ISO:9001:2015 LDocument Title: Work Instructions for Purchase inspection

L Document No:QS-WI-8.1-1 | Version No:1.2 Date Effective: 12-05-2021

RESEARCH DESIGNS & STANDARDS ORGANISATION [QUALITY ASSURANCE S&T DIRECTORATE]

MANAK NAGAR LUCKNOW-226011

QS-WI-8.1-1 wORK INSTRUCTIONS FOR PURCHASE INSPECTION

1.0 Amendment History:

S. Date of Version Reasons for Amendment No Amendment|

First issue under the up gradation of documentation for ISO 9001:2015. Approval of ED/QAs&T on NP- 151. 14.09.2018 1.0 of File no.RDSO/2010/QS/ISO- 2008/A Vol-IV on dtd.14.09.2018

Second issue due to cliange in para no.3.0,4.0{4.0.1,4.0.2,4.0.3,4.0.4, 4.0.6(ii),4.0.6(ix),4.0.7,4.0.8(a),4.0.S(b),4.0.9,4.0.10,4.0.12),4.288.0 approved by ED/QAS&TILKO on NP 20. of file no RDSO/2010/QS/SO:2008/A Vol-IV on dtd 05.11.2019

2 05.11.2019 1.1

Third issue due to change in para no 4.0.8 (d),4.0.8(1), 4.0.14, 4.2, 8.0, 9.0 & inclusion of para no 4.0.8(g).Approved by Sr. ED/QA/S&T on NP-23 of file no RDSO/2010/QS/ISO:2008/A Vol-IV on dtd 11-05-2021

12.05.2021 1.2

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SO:9001:2015 Document No:QS-W-8.1-1 Version No:1.2 Document Title: Work Instructions for Purchase inspectioon

Date Effective:12-05-2021

2.0 Purpose To define the work instructions for:

Purchase Inspection for Signaling and Telecommunication (s&T) items for Zonal Railways and other Non-Railway Organizations.

3.0 Scope of Application: These work instructions are applicable to QA (Signal & Telecom) Directorate of RDSO for conducting purchase Inspections for S&T items. ED/DirlJt. Dirl Dy. Dir (as the case may be) in-

charge of the inspection unit will be responsible for ensuring quality of inspection and compliance of

the norms specified in relevant work instructions/Directives/Policy/isO guidelines

4.0 Procedure for Purchase Inspection:

4.0.1 Approved vendors shall submit their call online through website along with relevant documents

along with complete summarized ITR [ Internal/(Routine)Test reports, {Detailed ITR may be seen at the firm premises during inspection}]. PO/CA (Purchase Order/ Contract Agreement), to concerned ED/ Director/Joint Director /DD/ln charge of QA/S&T Inspection field unit. In case of difficulties faced by the vendor in online uploading of relevant documents, the documents may be submitted manually in the office of ED/Director/Joint Director /In charge of QA/S&T/Inspection field unit within 5 working days of submitting the calls. Also call letters can be submitted to concern DI's official E-mail address from firm's official E-mail available on letter head of firms- The vendors are

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required to submit their calls at least 10 working days (excluding the no. of days required for

inspection) prior to the DP (Delivery Period). The calls received after this period may be rejected by

ED/Director/Joint Director /DD/In-charge of the QA/S&T field unit.

4.0.2ED/Director/Joint Director /DD/ln-charge of the QA/S&T field unit will decide the priority and team for inspection and date of inspection shal be advised to vendor: The inspection call letter and other documents submitted by the vendor will be scrutinized as per norms. The inspection calls by vendors may be clubbed so as to limit the number of inspections in a firm.

4.0.3 First-in-first-out' methodology shall generaly be adopted for commencement/disposal of inspection calls, received in the inspecting office, to the extent possible. This disposal can however be prioritized differently by the ED/ Director/Joint Director /DD/In charge of QA/s&T/Inspection field unit, on case to case basis, if required.

4.0.4 The inspecting officials shall collect the Seal, Hologram, latest Specifications, Drawings, InspectionTest Format& Sampling Plan. For cables, sampling plan may be signed by in charge of inspection units if they are present in HQ otherwise their authorized representatives (Director or Jt. Director or Dy. Dir or AIEs) may sign it and sampling of other item may be done at IOs level after reaching firm premises), against which the inspectionis to be done and results are to be recorded. Latest Sampling Plan / Acceptance Test format shall be used. Perusal of concerned documents before

commencing inspection shall be undertaken.

