Q4 MRM Minutes

Management Review Agenda V3 To comply with ISO9001:2015 clause 9.2.1 Management review inputs 18th September 2019 Present: Lucy Bennett-Poole, Tony Bennett-Poole, Adam Grant, Fabian Makal & Sarah Jaffray Topic 1.The status of actions from previous management reviews;

Comments

Action

Actioner

Deadline

All outstanding items from Q2’s management review on 16/05/2019 were confirmed as completed with the exception of: Performance reviews for external providers.

Ongoing.

LBP

Ongoing

Immediately.

FM

19/09/2019

Batteries to be disposed of correctly with terminals covered.

Job Sheets completed correctly.

Re-iterate to all Service Staff.

AG / SS

19/09/2019

Continuous monitoring.

FM / SJ

Ongoing

Key-pad entry System moved.

Keypad to be moved from left hand side of the front door to the right-hand side.

AG

By 31/10/2019

Commission Payments.

New scheme being worked on in conjunction with the accountants.

Scheme will commence from Q3 and will be payable month after quarter end.

LBP / TBP

15/10/2019

Sign in the workshop warning of open unattended indicators

Shower

Re-seal shower cubicle.

SJ

ASAP

Brexit Legislation.

Unknown at this time

LBP / TBP

Ongoing

Dynamics.

Currently on the back burner but will be implemented as soon as time and revenue make it feasible.

LBP

Ongoing

a) Customer Satisfaction and feedback from relevant interested parties; Customer Satisfaction.

The smiley face customer survey on the job form monitoring performance.

Working well with high response rate, continuous re-assessment necessary.

Sales / Admin

Ongoing

b) Process Performance and conformity of products and services.

Giropes indicators and their service hasn’t performed as expected.

Dini will be our preferred supplier.

LBP

Ongoing

Turiers service and some products are not the quality PWS expect.

Turier products must be checked by a PWS engineer either at Turiers or at PWS. Direct despatched will no longer be an option.

ALL

Immediately

Smiley face survey working well.

Ongoing

AG raised a problem with the drop-down menu on jot form. AG will be given access to results. AG also requested Palletforce

Jot form amended and access granted.

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 trends in;

c) The extent to which quality objectives have been met: o

Customer Satisfaction

Ongoing LBP

Immediately

are added to the Site D operations dashboard and 2SIS be removed. o

Customer Complaints

None.

o

Staff Accidents

None Onsite 1st Aider needs to be appointed and training organised.

The location of the nearest defibrillator is 1.2 miles away at LAMEX Foods Ltd, WR14 1GP

LBP

30/09/2019

LBP

Q3

1st Aider appointed.

Consider discussion with neighbours to have one on site.

o

Damage to Customer Property

None.

o

Late Deliveries

None.

o

Non-conforming Product

Giropes Counting Scale.

o

Warranty Returns

None.

o

Workshop Errors

Returned Nexus left blocking the workshop gangway.

o

Preventative Actions

None.

o

Corrective Actions

The majority of corrective actions appearing on the dashboard will be solved with a change in the quote header giving preparation instructions.

Quote header to be changed to allow more information.

LBP

Immediately

o

Identifying & Managing Opportunities

We won’t be exhibiting at the IntraLogisteX 2020 show. Historically leads have not progressed to orders sufficiently to warrant the costs.

Assessed Annually.

LBP / TBP

Annually

HIK Vision relationship is working well.

On-going

TBP

Ongoing

Robinson Bros open day presented as a valuable PR exercise.

Solved.

Continuous monitoring.

o

Managing Contingency Planning & Risks

Possible new Contract with Elizabeth the Chef.

Quote to be followed up

LBP

31/09/2019

Brexit – Stock stockpile.

Qty of 3590’s received,

LBP

ASAP

ALL

Ongoing

LBP

Q3

2 x ATEX 2GD’s order to be placed.

Competition.

Focus to be on current customer base retention.

o

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

Brexit

Unknown at this time

o

Opportunities for improvement

Change of working hours was suggested.

This was deemed to be unfeasible as the business reflects our customer requirements.

No action at this time.

a) External audit results

No external audits in Q2

Commence in Q3.

b) Internal audit results

On track

Ongoing.

c) Internal audit assessment

Completed for Q2

No changes.

d) The performance of external providers

OHAUS give limited assistance when asking for information.

OHAUS sales representative invited to meet at PWS to establish a better relationship.

FM

ASAP

Turiers service and quality is poor.

Must be monitored with all orders checked prior to customer despatch.

Service

Immediately and ongoing.

4. Monitoring and Measurement results:

5. Reviewing Context of the Organisation:

IS Section 4.1 still relevant to the organisation and does anything need adding or removing?

Still valid until 31st October 2019.

IS Section 4.2 still relevant to the organisation and does anything need adding or removing?

Still valid until 31st October 2019.

6. The Adequacy of Resources a) Facilities – Office

Air Conditioning unit.

To be installed.

AG

Q4

Additional Electric Sockets in reception and dedicated socket for the server.

To be installed.

TBP / AP

By end Oct19

b) IT / Software

No current requirements.

c) Workshop

Overall opinion is the R&D weight crate needs modifying as currently not suitable for the purpose.

If not possible to modify inhouse then this will be returned to Potton Delph to complete.

Electric stacker for loading weights onto vehicles.

Agreed this is a good idea with prices for a 2nd hand one to be sourced.

FM

Immediately

Space & space management.

High racking to be sourced.

Thorough reorganisation of the workshop with specific designated areas for stock, orders and repairs.

FM to take the lead though all involved.

Immediately and ongoing.

d) Vehicles

All vehicle checks complete

Vehicle Smart App is now being used to keep up to date on servicing, MOT and tax requirements for the fleet.

FM

Ongoing.

e) Kitchen & WC facilities

Air con to be installed in the kitchen.

Installation required.

AG

Q4

Shower leaking

Needs re-sealing.

SJ

19/09/2019

Electric Safety course for new engineers.

Team leaders to organise for their staff.

AG / SS

ASAP

f)

Training

Dini Argeo 3590 training for new engineers.

Drew to be asked to be invited in to perform training for both new employees.

AG

31/10/2019

a) New Goods

Reviewed during the meeting.

On track

LBP

Ongoing

b) Contracts

Reviewed during the meeting.

On track

LBP

Ongoing

c) Service / Repair

Reviewed during the meeting.

On track

LBP

Ongoing

Engineer’s own set of small weights to be used when in the workshop as the office set is not being looked after sufficiently.

The F1 set in the office that doesn’t have milligrams will be calibrated and downgraded.

FM

31/09/2019

TBP

To be discussed more fully during Q3 Management Review.

7. Sales Figures

Hex weights to be calibrated 8. AOB

H&S – company has a requirement for either an external consultant or an inhouse volunteer to be the appointed H&S person.

External options to be investigated.

Staff Performance reviews

Performance reviews to be undertaken.

LBP / TBP

31/10/2019

UPS refund from Amazon

To be chased and escalated if necessary.

TBP

19/09/2019

Archaic “Red Book� Service Manual Log.

Information to be transferred to a spread sheet‌ red book then shredded! đ&#x;˜Šđ&#x;˜Š

SJ

ASAP

13th December 2019. All staff to be informed of the date.

SJ

Christmas Party

All staff asked if they would in interested.

FM 30/09/2019