HUQAS APPAREL

System Procedure For Control of Externally Provided Process,

Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

System Procedure for

Control of Externally Provided Process,
Products and Services

In Compliance with ISO 9001:2015 and ISO 14001:2015 Standards

(Clause # 8.4, 8.1 and sub clauses)

Copyright

The copyright of this procedure, together with all confidential information contained herein is the
sole property of Huqas Apparel.

It may be copied in full or in parts only by the Management / personnel and only for the purpose
of textile products manufacturing related activities. Disclosure and copying of any information
contained within this procedure to any person(s) outside the employee of Huqas Apparel without
written permission/authorization of the Manager HR & Admin or CEO is strictly prohibited.

Prepared By: _________________________ 01st April 2022

Manager HR & Admin/MR

Reviewed By: _________________________ 05th April 2022

Director

Approved By: _________________________ 11th April 2022

CEO

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

Amendment Sheet

Section Amendment
Date Revision # Amendment Detail Signature
Affected Approved by

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

1.0 PURPOSE:

The purpose of this procedure is to;

 To ensure that all externally provided process, products and services are made
from sources that can meet our customer or internal quality requirements and
applicable legal and other requirements related to product quality and
environment.
 Determine and apply criteria for the evaluation, selection, monitoring of
performance, and re-evaluation of external providers.
 Ensure that purchased products and services meet specified requirements.
 To achieve the objectives of cost, quality, quantity, time accountability and
transparency, environmental protection and waste prevention in procurement
process.

2.0 SCOPE:

This procedure is applicable to all departments of Huqas Apparel as per define in

QMS and EMS Scope.
.

3.0 DEFINITIONS, ABBREVIATIONS AND CONCEPTS:

HA Huqas Apparel
IMS Integrated Management System (Quality Management System and
Environmental Management System)
QMS Quality Management System
EMS Environmental Management System

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

SP System Procedures (Quality Management System and Environmental

Management System combine procedure as per requirement of ISO
9001:2015 and ISO 14001:2015 Standards)
QP Quality Procedures (Quality Management System Procedure as per of
ISO 9001:2015 Standard)
EP Environmental Procedures (Environmental Management System
Procedure as per of ISO 14001:2015 Standard)
MR Management Representative
HOD Head of Department
CR Common Record (Integrated Management System Record)

4.0 RESPONSIBILITIES AND AUTHORITIES:

4.1 CEO
4.2 Director
4.3 Manager HR & Admin/MR
4.4 Production Manager
4.5 Fabric Manager
4.6 QA Manager
4.7 PPC Manager
4.8 Purchaser
4.9 Storekeeper

5.0 PROCEDURE

5.1 Pre-Qualification of External Providers:

Huqas Apparel has determined the mechanism for the selection of external
providers. HA receives information of external providers through market search,
market links, presentations, internet, personal relation, media post, email etc. For all
kind of purchases from external providers (except general items like kitchen stuff,

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

stationery, and cleaning items etc) which can affect our integrated management
system or our ability to provide agreed products to our valued customers and can
have significant impact on environment will be pre-qualified, and only those external
providers will be approved who will fulfill the requirements as HA will define.
Moreover selection of the external providers is required only for those external
providers whose;
• Products and services which are intended for incorporation into the
company’s own products.
• Products and services which are provided to the customer by external
providers on behalf of the organization or;
• A process, or part of a process, is provided by an external provider as a
result of a decision by the organization.
• Product, services, process, or part of a process have significant
environmental impact associated with the transportation or delivery, use,
end-of-life, treatment and final disposal of its product, services or process.

5.1.1 Following is the detail of prequalification process;

• External providers will be invited to submit the company profiles for pre-
qualification.
• Profiles of external providers will be reviewed and evaluated.
• MR with the coordination of relevant staff will prepare and maintain the pre-
qualification form along with necessary documents.
• He will ensure that external provider is committed to follow all quality and
environmental related applicable requirements.
• External provider is committed to safeguard environment and control
environmental pollution.
• External provider is committed to adopt safe and healthy work practices.
• External provider is committed to fulfill all ethical and socially accountable
requirements.

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

• Negotiations will be called and on the basis of information provided by

external provided and pre-qualification form external provider will be
approved with the coordination of concerned HODs.
• After approval, external providers will be enlisted in the “Approved External
Provider List”.

5.2 Material Issuance and Procurement Process:

5.2.1 In case of any replacement or new material/ services is required in any
department, relevant HOD will contact to the accessory store for material
availability. If the material is available, relevant HOD will prepare Material
Requisition and submit it to store department for material issuance.
In case material is not available, HOD will prepare the material purchase
requisition mentioning when purchasing is required. Material purchase requisition is
forwarded for approval to CEO/Director. After approval, approved material
requisition form will be sent for purchasing to Purchaser.
For fabric, Fabric Manager is responsible for arranging the yarn for knitting
and weaving. For Dyeing/Process/Printing, PPC Manager is responsible.

5.2.2 Purchaser/Fabric Incharge/PPC Manager will request to external provider as

mentioned in approved external provider list for quotations. After receiving of
quotations, Director will review the quotations. After negotiation with relevant
external providers quotations will be forwarded to CEO for his approval. After
quotation approval, Purchaser/Fabric Incharge/PPC Manager will prepare Purchase
Order. Necessary information related to product quality and environment will be
communicated to external providers with PO. Purchase Order will be sent to
relevant external providers for purchasing.

