@ HTL Lta. Integrated Management System | iss.0 02, Rev: 01 Doc No: HITL-IMS-MR-O01 Manual Date: 02.01.2017 | Page 1 of 48 (WF) HTL Ltd. IMS Manual Based on the requirements of 1SO 9001:2015 QUALITY MANAGEMENT SYSTEM, 44001:2015 ENVIRONMENTAL MANAGEMENT SYSTEMS & BS OHSAS 18001:2007 OCCUPATIONAL HEALTH and SAFETY ASSESMENT SERIES, TL 9000:2016 QUALITY MANAGEMNET SYSTEM REQUYIREMENT HANDBOOK This manual is applicable to: HTL Ltd, GST Road, Guindy, Chennai-600032 Tamil Nadu Web :www.htichennai.com HTL Ltd, 113-116,Zuzuvadi Village , SIPCOT Phase-! Industrial Area, Hosur-635126 Web :www.htichennai.com Approval Authority Signature: Nam Designation Mr. G.S.Naidu hiet Operating Officer $fTL-Master Copy Prop & Coordinator Name: éfniata Thakur Reviewed Approved by: Management Representative lame: Mr Anil Lagad ‘the information contained in this documents proprietary to HTL and shall nt be disclosed in whole orn part in any form or For any reason except as expres stated in writing by HTLDoc No: | Integrated Management System [utes roar @ HTL Ltd. Meet on 02, Rev: 01 ate: 02.01.2017 | Page 2 of 48 1.1Table of Contents ents 1.0 Cover Page i Contents 2 i2 ‘Authorization for Integrated Management system (IMS) Manual 34 13 “Amendment History record 4 14 ‘Abbreviations ” 5 1s ‘Terms &Definitions | 16 List of Folders 9 [2.0 Company Profile 9 30 ‘Scope and Applicability 10-12 40 Context of the Organization 1216 30 Leadership 16-18 60 Planning 19-22 70 Support 2230 80 Operation 30-42 90 Performance Evaluation : 42-46 10.0 Improvement 46-48 11.0 Other IMS requirement 4B ‘Annex. A” | Tntegrated Management System Policy of HTL ® ‘Annex. B Organization Chart 30 ‘Annex. C Process flow at HTL st ‘Annex. D_ Correspondence Matrix ~ 2 | ‘Annex. Correlation Between ISO 9001:2015,1S0 14001:2015 & OSHAS 33 18001:2007 , TL 9000 :2016 (R6) Prepared by: NS Coorinay Reviewed 8 Approved by: Managemont Representative Namo: Hemiata Thakur Q Name: Mr.Ani Lagad The Information contained inthis dog i proprietary to HTL and shall ot be diclosed in hole o in part in any form oor any reason ens epresiy sats rare Sa HTL-Master CopyDoc No: HTLAMS-MB.001 Integrated Management System | \.10 02, Rev: 01 () HTL Ltd. Le] Date: 02.01.2017 Page 3 of 48 1.2 Authorization This Apex level Manual is based on ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007, TL 9000:2016, This Manual lays down the Integrated Management System (IMS System) aligned to the requirements of ISO.9001:2015, ISO 14001:2015 and OHSAS 18001:2007, TL 9000: 2016. This is issued and controlled by the Document controller. All the amendments to this manual will be done as per the procedure for control of documents 1) IMS Manual Administration a) Structure of IMS Manual This IMS Manual is structured as shown in the content pages of the Manual. Different sections are arranged sequentially as per section no 1.1, the title of each head is given in the header, while the main section number of Section no 1.1also has been indicated in the each Section. For all Sections, relevant sub-clause numbers under the main clause of Section no 1.1have been indicated in the text there under. IMS Manual pages are numbered serially head wise with page number indication. All pages of Master Copy of each Section of manual bear signatures of Preparing, Reviewing and Approving Authority of manual in original. ‘The current Issue number and amendment number on each page is also indicated. Issue No. 02 has been given to the second issue and forms a part of the document number. Amendment / Revision No. "01" has been given to second issue of the Section. ‘This manual is available in English Language only. ) Issuance of the IMS Manual ‘The Document controller in consultation with Manager-Quality (Management Representative) is authorized to carry out the activit taining and updating of this IMS ties of preparing, issuing, mai Manual. Management Representative approves the IMS Manual in consultation with all concemed functions. The manual is approved by the COO prior to its distribution. ‘The Master Copy bears the signature of the approving and issuing authority in original. The Master Copy bears stamp of “HTL MASTERCOPY “in Red color on the reverse of the page. If required istribution of controlled copies issued to the controlled copy holders as per distribution list are legibly photocopied from original Copy and bear stamp of “HTL CONTROLLED COPY” in Blue color on the face of each page of the manual. Additional copies of the Manual, required by external agencies, if any, are issued by Document controller and such copies of the Manual issued are stamped "HTL UNCONTROLLED". These uncontrolled copies do not come under the pur sw of document amendment procedure’ and are not used within the Company. The distributions of the Manual and the amendment(s)/Revision_are Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemata Thakur Name: Mr.Anil Lagad Tete eco i examen ry aia sab et Scent ove “ere aster CopyDoo No: 1 HTLAMS-M-001 Integrated Management System Ficus 02, Rev: 01 9 HTL Leta. Manual Date: 02.01.2017 Page 4 of 48 ‘controlled and this activity is carried out by Document controller. The Document controller maintains record of the distribution list of the IMS Manual in consultation with Manager-Quality (Management Representative). This list is used as reference for updating of the respective controlled copies. ©) Revision, Updating and Amendment of IMS manual ‘The Document controller in consultation with MR & the related departments reviews the IMS Manual periodically. No revision is implemented unless it has been approved and formally issued. Revision in the manual may be generated consequent upon changes in the policies and objectives of the company, its internal structure and the IMS standard, The revision may also be necessitated due to new developments, standardization activities, technological advancements and changes in procedures or systems. The entire manual is replaced by a new version of the manual after certain numbers of revisions have been affected or major changes have been enforced due to policy decisions as envisaged in the documented procedure, All revisions are furnished to only control copy holders and an acknowledgement is taken. It is the responsibility of the controlled copy holder to maintain the Amendment/Revision Record Sheet and update as and when revisions to any provision of the manual takes place. The Document controller ensures prompt withdrawal of obsolete copies of the manual. The Document controller & Management Representative retain one copy of the earlier version of the Section(s) / Page(s) duly marked as “HTL OBSOLETE” in Red color, for future references, if any. The controlled copy is freely accessible to all personnel in the department for their use. 1.3: Amendment Hi: ory Record Issue No.|Revision No.| Date | Description of Change | Reasons for Change | Authorization Ol 00° -[9.5.2016 ‘New Release Nil MR/COO 02 Or 2.1.2017 [Added TL 9000: 2016 [Update manual with new] MR/COO addition TL 9000 :2016 Prepared Reviewed approved by: Management SeMesentatve Name: Herlata Thakur a Name: Meinl Lagad Te formation contained ins dents ropritary to HTL. ad shal nate dls in whol on prt many frm for any eson cot ar expres sadn ting by TL IL Master Copy( HTL Lta. Mana st re Doc No: HTL-IMS-MR-001 Integrated Management System | iccue 02, Rev: 01 Page 5 of 48 1.4: Abbreviations TL-HTL LTD., GST Road, Guindy, Chennai- 60032 Tamil Nadu, International Organization for Standardization 150 9001-1SO 9001:2015 Quality Management Systems 1SO 1400-180 14001:2015 En¥ironmental Management Systems- Requirements with Guidance for use OHSAS 18001-OHSAS 18001:2007 Occupational Health and Safety Management Systems Requirements "TL 9000 - TL 9000 Release 6.0 Quality Management System- Requirement Handbook and Product Category ‘Table Release 5.0 ‘QMS - Quality Management Systems 'S - Environmental Management Systems ‘OHSAS - Occupational Health and Safety Assessment Series OHSMS - Occupational Health and Safety Management Systems OH&S - Occupational Health & Safety IMS - Integrated Management System IMSM - Integrated Management System Manual COO - Chief Operating Officer MR - Management Representative DC- Document Controller 1.5 Terms and Definition Term Definitions Integrated ‘Overall intentions and directions of HTL related to its Quality (QMS), Management. Environment, Occupational health & safety performance as formally expressed by System policy the Management, Tntegrated Part of the HTL Management system used to develop and implement its Management Quality, Environment, Occupational health safety policy and manage its System Quality, Environment, Occupational health & safety system. Risk Effect of uncertainty on objectives NOTE 1 An effect is a deviation from the expected — positive and/or negative. NOTE 2 Objectives can have different aspects (such as financial, health and safety, and environmental goals) and can apply at different levels (such as strategic, organization-wide, project, product and process). NOTE 3 Risk is often characterized by reference to potential events and consequences or a combination of these. NOTE 4 Risk is often expressed in terms of a combination of the consequences of Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Her ur ‘Name: MrAnil Lagad ‘The informatio Tris documents proprietary to HTLand shall ct be disclosed in whole orn partn any form or for any eason except a ep acme HHIL-Master Copy@) ATL Led. Date 0201207 | Doc No: HTL-IMS-MB-001 Issue 02, Rev: 01 Integrated Management System Manual Page 6 of 46 ‘an event (including changes in circumstances) and the associated likelihood of occurrence. NOTE 5 Uncertainty is the state, even partial, of deficiency of information related to, understanding or knowledge of an event, its consequence, of likelihood. Risk Management zation with regard to risk Risk Analysis Process to comprehend the nature of risk and to determine the level of risk NOTE I Risk analysis provides the basis