Engineering Mining Supplies Quality Policy Manual

Kopano Pumps Engineering and Mining Supplies (Pty) Ltd
Quality Policy Manual
KOPANO PUMPS
ENGINEERING AND
MINING SUPPLIES
(PTY) LTD
Page 1 of 42 Controlled Copy

Compiled by: D. ADAMS Authorized by: J. KELLERMAN
All printouts marked “Uncontrolled Copy” are valid only for 3 days from this date - 27/06/2021
Index
0. Introduction 3
1. Objectives 4
2. Reference 4
3. Terms and abbreviations 5-6
Staff Organogram 7
Departmental responsibilities 8
Quality Policy Statement 9
4. Quality Management System 11

4.1 General requirements 11
4.2 Documentation requirements 12
4.2.1 General 12
4.2.2 Quality Manual 12
4.2.3 Control of documents 13
4.2.4 Control of Quality records 14
5. Management Responsibilities 14
5.1 Management Commitment 14
5.2 Customer Focus 15
5.3 Organisational Quality Policy 15
5.4 Quality Planning 16
Flow chart of Processes
5.4.1 Quality Objectives 16

5.4.2 Management System Planning 18
5.5 Responsibilities, authorities and communication 18

5.5.1 Responsibilities and authorities 18
5.5.2 Management Representative 19
5.5.3 Internal Communication 19
5.6 Management Review 19

5.6.1 General 19
5.6.2 Review Input 20
5.6.3 Review Output 20

Index
6. Resource Management 21
6.1 Provision of Resources 21
6.2 Human Resources 22
6.2.1 General 22
6.2.2 Competence, awareness and training 22
6.2.3 Company Policies 23
6.3 Infrastructure 24
6.4 Work Environment 24
7. Product/Service Realization 25
7.1 Planning of Product/Service Realization 25
7.2 Customer Related Processes 25
7.2.1 Determination of requirements related to the product/service 25
7.2.2 Review of requirements related to the product/service 26
7.2.3 Customer communication 26
7.3 Design and development 27
7.4 Purchasing 27
7.4.1 Purchasing Process 27
7.4.2 Purchasing Information 28
7.4.3 Verification of Purchased Product 29
7.5 Production and service provision 29
7.5.1 Control of Production and service provision 29
7.5.2 Validation of processes for production/service 30
7.5.3 Identification and trace ability 30
7.5.4 Customer Property 31
7.5.5 Preservation of product/service 31
7.5.6 Stores Control 32
7.5.7 Drawing Office Control 33
7.6 Control of monitoring and measuring devices 34
8. Measurement, analysis and improvement 34

8.1 General 34
8.2 Measurement, analysis and improvement 35
8.2.1 Customer satisfaction 35
8.2.2 Internal audits 36
8.2.3 Monitoring and measurement of processes 37
8.2.4 Monitoring and measurement of product 37
8.3 Control of non-conforming product 38
8.4 Analysis of data 39
8.5 Improvement 39
8.5.1 Continual improvement 39
8.5.2 Corrective action 40
8.5.3 Preventative action 40

0.Introduction
Name of Organisation Kopano Pumps

Engineering and
Mining Supplies (Pty) LTD
Physical Address Plot 111

Kroondal
0305
Postal Address 3 Wasbessie Avenue

Protea Park
Rustenburg
0299
Telephone Number 071 224 7132

Fax Number
Website www.kopanomining.co.za
Email address – main contact danie@kopanomining.co.za
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd supplies an

engineering and fabrication service to OEMs in the mining sector as well as
mining housed by providing high quality track- and trackless mining equipment as
well as other mining-related engineering products.
Products include but are not limited to: -
 Track and trackless underground mining equipment

 De-watering systems
 Conveyors
 Work platforms
 Heavy Duty Pumps
Scope
This Quality Management System covers all products/accessories manufactured

by Kopano Pumps Engineering and Mining Supplies (Pty) Ltd.

1. Objectives
The objectives of the manual are: -
 To indicate Kopano Pumps Engineering and Mining Supplies (Pty) Ltd

Management’s commitment to the ISO 9001:2008 code of practice.
 To maintain customer confidence that products and services supplied shall

meet agreed requirements.
 To improve communication between staff at all levels.
 To increase quality assurance consciousness and application in all

company personnel.
 To improve managerial and operational skills, instilling the need for self-
discipline and attention to details in all personnel in conducting the
activities of the company.
2. Reference
The information contained in the following manual is based on ISO 9001: 2008
Quality Management Systems, apart from any amendments or revisions
provisioned at a later stage with the exception of 7.3. Design and Development,
which is excluded.

