group assignment quality management standard for issuing code no for documents forms based on iso 9001 2015 document system

PURPOSE The purpose of this document control procedure is to present the method and process of preparing, approving, issuing, managing, revising, maintaining, canelling, tracking and num

UEH UNIVERSITY

COLLEGE OF BUSINESS SCHOOL OF MANAGEMENT

af

GROUP ASSIGNMENT

QUALITY MANAGEMENT

GROUP 1

Ho Chi Minh City, 11" November, 2023

UEH UNIVERSITY

COLLEGE OF BUSINESS SCHOOL OF MANAGEMENT

UEH

UNIVERSITY

FINAL ESSAY QUALITY MANAGEMENT

Student Name Student Code Performance

Nguyễn Thiên Duyên 31211021138 100%

Huỳnh Thị Ngọc Hân 31211025016 100%

Nguyễn Khánh Huyền 31211026129 100%

Lê Duy Khả Mân 31211020146 100%

Nguyễn Thị Minh Trang 31211023446 100%

Dam Man Xuong (Leader) 31211020352 100%

Ho Chi Minh City, 11" November, 2023

TABLE OE CONTENT

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4 DEEINILTHIONS HH TH TH TH TH HH TH TH I0 0.0 0.00 00 001 001 08000804 1

5 STRUCTURE OF DOCUMENT SYSTEM wd

6 STANDARD FOR ISSUING CODE NO FOR DOCUMENTS, FORMS BASED ON ISO 9001:2015 DOCUMENT SYSTEM Ăn HH TH TT HH Họ TH 0.0001 50 3

7 STANDARD FOR ISSUING DOCUMENT NO FOR OUTGOING DOCUMENTS

(Announcement, Official Documents, Request Applicafion, .) co ng kh, 4

8 STANDARD FOR DISPLAY DOCUMENT SYSTEM BASED ON ISO STANDARD 6

9, DOCUMENT CONTROL PROCEDURE — INTERNALL 5< Ă << SH Ỳ HY mm, 8

11 RISK ASSESSMENTT SG SH HH HH HH HH HH HH TH HH 4 ch 11

12 FEORM ATTACHMENNT Ác HH HH HH HH HC HH HH HH HC TH HH 09 13

13 MODIEFICA TIONS and DISTRIBUTION HISTOIRY G0 HA TH TH R2 50 13

1 PURPOSE

The purpose of this document control procedure is to present the method and process of preparing, approving, issuing, managing, revising, maintaining, canelling, tracking and numbering the documents of Vinamilk

2 SCOPE

2.1 This procedure applies to all departments, and sections at Vinamilk

2.2 Apply for all internal documents preparing, issuing, and approval or external documents according to the standard of ISO 9001:2015

3 REFERENCE

ISO 9001:2015 —Quality management systems

4 DEFINITIONS

4.1 Document: Valuable information and supportive resources are essential In Vinamilk Vietnam Factory, there are two categories of documents:

- General Documents: These documents are designed for use across all departments, encompassing procedures and other relevant materials The ISO committee is responsible for creating and distributing these documents to all departments, pending approval from the Management Representative and Factory Manager These documents are stored in files labeled with blue

- Individual Documents: These documents are intended exclusively for use within a specific department Each department is authorized to create and utilize these documents, subject to approval from the Management Representative and Factory Manager Individual documents are kept in files labeled with yellow."