for risk evaluation and decisions about risk treatment NOTE 2 Risk analysis includes risk estimation, Environment ‘Surroundings in which HTL operates, including air, water, land, natural resources, flora, fauna, humans, and their interaction. Environmental aspect ‘Any element, associated with HTL activities and products that interacts with the environment Environmental impact ‘Any change to the environment, adverse or beneficial, wholly or partially resulting from the HTL Environmental aspects. ‘Occupational health & safety hazard ‘source, situation, or act with a potential for harm in terms of human injury or ill health, or a combination of these ‘Occupational Risk ‘Combination of the likelihood of an occurrence of a hazardous event or exposuire(s) and the severity of injury or ill health that can be caused by the event or exposure(s) Hazard identification Process of recogni ig that a hazard exists and defining its characteristics Risk assessment Process of evaluating the risk(s) arising from a hazard(s), taking into account the adequacy of any existing controls, and deciding whether or not the risk(s) is acceptable ‘Acceptable risk Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligation and its own OH&S Policy. (QuEST Forum In 1998 QuEST Forum developed the TL 9000 quality management system (QMS) to meet the supply chain and operational quality requirements of the global information and communication technologies (ICT) industry. TL 9000 is built on 1SO 9001 and its quality principles Reviewed &Approved by: Management @epyesentative f Anil Lagad Nami ‘The information contained in thbYaeCrnent s proprietary to HTL and shall net be dlicosed io whole on part in any forme fr any reason cep as eres stated nwt by HTL HTL-Master CopyDoe No: HTL-IMS-MB.001 Integrated Management System i HTL Ltd. ret Issue 02, Rev: 01 Date: 02.01.2017 Page 7 of 48 TL 9000 - H H- Hardware is tangible and its amount is a countable characteristic. Processed material is tangible and their amount is a continuous characteristic. Hardware and processed material often are referred to goods. ‘Numbers of problem | The numbers of problem reports measure the total problem reports. reports (NPR) Problem Report Fix _ | Problem reports fix response time (FRT) measure the organisation's overall Response Time( FRT) | responsiveness to customer-originated problem reports. ‘Overdue Problem | Overdue problem report fix responsiveness measures the repulsiveness to Report Fix customer-originated problem reports that are not fixed on time according to the Responsiveness(OFR) | counting rules for the fix repulsiveness time measurement ‘On Time Delivery | On- time delivery measure timeliness of delivery of product to customer (OTD) ‘Management Individual, who, irrespective of other responsibilities, is responsible and has Representative authority for coordinating between the department heads for the IMS is established, documented, implemented and maintained; and for reporting on the performance of the IMS to HTL Top Management. IMS Coordinator Individual, who, irrespective of other responsibilities, is responsible and has authority for coordinating between the department heads for the IMS documented system is established, implemented and maintained. IMS objective ‘Overall Quality, Environment, Occupational health & safety goal, arising from the Quality, Environment, Occupational health & safety policy and the identified quality risk ,significant Environment, Occupational health & safety hazards, that HTL establishes to achieve and that which is quantifiable where practicable. Objectives may be as follows: + Investigate/Study: established to identify whether an opportunity exists for improvement in Quality, Environment, Occupational health & safety performance © Control/Mainta established to maintain a specific level of Quality, Environment, Occupational health & safety performance Improve: established to change behavioural, procedural, manufacturing, or contractual activities * SMART: Specific, Measurable, Achievable, Realistic, Time bound Prepared by: IMS Coordinator Reviewed &Approved by: Management Ref ‘Name: Mr.Anil Lagad Fcocuments proprietary to HTL and shall not be dlclosed in whole orn part in any form oF for any reason sci HIL-Master CopyDoc No: HTL-IMS-MR-001 Integrated Management System | \.<46 02, Rev: 01 7) HTL Ltd. Manual Date: 02.01.2017 Page 6 of 46 IMS target Detailed Quality, Environment, Occupational health & safety performance requirement, quantifiable where practical, that arises from the Quality, Environment, Occupational health & safety objectives and that needs to be met in order to achieve such objectives. ‘Document Information in paper or electronic form or photograph or a combination of these, which describes the core clauses of the IMS and their interaction(s).. Such documents can include the policy, IMS procedures, and the IMS manual. IMS records Tnformation in paper or electronic form or photographs or combination of these, which demonstrates conformance with procedures established for the implementation of the IMS. Such information can include operating logs, calibration records, communication logs, and compliance data. Procedure ‘Specified way of carrying out an activity or a process. Incident Work related events in which an environmental damage, injury or ill health (regardless of severity) or fatality occurred, or could have occurred ill health jentifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work-related situation ‘Audit ‘Systematic, independent and documented process for obtaining “audit, evidence ” and evaluating it objectively to determine the extent to which “audit criteria” are fulfilled ‘Auditor Person with the competence to conduct an audit. Tnternal audit ‘A systematic and documented verification process to determine whether HTL IMS conforms to criteria established by HTL, and to communicate the status of said conformance to HTL Management. ‘Nonconformity. ‘Non-fuifilment of a requirement. Corrective action | Action to eliminate the cause of a detected nonconformity. or other undesirable situation Continual Recurring process of enhancing the Integrated Management System in improvement order to achieve improvements in the overall Environment, Occupational health & safety performance consistent with the HTL Environment, Occupational health & safety policy. IMS performance | Measurable results of the HITL Management with respect to its Quality, Environment aspects and Occupational health & safety hazards. Prepared by: IMS Coordinator Foviewed &Approved by: Management Representative ee GO Name: Mr.Anil Lagad HTL-Master CopyDoe Nor HTL-IMS-MR-001 Integrated Management System [issue 02, Rev: 01 (9 HTL Lea. oe Date: 02.01.2017 Page 9 of 48 1.6 Distribution List: This manual is a.controlled document and distribution is done as per the procedure for control of documents. For convenience, we have listed the copy holders of the manual here: Note: Distribution within HTL is on intranet and Web groups. ‘Copy No. “Authorized Holder Document Nature T Management Representative Master Copy 2 Document Controller Control Copy 2.0 COMPANY PROFIL HTL Lid. is a subsidiary of Himachal Futuristic Communications Limited (HFCL) one of the largest Private Sector Company providing integrated Telecom product& Solution in Indian as well as Global markets. HFCL acquired74% equity stake in HTL under divestment policy of Govt of India in 2000 and Govt of India still retains 26% equity stake in the Company HTL, formerly Hindustan Teleprinters Limited was incorporated in Chennai, India in 1960 as a public sector undertaking under the Ministry of Communications to manufacture teleprinters for the national telecom network. A pioneer in the field, the company produced and supplied 1.25 lac electro mechanical teleprinters of Olivetti technology till 1987 and thereafter manufactured 60000 electronic teleprinters based on Sagem’s know-how up to 1994.With changes in technology, sea change in market and customer preferences, the company embarked on an aggressive diversification plan & became a multi-product company. HTL has been into digital switching, transmission, data and access products. Forte areas include small / medium / large telephone exchanges with indigenous C-DOT technology, large switching exchange with Siemen's know-how, Main Distribution Frames and Line Jack Units. HTL has set up state of the art plant for OFC manufacturing in Chennai with a capacity to manufacture 4 nillion fiber km of cables. The Company also has manufacturing facility for Fibre Reinforced Plastic Rod (FRP), Impregnated Glass Fibre Reinforcement (IGFR) & Aramid/Kevlar Rods at Hosur in Tamilnadu, Vision & Mission “We are committed to assure Global Competitiveness in all our Operations, Securing leadership position in providing products and solutions for Telecom markets aiming transforming lives of people towards digital age” Prepared by. IMAG Coordinator Roviewod &Approved by: Management Ae ive " Name: Mr.Anil Lagad fn this documents propletary to HTL and shall nat be dslosed in whole orn part in any form or for any reason Znwocori HTL-Master CopyDoc No: HTLIMS-MR.001 Integrated Management System Ficcue 02, Rev: 01 mm HTL Ltd. enue Date: 02.01.2017 Page 10 of 48 3.0SCOPE AND APPLICABILITY : 150 9001, ISO 14001 & OHSAS 18001, TL 9000 R6) 1) General HTL has developed an integrated management system (IMS) to manage the quality, Environment and health and safety systems requirements at HTL LTD., GST Road, Guindy, Chennai -600032 Tamil Naidu, the requirement specified in ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007 ,TL. 9000: 2016 form basis for this IMS ‘The Quality, Environmental, and Occupational Health and Safety management systems are integral part of the overall business management system of HTL. This IMS is implemented and maintained to continually improve the IMS performance of HTL in accordance with the requirements of referred standards in order to a) Assure itself of conformity with its stated Quality, Environmental and Occupational Health and Safety policy; ) Demonstrate conformity with the adopted international standards; and ©) Seek certification / registration of its IMS by an accredited Certification body. Scope of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007, TL 9000 QMS Release 6.0 Integrated Management Systems certification for Chennai location Facility covered under certification ‘Scope of Certification HTL Ltd., TSO 9001:2015, ISO 14001:2015 and OHSAS No.57 GST Road, 18001:2007 - Guindy, “Manufacture and Supply of Optical Fiber Cables ‘Chennai-600032 and Related Accessories.” ‘Tamil Nadu, TL 9000 -H R6-5.0 Web : www htlchennai.com “Manufacture and Supply of Optical Fiber Cables and Supply of Related Accessories.” 