Management Review Agenda V3 To comply with ISO9001:2015 clause 9.2.1 Management review inputs 16th May 2019 Present : Lucy Bennett-Poole, Tony Bennett-Poole, Scott Southall, Fabian Makal & Sarah Jaffray Topic 1.
The status of actions from previous management reviews;
2.
changes in external and internal issues that are relevant to the quality management system;
3.
information on the performance and effectiveness of the quality management system, including
Comments All outstanding items from the previous management review on 27/03/19 were confirmed as completed with the exception of: •
A written process for trade approval.
•
Performance reviews for external providers.
•
Alternative TP leads
Dynamics will still be installed however the timescale has been extended. Sales will likely be the first rolled out in tandem with ACT! ACT license renewals will still be required with 3 x service and 3 x sales deemed adequate during the changeover.
Action
Actionee
Deadline
Dini’s trade approval process t be published on the website; we are still awaiting Giropes.
LBP
01/07/2019
Ongoing
LBP
Ongoing
Ongoing – in house
Service Dept
Ongoing
Ongoing with GCC
LBP
Ongoing
trends in; a) customer satisfaction and feedback from relevant interested parties; Customer Satisfaction
The smiley face survey on the job forms are working well though it was felt that more detailed feed-back should be sought.
Survey designed to target the contract decision maker to ascertain their reasons for renewing with us and feedback for improving our process and performance.
Sales / Admin
01/07/2019
b) Process performance and conformity of products and services;
Giropes PWS68 Indicators are proving time consuming to install in certain environments in comparison to the Dini alternative. Feed-back will be passed onto Giropes with a view they may well be open to adapting the kit to our needs.
Feed-back PWS requirements to Giropes.
LBP
01/07/2019
Voltage stickers on the PWS68 not necessary on FLT’s, these need to be removed.
c) The extent to which quality objectives have been met; 1. Customer Complaints
2. Staff Accidents
As much prep work as possible to be done on the indicators in house to reduce the time upon installation. A Low voltage installation report to be produced highlighting the specific issues.
Turier Zemic NP platforms not up to standard – Sales will consider alternatives at the ordering stage.
Alternative platforms considered.
Quote notification and acceptance emails are going straight to outlook junk folder so orders are being missed, this possibly could be an outlook issue?
Microsoft Outlook to be contacted, in the meantime all office-based personnel are requested to keep Quotewerk Valet open for viewing.
None
None
Service
SS
Sales
On-going
01/07/2019
Ongoing
LBP ASAP
3. Damage to customer
property
4. Late Deliveries
5. Non-conforming Product
6. Warranty Returns
7. Workshop Errors
None
None
Giropes indicator not robust enough for some applications.
Feedback to Giropes
LBP
Sign to be displayed in the workshop warning of open unattended indicators.
FB
Critical Information required:
SS / Service
01/07/2019
None
Electrical fire – Indicator was dismantled and wiring left exposed with washers removed. Indicator over heated, shorted the battery and started to smolder.
8. Preventative Actions
None
9. Corrective Actions
Engineers were requested to ensure information is recorded in full on all job forms to assist the admin functions.
Job Number /Site Postcode / Hours on site / S/N’s / Loadcell info if feasible.
ASAP
Ongoing
10. monitoring and
measurement results;
a.
External audit results;
None
b. Internal Audit results
Currently up to date
Next Audit due end June19
LBP
c.
Carry out Internal Audit Assessment
Ongoing
All
Internal Audit Assessment
30/06/2019 Ongoing
d.
The performance of external providers;
Letter of apology received from Potton Delph. Good relationship with Turiers though quality to be considered constantly. Our relationship with Cognex has broken down and looks to be irreparable, alternative suppliers are to be sourced which has been echoed by customers.
New supplier to be sourced with appropriate light source solutions for our needs.
TBP
Inhouse solution to be investigated.
SS
Ongoing
Door entry keypad to be moved to the pillar next to the door so closer to the door release.
AG
ASAP
Contact Youngs Air Conditioning.
TBP
ASAP
The major customer offenders will be notified of our new procedure. A clause will be added to the repair quote stating the new timescales.
FB / Service
ASAP
The adequacy of resources; a) Facilities - Office
b) IT / Software
Fridge installed. Door entry system to be moved to test prior to a new system being purchased. UPS currently on hold until later in the year as more expensive than anticipated. Air conditioning units to be serviced annually. This years’ service to be booked immediately
c) Workshop
Streamlining of the processes in the workshop to improve efficiency. Workshop to be tidied up with all obsolete equipment to be disposed of. Going forward all customer scales received for repair will be given a window of 1mth from initial inspection to respond to our repair quote. Once this has expired with no response, they will be scrapped.
Following notification to customers, confirmed obsolete scales will be disposed of. The workshop will be tidied up and goods in and repair shelves will be labelled accordingly to improve visibility of order status.
01/07/19
. d) Vehicles
FG64 XWD now fully repaired following 3rd party accident in Jan19.
VO67 ENV insurance claim pursued.
New purchase of BP19 TSV on 17/04/19.
Advertisement on Autotrader to continue running.
SJ
ASAP
Ongoing
BT16 HWX repaired after breakdown on 30th April. VO67 ENV Ford Ranger Wildtrak advertised on Autotrader, however it was involved in another non liable incident on 14/05/19 which will necessitate an insurance claim.
e) Kitchen & WC Facility
Shower leaking.
Shower to be resealed.
Kitchen storage.
SJ volunteered to sort the kitchen out.
SJ
ASAP
Sales Figures – a) New Goods
To be presented to the team at a later date.
Ongoing
b) Contract
To be presented to the team at a later date.
Ongoing
c) Service / Repair
To be presented to the team at a later date.
Ongoing
b)
the effectiveness of actions taken to address risks and opportunities (see 6.1.);
Brexit
Still an unknown quantity in respect of positive or negative effects on the business.
Ongoing
c)
opportunities for improvement.
Skills assessments.
Ongoing.
Ongoing
Dynamics.
Ongoing.
Ongoing
A.O.B
Commission Payments.
A new commission process to be looked into and discussed with the team, possibly an equal distribution share / profitability scheme paid quarterly recognizing everyone’s contribution towards business growth.
d)
It was raised by the engineers that the North / South split gives some a greater opportunity for commission than others.
Overtime Payments - Clarification requested on overtime rules.
Sage 50 Update to be installed in respect of new legal requirements to be tax digital imminent. Following this payroll will be undertaken in house.
Overtime to be discussed with the engineers but flexibility on both sides is requested. Any thing over an hour late was considered overtime with this being chargeable to the customer.
LBP / ABP
01/07/2019
LBP / ABP
01/07/2019
Sage 50 update. ABP
ASAP