QM1 Quality Manual R9 (ISO 9001 - 2015)

Date Prepared 24 Jan 2009
Type of Document
Supersedes 7
QMS – Quality Management System
Revision 9
Title Quality Manual Revision Date 01-Sep-2016
DISTRIBUTION
1. Managing Director
2. Operations Director
3. Regional Managers / Associate Directors
4. Contract / Project Managers
5. Site Supervisors (Foremen and Charge hands)
6. Project Engineers
7. EHS Department
8. Support Functions
Name Designation Signature Date
Reviewed by Martin Searson Quality Manager 01-Sep-2016
Approved by Ray Ryan QEHS Director 01-Sep-2016
REVISIONS, APPROVALS & DISTRIBUTION
REV NO. DATE DESCRIPTION ORIGINATOR APPROVED ISSUED TO

5 24.01.09 AS PER DCN 1001 D. McMAHON F.FRAWLEY See Distribution List
6 15.06.10 AS PER DCN 1002 T.MORIARTY F.FRAWLEY See Distribution List
7 12.01.15 AS PER DCN 5009 M.SEARSON R.RYAN See Distribution List
8 15.04.16 AS PER DCN 6026 E.QUIRKE R.RYAN See Distribution List
9 01/09/15 AS PER DCN 6053 M.SEARSON R.RYAN See Distribution List
This is a Controlled Document and is Stored in a Controlled Location

This Document is Uncontrolled When Printed, Copied or Removed from the QEHS Drive / K-Net
QM1 Quality Manual R9 (ISO 9001_2015) Page 1 of 27

Company Policy Manual
QM1 - Quality Manual
Table of Contents
SECTION TITLE PAGE
1.0 INTRODUCTION TO THE COMPANY ............................................................................................................... 4

2.0 ORGANISATION CHART ................................................................................................................................... 5
3.0 RESPONSIBILITIES OF STAFF ......................................................................................................................... 6
4.0 QUALITY MANAGEMENT SYSTEM: ................................................................................................................. 9
4.1 Understanding the organization and its context.............................................................................................. 9
4.2 Needs & Expectations of interested parties .................................................................................................... 9
4.3 Scope of the QMS ........................................................................................................................................ 11
4.4 Quality Management System and its Processes: ......................................................................................... 14
5.0 LEADERSHIP & STRATEGY............................................................................................................................ 14
5.1 Leadership and Commitment:....................................................................................................................... 14
5.1.1 Customer Focus ....................................................................................................................................... 14
5.2 Quality Policy ................................................................................................................................................ 14
5.3 Roles, responsibilities and authority ............................................................................................................. 14
6.0 PLANNING........................................................................................................................................................ 15
6.1 Actions to address risks and opportunities ................................................................................................... 15
6.2 Quality Objectives......................................................................................................................................... 15
6.3 Planning of changes ..................................................................................................................................... 15
7.0 SUPPORT......................................................................................................................................................... 16
7.1 Resources .................................................................................................................................................... 16
7.1.1 People ...................................................................................................................................................... 16
7.1.2 Infrastructure ............................................................................................................................................ 16
7.1.3 Environment for the operation of processes ............................................................................................. 16
7.1.4 Control of Monitoring and Measuring Resources ..................................................................................... 16
7.1.5 Organizational knowledge ........................................................................................................................ 17
7.2 Competence and Training ............................................................................................................................ 17
7.3 Awareness .................................................................................................................................................... 17
7.4 Communication............................................................................................................................................. 17
7.5 Documented Information .............................................................................................................................. 17
7.5.1 General: ................................................................................................................................................... 17
7.5.2 Creating and updating .............................................................................................................................. 18
7.5.3 Control of Documents & Records ............................................................................................................. 18
8.0 OPERATION ..................................................................................................................................................... 18
8.1 Operational Planning and Control................................................................................................................. 18
8.2 Determination of Requirements for Products & Services.............................................................................. 19
8.2.1 Customer Communication ........................................................................................................................ 19
8.2.2 Customer Requirements .......................................................................................................................... 19
8.2.3 Review of Customer Requirements related to the Products and Services ............................................... 19
8.3 Design and Development of Products & Services ........................................................................................ 19
8.3.1 Design & Development Planning.............................................................................................................. 19
8.3.2 Design & Development Inputs .................................................................................................................. 19
8.3.3 Design & Development Controls .............................................................................................................. 19
8.3.4 Design & Development Outputs ............................................................................................................... 19
8.3.5 Control of Design Changes ...................................................................................................................... 20
8.4 Control of Externally Provided Products & Services ..................................................................................... 20
8.4.1 Information for External Providers ............................................................................................................ 20
8.5 Production and Service Provision ................................................................................................................. 20
8.5.1 Control of Production and Service Provision ............................................................................................ 20
8.5.2 Identification and Trace-Ability ................................................................................................................. 20
8.5.3 Property belonging to Customers or External Providers .......................................................................... 21
8.5.4 Preservation ............................................................................................................................................. 21
8.6 Release of Products and Services................................................................................................................ 21
Qm1 Quality Manual R9 (Iso 9001_2015) Page 2 of 27
8.7 Control of Non-Conforming Outputs ............................................................................................................. 21