1) The type of Registration sought for: TL 9000 ~ Ht Ii) As per Appendix “A” Product Category Tables - Release .5.0 a) Product category Code: 3.1.1.2.1 Description Fiber Optic cable b) Product category description :Fiber Optic cable Ill) NACE Code for the referred product category: DL 31.3 Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemiata Thakur ‘Name: Me.Anil Lagad ‘The information contalned in nts proprietary to HTL and shall not be disclosed in wile orn part in any form or for any reason except.as expressly stated in wrtg by HTL. 4HIL-Master CopyDoc No: HTL-IMS-MR-001 E Integrated Management System [isco 02, Rev:01 ) HTL Ltd. oe Date: 02.01.2017 Page 11 of 48 ‘Scope of ISO 9001:2015 Quality Management Systems certification for hosur location Facility covered under certification Scope of Certification HTL Ltd., 7 113-116,Zuzuvadi Village , SIPCOT Phase-| Manufacture and supply of FRP Rods, Industrial Area, impregnated Glass Fibre reinforcement and WS Hosur-635126 en Web swww.htlchennai.com TI) Non Applicability of requirements. ‘The following requirements of QMS are not applied due to the nature of the product and the organization, these requirements are non-applicability and do not affect the organization’s ability, or responsibility to provide product that meets customer and applicable regulatory requirements. It is 8.3 of ISO 9001:2015, censured that these not appl ty are fi ited to the requirements within cl and TL 9000 Release 5.0 further, some of the additional requirement of TL 9000 ( for the type they could not be applied by HTL. It is ensured that where HTL has responsibility for the process, stch requirements (of TL 9000) are not excluded. a) Clause 8.3 — Design and development: ISO 9001:2015 & TL 9000:2016 (R6)- Design and Development and services Rationale for non-applicability: The product-design specifications for OFC are provided by the customer. Cables are manufactured according to the customer specifications and/or International specifications. Further, some of the customers (e.g. BSNL, Railways etc.) do the proto type approval, process validation and final testing at site. Only these approved cable constructions are supplied, hence design part ofthis clause is non-applicable. b) 7.2.C.4 Electrostatic Discharge ( ESD) Training Rationale for non-applicabilit ‘There are no components or products that are susceptible to Electrostatic discharge (ESD) damage in the cable manufacturing at HTL, as such; there is no need for providing training on ESD. Hence this clause is not applicable from its applications. €) Clause 8.1.C.4 Tools Management(TL 9000 R6) Rationale for non-applicabi + There no special need for tools required to use cable, HTL does not develop or recommend any tool for handling cable. Tools are available commercially in open market, 4d) Clause 8.5.1.C.1 Product and Service Delivery (TL 9000 R6) Rationale for non-applicability: HTL supplies product as per Customer Requested Date and at (Customer required locations. Because of the nature of the product, it does not impose an interference Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemlata Name: Mr.Ani! Lagad ‘The information contaiDRBRGaN documents proprietary to HTL and shall not be disclosed in whole a in part in any form or for any reason cient a express state ting by HT HTL-Master | CopyDos No: HTLIMS-MB.001 Integrated Management System [i550 02, Rov: 01 @) HTL Ltd. Manual {pae: 02.01.2017 | Page 12 of 48 | with site operation and service during product delivery and installation. Hence this clause is non- applicable in HTL. ‘e)Clause 8.5.2.H.1 Traceability for Recall (TL 9000 R6) Rationale for non-applicabitity: HTL defines product life for 25 years however traceability records are maintained till warranty period of the product and as per agreement. Hence exclusion is claimed for this clause as traceability is maintained till warranty period and not for the life cycle, £) Clause 8,5.2.H.2 Traceability for Design Changes(TL 9000 R6) Rationale for non-applicability: HTL sales product using customised designs provided by customer. However, reliability checks are conducted on these designs and records are maintained before supply of the product. HTL is not having any scope for design and development hence this clause is non- applicable. g) Clause 8.5.4.C.1 Protection from Electrostatie Discharge (ESD) Damage (TL 9000 R6)- Rationale for non-applicability: There are no components or products that are susceptible to Electro static discharge (ESD) damage in the cable manufacturing at HTL. Hence this clause is non- applicable. h) 8.5.4, HV.1 Deterioration (TL 9000) Rationale for non-applicability: Product manufactured by HTL is not having any deterioration component however HTL ensure material used in cable is having life as per established time of cable. HTL use Methods like stati al calculations, OIT (Oxidation Induction Time) as appropriate, for determining the life of the materials used in cables. i)Non Applicability Causes(TL 9000 R6) HTL Quality management System excludes all “S” and “V” paragraphs which are non-applicability because HTL does not deliver any software or services as defined in TL. 9000. HTL does not have responsibility for these Software and Service Requirements, 4.0 CONTEXT OF THE ORGANISATION (ISO 9001, ISO 14001, TL 9000 R6) 4.1 Understanding the Origination and its Context HTL has determined external and internal issues that are relevant to its purpose and that affect its ability to achieve the intended outcome(s) of its integrated management system (IMS). HTL has defined review frequency on yearly basis however HTL is monitoring any changes in its context and appropriately review them. Determined external and internal issues are reviewed & recorded in format (Organizational Context) Reviewed &Approved by: Management Representative Name: Mr Anil Lagag rent is proprietary to HTL. and shall not be diclosed in whole orn art in any form o for Reason 5KTL-Master Copy The information contained in except as expressly stated inDoc No: ATLIMS-MRoot__| Integrated Management System [iccie.00, Rev: 01 7) HTL Ltda. Lou Date: 02.01.2017 Page 13 of 48 4.2 Understanding the needs and Expectations of Interested parties HITL,has determined interested parties and analyzed their relevant to IMS.HTL has defined review frequency on yearly basis however HTL is monitoring any changes in its context and appropriately review them. Relevance of interested partis are reviewed & recorded in format (Interested partes) Legal and Other requirement (OHSAS 18001 Clause No. 4.3.2) ‘The HTL has established a procedure for Identification, Evaluation and updating of applicable Environmental, Occupational health & safety legislations and other requirements Evaluation of legal and other requirements and their communication is addressed in the procedure for Performance Measurement and Monitoring and procedure for Communication, Participation and Consultation, includes all legal and other requirements to which the organization subscribes Cross Reference Doc No. IMS-XMR-PR-LEGAL-004 -Procedure of Identification and Evaluation of Legal and other Requirement 4.3 Determining the Scope of the Integrated Management System (1SO9001, ISO 14001, OHSAS 18001, TL 9000) HTL has developed an Integrated Management System (IMS) to manage the quality, environment and health and safety systems requirements at its Chennai location and Quality management system at its Hosur location. ‘This IMS Manual is applicable for HTL manufacturing location at below given address. A) Optical Fiber Cable manufacturing Location Address: No.57, GST Road, Guindy Chennai-600032 B) FRP Rod, IGFR & WSY Manufacturing Location at Hosur Address: 113-116, Zuzuvadi Village, SIPCOT Phase-I Industrial Area, Hosur-635126 Tamil Nadu, India a) Scope for IMS is as follows for Chennai Location “Manufacture and Supply of Optical Fiber Cables and Related Accessories” b) Scope for QMS is as follows for Hosur Location “Manufacture and Supply of FRP Rods, Impregnated Glass Fiber Reinforcement and WS Yarn” Prepared by: IMS Coordinator Reviewed &Approved Name: Hem a Name: Mr An aga doce is propery to TL and shalt be dco n whol rin pun any fray or ay eo rig $HIL-Master Copy janagement Representative ‘The information cor except as expressDoc No: | HTLMS-MR-001 Integrated Management System [<0 02, Rev: 01 (@) HTL Ltd. Manual "pate:02.01207 | | Page 14 of 48 c) Scope for TL9000 Release 6.0 is as follows for Chennai Location “Manufacture and Supply of Optical Fiber Cables and supply of Related Accessories” 4.3. C.1 Declaration of requirement and measurement applicability (TL. 9000 R6). HTL has registered for TL 9000 as per below mention profile I. The type of Registration sought for: TL 9000 — H . TL. As per Appendix “A” Product Category Tables - Release .5.0: a) Product category Code: 3.1.1.2.1 b) Product Category description: Fiber Optic Cable III. NACE Code for the referred product category: DL 31.3 Requirements of TL 9000 Release 6.0 given under clause “S” and “V" is non-applicability because HTL is only supplying material under category of hardware “H” 4.3. C.2 TL 9000 Profile and Scope (TL 9000 R6)- HTL has registered with TL 9000 with following profile & Scope a) TL 9000 scope Statement : “Manufacture