EJ JOINT VENTURE SDN BHD

REFERENCE: EJ-Q-E10-17-
PROCEDURE TITLE: QMS-0204-005-0
EJ JV REVISION: 2
PREVENTIVE ACTION
PROCEDURE EFFECTIVE DATE: 29th July 2017

1.0 PURPOSE
This procedure establishes the controls and the effectiveness for taking preventive
action on identified potential problems and aims to provide guidance to staff to ensure
systematic approach to eliminate the causes of potential non-conformities in order to
prevent their occurrence.
2.0 SCOPES
This procedure applies to suggestions/ feedback from staff, negative trends identified
from analysis of records, and any problems, identified by Management.

3.0 REFERENCE
Procedure No. EJ-Q-E10-17-QMS-0210-011-0 – Internal Quality and Safety Audit.

Procedure No. EJ-Q-E10-17-QMS-0207-008-0 – Control of Nonconforming Works/

Material.

4.0 RESPONSIBILITIES & AUTHORITIES

1. Head of Project (HOD)/ Responsible to ensure all necessary resources

Project Manager and preventive measures are taken to
eliminate any potential non- conformities that
may jeopardize to the project

2. Quality Management To oversee the implementation of preventive

Representative (QMR) measures and surveillance

3. QC/ QA Engineer / Inspector & Authorized to identify and monitor any

Auditor potential non- conformity and to determine
action to be taken.

5.0 DEFINITIONS
None

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 EJ JOINT VENTURE SDN BHD
REFERENCE: EJ-Q-E10-17-
PROCEDURE TITLE: QMS-0204-005-0
EJ JV REVISION: 2
PREVENTIVE ACTION
PROCEDURE EFFECTIVE DATE: 29th July 2017

6.0 PROCEDURE FLOWCHART

The detail procedure in section 7 must read referring to this Flowchart

START RESPONSIBILITY ACTION

QC/QA Engineer/ 1. Gather data/report

GATHER FEEDBACK/ Inspector /Auditor on non-conformities
HISTORY ON POTENTIAL
& causes
NON-CONFORMITIES &
CAUSES

Management/ 1. Review all potential

MANAGEMENT REVIEW QMR non-conformities
report

ACTION PLAN 1. Develop realistic

QC/QA
action plan
Engineer /Auditor

[ REVIEW ACTION PLAN 1. Review-up / approve

action plan
QMR/ HOD

OK NO
?

YES

IMPLEMENTATION 1. Implement
QC/QA Engineer/ Monitor progress &
Inspector /Auditor record results

REVIEW ACTION PLAN 1. Review progress

QMR/ HOD/COO report

OK NO
?

YES

MAINTAIN ACTION PLAN

1. Continue
QC/QA Engineer/ surveillance &
Inspector / Auditor record results

END

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 EJ JOINT VENTURE SDN BHD
REFERENCE: EJ-Q-E10-17-
PROCEDURE TITLE: QMS-0204-005-0
EJ JV REVISION: 2
PREVENTIVE ACTION
PROCEDURE EFFECTIVE DATE: 29th July 2017

7.0 PROCEDURE DETAILS

7.1 Identification of Problems and Improvement Suggestions

7.1.1 Problems and improvement suggestions may be raised as a result of the

following :
 Internal feedback
 Analysis of records
 Management review

7.1.2 Corrective actions resulting from nonconformance detected and

internal quality audits are addressed in the Control of Non-conforming
Works/ Material and Internal Quality Audits Procedures respectively.

7.1.3 Preventive actions may also be initiated during management reviews.

Relevant reports on performance , internals audits, defects list etc. shall
be analyzed to identify potential problems

7.1.4 The person who detected the problem, or wants to make an

improvement suggestion shall raise a Preventive Action Request Form
(Attachment 1). The form shall be forwarded to the Quality
Management Representative. (QMR).

7.1.5 The QMR shall log the Preventive Action Request (Attachment 2) and
review the request to assess the magnitude of the problems.

7.2 Investigation and Recommendation

7.2.1 The QMR shall identify the relevant personnel to conduct the
investigation within a certain time frame forward the form to him.

7.2.2 The investigation shall be carried out by the designated personnel and
be shall identify the root causes. The results of the investigation shall
be recorded in the form.

7.2.3 Once the investigation is complete, he shall recommend the preventive

action to prevent recurrence/ occurrence of the problem.

7.2.4 If is a from the client, the personnel shall also recommend preventive
actions and forwarded back to QMR

7.2.5 The completed form with the recommended preventive actions shall be
forwarded back to QMR

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 EJ JOINT VENTURE SDN BHD
REFERENCE: EJ-Q-E10-17-
PROCEDURE TITLE: QMS-0204-005-0
EJ JV REVISION: 2
PREVENTIVE ACTION
PROCEDURE EFFECTIVE DATE: 29th July 2017

7.2.6 The recommended actions shall be reviewed and approved by the

QMR and Head of Department/ COO depending on the nature of the
action.

7.3 Implement

7.3.1 The QMR shall take the necessary action i.e.

 Amend the quality management system documents if applicable
 Coordinate training if required
 Ensure implementation of the preventive action
 Inform the client of the rectification action

7.4 Monitor Effectiveness

7.4.1 The QMR shall monitor the effectiveness of the preventive actions
taken.

7.4.2 The form shall be closed- out once the QMR verified the effectiveness
and the log updated.

8.0 RECORDS
Records of Preventive Request Form and Log shall be maintained by the QMR for a
period of 3 years.

9.0 ATTACHMENTS
Master List of Quality Form QC/DC/F005

10.0 PERFORMANCE MEASUREMENT

1. Occurrence of Non-Conformities after preventive action taken

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