SAI-QMS-QM-001

Quality Manual

 

Authorization Code:SAI/ QMS/QM/001
Title:QUALITY MANUAL
Area:CORPORATE
Version No.:01
Revision No. :00
Created by:MANAGEMENT REPRESENTATIVE
Approved by:CHANCELLOR
Date of version:1st MAY 2015
Signature:

Distribution list

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 Change History

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QUALITY MANUAL

Table of Contents

 

  1. Foreword
  2. About Organization
    1. Historical Background
    2. Institute’s Vision
    3. Institute’s Mission
    4. Institute’s Core Values
    5. Institute’s Goals
    6. Institute’s Code of Ethics
    7. Governance Structure
    8. Academic Programmes
  3. Purpose, Scope, Users and Exclusions
    1. Purpose
    2. Scope
    3. Distribution of the SAI Quality Manual
    4. Exclusions
  4. Terms and Definitions
  5. Quality Management System
    1. General Requirements
    2. Document Requirements
      1. General Requirements
      2. Quality Manual
      3. Control of Documents
      4. Control of Records
  6. Management Responsibility
    1. Management Commitment
    2. Customer Focus
    3. Quality Policy
    4. Planning
      1. Quality Objectives
      2. Quality Management System Planning
    5. Responsibility, Authority and Communication
      1. Responsibility and Authority
      2. Management Representative
      3. Internal Communication
    6. Management Review
      1. General
      2. Review Input
      3. Review Output
  7. Resource Management
    1. Provision of Resources
    2. Human Resources
      1. General
      2. Competence, Awareness and Training
    3. Infrastructure
    4. Work Environment
  8. Product Realization
    1. Planning of Product Realization
    2. Customer Related Processes
      1. Determination of Requirements related to the Product
      2. Review of Requirements related to the Product
      3. Customer Communication
    3. Design and Development
      1. Design and Development Planning
      2. Design and Development Inputs
      3. Design and Development Outputs
      4. Design and Development Review
      5. Design and Development Verification
      6. Design and Development Validation
      7. Control of Design and Development Changes
    4. Purchasing
      1. Purchasing Process
      2. Purchasing Information
      3. Verification of Purchased Product
    5. Production and Service Provision
      1. Control of Production and Service Provision
      2. Validation of Process for Production and Service Provision
      3. Identification and Tractability
      4. Customer Property
      5. Preservation of Product
    6. Control of Monitoring and Measuring Equipment
  9. Measurement. Analysis and Improvement
    1. General
    2. Monitoring and Measurement
      1. Customer Satisfaction
      2. Internal Audit
      3. Monitoring and Measurement of Processes
      4. Monitoring and Measurement of Product
    3. Control of Non-conforming Product
    4. Analysis of Data
    5. Improvement
      1. Continual Improvement
      2. Corrective Action
      3. Preventative Action
  10. Appendices
    1. List of QMS Procedures
    2. Process Interaction Matrix
    3. Outsourced Processes


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Foreword

Sustainable Agriculture Institute (SAI) is committed to providing quality teaching and learning, research, consultancy and community outreach services, good governance and management. To achieve these objectives, the institute management has undertaken to use Quality Management System (QMS) to provide services that can be measured against international standards.

Further, the Institute has trained staff on QMS, put in place mechanisms for effective systems such as clear documented procedures for various activities. To realize the excellence we all desire, we have embraced change and quality service not as an act but as a habit by all staff to our customers and stakeholders.

The Institute shall emphasize on implementation on agreed processes, review changes with an aim of continual improvement and provision of quality services. Quality should be a business for all us. It is our collective responsibility to turn the university round to create a conducive and efficient environment to achieve our objectives

Beau Wickboldt

Chancellor

Sustainable Education Institute


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About Organization

Historical Background

SAI is an Open Education Institute which was founded on the Principle of Taxonomy that mixes Online Education with Experiential Learning Practicums, to form a Holistic Learning Curriculum, powered by Educational Technologies and Professional Pedagogy. SAI believes this is the future of a world with Equitable Global Education.

SAI was founded in 2015 by the partnership of a passionate Educator (Beau Wickboldt) and a professional Web Developer (Jason Stephens).  With the collaboration of the varied expertise and experiences they create the e-campus Educational Platform to merge the best of the Online Education Experience with the best of Hands-on Education.

They based SAI’s e-campus on the strong foundation of providing Lifelong Learning topics that can help people and create a world through teaching Real World and Self-applicable Knowledge in a way that provides knowledge to a wide and varied audience. This is what makes the e-campus Education Platform a Success.