3. Terms and abbreviations
To assist users of this manual in the understanding of Management Systems, incorporating Quality
Assurance terminology, the following definitions will be used by Kopano Pumps Engineering and
Mining Supplies (Pty) Ltd.
Calibration All the operations for the purpose of determining the values of the errors of
a measuring instrument.
Certificate of conformance A statement issued by a qualified party affirming that at the time of
analysis all relevant technical (usually material, chemical and/or strength)
data meet the requirements or specific standards.
Compliance An indication or judgment that the product or service meets the

requirements of the relevant specification or regulation: also the state of
Concession The authorisation to use or release a limited quantity of material,

components or any other item from storage already manufactured but not
complying with the specific requirements.
Conformance Compliance in actions, behaviour, etc, with certain accepted standards or

norms
Customer A person or business that purchases a commodity or service.
Inspection The process of measuring, examining, testing, gauging or otherwise is

comparing the item with the applicable requirements.
Job Description A written statement of the essential characters of a job, which may include
scope, aims and responsibilities.
Manual A document that transmits information or in general terms sets out the
requirements to be met and principles to be applied to achieve a desired
goal. It may consist of a single document or a set of documents that relate
to a specific or a series of related subjects.
Material Equipment, stores, supplies and spares that form the subject of an order.
Material specification The document that describes in detail the material or supplies used in
manufacturing the item.
Non-conformance Any raw material, product or service that does not comply with stated
quality requirements or standards as documented in the Quality
Management System.
Organisation A Company, Corporation, Firm or Enterprise, whether incorporated or not,

public or private.
Procedure A document that, in sequence of execution, prescribes the action required

to perform a defined task and accords specific responsibilities to specific
persons.

Process The method of operation in any particular stage of manufacture of the

material part, component or assembly involved.
Quality The totality of features and characteristics of a product or service that

bear on its ability to satisfy a given need.
Quality policy A document that sets out the overall intentions and direction of an
organization as regards quality as formally expressed by top
management
Quality procedure The approach and operational organisation used to achieve the goals
set by the quality policy.
Responsibility/Authority Where the term “responsibility” is used, this implies that such
“Responsibility” is inclusive of the necessary authority to carry out the
requested task.
Standard Operating Procedure An established procedure to be followed in carrying out management

processes that describe chronological steps to follow and decisions to
make in carrying out a task, function, given operation or given
situation
Specification The document that describes in details the requirements with which
the product or service has to apply.
Supplier Term used primarily to refer to a business first party, the purpose of
which is to supply a product or service.
Systems audit The independent examination of an organisations Management and

Quality Assurance system carried out by an auditing team of the
organisation.
Abbreviations:
 COC - Certificate of Conformance

 ISO - International Standards Organisation
 JD - Job Description
 NCP - Non-conforming Product
 NCR - Non-Conformance Report
 OHS - Occupational Health & Safety
 OQP - Organisational Quality Procedure
 QA - Quality Assurance
 QM - Quality Manual
 QMS - Quality Management System
 QP - Quality Policy
 SOP - Standard Operating Procedure
 WCM - World Class Manufacturing

Quality Management System
Kopano Pumps Engineering and Mining Supplies

Organogram
Managing
Director
General Manager
Factory
Financial Buyer Manager
Manager
2x
Office Foreman
Debtors & Administrator
Creditors
Clerk Factory
Administration Boilermaker
Clerk 5 x Boilermakers
5 x Assistants
Welding
4 x Welder
Stores
1 x Stores Manager
1 x Stores Assistant
Grinders
4x Grinders
Machining
1 x CnC Programmer
2 x CnC Operators
2 x Boring Operators
2 x Drilling Operators
1 x Fitter & Turner
3 x Labourer
General
1 x Driver
3 x Cleaner
1 x Draughtsman

Departmental Responsibilities
Directors
To provide the resources necessary to

manufacture a World Class Product
Production Sales & Administration

Marketing
 Production  Marketing  Backup for

 Transport  Sales Marketing/Sales/
 Stores & Stocks  Client Liaison Invoicing
 Health & Safety  Sales reports  Stationery
 Monthly Reports  Phones/Email/Fax/
 Housekeeping Post Office
 Factory & Manpower  Office Management
Management  Filing
 Process Development  Switchboard
 Packaging  Insurance
 Production reports Quality certificates
 Quality records  Quality records
 Incoming material QC Invoicing
 Outgoing material QC  Statements
 Production QA/QC  Shipping
 Meter & Instrument  Credit control
calibration  Purchasing
 Maintaining & updating
of the QMS
 Security
 Delivery Schedule

Quality Policy Statement

We are committed to: -
Customer satisfaction by providing: -
 A quality product and/or service, which complies with customer

specifications and requirements.
Pursue excellence by:
 Producing products/service that meets the criteria and standards of a

world-class operation.
 Training our employees to meet the criteria and standards of a world-class
operation.
 Involving our employees in all aspects of world-class operation.
 Providing the resources necessary to achieve a quality product.
 Creating a safe working environment
 Creating a positive, constructive attitude in all areas through
communication.
Implementing and developing a Quality Management System which:
 Complies with the ISO9001:2008 code of practice.

