JPPF MEETING th MARCH 2013 BIRCHWOOD CONFERENCE CENTRE JPPF March S.GOVENDER

CONTENTS JPPF March S.GOVENDER 1.PURPOSE 2.QUALITY OBJECTIVES 3.EIGHT PRINCIPLES OF ISO 9001: BENEFITS TO THE MEMBERSHIP

1.A COST EFFICIENT SOLUTION TO PROCUREMENT 2.CONTINUAL IMPROVEMENT IN PROCESSES, TECHNOLOGY AND BEST PRACTICE 3.ACHIEVING OUTCOMES THAT ARE CONSISTENT, RELIABLY, AND ACCURATE 4.TO BE A VALUE ADDING PARTNER IN THE VALUE CHAIN 5.TO OFFER A PROFESSIONAL SERVICE TO OUR MEMBERS – KEEPING MEMBERS UP TO DATE ON PURCO SA ACTIVITIES, ENSURING WE HAVE QUALIFIED STAFF, ENSURING WE REGULARLY TRAINING STAFF, PRODUCING QUALITY REPORTS QUALITY OBJECTIVES 3 S.GOVENDER JPPF March 2013

EIGHT PRINCIPLES OF ISO 9001: S.GOVENDER 1.CONTROL OF DOCUMENTS 2.CONTROL OF RECORDS 3.MANAGEMENT RESPONSIBILTY 4.MANAGEMENT REVIEW 5.MEASUREMENT, ANALYSIS AND IMPROVEMENT 6.CORRECTIVE ACTION 7.PREVENTIVE ACTION 8.INTERNAL AUDIT JPPF March 2013

CONTROL OF DOCUMENTS & RECORDS JPPF March S.GOVENDER 1.COMBINED CONTROL OF DOCUMENTS AND RECORDS, - A DOCUMENT IS ANY WORK IN PROGRESS, AND WHEN FINALISED BECOMES A RECORD 2.PROPER FILING SYSTEM IN PLACE - NEW NUMBERING SYSTEM DEVELOPED, REFERENCE NUMBERS ALLOCATED FOR ALL DOCUMENTS 3.ACCESS TO DOCUMENTS RESTRICTED -REGISTER COMPLETED,14 DAY RETENTION PERIOD 4.RECORDS OF THE ORGANISATION INCLUDE TENDER DOCUMENTS, SUMMARY REPORTS, CONTRACTS, MEMBER SURVEYS, NON-CONFORMANCE REPORTS, MINUTES OF MANAGEMENT REVIEW MEETINGS ETC.

MANAGEMENT RESPONSIBILTY JPPF March S.GOVENDER 1.MANAGEMENT OF THE COMPANY RUNS THE BUSINESS, POLICIES ARE PUT IN PLACE TO HELP RUN THE ORGANISATION, ALL COMMUNICATED TO STAFF (QUALITY POLICY, TRAINING POLICY, PROCUREMENT POLICY, TRAVEL POLICY). 2.MANAGEMENT APPOINTED A MANAGEMENT REPRESENTATIVE TO OVERSEE THE QMS. MANAGEMENT REP IS THE CHAMPION OF THE QMS, THEY TAKE FULL RESPONSIBILITY AND ARE ACCOUNTABLE FOR EVERYTHING THAT HAPPENS REGARDING QUALITY IN THE ORGANISATION.

MANAGEMENT REVIEW JPPF March S.GOVENDER 1.MANAGEMENT REVIEW MEETINGS HELD EVERY QUARTER 2.MATTERS UNDER REGULAR REVIEW 2.1 INTERNAL AUDIT RESULTS 2.2 CUSTOMER FEEDBACK (MEMBER SURVEYS) 2.3 STATUS OF CORRECTIVE AND PREVENTIVE ACTION 2.4 FOLLOW UP ACTIONS FROM PREVIOUS MEETINGS 2.5 CHANGES AFFECTING THE QMS 2.6 RECOMMENDATIONS FOR IMPROVEMENT 2.7 ACTION PLAN DEVELOPED

JPPF March S.GOVENDER MEASUREMENT, ANALYSIS& IMPROVEMENT 1.MEMBER SURVEY - ONE CONDUCTED LATE LAST YEAR, 60% SATISFACTION ACHIEVED, THE TARGET IS 90% SATISFACTION 2.CUSTOMER SATISFACTION INDEX (CSI) - CALCULATED USING MEMBER SURVEYS 3.IMPROVED COMMUNICATION – BEEN A HUGE PROBLEM AND NOW A PLATFORM IS THERE TO DISCUSS ANY ISSUES THAT NEED TO BE ADDRESSED 4.PROBLEMS ADDRESSED EFFICIENTLY & EFFECTIVELY – ANY PROBLEMS IDENTIFIED, THROUGH EXTERNAL & INTERNAL PROCESSES WILL BE ADDRESSED

JPPF March S.GOVENDER CORRECTIVE & PREVENTIVE ACTION 1.CORRECTIVE ACTION IS RECTIFYING AN IDENTIFIED ERROR OR NON-COMPLIANCE 2.PREVENTIVE ACTION IS IDENTIFYING POSSIBLE PROBLEMS THAT COULD BE ENCOUNTED IN THE FUTURE 3.NON-CONFORMANCE REPORT - PLUS MINUS 50 HAVE BEEN RAISED, RANGING FROM NON-CONFORMANCES RAISED AGAINST SUPPLIERS, TO NON-CONFORMANCES RAISED FROM INTERNAL AUDITS 4.CORRECTIVE ACTION REGISTER (14 DAYS CLOSURE PERIOD) 5.FOLLOW UP AFTER 30 DAYS OF CLOSURE TO ENSURE THE SAME PROBLEM DOES NOT RE-OCCUR 6.RISK MANAGEMENT REGISTER (PREVENTIVE ACTION )

INTERNAL AUDITS 10 S.GOVENDER JPPF March HELD EVERY QUARTER 2.CHECK COMPLIANCE TO PROCEDURE 3.CHECK IF CONTRACTS SIGNED APPROPRIATELY 4.DETAILED AUDIT REPORT PRESENTED TO STAFF 5.ACTION PLAN DEVELOPED 6.CONTINUAL IMPROVEMENT

BENEFITS TO THE MEMBERSHIP 11 S.GOVENDER JPPF March IMPROVED MEMBER FOCUS ON MEMBER NEEDS 2.IMPROVED COMMUNICATION 3.PROBLEMS ADDRESSED AND SOLVED MORE EFFICIENTLY AND EFFECTIVELY IN A STRUCTURED AND CONSTRUCTIVE MANNER 4.GREATER CONTROL OF PROCESSES 5.ANNUAL EXTERNAL AUDITS BY THE SABS – BRINGS IN AN OBJECTIVE VIEW FROM A REPUTABLE ORGANISATION TO AUDIT OUR PROCESSES 6.IMPROVED MANAGEMENT AND CONTROL OF INFORMATION 7.WORLDWIDE RECOGNISED STANDARD

JPPF March S.GOVENDER THANK YOU