Quality Procedure - New

Doc. No.: EIS/QP/00/2017 Issue :02 Rev.
: 00 Date: 20/04/2017
2017
QUALITY PROCEDURES
ISO9001:2015/NABET(QCI)Version:3
June 2015
[National Accreditation Board for Education and Training
(NABET)-Scheme for Accreditation of Environment Impact
Assessment (EIA) Consultant Organization]
EIS/Qp/00/2017
Issue – 02
Scope: Providing Environmental

Impact Assessment and Consultancy
Services
ENVIRO INFRA SOLUTIONS PVT. LTD

301, 302 & 305, SRI RAM BUSINESS CENTER
PLOT NO. INS-12
VASUNDHARA, SECTOR-9, GHAZIABAD-201012
Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status
Technical) with date & with date and
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Doc. No.: EIS/QP/00/2017 Issue :02 Rev.: 00 Date: 20/04/2017
RELEASE AUTHORISATION
This Quality Procedures is released under the authority of Mr. Yashpal Jain, Director
(Technical), Enviro Infra Solutions Pvt. Ltd. herein thereafter referred as “EIS” and is the
property of Environment Impact Assessment (EIA) of EIS.
Doc. No. : EIS/QP/00/2017

Issue No. : 02
Issue Date : 20/04/2017
Copy Holder :
Approved By : Mr. Yashpal Jain, Director (Technical), Enviro Infra Solutions
Pvt. Ltd.
Signature :
DISTRIBUTION CONTROL
Revision : 00
Issued On : 20/04/2017
Is this a Controlled Copy? : Yes
COPY HOLDER COPY No.
Management Representative (MRep) 01

Top Management 02
Technical Adviser 03
Sr. Project Manager 04
Manager-HR and Comm. 05
National Accreditation Board for Education Soft Copy
& Training

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AMENDMENT RECORD
Whenever an Amendment is issued to this Quality Procedure, this Amendment Record sheet
shall be updated and issued with each set of revised/additional section of this Quality
Procedure. An acknowledgement slip shall be included for signature and return by all holders of
controlled copies including Accreditation Board/Certifying Authorities
Sl. Page Clause Date of Amendment Reasons Signature Signature

No X of No. Amendment Made MRep Director
Y (Technical)

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TABLE OF CONTENTS
Title Clause Pages Page X of

No. Y
Title Page 1 1/61
Release Authorization and Distribution List 1 2/61
Amendment Record 1 3/61
Table of Contents 1 4/61
Forward 1 5/61
Abbreviations 2 6-7/61
Index Procedure Page No.

EIS/QP/CR/4-I Procedure for Control of Documented Information 8/61
EIS/QP/QP/5-I Procedure for Quality Policy 13/61
EIS/QP/CD/7-I Procedure for Control of Documents 16/61
EIS/QP/TP/ 7-I Procedure for Training 21/61
EIS/QP/PP/ 8-I Procedure for Purchase 22/61
EIS/QP/PC/ 8-IA Procedure for Customer Contract Review And 24/61
Communication
EIS/QP/CA/ 9-I Procedure for Complaints And Appeals 25/61
EIS/QP/IA/ 9-II Procedure for Internal Audit 28/61
EIS/QP/MR/9-I Procedure for Management Review 31/61
EIS/QP/NC/ 8-III Procedure for Control Of Non-Conformances 34/61
EIS/QP/CA/10-IV Procedure for Corrective Action 36/61
EIS/QP/PR/ 11-I Procedure for Performance Measurement And 39/61
Review
EIS/QP/EE/12-I Procedure for Identification, Retention And 42/61
Assessment Of Performance Of Empanelled Expert
EIS/QP/CP/13-I Procedure for Collection And Measurement of 46/61
Primary Data
EIS/QP/SD/14-I Procedure for Collation, Synthesis and Interpretation 53/61
of Secondary Data
EIS/QP/WO/ 15-I Procedure for Work Outsourced 56/61
EIS/QP/WO/ 16-I Laboratory Work Including Calibration of Equipment 58/61
and Laboratory Safety