 Provides the basis for continuous improvement towards world-class
standards.
Do it right the first time, every time.
Our aim is to:
 DEFINE what is to be measured.

 DETERMINE the unit of measure and the procedure by which it is
obtained.
 ESTABLISH the desired level of conformance to standard set.
 PERFORM the measurement in the most economical way and compare it
to the desired level.
 ACCEPT or REJECT the product/service or recommend action to modify
the Product, Service or Process.

Objective
Through successful implementation and subsequent monitoring, through regular

internal and external quality audits, Kopano Pumps Engineering and Mining Supplies
(Pty) Ltd will enjoy the following benefits:
 Reduced scrap rates

 Reduced returns from Customers
 Improved Customer Satisfaction
 Increased market share
 Decreased defective raw material
The policies, systems, responsibilities and authorities as defined in the manual shall
be effective and binding from their date of approval by the General Manager of
4. Quality Management System
4.1. General Requirements
Objectives
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have established,
documented, implemented and maintain a Quality Management System to
continually improve its effectiveness in accordance with the requirements of
International Standards.
Policy
The Quality Management System has been established, documented, implemented

and maintained to ensure that:
 The processes needed have been identified and that the sequence and
interaction of these processes have been determined.
 The criteria and methods needed to ensure that the operation and control
of these processes are effective have been determined.
 Resources and information necessary to support the operation and monitor
the processes is available.
 The processes are monitored, measured and analysed.
 To implement actions necessary to achieve planned results and continually
improve these processes.
Reference documents
1. The entire Quality Management System

2. All Standard Operating Procedures
4.2. Documentation Requirements
4.2.1. General
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have developed
documented statements of a quality policy and quality objectives, established a
quality manual and documented procedures to ensure compliance to the
International Standard.
Policy
Statements of quality policy and quality objectives have been incorporated into the
system. The following sections cover the Quality Manual, control of documents and
control of records.
Reference documents:
1. Organisational Quality Procedures Manual

2. Standard Operating Procedures
4.2.2. Quality Manual
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has developed and
compiled specific process manuals and operating instructions covering all factory
areas. These display details of the methods and means for obtaining products of the
desired quality and accepted production efficiency. There is a four-tier structure:
Policy, Procedures, Standard Operating Procedures and Documentation.
Policy
Detailed operating and production instructions (Standard Operating Procedures)

have been documented for every process and product type Copies of these
instructions, which are signed and controlled, are available in the Quality Assurance
Manager’s office and displayed in the production area. The Quality Assurance
Manager ensures that the Standard Operating Procedures are followed and regularly
reviewed.
Organisational procedures, (ISO Quality Standards) which are applicable to the

whole organisation are controlled by the Management Representative and authorised
by the General Manager and are issued as Organisational Quality Procedures


2. All Standard Operating Procedure
4.2.3. Control of Documents
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has established and
maintains a system to control all documentation that relates to quality-orientated
activities.
Policy
To achieve the above objective, Kopano Pumps Engineering and Mining Supplies
(Pty) Ltd ensures that all documents show an issue status and are approved and
authorised under the signature of the General Manager who has the necessary
delegated authority.
The distribution of a document is controlled by the Quality Administrator who is solely

responsible for controlling and recording changes to the document, which must be
done in writing.
It is the duty of the Quality Administrator to ensure that issues of all documents are
available at the relevant operating points and that replaced and outdated documents
are removed from all points of issue and use.
A single page of a document is re-issued by the Quality Administrator if necessary

using a consecutive issue number. When deemed necessary and practical by the
Management Representative the entire document is re-issued after a number of
changes have been made.
Reference document:
1. Organisation Quality Standards/Procedures Manual

4.2.4. Control of Quality Records
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd develops and maintains
comprehensive records that ensure that current and historical overviews of
performance and quality of materials, intermediate and finished products are
available. Through the available data Kopano Pumps Engineering and Mining
Supplies (Pty) Ltd ascertains and monitors by assessing trends to what extent the
Quality Management System has been effective.
Policy
The relevant managers keep records of the activities of all sections. Management
also determines the period that the records must be held for and ensure that written
instructions are available and carried out regarding the keeping of the records.
Records are kept of all internal audits carried out under the code of practice for
ISO9001:2008 and also written records of the actions taken as a consequence of the
audits.
Reference document:
5. Management Responsibility
5.1 Management Commitment
Objective
To provide evidence of top management’s commitment to the development and

implementation of the quality management system and to continually improve its
effectiveness.
Policy
Top Management has shown its commitment to the quality management system by
establishing the quality policy and procedures, communicating to the organisation
through monthly management meetings, bi-annual reviews and other methods as
deemed necessary regarding the importance of meeting customer needs and
statutory and regulatory requirements.