The success of the Platform has drawn support and collaboration from other like-minded Educators who want to have the ability to share their knowledge in a more open manor. The power of the e-campus platform transforms education from a one dimensional experience to a true collaboration between the Educator and Students. This Allows for a more controlled flow of Informational Communication to become a true asset of the educational experience.

Giving the student the freedom to decided when, where and what he or she wants to learn is transforming education. SAI is working diligently to firmly make itself a leader in the charge to Free Knowledge.

 

Institute’s Vision

Vision Statement

The Sustainable Agricultural Institute will meet the changing needs of society by building on its traditions of innovation, problem solving, and interdisciplinarity.

S.A.I. aims to provide every human being, especially those who are socially, economically and/or physically underprivileged, with life-long learning opportunities for their intellectual, professional, spiritual, and leadership development and growth.

S.A.I. strives to provide:

  1. The Most Inexpensive and Competitive Tuition Rates;
  2. Education for International Students Certification in their home country; (After completing the requirement through 100% online education)
  1. Scholarships or financial assistance to the underprivileged or less fortunate; (e.g., disable, deaf, or blind), military, or seniors;
  1. Practical Hands-on Education. (e.g., case studies and practicum)

Institute’s Mission

Mission Statement

To create and disseminate knowledge through research and creative inquiry, teaching, and learning, and to transfer our intellectual product to enhance society in meaningful and sustainable ways.

To serve our students by teaching them problem solving, leadership and teamwork skills, and the value of a commitment to quality, ethical behavior, and respect for others.

To achieve these ends by pursuing the advantages of a diverse and relatively small community, open to the exchange of ideas, where discovery, creativity, and personal and professional development can flourish.

 

Institute’s Core Values

In support of our Mission, we Value:

  • operating with a global mindset in all organizational functions and actions;
  • providing our services with the highest quality;
  • collegiality and peer engagement in continuous improvement;
  • conducting ourselves with the highest level of integrity and mutual respect;
  • embracing diversity in advancing quality management education worldwide;
  • conducting ourselves in a socially responsible manner that benefits our local and worldwide communities.

Institute’s Goals

Organizational Goal Statements

Goal 1:

SAI advances excellence in collegiate management education through world class accreditation and quality assurance services.

Goal 2:

SAI informs and influences management education stakeholders through research, communication and outreach.

Goal 3:

SAI assists the world by addressing sustainability in management of education challenges and improving the quality of sustainable education through an array of comprehensive value-added services.

 

Governance Structure

The governance structure is based on the SAI Charter. The governance and the administrative structures are as shown in Figure 1 and Figure 2 respectively. The Act establishes functions of the Institute, membership and governance of the Institute, financial provisions and miscellaneous provisions.

The Institute is run by the Board of Governors, with day to day activities being managed the Institutes Chancellor. The academic programs are approved and administered by the Board of Governors.

Currently, the Institute has four sub-institutes namely:

  1. Sustainable Agriculture Institute
  2. Natural Nutrition Institute
  3. Natural Wealth Institute
  4. English Education Institute

Figure 1: OC1 e-campus Education Institute Organization Chart

Figure 1: OC1 e-campus Education Institute Board of Governors Organization Chart

Academic Programmes

All academic programmes are approved by the Board of Governors and coordinated by the respective Institutes and departments as shown in Table 1.


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Purpose, Scope, Users and Exclusions

Purpose

This manual is the ultimate Quality Management System documents at SAI and comprise of Quality Policy statement (QP), Quality objectives (QO), Mandatory procedures (MP), Operating procedures (OP) and Work Instructions (WI).

The quality manual documents management system of SAI is to demonstrates the capability to consistently provide quality products, services and continual improvement that address customer requirements.

 

Scope

This is a Quality Manual (QM) for SAI. The manual specifies requirements for the Quality Management System (QMS) as implemented by SAI in respect to services offered to customers in academic, administration and welfare departments and takes into statutory and regulatory requirements. The implementation of QM is intended to enhance customer satisfaction and continual improvement. The scope for certification for SAI’s covers the main e-Campus and its constituent Institutes and physical campuses.

 

Distribution of the SAI Quality Manual

This QM shall be used within SAI main Institute and its constituent Institutes and campuses. Distribution in part or as a whole of this manual is only permitted with express authority of the Chancellor or Management Representative (MR) as may be appropriate. This manual be may be given to any person(s) as interested party(ies) to explain SAI institution and processes and such a document shall be deemed uncontrolled.