9.0 PERFORMANCE EVALUATION ...................................................................................................................... 22
9.1 Monitoring, Measurement, Analysis and Evaluation ..................................................................................... 22
9.1.1 General .................................................................................................................................................... 22
9.1.2 Customer Satisfaction .............................................................................................................................. 22
9.1.3 Analysis and Evaluation ........................................................................................................................... 22
9.2 Internal Audit ................................................................................................................................................ 22
9.3 Management Reviews .................................................................................................................................. 22
9.3.1 General .................................................................................................................................................... 22
9.3.2 Review Inputs........................................................................................................................................... 23
9.3.3 Review Outputs ........................................................................................................................................ 23
10.0 IMPROVEMENT ............................................................................................................................................... 23
10.1 General ......................................................................................................................................................... 23
10.2 Non-conformity and Correction Action .......................................................................................................... 23
10.3 Continual Improvement ................................................................................................................................ 23
11.0 ANNEX.............................................................................................................................................................. 23

1.0 INTRODUCTION TO THE COMPANY

Kirby Group Engineering (known as Kirby) is an International M&E Contracting Company established in 1964. It specialises in
the design and management of electrical, mechanical, civil, structural installations including process instrumentation,
communication, calibrations, fire protection, transmission and distribution services.
This quality manual complies with the requirements of ISO 9001:2015. The scope of the quality system covers all of the above
activities. The following is the annex SL clauses of ISO 9001:2015:

2.0 ORGANISATION CHART

3.0 RESPONSIBILITIES OF STAFF

Whilst this list endeavours to define the responsibilities of Company Personnel and its leaders, it is not necessarily
comprehensive.
3.0.1 Group Managing Director / Group Chairman

Demonstrate Leadership & Commitment of Quality Assurance System and Customer focus
Establish, implement and maintain a quality policy.
Ensure that the responsibilities and authorities for relevant roles are assigned, communicates and understood.
Management of the Contracts Division
Participation in Management Review and Internal Audit
Participation in Resolution of Quality Assurance System
Discrepancies
Participation in Contract Review
Training
Health & Safety
Operation of the Purchasing Procedure
Marketing
3.0.2 Director QEHS

Approval of Quality Assurance and EHS Systems
Quality System & EHS System
Management Review and Internal Audit of Quality & EHS Systems
Resolution of Quality Assurance & EHS Discrepancies
Evaluation of Non-Conformance, Corrective Action & Accidents
Participation in Contract Reviews
Training Recommendations
Participation in Health & Safety
Responsibility defined in processes
3.0.3 Group Finance Director (Company Secretary)

Legal Discrepancies and Disputes
Plant Control
Training
Personnel
Financial Administration/Accounts
Purchasing
Estimation
Instruction & Supervision of the duties of members of the Estimating Department in accordance with the
Quality Assurance System
3.0.4 Group Operations Director

Operation of the Quality Assurance System
Contract Planning and Progress Control
Purchasing Specification for Contracts
Control of Site Operations
Inspection & Testing
Training Recommendation
Management of Specified Contracts
Site Personnel
Supervision of Specified Contracts

3.0.5 Directors (Including Associate Directors)

Discrepancies
Management of Specified Tenders
3.0.6 Business Unit Managers (BUM)

Discrepancies
Contract Planning and Progress control
Responsibility defined in Processes
Operation of the EHS System
3.0.7 Buyers
Control & Operation of the Purchasing Procedure
Supplier Assessment and Selection
Material Receipt and Control at Head Office
Instruction & Supervision of the duties of the stores man in accordance with the Quality Assurance System
3.0.8 Quality Manager

Quality Assurance Management
Internal Auditing
Participation in the Contract Review
Plant Control for Test Equipment
QMS Administration
Personnel
Accounting Functions
Participation in Management Review
Control of reference Standards
3.0.9 Discipline QA/QC Managers (Mech or Elec)

Operation of Quality Assurance System
Internal Auditing
Participation in Audit Review
Responsibilities defined in processes
3.0.10 Contracts Managers / Operations Managers

Purchasing Specification for Contracts
Health & Safety
3.0.11 Project Managers

Planning & control of Calibration operations
Customer Liaison
Identification of requirements arising from technological advances
Training recommendations
Understanding Reference Standards
3.0.12 Site Supervisors / Lead Instrument Technician