Reference document:
1. Entire Quality Management System

5.2 Customer Focus
Objective
To ensure that customer requirements are determined and are met to achieve
Customer satisfaction.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd continues to supply
customers with a quality-approved product/service in line with customer specified
requirements.
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd ensures that their
processes are capable for consistently provide a product/service to the prescribed
quality standards and that adequate controls and inspections are available and used
to control and achieve the specified quality of intermediate and final product.
Customer complaints and remedial action are discussed at monthly sales meetings
and Bi-annual reviews.

2. Monthly management meeting minutes/Bi-annual Management reviews
5.3 Organisational Quality Policy
Objective
To ensure each individual at all levels of authority is both fully aware of the Quality
standards and requirements of the part or complete product, service and processes
and fully motivated to strive to exceed the minimum standards and to timeously
report any problem affecting quality.
Policy
A standing Quality Assurance Committee is present, chaired by the Management

Representative and consisting of senior managers who advise on the implementation
of all systems relating to quality assurance and on all functioning and auditing of all
managers.

Management structures in Kopano Pumps Engineering and Mining Supplies (Pty) Ltd
are determined by the General Manager i.e., he establishes the positions and lines of
reporting and the lines of authority of all managers.
The responsibilities of all personnel are set out in documents such as Organisational
Quality Procedures and individual job descriptions.

Interaction Between Processes
Customer Requirement
Top Management
Quality Management System
Marketing / Sales Management Review
Quality Policy
Quality Objectives
Planning
Statutory &
Purchasing/
Regulatory Design
Stores
Requirements
Supplier Supplier
Service Delivery Manufacturing
Approval Evaluation
Resource Monitoring, Measurement,

Inspection
Management Improvement
Corrective
Work Action
Training Maintenance Delivery
environment Preventative
Action
Internal Audits
Customer
Customer Satisfaction
Survey
Outsourced
Processes:-
Information
Finance Operations
Technology,
Security,
HR
Payroll
5.4 Planning
5.4.1. Quality Objectives
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd, through planning and its
Sales department, remains abreast of the present and future requirements of
customers with its range and type of product/service and especially as far as market
volumes and quality demands are concerned.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd continues to supply
customers with a quality proven product and/or service in line with the customer’s
specifications and requirements.
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd ensures that their
processes are capable of consistently making a product or providing a service of the
prescribed quality standards and those adequate controls and inspections are
available and used to control and achieve the specified quality of intermediate and
final product and/or service.
Should a new product be planned, the Production Management will ensure that any
new manufacturing procedures are established and documented.
Effective methods are used to ensure that machine and process capabilities and
procedures are devised to ensure that all materials comply with the laid down
specifications.
Resources to improve quality will also be made available when necessary.
Planning for quality starts at the Quality Administrator.

2. Organogram for Quality Planning (next page of this manual)
5.4.2. Quality Management System Planning

Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have ensured that quality
objectives are met by establishing the processes needed to identify, determine,
ensure, monitor and implement the actions necessary to achieve planned results and
continual improvement.
Policy
The processes needed for the application of the quality management system
throughout the organisation have been planned as well as quality objectives set.
The integrity of the quality management system is maintained through control of

documents.
5.5 Responsibility, authority and communication
5.5.1. Responsibility and authority
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has defined
responsibilities and authorities within the system and have communicated these to all
staff at all levels.
Policy
Responsibilities and authorities are defined through the Organisational Quality

Procedures.
The relevant personnel have signed letters of authority/responsibility.
Job descriptions have also been defined for each member of staff.
Reference document:

2. Letters of responsibility & authority

5.5.2. Management Representative
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd appoints the General
Manager as Management Representative in terms of ISO 9001:2008. He liaises with
all staff on all aspects of the QMS.
The General Manager may deputise any suitable staff member as the Management
Representative in his absence.
5.5.3. Internal communication
Objective
To ensure that appropriate communication processes are established within the

organisation.
Policy
Communication is achieved through the following routes throughout the organisation:
 Telephone
 E-mail
 Meetings
 Specific Documentation
 Notice boards
Reference document:

2. Standard Operating Procedures/Work instructions
5.6 Management Review
5.6.1. General
Objective
To review the organisations quality management system at planned intervals to

ensure its continuing suitability, adequacy & effectiveness.
Policy

The Quality Administrator is the chairman of the Standing Quality Assurance

Committee. Twice a year under this chairmanship a meeting with all relevant staff is
held and progress of the Quality Management system is discussed.
Reference document:
1. Organisational Quality Procedures Manual OQP-05

2. Standard Operating Procedures/Work instructions
3. Minutes of Bi-annual reviews
5.6.2. Review Input
An agenda is prepared for each Management Review and items under discussion
are tabled but not limited to:
Bi-annual Management Reviews:
 Minutes of last meeting & any outstanding items