All printed copies of this manual shall be deemed “Uncontrolled”, unless stamped “Controlled” and distributed to the following:

  • Management Representative (MR)
  • Chancellor
  • Directors of Institutions
  • Registrars

Exclusions

All requirements of ISO 9001:2008, IWA 2, Quality Management Systems, as pertaining to Higher Education Requirements are applicable to this QMS and hence no clauses of the standard have been excluded from SAI activities.


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Terms and Definitions

For the purpose of this Quality Manual, the terms and definitions listed in the SAI references and those of ISO 9000:2005 “Quality management systems; Fundamentals and vocabulary” document shall apply as per the latest versions.

These include the following:

  1. Chancellor – The President or a person appointed by the President to be the head of the Institute
  2. College – An entity established within the Institute consisting of such Schools, centres, as may be provided by the statutes.
  3. Colleges Principals – Academic and Administrative heads of the colleges, responsible to the Vice-Chancellor for maintaining and promoting efficient management of the college.
  4. DVC (A&F) – Deputy Vice-Chancellor (Administration and Finance): Head of Administration and Finance Division, responsible for human resource management, finance and assets.
  5. DVC (ASA) – Deputy Vice-Chancellor in charge of Academic and Students’ Affairs: Head of Academic Division responsible for development of syllabi and regulations, examinations, postgraduate studies, admissions and academic staff training
  6. DVC (RPE) – Deputy Vice-Chancellor in charge of Research, Production and Extension: Head of Research, Production & Extension responsible for research planning, co-ordination, administration, and logistical support for research at all levels.
  7. HoD – Head of Department/Section
  8. Lecturer – A person on the staff of the Institute who is a professor, associate professor, senior lecturer, lecturer or assistant lecturer, or a person who holds any other teaching or research post which the council, with the recommendation of the senate, has recognized as a post having academic status of the University.
  9. Management Representative (MR) – An officer appointed by the Institute Management who is in charge of maintenance and improvement of the QMS.
  10. Procedure – A procedure is part of a process. A procedure describes “how-to” or step-by-step instructions that implement the process.
  11. Process – A process is an integrated set of activities that uses resources to transform inputs into outputs.
  12. Product – The Institute has identified its product as Educational Service.
  13. Senate – Supreme academic organ that determines and oversees all academic programmes of the Institute.
  14. Statutes – Rules and regulations established by the Institute council for governance, control and administration of the Institute.
  15. Student – A person registered by the Institute for the purposes of obtaining a qualification of the Institute or any other person who is determined by the senate to be a student.
  16. System – several interconnected processes connected through input-output relationships.
  17. Top Management – Members of Institute Management Board
  18. Institute Management Board (IMB): – Coordinates Institute development plans, ensures efficient management of resources, and makes proposals to the Institute Council and Senate on policies that have Institute wide application.
  19. Institute Council – Supreme organ charged with the governance, control and administration of the Institute.
  20. SAI – Sustainable Agriculture Institute.
  21. VC – Vice-Chancellor: The Chief Executive of the Institute appointed by Institute council

 


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Quality Management System

General Requirements

The Institute has identified and established processes needed for the QMS and complies with ISO 9001:2008, IWA 2, Quality Management Systems, as pertaining to Higher Education Requirements International Standard. These include processes for planning, product realization, measurement, analysis and improvement to enhance customer satisfaction in form of procedures (Appendix 9.1).

The Institute shall ensure that process and control of relevant processes is effective by ensuring the availability of resources needed to support the QMS. The Institute has developed a process interaction matrix (Appendix 9.2) showing the sequence of their interaction, and procedures needed for the QMS.

In implementing the QMS, SAI is committed to:

  • Determined the processes and methods needed for the QMS and make sure their control is effective
  • Ensure the availability of resources and information to support the operation and monitoring of these processes
  • Lay a coordination mechanism to monitor, measure and analyse these processes
  • Embark activities necessary to achieve intended results and continual improvement of these processes

The Institute shall from time to time identify and develop any new processes and procedures needed to provide services and products and include them in the QMS.

SAI shall control out-sourced processes using departmental procedures as necessary.

The outsourced processes include:

  1. Construction
  2. Repairs and maintenance
  3. Consultancy services
  4. Printing
  5. Statutory audits
  6. Legal
  7. Health (Appendix 9.3)

 

Document Requirements

General

This quality manual contains documented statements of our quality policy and quality objectives and references the documented procedures required by ISO 9001:2008, IWA 2, Quality Management Systems, as pertaining to Higher Education Requirements and other documents needed to ensure effective planning, operation and control of our key processes.

The level and type of quality management system documentation established for our business is continually reviewed to ensure it remains appropriate for the complexity of the interactions of our core processes and the competence of our employees. Quality management system documents and data exist in hard copy and electronic format.