Operation of the Quality System on site
Documentation Control on Site
Control of Materials/Equipment on site
Control of Labour on site
Instruction & Supervision of the duties of the Electricians and Apprentices on site in accordance with the
Quality Assurance System
Health & Safety
3.0.13 Quality Support Manager

Operation & Maintenance Manual
Testing & Certification of Installations
Calibration of Electrical Test Equipment
Updating of processes to incorporate technical & regulatory changes
3.0.14 Electricians / Instrument Technician /Plumbers / Welders / Fabricators

Carry out contracted work as directed
Instructions & Supervision of Apprentices
Supervision and Training of Apprentices
Responsibility defined in procedure
3.0.15 Apprentices
Carrying out contracted work as directed
Taking and passing required examinations
Health & Safety on site
Quality Assurance on site
3.0.16 Electrical QC Inspectors

Testing & Certification of installations to required standards & regulations
Health & Safety
Quality Assurance
Responsibility defined in procedure
City & Guilds Certified
3.0.17 Training & Development Co-ordinator

Organising Training
Hold and maintain all training records.
Liaise with all relevant departments.
Responsibilities defined in processes.

3.0.18 Project Engineer

Technical Submittals
Snagging
O&M Manual Generation
QA/QC Assurance
Test Packs
Walk-downs
3.0.19 QA/QC Engineer

Auditing Projects & Support Functions
Test Packs
Walk-downs
Snagging
QA/QC Assurance
4.0 QUALITY MANAGEMENT SYSTEM:
4.1 Understanding the organization and its context
Kirby recognises that a successful operation requires it to be managed in a systematic and visible manner. As a result
Kirby has established, documented and implemented a robust Quality Management System (QMS).
Kirby has identified its processes so they are clearly understood and can be more easily applied, managed and
improved upon. The criterion and methods required for the effective operation and control of these processes have
been determined.
Kirby makes the necessary resources and information available to support the operation and effective control of these
processes. The processes are monitored, measured and analysed to determine any actions needed to achieve the
planned results and continuous improvements (in line with Q Mark Standard).
Kirby Quality Management System is managed in accordance with the requirements of the ISO 9001:2015. Any
outsourced processes are identified and controlled through our purchasing processes as per MP/7.
4.2 Needs & Expectations of interested parties
Kirby determine the interested parties that are relevant to the QMS and the requirements of these parties by contracts,
tender and project specification and drawings, and regulatory and statutory requirement. We monitor and review that
information.
Kirby manage these requirements by its QMS, following its QMS Layout:


4.3 Scope of the QMS



4.4 Quality Management System and its Processes:
This Quality Manual is a statement by Kirby that its Quality Management System is compliant with ISO 9001:2015 and Q
Mark Standards. The scope of Kirby Quality Management System (QMS) includes all of the supplies, services, design
and processes involved in meeting our commitment to customer satisfaction and it is effective at all levels within the
organisation. For the activities within the scope of the QMS, Kirby address the risk and opportunities.
The sequence and interaction of the processes are shown in processes flow charts on section 1.0 of this manual. The
documents of the QMS are listed on section 11 of this manual and they contain the details about of the processes
(inputs and outputs, criteria and methods, resources needed and responsibilities).
The Quality Manual is maintained and controlled to ensure its adequacy and currency. The Quality Department
maintains the master copy of this manual. When amendments are made to the manual, the new revised copy is sent to
all authorised copyholders. Copies issued to unauthorised persons like visiting auditors and major customer are
stamped “Uncontrolled Copy”.
5.0 LEADERSHIP & STRATEGY
5.1 Leadership and Commitment:
Kirby Management demonstrates our commitment to the development and implementation of the quality system by
maintaining our Quality Policy, monitoring Quality Objectives, providing adequate resources, promoting the use of the
process approach and risk-based thinking, promoting improvement and conducting periodic reviews. We communicate
to the employees the importance of meeting customer as well as legal and regulatory requirements i.e. customer
focused culture.
5.1.1 Customer Focus
Our success as an organisation depends on understanding and satisfying needs and expectations of our customers.
We try to meet or exceed requirements of their product & service specifications and we ensuring that the risks and
opportunities that can affect conformity of products and services and the ability to enhance customer satisfaction are
determined and addressed.
5.2 Quality Policy
The Kirby Quality Policy is stated below and posted for all to see. All personnel receive a copy of this on
commencement of employment.
“Kirby Group Engineering Limited is committed to Customer Satisfaction by supplying the highest possible
quality service, on time and at a satisfactory cost, through the use of qualified trained personnel, working to
standard operating processes and using traceable reference standards.
The company is committed to continuous improvements through the provision of adequate resources for use in
areas of audit, non-conformance, customer satisfaction and processes effectiveness, through setting and
monitoring quality objectives and conducting periodic reviews.”
5.3 Roles, responsibilities and authority
Responsibility and Authority
Responsibility and authority are defined and described in detail in Section 3.0 of this manual. Specific responsibilities
are defined in Quality Plans, Processes and Work Instructions.
Quality Representative
The QEHS Director of Kirby appoints a Quality Representative, who has the authority for ensuring the requirements of
International Standard ISO 9001:2015 & Q Mark Standards are implemented and maintained at Kirby. This individual is
the Quality Manager (QM).
The Quality Manager also reports to the Board of Directors on the performance of the quality system and need for
improvement.
In the absence of the Quality Manager, the QEHS Director of the organisation assumes the duties of the Management
Representative.
The Quality Representative is also our liaison to customers and other parties relating to the Quality Management
System.
6.0 PLANNING
6.1 Actions to address risks and opportunities
Preventive actions are identified to eliminate causes for potential non-conformities. Potential problem impacts are
considered in determining the appropriate actions.
A documented procedure as per MP10 is established and includes identifying potential non-conformities, evaluating
need for action to prevent occurrence of non-conformity, implementing needed preventive action, recording the results of
these actions and reviewing the effectiveness of these actions.
Actions taken to address risk and opportunities are proportionate to the potential impact on the conformity of products
and services, as described on CP-08 Risk Management:
Kirby Risk Categories:

 Strategic Risks
 Financial Risks
 Customer Service Risks
 Environmental Risks
 Health & Safety Risks
 Legal / Compliance Risks
 Quality Risks
 Design & Project Management Risks
 Construction Risks
 Organisational Risks
 Performance Risks
 Information & Technology Risks
6.2 Quality Objectives
Kirby prime Quality Objectives are to achieve the highest possible quality installation, on time and at a satisfactory cost.
These Quality Objectives are consistent with our Quality Policy. The objectives are monitored to verify they are being
satisfied and to revise them as necessary. Individual objectives are established at relevant functions and levels. These
objectives are measured and reported on at Management Reviews.
6.3 Planning of changes
Kirby plans for the activities and resources needed to satisfy the Quality Policy. Our planning processes consider
customer needs, product requirements, processes performance and improvement opportunities. Kirby also has
documented processes for maintaining integrity of the Quality Management System and consider potential
consequences when changes to the quality system are planned and implemented.

7.0 SUPPORT
7.1 Resources
Resources are essential to implement and achieve our Business Strategies and Quality Objectives. We identify and
make resources available, including the necessary people, equipment, organisation structures, information, work
environment and finances.
7.1.1 People
Resources are provided in a timely manner to implement and improve processes of the Quality Management System
(QMS) and to enhance customer satisfaction by meeting customer requirements.
7.1.2 Infrastructure
Our infrastructure provides the foundation for operations. We identify, provide and maintain the infrastructure needed
including workspace, utilities, equipment, software, hardware, tools, transports and communication services.
7.1.3 Environment for the operation of processes
Workplace issues such as Health & Safety, noise, lighting and cleanliness effect work performance. Kirby identifies and
manages these factors to achieve a satisfactory work environment.
Information
The Company ensures that information relating to or affecting the services, such as brochures, standards, and
specifications remains current and in line with the Kirby brand manual.
The requirement for and access to this information is defined in the appropriate processes.
Company generated information is maintained on the computer system, which is backed up regularly. The most
recent back up is taken off site for protection purposes, as specified in CP3. There is a virus checking system for
data. Hardcopy information is maintained by way of controls set out in the Document Control procedure, see –
MP1.
7.1.4 Control of Monitoring and Measuring Resources
Kirby uses monitoring and measuring devices to validate product conformity. Control of monitoring and measuring
devices is carried out per documented Calibration procedure, SP/06 for General Test Equipment and Calibration
procedure, SPP/10 for Power Calibration Test Equipment.
 Kirby identifies Monitoring & Measuring requirements for assuring the conformity of the product to the specified
requirements. Monitoring and measuring devices are used and controlled to ensure the measurement capability is
consistent with the measurement requirements.
 All monitoring and measuring devices are listed in Calibration Logs. This log lists the accuracy required, frequency of
the calibration and status of each device.
 On specified intervals, all measuring and monitoring devices are calibrated against appropriate measurement standards.
The basis used for calibration or verification is recorded.
 All measuring and monitoring devices are safe guarded for adjustments that would invalidate the measurement result.
They are also protected from damage and deterioration during handling, maintenance and storage.
 The results of device calibration are recorded. If the device is found out of calibration, the validity of previous results is
assessed and appropriate corrective actions are taken.