5.2.3 Fabric Incharge, PPC Manager and Purchaser are responsible for
communication with external providers. They will ensure the adequacy of

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

requirements prior to their communication to the external provider. Samples (if

possible) will be provided to external provider for their references.
They will communicate to external providers their requirements for:
a) the processes, products and services to be provided;
b) the approval of:
1) Products and services;
2) Methods, processes and equipment;
3) The release of products and services;
c) Competence, including any required qualification of persons;
d) The external providers’ interactions with the organization;
e) Control and monitoring of the external providers’ performance to be applied by
the organization
Verification or validation activities that the organization, or its customer, intends to
perform at the external providers’ premises.
f) Environmental protection and pollution prevention.

5.3 Incoming Material Inspection:

5.3.1 Storekeeper will ensure the material at the time of material receiving as per
PO. Purchased material will be placed in Inspection Area. Relevant department
head or representative from relevant department will inspect the incoming material
as per PO or given sample. Storekeeper will prepare the Incoming Material
Inspection Form. Storekeeper will be responsible for general items inspection i.e.
stationery, food items, cleaning items etc.

5.3.2 If the material is as per user requirements it will be passed and allotted a
Goods Receipt Number and issued to relevant department on request.

5.3.3 If the material is not as per requirements, it will be rejected and Purchaser
will inform to relevant external provider about rejection and arrangements for

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

replacement. Onsite/Field QC are responsible for quality of the products being

produced by external providers and also responsible for completion of related
documents. Field QC will collect lab reports from external providers (where
applicable) and submit to PPC Manager for records. Purchaser will be responsible
for all documentation of the accessories purchasing process. Fabric Incharge is
responsible for documentation of yarn purchasing, knitting and weaving. PPC
Manager is responsible for documentation of Dyeing, Processing and Printing.
Storekeeper and Fabric Store Incharge will be responsible for maintaining the
stock. All material will be placed in their designated areas and stock will be updated
regularly. Non-conforming material will be placed separately and identified
accordingly to avoid mixing with conforming material.

5.4 Performance Monitoring of External Providers:

5.4.1 Storekeeper and Fabric Store Incharge will prepare the performance
monitoring data of each delivery.
5.4.2 Those services or products which are regularly provided by external provided
and cannot be measured on delivery basis will be monitored on monthly basis
performance.
5.4.3 Storekeeper and Fabric Store Incharge will prepare Data Analysis Sheet of
external providers performance with the help of concerned department head and
give rating according to mentioned below criteria:

Areas Criteria Grade Rating

Given below Market Rates Excellent 4
Given according to Market Rates Good 3
Price
Given little bit above Market Rates Fair 2
Given more than Market Rate Poor 1
Quantity Quantity as per Contract / Order Excellent 4
Less 5% Quantity as per Contract Good 3
Less 10% Quantity less as per Contract Fair 2

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

Areas Criteria Grade Rating

Less 15% Quantity as per Contract Poor 1

100% As per given specs Excellent 4
95% as per given specs Good 3
Quality
90% as per given specs Fair 2
80% as per give specs Poor 1
As per contract Date Excellent 4
5-days late as per contract date Good 3
Delivery
10-days late as per contract date Fair 2
15-days late as per contract date Poor 1
0% as per given specs Excellent 4
2% as per given specs Good 3
Rejection
5% as per given specs Fair 2
10% as per give specs Poor 1
Fulfilling all Environmental Excellent 4
Commitments
Improving in Fulfilling Environmental Good 3
Environmental
Commitments
Performance
Partially Fulfilling Environmental Fair 2
Commitments
Violating Environmental Commitment Poor 1

5.5 Evaluation of External Providers:

5.5.1 All external providers will be evaluated on annual basis. External Provider
Evaluation Form will be used for evaluation. Evaluation of the external providers will
be done on the basis of External Providers Performance Data Analysis Sheet.

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 HUQAS APPAREL
System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

5.5.2 On the basis performance monitoring data Analysis, the external provider
who will get 80% marks, will be rated as “A” , 70% marks, will be rated as “B”, 60%
marks, will be rated as “C”, 50% marks or less, will be rated as “D”. Two
transactions will be allowed to “D” category to make his service/product better. If the
performance of external provider does not increase, external provider will be
removed from the approved external providers list. If the external providers violate
environmental commitments, it will be marked as black listed. In case of only one
external provider of any material/service, performance monitoring and evaluation
will be conducted as same and if it gets less than 50% marks, transactions will
remain continue until its substitute/competitor is not available.

6.0. RELATED DOCUMENTATION

Sr. # Document name Document Number Retention Period

1. Material Requisition SP11-CR-01 3 Years
2. Material Purchase SP11-CR-02 3 Years
Requisition
3. Purchase Order SP11-CR-03 3 Years
4. External Providers Pre- SP11-CR-04 3 Years
Qualification Form
5. External Provider SP11-CR-05 3 Years
Performance Monitoring
Data Analysis Sheet
6. External Provider SP11-CR-06 3 Years
Evaluation Form
7. Approved External SP11-CR-07 3 Years
Providers List
8. Stock Report SP11-CR-08 3 Years
9. Incoming Material SP11-CR-09 3 Years
Inspection Form
10. Knitted Fabric Inspection SP11-CR-10 3 Years
Report
11. Weaved Fabric Inspection SP11-CR-11 3 Years
Report
12. Dyeing/Processing/Printing SP11-CR-12 3 Years
Inspection Report
13. External Provider 3 Years
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System Procedure For Control of Externally Provided Process,
Products and Services
Document #: HA-SP-11 Issue No. 01 Issue Date: 01-04-2022

Commitment Letter
14. External Lab Test Reports 3 Years

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