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ISO:9001:2015 Document No:QS-WI-8.1-1 Document Title: Work Instructions for Purchase inspection

Date Effective: 12-05-2021 Version No:1.2

4.0.5 before commencement of Inspection:

The inspecting officials shall:

() Ensure that the complete material offered for inspection has been manufactured.

(i) Ensure that the material(s) offered for inspection is(are) properly stacked.

Check that material offered for inspection has been internally inspected as per the Routine

Test Format of firm's Quality Assurance Plan. (ini)

Document like procurement of raw material as mentioned in approved QAP, test result of external agency etc. should be there in original & self certified copy of the same should be

furnished by the vendor.

(iv)

Check that all the gauges, tools and testing equipments required for inspection have been provided by the manufacturer are duly calibrated. Calibration of these equipments should

not be overdue at the time of Inspection.

(v)

4.0.6 During Inspection

The inspecting officials shall:

(i) Verify the Routine Test results available with the firm.

(i) Inspect the material in accordance with the sampling plan & Inspection Test Format. Reference should be made to the relevant Specifications and Drawings, wherever required.

(ii) In case of any attempt of interference in the inspection work, the inspection should be stopped immediately and the matter be reported to the ED/Director/Joint Director Dy. Director In

charge of QA/S&T! Inspection field unit.

(iv) In case the inspecting official has not commenced inspection due to various pre-conditions not Being met and has suspended the inspection, the reasons for this shall be recorded.

(v) Any abnormalities noticed at the firm's premises during inspection shall be brought to the notice of controlling officer by the inspecting official.

(vi)The inspecting official will not leave the firm premises without completion of inspection. In case of non completion on same day, inspecting official shall direct concerned authorities of vendor to keep the material in proper lock & key before leaving the firm premises. The lock &key arrangement will be provided by firm.

(vi)The results of inspection will be recorded in the prescribed latest acceptance test formats and it should be ensured that work address where inspection has been carried out is clearly mentioned

on the top of Acceptance Test Format.

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ISO:9001:2015 Document Title: Work Instructions for Purchase inspection

Document No:QS-W-8.1-1

(Vili) If the material is found conforming to the specifications, the inspecting official will ensure that

material is stamped with the seal /pasted with 'Hologram' (as applicable) issuedto

official for this purpose and will issue Dispatch Memo as per format. The

Inspecting

(IX) The fact of. completion of inspection shall be brought to the notice of ED/DirectorlJt Dir

Dy.Director /In charge of inspection unit while issuing Dispatch Memo to the manufacturer

ED/Dir/Jt Dirl Dy.Director/ In charge of inspection unit may decide for conducting any

checks/verification at Officer level before issue of Dispatch Memo.

40.7 After inspection of material by inspecting official, test report will be kept at firm's premises in sealed

condition for further Test check (whenever applicable)which may finally be submitted to office of

ED/Director/Jt. Director/ Dy. Director/ In charge QAS&T field unit on completion of inspection in

totality (firms help may be taken for submission of test report).

4.0.8 Test checks:

QA/S&T field unit shall nominate

vital parameters of ED/ Director/Joint Director/Dy. Director ln-charge

subordinate Dy. Dir /AIE wherever available, to conduct test check on

sampled l passed items.

(a) In case of cables (all type of Signaling &Telecom cable), DD/ AIE shall conduct a Test Check

on 5 % of the sampled cable drums

Qws&TIField Units(ref. letter no. RDSo/2011/0S/Insp. Policy dtd.30.08.2011). In case of bigger cable lots of more than 100 Kms, test check on vital parameters will be done by the

ED/Director/Joint Director /Dy. Dirl In-charge of the inspection unit. ED/Dir/Jt. Dir/Dy. Dirl In charge may also conduct test check on Iots of lower sizes if felt necessary for ensuring quality of Signaling cables. In case of non availability of subordinate Dy. DirlAIE, test check should be conducted by ED/DirlJt. Dir/ln charge officer of field inspection unit. In case of single core wire as per specification IRS 76/89 amdt.3, Test check at the level of any one officer will be

adequate irrespective of the lot size

of all vital parameters as circulated to all

(b) ED/ Director/Jt. Director/Dy. Director Officer in-charge of the field inspection unit shall ensure

that minimum of 2 separate test checks are conducted every month at his level on vital

parameters (ref. letter no. RDSO/2011/QS/lnsp. Policy dtd.30.08.2011) on 5% of the sampled cable drums. This shall be required on all types of Signalling and Telecom cables except

indoor single core wire as per specification no IRS 76/89 amdt. 3.