 Quality objectives
 Audit results
 Non-conformance reports
 Customer complaints
 Effectiveness of the Quality Management System
 Suitability of the Quality Management System
 Setting of new objectives
 Revisions to Quality Management System Documentation
Monthly Management Meetings:
 Minutes of last meeting & any outstanding items

 Production processes including:
Internal audit results
Non-conformances
Customer returns/complaints
Root cause analysis

5.6.3. Review output
Minutes of the meetings are taken and will reflect who is responsible for each action
as well as the allocated time period allowed and expected final clearance date for the
action. Copies of these minutes are then distributed to all meeting attendees.
Reference document:
1. Organisational Quality Procedures OQP – 05
6. Resource Management
6.1 Provision of Resources
Objective
To provide the resources needed to implement and maintain the quality management
system, continually improve its effectiveness and to improve Customer satisfaction
by meeting Customer requirements.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has established a system
for identifying training needs and certification requirements for all personnel where a
lack of such training would adversely affect the quality of the product/service.
Responsibility for training rests with all divisions of Kopano Pumps Engineering and
Mining Supplies (Pty) Ltd but it is the prime responsibility of the Quality Administrator.
A Skills Training Needs Analysis is completed once a year, showing training

given/required, whether internal or external.
Departmental heads assess their labour requirements based on machinery

availability and order requirements.
Machinery resources are determined by the production manager based on Sales

forecasts of Customer requirements.

6.2 Human Resources
6.2.1 General
To ensure that Personnel performing work affecting either product/service quality

shall be competent on the basis of appropriate education, training, skills and
experience.
6.2.2 Competence, awareness and training
Objectives
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to ensure that
all personnel performing functions, which affect quality, have the appropriate
experience or training.
Policy
Training needs are reviewed annually and where necessary training is given either
by outside sources or in-house to ensure that Personnel are familiar with all aspects
of their position.
A job description is completed for every employee.
Reference document:
1. Organisational Quality Procedures Manual OQP - 06

6.2.3 Company Policies
Objectives
The objective to implementing HR Company Policies and Procedures is to ensure

good work ethics and practice within Kopano Pumps Engineering and Mining
Supplies and to ensure Company Employee rules and regulations are set out and
understood.
Policy
HR Company Policies and Procedures are implemented to ensure that both the
Company and Employees adhere to clear guidelines and are aware of Company
Policies, Procedures and Processes. All HR Company Policies and Procedures can
be reviewed and familiarised by all Employees in designated areas on Notice
Boards and can also be accessed at any time from the HR Consultant.
The following company policies have been implemented and will be enforced to
ensure good company work ethics as well as employee company relations;
 Disciplinary Code & Procedure

 Computer Policy
 HIV/AIDS Policy
 Substance Abuse Policy
 Leave Policy
 Employment Equity Policy
Reference document:
1. Organisational Quality Procedures Manual OQP – 06


6.3 Infrastructure
Objective
To determine, provide and maintain the infrastructure needed to achieve conformity

to product and service requirements.
Policy
The purchasing, manufacturing and installation processes and operations are

controlled to effectively and economically produce a quality product and/or service.
Documented inspection instructions and/or checklists, controlled quality inspection
instructions, plans, specifications and drawings are documents utilised in directing
technicians and inspection personnel in the method and acceptance requirements
necessary. These documents are controlled by the Quality Administrator and
forwarded to the relevant responsible personnel when required.
Maintenance schedules are drawn up unless provided by the manufacturer of the

machine.
When defective components or equipment is detected, investigation is performed to

reveal the cause of damage or defect and corrective action is taken.

2. Specific Job Cards
6.4 Work Environment
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to manage
the work environment and ensure that legal and statutory requirements are met so as
to achieve conformity to product and/or service requirements.
Policy
The General Manager handles all aspects of Health & Safety in the workplace.
Housekeeping, as well as lighting and temperature control and any other items,
which could adversely affect the quality of the product, are continuously checked.
Safety Procedures are incorporated into the Standard Operating Procedures.

2. Safety procedures incorporated into SOP’s
7. Product/Service Realization
7.1 Planning of Product/Service Realization
Objective
To plan and develop the processes needed to achieve product and/or service
realization.
Policy
Documented procedures are in use to ascertain that quality objectives and

requirements are met for the product/services and records are kept.

7.2 Customer Related Processes
7.2.1. Determination of requirements related to the product/service
Objective
To determine and meet the requirements specified by the Customer, statutory and
legal requirements and any other requirements determined by the Organisation.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to determine
and meet all specified requirements through control of the processes throughout the
system.


