Quality Management System

Awareness Session
Learning Focus
• KGS Group quality management systems and its benefits.
• Project records
• Document control
• Processes common to all employees
• QMS activities
• Q and A

Introduction to Quality Management System 2

Quality Management
System
 What is Quality?

https://forms.office.com/r/vz7xv10L4s

Introduction to Quality Management System 4

 What is Quality?
• Quality is conformance to requirements: meeting specifications, products and services that is
free of errors.
• Quality is fitness for use: producing designs that will be built into a product or structure that
does the intended purpose.
• Quality is meeting client expectations: satisfying the client, on time delivery of services.
• Quality is superiority to competitor: how does our service compare to that of competitor,
what makes our KGS brand excellent.

As KGS Group’s employee, we have to believe in our brand and deliver excellent services to our
clients.

Introduction to Quality Management System 5

KGS GROUP QUALITY POLICY STATEMENT
KGS Group is committed to
providing services that
ISO demonstrate excellence in
Engineering and Project

9001 Management. KGS Group is

committed to consistently
providing a high level of
quality to our clients.
R\Operations\Policies

Introduction to Quality Management System 6

 KGS Group Brand Activation Map

Learn more about KGS Group Brand

Introduction to Quality Management System 7
Project Management Overview

OP-15 Project Management

Introduction to Quality Management System 8

IMS Documentation
IMS
Manual Describes the IMS Manual– company goals, mission, vision, policy and explain requirements
of the ISO 9001, 14001, and 45001 Standards.

Integrated
Procedures Describes the established processes of How we do business and Who is responsible to
(IPs) execute the defined processes.

Other
Operating procedures are written instructions intended to document how to perform a routine
Procedures (OPs, activity. Operating procedures help ensure consistency and quality of output.
EPs, HSPs)

Other Instructions Very detailed guidelines of How to implement the processes documented in the Procedures.
These are often department or task specific.
(WIs, SOPs, SWPs)

Documented objective evidence that processes were executed according to the IMS plan
Records and requirements as stated in the Procedures or Work Instructions.

Introduction to Quality Management System 9

 Why do we need OPs and WIs?
• To assist staff with process execution;
• To clarify roles and responsibilities; and
• To ensure consistency in service delivery

OPs and WIs are revised to ensure that

process requirements are relevant and up-
to-date.
They are reviewed by employees and
approved by the appropriate Senior
Management.

Introduction to Quality Management System 10

 Location of Quality Documents
Quality documents can be accessed through
R:\Operations\IMS\OP or KGS Resource –
Integrated Management – Procedures or KGS Hub

• Operating Procedures (OP)

• Work Instructions (WI)
• Reference Material (REF)

Quality Management Hub

Introduction to Quality Management System 11

REF-05 QMS Procedure Position Reference Matrix

REF-05 IMS Procedure-Position Reference Matrix

Introduction to Quality Management System 12
 Benefits of QMS
• Improve senior management decision making ability.
• Improve operational performance to reduce costly errors and budget overrun.
• Increase efficient use of time and resources.
• Motivate, engage and involve all employees.
• Enhance job satisfaction.
• Improve client satisfaction.
• Broaden business opportunities.
• Obtain and maintain globally recognized certification.

Introduction to Quality Management System 13

 Quiz one

https://forms.office.com/r/kHnFsqwLSM

Introduction to Quality Management System 14

Project Records
Project Records
Any document that is an evidence of engineering
or geoscience-related activities, events, or
transactions, or is evidence that
Engineering/Geoscience Professionals have met
their professional and contractual obligations is a
project record.

Proposal folder: P or R:\Projects\YYYY\YY-000-XXXX

Project folder: P or R:\Projects\YYYY\YY-CCCC-XXX

Introduction to Quality Management System 16

Project Records
Documents in File Management System (FMS) can be checked out to U drive or
OneDrive. Always remember to check it back to the central storage.

KGS Resource FMS Training

Introduction to Quality Management System 17

 Why is Review Important?

Execution
• Client requirements • Scope completed
• Project team • Client accepted all deliverables
• Equipment • Kick off meeting minutes • All time and expenses submitted
• Project schedule and approved
• Designs calculation
• Contracts • Internal closeout forms
• Drawings
completed
• Design & field reports
• Progress reports
• Scope changes
• Document control
Start Closeout

Introduction to Quality Management System 18

 Record of Review
Create “Reviewed” sub folder on P or R drive in the appropriate folder to save
record of review.
• OP-01 Design Calculations – Projects\2022\xx-xxxx-xxx\Design
• OP-02 Proposal Preparation - P:\Proposals\2022\ xx-xxxx-xxx \Proposal
• OP-04 Report Preparation - Projects\2022\xx-xxxx-xxx\General\Docs
• OP-13 Drawing Preparation and Verification- Projects\2022\xx-xxxx-xxx\ Dwg
• Other documents - Projects\2022\xx-xxxx-xxx\General\Docs OR
Projects\2022\xx-xxxx-xxx\General \QA

Introduction to Quality Management System 19

 Proposal Preparation
Introduction to Quality Management System 20
Introduction to Quality Management System 21
Documents Control
Document Templates
▪ Encourage repeatability and efficiency.
▪ Promote consistency and uniformity of
our deliverables.
▪ Reduce time wasted reworking or
recreating documents / spreadsheets
for projects or proposals
▪ Add R:\Operations\Templates to your
quick access folder

Introduction to Quality Management System 23

Electronic Signature
▪ Review R:\Operations\QA\Work
Instructions\WI-GNL-02 Electronic
Signature
▪ Complete the e-signature form using
a blue ink.
▪ Set-up e-signature by following the
steps provided for the various PDF
software
▪ Do Not provide your signature to
another employee to apply on your
behalf.

