PROJECT CONTROL

1.0 PROJECT CONTROL PLAN

Project Control Manager has established and maintains a documented Project Contol
Plan to ensure that processes and sub-processes is consistent with other requirement of
the organization’s quality system. Project Control plans determine the following:

a) Quality objective for the products, Project or contract;

b) To establish processes and documentation, and provide resources,
infrastructure, and work environment necessary to produce conforming
products;
c) Verification and validation activities, and the criteria for the determination
of acceptable products, the records that are needed to provide evidence that
the processes and resulting products conform to specified requirements
d) To monitor and measuring output process.

Project Control consist of :

1) Engineering and technical

2) Design and drafting
3) Material Control and QA / QC

1.1 Procedure
Project Control Plan Objectives
a) To fit in well with a person’s needs, activities, and plan
b) To ensure a smooth flow of work procedure.
c) To set as a standard procedure working culture.
d) To segregate task/work force among workers.
e) To reduce error in task given.
f) To minimize wastage (material control) during production by implementing
g) To assist production by minimize storage keeping.
h) To increase productivity and maintain sustainable development.
i) To strive for implementing MS 9001 : 2008

1.1.1 The Project Control Manager is responsible for identifying Project

Control objective and requirement. This may be included in the process of
determining customer and products requirements.
1.2 Project Control Planning
1.2.1 Project Control planning includes the following:

 Definition and evaluation of production/services processes

 Development of suitable and capable processes
 Identification of special processes and consideration of associated
risk and consequences
 Development and implementation of appropriate process control
measures
 Identification of the records required to demonstrate
product/process quality

1.3 Project Control Plans are generated collectively by the Engineering and
Technical, Design and Drafting and Material Controller/ QAQC sections.
The plans are defined in associated production/services documents (i.e.,
process flowcharts, production/services work orders, process control plans,
operator/installation instructions, process validation reports, etc.)

1.4 Determination of Requirement Related to the Request / Products

Project Control Manager has established a Project Control Procedure for

identifying client request. These processes determine:

a) Products requirement specified by the clients, including the

requirement for availability, delivery, and post-delivery support (eg.
Firm construction or budgeting)
b) Product requirements alternative intended or specified use;
c) Obligations related to product, including regulatory and legal
requirements;
d) Customer requirement are confirmed before acceptance in situations
where the customer provides no documented statement of
requirements.
e) The result of the reviews, pertinent related correspondence, and
necessary follow-up actions are documented by KST GLASS &
ALUMINIUM SDN BHD. Order number and customer name.
 1.4.1 Review of Requirements Related to the Request/Product

Project Control Manager reviews the identified customer requirements together

with additional requirement that are not specified but are necessary for fitness
for use and governed by laws and regulations, and requirements for
availability. Delivery, and support. This review is conducted prior to
commitment to supply a product to the customer as per the Contract
Requirement. The review process ensures that:

a) Product requirement are defined;

b) Where the customer provides no documented statement of requirement, the
customer requirement are confirmed before acceptance and record of verbal
order is maintained;
c) Contract or order requirement differing from those previously expressed in
a tender or quotation are resolved;
d) KST GLASS & ALUMINIUM SDN BHD. Has the ability to meet the
customer requirements.

1.5 Customer Communication

Project Control Manager has implemented and maintains processes for

communication with the customers. Customer communications includes:

a) Product / process information as described in the Customer

Satisfaction Procedure, Continual Improvement Procedure, and
Servicing Procedure;
b) Addressing inquiries, contracts or order handling, including
amendments as described in the Contract Review Procedure;
c) Customer feedback, including customer complaints as described in
the Corrective and Preventive Action Procedure;
CONTROL PROCEDURE

2.0 ENGINEERING AND TECHNICAL

2.1 Engineering and Technical Planning

Project Control Manager plans and manages the Design and Drafting
Of its service in accordance with the Design Control Process.
Engineering and technical is viewed as a creative activity involving
conceptual elements. It is not viewed as encompassing minor
modifications to standard products, or the specification of details from
standard data table or equivalent.

The Engineering and Technical process determines:

a) Stages of the Design and Drafting process;
b) Review, verification and validation activities appropriate to each
Design and Drafting stage;
c) Responsibilities and authorities for Engineering and Technical
activities.

Organizational interfaces between the different groups involved in

Design and Drafting are managed as described in the Engineering and
Technical Control Procedure to ensure effective communication and
clarity of responsibilities. Planning output is updates at appropriate
stages as Design and Drafting progresses.