and Supply of Optical Fiber Cables and Related Accessories” b) ISO 9001 Scope Statement: “Manufacture and Supply of Optical Fiber Cables and Related Accessories” Chennai Location “Manufacture and Supply of FRP Rods, impregnated Glass Fiber Reinforcement and WS Yarn” Hosur Location ©) Requirement determined as non-applicability-“S” and “V" 4) Measurement exemptions ~ Nil ©) Registration specially options ~ TL 9000 - Ht £) NACE Codes for the referred product category: 8) Product Categories: Fiber Optic Cable hh) Location or series: No.57, GST Road, Guindy Chennai-600032 1) 180.9001 Version : ISO 9001 : 2015 J) TL 9000 Requirement and Measurement release levels: Requirement 6.0 and Measurement 5.0 k) Use of advaiice surveillance and Reassessment procedu Non-applicability 4.4 Integrated Management System and its process ‘Top management of HTL is committed to the IMS and all employees are responsible for development and implementation of Integrated Management System and continually improving its effectiveness. Various systems and procedures established under the Integrated Management System emphasize organizational commitment for meeting customer, interested parties and _statutory/regulatory Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemlata Thakur Name: Mr. wn cot ar presi saedinveting HT sere Master CopyDoc No: HTLIMS-MB-001 Integrated Management System Fiscue 92, Rev: 01 @ HTL Ltd. Manual Date: 02.01.2017 Page 15 of 48 requirements. COO has established Integrated Management System Policy and deputed the departmental Heads to establish measurable objectives at various departments in the organization, MR conducts. management reviews at six month's intervals and makes available the necessary resources and reports the performance of IMS to the top management. HTL has established, implemented, maintained and focused on continual improvement of the management system, including the processes needed and their interactions, in accordance with the requirements of QMS (ISO 9001:2015),EMS(ISO 14001:2015) and OHSAS(18001:2007), TL 9000 Release 6.0,as IMS standard as defined in the scope of IMS (4.3). 4.4.1 The Integrated Management System of HTL. is based on the process approach where the outputs, inputs and controls are determined and the interrelation between various processes of system operations are identified and maintained. ‘The Integrated Management System has been developed involving various departments to provide services to its customers. Following diagram shows Frame work of Management Systems and Interactions of processes. among various departments of HTL, HTL has determined the criteria and methods needed to ensure that both the operation and control of these processes are effective HTL has systems in place to monitor, measure, analyze these processes and implement actions necessary to achieve planned results and continual improvement of the organization's overall performance. ‘There are adequate controls on out-sourced activities; HTL has not outsourced any core activity related to its operations. The extent of controls is based on the impact of the outsourced activity on quality, environment, health & safety. These controls are defined by HODs considering applicable legal requirements and HTL policies. 4,4.2HTL has ensured the availability of resources and information necessary to support the operation and monitoring of these processes HTL has ensured the retention of document; Record shall be disposed after retention period by shredding and recycling Prepared by: IMS Cgordinator Reviewed &Approved by: Management Representative Name: Hemlata 1) Name: MrAnil Lagad ‘The information contain eh Tocument is propriatary ta HTL and shall not be disclosed n whole on part ia any form or for any res gta eee ig wig by HOL-Master Copy.Integrated Management System [\.<..292, Rev:01 | @) HTL Ltd. Manual [Date: 02.01.2017, Page 16 of 48 > IMS Model 5.0 LEADERSHIP (1SO 9001, ISO 14001, TL 9000 R6) 5.1 Leadership and Commitment 5.1.1 General ‘Top management of HTL has projected its leadership and commitment with respect to IMS by; ‘+ Establishing the policy and objectives for the IMS. compatible with the strategic direction of the organization ‘+ Adequate integration of the IMS requirements in to the organizations business processes ‘© Ensuring every kind of resources availability for the IMS implementation Prepared by: IMS Coordinator, Reviewed &Approved by: Management Som Name: Hemiata Thakur Name: MrAnil Lagad The information contained in ents proprietary to NTL. and shal ot be discosed in whele or in part inany form or for any reason by Hm. 9TL-Master CopyDoe No: |HTLIMS-MR-001 Integrated Management System @) HTL Ltd. Manual SaocoT aorta Page 17 of 48 * Communicating the importance of effective management and of conforming to the IMS requirements + Enguring that the IMS achieves its intended Outcomes ‘+ Directing and supporting the persons to contribute to the effectiveness of IMS + Promoting continual improvement ‘+ Supporting other relevant management roles to demonstrate leadership as it applies to areas of their responsibility 5.1.2 Customer Focus (QMS 1S0 9001, TL 9000 R6) Top management of HTL has projected its leadership and commitment with respect to customer focus bys + The COO with due delegation to other management staff, ensure that customer requirements are determined and are met with the aim of enhancing customer satisfaction + HTL focus on enhancing customer satisfaction and maintained + HITL maintained fix response time to customer + HTL maintained good relationships with the customer 5.1.2, C.1 Customer Communications methods (TL 9000 R6) HTL marketing and quality team will communicate with customer via email/tetephonic. HTL will Identify Key accounts customers based on volume business. HTL will invite for factory visit or discuss with them for their expectation on quality improvement of product as well QMS . Outcomes of customer communications will be analysed, Based on analysis Quality Head in consultation with COO will initiate necessary action to improve product quality& QMS. All these actions will be reviewed in MRM. 5.2 IMS Policy (180 9001, 180 14001, TL 9000 R6 Clause 5.2.1 & 5.2.2) (OH&S 18001:2007 Clause 4.2) ‘The Integrated Management System policy is appropriate 10 HTTL's activities and services, is derived from the overall policies and strategy of HTL and provides a framework for establishing and reviewing objectives. The Integrated Management System policy is approved by COO and is ‘displayed in the work areas of all units. Whenever required, COO reviews the policy for its continuing suitability. IMS policy also includes a commitment to satisfy applicable legal and other requirements and continual improvement of the IMS. ross Reference Doc. Code: Annexure C-HTL-IMS-MR-003 -Integrated Management System Policy of HTL, Reviewed &Approved janagement Representative Name: Mr.Anil Lagad document ropa to Land shot be dod inwhole crn pray fr ny aon Depts pes ‘Mas Zensen HIL-Master CopyDoc No: | HTL ams.MR-oot__| Integrated Management System | .<.0 00, Rov: 01 | (@) HTL Ltd. Manual [oae: 02012017 | Page 18 of 48 5.3 Organization Roles, Responsibility and Authorities (ISO 9001, 1SO 14001, TL 9000 R6) (OH&S 18001:2007 Clause 4.4.1) The organization structure for Unit is defined by unit head. ‘The top management of unit supports the continual improvement in its IMS performance, to achieve various set objectives. Top management is committed to provide required resources and guide employees to excel in their roles. Key process indicators for each department related to quality are defined by unit head and are communicated to HODs. ‘Top management has appointed a Organization’s Management Representative to implement, coordinator and operate IMS at all locations of HTL through respective departmental Heads. Departmental Heads appraises top management of their departments and COO about performance of IMS regularly through Organization’s MR in conjunction with IMS coordinator departmental Heads ensure all employees of HTL understand the importance of their roles in IMS establishment, implementation and maintenance and take responsibility of aspects of QSHE (Quality Health & Safety, Environment ) in their work areas. ‘The unit organization chart is given in Annexure-A. The responsibility and authority for IMS related activities are released by the management of the unit through key performance indicators for individual process and office circulars, ‘The HTL organization chart is given in Annexure-B along with the roles and responsibilities, authority given in Annexure C and D. ‘Authority and competency requirements for all posts in the organization structure are documented in HR Department. IMS Committee is constituted comprising of HODs of all Departments to look in to the Health, Security, Safety and Environmental matters. IMS Committee Leader is the unit MR. Effective measures are taken to ensure everyone at HTL knows their individual and collective Cross Reference 1, Annexure D — HR-XTR-FR-XXOC-001 -Organization chart 2. Annexure E-HR-XTR-FR-XXCS-002 -Competence Standard 3. Annexure F-HR-XTR-FR-XRRA-003 - Roles and Responsibility 4, AnnexureG-HTL-IMS-MR-004- IMS Committee a Naine: Hemlata Thakur iS Name: Mani Lagad dnc eapessaed wig ere Master CopyIntegrated Management System [ccse g9, nev:o1 | @) HTL Ltd. | Manual Date: 02.01.2017 Page 190148 6.0 PLANNING 6.1 * Actions to address risk,and its opportunities (180 9001, ISO 14001, TL 9000 R6) While planning for the IMS, the HTTL has considered the issues referred to in 4.1 and the requirements referred to in 4.2 and developed a mechanism to identify the risk and opportunity that need to be addressed to, 1. Assure the IMS in place can achiev tended outcome 2. Prevent, or reduce, undesired effects 3. Achieve continual improvement HTL has planned Concerned departments have established procedures for identifying and assessing legal and other requirements pertaining to Quality, Occupational Health, Safety and environment . HTL has identified its processes and their interactions which have impact on Quality, environment, health & safety related to system operations. ‘Adequate controls are defined in the concerned departmental procedures to have optimal process performance and to prevent imminent risks. The various departments of HTL units have developed processes required for product and service realization, which are consistent with the requirement of the other processes in the Integrated Management System. While planning for product and service realization, departments take into consideration, the issues related to company objectives, requirement for product, service , environmental, health &safety. 