Introduction to Quality Management System 24

Engineering Seal
▪ Review R:\Operations\QA\Work
Instructions\WI-DWG-15 Electronic
Seal Procurement and Use
▪ Complete the e-signature form using
a blue ink.
▪ Do Not use PDF signature to sign
your e-seal. You can still sign
manually or follow the appropriate
ConsignO steps.

Introduction to Quality Management System 25

Master Portal
▪ All correspondence requiring logging,
received and send by KGS Group are
project records and should be
registered within the Document
Control System.
▪ Master portal provides easy access to
all modules relevant to a project,
proposal or client from a single
location.
▪ Work with Admin to ensure that files
are logged with the appropriate
document type.
KGS Resource DMS Training

Introduction to Quality Management System 26

Client Document Control – Third Party
▪ Admin must have login access to the third-
party platform
▪ Admin will save incoming files as
correspondence received and make
document card in Master Portal
▪ Employee will notify Admin of documents to
be uploaded, Admin will add it to KGS
Master Portal make a mock transmittal for
KGS record keeping.
▪ Admin will complete document upload to
the third-party platform.

Introduction to Quality Management System 27

Equipment/ Vehicle /
Flight / Hotel Booking
Cheqroom Account Setup
▪ If you are new to Cheqroom, contact
your Cheqroom admin to get added
as a user.
▪ Read WI-EQP-01 Equipment Usage
and Submission to get familiar with
how to use Cheqroom
▪ Watch how to use Cheqroom on KGS
Campus.

Introduction to Quality Management System 29

Vehicle Booking
▪ Vehicle users are advised to fill out
and submit the vehicle request form
on the quality management page on
KGS Hub.
▪ Read WI-EQP-03: Vehicle Usage and
Submission to get familiar with the
updated process
▪ Vehicle Request Form

Equipment and Vehicle Management & How to use Cheqroom Training

Introduction to Quality Management System 30

Hotel Booking
• Complete hotel & flight booking and pay
• Submit expense report and attach receipt
1. Employee • Accounting process expense and pay

Book & Pay

• If employee is not able to complete flight & hotel booking &

pay
• Employee sends request to Admin
• Admin complete the booking & reservation
2. Admin • Employee must remember to collect receipt at checkout
Book & Pay and send it to payables@kgsgroup.com

Introduction to Quality Management System 31

Expense Report Submission and Approval
Complete • Employee completes expense report and upload supporting
document in Vision. Add descriptive expense report name
Expense • The supporting document will be attached to each line item
Report for approval

• Overhead expense : Approval by appropriate Department

Heads, Regional Office Managers, Associate Principal or
Approval Principals
• Project & proposal expense: Approval by Project Manager

Review and
payment • To be completed by Accounting
processing
WI-VSN-02 Expense Reports
Expense Report Submission and Approval Training
Introduction to Quality Management System 32
Evaluation and
Professional
Development
OP-20 Performance Management
❖ Responsible for this procedure
requirements are:
• Human Resources;
• Department Head;
• Evaluator;
• Reviewer; and
• Employees

❖ Evaluation is conducted annually

OP-20 Performance Management

Introduction to Quality Management System 34

 OP-21 Employee Professional Development
❖Discuss all PD with the Department Head
(DH)
❖Refer to REF-01 Authority Matrix for PD
approval
❖Complete PD request form as required
❖Internal PD does not require PD request
form but obtain DH’s consent to attend.
❖Check KGS Campus for recorded training
that may relate to your role
❖Review the employee internal training
matrix
Employee Internal Training Matrix OP-21 Employee Professional Development

Introduction to Quality Management System 35

Quality Activities
 Why IMS Updates?

•Inform employees of process changes

•Create awareness about new procedures
•Flag recurrent nonconformances
•Provide training notifications

Introduction to Quality Management System 37

 Purpose of Quality Audits

•Verify process reliability and effectiveness

•Obtain direct feedback from employees
•Highlight any bottlenecks in our system
•Identify opportunities for improvement

Introduction to Quality Management System 38

 Expectations during Internal or External Audits
▪ Be aware of requirements as they apply to your work (check REF-05 QMS
Procedure Position Reference Matrix)
▪ Know your job (you are the expert) and be comfortable using KGS
Resource to access proposal / project files.
▪ Know that you are responsible for your work.
▪ Supply requested information – documents/records through KGS Resource
(do not show hard copy or open files from your desktop)
▪ Participate in implementing positive change (KGS Resource – Quality
Mgmt. Suggestion Log)
IP-06 Internal Audit

Introduction to Quality Management System 39

 Nonconformance Log
Identification of Non-conformances
• Inconsistencies / deficiencies / discrepancies / contradictions between what IS and
what SHOULD be are logged in the
(KGS Resource – Quality Management –Nonconformance Log)
– Everyone has access to log!
• May escalate to System Improvement Reports (SIRs) if further investigation into root
cause and corrective and / or preventive action is required.

Remember, an NC is not punitive, it is a log of inconsistency between what IS

and what SHOULD be.

Nonconformance Awareness Session IP-07 Control of Nonconformity

Introduction to Quality Management System 40

 Continuous Improvement

IP - 10

IP-10 Continuous Improvement

Introduction to Quality Management System 41

 Wrap-up

At the end of this session, we hope you:

• Understand quality from KGS Group’s perspective
• Understand the importance of procedures and work instructions to our
processes and project execution
• Know the purpose of internal / external audit
• Understand why we log nonconformance?
• Know the importance of suggestion log

Introduction to Quality Management System 42

 Quality Team Members

Quality Management page on KGS Hub

Introduction to Quality Management System 43

 Question?

Complete the training feedback Survey

 Quiz Two

https://forms.office.com/r/NiDY56cD3U

Introduction to Quality Management System 45