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FOREWORD
This Quality Procedure has been documented to provide guidelines to company

personnel and information to the customers about the Quality Procedure System as
per the requirements QCI/ NABET or ISO 9001:2015 followed by Enviro Infra
Solutions Pvt. Limited hereinafter known as EIS for undertaking the Environment
Impact Assessment Studies.
The document is the sole property of EIS. The information contained herein is not to
be disclosed in whole or in part either verbally or in writing without prior consent of
the company in writing.
The document does not form a part of any contract and is not intended to imply any
warranty. The company reserves the right to amend its procedures from time to time
as and when required. The bearers of controlled copy of this procedures shall
receive the revised version/pages while no responsibility is undertaken by the
company to update the uncontrolled copies.
This Quality Procedures is an internal document of the company and therefore,

binding to all employees of the company.
Mr. Yashpal Jain
Director (Technical)
Authorized Signatory

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ABBREVIATIONS
AC Accreditation Committee
ACO Accredited Consultant Organization
CAPA Corrective Action & Preventive Action
Comm Commercial
CPCB Central Pollution Control Board
CV Curriculum vitae
EAC Expert Appraisal Committee
EC EIA Coordinator
EB Ecology and Biodiversity
EHS Environment, Health and Safety
EIA Environmental Impact Assessment
EMP Environmental Management Plan
Emp Empanelled
FAA Functional Area Associate
FAE Functional Area Expert
HR Human Resource
HFL Highest Flood Level
ISO International Organization for Standardization
KPI Key Performance Indicators
KRA Key Result Areas
Lab Laboratory
LOA Letter of Agreement
MoEF&CC Ministry of Environment, Forests & Climate Change
MoU Memorandum of Understanding
MoM Minutes of Meeting

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MR Management Review
MRM Management Review Meeting
MRep Management Representative
NABL National Accreditation Board for Testing and Calibration Laboratories
NABET National Accreditation Board for Education & Training
NC Non-conformance
PFR Pre-feasibility Report
QCI Quality Council of India
QMS Quality Management System
SE Socio-Economic
SEAC State Expert Appraisal Committee
SEIAA State Level Environment Impact Assessment Authority
SPCB State Pollution Control Board
TM Team Member
ToR Terms of Reference
USEPA US Environmental Protection Agency

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PROCEDURE NO.: EIS/QP/CR/ 4-I CONTROL OF DOCUMENTED INFORMATION
1.0 Objective:
To establish and maintain a system that ensures that all quality system records are
controlled.
1.1 Scope:
This quality system procedure applies to all records, which relate to the quality system;
including documents of internal and external origin. It covers approval prior to issue,
review and updating, revision and availability at point of use, identifiably and retrievability
of documents in addition to prevention of use of obsolete documents.
1.2 Responsibility:
Management Representative (MRep.) is responsible for maintenance of master list as

per Format EIS/QF/MR/7-IB (Master List of Records) and implementation of this
procedure to preclude the use of invalid or obsolete documents. Quality Document
Records are records that provide evidence to that implementation of quality
management system is happening and effective and are maintained by MRep. These
are records, for example, master lists, internal audit, minutes of management review,
etc. that are maintained in laid down formats in computers or registers or files. Similarly,
Director (Technical) is responsible for control of documents of external origin related to
Environmental Management & Impact Assessment.
1.3 Inputs:
a) Master List of records

b) Requirements of sub clause 4.4.2 of ISO 9001:2015 Quality Manual
c) Trained and qualified personnel
d) Approved procedures
1.4 Output:
A well authorized identified and quickly retrievable records.

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1.5 Procedure:
1. Uniquely Identifying records
Enviro Infra solutions (EIS) provides a unique identification for each EIA records for
audit trails.
All records are given a unique identification number in para 1.5 of the Procedure for
Control of Documents. Revision number and date of issue are mentioned at the top of
the formats.
Quality Document Records are records that provide evidence to that implementation of
quality management system, are referenced in the appropriate procedures, and in the
Master list of records.
2. Retaining Obsolete Records
Quality records shall be retained for a period of 3 years or as per requirements

imposed by customers, regulatory authorities or otherwise. The EIA reports and related
records will be kept for 3 years from the date of grant of environment clearance.
The relevant information recording the status of a record as current or obsolete as well
as whether the obsolete records are destroyed or available for reference is available in
Master List.
3. Storage of Records
Records are stored in secure facilities, which
 Are easily retrievable

 Minimize deterioration
 Prevent loss, unauthorized access or alteration
 Records, for example, master lists, internal audit, minutes of management
review, etc. that are maintained in laid down formats in computers or registers or
files