7.2.2. Review of requirements related to the product/service
Objective
To determine and implement effective procedures for the review of Customer

requirements.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to record all
relevant customer needs before despatching an order.
Reference document:

7.2.3. Customer Communication
Objective
To determine and implement effective communication channels with Customers.
Policy
Sales personnel are responsible for communicating product/service information to

customers.
Documented Procedures are in place for the handling of enquiries, contracts,
delivery/collection details and customer feedback including complaints.
Reference document:


7.3 Design and Development
This clause is not relevant to the organisation and has therefore been excluded.
7.4 Purchasing
7.4.1. Purchasing process
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to ensure that
purchased materials and services conform to specification and are purchased from
approved suppliers.
Policy
Purchases are evaluated and approved for purchasing from sources based on the
supplier’s quality history records and/or on any assessment report previously
obtained.
Each supplier will satisfy one of the following conditions:
 The supplier currently supplying material to Kopano Pumps Engineering

and Mining Supplies (Pty) Ltd, have a record of supplying high quality
material and these suppliers have been evaluated according to past
performance.
 When commercial or off the shelf items are purchased and no previous
records are available from a supplier, an audit of the suppliers facilities
and inspection system will not necessarily be performed. In such cases
receiving inspection of the item(s) will determine the conformance to
order.
The degree of conformance of suppliers will be determined by the Buyer dependant

on the type of material to be purchased and the suppliers demonstrated capability.
Receiving inspection will be performed on all incoming material prior to acceptance in

to stock and it will not be used until it is found to conform to order requirements.

All incoming components, material and/or equipment shall not be released for
production purposes unless the components, material and/or equipment is correctly
identified and found to conform to order requirements.
Should material and/or equipment be released for production purposes without the
proper inspection/s the equipment and/or material must be identified in a positive
manner that permits immediate recall and replacement in the event that any of the
equipment/ and/or material is found to be non-conforming.
Goods receiving Inspection will be conducted at goods receiving as equipment,

components and/or material is delivered.
Reference document:

7.4.2. Purchasing information
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to provide
suppliers with all appropriate information necessary to ensure the adequacy of all
purchased product/services.
Policy
Purchasing data will contain a clear description of the material/components and/or

equipment ordered, including:
 Type, output capability, model or other precise identification

 Positive identification of specifications, inspection instructions or any
relevant data as may be necessary
Reference document:


7.4.3. Verification of purchased product
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to implement
and maintain procedures for indicating the inspection status of all received and
manufactured materials/products.
Policy
Written procedures have been introduced to indicate that a material/product has

been inspected, approved, placed on hold or rejected.
Reference document:

7.5 Production and Service Provision
7.5.1. Control of production and service provision
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd controls its production
operations by using fully documented production procedures and Standard Operating
Procedures. Deviation from set procedures and standards is only allowed under very
special and controlled circumstances.
Policy
maintains control over all production processes. To this effect suitable manufacturing
process equipment has been installed and is being maintained in the required
manner.
Work instructions are available in all areas in the form of Standard Operating
Procedures.

Reference document:

7.5.2. Validation of processes for production/service provision
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to validate
the processes for production/service provision throughout the organisation to achieve
planned results.
Policy
The criteria for review and approval of the processes have been documented
throughout the procedures.
Specific methods and procedures, including Standard Operating Procedures have

been documented.
Reference document:
1. Entire Organisational Quality Procedures Manual

7.5.3. Identification and Traceability
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has established
procedures, which clearly indicate how identification and traceability of product is
achieved.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to identify all
incoming raw materials, in process and finished products.
Traceability of products is achieved by procedural and documented systems.
An inspection control system is in use, which illustrates the inspection status at every
milestone through out the process of manufacture, through to final inspection and
delivery.

All manufactured/service items, be it in-house and/ or supplied by sub-contractors, is

monitored during all phases of manufacture/service to ensure that identification of
such items is controlled and identified.
Reference document:

3. Identification labels
7.5.4. Customer Property
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavour to identify,
verify, protect and safeguard Customer property whilst under the care of Kopano
Pumps Engineering and Mining Supplies (Pty) Ltd.
Policy
All customer property received by Kopano Pumps Engineering and Mining Supplies
(Pty) Ltd is inspected to ensure conformity.
Procedures are in place for the handling/storage and protection of all Customer
property.
Reference document:

7.5.5. Preservation of Product/service
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to establish
and maintain procedures to provide for handling, packing, segregation and storage of
accessories and finished product.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has identified the
processes required to identify, preserve, segregate and protect all equipment and
materials from receipt through to delivery.
All products are suitably marked according to type and quality and the packing
(where necessary) used is such that damage to finished product during transit is kept
to a minimum.

Storage areas are provided to isolate and protect equipment, materials and finished
product.
Materials and finished goods are inspected periodically to determine the condition
and to detect deterioration.