4,2 Internal document: The document is prepared and issued within the company under ISO 9001:2015 It becomes effective only after being reviewed by the Management Representative and approved by the Factory Manager 4.3 Outgoing documents: refer to the documents created and sent by our company to external parties, which can include official offices and governmental departments

4.4 External documents: Documents not prepared by the internal company departments They originate from outside sources

4.5 Preparing: Drafting a document to communicate information or regulate activities in the organization

4.6 Review: Evaluating the feasibility of applying the document and its conformity to requirements

4.7 Approval: The action of signing to accept the effectiveness of the document

4.8 Re-approval: If there is no specific indication, any alterations to a document must undergo a review and re-approval process by the same authority or level that mitially approved the document

4.9 Modification, revision of document: Modifying a portion or making changes to either the content or the format of a document is done to ensure that the document complies with standards and is applicable to the current situation Any modifications must undergo re-approval by both the Management Representative and the Factory Manager

4,10: Effective date: when the document becomes applicable and can be used for carrying out specific tasks or processes 4.11 Modification date: The date when the modified document is implemented

4.12 Update: Is recording of any change last page “Modifications and Distribution Control” in each document’s first part

“Documents control list” (DE - FM - GA - 01) such as adding in more documents, changing documents, canceling documents The update also mcludes a recording of results of implementing forms

4.13 Controlled document: Documents are prepared, added, updated, and issued with the latest version Controlled documents are identified by a red "Duc kiém soat" (Controlled) stamp located in the lower right corner of the approval page These controlled documents must be updated in the Document Control List (DE - FM - GA - 01) However, individual documents do not require stamping since they are not disseminated to other departments, making them easily distinguishable

4,14 Uncontrolled document: Documents that fall outside the scope of ISO 9001:2015 are meant for reference purposes only and are not included in the Document Control List

4.15 Outdated document: Invalid documents are marked with a blue stamp that reads “Non- Validity” on the approval pages, with a clear indication of the date, month, and year to signify when the document became outdated When the

"Non- Validity" stamp is applied, the document is recorded

4,16 Original: The document has a real signature, a red stamp on the page approved by, other pages, and the form of the document There is only 01 original, kept by the issuing Department/ Section

Other (As distrible list) Departments and sections have a copy with the “Controlled” stamp Each Department/ section keeps only 01 copy

4.17 Confidential document/record: Documents relating to technical, technology, formulas, etc., marked with a "Tai liệu mat" (Confidential document/Record) stamp, will be overseen by the Department Head and Management Representative

4.18 Index: Supplementary documents are attached to the main document

4.19 Distribute, withdraw: is a necessary action to ensure that the document is controlled and distributed using department/ section

4.19.1 Distribute:

- General documents are given to all departments by the ISO committee before they become active

- Individual documents aren't given to other departments If another department needs to use them as a reference, they have to ask the department that has them and fill out a "Borrow and Return Documents/Record Book" (DE - FM - GA - 02)

4.19.2 Withdraw:

- General Documents: The department responsible for issuing these documents must retrieve any outdated copies and void them The ISO department retains the original document and marks it as "Non- Validity." The ISO committee 1s in charge

of distributing, retrieving, and updating document control for general documents

- Individual Documents: Each department is responsible for managing and retaming outdated copies of their own documents They should maintain a record of these documents within their department and update the Document Control List (DE - FM - GA - 01)

5 STRUCTURE OF DOCUMENT SYSTEM

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/ Policy A

agencies

5.1 Policy: This is the Company's intention and general orientation, as announced by the Board of Directors

5.2 Objective: Is the goal that has to be attained, or attempted The goal should be measurable, practical, and in line with the policy Through the Factory Basic Policy, the Board of Management establishes these goals for every department at the beginning of the year

5.3 Manual: Is a document regulating the management system of ISO 9001: 2015

5.4 Plan: Is a document outlining the policies and sources that are attached, along with who is responsible and when they will apply to a particular project, process, product, or contract

5.5 Procedure: Is a document regulating steps to perform one business or one process

5.6 SOP: Is a document for guiding specific work at each department

5.7 Standard: is thing be set which will be criteria for evaluation work

5.8 Record: provide evidence for the implemented activities

6 STANDARD FOR ISSUING CODE NO FOR DOCUMENTS, FORMS BASED ON ISO 9001:2015 DOCUMENT SYSTEM

6.1 Process:

- Regarding general document control procedure: DCP-XX (DCP stands for document control procedure, XX is the

