1 Introduction

This document, the Company name Quality Plan forms part of the Project
Business Plan.
The Project Business Plan is the Company Manual, which describes the company
strategy for controlling the project throughout the construction process, from design to
handover.
The Project Quality Plan outlines the specific Quality Control measures, which shall be
developed and implemented. These shall principally comprise of method statements,
Inspection and Test Plans and Guidance notes for compliance and continual
improvement.
The company Quality System is subjected to internal audits in accordance with an audit
schedule prepared for the company.

2 Scope of work.
The Project consists of Construction of any numbers of buildings for any purpose,
Ancillary Buildings, Earthwork, Compound Wall, Play courts, walkways, Landscaping,
Asphalting, sewage treatment plant and all associated Electro-Mechanical services.

3 Project Organisation and

Responsibilities
The below table details is relationship between the Project Quality team and the
rest of the company project team and their Roles and responsibilities.

4 Project Quality Control

4.1 Document Control
All documents care should be taken to avoid duplication of documentation, wherever
possible.
Additional or internal company requirements will follow the applicable procedures
detailed in the following section.
An Electronic Document Management System will be developed for the project. This tool
enables the control of receipt, distribution and communication of relevant information
between all relevant parties involved.
Submission and any subsequent comments can be electronically made, incorporated,
monitored and distributed between all parties whose logic is linked.
Documentation and correspondences between all parties can also achieve controlled
submission, approval (or otherwise), distribution, communication and monitoring
accordingly.
The Electronic Document Management System will primarily be up-dated by document
control and various key department staff members.
All documents, both incoming and outgoing, will be subject to controls applicable to their
purpose. The type of document determines how it is to be dealt with.
Controlled Documents as distinct from correspondence, includes but is not limited to
drawings, specifications, quality documents, temporary works designs, method
statements, inspection and test plans, health and safety plan, lifting operations plan, fire
plan, technical queries, instructions, contractual documentation, records of samples and
benchmarks.
Controlled Documents will be managed using the Electronic Document Management
System document management systems such that reference numbers, status, revisions,
updates, issue, distribution and number of copies are properly recorded. Document
transmittals will be used.

4.1.1 Controlled Documents

4.1.1.1 Document Status
The status of documents in the project shall follow the designations stipulated in the
Project Business Plan (PBP). Designation of documents as per latest revision of PBP
shall be in use. Documents uploaded to electronic document management system and
distributed among project members shall be designated with a status as summarized
below:

Status Use

For documents which will not be used for

01 Issued for Information
construction.

Issued for
02 For documents suitable for use in construction
Construction

For documents to be approved by client or lead

03 Issued for Approval
consultant

04 Draft For all documents that are issued in draft mode

 For all documents that have been issued to
05 Issued for Review core group
for review and comment

4.1.2 Working drawings

A schedule of working drawings will be produced together with issue dates as agreed by
the appointed Design Manager. On-site discussions will take place between the Design
Team and contractor to establish lead times for drawing approvals.

4.1.3 Electronic Drawings

Electronic transfer of drawings will be done following the process laid out in the section
of the Project Business Plan (PBP).

4.1.4 Superseded Drawings

Superseded drawings will be marked and segregated from current ones. The
superseded versions may be retained as required by the Commercial Department or
disposed of.

4.1.5 Specifications, Instructions and Programmes

These will be recorded using the Electronic Document Management System enabling
status, tracking, recording and monitoring to be achieved. Responses to RFIs will be
received in accordance with the Contract requirements and Project procedures.

4.1.6 Incoming correspondence and faxes

All correspondence will be opened and the date and distribution stamp applied, with the
exception of the following, which will deliver directly to
Private and Confidential correspondence Addressee
Tender returns Purchasing Manager unopened
RFIs, Document Control
Original Invoices QS Department
Valuations QS Department
Pre-contract correspondence with Subcontractors/Copy for the day file, original to
Suppliers Addressee
The Project Leader or his nominee noting the person responsible for action will mark the
distribution on the distribution stamp.
The original of all correspondence (except as noted above) will be held in the central file.
Incoming faxes will immediately be copied and the original will be handed over to the
addressee. The copy will be treated as an item of incoming correspondence. Fax paper
will be colored to differentiate it as being an original document.

4.1.7 Outgoing correspondence and faxes

The Project Leader or nominee will endorse all outgoing correspondence prior to it being
signed and issued by the originator. The Project Leader or Commercial Manager will
sign financial matters.
All relevant correspondence will be distributed. Distribution will be issued to others at the
discretion of the contractor.
The originator will mark the internal distribution of the correspondence, which for formal
letters will only appear on the contractor copy of the document.
The Central file will always receive a copy.
All outgoing correspondence will be given a unique number together with the originators
initials as a reference and where applicable will refer to a package number.
Standard templates for letters, faxes, memoranda, minutes etc will be held by the
Administration Department. contractor personnel should use these standard templates
when they generate their own correspondence.
Outgoing faxes will be dealt with as normal correspondence. Acknowledgement
Receipts of outgoing faxes will be kept within the central filing system.

4.1.8 Filing System

The QS Department will be responsible for establishing the master filing system for the
project complete with a copy of the filing codes. All departments should integrate their
filing system with the master filing system theyre by avoiding duplication and information
gapes.

4.1.9 E-mails
All correspondence between core group members will be through Electronic Document
Management System.
Incoming e-mails received by individuals will be copied and treated as for original
correspondence (e.g. copied to the Project Leader or nominee for stamping, distribution
and copying). A central email address will be provided to ensure the central file receives
a copy. The addressee will deal with confidential e-mails.
Outgoing e-mails will be dealt with as for outgoing correspondence ensuring authority for
signing and copied to central file.
It is the discretion of the employee to ascertain whether e-mails are to be filed as per the
above process.

4.1.10 Records and Data retention

There are two forms of records; those required for handover as part of the Final Record
Packages and those used during the construction process.
Hardcopy construction records will be kept as prescribed by the contract. These will be
segregated by discipline or package, collated in order and suitably bound to avoid
inadvertent mix-up. Records will be housed in marked boxes with a register kept
showing their contents.
Electronic records will also be kept and boxed, labeled and a register kept. However, it
is the hardcopy version, which will be used as master records.
Records will be archived to an archiving facility as established by the company.
A formal procedure for compilation and handover, if required, will be prepared by the
Construction Managers.
Further information is available in the Document Control section of Infosystem
In addition to the above Electronic Document Management System will be available,
which is an Intranet/Shared drive based application that enables collaboration between
project Team members. This provides rigor to the Business-to-Business and Peer-to-
Peer information exchanges (business processes) involved in a project lifecycle,
facilitating the targeted distribution of project information to team members. It would
primarily be used for drawing transmittals between all parties involved. The system
allows access rights to comment, revise and approve drawings and other
documentation. Necessary guidance and training shall be provided from time to time for
the relevant persons as per the requirements.

4.2 Establishment of Method Statements and

Inspection & Test Plans:
A risk assessment and Inspections and Test Plan will accompany all Method
Statement. These documents are intended to describe and define safe working systems
for the sequencing of engineering, management, construction and safety actions. The
management of the production of method statements, including assignment of
responsibilities, preparation, check, review, amendment and submittal to the Engineer
are identified within these method statements. Method Statements are produced for all
construction execution activities. The issue of the documents is through the contractor
Document Control Department, who maintain a register of method statement preparation
and submittal with the Electronic Document Management System.
The preparation of these method statements is the responsibility of the Project engineer
and or his delegate and approved by the Construction Manager. The Quality
Representative will conduct sample reviews as a minimum.
Method Statements are required to be produced for all significant activities. The
contractor format as defined in the Technical management section of InfoSystem is
proposed unless other specific Project requirements are preferred.
All Method statements will be checked by the Project Manager or Manager responsible,
and formally approved. All Method Statements influencing either the Works or Safety
are to be submitted to the Engineer.
Each method statement will identify work procedures. The method of production,
temporary works, materials, standards, equipment, safety precautions, protection and
logistics involved. Provisions for inspection will be specified.
The whole site team are responsible for the successful implementation and compliance
with these documented requirements within the method statements.
The Quality Representative will conduct sample surveillances to verify compliance and
or as required. Quality Audits will confirm compliance to Inspection Test Plans.
Inspections and checklists will form part of the documented evidence of compliance.

4.3 Temporary Works

Temporary works will be executed, monitored and recorded by contractor.
This process will comply with the specific procedure developed for the project.
 4.4 Management of Design / Detailing
Within the contractor organization, all design/detail issues will be managed by the site
based Technical Department, reporting to the Technical Manager. The prime
responsibilities of the Technical Department are:
Providing engineering support to all facets of the contractor organization. This
includes the review of design for buildability, proposing alternative design solutions
and co-ordination of all design queries. Formal communication within the Technical
Department is managed through minutes by weekly meetings. Formal communication
with the Engineer is managed via submittals. In addition, a bi-weekly meeting is
convened between Engineer and contractor technical personnel.
Management of Shop Drawing Preparation The responsibility of Shop Drawing
Preparation will be as per the roles and responsibilities defined within the (Appendix
A)
Management of As-Built records, in accordance with the Contract Close-out process
Management of Design by Others. Where this option is exercised, Site Procedures will
be produced in order to define this activity.
4.5 Inspections On /Off Site
The relevant site engineer and or his delegate will generally conduct inspections. The
QC representative will assist and conduct sample surveillances and specific inspections
as and when required. Each Inspection Test Plans will identify the responsibilities of the
process owners and the Engineer in relation with approving the elemental inspections of
the processes.
Inspection Requests will be forwarded to the Clients representative for their
approval/comments.
For works, which are not in compliance with requirements, these shall be recorded and
monitored under the NCR system. The NCR system will record discrepancies and
analyze any trends for implementation of preventive measures.
For specific construction inspection checklists, i.e. Earthworks, Concrete Foundations,
Concrete Ground Floor Slab etc. (Appendix B)

4.6 Third Party Inspection/ Test Agency

For the appointment and subsequent management of additional Third party
inspection/test agency, the contractor will rise an Inspection Request for the consultant
and take the approval before the execution of works.
The interaction between the testing agency, contractor and Client will be defined within
the testing agencys ITP (or equivalent document), which shall be submitted by the
contractor for approval.

4.7 Sub-Contractor Control:

Major Sub-contractors, suppliers and service providers will be required to submit a
Quality plan for contractor approval. These plans will identify (as a minimum)
controllable measures to be undertaken within their scope of works, identifying the
interaction, hold points, inspection points and surveillance requirements between all
parties concerned, from product receipt through to product handover.
 The Quality plans shall also identify all methods and processs to ensure compliance
with specific project compliance and assurance of continual monitoring (audit schedule).
the contractor will control the suppliers by means of auditing their systems on an agreed
timescale, and by reviewing all applicable inspection points prior to submission to the
client representative.
A monthly Quality report will be requested from all major suppliers/sub-contractors as
per detail, under section 4.8 of this plan.

4.8 Monthly Quality Reporting.

A monthly quality report will be developed and distributed to the Project Leader and
relevant department heads for review and necessary action as and when required. The
report may include but is not limited to;
Status of Submittals/ Inspections/ tests
Status of tests.
NCRs raised and closed.
Audits conducted (any NCRs raised during the audit)
Identify any trends.
Any 2nd and 3rd party Audits conducted.
Handover status (during applicable stage of the project)

5 Management of Materials:
A wide variety of materials are required on the project. Prior to execution of construction,
these are to be sourced primarily based on availability, capability for supply in sufficient
quantity, and compliance with specified technical requirements. The Procedure for
Procurement controls the management of the procurement process. Details of materials
proposed for use in the permanent works, are submitted to the Engineer for approval.
Where pre-construction trials or mock-ups are required, Method Statements are
produced and submitted to the Engineer for approval.

6 Change Management
Change encompasses any or all of the parameters of scope, cost, time, risk, quality or
other constraints.
A prescriptive process will be tailored in accordance with the agreed terms of the
contract. As part of the evaluation process there will be input and consultation with other
members of the project team in respect of the following;
Design and Quality.
Program
Costs
Risks
Safety
Build-ability.
Members of the team will review the proposals in the Change proposal, liaise with other
members as necessary and provide their input.
Together with project participants, the responses will be co-ordinated and the evaluation
of the Change will be finalized and readied for approval by the client.

6.1 Updated Risk Analysis

Risk Assessments will be conducted on the project using the spreadsheet and
information given in Info system. This may be used to produce agenda for regular Risk
Management Meetings chaired by the Project Leader (or his nominee) and attended by
the appropriate members of the project team.
Risk Management reports will be issued recording actions taken to address the risks
identified.

7 Acceptance and Handover

The contractor will complete the project to the satisfaction of the customer by ensuring
all the works are carried out based on the building guidelines and the specifications
agreed as per the contract and will carry out a final inspection before handing over the
project to manage outstanding works, defects, and snagging processes and to enable
the monitoring of the status of different packages, areas and contractors.
Each element of the building Services installation will be demonstrated to the Clients
representatives. Preparation of operating and maintenance documentation will
commence with the placing of orders. Draft operation and maintenance documentation
will be issued to the clients representative in advance of the handover date.
Liaison will be carried out by the Engineer. The Site Engineers will cover separate areas
of responsibility their responsibility being to ensure compliance. They, along with the
Employers representative, have authority for acceptance of the works.
It is proposed that acceptance and handover will be carried out on a sequenced basis.
During the 17 months following practical completion, any defects discovered will be
rectified within the Defects Liability Period. The tasks will be assigned to a manager
who will investigate the report and decide a course of remedial action. This will involve
the appropriate trade/subcontractor responsible for the original work.
A letter requesting inspection for Final Completion will be issued. On satisfactory
inspection, the Engineer will issue the Final Acceptance Certificate.

8 Management System Review,

Maintenance & Improvement
The EVO management system is under continual review. Where areas requiring
maintenance and/or improvement are identified, this will be addressed. The principal
methods of performing this process are:
Audit planning

Audit Execution

Reporting

Correction, Prevention, and Close-out

 Inspections

Management Reviews

8.1 Audits:
Audits are conducted under the control of the Quality Manager. These include internal
audits of contractor organizational departments, processes, and operations, as well as
external audits of Suppliers and Subcontractors. A schedule of program audits is
produced. This is submitted for information to all contractor Department Managers,
relevant Subcontractors, Suppliers, and the Engineer. Written confirmation is provided to
the auditee in advance of the audit. Unscheduled audits may be conducted at the
discretion of the Quality Manager. Audits are planned, executed and conducted in
accordance with the Audit procedure included within InfoSystem. Corrective and
Preventative measures, as well as audit closeout, are also managed in accordance with
this management Procedure. The Project Quality Manager or his delegate will inspect
the concrete supplying plant, with in 3 weeks of receiving the Monthly Quality report of
the supplier, which includes calibration certificates, Aggregate Test Reports etc. The
Process related to concrete supply will be verified thereby on Monthly basis.

8.2 Non-conformance reporting

The manager responsible for the area of work will raise a Non-Conformance Report
Form (NCR) in instances where the specified requirements have not been met and
cannot be corrected by the simple adjustment. A register of NCRs will be maintained to
ensure that the approved Corrective Action (CA) has been completed, and the
Preventive Action (PA) agreed. The non-Conformances will be reported by the process
owners or the inspectors will constantly follow up the supplier / section head of the non-
conforming process/work/material.
Steps in the process include:
1. Clear identification and description of the non-conformance
2. Corrective action plus approval authority and timescale for implementation
3. Segregation, if practical, of non-conforming materials and their identification, until
authorized for use or disposal
4. Verification of acceptability of rework or repair of materials, workmanship,
components, systems and structures by re-inspection
5. Re-inspections performed in accordance with written instructions will be documented
8.3 Details of preventive actions to avoid
recurrence.
Where an NCR has been raised contractor work, the responsible manager will prepare
the formal Corrective Action proposal, together with a proposal for the Preventive Action
to be taken to ensure that the NCR does not recur. This will be passed to the
appropriate authority for that package of work. This may be a member of the Design
team.
When an NCR has been raised against subcontractors work, the subcontractor will
propose a Corrective Action, not later than weeks time, which will be agreed by the
contractor. Where appropriate the Design Team may be involved in approving the
Corrective Action on the NCR form or may use an equivalent system, which is dealt with
in the same manner.
Remedial work required will not be undertaken until the necessary approvals have been
granted. A copy of the NCR and Corrective Action will be copied to the Q.S. Department
for assisting in evaluating Monthly review of rework costs.
Subcontractors will be required to operate a formal Non-conformance system using their
own approved documented system. Where this does not exist, they will use the
contractor system. The subcontractor will deal with these internally in the same way as
described previously.

8.4 Management Reviews:

A management review of the Project Quality Assurance Plan is performed twice per
year. The Project Leader and relevant management representatives attend this. The
detailed review agenda is based on the headings identified in this quality plan,
considering the results of audits, inspections, non-conformances and personal
experiences. Recommendations for process and/or system improvements are identified
through analyses of trends (e.g. repetitive non-conformances). The Project Business
Plan is also reviewed in order to ensure that the document remains comprehensive and
true to the stated strategy for control of the Project. The minutes of the Management
Review meetings are recorded, and management actions assigned.