6.1.1 Identification and evaluation of aspects, impacts and risks as per the requirements of QMS, EMS and OHSAS, TL 9000 For address risks and opportunities-QMS (ISO 9001 and TL 9000 R6) ‘When planning for the IMS,HTL considered the issues referred to in 4.1 and the requirements referred to in 4.2 and determine the risks and opportunities that need to be addressed to: a) give assurance that the IMS can achieve its intended results b) enhance desirable effects c) prevent, or reduce, undesired effects; HTL planned necessary actions to address these risks and opportunities, integrated, implemented the actions into its IMS processes and evaluate the effectiveness of these actions on regular basis. Actions taken to address risks and opportunities are proportionate to the potential impact on the conformity of products and services. = Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative ca aaa ae nanan aed oe a pret nema ener nee ee espa cxpenay sane eee by ML HIL-Master CopyDoc No: HTLIMS-MR-001 Integrated Management System [icuo 02, Rev: 01 (® HTL Ltd. eenvel | Date: 02.01.2017 | Page 20 of 48 Cross Reference Doe. Code: IMS-XMR-PR-DROC-005-Procedure of Determination of Risk, Opportunity and Control For EMS (ISO 14001) Clause: 6.1.2 and 6.1.3, 6.14 ‘The environmental aspects of activities , production related to system operations of HTL and its outsourced processes are determined; evaluation for significance is based on severity, probability and detection of environmental aspect. Aspects which are related to environment legal requirements are considered as significant; the identified s nificant aspects are either covered through environmental objectives to improve environmental performance or controlled through operational control procedures, measuring and monitoring, training and awareness and emergency preparedness and response or combination thereof. Cross Reference Doc. Code: IMS-XMR-PR-XIEA-006-Procedure of Identification and Evaluation of Environmental Aspects Doc. Code: IMS-XMR-FR-EIAR-017 to 25-Environmental Aspects Register For OHSAS - Hazar« (OHSAS 18001) Clause: 4.3.1 Identification of Hazard and Risk Analysis (HIRA) is performed for all activities of HTL. Cross ntification risk assessment and determining control functional team used to evaluate the risk and risk priority numbers are assigned to each hazard and acceptable risk is determined. Hazards which are related to OH&S legal requirements are considered as significant; Risks which are above acceptable risk priority number are identified as significant risks, those are either covered through OH&S objectives to improve OH&S performance or controlled through operational control procedures, measuring & monitoring, training & tion thereof. awareness, emergency preparedness and response or comt ‘The significant risks and aspects are reviewed annually by different departments to plan mitigation measures to minimize the impact and adoption of new technology and revising the objectives if needed. Cross Reference Doc. Code: IMS-XMR-PR-HIRA-007-Procedure of Risk Assessment & Hazard Identification Prepared by: IMS Coordinalgr Roviewod &Approved by: Tamara pecans Name: Hemlata Thakur Name: MrAnil Lagad ‘The information contained int ents proprietary to HTL and shall not be dslosedin whole or in arin any form o for any reason tne eapessaed mun DT ETL Master CopyDoc No: HTLINS MF-001 Integrated Management System isco g2, Rev: 01 @) HTL Ltd. Manual \iosereeorzorEa Page 21 of 48 6.2 IMS Objectives and planning to achieve them and 6.2.2 C.3 long and short term Quality planning. (Clause 62.1 & 6.2.2for SO 9001, 180 14001&, TL. 9000 R6)& (OHSAS 18001 Clause -4.3.3) Measurable objectives of respective unit of HTL are finalized by the Unit head in association with HOD’ and the same will be approved by HTL Top management. ‘These objectives and targets with regard to QMS, OHSAS and EMS& TL 9000 are issued by the COO and are communicated to unit MR and unit heads respectively and in turn communicated to all ‘employees. The objectives and targets are linked to the Integrated Management System Policy. HTL has taken IMS measurable objectives for appropriate functions and levels taking in to account significant risk and opportunities and legal Obligations, other applicable requirements and our commitment to continual improvement based on 4.1, 4.2 & 6.1, 6.2, 6.3, 10.0 QMS &6.1, 6.2EMS 4.5.3.1, 4.5.3.2 OSHAS Adequate resources are provided and the tracking and monitoring progress on these objectives is done by unit heads on monthly basis and reviewed for adequacy during management reviews. ‘When planning how to achieve these objectives, HTL has developed a programme by denoting what, who, when, How and what Resource requirements needed to achieve each mile stone to ultimately ‘meet the defined objectives. These objectives and programmes are based on significant environmental aspects, health and safety hazards, business risks, and IMS Policy, other applicable requirement and commitment to continual improvement of HTL. Progress on objectives and its targets are reviewed in MRM meetings every six months. In case of new technology /project or a change in aspects due to change in legal or other requirements, existing objectives and programmes shall be reviewed and revised to meet the changed requirements. Due consideration is also given to customer requirements and changes inthe demands while setting and updating its IMS objectives. Long term Objectives are considered in view of 3-year business growth plan and These objectives are revived in MRM. 6.2.1. C.1 TL 9000 Measurements Targets (TL 9000 R6) HTL has set Quality objective targets for OTD (SPD & CRD), FRT and ODRT. Prepared by: IMS Coordinator Reviewed &Approved ai Comovemesisa i HIL-Master CopyDae No HTLAMS-M-001 Integrated Management System [issue 02, Rev: 01 | 7) HTL Ltd. Manual Date: 02.01.2017 | Page 22 of 48 6.2.2, C.1 Customer Input (TL 9000 R6) HTL is adopting two methods for customer inputs for quality planning activity 1, Through Customer Specifications & Quality Requirements: HTL is reviewing customer provided documents, Standafds and specification and convert them in shop floor order through datasheet & SOR. These documents are used for planning quality output of product and necessary system. 2. Through soliciting customer expectation & Satisfaction survey: HTL select key customers for understanding their needs and expectations from HTL quality system. These inputs are used for quality planning activity. Wherever appropriate, joint quality improvement programs with customer are established. 6.2.2, C2 TL 9000 External Provider Input (TL 9000 R6) While establishing long- (through KRA) and short-term( Through Quality Objective) plans with goals for improving quality and customer satisfaction, the purchase (Commercial) function supports by collecting required inputs from suppliers for quality planning activities, Cre Doc. Code: IMS-XMR-PR-OBJE-008- Procedure of setting Objective, Target& Management Programmes Annexure H: HTL-IMS-OBJ-014- HTL Objective and Target Reference 6.3 Planning of changes (1S0 9001, TL 9000 Ré) When the HTL determines the need for changes to the quality management system, the changes shall be carried out in a planned Manner. HTL considers: a) The purpose of the changes and their potential consequences; b) The integrity of the quality management system; ©) The availability of resources; d) The allocation or reallocation of responsibilities and authorities. Cro: Doc. Code: IMS-XMR-PR-CHAN-009-Procedure of Change control 7.0 SUPPORT (ISO 9001, ISO 14001, and TL 9000 R6) 7.1 Resources Reference 7.1.1 General HTL has determined and provided necessary resources to accomplish the IMS (QMS, EMS, and OSHMS, TL 9000) standard requirements which are needed for implement, maintain and continually improve the efficiency and effectiveness of IMS system in place, Prepared by: IMS Coordinator Feeviewed &Approved by: Management Represdwitive Name: Hemlata Thakur ‘Name: Mr.Anil Lagad ‘The information contained inti cencept a5 expressly stated in wring by HTL. is proprietary to HTL. and shall not be dsciosd in whole orn art in any focm or for any reason HIL-Master CopyIntegrated Management System [issue 92, Rev: 01 | @) HTL Ltd. Manual Date- 02012017 | Page 23 of 48 Resources are listed, documented and updated in the form of Assets. Identification of resources required for individual unit is done by HODs and itis reviewed in MRM and sanctioned by unit head. Resource is projected for 5 year time block for regulatory approval and implementation Cross Reference Doc. Code: IMS-XMR-PR-RSMG-010-Procedure of Resources Management 7.1.1. C.A Business Continuity Planning (TL 9000 R6) HTL has established and maintained documented plan for continuity of operation, disaster recovery, infrastructure, and security restoration to ensure the organization ability to continue to support its product and service. This plan includes crisis management, disaster recovery and information. technology. Business continuity plans are evaluated on every six month and outcomes are reviewed in every MRM. Cross Reference Doc. Code: IMS-XMR-PR-XXDR-029-Disaster Recovery 7.1.2People (ISO 9001and TL 9000 R6) HTL determined and provided the persons necessary for the effective implementation of its IMS and for the operation and control of its processes. 