The quality management system documentation includes this quality manual, quality procedures, forms and other internal and external documents and data needed to manage, perform or verify work affecting product quality.

The QMS documentation for SAI includes:

  1. Quality Policy Level 1
  2. Quality objectives Level 1
  3. Quality Manual Level 1
  4. Mandatory procedures Level 2
  5. Operation Procedures Level 3
  6. Work Instructions Level 4
  7. Documents of External origin Level 4
  8. Records as required by SAI. Level 5

Quality Manual

This Quality Manual has been developed by SAI Management in conjunction with all relevant staff members. The manual contains quality policy statement, quality objectives, scope of the QMS and references to the procedures of the QMS. The QM gives short policy statements guiding how various activities within the QMS shall be undertaken. The procedures are interdependent but have a functional relationship for effective and enhanced service delivery.

 

Control of Documents

The Institute shall put mechanisms in place to ensure QMS documents are controlled. Documents required by the QMS shall be controlled as outlined in the Procedure for Control of Documents (SAI/QMS/MP/001). The control mechanism includes availability of relevant versions, controls for approval, review, update, revision, legibility and availability. Documents of external origin determined by the SAI to be necessary for the planning and operation of the QMS are identified and their distribution controlled.

Obsolete documents are suitably identified and appropriately discarded to prevent unintentional use.

Control of Records

SAI has developed the procedure for the control of records (SAI/QMS/MP/002) The procedure provides evidence of conformity to requirements and of the effective operation of the QMS. The control of records shall ensure that they are legible, readily identifiable and retrievable. Further the procedure shall guide on identification, storage, protection, retrieval, retention and disposition of records.


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Management Responsibility

Continued process improvement is enabled through the Quality Policy, Quality Objectives, planned Management Review Meetings (MRM) and the provision of resources towards the Quality Management System.

Management Commitment

The SAI Management through Quality Policy is committed to the development, implementation and continual improvement of the QMS. The management shall make sure the Quality Policy and Objectives are available and understood by the entire staff, and its importance in meeting customer, statutory and regulatory requirements. The management shall have regular reviews of the QMS to ensure conformity. The management shall ensure availability of adequate resources for effective implementation of the QMS.

Customer Focus

The SAI Management’s primary concern is the provision of quality services and that exceeds customer expectation and requirements. The management shall determine and document customer and stakeholder requirements and meet them with the aim of enhancing customer satisfaction. This shall be achieved by operating an effective, well documented QMS based procedures and carrying out customer requirements through satisfaction surveys at regular intervals.

To improve customer satisfaction, the Institute shall ensure the following requirements are met:

  1. Curriculum: should be adequately covered in the specified time
  2. Conducive learning environment: which should include adequate classrooms, laboratories, library, hostels, games/sports facilities
  3. Staff: provided with a conducive environment to offer services to students.
  4. Parents/guardians: will require that students get quality educational services in a conducive learning environment.
  5. Ministry of Education: The government through the Ministry of Education expects SAI to offer quality and competitive educational which meets international standards. This will enable the graduate to be absorbed anywhere in the world labour market.
  6. The society: expects SAI to produces graduates who will assist them in solving their daily life challenges.
  7. Suppliers: will expect the Institute to pay promptly for goods and services for mutual benefit of the two.

 

Quality Policy

Sustainable Agriculture Institute is committed to deliver quality teaching, research, outreach, and consultancy services that meet the expectations of stakeholders through implementation, monitoring, regular reviews, bench-marking and continuous improvement while adhering to all relevant requirements and as contained in the quality manual.

 

Planning

Quality Objectives

Through strategic planning, the following quality objectives have been recognized to steer the Institute in provision of quality services:

  1. Teaching & Learning
    1. To continually impart, review and improve quality education and training that meet expectations of clients and stakeholders
  2. Facilities & Infra-structure
    1. To develop and avail adequate state-of-the-art Facilities and Technical Educational Infrastructure that are in-line with specified regulations and requirements.
  3. Research & Outreach/Extension
    1. To promote collaborative research and increase dissemination of research findings that positively impact livelihoods in communities.
  4. Consultancy & Partnership
    1. To promote and increase consultancies and synergistic relationships with industry and society.
  5. Human Resource & Skills
    1. To improve the recruitment process of qualified and experienced staff, retain them and continuously upgrade their skills and expertise.
  6. Governance & Leadership
    1. To promote good governance, effective leadership and efficient management of resources.

 

Quality Management System Planning

The SAI Management has established and put in place a comprehensive QMS for quality monitoring and audit. The planning of the QMS is done through the daily operational activities. The Institute management shall ensure planning of the QMS is carried out in accordance with the requirements of the ISO 9001:2008, IWA 2, Quality Management Systems, as pertaining to Higher Education Requirements International Standard.