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4. Security of Records
MRep is responsible for the security of the records. In addition the personnel who are
handling current records in respective areas and as listed out in master list are also
responsible for keeping the same secure while in use.
MRep is responsible to keep the records in the store or in cabinets under lock and key.
These records can be assessed/accessed only after taking the permission of Director
Technical or as authorized by him. Old records beyond the holding/retention period may
also be scanned and kept in computers for legal purpose. The decision on holding of
obsolete documents in computerized or other form; including destroying documents is
taken during the management review meeting and record is maintained.
5. Records in Computer
The records are to be maintained in computer systems. The records maintained in

computer systems are controlled as below:
a. Daily backups are made of data held on the computers.
b. Records are maintained in designated computer systems of personnel
c. If any alterations are to be required or maintained in any computer stored

data; its first done by hand on existing hard document by the authorized
person
d. The soft copy of the file is required changes are done in the soft copy.
e. New text in records (amendments) are identified by way of using different font
type, italics or underline and or colour etc.
f. A hard copy of print is taken and replaced along with
g. PDF format of the new file is generated.
h. Folders and files are to be maintained with named and the dates
i. Old files are first kept in an obsolete records folder and deleted only
subsequently.
j. Computerized records are given name or made with the Unique Identification
of Records

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k. A hard copy of print is also maintained to ensure avoid of loss/change of

original data where necessary. A master copy of computer based records
where relevant is kept in addition in DR formats. This ensures that in case
of any accidental changes to documents the original unaltered text is
available.
l. The computers can be accessed by passwords only. The computer based

data is secured by way of updating the database in a portable hard disk once
every quarter or whenever changes take place. The portable hard disk is
under the control of Director (Technical). The updated status is available from
the file name and date.
Maintenance
Folders, archive boxes, book shelves and the like, which hold quality records, are
labelled to identify their contents.
Disposal
Retention period of records is decided by MRep in consultation with functional heads.

The same is reflected in the Master list of quality records. Upon expiry of the retention
period, quality records are destroyed, by a representative of functional head concerned,
by an appropriate means. Written approval of competent authority is taken for disposal
of records.
After disposal of any quality record, the information is passed on to MRep so as to

update the master list of records, as necessary.
1.6 Process Control
Approved procedure for control of records is provided to all user locations by MRep.
Functional heads check the record control to ensure availability of all records as per
requirement of the documented quality system. Control of records is also verified during
internal audits.
1.7 References
Clause 4.4.2 of ISO 9001:2015/Quality Manual.

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1.8 Format/Records
1. EIS/QF/MR/7-IB Master List of Records

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PROCEDURE NO.: EIS/QP/QP/ 5-I QUALITY POLICY
1.0 Objective:
To establish and maintain a system to be appropriate to the organization’s business that

ensures that quality of the documents is maintained as per the guidelines issued by the
regulatory bodies and commitment to continual improvement with a review mechanism
with effective communication within the organization to ensure the customer satisfaction.
1.1 Scope:
It covers all the policy set by an organisation’s to comply the requirements of quality
management system and commitment to continual improvement with a review
mechanism for customer satisfaction.
1.2 Responsibility:
Lies with the MRep with the permission of Director (Technical)
1.3 Input:
The quality policy input information shall include on
 Organization’s Business.
 Customer Satisfaction.
 Environmental Protection
 Effectiveness of Quality Management System
 Policy Review for continuing suitability and
 Commitment to comply with management system being followed and continuous
improvement in standard of services delivered to customers
1.4 Output:
The output of quality policy is associated with operational procedures to communicate

the company’s commitments and aspirations with regard to quality, and to define
principal objectives for the effectiveness of quality management system. The quality
policy is periodically reviewed within the framework of management reviews of the
quality system. This is to ensure its continual relevance and suitability to provide
direction for the continual improvement effort and customer satisfaction.