(c) It should be ensured to ensure that in test check all the firms who are regularly supplying the material are covered one by one. Subsequent round of test check of firms to be started after

covering all the fimms.

(d) In case of Relays/Point machine/Power supply equipments (such as IPS, Battery Chargers & TFBC)/LED signals & other critical S&T equipments (Electronic Interlocking& Digital Axle Counter). five vital parameters of the equipments will be test checked.

(e) In case of SIG contacts also, test check at officer level shall be carried out.

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O9001:2016 Document No:Qs-WI-6.1-1 OCument Title: Work Inetructlon for Purchaoo Inepoctlon

Dato Effoctivo: 12-05-2021 Vorolon No:12

It inspection is conducted at officer level, then Test check shall be conducted at least one step

hlgher level. This is applcable to all item whlch are having Test Check

(9) ED/Dlrector/Joint DIrector/ Dy. Director/ In-charge shall do monthly checks as required at their lovel which wll Include test checks and 1 No. Surprise check as per CI No, 4.1. In case of test

checks at ED/DIr/Jt Dir/Dy. Dir/ In-charge level, test check at lower level will not be required

.0.9 After scrutinizing the tost report of Inspectlng officlal and reports of test checks (as applicaoe

ICs/RAs il be prepared and signed by inspecting officlal/s. ED/Directorl Joint Director/Dy.Dir In-charge of Fleld unit wll counterslgn and lssue IC (if material offered is in conformance to the specification) else Rejoction Advilce ( If materlal offered ls not conforming to the specification) Signed scanned copy of ICs must be uploaded on PIMS website. Place of inspection (work address

where inspection carried out) should also be mentloned in IC.

4.0.10 Inspection Certificate should be issued within 7 working days of completion of inspection or the products. In case ED/Director/Jt. Director/Dy.DIr//n-charge is not available for more than 3

working days, subordinate Dy. Director/AlE may countersign the IC/RA and get it issued.

4.0.11 The distribution of copies of IC shall be done as below.:

Copy No.

1 Copy 2 Copy

Inspection Certiflcate (1C) Remarks

Accounts Office copy (For Payment) Accounts ffice copy (For FA&CAO)

To be handed

over to firms

3 Copy representative To be handed Contractor's Office copy in case contractor name is

mentioned in PO Consignee's copy

over to firms

4 Copy representative

5 Copy 6 h Copy 7 h Copy

Ordering authority's copy Inspecting Officer's Office copy Indentor's copy

Should be kept in office record

4.0.12 In case of non- conformity observed during inspection, complete Acceptance Test should be Done and record should be filled in specified formats. If the firm does not agree with the non- Conformity, the sample found non-conforming should be left in verifiable condition before issuing9 RA.

If the non-conformity is considered non-rectifiable in the lot by the field unit, the firm shall be advised to scrap the material of rejected lot. Scrap of non-rectifiable rejected lot shall be donee in presence of RDSO's inspecting officials in a manner so that its re-use become impossible).

In case non-conformity is rectiflable and firm desires to re-offer the material for inspection, after improving the material, it can do so by submiting Root cause analysis of the reasons of rejection along with Corrective & Preventive Action to the ED/Director/Joint Director /Dy.Dir/In-

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SO:9001:2015 TDocument No:QS-WI-8.1-1 Document Title: Work Instructions for Purchase inspection

Version No:1.2 DateEffective: 12-05-2021

charge. It will be treated as fresh inspection call. Inspection charges from firm should be colledtea

in such and other applicable cases in accordance with Railway Board's letter no.99/RS (G)//OS14, New Delhi dated 12.02.2016..

There shall be no restrictions on taking up further inspections on account of any Rejection Advice It should be ensured that firm submits C&P Action Plan expeditiously after Root Cause Analysis in

such cases. C&P action plan be examined before forwarding it to HQ.