2.1.1 Engineering and Technical Inputs

Inputs relating to services requirement are defined per the Design

Procedure. These include:

a) Overall view of request (Eg. tender or contract drawings)

b) Functional and performance requirements; Eg. desk study, wind
load, accidental pressure, water and air tightness, noise S, thermal
insulation safety, strength , BQ, specifications, consultants meeting
etc.
c) Applicable regulatory and legal requirements; (DBKL, Other Local
Government Agencies, safety in installation etc.)
d) Applicable information derived from previous similar designs.
e) Any other requirement essential for Design and Drafting (Eg. Value
engineering procedure, work program etc.)

These inputs are reviewed for adequacy. Incomplete, ambiguous, or

conflicting requirements are resolved.

2.1.2 Engineering and Technical Outpts

The output of the Design and Drafting process are recorded and
expressed in term of requirement, calculations, analysis, or other means
that can be verified against input requirement as described in the Design
Procedure. This process ensures that Design and Drafting outputs:

a) Meet the Design and Drafting input requirements;

b) Provide adequate information to production and service operations;
c) Contain or reference product acceptance criteria;
d) Define the characteristics of the product that are essential for its safe
and proper use, Eg. Selection of profile, propose alternative section
or profile, dimensioning and material scheduling/request.
e) Time / master work program allocate to the specific project using
appropriate program
( Microsoft project, Excel, Primavera etc)

All Design and Drafting output documents are reviewed and approved
before release.

2.1.3 Engineering and Technical Review

Systematic reviews are planned, conducted, and documented at suitable

stages of Design and Drafting per the Design Control Procedure to:
a) Evaluate the ability to fulfil requirements;
b) Identify problems and propose follow-up actions.

Participants in the design review include representatives of functions

concerned with the Design and Drafting stage under review.
Records of reviews and necessary follow-up actions are maintained in
accordance with the Control of Quality Records Procedure.
2.1.4 Engineering and Technical Verification

Design verification are defined, planned executed, and recorded by

competent personnel to ensure that the design output meets the inputs.
The results of the verification and subsequent follow-up actions are
recorded per the Control of Quality Records Procedure.

2.1.5 Design Validation

Design and Drafting validation is performed per the Design Control

Procedure to ensure that resultant products are capable of meeting the
requirements for the specified application or intended use, where known,
prior to release for delivery or implementation. Where it is impossible to
perform full validation prior to delivery implementation, partial
validation is performed to the extent applicable. All design must be
validate by Project Control Manager prior release.

The results of the validation and subsequent follow-up actions are

recorded per the Control Of Quality Records Procedure.

2.1.6 Control of Design Changes

Design and Drafting changes are documented and controlled in

accordance with the Design Control Procedure and Control of
Documents Procedure. This process includes evaluation of the impact of
the changes on constituent parts and delivered products. The changes are
verified and approved before implementation, as appropriate. All
changes must be approved by Project Control Manager for the latest
design requirement.
2.1 DESIGN AND DRAFTING

Design and Drafting Control Procedure

General Policy

The Design and Drafting process is carried out under controlled conditions. All
activities are planned and documented. Design are reviewed at appropriate
stages and verified. The design and drafting output is validated before it is
released to production.

Procedure
1.0 General

1.1 Design and Drafting will adhere to this documented procedure

that assures all designed / developed solutions (hardware,
software, etc.) meet client’s requirement and performance
standards.

2.0 Design and Drafting Input

2.1 Engineering and Technical will identify and document the
client’s needs/request for solution, which will serve as the input
for Design and Drafting work. The input shall include the
following:
 What is required ( confirmed profile, dimensioning, other
associated item, product mock-up etc)
 Why it is needed ( customer demand, stated in
BQ/drawings/specifications)
  When it is needed ( time allocate to produce
preliminaries/shop drawing etc)
2.2 When a request/contract is to be designed or modified to meet
specific customer requirement, Engineering receives an order
with costumer requirement specifications. The design order
contain the same type of information, and both provide Design
and Drafting with design input.
2.3 Design and Drafting input is documented. Design and drafting
input can be in any form, including data sheets, customer
drawings and specifications, photographs, samples, reference to
standards etc. All documents constituting Design and Drafting
input are recorded in the file system.

2.4 Engineering and Technical Manager, Drafting Leader and Project

Control Manager will review and approve all drawings and any
design order documents prior to issue and release. Production and
Purchasing also take part in the review if required.
2.5 When it’s more practical to do so, design and drafting input may
be conducted at the contract review phase.