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1.5 Procedure
a. Organization’s Business:
 Reports are made on the basis of the guidelines given in the regulatory and
accreditation bodies
 Reports are prepared by the Functional area experts of the specific functional
area.
 Reports are finally checked / reviewed by the EIA Coordinator of that specific
sector.
b. Commitment for continual improvement:
 To ensure the continual improvement in the organization periodically audits

(Internal & External) & complaint redress mechanisms are done.
 Periodically and systematic training are arranged to improve the knowledge of
the employees related to EIA.
 Customers are sent feedback forms for continuous improvement. The feedback
forms are evaluated by the EC/FAE and the improvement is done accordingly.
c. Provide a Framework for setting objective and review mechanisms:
 Management Review Meetings are to be conducted in every 6 months

 Management Review Meeting is be chaired by Director (Technical) and
coordinated by MRep
Details are also given / referred to procedure no. EIS/QP/MR/9-I in Management

Review.
d. Communicated and understood within the organization:
To establish the effective communication in the organization the following methods are
used for maintain the communication level between the employees and higher
authorities.
 Display Board
 Electronic Mail
 Hard copy (Notices & etc)
 Verbal meeting (MRM, Daily Meeting, etc)
 Web-Portal
It is also used for the improvement of the results (EIA/EMP Reports).

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e. Focus on Customer Satisfaction:
 Reports are made on the basis of the guidelines given in the regulatory and
accreditation bodies
 Reports are prepared by the Functional area experts of the specific functional
area.
 Reports are finally checked / reviewed by the EIA Coordinator of that specific
sector.
 Company identifies and implements, effective arrangements for communicating

with the customer relating to following:
a) Product information.
b) Product inquiries.
c) Customer feedback including customer complaints.
 EC checks all the Complaint given by the customer and design appropriate
method to resolving them.
 The complaint register is maintained by the FAE/ EC for the record.
1.6 Process Control
Director / Management Representative (MRep) is responsible to set a Quality Policy to

comply the requirements of quality management system and commitment to continual
improvement with a review mechanism for customer satisfaction.
Management Representative (MRep) efforts to control and reviews the status of

implementation of action plans.
1.7 References
Clause 5.2, 5.2.1 & 5.2.2 of ISO 9001:2015/Quality Manual
1.8 Records/Format
EIS/QF/MM/9-I Management review meeting notice
EIS/QF/MR/9-II Minutes of Management review
EIS/QF/FB/9-IX Customer Feed back form

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PROCEDURE NO.: EIS/QP/CD/7-I CONTROL OF DOCUMENTS
1.0 Objective:
To establish and maintain a system that ensures that all quality system documents are
controlled.
1.1 Scope:
This quality system procedure applies to all documents, which relate to the quality
system; including documents of internal and external origin. It covers approval prior to
issue, review and updating, revision and availability at point of use, identifiably and
retrievability of documents in addition to prevention of use of obsolete documents.
1.2 Responsibility:
Management Representative (MRep.) is responsible for maintenance of master list as

per Format (EIS/QF/MD/4-IA Master List of Documents) and implementation of this
procedure to preclude the use of invalid or obsolete documents. Director is responsible
for control of documents of external origin related to Environmental Management &
Impact Assessment.
1.3 Inputs:
a) Listing of user points for documents of internal and external origin.

b) Requirements of sub-clause 4.4.2 of ISO 9001:2015/ Quality Manual
c) Trained and qualified personnel
d) Approved procedures
1.4 Output:
Control of documents of internal and external origin and their availability at identified
user points.
1.5 Procedure:
a. Uniquely Identifying documents and records
Enviro Infra Solutions (EIS) provides a unique identification for each EIA document for
audit trail

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It follows as:- EIS/XX/YY/ZZ- Name of the procedure
EIS- Refers to Enviro Infra Solutions Pvt. Ltd.
XX- QP = Quality Procedure
YY- Classification of Quality Management System that is QP = Quality Procedure, PP =

Purchase Procedure, CD = Control of Documents, CR = Control of Records, PR
Performance Measure and Review, NC = Action taken to address Non
Conformance, EE = Identification Retention and Assessment of Performance of
Empanelled Expert, CP = Collection/Measurement of Primary Data, CS = Collation
and Synthesis and Interpretation of Secondary Data, WO = Work Outsource, CA =
Complaints and Appeals.
.ZZ- In numeric format refers to serial number and their classification (e.g. 1.1 or 4-1
where, 1/4= Main-heading and 1.1/4-1 = sub-heading under the main-heading).
Example:- EIS/QP/CA/8-I Complaints & Appeals.
b. Approving documents prior to issue
MRep ensures approval and issue of Quality Management System documents to all
concerned personnel. All QMS documents, viz., quality manual, quality procedures, work
instructions, SOPs and formats are approved by Director (Technical). The designated
team, comprising, MRep, Technical adviser and Sr. Project Manager and Manager (HR
and Comm.), as appropriate, approves the QMS documents and the quality Plan.
 All the documents are controlled properly approved before issue to the personnel
working in the organization
 A master list of the documents mentioning the Document Name, Document

Number., Issue Number are properly maintained.
 The documents shall be reviewed and updated periodically or as required and

will be issued after approved by the competent authority with new revision
number/ issue no. with date.
 Issue of document is recorded properly in file containing the name of document,

document number, date of issue and return of document.

