|
This thread is carried over and continued in the Current Elsmar Cove Forums 
|
|
|
This thread is carried over and continued in the Current Elsmar Cove Forums
|
The New Elsmar Cove Forums
|
 The New Elsmar Cove Forums
 ISO 9000:1994
 Contract Review - How do you prove it?
|
 UBBFriend: Email This Page to Someone! |
next newest topic | next oldest topic |
| Author | Topic: Contract Review - How do you prove it? |
|
Andy Bassett Forum Contributor Posts: 274 |
posted 14 January 2000 03:37 AM
   
It is simple enough to understand what ISO 9000 element 3 'Contract Review' is trying to acheive; Dont acept or offer any contracts unless it is clear to all parties concerned what is required. My problem is how do you set-up a procedure to prove that this is being done? I have just got through writing the relevant Quality Manual section that spouts the usual blurb about customer enquiries being carefully checked before an offer is made, and subsequent orders being checked against the offer before an order-confirmation is issued. etc etc. But how can i prove that this is actually being done?. One obvious solution is to create a checklist that has columns to tick for the ISO requirements ie Have all relevant departments been consulted etc, but i am a little bit relucatant to introduce this peice of bureacracy unless i beleive it can really help. Can anyone help or share there experience in this area? Regards ------------------ IP: Logged |
|
Laura M Forum Contributor Posts: 299 |
posted 14 January 2000 07:35 AM
The development of the quote itself can document the specifics. One company I worked with....rather than a checklist, just developed a standard Sales Quotation form. It could cover the ISO requirements, plus anything the company typically includes(payment terms, etc) They even included things like the MQ requirements (they're a T/E shop) and other aspects of QS not just specifically the Contract Review section. Being a T/E shop, they didn't have to worry about subsequent order volume...they did one-offs, but maybe a variation. Worked for them, not sure on your application. [This message has been edited by Laura M (edited 14 January 2000).] IP: Logged |
|
Andy Bassett Forum Contributor Posts: 274 |
posted 14 January 2000 08:28 AM
'Use the quote form', excellent idea, then i dont have to introduce another peice of paper. Thanks for the help ------------------ IP: Logged |
|
John Humphries unregistered |
posted 14 January 2000 10:33 AM
I used a one page "cover" form that stated that the tender/purchase order/contract had been reviewed in accordance with our Section 4.3 contract review procedure. The form also incorporated several information sections like end user names and phone numbers that don't usually appear on PO's and other items that Inside Sales always wanted to go with each PO (to give IS something back for filling out the form). Finally, get the order reviewer/taker to sign the form. Then let the auditor try to prove that the signatory did not review the order properly. Good training of and compliance by your reviewers is required. -John IP: Logged |
|
Alan Cotterell Forum Contributor Posts: 120 |
posted 16 January 2000 03:54 PM
I think what you do to prove that contract review has occurred is a minor consideration. I think the intent is to get organisations to define their customer's needs before commencing work. In an organisation which handles work as individual projects, the 'task list' set up in the project management software, can be used as an Inspection and Test Plan, to verify that all the required work has been performed. Signing off the ITP proves that the contracted work has been performed to the appropriate specification. A customer signature on the form gives evidence in support of a 'claim for payment'. IP: Logged |
|
Dawn Forum Contributor Posts: 245 |
posted 16 January 2000 04:23 PM
If you are QS-there is a feasibility review required. You need to take a look at 4.2 and tie it in with your contract review. APQP and Contract Review go hand in hand. Good Luck. IP: Logged |
|
Marc Smith Cheech Wizard Posts: 4119 |
posted 16 January 2000 04:32 PM
quote:Another way to think of it is as one element of your quality planning process. IP: Logged |
|
Russ Jackson Forum Contributor Posts: 19 |
posted 16 January 2000 11:59 PM
I gather that what you are asking is, "what is suitable objective evidence that we have done contract review?" You will want to ensure that the quality manual and lower level procedures define what you do, and that someone does what you say. Do you need to record the individual actions or use a checklist?...only if it is important information that you must have fully documented for your own needs. Audit the process by interviewing the persons who should be performing the contract review functions; their verbal information is objective evidence for intermediate funtions. If verbal matches procedure you don't necessarily need a hardcopy record of what has transpired throughout the process. Identify in your contract review procedure what constitutes the quality record in your process; i.e., approval and acknowledgement of the order by the Planning Dept. comprise the record of Contract Review. Or the release of the order to manufacturing via the XYZ computer program is the record of contract review. In some large companies information, including customer orders, is handled via mainframe software such as SAP; the record of contract review is the forward processing in the system. Of course, FDA requirements and QS-9000 may have more specific requirements that would necessitate keeping more detailed records. If you don't have computerized systems, the acknowledgement to the customer can be identifed as record of having completed contract review. IP: Logged |
|
Andy Bassett Forum Contributor Posts: 274 |
posted 20 January 2000 04:30 PM
