USAGE OF THE QUALITY SYSTEM IMPROVEMENT REQUEST

Delegated Staff:

Management Rep, All Staff.

	The need for investigation and corrective action of conditions adverse to quality and the issuing of a Quality System Improvement Request may be requested by any member of staff during receiving, before or after sale. It may also be used wherever the absence of corrective action may affect the Quality of Product, Service or Installation. However, registration of the Quality System Improvement Requests, monitoring, and records shall be the responsibility of the Management Rep.
	The staff can generate the Quality System Improvement Request and members wishing to do so use section A of this form i.e.: Description of the System Deficiency. With the exception of any Quality System Improvement Request issued at Internal audit which shall be generated by the Management Rep. NB: The SABS on findings will issue their own non-conformity reports.
	The form shall then be forwarded to the Management Rep. who shall record all issues of Quality System Improvement Requests on a suitable QSIR Register and shall allocate sequential numbers to them.
	The Management Rep. shall then transmit the form to the relevant/responsible member of staff who shall review section A and then complete section B indicating whatever immediate Corrective Action can be taken where necessary.
	The relevant staff members in consensus shall complete section B with the Management Rep. input to prevent recurrence.
	The Management Rep. shall then investigate and ensure corrective action is taken and complete section C within ten working days, thereby verifying the validity of the Corrective/Preventive Action taken i.e.: has it been successful?
	Changes and/or amendments to Procedures, forms and format, resulting from Corrective Action will be performed in relation with procedure Control of Documents (QMS Changes)
8.	The completed original Quality System Improvement Requests are quality records and will eventually form part of the Management Review data. These shall at all times be routed through the Management Rep. For action and record and shall be retained for a period of 2 (Two) years from the last annual Management Review Meeting held and then shredded.

Closing the loop

	After the Quality System Improvement Request has been registered, it is distributed to the responsible personnel for action.
	The Management Rep. will review the Quality System Improvement Request after 10 working days have elapsed.
	If after this period a response has not been forthcoming, the relevant manager will be notified by e-mail or contacted by phone as to the delay for completion of the required action. Quality System Improvement Requests will be reported and discussed at the monthly Quality Meetings.
	A further 3 working days are given to the relevant Manager for action. Should a reply not be forthcoming, then the Management Rep shall be notified and at his discretion shall decide whether the Quality System Improvement Request has to be escalated to the Managoing Director for review and further action.

QSIR Distribution & Analysis

	The Management Rep shall collect data obtained from the Quality System Improvement Requests on a monthly basis and present Management (Monthly Quality Meeting) with an analysis of action taken, and of any outstanding QSIR’s not actioned by due dates, for their decision and action where needed.
	The above information will be reviewed for re-occurring trends. Should a trend be evidenced, then preventive action would be requested from the relevant personnel / department by the Management Rep.
Change Request substitute for QSIR
	Please note: The QSIR's issued on the audit report may now be corrected and submitted via a Change Request Form which must be accompanied by the audit corrections attached to the form. The Management Rep. will ensure that all the Change requests submitted as QSIR's for correction will carry the correct audit number as stipulated in the internal audit reports.