7.5.6. Stores Control
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have implemented
procedures to ensure production and employee safety with our new Stores Control
Procedure. The Stores Tracking Sheet is a quick and easy way for any authorised
personnel to check movement within stores and stock levels.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd requisitions are
imperative to production and internal processes. This system has been derived to
ensure stores runs effectively and that all transaction, components and items are
traceable and to avoid any misuse or disappearances of stock items and consumable
easily removed from stores un-detected, Kopano Pumps Engineering and Mining
Supplies (Pty) Ltd drawn up tracking and control documentation to process stores
movement.
The following Requisitions are available for employees, foreman, buyer &
Management;
 Stores Tracking Sheet
 Consumable Requisition Control Sheet
 Job Requisition Control Sheet
 Tooling & Equipment Requisitions Control Sheet
 Internal Stores Transfer Control Sheet
 Goods Return and Goods Received Control Sheet
 Bin locations
The above Stores Tracking and Control sheets are where all transactions are
recorded and updated daily.


7.5.7. Drawing Office Control
Objective
procedures to ensure the control of new (internal & external), revision/updated and
deprecated drawings to ensure all drawings are current and active for quotations as
well as manufacturing.
Definition of New Internal drawing and New External Drawing:-

A New External Drawing = A Customer Drawing
A New Internal Drawing = A Transital Engineering (Pty) Ltd Drawing
This system has been derived to ensure the Drawing Office can effectively control,
trace and distribute Drawings efficiently.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have documented a
procedure to follow to ensure traceability, distribution and control of All Drawings for
quotation or manufacture for both active and archived drawings.
There is a Drawing Office Control Tracking sheet that must be updated accordingly;
 Customer supply of physical drawing packs and Electronic Drawing packs
where necessary.
 Overall Drawing Reviews
 Cutting Lists
 Nuts & Bolts Lists
 Pre-machining & Machining Drawings
 Master & Working Files Control
 New Component or sample.
 Each transaction that takes place within the Drawing Office is duly noted and
saved on the server.


7.6 Control of monitoring and measuring devices
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to provide,
control, calibrate and maintain measuring and testing equipment, which will
demonstrate that, specified requirements and parameters are met. Calibration of
measuring equipment shall be in accordance with national or international standards
Policy
All inspection, measuring and test equipment shall be calibrated at regular intervals
against certified standards.
A history card will be maintained indicating the date of last calibration and due date
of next calibration.
The relevant departments will provide the means for periodic operational checks to
be performed on each article of inspection, measuring and test equipment.
An approved source will be used to calibrate all inspection, measuring and test
equipment.

2. Calibration record cards
8. Measurement, analysis and improvement
8.1. General
procedures to:
 Demonstrate conformity of the product/service

 Ensure conformity of the Quality Management System
 Continually improve the effectiveness of the Quality Management System

Reference document:
8.2. Measurement, analysis and improvement
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd draws up complete
specifications against which the quality of all product and /or services, which are
marketed, can be compared and controlled. All specifications indicate which method
must be used for the quality evaluations.
Policy
Apart from making provisions for the physical testing of final products, Kopano
Pumps Engineering and Mining Supplies (Pty) Ltd will ensure that products and/or
services are inspected throughout the entire process.
Statistical techniques will be applicable to the analysis of process and quality

records, i.e.
 Non-conformance reports
 Corrective action requests
 Inspection, testing and hand over reports
 Internal audit reports
 Customer complaints
The above reports/records are compiled and analysed where performance can be
measured and necessary corrective action instituted.

8.2.1 Customer Satisfaction
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to measure
customer perception as to whether the organisation has met customer requirements.

Policy
Customers are contacted by the Sales Department on a regular basis to ascertain

whether customer requirements or their perception thereof are being met.

2. Records of Customer contact
8.2.2 Internal Audits
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd periodically and
systematically reviews and audits the quality system established in accordance with
the requirements of ISO 9001:2008 to ensure its continued effectiveness.
The audits ensure that the required results are achieved, reveal non-conformities and
effects and indicate possible improvements.
Policy
The Quality Administrator is required to regularly review and audit the quality system.
The Quality Assurance Manager has the task of reviewing the Quality Manuals and
with the help of the Quality Assurance Committee and other Managers, reviews
controlled documentation held in, for instance, manufacturing areas, the personnel
department etc.,
The Quality Administrator is also responsible for drawing up a schedule for

conducting audits, which allow for the entire system to be thoroughly audited twice a
year.
The Quality Administrator ensures that all changes and corrections to the Quality
system are documented and implemented.

3. Audit records

8.2.3 Monitoring and measurement of processes
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to monitor
and measure the processes required to demonstrate that conformity to product
and/or service is achieved.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd monitors and measures
the processes required demonstrating that conformity to product is achieved through:
 Monthly Management Meetings

 Bi-annual Management Reviews
 Internal Audits
 Statistical Techniques

3. Minutes of Meetings
4. Audit reports
5. Statistics
8.2.4 Monitoring and measurement of products
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to verify
through measurement and monitoring that product requirements have been met.
Policy

maintains control over the product throughout the production process by quality
checks at each stage of manufacture.