7.1.5 Organizational knowledge
Kirby manage its Organizational knowledge by its procedure Strategy/Innovation (CP10) and KNet (Standard Library/
Quality Alert/ Strategy & Innovation).
7.2 Competence and Training
To achieve objectives we encourage the active involvement of our employees in the Quality Management System. We
ensure that persons performing work are competent on the basis of education, training and experience. See section 7.3.
of this Manual.
7.3 Awareness
We identify the competence needed for each procedure and assess the qualification needed for the employee
performing the activity. Proper training is provided to ensure qualified persons perform the activity. All persons carrying
out assigned tasks are qualified on the basis of appropriate competency, education, training or experience Employees
are made aware of the relevance and importance of their activities and how they can contribute to achieve our Quality
Objective’s.
The Training Officer is responsible for maintaining employee Training records. Appropriate records are monitored and
reviewed on a scheduled basis. Competency is determined by the employee’s Supervisor / Line Manager as specified in
MP4 – Competence, Awareness & Training.
Competency records are maintained, in accordance with the Quality System procedure.
7.4 Communication
Kirby communicates quality requirements, objectives and accomplishments to all levels of our organisation. This
communication takes place through meetings, QEHS Alerts, QEHS Communications, memoranda and email, newsletter,
inductions, workshops, tool box talks, K-Net, website, twitter, LinkedIn etc.
Any communication from interested third parties is responded to as promptly as possible, and in addition records are
kept of all communication in accordance with the Document Control procedure, see - MP 1.
7.5 Documented Information
7.5.1 General:
Kirby Quality Management System includes the processes required by ISO 9001:2015 and Q Mark Standards and other
documents required for the effective operation and control of the processes. Kirby documentation also includes this
Quality Manual, Statements of Quality Policy and Objectives, Quality Processes, Quality Plans, Instruction, Forms and
other documents as appropriate.
The extent and nature of a procedure as documented is based on complexity of the processes. Kirby reviews
contractual requirements, applicable standards and relevant regulations to ensure the necessary documentation is in
place.
The Quality Management System consists of the following main elements:
Quality Policy & Manual

This element describes the Company’s Quality philosophy, Quality system operation and management structure.
Management Processes/Forms
This element consists of Management processes, approved by a Director, which describe Company operations
from contract enquiry to hand-over stage for Contracting. This element also contains samples of management
forms, which are used during a contract or project and are part of the Integrated Management System.
Standard Operational Processes/Forms/Process Flowcharts

This element consists of any general or contract-specific processes, which are either additional special
requirements of a particular client or instructions of a particular client, which support approved Company
processes but must be adhered to. This element also contains samples of standard company forms, which are
used during a contract or project and are part of the Quality Management System.

Discipline specific Processes/Forms/Process Flowcharts

This element consists of any general or contract-specific processes for each one of the Kirby’s discipline, which
are either additional special requirements of a particular client or instructions of a particular client, which support
approved Company processes but must be adhered to. This element also contains samples of standard company
forms, which are used during a contract or project and are part of the Quality Management System.
Corporate Processes/Forms/Process Flowcharts

This element consists of corporate processes, approved by a Director, which describe Group operations from
contract enquiry to hand-over stage for Contracting. This element also contains samples of management forms,
which are used during a contract or project and are part of the Integrated Management System.
Company Objectives
These are discussed and established at the Management Review meeting, for the coming year and may include
Integrated objectives, Operational objectives, or Commercial objectives. The list of objectives is contained in the
minutes of the Management Review and their implementation and effectiveness is discussed and monitored at the
next Review meeting.
7.5.2 Creating and updating
See section 7.5.3 of this Manual.
7.5.3 Control of Documents & Records
Documents & Records are approved for adequacy before they are issued for use. Documents are reviewed and
updated as necessary and re-approved prior to release for use. The changes are identified and communicated to the
document’s user’s.
Relevant versions of applicable documents are available at their point of use (K-Net and the QEHS Drive Folder).
Documents are maintained to ensure they remain legible and readily identifiable. K-Net is the Master folder, accessible
to everyone in the organisation.
A Master list is maintained with the current revision status of controlled documents to prevent unintended use of obsolete
documents. If superseded documents are retained for any purpose, they are suitably identified to avoid inadvertent use.
Obsolete documents are promptly removed from all points of use.
Documents of external origin are identified and their distribution is controlled.

The Master Copy of the complete set of QMS processes as listed in Section 11 of this manual is kept by the Quality
Department. Amendments to these processes are authorised only by the Quality Manager (QM) or Discipline QM.
Records required for the Quality Management System are established, maintained and controlled as evidence of
conformance to requirements and of effective operation. A documented procedure is established for identifying, storing,
protecting, retrieving, retaining and disposition of the quality records. Records are analysed to provide input to corrective
and preventative actions, as well as, to manage and improve the Quality Management System. Procedure MP1 details
the procedure for control of records and documents.
8.0 OPERATION
8.1 Operational Planning and Control
To ensure product realisation, Kirby considers processes steps, desired outputs, control measures, training, equipment,
materials, information and other materials. Quality Plans define needed processes, documentation, specific resources
and facilities. Records are identified to provide confidence in processes conformity and the resulting product. All
standard operating processes and the main individual forms are listed in Section 11 of this Manual.