3

ordinal number of procedures, starting from 01 to 99)

- Regarding other procedures of certain departments: DCP-DE-XX (DCP stands for document control procedure, DE promulgation will be replaced by the abbreviated name with 02 characters of that department, XX is the ordinal number

of procedure, starting from 01 to 99)

— For example, DCP-MB-01 (document control procedure of Board of Management with first procedure)

6.2 Form:

- Regarding forms related to general document control procedure: FM-XX-YY (FM stands for forms, XX is the ordinal number of procedures, and YY is the ordinal number of forms, starting from 01 to 99)

— For example, FM-01-06 is a form of Ist procedure, the ordinal number of this form is 06

- Regarding forms related to other procedures of certain departments: FM-DE-XX-YY (FM stands for form, DE promulgation will be replaced by the abbreviated name with 02 characters of that department, XX is the ordinal number

of procedure, YY is the ordinal number of forms, starting from 01 to 99)

- Regarding forms provided by law and shared in various procedures, these forms can be shared in the procedure (ex: administrative procedure control forms)

6.3 Abbreviation:

Name Abbreviation Board of Management MB

Production department DP

Quality Control department QC

Utility department UC

Quality Assurance department QA

Accounting department AC

General Affair department GA

7 STANDARD FOR ISSUING DOCUMENT NO FOR OUTGOING DOCUMENTS (Announcement, Official Documents, Request Application, .)

7.1 Process

DE promulgation will be replaced by the abbreviated name with

02 characters of that department

ls character abbreviated for name of documents For example,

Annoucement (TB ), Official documents (CV), Request Application (BN) , etc ( Be in

Vietnamese )

MM is 02 number of current month & YY is the last 02 number

of current year for issuing documents For example, May, 2009 we take symbol for

MMYY is 0509

XXX is ascending order number of documents from 1 tonina

year duration at each department

Example: October 31, 2023; Quality Control department has prepared 01 Official documents (latest in 2023) send to the General Department of Customs: Set the number for the document as follows : 001-1023-CV-QC

7.2 Abbreviation

Name Abbreviation Board of Management MB

Production department DP

Quality Control department QC

Utility department UC

Quality Assurance department QA

Accounting department AC

General Affair department GA

8 STANDARD FOR DISPLAY DOCUMENT SYSTEM BASED ON ISO STANDARD

8.1 Document Display: The document is written in English, and can be in Vietnamese The document should be clear, clean, and easily understandable All pages of the document (including the cover page) should have control parts as follows:

- Logo “Vinamilk”

- Name of company, Factory

- Document Name - Form Name

- Name of department

- Code & Revision

- Effective date

- Page

8.2 Approval Pages (if any)

- General documents should have approval pages as the first page of the document

- Individual documents should not need this approval page, it depends on the form format of each kind of document 8.3 Content Page

- Purpose (if any)

- Scope (if any)

- Reference (if any)

- Definition

- Flowchart (if any)

Step Responsibility Flow chart Document Record

01

mì Show all steps to implement the procedure

- Flowchart drawing symbol conventions (This convention is uniform according to international standards):

- Begin, end

- Implementing steps

- Activities conduct at the same time

- Review, approval, verify, decide

— —— „ Description (if any)

8.4 Forms part: Form part, or attached appendix following documents (if any)

01

n | List all forms or appendix attached with documents If the document do not have forms

attached, the document must be indicated “This document does not form attached”

8.5 Modifications and Distribution History Page (should have items as below):

8.5.1 General documents: Here is the sample to make updated modifications and distribution history for general documents as following sample instructions

MODIFICATIONS and DISTRIBUTION HISTORY

Effective

Date

Registration

Code (Revision)

Modified Contents

Distribution

Date

Distributed Place

& Receiving Signature

Withdraw

Date

Disposal Date

10.11.2023

DCP-MB-01

07.11.2023 MB

DP

QC

UC

QA

AC

GA