7.1.3Infrastructure (ISO 9001and TL 9000 R6) ‘The infrastructure needed to achieve conformity to Production and service requirements, environment &Occupational Health and safety concerns are determined by the respective HODs. HTL management after ascertaining the needs takes necessary action to provide the infrastructure. ‘The infrastructure includes buildings, workspace, computers, intranev/internet facilities, cafeter utilities, process equipment’s, test and measuring equipment’s, software, transport and ‘communication. The support services needed (where appropriate) for maintenance of the {infrastructure are planned by the concemed departments of each unit. 7.1.3. C.A Infrastructure Security (TL 9000 R6) HTL has determined security needs for infrastructure and provided necessary resources to maintain security of the infrastructure. Cross Reference Doc, Code: IMS-XMR-PR-XXSR-022- Procedure for Security Restoration 7.1.4 Environment for the operation of processes (ISO 9001and TL 9000 R6) Work environmental related health and safety hazards are identified during hazard analysis and risk assessment. Ergonomics are considered while deciding desks, chairs and other office & Zo Prepared by: IMS Cc Reviewed &Approved by: Management Representat Name: Hemlata Thakur, Name: Mr Anil Lagad The information contained i Hat&ment is proprietary to HTL and shall not be dissed in whole or in arin any form a for any reason ecept a expressiystatedin w Mg by HTL H{IL-Master CopyDoc No: HTLAMS-MR-001 Integrated Management System | icsue 02, Rev: 01 @ HTL Ltd. = Date: 02.01.2017 Page 24 of 48 infrastructure. A special emphasis is given while designing control room work environment. The parameters related work environments are monitored on a regular basis where applicable and the records aré maintained in the department. The Head of the Department for various functions identifies the specific work environment needed to achieve conformity of the products and services. Equipment operating conditions, activity requirements, and human factors, social, psychological, physical and foreseeable ‘emergency situations are taken into consideration while designing work environment. The work environment needed to achieve conformity to service operations and IMS requirements is maintained. 7.1.5 Monitoring and measuring resources (ISO 900Land TL 9000 R6) 7.1.5.1 General HTL provided nec ‘measuring is used to verify the conformity of products and services to Requirements, occupational ary resources needed to ensure valid and reliable results when monitoring or safety and environmental performance which is suitable for the specific type of monitoring and ‘measurement activities and maintains the same to ensure their continuing fitness for their purpose. 7.1.5.2 Measurement traceability (ISO 9001and TL 9000 R6) ‘Wherever measurement traceability is a requirement, HTL ensures measuring equipment are calibrated or verified at specified intervals prior to use, against measurement standards traceable to international or national measurement standards; when no such standards exist, the basis used for calibration or verification recorded and identified in order to determine their status; and all measuring equipment are safeguarded from adjustments, damage or deterioration that would invalidate the calibration. Ifthe validity of previous measurement results has been adversely affected when ‘measuring equipment is found to be unfit for its intended purpose, HTL shall take appropriate action as necessary. 7.1.5.2. C.1 Equipment Identification (TL. 9000 R6) HTL ensure monitoring and measuring equipment that either inactive or unsuitable for use is visible identified and not used. All monitoring and measuring equipment is does not require calibration identification, Cross Reference Doc. Code: IMS-XMR-PR-XPMS-01 1-Procedure of Maintenance program Doc. Code: IMS-XMR-PR-CALI-012-Procedure for Calibration Doc. Code: IMS-XMR-PR-XMMP-024-Procedure for Monitoring and Measurement Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemiata wa’ a Name: MrAnil Lagad ‘The information contained in kirgBcument is propitary to HTL. and shallot be dclsed in whole orn part in ay frm or for any reason tae eps sated wey TL sre Master Copy‘Doc No: HTLIMS-v-oo1 | Integrated Management System Fjcoue 02, Rov: 01 i) HTL Ltd. _ Date: 02.01.2017 | Page 25 of 48 7.1.6 Organizational knowledge (ISO 9001and TL 9000 R6) HTL determine the knowledge necessary for the operation of its processes and to achieve conformity of products, services, Environmental performance and Occupational safety and this knowledge maintaingd and made available to the extént necessary in the form of procedure and work instructions. ‘When addressing changing needs and trends, HTL considers its current knowledge and whenever required HTL determined to acquire or access any necessary additional knowledge and required updates from standards, academia, conferences, gathering knowledge from customers or external providers. 7.2 Competence (ISO 9001, ISO 14001and TL 9000 R6) & (OHSAS 18001 Clause No: 4.4.2) Personnel performing work affecting quality, environmental, health & safety aspects are competent on the basis of appropriate education, training, skills and experience. The competence requirements and selection criteria are defined by departmental heads in coordination with HR department where applicable; HTL has mechanisms in place to acquire necessary competence through trainings and to evaluate the effectiveness of the action taken. Documented e jence of competence in the form of records is maintained. HTL ensures that the necessary competence is available for effective operation of the processes. HODs take necessary actions regarding the following: ‘a. Determine the necessary competence on the basis of education, training, skills and experience for personnel performing work affecting IMS performance.(HR-XTR-FR-XXCS-002) 'b. Analyses the competence required against what is available (HR-SKL-FR-SKILL-004). . Provide training or any other actions to satisfy needs. Training helps to identify the environmental, safety and health responsibilities of both management and employees at the site. Appropriate training programmes are conducted for employees to ensure that employees are aware of the environmental aspects& safety hazards to which they may be exposed and the proper methods for avoiding such hazards ,Annual Training Calendar (HR-XPL-FR-XATC-005) 4d. Evaluate effectiveness of the action taken e. Ensure by proper briefing and through internal communication system that personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of company objectives. £. Maintain records of education, training, skills and experience of the personnel. ‘The competency needs for any particular activity are determined and personnel’s are evaluated against these needs prior to assignment and on an ongoing bas Prepared by: IMS Coordinator Reviewed &Approved by: Management a Name: Hemlata Thakur Name: Mr.Anil Lagad “The information contalned inthis mente proprietary to HTL and shall not be dclsed in whole orn part in any form o for any reason by HTL. Deeptar prey satan wt EL Master & copyIntegrated Management System [iscue 02, Rev:01 | | @) HTL Led. dls Date: 02.01.2017 Page 26 of 48 7.2. C.1 Internal Course Development (TL 9000 R6) Internal Training courses are developed by understanding on job training needs and considering competency requirement for future roles, These courses are planned by understanding individual needs on technical & behavior aspects. Competent trainers will develop course & deliver it according, to training calendar. 7.2. C.2 Quality and process improvement concepts (TL 9000 R6) HTL has determined training needs of individuals which includes basic requirements of technical and functional knowledge up gradation, Employees who are having direct impact on quality of product are trained on fundamental concepts of continual improvement, problem solving and customer satisfaction. 7.2. C3 Quality Training Opportunity Awareness (TL 9000 R6) HTL first understand needs of individual training through HOD’s. ‘Training calendared will made from identified training needs. HOD’s and employees are informed to attained training as per scheduled time line. All HOD’s are responsible to relive person from his duties as per calendar. List of employees is selected for training is displayed on notice boards. To ensure employees participation Training KRA's are defined with specific number of hours. 7.2. C5 Advanced Quality Training (TL 9000 R6) HTL training calendar includes necessary advance quality training including Statistical technique, process capability, statistical sampling, data collection and analysis, problem identification, problem analysis and root cause analysis, 7 QC tools ete. 7.2. C.6 Hazardous Conditions Training Contents (TL 9000 R6) HTL focus on safety of employees & its infrastructure. Potential hazardous are identified through various methods like incident notification, Gamba walk, and HIRA register. Training contents are designed based on site needs; structured training programmer is carried out for safety of individuals and HTL property. Employees working on site are made aware about potential hazards on daily basis by safety officer. 