3.0 Design and Drafting Activities

3.1 Engineering will translate the needs and expectations from the
client to technical specifications for materials, product, and
processes. The design is geared towards meeting client
requirement, which is producible, verifiable, and controllable
under the specified production, installation, and operational
conditions.

3.2 Project management tools and methodologies are used to manage

the Design and Drafting process in order to deliver timely,
profitable cost.

3.3 Each Design and Drafting activity is planned, divided into

phases, and tasks are assigned to qualified personnel equipped
with adequate resources. Plans are documented and update as the
design evolves.

3.4 Organizational and technical interfaces between different

functions that contribute to the Design and Drafting process are
 defined and the necessary information documented, transmitted,
and regularly reviewed.

3.5 Design changes are documented, revision controlled, and

approved by authorized personnel. Design and Drafting output
drawings addresses all design intent requirements (performance,
safety, reliability, regulatory, customer satisfaction, etc.),
highlights changes from the last revision, and includes but not
limited to:

 Critical dimensions for parts

 Critical relationships for assemblies
 Critical relationships and performance criteria for product
and system solutions.
3.6 Formal, documented design and drafting reviews are held at
appropriate stages of the design activity and include representatives
from all concerned functions. The following elements are considered
during design and drafting reviews:

 Customer needs versus technical specifications

 Ability to perform under expected conditions of use and
environment
 Safety and environmental considerations
 Compliance with applicable regulatory requirements, national,
and international standards
 Comparison with competitor’s design
 Comparison with similar designs for analysis of pervious quality
problems and possible recurrence
 Reliability, serviceability, and maintainability
 Tolerance compared to process capabilities
 Product acceptance/rejection criteria
 Ease of assembly, installation, and safety factors
 Packaging, handling, storage, shelf life, and disposability
 Esthetic specifications and acceptance criteria
 Failure modes and effects analysis
 Ability to diagnose and correct problems
 Identification, warnings, labelling, traceability, and user
instructions
 Manufacturability, including special processes
  Capability to inspect and test
 Materials and components specifications
 Review and use of standard parts
Record of Design and Drafting reviews, including corrective action
plans and those in attendance, are maintained.

3.7 Design and Drafting verification and validation are performed

and approved as appropriate before drawings are released to
assure each product conforms to all local government/clients
requirements. This includes alternative calculations to verify
correctness of the original calculations and analyses, and periodic
evaluation of sample production models. The amount and degree
of testing is related to the risk factor identified in the Design and
Drafting plan. The test will include evaluation of performance,
durability, safety, reliability, and maintainability under expected
storage and operational conditions and where applicable, defect
and failure analysis. All results of tests, evaluation, and
inspection are documented throughout the product qualification
cycle. The Quality Function verifies that all design features meet
requirements and that all authorized Design and Drafting changes
have been implemented. Records of verification and validation
activities are filed.

4.0 Design and Drafting input/output Changes

4.1 Design and Drafting input/output changes may be
requested during Design and Drafting progress by Client
or Engineering itself. Once approved by Client or
Engineering incorporates the new requirement into the
design and adjusts activities and schedules to
accommodate the revised Design and Drafting
input/output.
 4.2 Design and Drafting changes to released products are
submitted on an Engineering Change Request form (ECR)
Engineering logs all ECRs in the Engineering Change
Request Log, performs an evaluation, and either approves
or denies the request. All ECRs serve as Design and
Drafting inputs for Design and Drafting change projects.

5.0 Design and Drafting Tools and Techniques

5.1 All software that is used in calculations and other Design
and Drafting activities is validated and approved. Software
developed in-house is validated and approved prior to
release. Software documentation includes validation
specifications approved by the Technical Manager and
validation records attesting to acceptable performance.
Standard/commercial software is accepted without
validation. Software that has been successfully used in
Design and Drafting prior to implementation of this
procedure, and has proven to demonstrate successful
performance may be used without validation testing.
5.2 Design and Drafting reference materials (i.e., standards,
catalogs, etc) are available and maintained by the
Engineering Function. Standard and reference materials
are controlled by the Control of Documents Procedure.

