www.icedesign.

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QMS REPORT
INTERNAL AUDIT
PROGRAM
CODE AI 1/10
Period: w05/2010
2

CONTENTS
3

ICE SA AND ENG - YEARLY AUDIT

ACTIVITIES
ICE SA DEPARTMENT MANAGERS
INFLUENCE OVER PROJECTS
AI 1/10 - RESULTS
AI 1/10 - ANALYSIS
RECOMMENDATIONS

ICE SA - YEARLY AUDIT ACTIVITIES

4

ICEPRONAV

SA has a certified QMS since 2003

since 2006 the certification contract covers:
o5

surveillance quality audits in a 3 year period,

oconducted twice a year
In

January -> annual program on quality audits

oelaborated

by QMS manager
ocontains internal quality audits 2 programs
oone session of internal audits on all standard clauses,
oone session of internal audits on specific clause/clauses
where previously there were identified nonconformities.
oquality audits regarding Group suppliers
o2 management reviews with corrective / preventive
actions

ICE Engineering SRL - YEARLY AUDIT

ACTIVITIES
5
ICE

Engineering has a certified QMS

since 2007
the certification contract covers:
o5

surveillance quality audits in a 3 year period

oconducted twice a year.
In

January -> annual program on quality

audits.
oelaborated

by QMS manager
ocontains internal quality audits 2 programs
o2 management reviews with corrective /
preventive actions

DM
INFLUENCE OVER QUALITY IN PROJECTS
6
DMs are indirectly influencing the product quality through:
Personnel competency - selection, monitoring,
measurement, review of appropriateness, outside project
environment;
Training, coaching plan, provide and measure results,
outside the project environment;
Know-how organize for better qualitative input into
projects (guides, rules, procedures, automations, company
standards, check lists)
Providing estimates: SOW to comply with Clients requests.
Internal auditor for the 2 QMS system.
Ensure appropriate IT logistics
Ensure appropriate work environment logistics.
DM can be directly involved in the product quality @ PM
express request (PCE, TL, product review, data analyses)

DM vs. PM INFLUENCE OVER QUALITY IN

7
PROJECTS
Department
Manager

7.1.
TL & Team
Configuration
Process

-6.2.2. - Design Guides

-6.2.2. - Standards, Rules
-6.2.2. Methods, norms, structured
knowhow
-6.2.2. - Software licenses (etc.)
-8.5. - Lessons Learned

6.2.2. - Improving the

resources (human and
informational) based on all
projects demands and
gained experience

7.1. Project Quality Processes (TL / PM)

Project
Manag
er

6. 1 - TL
Allocation

6. 1 - Team
Allocation
(performed by
PM& TL, DM is
consulted)

Department
Manager

-7.2.2
Determination of
client
requirements
-7.3.2 Input data
(based on input
data guides)
-7.3.3 Design
outputs
- 7.3.5 Check
lists
-Other PM and
QMS documents

7.3.1. 3rd paragraph - TL communication

management/interfaces:
Client: continuous (re)evaluation of client requirements;
Inside the project: with team members, PM, PCE,
Interdisciplinary,DM)
7.3.4 Design
7.3.4 Design
7.3.5 Design
Review No. 1
Review Final
Verification
(perf. by TL).
(perf. by TL).
(performed by D,
PCE will
PCE will
TL and PCE)
participate if TL
participate if TL
requires
requires
8.2.3
- Processes Monitoring
(TL will collect all relevant
information from the design processes and perform a
review on product quality and on 8.4. the
effectiveness of the QMS functioning inside the project)

(performed by TL
for each
designer).
8.2.3 - TL Monitoring Agenda - DM will collect from TL
relevant information from the design process
8. 5 - Lessons Learned which will be added to
Department Data base

7.5.5 Delivering
to the
Client
8.2.1Client
satisfaction
monitoring
8.3 Nonconforming product
control
7.3.7
Control of
design
changes

AI 1/01 - RESULTS
8

W5, 2010 - unplanned internal quality audit

program was performed in Icepronav
Engineering, in all open commercial projects.
Objectives:
o identify the reasons why errors are
propagated to the Clients;
o identify areas of the QMS system in project
that are not effective and the root causes for
this in-effectiveness;
o identify if and where the discipline managers
from ICEPRONAV SA can help to improve the
design realization processes.