The management shall make sure resources required for operational of QMS are availed to achieve the Institutes’s objectives. In case were they are changes like; institutional structure, introduction of new technology and personnel turnover, the management shall ensure the integrity of the QMS is maintained when such changes are made.

 

Responsibility, Authority and Communication

Responsibility and Authority

The Institute’s Top Management has described an organizational structure showing interrelationship of staff positions. The Institute Act and Statutes describes the roles, responsibilities and authorities of each position and the same has been communicated to staff through job description. Regular job description and organization structure shall be reviewed for sufficiency as document in the procedure of Performance Appraisal (SAI/QMS/OP/019).

 

Management Representative

The Chancellor has appointed a Management Representative (MR) who is in-charge of establishment, implementation maintenance and improvement of the QMS. He shall regularly report QMS performance and need for improvement to management. The MR shall promote awareness of customer requirements through the university structures. To enhance quality services delivery to customers, the MR could liaise with external parties.

 

Internal Communication

The Institute’s Managements shall ensure appropriate communication processes for QMS performance takes place. The mode of communication could be through: internal memos, notice boards, intranet, bulletins, newsletters, telephone, suggestion boxes, departmental meetings, staff meetings, seminars and workshops.

 

Management Review

General

The SAI management shall review the QMS at regular interval to ensure its suitability, effectiveness and adequacy. The Management Review meetings shall be chaired by the Chancellor and shall comprise top management. The review shall include assessing opportunities for improvement and changes required to the QMS, including quality policy and quality objectives. Records of management reviews shall be kept in a designated file.

 

Review Input

A memo and agenda of the meeting shall be communicated to members of the review team in advance.

The agenda for review meetings shall include:

  1. Results of audits,
  2. Customer feedback,
  3. Process performance and product conformity,
  4. Status of preventive and corrective actions,
  5. Follow-up actions from previous management reviews,
  6. Changes that could affect QMS, and
  7. Recommendations for improvement.

Review Output

All the outputs of the review of the QMS which will include decisions and actions shall be documented and maintain by MR.

Thereafter, MR will inform persons required to take action like;

  1. Issues related to resource needs,
  2. Improvements of the effectiveness of the QMS and its processes, and
  3. Improvement of product related to customer requirement


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Resource Management

Provision of Resources

The Institute’s Management shall determine and provide the resources needed to implement, maintain and continual improvement of QMS to meet customer requirements and enhance customer satisfaction.

 

Human Resources

General

For effective performance of QMS, the Institute shall identify and document all categories of human resources needed for quality service delivery and ensure their availability. In order to have competent persons to perform these functions, their competencies shall be regularly reviewed and as per the documented Procedure for Staff Appraisal (SAI/QMS/OP/019) and for more effective performance of QMS more personell shall be recruited as per the Procedure for Staff Recruitment and Deployment (SAI/QMS/OP/018).

 

Competence, Awareness and Training

The Institute shall periodically determine the necessary competence for personnel performing work affecting quality of delivery of services. The Institute shall provide improve competence by training staff as per the Procedure of Staff Training and Development (SAI/QMS/OP/023) following training needs assessment. The Institute shall through meetings and writing ensure that all personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of the quality objectives.

 

Infrastructure

To support the quality teaching, research and extension, and achieve conformity, SAI shall define, provide and maintain infrastructure, facilities, environment and equipment needed. Infrastructure will include; lecture rooms, laboratories, workshops, bookshop, libraries, health facilities, offices, hardware and software, vehicles, and services such as, transport, health, communication facilities, etc.

Work Environment

The Institute shall determine and establish a conducive work environment needed for teaching, research and outreach services. On a regular basis, SAI shall conduct a work environment survey to determine areas of enhancement. Thereafter, in consultation with the relevant departments, the Institute Management shall avail resources for any improvement required.


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Product Realization

Planning of Product Realization

SAI shall plan and develop processes needed for product realization consistent with other processes requirements of QMS.

In planning of the product realization, SAI shall determine the following:

  1. Quality objectives and requirements for the product;
  2. Establish necessary processes and documents;
  3. Provide resources specific to the product;
  4. Do the required verification, validation, monitoring, measurement, inspection and test activities and the criteria of product acceptance;
  5. Keep records needed to provide evidence that the realization processes and resulting product meet requirements.

Customer Related Processes

For services offered, EEI shall determine:

  1. Requirements specified by the customer;
  2. Requirements not stated by the customer but are necessary for quality service;
  3. Statutory and regulatory requirements applicable to the services;
  4. Any additional requirement necessary to enhance service delivery to the customer.