8.2 Determination of Requirements for Products & Services
8.2.1 Customer Communication
Kirby follows defined processes to communicate with customers regarding inquiries, contracts, customer feedback and
complaints. Because of the nature of the company’s business and its ongoing relationship with long-standing clients
much of our customer communication is by telephone or personal contact. Written confirmation is sought where
necessary or via email.
8.2.2 Customer Requirements
The Contract Management procedure, MP6 is in place to ensure that the company can identify, review and meet the
requirements of the contract and any post-delivery activities, that the requirements are adequately defined and
documented and that any requirements / amendments differing from the quotations are resolved.
In many cases a customer has specific requirements as noted on the project drawings, specifications or noted on
purchase / variation orders or site instruction(s). Customer requirements are identified including product specification,
programme documentation and by industry or regulatory requirements.
8.2.3 Review of Customer Requirements related to the Products and Services
Customer requirements along with Kirby ability to meet these requirements are defined and reviewed before accepting
the purchase / variation order(s) or site instruction(s).
8.3 Design and Development of Products & Services
8.3.1 Design & Development Planning
Where required Kirby will plan and control the design of installations, determining the design stages and responsibility for
the design and the appropriate review and verification stages.
8.3.2 Design & Development Inputs
Design inputs will include functional and performance requirements, regulatory requirements and any other essential
design requirements, including design risk assements. Also standards or codes of practice that the organization has
committed to implement, previous similar design and potential consequences.
8.3.3 Design & Development Controls
At suitable stages review of the design will be performed to evaluate the ability of the results to meet requirements and
to identify and resolve any problems. Records of the results of these reviews shall be maintained.
Design Verification
Verification to ensure design outputs meet design input requirements in accordance with planned arrangements with
records of results maintained.
Design Validation
Design validation will be performed to ensure that the resultant installation is capable of meeting the requirements for its
intended use and results shall be recorded.
8.3.4 Design & Development Outputs
Design outputs shall meet the input requirements; provide appropriate information for purchasing and installation and
identify and residual design risk(s).

8.3.5 Control of Design Changes
Design changes shall be identified and records maintained. All changes shall be reviewed, authorized, verified and
validated. Design processes are as per Design Management procedure, MP11 and to Power Division Design
Procedure, SPP06.
8.4 Control of Externally Provided Products & Services
8.4.1 Information for External Providers
Our purchasing documents describe the product to be purchased. Where appropriate the purchase orders must
specify all Quality System Requirements.
Kirby take into consideration the potential impact of externally provided products and services and determine the
controls to be applied to ensure the company ability to meet customer and applicable statutory and regulatory
requirements.
8.5 Production and Service Provision
Kirby identifies requirements for Operations that deliver services. To meet these needs Kirby reviews its capacity,
training programs, monitoring, communication and other activities affecting the Operations of the company.
8.5.1 Control of Production and Service Provision
Operations are controlled as applicable through:
- Availability of information on product requirements

- Access to work instructions as necessary
- Use of available equipment for operation
- Availability and use of measuring and monitoring devices
- Implementation and monitoring and measuring activities
- Use of defined processes for handover
All work is done to document Quality Plans, drawings & specifications, processes and work instructions, where
necessary.
Plant is maintained, in accordance with the Plant Management procedure, see – MP8, to ensure continued
process capability. Records are maintained, accordingly in the KPS (Kirby Purchasing System).
Product Control
Kirby end product is measured and monitored prior to final handover to our client. Kirby makes sure that the final
product meets all specifications, as set out in the Contract document.
Suppliers Control
Kirby Purchasing Processes are controlled to ensure purchased product conforms to specified requirements. The type
and extent of control applied to our suppliers is dependent on the possible effect of the purchased product on the
subsequent realisation processes and their outputs. Kirby evaluates and selects suppliers based on their ability to
supply products to Kirby requirements. Kirby uses defined criteria for supplier selection, evaluation and re-evaluation. A
list of agreed upon suppliers is maintained. A record of supplier evaluation is also maintained, on own KPS (Kirby
Purchasing System).
8.5.2 Identification and Trace-Ability
Where appropriate for installations completed an Operating & Maintenance Manual (O&M) is provided with a complete
set of Record Drawings which detail all aspects of the installation. Calibration of instruments are as per SP/06 & SPP10.

8.5.3 Property belonging to Customers or External Providers
Where a contract specifies supply of instruments, equipment or material by a Customer for incorporation into a contract,
Kirby maintains processes to verify that the instruments, equipment and material supplied by the Customer for use in the
contract is suitable for its proposed use and for the storage and maintenance of the supplied instruments, equipment or
material. In addition, customer intellectual property and personal data are safeguarded.
Processes to verify and control Customer supplies; equipment and material include:
- Inspection of the instruments and/or equipment supplied.