AI 1/01 - RESULTS
9

The amplitude of the audit program:

Period during w5/2010 (five working days);
The planning was done in w4/2010. The results were reviewed in w6/10

Audits/auditees 100;
Quality Auditors 6 (5DMs + 1 QMS Mng);
Projects investigated 8 projects / 5 PMs;
Audited personnel functions 4
Designer, Team Leader, Project Chief Engineer, Project Manager

No. of audited ISO clauses: 8/D; 8/TL; 8/PCE; 8/PM

Investigations / records to process 800
(total)

AI 1/10 - ANALYSIS
10

The audits investigated the functioning of the

following processes inside the project:
7.1 Planning the project quality
7.3.1
Project interface communications
7.3.2
Design input elements
7.3.3
Design output elements
7.3.4
Design review
7.3.5
Design verification
7.3.7
Design changes control
8.2.1
Monitoring the customer satisfaction
Claims
8.2.3 Processes monitoring
8.2.4
Monitoring the product quality
realization

AI 1/01 RESULTS: ICE ENG Analysis

11

PARETO on all projects at ICE ENG

7.3.4
7.3.1

Design review
Project interface communications

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.7
7.3.2
7.3.5

Design changes control

Design input elements
Design verification

AI 1/01 - RESULTS: ICE ENG Analysis

12

PARETO @PM level

@TL level

7.3.4
7.3.1

Design review
Project interface communic.

PARETO

7.3.4
7.3.1

Design review
Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and
authorities for design, during design planning

Item c: Project shall determine the responsibilities and

authorities for design, during design planning
al.3 Project shall manage interfacesto ensure effective
communication and clear assignment of responsibility

7.3.7
7.3.5
8.2.1

7.3.2
7.3.7
7.3.5

Design changes control

Design verification
Customer satisfaction monitor.

Design input elements

Design changes control
Design verification

AI 1/01 - RESULTS: ICE ENG Analysis

13

PARETO @PCE level

@Designer level

7.3.1

Project interface communic.

PARETO

7.3.1

Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and
authorities for design ,during design planning

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and
authorities for design , during design planning

7.3.4
7.3.7
7.3.2

7.3.4
7.3.5
7.3.2
7.3.7

Design review
Design changes control
Design input elements

Design review
Design verification
Design input elements
Design changes control

AI 1/01 RESULTS: ICE ENG Analysis

14

VS

7.3.4
7.3.1

Design review
Project interface communication

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.7
7.3.2
7.3.5

Design changes control

Design input elements
Design verification

AI 1/01 RESULTS: ICE ENG Analysis

15

AI

7.3.4
7.3.1

Design review
Project interface communication

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.7
7.3.2
7.3.5

Design changes control

Design input elements
Design verification

AI 1/01 RESULTS: ICE ENG Analysis

16

AI

7.3.1

Project interface communication

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.7
7.3.5
7.3.4

Design changes control

Design verification
Design review

AI 1/01 RESULTS: ICE ENG Analysis

17

NeMar
c

7.3.1

Project interface communication

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.4
7.3.7
7.3.2
7.3.5

Design review
Design changes control
Design input elements
Design verification

AI 1/10 ANALYSIS: ICE ENG Analysis

18

7.3.4 Design review

7.3.1 al.3
Project interface
communications - Project shall manage
interfacesto ensure effective communication
and clear assignment of responsibility
7.3.1 c)
Project shall determine the
responsibilities and authorities for design,
during design planning
7.3.7
Design changes control
7.3.2
Design input elements
7.3.5
Design verification

AI 1/10 ICE ENG Analysis: FOUND

FACT
19
All

projects nurture the following

prioritization of the objectives at the designer
level:
I.Delivery deadline;
II.Client requirements (technical information);
III.Cost control;
IV.Quality.

AI 1/10 ICE ENG ANALYSIS RESULTS

20

The

project management policy is not structured and

known by every team member!
PM decides and drives the way in which things are done in his/her project, wrt: communication,
design review, periodicity of certain management activities, reporting, objectives, different from
the ISO standard requirements, often not enough transparent for the team members.

The

standard and QMS requirements are:

disregarded, misinterpreted, restructured or originally
implemented!
The use of not approved / wrong forms, use of recording methods unable to provide proper
support for analysis, record of nonconforming product on a corrective action form etc.

The

personnel awareness referring to quality matters

is not satisfactorily checked (by the appointed TLs) at
the time they enter the project.
The PM responsibility is the project which depends on resources capability to fulfill the project
requirements. That is why they should make arrangements for the necessary verifications of
resources before they are accepted (verification against the Competency sheet, identify and
manage related risk)

AI 1/10 ICE ENG ANALYSIS RESULTS

21

The

measurement processes inside the projects

are not functioning as planned due to lack of followup actions or results recording. (referring to
management, product realization, quality)
The monitoring and measurement activities, set by QMS allows the PM to use a set of
measurement tools and perform monitoring/analysis in other processes. Unfortunately the
PM cant measure anything unless TL, D and even PCE make their records in other processes
as planned by the PM!