 

Review of Requirements related to the Product

Before commitment and service delivery, the Institute shall first review the requirements related to the product and ensure that customer requirements are defined and determined.

This will enable SAI to be able to appreciate what is anticipated by the customer and evaluate its ability to meet these requirements. Where product requirement is changed, SAI shall ensure that relevant documents are amended and that relevant personnel are made aware.

Records of the results of the review and actions shall be maintained.

 

Customer Communication

The Institute shall determine and implement effective channels of communicating to the customer in relation to product delivery. The channels may include; memos, public notice boards, formal meetings, mass media, brochures, catalogue, website, library, course descriptions and outlines. The Institute shall also establish a mechanism for resolving customer complaints as well as receiving customer feedback through periodically surveys and suggestion boxes strategically installed in locations within the Institute.

 

Design and Development

Design and Development Planning

The Institute shall plan and control the design and development of products that include curricula. Design and development of university academic programs shall be as per the Procedure for Curriculum Development/Review (SAI/QMS/OP/001)

Any changes to any designs shall be approved by the relevant organs of the Institute.

 

Design and Development Inputs

The Institute shall determine product inputs requirements in curricula design and development, and maintain record for the same. The inputs shall take into consideration functional and performance, statutory and regulatory requirements, and any other relevant information which may enrich the product design and development.

Further, the inputs shall be reviewed for adequacy. Caution shall be taken so that the requirements shall be complete, unambiguous and not in conflict with each other.

 

Design and Development Outputs

Before being approved for release the curricula shall be in form suitable for verification against design and developmental input. The curricula shall comprise among others input requirements for design and development, delivery strategies, acceptance criteria, assessment of performance and its preservation.

 

Design and Development Review

The Institute shall carry out systematic reviews of design and development in accordance with planned arrangements. This will include evaluation of the ability for the product to meet customer requirements and identify challenges in delivery and remedial actions to be taken. Relevant stakeholders shall be involved in the review and development of curricula at program level. Records of changes and necessary actions shall be kept.

 

Design and Development Verification

The Institute shall perform verification to ensure the design and development outputs met the design and development input requirements in accordance with plan in Design and Development Planning. Curricula verification shall follow the relevant Institute structures.

Records of the results of verification and any necessary actions shall be maintained.

 

Design and Development Validation

The Institute shall design and validate development of curricula in accordance with the planned arrangement in Design and Development Planning. This is to ensure that the resulting product meet the intended use. Validation shall be completed and any necessary action taken before implementation of the curricula. Records of the results of validation and any action shall be kept.

 

Control of Design and Development Changes

The Institute management shall identify and maintain records on changes on design and development of curricula. Any changes shall be reviewed, verified and validated as appropriate and approved before implementation. The review of design and development changes shall include the evaluation of the effect of the changes on parts of curricula and programs already delivered.

Records of the results of the review of changes and any necessary action shall be maintained.

 

Purchasing

Purchasing Process

Purchasing of goods, services and works by the Institute shall be carried out in conformity with government and Institute regulations following the Procedure for Procurement Planning (SAI/QMS/OP/030) and the Procedure for Procurement (SAI/QMS/OP/031).

Criteria shall be established to procure goods, services and works from suppliers who have been evaluated and selected based on their ability to meet the Institute requirements.

Records of the evaluation process shall be maintained.

 

Purchasing Information

Purchasing information shall give adequate specifications of the product to be purchased. Further, the procurement department shall ensure the supplier is provided with adequate specifications for the product.

 

Verification of Purchased Product

The purchased products shall be verified on receipt to ensure they meet the specifications required. Where there is need for SAI or its customer to perform verification at the supplier’s premises, SAI shall state the intended verification arrangements and method of product release.

Records shall be maintained on verification and supplier assessments.

 

Production and Service Provision

Control of Production and Service Provision

The Institute shall provide services and development of products under controlled conditions as per the processes in QMS which shall include:

  1. Availability of information describing the characteristics of the product;
  2. Availability of work instructions, as necessary;
  3. Use of suitable equipment;
  4. Availability and use of monitoring and measuring equipment;
  5. Implementation of monitoring and measurement, and
  6. Implementation of product release, delivery and post-delivery activities

 

Validation of Process for Production and Service Provision

The Institute shall validate any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement and, as a consequence, deficiencies become apparent only after the product is in use or the service has been delivered.

Validation shall demonstrate the ability of these processes to achieve planned results.

