MRM Reviewing Q4 2019

Management Review Agenda V5 To comply with ISO9001:2015 clause 9.2.1 Management review inputs 28th January 2020 Present: Lucy Bennett-Poole, Tony Bennett-Poole, Adam Grant, Fabian Makal & Sarah Jaffray

1.

Topic

Comments

The status of actions from previous management reviews;

All actions from Q3’s management review on 18/09/2019 were confirmed as completed with the exception of: Key-Pad entry system moved.

Air conditioning unit installed in the kitchen.

Additional power sockets in reception area.

2.

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

Action

Actionee

Move the external key-pad to the other side of the door.

AG / AP

ASAP

To be completed when time allows but before the summer.

AG / AP

May-20

External electrician to be arranged.

TBP

May-20

TBP / LBP

Ongoing

Brexit - there has been an improvement in the exchange rate following December’s general election though any impact on the business is yet to be understood.

We do not anticipate any major changes (if any) for the business until Dec-20.

Our application to NMO (National Measurements Office) in respect of self- verification was confirmed.

TBP & LBP have a meeting with the NMO representative on 28/04/2020 where a process will be worked out.

Feasibility to continue running through Dini’s website will be assessed.

Dynamics is in progress and will be

Deadline

rolled out once Lucy is happy with the demo model.

Ongoing – LBP currently uploading information.

3. QUALITY OBJECTIVES REVIEW Information on the performance and effectiveness of the quality management system, including trends in; a. customer satisfaction and feedback from relevant interested parties; Customer Satisfaction b. Process performance and conformity of products and services

Topic

Comments

Action

Actionee

Deadline

1. Customer Satisfaction

“Smiley faces” on the job sheets are giving good feedback from those who complete it.

All Engineers to request customer completion of this section of the job sheet. AG & SS to relay this to their teams.

Engineers

Immediately

2. Customer Complaints

Bostik reported an H&S incident which was investigated and established as a near miss.

All personnel involved have been spoken to and the incident documented. Bostik have been updated.

LBP

Immediately

3. Staff Accidents

2 minor incidents recorded; no further action required.

4. Damage to customer

No damage to customer property.

Office

Immediately

AG

Before next review

property

MSM, who supplied the FLT damaged PWS’s mezzanine floor whilst on site for a repair.

MSM admitted liability and have rectified and paid for the damage, no further action required.

5. Late Deliveries

None recorded.

6. Non-conforming Product

Giropes indicator which was used at Fleetline Markers emergency call out was found to be faulty during a repair.

Closer monitoring of late deliveries is required as none recorded for Q3 is unrealistic. Potton Delph are notoriously poor, so performance monitoring is crucial to ensure we do not let the customer down.

AG to test the indicator and advise of next step.

7. Warranty Returns

Potton Delph roller track for National Refrigerants deviates significantly from the original drawings.

Scaime eNod

8. Workshop Errors

None

Roller track to be returned for rectification. A drawing signoff stage by the Customer will be implemented immediately.

AG / SS to respond to Scaime.

TBP

Immediately

AG / SS

Before next review

9. Preventative Actions

10. Corrective Actions

None

11. Identifying & Managing

Michael Gray of Individual Systems has proposed a PWS Service & Support alliance for his bespoke weighbridge products.

Michael is in discussions with Lucy

LPB

ongoing

12. Managing Contingency

IT virus attacks have increased, installed anti-virus software is performing well.

Everyone was asked to be vigilant and delete all suspicious emails immediately.

All

Immediately

Opportunities

planning and Risks

AG to re-iterate this to all engineers.

Brexit is still an unknown quantity.

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

None

14. opportunities for improvement.

None

Brexit Ongoing.

monitoring and measurement results; a.

External audit results;

None

b. Internal Audit results

Audits to be undertaken.

FM to assist LBP

c.

Internal Audit Assessment

Carry out Internal Audit Assessment

Constant monitoring of the process.

d.

