Overview

1.0 PURPOSE
2.0 APPLICATION
3.0 DEFINITIONS
4.0 ASSOCIATED MATERIAL
5.0 PROCEDURES
5.1 General
5.2 Before The Meeting
5.3 The Meeting
5.4 After The Meeting
5.5 PIM Report Issue
6.0 REVISIONS/ AMENDMENTS SUMMARY

1.0 PURPOSE

This work instruction describes the method in which Pre-Inspection Meeting should
be conducted.

2.0 APPLICATION

This procedure applies to all Inspectors.

3.0 DEFINITIONS

Refer to QA Procedure No. CAPP-001 Appendix 1.

In this Work Instruction, Pre-Inspection Meeting (PIM), Pre-Manufacturing Meeting

(PMM), Pre-Production Meeting (PPM) and 'Kick-Off' Meeting all these bear the
same meaning.

4.0 ASSOCIATED MATERIAL

4.1 Standard Agenda for the Meeting - Appendix 1.

4.2 EMEAP PIM Action Fax (sample) - attached.
4.3 EMEAP PIM Formal Report (sample) - attached.
4.4 CAP PIM Action Fax (sample) - attached.
4.5 CAP PIM Formal Report (sample) - attached.

5.0 PROCEDURES
5.1 General

A formal Pre-Inspection Meeting will normally be conducted for an order on

equipment which

Is large, complex or expensive.

Has complex client specifications.
Involves an unknown vendor.
It is anticipated that vendor will deviate from the order requirements,
based on past experience.
Requires extensive fabrication or unusual material.
Involve critical testing or Inspection procedures.
Is a critical delivery item.

The purpose of the meeting is to discuss the technical requirements of the order and
related specification and to indicate inspection points.
The clients will normally advise when a Pre-Inspection Meeting is required. If the
clients request advise on the need for a PIM, it will be the responsibility of the
Operations Manager or his deputy to provide such advise.
5.2 Before The Meeting
The Inspector should within 14 days after receiving the Order Assignment package
set the agenda and make contact with the vendor to schedule the meeting. . The
Agenda for PIM (see Appendix 1) is normally included in the email or fax notification
to the vendor and the client. The PIM is usually held at vendor's premises in order
that ready access can be made to files and shop personnel in the event of a query.
The Inspector is required to thoroughly familiarize himself with the Purchase Order,
requisition and specifications as appropriate.
5.3 The Meeting

Unless the responsibility is assigned to someone else, the Inspector shall chair the
meeting, write the required action email or fax and draft the report. The Inspector
should list all those present, including those attending part-time by name, company
and job title. The meeting should follow the Agenda. As the meeting progresses, the
key points including exception taken and waiver granted will have to be noted in the
meeting summary. At the end of the meeting, these should be reiterated to assure
complete understanding. The vendor must also be given an opportunity to comment
on any topics.
5.4 After The Meeting
The minutes of PIM shall be recorded using appropriate inspection reporting format
as specified in Assignment Instruction.
The narrative report shall address all section headings of the agenda. It should be
adequately detailed and to the point, with extraneous matter omitted. In preparing
the report, it is not intended that each and every item or topic discussed in the
meeting be completely reported. A copy of the report should also be sent to the
designated vendor's representative. Hence items of a sensitive or very controversial
nature should not be put in the PIM Report but be included in the letter of transmittal
forwarding the report or in a separate fax or email to the clients.
Any items requiring action shall either be referenced by detailing responsibility for
action target date, if applicable in the column provided or summarizing individually at
the end of the CAP narrative report in a sentence or short paragraph.
5.5 PIM Report Issue
The numbering sequence of a PIM Report is as follow :1) File number
2) Followed by a suffix "PR" which denotes PIM Report or as the first inspection
report IR001 (This applies only to reports in CAP format).
If this PIM Report is available on time for submission with an Inspection Report, it
should then form as an attachment to the Inspection Report (an example is
illustrated in above para 4.5). If not, the action items resulting from the meeting
should be highlighted on the Inspection Report or on a fax which will then form as an
attachment to the front page of the Inspection Report (an example is illustrated in
above para 4.4). When a formal PIM Report is ready for issue, it should then be
transmitted either with cover email or fax.
6.0 Details of Revisions/Amendments
Issue
No
1

Rev No

Date

Nov 01

REVISION/AMENDMENT DETAILS
Description of Amendment

Initial Issue for ISO9001: 2000 Work Instruction

Prepared By
WJA

Jan 01

Clause 5.5 - Inclusion of statement "This applies

only to reports in CAP format."
Reviewed and revalidated

WJA

Para 5.2 - include "email or" in the line "fax

notification."