7.2. HV. Operator Qualification and Requalification (TL 9000 R6) HTL has identified Quality and production critical activities required to carried out by operators. Each operator is evaluated on his skill using Skill matrix. Operators which are failed to demonstrate their capabilities are trained to qualify needs of operation. Operator is considered qualified based on his education, experience, training and demonstration of skill on skill matrix. Prepared by: IMS Coor Reviewed &Approved by: mma Representative Name: Hemlata Thakur Name: Mr.Anil Lagad ‘The information contained in Nec except as express stated in wring by HTL nts roptletary to HTL and shall not be disclosed In whole on patin any frm or for any reason aft Master CopyIntegrated Management System i) ATL Ltd. Manual Page 27 0148 7.3 Awareness QMS, EMS and OHSAS, TL 9000 (ISO 9001, 180 14001 and TL 9000 R6) and (OHSAS 18001 Clause No: 44.2) HTL ensures'that the persons working under its control are aware of IMS Policy and their contributions to the effectiveness of IMS including the benefits of improved IMS performance as well s"implications of not conforming to the IMS requirements HTL involve its work force in identifying the risks and in developing the effective processes that can help promote a better work place culture and encourages work force involvement in improvement actions ‘The unit management, unit MR ensures that the personnel’s are aware of relevance and importance of activities they carry out in meeting organizational objectives ‘Training in the respective unit is aired at making persons working for it or on its behalf (eg,, contractors) aware of; a) The importance of conforming to the integrated management policy. b) The relation of their work and system operations quality, s OH&S hazards and associated risks, nificant environmental impacts, ©) Their responsibilities in complying with the IMS requirements and 4) The consequences of non-compliance. While planning training programmes language skills are considered. Cross Reference Doc Code: IMS-XMR-PR-XCTA-013-Procedure for Competence, Training& Awareness 7.4 Communication (ISO 9001, ISO 14001 and TL 9000 R6) & (OHSAS 18001 Clause No 4.4.3.1 & 443.2) Systems have been established within HTL for internal as well as external communication regarding, the effectiveness of the Integrated Management System. Unit Heads and department head ensures that appropriate communication processes are established within the organization and that communication takes place regarding the effectiveness of the IMS. Effective arrangements have been established and implemented for, a) Internal communication among various functions and levels, b) Receiving, recording and responding to relevant Communication with external interested parties. ‘The various departments of HTL units determine and plan effective arrangements for communicating with customers in relation to product, service information, enquiries, contracts or order handling and amendments. Suitable systems are developed to receive customer feedback and handling customer comphfints, Propared by: IMS Coordinator Reviewed & Approved by: Management Representative Name: Hemiata Thakuy Narme: Mr.Anil Lagad ‘The information contained it ‘except as express stated in rent is proprietary to HTL and shall not be ascosed in hoe o in partin any frm or for any reason oni HIL-Master CopyDoc No: HTLIMS-MR001 Integrated Management System ['i. For EMS HTL has developed systems to achieve and maintain a very high performance level of the production and supply of optical fiber cable with due concern to EMS aspects. HTL determines and plans activities associated with the identified EMS significant environmental aspects requiring control measures. Documented Operational Control Procedures (OCP) are established, implemented and maintained to ensure that such activities are performed under specified conditions. OCP’s are applicable to specific areas and activities and it is acknowledged that the absence of them ‘may cause deviations from the integrated management policy and the integrated system objectives. Prepared by: IMS Coordinator Reviewed &Approved by: Management aK Name: Hemlata Thakur Name: Mr.Anil Lagad The information contaned in Gent proprietary to HTL and shall not be disclosed in whole or in pat in any form a for any reason Dept ar expres sated nigh WIL-Master CopyDoo No: HTLIMS-MR.001 | er nis 48-001 Integrated Management System [csc 02, Rev: 07 7) HTL Ltd. ae Date: 02.01.2017 _| Page 42 of 48 ‘These OCP's is i) stipulate the operating criteria, ii) refer to the identified Environmental hazards related to goods, equipment, services and process design features used by the organization, including their adaptation to human capabilities. OCPs are communicated to suppliers, contractors and visitors whenever necessary. HTL has measures in place to control all the outsourced processes in line with QHSE standard requirements. HTL has mechanism in place to control planned changes and unintended changes by taking action to mitigate any adverse effect as necessary. HTL has ensured that it manages changes or its operation to ensure that any new risk introduced are controlled. 9.0 PERFORMANCE EVALUATION 9.1Monitoring, Measurement, Analysis and Evaluation (ISO 9001, ISO 14001 & TL 9000) & (OHSAS 18001 Clause No. 4.5 -4.5.1 & 4.5.2) 9.1.1 General HTL has established the factors to be evaluated based on its Processes, Legal Risks, Internal and Extemal issues and other requirements pertaining to manufacturing provision. Departments of HTL have established methods for monitoring, measurement, analysis and evaluation of processes related to Integrated Management system of the department. Concemed departments of HTL have established methods for performance measurement and monitoring of processes related to QMS/BS OHSAS/EMS performance to ensure valid results Departments of HTL have established suitable methods at appropriate stages for monitoring and measurement of characteristic where it can be analyzed and evaluated of services to verify the consistency in meeting the IMS requirements as per defined criteria, Records are maintained in the departments such as IMS policy, objectives, inspection, observations, deviations, incident records and calibrations, etc... ‘The personnel authorized for approval and releases of service delivery are identified by the concerned departmental heads. Cross Reference Doc. Code: IMS-XMR-PR-XMMP-024- Procedure for Monitoring and Measurement 9.1. C.1 Py ‘Measurement (TL. 9000) dy/ Prepared ordinator Reviewed &Approved by: Management Representative Name: Hefkgké Thakur Name: MrAnil Lagad The information contained in this document i proprietary to HTL and shall not be dcocedin whole o in part in any form o for any reason teppei wing HEIL-Master CopyDoe No: HTLIMS-MB.001 Integrated Management System [jcs19 02, Rev: 01 ) HTL Ltd. Manual Date 02012017 | Page 43 of 48 | aE HTL has identified the Process Measurements at department level to ensure continual suitability & to promote increased effectiveness of processes. Key process measurements are documented under Quality objectives of the departments with target for achievement. These objectives are reviewed half yearly and necessary corrective actions are initiated. 9.1.2Customer Satisfaction (ISO 9001 and TL. 9000) ‘The customers for HTL are the users of Telecommunication industries major of BSNL, Reliance and. Railway etc. Feedback is obtained from all these customers on a sample basis to compute the Customer Satisfaction Index (CSI). The average CSI for HTL is computed. 9.1.2 Evaluation of compliance (ISO 14001) & (OHSAS 18001 Clause No. 4.5.2) ‘The concerned departments of HTL have developed procedures to periodically evaluate compliance with applicable legal and other requirements as well as to the other requirements pertaining to IMS requirements of the organization. Records of such evaluations are maintained by concerned departments. 9.1.2. C.1 Customer Satisfaction Data (TL 9000) HTL directly collect customer satisfaction data from various customers. These data is analyzed and ‘maintained trend, HTL initiate action to improvement in opportunity. Cross Reference Doc No.IMS-XMR-PR-XCSS-34-Procedure for Customer Satisfaction & Feedback Annexure I; MK-OFC-FR-XCSS-003-Customer satisfaction survey Annexure J: MK-OFC-FR-CSAR-004—Customer satisfaction Analysis Record Annexure K: MK-OFC-FR-XCCR-005-Customer Complaints Register 9.1.3 Analysis and Evaluation (ISO 9001 and TL 9000). The data collected from internal audits, customer feedback and various monitoring points at the departmental levels, is analyzed on regular basis in the meetings of the department where HOD and the departmental executives participate. In cases, where improvements are required, corrective action teams are constituted to analyze the data and evolve possible solutions for improvements. Where appropriate, problem solving tools and statistical techniques are used by the corrective action teams for analyzing the data ‘The analysis shall provide the information related to a. Customer satisfaction b. Conformity of product/service requirements €. Characteristics of trends of processes and products including opportunity for preventive actions. Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemlata Thakur Name: Mr Anil Lagad ‘The information contained in nts proprietary to HTL and shall not be dsclosed In whole or inpartin any frm or for any reason Dotan epee in pT SIL Master CopyDoo No: HTLIMS-MB-091 Integrated Management System [iss.0 92, Rev: 01 | if HTL Lta. Marwal Dat 02012017 | | . Page 44 0148 4. Suppliers. ©, Causes of accidents/near misses £. Environmental performance Cross Reference Annexure I: IMS-XMR-FR-LEGAL-026-Legal and other requirements Compliance Register 9.1.3. C.l Trend Analysis of Nonconformity Product or Service (TL 9000) HTL analyze trends of nonconforming product and initiate necessary improvement actions, 9.1.3. C.2 Performance Data (TL 9000) The QMS is including the collection and analysis of product and services performance data including no trouble found for product which is used to help identify the cause and frequency of failure .this information is providing to the appropriate HTL to faster continual improvement. 9.1.3, C.3 Sustainability Assessment (TL 9000) HITL does assess the status of its sustainability efforts as appropriate to its product. 