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Issue of document within the Division: Documents are issued only to authorized
personnel. MRep finalizes the list (approved by Director Technical) of authorized
personnel on the basis of requirements to ensure that :)
 Quality Manuals (QM) are provided / issued to key personnel only.
 Procedure manuals are issued in sufficient numbers to all personnel.

 Work instructions are provided / issued to individual workers.
 Quality plans, are issued in sufficient numbers
Issue / Control of Documents: List of the controlled documents (Distribution of

documents), allocating copy number to each user, is maintained. Register is also
maintained for control documents.
c. Reviewing and updating of documents, as required /

d. Ensuring quick availability of relevant revision of the document.
MRep is responsible for reviewing and updating of all quality documents as required.
Within the division at all levels may move a request to the MRep for change of any
quality document. MRep checks the validity and justification for the requested change
and forwards the same to the Director, for Consideration. If required, the proposed
change is discussed during next MRM for their appropriateness. MRep is assigned to
incorporate these changes, get Director (Technical) approval, and issue the revised
documents within specified time schedule.
Documents shall be reviewed from time to time but not beyond 3 years and shall be
keep updated. The internal documents are updated as and when the need is felt due to
various reasons as (1) Changes in organizational structure (2) Changes in scope of work
(3) Changes made by accreditation body (4) Changes in regulations, (5) Any
deficiencies/discrepancies observed during the audits etc.
Changes to the documents are promptly communicated to the “Controlled” copy

holders, along with amendment sheet. One copy of the obsolete page / document shall
be retained by MRep for records, after marking it as “Obsolete”.
The external documents are updated by procuring their amendments revisions or new
editions as per requirement. Unless it is not appropriate or possible to do so. The
reasons for the use of old external documents are recorded. The availability of new
editions or amendments is ensured through various means including.

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1. When latest Notifications/Amendments/Revisions are available this is

communicated to all concerned personnel so that we can keep up-to-date on the
latest regulations and standards. Communication methods use for the internal
communication in the organization are:-
2.
 Notice Boards
 Electronic Mails
 Hard Copy (Notices & etc)
 Verbal meeting (MRM, Daily Meeting, etc)
 Web-Portal of the relevant institutions as NABET / MoEFCC / BIS etc.
3. Up-dation of the various Guidelines and Notifications are taken up on weekly

basis at least once a week in soft and hard copy both.
4. The other reports are updated on weekly basis depending on the communication
with clients and stages of the projects and meeting.
The relevant records are maintained. In case an external document becomes obsolete it
is dealt in the same manner as laid down for in-house documents.
e. Storage, protection and retrieval of documents and handling of outdated /

superseded documents.
MRep maintains a master list of all Quality Documents, identifying the current revision
status of the document, and issues its controlled copies to all user locations.
Master copies of all Quality Documents (Quality Manual/ Quality Procedure/ Quality
Format documents) shall be maintained with original signatures and shall be stamped as
“MASTER COPY”.
Control copies shall be issued as per the distribution list with stamp of “CONTROLLED
COPY” on each page.
Quality Manual can be issued to any agency only approval of Director and it will be
marked “INFORMATION COPY”
All obsolete documents shall be returned to MRep to avoid their unintended use. MRep
shall mark 1 copy of the obsolete document as “Obsolete”, and retain it for record. All
other copies shall be destroyed.
Control of External Origin Documents

