulates the worksite Non-Conformity Report, finalises construction
suggestions and the areas in the report that are related to the definition of non-
conformities (Project name, order number, report number, date and buildings / units /
departments / subcontractor company name with non-conformities) and transmits the
report (in word

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ESS-SUR-01 SCPX-SUR-01

CONTROL OF NON CONFORMING PRODUCT

ESS Project –DOC NUMBER:
Worksite Non-Conformity Report - 01
SCPX Project – Worksite Non-Conformity Report - 01

format) to the Document Control Manager who is reporting to Engineering and Project
Control Department.
5.5.3 Nonconformity, in accordance with the nature, is expressed in tangible or measurable
way. While worksite suggestion is being made, result oriented expressions are not used,
only suggestions for the elimination of non-compliance are presented.
5.5.4 The section specified as “Report No” is defined by Engineering and Project Control
Department with an abbreviation chosen for the project. Example applications are as follows:

5.5.5 Worksite Non-Conformity Report (YS-FR-53) is transmitted in “word” format to Document

Control Administrative along with all of the photos, e-mails, correspondence, meeting
records, test results, report, project, drawing, detail, ... etc. that can help to describe the non-
compliance.
5.5.6 Document Control Administrative marks the section of “THE SOURCE/RELATED UNIT
OF THE NON-COMPLIANCE” on the Worksite Non-Compliance Report (YS-FR-53), in order
to receive and follow the views of the Responsible Department Officer regarding to the issue.
5.5.7 Report is transmitted to the relevant departments and project responsible through M-
Files Program.
5.5.8 The activity, which has been planned by the department official in charge of non-
conformities, is identified on the report that has been sent through M-Files Program. The
planned activity date is entered to the Meta Data of the Non-Conformity Report and marked as
“Corrective Action is Planned” and corrective action process is started.
5.5.9 Information about the activities carried out to remedy the non-compliance through the
M- Files Program is written to the section of "REALIZED ACTIVITIES" by the Engineering
and Project Control Department through applying to knowledge of the Project Officer and
the relevant Department Manager that has opened the non-compliance and non-
compliance situation is drawn into the "Realization Phase Completed" phase from the
program.
5.5.10 Realization phase completed nonconformity goes to the approval of the Quality
Manager. After making sure that the non-compliance is effectively resolved the status section
located in the Meta Data is marked as "closed” and it is signed in pdf format and the non-

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compliance form is closed and registered by the quality manager. The information of whether
CPAR is necessary or not is entered to the Meta Data of the non-conformity report, if there is
CPAR, CPAR number is added to the meta data.
5.5.11 As a result of the evaluation and approval of the responsible department;
 If there is a need for changes in the documents of the project, documents will be
requested by Engineering and Project Control Department from the relevant units.
 In addition, if corrective / preventive actions are necessary the necessary action is
requested from the Quality Department with the relevant Corrective / Preventive Action
Request Form (YS-FR-12).
5.5.12 Nonconformity report will be stored in M-Files Program, relevant departments and
project officials can follow the records from the program.
5.6 Nonconforming Products Identified in the Project Site Arising from the Field Operations
5.6.1 For non-compliances resulting from field activity (assembly, installation, electrical and
mechanical installation, etc.), Nonconformity Report (SQ-FR-45) is created by Project Quality
Coordinator or Project Manager / Site Manager and it is sent to the Project Manager and
Quality Manager with objective evidences (photographs, documents, etc.)
5.6.2 Project authority who opened the nonconformity informs related disciplines in order to initiate
corrective actions.
5.6.3 Chef of the related discipline (Mechanical Group Chief, Electrical Group Chief, Civil Chief,
etc.) or engineer, determines corrective actions and start and end dates of the activities.
5.6.4 When the activity is completed effectively, Nonconformity Report is closed with the
approval of the Project Manager by the project authority who opened the report.
5.6.5 Related non-compliance is followed by processing it to the Nonconformity Following Form
(SQ-FR-67).
5.6.6 At the end of the project original reports are delivered to the quality department (company)
5.6.7 If the Nonconformity arises from the client activity, nonconformity report is generated and
activities are carried out from item 5.6.2. Is presented to the customer
6.6 Management of nonconforming output generated by process
Process-based nonconforming output is managed by the technical means described
throughout 5.1. The only difference here is that the content of the form used is known to be
available for any output that is nonconformed.
Whether it is the reports that are followed up, the contracts that occur in the marketing
process, the wrong and old demands in the construction site processes, the lack of the
system reports, and the fact that the process is not properly managed; the system is
recorded