9.2 Internal Audit (ISO 9001, ISO 14001 and TL 9000)& (OHSAS 18001 Clause No. 4.5.5) 9.2.1 & 9.2.2HTL conducts intemal audits after every six months to determine whether the IMS Conforms to A, HTLs own requirements of IMS B. Requirements of QHSE Standards is effectively implemented and maintained. Scheduled internal audits are planned and conducted in impartial and unbiased manner. When. establishing the audit programme the risk identified and their related objectives, programmes, operational controls are taken in to account. Documented procedure is made available. Qualified internal auditors perform internal audits. Sometimes cross regional auditor teams are used to conduct internal audits. ‘The compliance to the system is assessed, the non-conformity reports are analyzed and timely action (as appropriate) is taken. Follow-up audit for checking the effectiveness of the corrective action is checked by MR. Internal Audit outcome and CA status are discussed in the MR Meeting. 9.2.2. CA Internal Audit Program Planning (TL 9000) HTL conduct internal audit program is including all applicable requirement and measurements handbook requirement. Cross Reference Doc. Code: JMS-XMR-PR-XXIA-025-Procedure for Internal Audit Propare: ‘Coordinator Reviewed &Approved by: Management Representative Name: Hefilata Thakur Name: Mr-Anil Lagad The information contained inthis documents proprietary to HTLand shall ot be disclosed in whole orn part any form or for any reason Shep aro aed wing pe Master CopyDoc No: HTLAMS-MB-001 ~ Integrated Management System [issue 02, Rev: 01 @) HTL Lta. Manual Sasso 07 Page 45 of 48 9.3 Management Review (ISO 9001, ISO 14001 and TL 9000)& (OHSAS 18001 Clause No. 4.6) The reviews are conducted at least once in six months in the once in a year, if required additional reviews are planned considering importance of the processes and results of the previous audits. The reviews include assessing the opportunities for improvement and the need for changes to management system including the Integrated Management Policy and Objectives. ‘The management review committee includes all functional heads involved in the Management system. ‘The management representative (IMS) is responsible for organizing management reviews as per following procedures: (a) The Management Representative of IMS schedules the date and time of meeting in consultation with various H.O.D. (b) The Management Representative of IMS prepares the agenda points for the review. The meeting, notices with agenda points are sent to all the committee members. (©) HOD(s) are also informed in advance so that they can send any relevant information in advance for Region. (4) Minutes of such meetings are prepared by M.R. (IMS) and the same are distributed to all -ussion during meeting. Additional points are discussed with the consent of the Head of concerned, (©) Management Representative of IMS prepares the record of the review and distributes the same to all the committee members. (8) Management Representative of IMS maintains record of all Management Reviews ‘The agenda points for above review will include the following: a) The status of action from previous management reviews, 'b) Changes in external and internal issues that is relevant to the integrated management system risks and opportunities, its significant environmental aspects ©) Information on the performance and effectiveness so the Integrated management system, including trends in: 1) Customer satisfaction and feedback from relevant interested parties. 2) The extent to which quality, Environmental, Occupational Health and safety objectives have been met. 3) Process performance and conformity of products and services. 4) Non conformities and corrective actions. 5) Monitoging and measurement resul 3 Propared by: IMS Coordinator Reviewed &Approved by: Management aK ive Name: Hemlata TrakDoe No: HTLIMS-MR.001 Integrated Management System [icc.5 02, Rev: 01 7 HTL Lea. Manual Date: 02.01.2017 Page 46 of 48 6) Audit results, 7) The performance of external providers. 8) Changes in external, internal issues, needs and expectation of interested parties, significant environmental aspect, risk and opportunity 9) Adequacy of resources. 10) Relevant communication form interested parties. 11) Opportunity for continual improvement. ‘The Output of the MRM will include any decisions and actions related to 1. Improvement of the effectiveness of the IMS 2. Improvement related to interested party requirements and/or expectations 3. Resources need to enable improvement to the IMS and its processes. Cross Reference Doc No: IMS-XMR-PR-XMRM-026-Procedure for Management Review 10 IMPROVEMENTS (ISO 9001, ISO 14001 and TL 9000) 10.1General (ISO 9001, ISO 14001 and TL 9000) HTL has determined and select opportunity for improvement and implement any necessary action to stomer satisfaction, these are included; well as to address future needs and meet customer requirement and enhance c 8) Improving products and services to meet requirements 3 expectations, b) Correcting, preventing or reducing undesired effects. ©) Improving the performance and effectiveness of the quality management system. 10.1. C.1 Employee Participation (TL 9000) 1provement activites through various ways like Kaizen, HTL encourage employee's participation in i e, awareness training, incentives and promotion etc. 10.2 Non conformity and corrective action (ISO 9001, ISO 14001 and TL 9000) 10.2.1 HTL has defined the controls and related responsibilities and authorities for dealing with, 4) System operations to control nonconforming situations with respect to system parameters are controlled through corrections and corrective actions on real time basi ‘b) Undesired events like accidents and incidents. Undesired events during product realization are dealt with by, Propai IMS Coordinator Reviewed &Approved by: Management Representative Name: Hémlata Thakur Name: Mr.Anil Lagad The information contained in this documents proprietary to HTL and shall not be dsclasd in whole orn part in any form or fr any reason tncep os expres tated wing by HTL HIL-Master Copy‘Doc No: HTLAMS.MR.001 Integrated Management System [ics.0 02, Rev: 01 | @) HTL Ltd. Manual ace | Pagea7of48 «| 4) Taking action to mitigate or deal with the consequences arising from the event, control and correct, it oo ') Resorting to corrective actioi, implement and review the effectiveness of any corrective action taken ) Maintaining records of the action taken (responsibility: observer of the event) and make changes to IMS as necessary. Reporting to the appropriate authority, 10.2.2 In order to prevent recurrence of detected nonconformities and undesired events by eliminating their causes, the concerned process in-charge or the Environment and Safety Committee as, appropriate, takes corrective action commensurate with their effects. Documented procedure defines requirements for a) Reviewing the undesired events and nonconformities (including customer Complaints and determining their causes) b) Evaluating the need for action, ©) Determining and implementing the action needed 4) Recording and reviewing the results of action. ©) Updating the risk register Cross Reference Doc. Code: IMS-XMR-PR-CACI-027 - Procedure for Nonconformity Corrective Action and ‘continual improvement For OHSAS 18001 Nonconformity, corrective action and preventive action (Clause No 4.5.3) 4.5.3.1 Incident investigation (OHSAS 18001) HTL has established implemented and maintained a procedure for incident reporting and investigation to record, investigate and analyze incidents in order to: a) Determine underlying OH&S deficiencies and other factors that might be causing or contributing to the occurrence of incidents; . b) Identify the need for corrective action; ©) Identify opportunities for preventive action; 4) Identify opportunities for continual improvement; ©) Communicate the results of such investigations ‘The investigations are performed in a timely manner. The results of incident investigations are ined. documented and mai 4.5.3.2 Nonconformity, correcti mn and preventive action (OHSAS 18001) Prepared by: IMS Coordinator Reviewed &Approved by: Management Representative Name: Hemlata Thal Name: MrAnil Lagad ‘The information conta nts proprietary to HTL and shall not be diclosed in whole on part In any form a for any reason ae ALh-Mastet CopyDoo No: HTLIMS-MB-001 Integrated Management System [iccce 09, Rev: 01 [Issue 02, () HTL Ltd. Manual Dale: 02.012017 | Page 48 of 46 HTL has established, implemented and maintained a procedure for dealing with actual and potential nonconformities and for taking corrective action and preventive action. Cross Reference Doc. Code: IMS-XMR-PR-NMRI-028- Procedure of Incident, Near — Miss Reporting &Investigation 10.3 Continual Improvement (ISO 9001, ISO 14001 and TL 9000) HTL aims for continual improvement to increase the effectiveness of integrated management system through use of IMS policy, objectives, and audit results, analysis of data, corrective actions and management reviews. The concerned departmental heads set measurable objectives, taking into consideration the improvernents needed in the processes and the services. L HTL is committed to observe transparency and consistency in all its operations. In order to maintain integrity & efficiency of the organization, various measures like workshops to educate the employees so that they do not violate the systems and procedures at any stage of production and service delivery. Planned & regular inspection, review of systems & procedures and rotation of manpower are done. This in turn contributes towards consistency, transparency and improvements in the functioning of HTL. Top Management of HTL is committed to development and implementation of Integrated Management System and in continually improving its effectiveness. Various systems and procedures established under the Integrated Management System emphasize organizational commitment for meeting customer, interested parties and statutory / regulatory requirements. Préppréd by: IMS Coordinator Reviewed &Approved Name: Hemlata Thakur “yn Lagad ‘The information contained inthis document s proprietary to NTL and shall not be disclosed in whole o in part in any farm or for any reason xcept sexes stated in wing by HT WIL ~Master Copy