6.0 Design and Drafting output

6.1 Design and Drafting output is in the form of drawings that
define the product, including characteristics that affect
safety, fitness for use, performance, and reliability,
provide instructions for production or for endorsement by
professional engineer.( shop drawings, construction
drawings and as built drawings).
6.2 All design and drafting output documentation is reviewed
and validate by qualified personnel consist of Project
Control Manager/Project Controller, Project Leader and
Draughter Leader/Draughter prior to release. Design and
Drafting output documentation is controlled via the
Control of Documents Procedure.
6.3 The design shall include
 a) Structural and stiffness (elevations and specific details)
b) Air and water tightness (endurance and test report)

7.0 MATERIAL CONTROL & QA/QC

7.1 Overview

The objective of the Quality System is to prevent non-conformances

throughout contract performance and provide for prompt detection of non-
conformances and for the provision of timely and effective corrective and
preventive action during production or construction.

KST’s staff has established and shall maintain and document this QA/QC
system as a means of ensuring that the services we provide our clients conform
to specified requirements. This QA/QC system shall include:

 Documented quality system procedure and instruction to ensure that all

activities are performed in accordance with established requirement;
 Effective management support to ensure compliance and the use of the
QA/QC procedures and instructions.

7.2 Objective
  Established QA/QC procedures and instructions that comply with generally
accepted industry standards, Federal, State, and Local regulating authorities,
and the project specifications and standards established by the client;
 The identification and timely issuance to the project team any required
controls, processes, inspection equipment, fixtures, tools, materials and labour
skills needed to properly execute the project;
 Updating, as necessary, of quality control, inspection, and testing techniques,
including the development of new methods and procedures
 Identification of any commitments made which exceeds available resources in
sufficient time to properly acquire the required resources;
 Clarification of the standards of acceptability as required to support the overall
QA/QC program and our client’s objectives;
 Effective maintenance of quality records to document and track performance
and improvement.

7.3 MANAGEMENT OF PROCESS CONTROLS

During project setup the Project Control Manager development the project QA/QC
plan covering all construction activities and applicable processes which directly affect
quality. The Project Control Manager shall ensure that these processes are carried out
under controlled conditions.

The controlled conditions shall include the following:

a) Documented works instructions defining the manner of executing the

work to ensure that an acceptable level of quality is maintained at all
times. The instructions shall also specify equipment, materials, skills
and working environments required to comply with applicable
standards, codes. And quality plans;
b) Monitoring and control of suitable process and work characteristic
during execution of the work;
c) Clear identification of the required approval of processes;
 d) Criteria for workmanship which shall be stipulated, to the greatest
practicable extent, in written standards or by means of representative
samples.

7.4 INSPECTION AND TESTING DURING

PRODUCTION AND CONSTRUCTION

During actual production/construction of a project, the Project Control

Manager/Project Coordinator and QC Inspector shall work together to ensure that:

 All inspection and testing activities are performed in accordance

with the quality plan and documented procedures;
 Ensure specification and drawing conformance by the use of
established process monitoring and control methods;
 Ensure that all required inspections and tests have been
completed and necessary reports have been received and verified
before the finished work is released to the client.
 Identify and correct any nonconforming work.
 To ensure any wastage is in a minimum range.

7.5 CONTROL OD MONITORING AND

MEASUREMENT DEVICES
Project Control Manager ensures that the monitoring and measurement
activities are available are identified, and that the necessary monitoring and
measuring devices are available to assure conformance of the product to
specified requirements. KST’s Control of Monitoring and Measuring Devices
Procedure is used to control measuring and monitoring devices so that
measurement capability is consistent with the measurement requirements.
Measuring and monitoring devices:

 Are calibrated and adjusted periodically or prior to use against devices

traceable to the international or national standards;
 Are safeguarded from adjustments that would invalidate the calibration;
 Are protected from damage and deterioration during handling, maintenance
and storage;
 Have the results of their calibration recorded;
 Have the validity of previous results re-assessed if they are subsequently
found to be out of calibration and corrective action is taken per the Control
of Nonconforming Product Procedure.

7.6 Control of Monitoring and Measuring Devices Procedure

General Policy

All inspection, measuring, and test equipment, which are used in all phases of
product/process verification, are controlled and calibrated against nationally
traceable standards at specified intervals. Software used to control processes
shall also be verified for proper functioning. All equipment/instruments in the
calibration system are identified with stickers that indicate the calibration
status. Where applicable. Calibration certificates are maintained.