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by following the tracks in 5.1 using the Non Compliance Report (YS-FR-07). Nonconformities
are eliminated by taking the necessary corrective action by the relevant department
managers.

6.0 RELATED DOCUMENTS

6.1 Corrective Action Procedure DPR-05

6.2 Nonconformity Report YS-FR-07
6.3 Refuse Label YS-FR-10
6.4 Non Conformity Monitoring Form YS-FR-83
6.5 Input Products Quality Plan DQP-01
6.6 Product Quality Plan DQP-02
6.7 Site Nonconformity Report Preparing Instruction SQ-TL-01
6.8 Site Nonconformity Report YS-FR-53
6.9 Site Nonconformity Procedure SQ-PR-06
6.10 Nonconformities Tracking Form SQ-FR-67

7.0 COMMUNICATION

Subject (Info) From To Method

Quality
Control Quality Manager / Quality
Nonconforming Nonconformity Report (YS-FR-07),
Officer Management System
product info. e-mail
All Authority
employees
Quality General Manager
Nonconformity Report (YS-FR-07),
Nonconforming Management Factory Manager Quality
M-Files Program
product info. Systems Department
Officer Related Dep. Manager
The identification Responsible
Nonconformity Report (YS-FR-07),
of the activities Department Quality Department
M-Files Program
related to non- Manager Related Departments
compliance
Technical Quality Verbal, Non Conformity Report (YS-
Committee’s Control Technical Committee FR-07)
analysis Officer
Technical
Technical
Committee Nonconfomity Report (YS-FR-07) ,
Committee’s Quality Department
decision

Project (Factory / Non-compliances related to Central Office)

Worksite Project Quality Worksite

Document Control
Nonconformity Report Manager or Project Nonconformity Report
Manager
(YS-FR-53) Manager / Site (YS-FR-53), e-mail

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Manager

Responsible
Department Worksite
Worksite
Document Control Manager Nonconformity Report
Nonconformity Report
Manager Related (YS-FR-53), M-Files
(YS-FR-53)
Departments Program
Related Project Officers
Responsible Worksite
The identification of the
Department Document Control Nonconformity Report
activities related to the
Manager Manager (YS-FR-53), M-Files
non-compliance
Program
Responsible
Department
Manager Worksite
Closing of the Document Departments Nonconformity Report
nonconformity Control Manager Related Project (YS-FR-53), M-Files
Officers Program
Quality Department

Project (Field Related Non-compliances)

Project Quality
Nonconformity Report Manager or Nonconformity Report
Project Manager
(SQ-FR-45) Project Manager / Site (SQ-FR-45), e-mail
Manager
Project Quality
Quality Nonconformity Report
Nonconformity Report Manager or
Department (SQ-FR-45), original
(SQ-FR-45) Project Manager /
Related department and verbal
Site Manager
8.0 RECORDS

Storage Disposal Disposal

Name Storage Place Storage Time
Responsible Method Res.
The
Nonconformity Quality Lifetime of the Quality
M-Files Program Deleting
Report Manager Program Manager
(YS-FR-07)
Engineering
Construction Site
and Project
Nonconformity Lifetime of the Deleting Quality
M-Files Program Control
Report (YS-FR- Program Manager
Department
53)
Manager
Quality Until the product Quality
“REFUSE” labels On the product Control Nonconformity By rip Control
Officer disappears Officer

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Field
Nonconformity Quality Project Duration Quality
Quality Department Ripping
Report (SQ-FR- Manager + 5 Years Manager
45)

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