Contract Review Procedure
1 Purpose
• To ensure that customer needs/requirements are adequately defined and documented.
• To ensure that the customer enquiries are recorded and processed efficiently.
• To resolve any differences between contract and the customer requirements.
• To assess PPF’s capability to meet delivery schedule, manufacturing equipment, materials and personnel for an enquiry.
2 Supporting Documents
Quality Manual of PPF, Section 7.2.1
ISO9001:2008 Manual, Section 7.2
Contract Review Sheet (CR-0001)
DOCKET Number (ADM-4-02)
3 Procedure
All the enquiries/amendments shall be received and processed by In Charge Marketing. On receipt of the enquiry from the customer, In Charge Marketing will ensure that customer needs/requirements have been identified and will initiate the contract review using “Contract Review Sheet” (CR-0001). The Contract Review Sheet will be forwarded to MR for analysis, who will estimate cost and obtain feedback on the contract review from the relevant Production departments.
The concerned production department will ensure that the required resources (equipment, tooling, and manpower) are available. Delivery time, quality and cost given by MR will also be evaluated for their achievability. The respective In Charge will review the input of his respective department and send the Contract Review Sheet to GM.
The ADMIN MANGER will review the input of his department and send the Contract Review Sheet to Executive Director for his orders. The order of Executive Director shall be considered as his approval or otherwise. The Contract Review Sheet will then be returned to In Charge Marketing, who will proceed according to orders of Executive Director.
If the enquiry is to be accepted, In Charge Marketing will prepare and send a Quotation approved by Executive Director to the customer. If the enquiry is to be re-negotiated In Charge Marketing will do so with the customer. If and when an agreement is reached, the contract review goes through the same procedure as before.
4.1 Order Processing
On receipt of the confirmed order from customer, Marketing Department will forward a copy of the Purchase order to Admin Manager, who will in turn raise a “DOCKET” (ADM-4-02) and distribute the necessary documents to all the concerned departments.
In Charge Marketing will verify that the terms of the order are the same as the agreement reached with the customer and acknowledge receipt of the purchase order to customer. Any change to the contract /order will be communicated to the customer in writing.
4.2 Amendment in Contract
The customer/PPF amends any of the conditions of the original contract/enquiry/tender, In Charge Marketing will seek written approval from GM in the form of a memo or if required in the form of a new Contract Review Sheet.. The amended contract review shall follow the same procedure as the original contract review. The amendment will only be accepted with mutual agreement of both parties.
5 Tooling Work Orders (from PPF)
All Tooling work orders received from PPF will be received by GM and assessed for completion of information. The accepted order will be approved by PPF, and rejected or incomplete orders will be returned to the customer for rectification.
Any changes/amendments to the work orders can be made in the form of a written request by the customer and will be approved by PPF before implementation.