8.3. Control of non-conforming product
Objective
maintains procedures to control all non-conformities.
The procedures include provision for identification, acceptance, segregation and re-
work or disposal as appropriate.
Policy
Non-conforming material is identified and reported as per relevant procedures. This
equipment and/or material includes any material which deviates from specifications
and/or drawings which cannot be used as intended due to product being unsuitable
or defective.
Non-conforming equipment or material found by inspection personnel or by

installation teams will be identified and removed. The relevant Technician or
Manager in conjunction with the QC Inspector will decide as to the disposition of non-
conforming material or equipment and the necessary corrective action.
Re-work and/or repairs that can be performed to correct the adverse conditions will
be allowed, however, re-inspection is to be conducted to ensure that the material
complies with the drawings and specification requirements.


8.4. Analysis of Data
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd has initiated and
maintains an effective and practical procedural system for the Organisations
statistical quality assurance functions and techniques.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have established and
maintain a system for data collection and analysis relating to receiving inspection, in
process inspection and testing and customer returned products.

8.5. Improvement
8.5.1. Continual Improvement
Objectives
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to continually
improve the effectiveness of the Quality Management System.
Scope
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd through the use of:
 The Quality Policy

 Quality objectives
 Audit results
 Analysis of data
 Corrective & preventative action

 Management Reviews
continually improve the effectiveness of the Quality Management System.

8.5.2. Corrective action
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to take action
to eliminate the cause of non-conformities in order to prevent recurrence.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd will ensure that effective
and timeous corrective action is taken to make sure that intermediate and final
product quality is not jeopardized.

8.5.3. Preventative action
Objective
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd endeavours to determine
action to eliminate the causes of potential non-conformities in order to prevent their
occurrence.
Policy
Kopano Pumps Engineering and Mining Supplies (Pty) Ltd have documented
procedures to define the requirements for:
 Determining potential non-conformities and their causes

 Evaluating the need for action to prevent occurrence of non-conformities
 Determining and implementing the action needed

 Records of results of action taken

 Reviewing preventative action taken.

2. Specific Job Card


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Kopano Pumps Engineering and Mining Supplies (Pty) Ltd

Quality Policy Manual

Quality Policy Manual

Page 1 of 42 Controlled Copy

3. Terms and abbreviations 5-6

Quality Policy Statement 9

4. Quality Management System 11

Flow chart of Processes

5.4.1 Quality Objectives 16

5.5 Responsibilities, authorities and communication 18

5.6 Management Review 19

Page 2 of 42 Controlled Copy

8. Measurement, analysis and improvement 34

Page 3 of 42 Controlled Copy

Name of Organisation Kopano Pumps

Physical Address Plot 111

Postal Address 3 Wasbessie Avenue

Telephone Number 071 224 7132

Kopano Pumps Engineering and Mining Supplies (Pty) Ltd supplies an

Products include but are not limited to: -

 Track and trackless underground mining equipment

This Quality Management System covers all products/accessories manufactured

Page 4 of 42 Controlled Copy

The objectives of the manual are: -

 To indicate Kopano Pumps Engineering and Mining Supplies (Pty) Ltd

 To maintain customer confidence that products and services supplied shall

 To improve communication between staff at all levels.

 To increase quality assurance consciousness and application in all

Page 5 of 42 Controlled Copy

3. Terms and abbreviations

Compliance An indication or judgment that the product or service meets the

Concession The authorisation to use or release a limited quantity of material,

Conformance Compliance in actions, behaviour, etc, with certain accepted standards or

Customer A person or business that purchases a commodity or service.

Inspection The process of measuring, examining, testing, gauging or otherwise is

Organisation A Company, Corporation, Firm or Enterprise, whether incorporated or not,

Procedure A document that, in sequence of execution, prescribes the action required

Page 6 of 42 Controlled Copy

Process The method of operation in any particular stage of manufacture of the

Quality The totality of features and characteristics of a product or service that

Standard Operating Procedure An established procedure to be followed in carrying out management

Systems audit The independent examination of an organisations Management and

 COC - Certificate of Conformance

Page 7 of 42 Controlled Copy

Quality Management System

Kopano Pumps Engineering and Mining Supplies

Page 8 of 42 Controlled Copy

To provide the resources necessary to

Production Sales & Administration

 Production  Marketing  Backup for

Page 9 of 42 Controlled Copy

Quality Policy Statement

Customer satisfaction by providing: -

 A quality product and/or service, which complies with customer

Pursue excellence by:

 Producing products/service that meets the criteria and standards of a

Implementing and developing a Quality Management System which:

 Complies with the ISO9001:2008 code of practice.

Do it right the first time, every time.

Our aim is to:

 DEFINE what is to be measured.

Page 10 of 42 Controlled Copy

Through successful implementation and subsequent monitoring, through regular