Hello to Russ Jackson Many thanks for your input. I am however a little surprised that simply moving onto the next step in the process could be evidence to an auditor that the activity has taken place. I actually hope you are right, because i think this would remove the need to document a lot of things throughout the ISO Elements. I think your example was that sending out the quote could be evidence that the contract has been reviewed. Do you really think this would satsify an auditor. ------------------ IP: Logged |
|
Tom Goetzinger Forum Contributor Posts: 123 |
posted 20 January 2000 05:29 PM
A lot depends on what you are selling and what your procedures say. Our business varies from major complex custom equipment to service parts. The contract review process is a lot more demanding on the equipment then it is on the service parts. IMHO - The standard merely indicates that you need to show evidence that you have reviewed the order to ensure that you know what was ordered and that you can deliver it as required; if your procedure indicates that by entering the order into your system, that confirms that it has been reviewed, AND you do not have complaints of failing to supply what the customer ordered, I suspect that the auditor would accept it. IP: Logged |
|
Mark unregistered |
posted 20 January 2000 05:59 PM
Two terms come to mind - "The proof is in the pudding" and "Horses for courses". It really comes down to risk management and the product or service you are providing. Look at McDonalds, they perform contract review perfectly, by repeating the order back to the customer and gaining their acceptance. This is in its simplest form, where a Sales person may jot down on scrap paper what the customer wants, repeat it, scribe a line through it on acceptance and toss it the following day. Computer based systems are also a common method of confirming and accpeting (which then produces a picking list or job card). When quotes come into the picture, you will need a system to ensure you can compare the order to the quote etc. Contract review methodology varies dramatically. Ultimately you must ensure customer satisfaction and no Auditor will argue with that... IP: Logged |
|
Andy Bassett Forum Contributor Posts: 274 |
posted 28 January 2000 06:24 AM
The checklist seems to be the preferred option after discussing it in the company, and as the idea in general of carefully checking customer orders is new, i also think the checklist is a good idea because in the early stages it will jog their memory to do this properly. Does anybody have any examples of checklists that they could let me see? ------------------ IP: Logged |
|
Jeff McCrory unregistered |
posted 09 February 2000 10:53 PM
At my previous place of work we developed a simple record for the Contract Review record - it was merely the "job" (we were a job shop) being entered onto the mainframe. Our procedure stated something like "...contract review process is complete when the job is entered on the AS400 (mainframe)." Simple. No signatures, no additional paperwork and, best of all, compliant! IP: Logged |
|
Alan Cotterell Forum Contributor Posts: 120 |
posted 24 February 2000 04:14 PM
I agree with Jeff, that completing the entry into a computer program can indicate that contract review has been completed, however this does not really mean that the contract has been analysed for problems - which I think is the real intent of this clause in ISO9000. I think that for a jobbing shop where all work is 'project based', an entry should be made on the project file establishing that the contract has been reviewed by the appropriate functions. In one company I worked for a 'job release meeting' was held for all projects, before they were released from the sales area to the engineering/design area. Minutes of these meetings were considered to be evidence of 'contract review'. IP: Logged |
|
Alan Cotterell Forum Contributor Posts: 120 |
posted 17 April 2000 02:09 PM
I noticed reference to using the quote form to prove that contract review had occurred. In the situation where sales people submit a quote for manufacture and delivery of custom built equipment items, this can present a problem. The quote often doesn't represent the item ordered by the customer. Where items are individually designed there is a risk of selling an item which cannot be successfully built. I have never seen this happen, however there have been some very difficult design problems to overcome on some occasions, which could have negated a project. In this situation you would have near to maximum loss as you would have used up a large proportion of your 'design time'. It is good practice to submit concept designs to a customer for approval, taking note of concessions and extras (design changes). Contract review needs to be ongoing in some cases up to the manufacturing stages and beyond. IP: Logged |
|
Jim Biz Forum Wizard Posts: 275 |
posted 17 April 2000 03:52 PM
Our situation may be unique - but here goes We use our quote form - customer blueprint - which is reviewed prior to processing and include those documents in a "Product package folder". Acceptance is shown by the accompanying customer PO release. Then the "package"is reviewed for completness by the origional review authority before processing begins. If all information is verified as correct at that time the package is Stamped "Reviewed"/signed/dated.... and we go from there... all upgrade or ammendment/change information when forwarded by the customer is communicated to the review authority for appropriate change steps. That way we feel we have captured the proof required and also the re-review when necessary aspects... IP: Logged |
All times are Eastern Standard Time (USA) | next newest topic | next oldest topic |
  |
Hop to: |
Your Input Into These Forums Is Appreciated! Thanks!
Main Site Search 
