STANDARD OPERATING PROCEDURE SELF IMPROVEMENT PROGRAMME (SIP) FOR P&G ONLY
STANDARD
OPERATING PROCEDURE
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SUBJECT:
SELF IMPROVEMENT PROGRAMME
(SIP) FOR P&G ONLY
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DEPARTMENT : QA
SOP NO. :
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Page No :
Effective Date
:
Next Review :
SOP REVISION :
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1.0
OBJECTIVE:
To lay down a procedure for
conducting the Self Improvement Program (SIP) in a timely and
effective
manner. It also provides a calendar and tracking system for reporting
observations of SIP.
2.0
POLICY:
This SOP is applicable to conduct
the Self Improvement Program, to identify and correct any
deficiencies
in the site’s quality systems at Elegant Chemical Enterprises Private Limited,
Hyderabad.
3.0 PROCEDURE:
3.1 Preparation
of Calendar:
3.1.1
Starting every year an SIP calendar
shall be prepared by the SIP system owner. (QA
Manager)
3.1.2 The calendar
shall be prepared in a way so as to cover all departments for all the concerned
KE
at least twice in a year.
3.1.3 Details of the KE to be covered for each department is given in
attachment 1 “Key element wise SIP audit calendar”
3.1.4
The
calendar shall be signed by the QA and production managers.
3.1.5
The
calendar shall be circulated to all the concerned departments.
3.2 Preparation for SIP:
3.2.1
On
the basis of the calendar plant SIP owner (QA Managers) shall prepare the
participants list which is attached in SIP File.
3.2.2
The
team shall comprise of the SIP team and the SIP leader
3.2.3
It
shall be ensured that the team comprises of a cross-sectional working team.
3.2.4
The
team members shall be qualified in 2 day QAKE and the lead auditor shall be a
qualified in 5 day QAKE ( QA Manager)
3.2.5
The
list shall be circulated to the concerned departments one month before the SIP
schedule.
3.2.6
Plant
SIP owner shall ensure participation of plant leadership at least once every
year.
3.2.7
SIP
owner shall circulate an invite to the concerned members giving the details of
the KE to be audited, department to be audited and timing for audit.
3.2.8
On
the scheduled day the SIP team shall assemble in the designated place.
3.3 SIP PROCESS:
3.3.1 The SIP team shall assemble on the
designated day and shall collect guidelines from lead
auditor.
3.3.2 The focus of the team shall be on the
systems, its effectiveness and behavior.
3.3.3 During SIP the team shall go through the rigor of the audit
process and shall ask for the evidence for a work process being evaluated.
3.3.4 The approach of the team shall aim for finding opportunity of
closing acute and chronic system gaps.
3.3.5 The observations shall be written down and
shall be discussed with the auditee before closing of SIP.
3.3.6 In case the SIP is does not completed in the stipulated time duration then the
remaining shall be done on next day or any other day as decided by the auditor
and the audited department.
3.4 Preparation of SIP report:
3.4.1 The observation from the SIP team shall be
collected by the SIP owner (QA Manager).
3.4.2 The lead auditor shall prepare the consolidated list of the
observation as per the format in Annexure 3 “SIP Quarterly Summary Report”.
3.4.3 The report shall be complied within 7 working days of SIP
completion (by other team auditors).
3.4.4 The report shall be sent to the plant SIP owner (QA Manager).
3.4.5 SIP owner shall allocate the rating to the KE covered in SIP.
3.4.6 The SIP owner shall ensure that the report is circulated to the
concerned department leaders on the same day of report receiving for lead
auditor.
3.5
Action plan and tracking:
3.5.1 On receiving the report the audited department shall provide
action plan within 15 working days of the publishing of the SIP report.
3.5.2 The action plan provided by the departments shall be shared with
the QA leader. In case the action plans are not comprehensive, QA leader can
ask the department to revise action plan provided.
3.5.3 The corrective action plan needs to be closed within 2 months of
the action plan being provided.
3.5.4 The revised action plan shall be provided to the SIP owner in 3
working days.
3.5.5 The systemic action plan shall be closed within 5 months of the
action plan being provided.
3.5.6 In case the systemic or corrective action plan needs more time
same shall be discussed with QA leader and the management.
3.5.7 The action plan shall be reviewed every month for its
completeness with audited department by the QA manager.
3.5.8 The action plan closure shall be tracked and published every
month.
3.5.9 The compliance percentage shall be calculated by formula.
(a/b)*100
Where
a= number of action plan completed on time
in the month of compliance tracking.
b= total number of
action plan in that month.
3.5.10 SIP tracking shall also include following.
3.5.10.1 Number of repeat observations (Observation
repeated in between two audit cycles).
3.5.10.2 Number of action plan completed on time.
3.5.11 A year end summary shall be circulated for SIP highlighting the
major gaps found and the improvement done Annexure 4 “SIP Audit Annual summary
Report.
3.6 External Audit:
3.6.1 In case the site decides to have an external auditor the next
planned SIP shall not be done.
3.6.2 The external audit shall be considered as SIP.
3.6.3 Report and tracking shall be done as per the guidelines given in
3.4 and 3.5
3.10 MEASURE FOR THE EFFECTIVENESS OF SOP:
3.10.1 100 % implementation of the procedure of the
SIP.
4.0 FREQUENCY: SIP
conducted as per calendar.
5.0
RESPONSIBILITY: Executive Q. A.
6.0 REVIEW
GUIDE: --------
7.0
ANNEXURES:
1.
SIP Calendar
2. SIP Audit Report
3. SIP Summary Report
8.0 SOPs DISTRIBUTION:
This SOP shall be distributed to following
Departments:
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Name
of the Department
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Master Copy
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Circulatory Copy
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QA/QC
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√
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√
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Production
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x
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√
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Warehouse
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x
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√
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General
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x
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√
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Maintenance
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x
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√
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