The Institute shall establish arrangement for these processes including as applicable:

  1. Defined criteria for review and approval of the processes;
  2. approval of equipment and qualification of personnel;
  3. use of specific methods and procedures;
  4. requirements for records as per clause Control of Records;
  5. re-validation.

 

Identification and Trace-ability

For trace-ability, SAI shall control and maintain records with unique identification. The same shall apply during product realization.

 

Customer Property

The Institute shall take utmost care with customer property under control or under its use.

The Institute shall be identify, verify, safeguard and protect customer property from any damages or losses. If any customer property is lost, damaged or otherwise found to be unsuitable for use, the Institute shall report this to the customer and maintain records.

 

Preservation of Product

To ensure conformity to requirements, the Institute shall preserve the product during internal processing and delivery.

 

Control of Monitoring and Measuring Equipment

The Institute shall determine the monitoring and measurement to be undertaken and the monitoring and measuring equipment needed to provide evidence of conformity of product.

Where necessary to ensure valid results, measuring equipment shall:

  1. be calibrated or verified, or both, at specified intervals, or prior to use, against measurement standards traceable to international or national measurement standards; where no such standards exist, the basis used for calibration or verification shall be recorded;
  2. be adjusted or re-adjusted as necessary;
  3. have identification in order to determine its calibration status;
  4. be safeguarded from adjustments that would invalidate the measurement result;
  5. be protected from damage and deterioration during handling, maintenance and storage.

 

The Institute shall assess and record the validity of the previous measuring results when the equipment is found not to conform to requirements. The Institute shall take appropriate action on the equipment and any product affected. Records of the results of calibration and verification shall be maintained.


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Measurement, Analysis and Improvement

General

The Institute shall plan and implement the monitoring, measurement, analysis and improvement processes needed to demonstrate the conformity of the product requirements, ensure conformity of the QMS and continually improve the effectiveness of the QMS.

 

Monitoring and Measurement

Customer Satisfaction

To determine whether customer requirements have been met, the Institute shall monitor information relating to customer perception through course/lecturer evaluation, satisfaction surveys and feedback forms. The Institute shall review the findings and determine the appropriate action for improvement of customer satisfaction.

 

Internal Audit

The Institute shall conduct internal audits at planned intervals to determine conformity to planned arrangements, requirements of International Standard and QMS requirements as established. The audit shall identify the effectiveness of the QMS in order to identify opportunities for improvement. A documented procedure of Internal Audit (SAI/QMS/MP/003) shall guide the process.

The process owner responsible for the area being audited shall ensure that any necessary corrections and corrective actions are taken without undue delay to eliminate detected or potential nonconformities and their causes. Records of audits and their results shall be maintained. Follow up activities shall include the verification of the actions taken and reporting of the verification results. Records of audits and their results shall be maintained.

 

Monitoring and Measurement of Processes

The Institute shall define effective methods for monitoring and measuring the effectiveness of QMS processes. The monitoring and measurement of processes shall be through process owners or by task teams appointed for such purposes. Staff effectiveness shall be through performance appraisals as documented in the Procedure of Performance Contracting management (SAI/QMS/0P/065) Conformity to the QMS shall be monitored through Internal QMS audits (SAI/QMS/MP/003).

The Institute shall implement correction and corrective actions when planned results are not achieved.

 

Monitoring and Measurement of Product

The Institute shall monitor and measure the characteristics of the product to verify if meets it requirements. To maintain conformity with the accepted criteria, the product monitoring and measurement shall be carried out at appropriate stages of the product realization process in accordance to planned arrangements. The Institute shall ensure that product and its delivery to the customer shall not proceed until the planned arrangements have been satisfactorily completed, unless otherwise authorized by a relevant authority and, where applicable, by the customer.

Records to indicate the person (s) authorizing release of the product for delivery to the customer shall be maintained.

 

Control of Non-conforming Product

The Institute shall ensure that product which does not conform to product requirements is identified and controlled to prevent the unintended use or delivery. Control of non-conforming product shall be as per the documented by the Procedure of Control of Non-conforming Product (SAI/QMS/MP/004)

 

Analysis of Data

The Institute shall determine, collect and analyze appropriate data to demonstrate the suitability and effectiveness of the QMS and evaluate where continual improvement of the effectiveness of the QMS can be made. This shall include data generated as a result of monitoring and measurement and from any relevant sources.

The analysis of data shall provide information relating to:

  1. Customer satisfaction;
  2. Conformity to product requirements;
  3. Characteristics and trends of processes and products, which include preventive actions;
  4. Suppliers.

 

Improvement

Continual Improvement

The Institute shall continually improve the effectiveness of the QMS through the use of the quality policy, quality objectives, audit results, analysis data, corrective and preventive actions and management review.