- Functional testing, where contractually specified and to the extent specified, of supplied instruments and/or
equipment.
- Logging of all supplied instruments and/or equipment on an instrument receipt record.
- Provision of appropriate storage for supplied instruments and/or equipment and material.
- Recording and notifying the Customer of any lost, damaged or unsuitable instruments and/or equipment or
material that have been supplied.
8.5.4 Preservation
Kirby maintains processes for the handling, storage, packaging, preservation and delivery of all instruments, equipment
and/or material. Consideration is given in particular to:
- Providing and adhering to methods of handling that prevent damage or deterioration.

- Establishing secure storage areas both in-house and on-site with documented processes for receipt and
release where necessary.
- Providing suitable protective packaging material where applicable.
- Storage of instruments and equipment under appropriate environmental conditions ensuring that any specific
requirements are adhered to. Identification of instruments and equipment and material to achieve suitable
segregation.
- Ensuring that special care is exercised by personnel and third parties during delivery of supplied and/or
calibrated instruments, equipment and material.
Materials are stored in the Site Stores in defined areas where possible; see Material Control procedure, MP8.
8.6 Release of Products and Services
Kirby policy is to reduce the amount of incoming Inspection to a minimum by ensuring that the source of supply is
capable of providing a product that conforms to requirements. Where appropriate Kirby relies on vendor’s certificate of
conformance generic products and other goods that by their nature cannot be other than visually checked and counted
may go directly to their designated storage area.
Goods that are rejected during Inspections are returned to the receiving area and segregated i.e. Quarantined. The
vendor is informed for proper disposition. Purchasing activities are carried out to documented procedure MP7.
Release of Products & Services
Productivity is monitored and measured to verify customer requirements are met. The monitoring and measurement
activities are carried out at the appropriate stages of product realisation processes in accordance with planned
arrangements. Kirby maintains the evidence of conformity with the acceptance criteria. Records indicate the person that
authorises handover of the product. Product handover does not proceed until all the specified activities have been
satisfactorily completed, unless approved by a relevant authority or the customer. Appropriate records for in-processes
and final tests are maintained.
8.7 Control of Non-Conforming Outputs
Non-conforming product is identified and controlled to prevent its unintended use. Goods received from suppliers and
found to be non-conforming are also segregated in designated areas. Products found in-processes to not conform are
corrected on discovery of non-conformance. All non-conformities are recorded and trends analysed by the Quality
Manager.

When a non-conforming product is corrected it is subject to re-verification to demonstrate conformity to the requirements.
Records are maintained for when the non-conforming product is detected after the customer has started using it. Kirby
takes appropriate actions considering the potential effects of the non-conformity. Non-conformities are recorded and
analysed to determine trends, consider improvements and provide input to management reviews.
This activity is controlled by documented processes as per MP10.
9.0 PERFORMANCE EVALUATION
9.1 Monitoring, Measurement, Analysis and Evaluation
Kirby monitors, measures and evaluates its products, processes and customer satisfaction at the appropriate intervals.
The resulting data is analysed & trended to improve the performance of our Quality Management System.
9.1.1 General
Kirby monitoring and measuring activities are planned and implemented to ensure conformity and achieve improvement.
9.1.2 Customer Satisfaction
Information on customer satisfaction or dissatisfaction is monitored as one of the measurements of Kirby Quality
Management System. Defined methods are followed to obtain and use this information, such as customer feedback,
references, surveys and customer reviews.
9.1.3 Analysis and Evaluation
Kirby collects and analyses data from quality records to determine suitability and effectiveness of the quality system.
The analysis includes data from monitoring and measuring devices and other relevant sources. The data is analysed to
provide information on customer satisfaction, conformity to customer requirements, characteristics and trends of
processes and products including opportunities for preventive actions and performance of suppliers. Also the
effectiveness of the QMS and the actions taken to address risk and opportunities and need for improvements.
9.2 Internal Audit
Periodic internal audits are conducted to verify the quality management system has been effectively implemented and
maintained, as well as, to conform to ISO 9001:2015 and Q Mark requirements. The audit program considers the status
and importance of the activities to be audited as well as results of the prior audits. The plan includes scope, frequency
and methods. Kirby makes sure that audits ensure objectivity and impartiality. Non-conformities found during an audit
are reported to the responsible Supervisor / Line Manager. The auditor and the supervisor will agree on time required to
remedy the non-conformity. The auditor is responsible for follow up to verify effectiveness of the remedial actions taken.
This activity is controlled in accordance with Internal Audit procedure, see – MP9.
Monitoring and Measurement Processes
Kirby applies suitable methods for monitoring and measuring the processes necessary to meet customer requirements.
These methods confirm the continuing ability of each procedure to achieve the planned results. When planned results
are not achieved, corrective and preventive action is taken as appropriate to ensure conformity of the product. Statistical
techniques are not used.
9.3 Management Reviews
9.3.1 General
The Management reviews the Quality Management System annually to ensure its adequacy and effectiveness. This
review is detailed in Management Review procedure, see – MP3 and detailed records are kept at the Head Office. The
reviews analyse current activities that may require changes. Opportunities for improvements are identified. Reviews are
focused on performance improvements and resource planning. Results of Management Reviews are recorded and may
include observations, recommendations, assignments, decisions and conclusions.