The

implementation of lessons learned is often

blocked by the time issue or because of project
initial settings (the unspecified clients requests are
also a cause).
PM started recording their learned lessons on previous projects. They identified
improvements, risks and other important issues to consider on next projects. The issue here
is that they start projects burning planning phases, in which they could have considered
lessons learned, only to gain time for design realization or to catch a train already in
motion.

ICE ENG RECOMMENDATIONS

22

1.Apply the QMS and standard

requirements/procedures in each project
process/activity as they were set by the quality
management system, and follow-up over the results.
2.Create and implement a standard of project
management with the aim to even out and improve
the projects management.
3.Elaborate and implement a Standard of the
Project Execution Model.
4.Find out and record the nonconforming product in
real time.
5.Implement and communicate the learned lessons
between relevant functions, as a process.

AI 1/01 ICE SA RESULTS

23

PARETO on All Disciplines /departments

7.3.1

Interface communication planning and records (incorrect applied or missing)

al.3 Project shall manage interfacesto ensure effective communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and authorities for design, during design planning

7.3.4

Design review/discipline planning, executing and records (incorrect applied or

missing)

7.3.2
7.3.7
7.3.5
8.2.4

Design input elements planning and records (incomplete or missing)

Design changes control and records (incomplete or missing)
Design verification process implementation (wrong implementation)
Product monitoring (insufficient or lack of records in design planning, input data, check or changes

control processes; also wrong implementation)

AI 1/01 ICE SA RESULTS

24

PARETO @Hull design

@Initial Design

7.3.1

Project interface communic.

PARETO

7.3.1

Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility

Item c: Project shall determine the responsibilities and

authorities for design, during design planning

7.3.2
7.3.4
7.3.1

7.3.2
7.3.4

Design input elements

Design review
Project interface communic.

Item c: Project shall determine the responsibilities and

authorities for design, during design planning

7.3.5
7.3.7

Design verification
Design changes control

Design input elements

Design review

AI 1/01 - ICE SA RESULTS

25

PARETO @ Struct. Analysis

& Deck Eq.

7.3.1

Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility

7.3.4
7.3.5
7.3.2

Design review
Design verification
Design input elements

7.3.4
7.3.1

PARETO @ Outfit.

Design review
Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility

7.3.7
7.3.2
7.3.5
7.3.1

Design changes control

Design input elements
Design verification
Project interface communic.

Item c: Project shall determine the responsibilities and

authorities for design, during design planning

8.2.4

Product monitoring

AI 1/01 - ICE SA RESULTS

26

PARETO @ Machinery&Pip.
Electric.&Automat.

7.3.2
7.3.1

Design input elements

Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility

7.3.4
7.3.7
7.3.1

Design review
Design changes control
Project interface communic.

Item c: Project shall determine the responsibilities and

authorities for design, during design planning

7.3.4
7.3.1

PARETO @

Design review
Project interface communic.

al.3 Project shall manage interfacesto ensure effective

communication and clear assignment of responsibility
Item c: Project shall determine the responsibilities and
authorities for design, during design planning

7.3.7
7.3.5
8.2.4

Design changes control

Design verification
Product monitoring

AI 1/10 ICE SA FOUND FACTS

27

The

results showed that the quality training

provided through departments to relevant functions
in project: designer, team leader, project chief
engineer, did not reached the planned effectiveness.
Contrary to most of QMS settings and
requirements, each project develops own processes
map closer or farther from the QMS processes map,
reshaping processes and creating own structure
which may:
Affect main requirements of the standard and
system;
Create, for a short time, new activity routines
(inducing stress for performers and their managers)

Induce the use of supplementary resources

competencies etc.)

(time,

RECOMMENDATIONS ICE SA
28

new approach to training and application of the

quality management system should be the
Department Managers priority for the next period.
In projects planning the quality processes map
set for each project should be the same with own
companies QMS (ENG and SA). This will allow DM to
train designers, team leaders and project chief
engineers for known and standard processes.
The awareness of relevant functions: D, TL, PCE,
PM, DM, MD, in design quality realization is still low.
The awareness should be considered as a many
steps process for each person involved in relevant
activities before-during-after the product realization.

MEASURES PLANS (ENG/SA) CHART

29

30

THANK YOU!
Determine all involved personnel to show:

Commitment for Quality!