7.6.1 Procedure

Scope of Calibration

a) Project Control Manager has responsibility for control and

calibration activities. All measuring, test equipment, and test software
used for controlling production/servicing processes are calibrated at
prescribed intervals. The calibration system also extends to
manufacturing jigs, fixtures, tooling, and processes instrumentation
that can affect product quality, or is used to measure specified
characteristics. Equipment that is used for reference only (not
 verification) is not included in the calibration system and is labelled
with “DO NOT USE FOR VERTIFICATION” stickers warning that it
is not calibrated.
b) All employee-owned measuring instruments used for verification of
product are registered with Quality and subject to all controls of the
calibration system. Employee shall not, under any circumstance, use
their measurement instruments if they are not registered and calibrated.

7.6.2 Equipment Accuracy and Precision

Appropriate inspection, measuring, and test equipment is selected to

satisfy the accuracy and precision of the required characteristics.
Quality is responsible for selecting suitable equipment to perform the
measurements.

Identification and Maintenance

All active equipment is entered on a controlled list, indicating the

calibration interval. All inspection, measuring, and test equipment
used for verification purposes are calibrated to nationally or
internationally traceable standards and are labelled with a calibration
sticker. Where practical, the instruments are sealed with tamper
proof seals to prevent unauthorized repair or adjustment.

Calibration is either performed by external calibration laboratories or

internally. When external service are utilized, they are incorporated
into the Approved Supplier List and are monitored via the
company’s supplier rating system to prevent the use of labs that fail
to meet quality and performed in accordance with written
instructions.
7.6.3 Environment

All equipment is calibrated in a suitable environment and is handled

with care to assure damage is not sustained and the calibration is not
affected.

7.6.4 Calibration Records

Certificates of calibration are maintained on file for all instruments

that were calibrated by calibration laboratories. Each instrument is
 traceable to its own Calibration History Record which contains its
identification number, storage location, make type, frequency of
calibration, reference standards used, actual calibration findings
including date, and actions to be taken in case of unsatisfactory
results.

7.6.5 INSPECTION AND TEST RECORDS

The QC Inspector shall ensure that all records which give evidence
that the work has passed specified inspection and / or testing
acceptance criteria are maintained in the project QA/QC file for
future reference.

7.6.6 INSPECTION AND TEST STATUS

The inspection and test status of the work shall be identified by
using markings, authorized stamps, tags, labels, routing cards,
inspection records, test software, physical location, or other suitable
means, which indicate the conformance or non-conformance of
work with regard to inspections and tests performed. The
identification of inspection and test status shall be maintained, as
necessary, throughout the project to ensure that all work has
passed the required inspections and testing specified.

Record shall identify the inspection authority responsible for the

Release of conforming work.

8.0 Purchasing

8.1 Purchasing Procedure

General Policy
Purchasing procedures require documentation that ensures the
purchased material correspond to the technical specification and
budgeted cost. Procedures typically specify that the purchase order
refer back to the relevant parts of the technical specification and
require that the purchaser check the current estimates before placing
an order, making sure the amounts are within budget.

8.2 Supplier Qualification

To purchase only from qualified suppliers, KST maintain lists of

approved suppliers for each product they purchase regularly. The
company must audit these suppliers for compliance with quality
assurance standards. For special orders, the company must identify
potential suppliers and audit them to find out if they qualify. To audit
a supplier, a company can rely on third-party certification that a
supplier is complying with the required quality standards. In this case,
the audit consists of verifying the certification. The purchasing
procedures must specify who is responsible for maintaining a list of
qualified suppliers and how suppliers can qualify.

8.3 Material Inspection

Once the company receives the material it purchased, it must verify

that the supply is in accordance with the purchase order. Purchasing
procedures detail who is responsible for carrying out the verification
and the task they have to carry out. Typically, purchasing procedures
require a verification that the material correspond to the technical
specifications, as referenced in the purchase order.

8.4 Non-conforming Items

 Sometimes even qualified suppliers ship the wrong material or
defective material. The material inspection identifies such problems
and issues corresponding reports. Such reports. List non-conforming
items and detail what is wrong with them. KST informs the supplier.
The supplier must fix the problem, often by replacing the material or,
if the deficiency is not important, by making minor changes. The
purchasing procedures detail how non-conforming item issues have
to be resolved.

8.5 Corrective Action

When KST issues a non-conforming item report, the report might

specify corrective action that the supplier has to take, or it might
leave it up to the supplier to make action that corrects the problem.
The purchasing procedures must specify when the supplier must take
specific corrective action for example, to replace the material in case
of serious defects. In other cases, the purchasing procedures might
specify an evaluation of supplier corrective action such as
performing the incoming material verification again to see if supplier
action has resulted in acceptable material.