9.3.2 Review Inputs
The following topics are covered in Management Reviews:
- Follow up actions from earlier management reviews

- Changes in external and internal issues that are relevant to the Quality Management System
- Customer feedback
- Quality Objectives updated
- Process performance (Non Conformances)
- Quality issues on Kirby projects and Corrective Actions
- Quality KPI update
- Results & Review of previous Audits
- Performance of external providers
- Adequacy of resources
- Actions taken to address risk and opportunities – Impacts to QMS
- Opportunities for improvement (OFI’s) – Quality Initiatives
9.3.3 Review Outputs
Management Review output includes decisions made, and action assignments to improve effectiveness of the Quality
Management System, customer requirements and resource needs in accordance with the Management Review
procedure, MP3. Any issues which arise, requiring corrective action, are handled in accordance with the Corrective
Action procedure, MP10.
The results of the review are documented and filed in accordance with the Document Control procedure, MP1. The
minutes are also circulated to the attendees as a record of the management review.
10.0 IMPROVEMENT
10.1 General
Kirby determine and select opportunities for improvement and implement any necessary actions to meet customer
requirements and enhance customer satisfaction.
10.2 Non-conformity and Correction Action
Kirby takes immediate actions to eliminate the cause of non-conformities in order to prevent recurrence. Corrective
actions processes includes identifying non-conformities, evaluating need for action to avoid recurrence, implementing
the necessary corrective action, recording the results of corrective actions and reviewing the effectiveness of corrective
actions taken.
When a nonconformity occurs, Kirby updates risks and opportunities determined during planning, if necessary.
10.3 Continual Improvement
Kirby continually seeks to improve the effectiveness of Quality Management System through the use of the Quality
Policy, quality objectives, audit results, data analysis, corrective and preventive actions and management reviews and
customer feedback. The overall objective of continual improvement is an improvement in the service provided and
improved customer satisfaction. The Quality Manager is responsible for analysing data and the outcome of this will be
reviewed at Management Review and recorded in the minutes.
11.0 ANNEX
Kirby QMS Layout & Numbering:





QM1 Quality Manual R9 (ISO 9001 - 2015)

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QM1 Quality Manual R9 (ISO 9001 - 2015)

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Date Prepared 24 Jan 2009

Title Quality Manual Revision Date 01-Sep-2016

3. Regional Managers / Associate Directors

4. Contract / Project Managers

5. Site Supervisors (Foremen and Charge hands)

Name Designation Signature Date

Reviewed by Martin Searson Quality Manager 01-Sep-2016

Approved by Ray Ryan QEHS Director 01-Sep-2016

REVISIONS, APPROVALS & DISTRIBUTION

REV NO. DATE DESCRIPTION ORIGINATOR APPROVED ISSUED TO

This is a Controlled Document and is Stored in a Controlled Location

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SECTION TITLE PAGE

1.0 INTRODUCTION TO THE COMPANY ............................................................................................................... 4

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8.7 Control of Non-Conforming Outputs ............................................................................................................. 21

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1.0 INTRODUCTION TO THE COMPANY

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2.0 ORGANISATION CHART

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3.0 RESPONSIBILITIES OF STAFF

3.0.1 Group Managing Director / Group Chairman

3.0.2 Director QEHS

3.0.3 Group Finance Director (Company Secretary)

3.0.4 Group Operations Director

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3.0.5 Directors (Including Associate Directors)

3.0.6 Business Unit Managers (BUM)

3.0.8 Quality Manager

3.0.9 Discipline QA/QC Managers (Mech or Elec)

3.0.10 Contracts Managers / Operations Managers

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3.0.11 Project Managers

3.0.12 Site Supervisors / Lead Instrument Technician

3.0.13 Quality Support Manager

3.0.14 Electricians / Instrument Technician /Plumbers / Welders / Fabricators

3.0.16 Electrical QC Inspectors

3.0.17 Training & Development Co-ordinator

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3.0.18 Project Engineer

3.0.19 QA/QC Engineer

4.0 QUALITY MANAGEMENT SYSTEM:

4.1 Understanding the organization and its context

4.2 Needs & Expectations of interested parties

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4.3 Scope of the QMS

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4.4 Quality Management System and its Processes: