Management Review Minutes May 2019

Management Review Agenda V3 To comply with ISO9001:2015 clause 9.2.1 Management review inputs 16th May 2019 Present : Lucy Bennett-Poole, Tony Bennett-Poole, Scott Southall, Fabian Makal & Sarah Jaffray Topic 1.

The status of actions from previous management reviews;

2.

changes in external and internal issues that are relevant to the quality management system;

3.

information on the performance and effectiveness of the quality management system, including

Comments All outstanding items from the previous management review on 27/03/19 were confirmed as completed with the exception of: •

A written process for trade approval.

•

Performance reviews for external providers.

•

Alternative TP leads

Dynamics will still be installed however the timescale has been extended. Sales will likely be the first rolled out in tandem with ACT! ACT license renewals will still be required with 3 x service and 3 x sales deemed adequate during the changeover.

Action

Actionee

Deadline

Dini’s trade approval process t be published on the website; we are still awaiting Giropes.

LBP

01/07/2019

Ongoing

LBP

Ongoing

Ongoing – in house

Service Dept

Ongoing

Ongoing with GCC

LBP

Ongoing

trends in; a) customer satisfaction and feedback from relevant interested parties; Customer Satisfaction

The smiley face survey on the job forms are working well though it was felt that more detailed feed-back should be sought.

Survey designed to target the contract decision maker to ascertain their reasons for renewing with us and feedback for improving our process and performance.

Sales / Admin

01/07/2019

b) Process performance and conformity of products and services;

Giropes PWS68 Indicators are proving time consuming to install in certain environments in comparison to the Dini alternative. Feed-back will be passed onto Giropes with a view they may well be open to adapting the kit to our needs.

Feed-back PWS requirements to Giropes.

LBP

01/07/2019

Voltage stickers on the PWS68 not necessary on FLT’s, these need to be removed.

c) The extent to which quality objectives have been met; 1. Customer Complaints

2. Staff Accidents

As much prep work as possible to be done on the indicators in house to reduce the time upon installation.

A Low voltage installation report to be produced highlighting the specific issues.

Turier Zemic NP platforms not up to standard – Sales will consider alternatives at the ordering stage.

Alternative platforms considered.

Quote notification and acceptance emails are going straight to outlook junk folder so orders are being missed, this possibly could be an outlook issue?

Microsoft Outlook to be contacted, in the meantime all office-based personnel are requested to keep Quotewerk Valet open for viewing.

None

None

Service

SS

Sales

On-going

01/07/2019

Ongoing

LBP ASAP

3. Damage to customer

property

4. Late Deliveries

5. Non-conforming Product

6. Warranty Returns

7. Workshop Errors

None

None

Giropes indicator not robust enough for some applications.

Feedback to Giropes

LBP

Sign to be displayed in the workshop warning of open unattended indicators.

FB

Critical Information required:

SS / Service

01/07/2019

None

Electrical fire – Indicator was dismantled and wiring left exposed with washers removed. Indicator over heated, shorted the battery and started to smolder.

8. Preventative Actions

None

9. Corrective Actions

Engineers were requested to ensure information is recorded in full on all job forms to assist the admin functions.

Job Number /Site Postcode / Hours on site / S/N’s / Loadcell info if feasible.

ASAP

Ongoing

10. monitoring and

measurement results;

a.

External audit results;

None

b. Internal Audit results

Currently up to date

Next Audit due end June19

LBP

c.

Carry out Internal Audit Assessment

Ongoing

All

Internal Audit Assessment

30/06/2019 Ongoing

d.

The performance of external providers;

Letter of apology received from Potton Delph.

Good relationship with Turiers though quality to be considered constantly.

Our relationship with Cognex has broken down and looks to be irreparable, alternative suppliers are to be sourced which has been echoed by customers.

New supplier to be sourced with appropriate light source solutions for our needs.

TBP

Inhouse solution to be investigated.

SS

Ongoing

Door entry keypad to be moved to the pillar next to the door so closer to the door release.

AG

ASAP

Contact Youngs Air Conditioning.

TBP

ASAP

The major customer offenders will be notified of our new procedure.

A clause will be added to the repair quote stating the new timescales.

FB / Service

ASAP

The adequacy of resources; a) Facilities - Office

b) IT / Software

Fridge installed. Door entry system to be moved to test prior to a new system being purchased.

UPS currently on hold until later in the year as more expensive than anticipated.

Air conditioning units to be serviced annually. This years’ service to be booked immediately

c) Workshop

Streamlining of the processes in the workshop to improve efficiency.

Workshop to be tidied up with all obsolete equipment to be disposed of.

Going forward all customer scales received for repair will be given a window of 1mth from initial inspection to respond to our repair quote. Once this has expired with no response, they will be scrapped.

Following notification to customers, confirmed obsolete scales will be disposed of. The workshop will be tidied up and goods in and repair shelves will be labelled accordingly to improve visibility of order status.

01/07/19

. d) Vehicles

FG64 XWD now fully repaired following 3rd party accident in Jan19.

VO67 ENV insurance claim pursued.

New purchase of BP19 TSV on 17/04/19.

Advertisement on Autotrader to continue running.

SJ

ASAP

Ongoing

BT16 HWX repaired after breakdown on 30th April.

VO67 ENV Ford Ranger Wildtrak advertised on Autotrader, however it was involved in another non liable incident on 14/05/19 which will necessitate an insurance claim.

e) Kitchen & WC Facility

Shower leaking.

Shower to be resealed.

Kitchen storage.

SJ volunteered to sort the kitchen out.

SJ

ASAP

Sales Figures – a) New Goods

To be presented to the team at a later date.

Ongoing

b) Contract

To be presented to the team at a later date.

Ongoing

c) Service / Repair

To be presented to the team at a later date.

Ongoing

b)

the effectiveness of actions taken to address risks and opportunities (see 6.1.);

Brexit

Still an unknown quantity in respect of positive or negative effects on the business.

Ongoing

c)

opportunities for improvement.

Skills assessments.

Ongoing.

Ongoing

Dynamics.

Ongoing.

Ongoing

A.O.B

Commission Payments.

A new commission process to be looked into and discussed with the team, possibly an equal distribution share / profitability scheme paid quarterly recognizing everyone’s contribution towards business growth.

d)

It was raised by the engineers that the North / South split gives some a greater opportunity for commission than others.

Overtime Payments - Clarification requested on overtime rules.

Sage 50 Update to be installed in respect of new legal requirements to be tax digital imminent. Following this payroll will be undertaken in house.

Overtime to be discussed with the engineers but flexibility on both sides is requested. Any thing over an hour late was considered overtime with this being chargeable to the customer.

LBP / ABP

01/07/2019

LBP / ABP

01/07/2019

Sage 50 update.

ABP

ASAP