Oct 09

May 10

Para 5.3 - include "email or" in the line "fax and

draft the report."
Para 5.5 - change "QASER Reference Number"
with "File No."
Para 5.5 - delete "cover a fax or a cover letter or
both in some cases" and replaced with "with
cover email or fax."
Re-Issue for ISO:9001:2008 Procedure

WJA

WJA

CAPP-001 Appendix 1.
Term /
Abbreviation

Assignment

Description
A task to be allocated to an approved or qualified person capable of undertaking
the scope required.

AMS (also known as Abbreviation for "Assignment Monitor System". An integrated customised
EMAN)
computer application manages assignment specific information with modules
such as data entry, updates, reporting, invoicing, etc. Also known as "EMAN" or
"Electronic Assignment Management System".
Assignment package Consists of Client's purchase order, material requisition/specifications, client
instructions and related correspondences which is provided by the client for
executing the assignment.
Assignment
Instructions

A form detailing information specifying client, vendor and other details including
inspection, expediting or auditing scope of work for a particular assignment.

Assignment File
(Field)

A working file containing all relevant information pertaining to an assignment

and maintained by the Assignee. Also known as "Field Assignment File".

Assignment File
(Office)

CAP
CSP

Field Personnel
Initiator
Procedures

A file containing all relevant information pertaining to an assignment and is kept

in the Administrative Department during the "active" period of the assignment.
Also known as "Office Assignment File".
Abbreviation for Campbell Asia Pacific group of companies with offices in
Singapore, Brunei, Indonesia, Thailand, Hong Kong, Malaysia, China &
Australia.

Contract Specific Procedures. Procedures prepared specifically to cater to

contractual requirements, which defer from the standard work flow in CAP.
The Inspectors and Expeditors (Assignees) who report to the Operations
Manager or his deputy.

Under the section of Purchasing, an "Initiator" is termed as the person assigned

to initiate the purchase of a category of items.
Second tier documentation in the hierarachy of QMS documentation. This
support the outlines defined in the QA Manual. These procedures define the

process flow of a particular part of the company system. Also known as "QA
Procedure", these are supported by Work Instructions where details are
required.

QMS documentation The set of documentation that describes the Quality Management System and
how it can be implemented and maintained. This includes the QA Manual,
procedures, work instructions, forms and records.
QMS
Quality Management System. Common term for a documented system defining
all activities of the overall management function that determine the Quality
Policy, Objectives and responsibilities.
Requestor

Status, Witnessed

Status, Reviewed
Status, Inspected
Sub-Vendor
Vendor

Verification
Work Instructions

Under the section of Purchasing, a "Requestor" is termed as a person who

requests for the purchase of items.

An identified process stage which is performed in the presence of the Inspector

and he confirms/verifies that such activities has been performed by stating
"Witnessed" on vendors' records. The "Witness" point also include monitoring of
quality surveillance.
An identified inspection point where quality related documents which
demonstrate compliance to specified requirements are examined and endorsed
by the Inspector.
A physical inspection performed by the Inspector to verify compliance to
specified requirements and he confirms/verifies that such activities has been
done by stating "Inspected" on vendors' records.
A sub-supplier to the main vendor in a contractual situation.

An organisation that provides products or services to a Client.

The process of checking and/or review to ensure that established requirements

are followed.

A set of documented instructions that define the details of sequence or activities

to be carried out for a particular activity such as filling up a form. Work
Instructions provide the detail information that may be required in the
procedures or higher level documentation.

Standard Agenda for the Meeting - Appendix 1.

Note : This is a general agenda. Inspector may delete add or amend the heading
above to suit appropriate subject.
PRE-INSPECTION MEETING AGENDA.
HEADINGS
1. SHOP WALKDOWN
2. INTRODUCTION
3. PURPOSE OF MEETING
4. CIRCULATION OF ATTENDANCE LIST
5. PURCHASE ORDER AND SPECIFICATION REVIEW

6. STATUS OF THE ORDER :

6.1 Drawing & design calculation (if applicable)
6.2 Procedures : Welding
PWHT
NDT
Fabrication
Hydrostatic/gas testing
FAT/Functional testing
Coating
6.3 Material/Sub-Orders
6.4 Production Schedule/Delivery
7. QA Plan/ITP
8. Communication
9. Inspection Release Note/NCR
10. Manufacturer's Data Record
11. Shipping Preparation
12. Summary of Action Items