 

Corrective Action

The Institute shall take action to eliminate the cause of nonconformities in order to prevent recurrence. Corrective actions shall be appropriate to the effects of the nonconformities encountered.

A documented procedure of Control of Non-conforming Products (SAI/QMS/MP/005) has been established to guide in review, cause, prevention and corrective action of non-conformities.

 

Preventive Action

The Institute shall determine action to eliminate the causes of potential nonconformities in order to prevent their occurrence. Preventive action shall be appropriate to the effects of the potential problems. A documented procedure of control of Preventive Action (SAI/QMS/MP/006) has been established to guide in the implementation of preventive actions.


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Appendices

  1. List of QMS Procedures
  2. QMS Processes Interaction Matrix at SAI
  3. List of Outsourced Services

 

List of QMS Procedures

 

CODE PROCEDURE/ DOCUMENT AREA
SAI/QMS/MP/001Procedure for Control of DocumentsCORPORATE
SAI/QMS/MP/002Procedure for Control of RecordsCORPORATE
SAI/QMS/MP/003Procedure for Internal Quality AuditsCORPORATE
SAI/QMS/MP/004Procedure for Control of Non‐Conforming ProductsCORPORATE
SAI/QMS/MP/005Procedure for Corrective ActionCORPORATE
SAI/QMS/MP/006Procedure for Preventive ActionCORPORATE

 

SAI/QMS/OP/001Procedure for Curriculum Development /ReviewACADEMIC
SAI/QMS/OP/002Procedure for TeachingACADEMIC
SAI/QMS/OP/003Procedure for ExaminationACADEMIC
SAI/QMS/OP/004Procedure for ResearchACADEMIC
SAI/QMS/OP/005Procedure for ConsultancyACADEMIC
SAI/QMS/OP/006Procedure for OutreachACADEMIC
SAI/QMS/OP/007Procedure for Conducting PracticalsACADEMIC
SAI/QMS/OP/008Procedure for Undergraduate AdmissionsACADEMIC
SAI/QMS/OP/009Procedure for Inter-School TransferACADEMIC
SAI/QMS/OP/010Procedure for Student Counselling ServicesACADEMIC
SAI/QMS/OP/011Procedure for Appointment of WardensACADEMIC
SAI/QMS/OP/012Procedure for Student DisciplinaryACADEMIC
SAI/QMS/OP/013Procedure for Library ServicesACADEMIC
SAI/QMS/OP/014Procedure for Students ElectionsACADEMIC
SAI/QMS/OP/015Procedure for Games & SportsACADEMIC
SAI/QMS/OP/016Procedure for Postgraduate AdmissionsACADEMIC
SAI/QMS/OP/017Procedure for Thesis ResearchACADEMIC
SAI/QMS/OP/018Procedure for Recruitment/deploymentHUMAN RESOURCE
SAI/QMS/OP/019Procedure for Performance appraisalHUMAN RESOURCE
SAI/QMS/OP/020Procedure for Industrial attachmentHUMAN RESOURCE
SAI/QMS/OP/021Procedure for Staff welfareHUMAN RESOURCE
SAI/QMS/OP/022Procedure for PromotionHUMAN RESOURCE
SAI/QMS/OP/023Procedure for Staff Training and DevelopmentHUMAN RESOURCE
SAI/QMS/OP/024Procedure for Staff DisciplinaryHUMAN RESOURCE
SAI/QMS/OP/025Procedure for Separation/ExitHUMAN RESOURCE
SAI/QMS/OP/026Procedure for PaymentFINANCE
SAI/QMS/OP/027Procedure for Asset managementFINANCE
SAI/QMS/OP/028Procedure for Revenue CollectionFINANCE
SAI/QMS/OP/029Procedure for BudgetingFINANCE
SAI/QMS/OP/030Procedure for Procurement PlanningPROCUREMENT
SAI/QMS/OP/031Procedure for ProcurementPROCUREMENT
SAI/QMS/OP/032Procedure for StoresPROCUREMENT

 

QMS Processes Interaction Matrix at EEI

 

List of Outsourced Services

SERVICE RELATED PROCEDURE

PROCEDURE/ DOCUMENT

Repair & Maintenance

of Equipment

SAI/QMS/OP/067Procedure for Equipment Maintainence

Measuring Equipment

Legal ServicesSAI/QMS/OP/073Procedure for Dealing with External Lawyers
AdvertisementSAI/QMS/OP/061Procedure for Advertisement
Medical ServicesSAI/QMS/OP/057Procedure for Medical Services