The performance of external providers;

Giropes are very slow to respond to queries which is disappointing and impacting on the association.

Relationship will be monitored.

FM / LBP

Mar-20

Ongoing

The relationship with Cognex has completely broken down and we will no longer order from them.

Radwag Balance & Scales have visited the company and could be an interesting development going forward.

e.

Staff Training

Ethernet – IP Training requested for all Engineers as essential for diagnosing faults.

Training approved and suggested booking for Feb-20. AG / SS to sources providers.

AG / SS

Immediately

ALL

Ongoing

Reviewing Context of the Organisation IS Section 4.1 Still relevant to the organization and does anything need adding or removing?

Nothing needs changing as still relevant.

IS Section 4.2 Still relevant to the organization and does anything need adding or removing?

Nothing needs changing as still relevant

The adequacy of resources; a) Facilities - Office

Whilst the office has had a tidy more action is still required.

Office tidy and reorganised by all when time permits.

b) IT / Software

Sage drive Re: Crowthers & SJ’s computer.

Update completion.

TBP

Ongoing

PWS are currently running on the demo version of Server 19.0, this expires in 156 days so the full version will need to be purchased.

Jun-20 check status of demo licence.

TBP

Jun-20

To be rolled out in stages.

TBP

Ongoing

Price of room dividers advertised on Ebay to be reduced as currently little interest has been shown.

Price reduced.

LBP

Jan-20

Floor painting – width of walkway to be checked in respect of compliance.

To commence in stages as time allows.

Service

Ongoing

Promotional video

LBP

Mar-20

Service

Ongoing

Procedure to be reviewed, all consumables must be included on works orders for accountability. Dynamics could offer a barcoding solution in the future.

LBP

Mar-20

All vehicles maintained and serviced as and when required.

Engineers to notify FM when maintenance is required.

Service / FM

Ongoing

A vault box was request for JL’s van.

AG to source.

AG

Air conditioning unit installed in the kitchen.

Tower required.

AG / AP

May-20

TBP

Mar-20

Upgrade of Engineer’s laptops to SSD’s c) Workshop

Nexus on FLT to be completed for demo video.

Finish re-organisation of workshop.

Stock control process required with everyone understanding stock must be booked out including consumables, and the definition of stock. d) Vehicles

e) Kitchen & WC Facility

Immediately

New signage for the exterior to be fitted.

Pumpmaster have been called out in respect of a leak in the men’s toilet.

Roofing contractors investigated again in respect of the leaking roof.

Sales Figures –

b)

a) New Goods

2019 sales figures were presented to the team. 2019 proved to be a better year than 2018 though there were quarterly fluctuations.

b) Contract

2019 showed a steady growth in terms of new contracts and renewals demonstrating an extremely high customer retention rate.

c) Service / Repair

2019 sales figures were presented to the team showing a steady increase each quarter on 2018.

A.O.B

Customer asset management processes to be reviewed following an emergency call out to Apollo to what was recorded as a single scale but had been integrated into a system. Information from customers in respect of changes and engineer surveys are essential for efficient and prepared visits.

All Job sheets going forward must contain the scale location, type and modifications for recording.

Passport for Safety course. This was raised following a potential customer requirement.

Potentially an extra safety course to consider and will be re-visited should we proceed with this customer.

Engineer tool inventory.

FM / Service

Ongoing

When customer scales are next calibrated an asset sticker will be issued to each scale to enable easier and fuller identification on PWS’s database.

A jot form is to be designed for completion by all engineers of tools they currently hold.

The information will be transferred to a spreadsheet for monitoring and recording purposes.

TBP

Service / FM

Ongoing

Mar-20

Any new tool requirements can be requested on the same jot form.

Quarterly Bonus Scheme.

This was re-iterated to all staff that this is a quarterly company performance bonus and is not a guaranteed payment. AG to cascade this to all Engineers not present.

All

Ongoing