Sampling rate shall be doubled for all tests as and when there is rejection of a firm in acceptance

test. Normalization should be done when 03 lots thereafter pass successfully.

Action against the firm be initiated in case of lapses as defined in RDSO's IS0 guidelines.

In order to prevent future re-occurrence, the ED/Director/Joint Director/Dy.Dir/n-charge of the inspecting unit shall scrutinize the Corrective & Preventive Action plan and modification to QAP (

required) and send a report to Directorate head with recommendations for acceptance.

4.0.13 The test records will be maintained by the concerned office of ED/Director/Joint director/ln

charge QAs&T/ Field unit.

4.0.14 The validity of IC shall be 30 days. The validity of IC may be extended up to 30 days by the ED/Director/ Joint Director/Dy.Dir/In-charge of inspection field unit on firm's request with valid

reasons. Where extension ofthe validity beyond Thirty (30)days is required, the extension in such

cases will be granted with approval Sr.ED/QA/S&TILKO. ED/Director/ Joint Director/Dy.Dir/ln charge of inspection field unit will forward such cases to RDSO/LKO with their comments for

taking approval of Sr.ED/QA/S&TILKO for extending the validity.

In case of material has not been dispatched within the validity period of IC, firms may be

asked to re-offer the material for inspection again.

4.1 Surprise Checks

Concerned ED/Director/Joint Director /Dy.Dir/ln-charge QA/S&T field unit should also ensure surprise check on raw material/ stage inspection Process audit of the firm, checking of compliance of approved QAP & manufacturing process, verification of STR compliance as well as use of approved raw material sources by the firm at officer level. Preferably one such check should be done at the level of ED/Dir/Jt Dir/ln charge inspection unit per month. Surprise checks may also be conducted by officials nominated from RDSO/LKO.

4.2 Inspection of item other than covered in List of Approved Vendors & List of RDSO's Vendors for Developmental Order, may also be undertaken as a special case on railway's request with the approval of Sr.ED/QA/S&TILKO.

4.2 Logistics provision:- Cl no.4.0 of Apex Doc.no.QO-D-8.1-17(latest Ver.) will be followed. 9

Referenced document: SNo

5.0 D

New Doc. Latest Ver. Description

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IsO:9001:2015 DoCument Title: Work Instructions for Purchase inspection

Document No:QS-W-8.1-1 Version No:1.2 Date Effective: 12-05-2021

| Call letter for Inspection.

Acceptance test Top sheet format. Format of Inspection certificate Format of Rejection advice

Format of Dispatch Memo

Non-conformity & Corrective action

Qs-F-8.1-4 Qs-F-8.1-6

QS-F-8.1-9 QS-F-8.1-10

QS-F-8.1-11 Q0-D-10.2-1

6.0 Reference document with external origin: Nil

7.0 Associated Records: Nil

8.0Responsibility and Authority:

Activity Responsible Approver Supporting Consulted Informed

AIE/DD/QA/Ss&T LKO &

Creation, Sr.ED/QA/s&TILKO Staff of MR All

maintenance of QA/S&T/Dt Directorate/Fiel

d Unit through

Intranet this document e including ISO Cell

Jt.Dir/QA/$&T/LKO field unit

Compliance of All Sr.ED/QA/S&TILKO -do- All

directives ED/Dir/Jt.Dir/DD/QA/S&T Directorate/Fiel

contained in this d Unit through

document Intranet

ED/Dir/Jt.Dir/DD/QA/S&TSr.ED/QA/s&TILKO Requirement deviation from

-do MR

directive ISO Cell

Issue of new ED/Dir/Jt.Dir/DD/QA/s&T Sr.ED/QA/S&TILKO -do document with

version

9.0 Abbreviations:

QA Sr.ED |ED RDSO

Quality Assurance Senior Executive Director

Executive Director

Research Designs & Standards Organization Director/Joint Director/ Deputy Director Dir/Jt.Dir/DD

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ISO:9001:2015 Document No:QS-WI-8.1-1 Document Title: Work Instructions for Purchase inspection

Date Effective: 12-05-2021 Version No:1.2

AIE |IC

Assistant Inspecting Engineer Inspection Certificate

Rejection Advice RA

ADG QAP

Additional Director General Quality Assurance Plan

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