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Director (Technical) / MRep are responsible to review the revision status of all the
documents every six months and endorse observations in the control register.
Control register for documents of external origin shall be maintained within each division
when a revised version of any document is found to be available, the same shall be
obtained in sufficient numbers and issued to original copy holders for use. The obsolete
version shall be withdrawn.
Use of Controlled Documents
Controlled documents are not allowed for the photo copy. Only formats may be
photocopied for preparation of records.
1.6 Process Control
Management Representative (MRep) personally responsible for checks the

completeness of documents before issue to user locations. He/she maintains a control
register to control the status of issued documents. Randomly checks are carried out by
MRep to ensure availability of controlled documents at all user locations. Documents of
external origin are checked periodically to ensure availability of latest updated version.
1.7 References
Clause 4.4.2 of ISO 9001:2015/Quality Manual.
1.8 Format/Records
1. EIS/QF/MD/7-IA Master List of Documents
2. EIS/QF/LC/7-II Distribution list of controlled documents
3. EIS/QF/MR/7-IB Master List of Record
– Issue/ acknowledgement of documents
– Document control register
– Request for change
– Record of amendments
– Master list of documents
– Control register for external documents

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PROCEDURE NO.: EIS/QP/TP/ 7-I TRAINING PROCEDURE
1.0 Objective:
To ensure that personnel training, provides required training and evaluates the
effectiveness of the training provided (including empanelled experts) performing work
affecting conformity to product requirements are competent on the basis of appropriate
education, training, skills and experience. Personnel assigned to perform specific tasks,
operations, and processes are qualified.
1.1 Scope:
All experts (in-house as well as empanelled) and executives are involved in

Environmental Consultancy work and to be provide required training
1.2 Responsibility:
Director (Technical). has overall responsibility for implementation & maintenance of the
procedure. Functional Area Experts are responsible for identification of training needs of
personnel under their functions. MRep is responsible for maintaining the records,
ensuring necessary approvals and reporting to the Director (Technical).
1.3 Input:
 Results of verification and review activities

 Customer complaints and comments
 Expert appraisal committee proceedings
 Public hearing proceedings
 NABET assessment reports
 Internal evaluation
1.4 Output:

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Identification of training needs of personnel and action for training
1.5 Procedure:
MRep presents the inputs to the Director (Technical). Director Technical reviews the
same in association with the functional heads. The performance of all experts and
personnel involved in the assignment are evaluated, and training needs, if any, are
identified. Action plan for the identified training is decided and recorded.
Functional heads identify the training needs of personnel under their function, and
forward it to the Director (Technical) for consideration. Action plan for the identified
training is decided and recorded.
Director (Technical), in consultation with the functional heads, decides whether the
training is to be provided by in-house/ empanelled experts or by external faculty/ agency.
For internal trainings, a date and time is fixed. The internal/ empanelled expert prepares
the training material. Training are provided in the conference room. The training is
provided as per the training material. After training, the expert (faculty) determines the
effectiveness of the training through question answer sessions and group discussions.
For training by external agency/ faculty, necessary financial approval is sought from the
Director (Technical). On approval, the terms & conditions, venue and period of training
are finalized in consultation with the external faculty/ agency. The training by external
agency is provided as per the schedule. The external faculty provides a certificate
regarding training effectiveness.
1.6 Process Control:
Director (Technical). and Functional heads identify the training needs. Functional heads
determine effectiveness of the training based on performance of the trainee. MRep
maintains all records related to training
1.7 References
Clause 7.2 of ISO 9001:2015/Quality Manual
1.8 Formats/Records
EIS/QF/RT/7-I Record of Training identification

EIS/QF/TP/7-II Record of Training Plan

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PROCEDURE NO.: EIS/QP/PP/ 8-I PURCHASE PROCEDURE
1.0 Objective:
To ensure that all equipment’s, general office setup accessories as computers, printer or
specific products and services are functioning properly and/or meet required
specifications, and to define the authority, responsibilities, and system for the purchase
of quality critical equipment, materials and services for use in Environmental
consultancy.
1.1 Scope:
This procedure applies to all equipment’s, general office setup accessories as
computers, printer or specific products and services required to do EIAs as books,
software’s, procurement of secondary data.
1.2 Responsibility:
The Manager (HR & Comm.) & Management Representative (MRep) is responsible for
the implementation of this procedure.
1.3 Procedure:
 Manager (HR & Commercial) is responsible for preparing list of technical
specifications for all purchased services.
 The Director (Technical) has final approval of request from the Manager (HR &
Commercial) via purchase requisitions or tenders.
 Records of inspection/verification are maintained.
 The purchases include general office setup accessories as computers, printer or

specific products or services required to do EIAs as books, software’s,
procurement of secondary data.
1.4 References
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Clause 8.4 & 8.4.1 of ISO 9001:2015/Quality Manual
1.5 Formats/Records
EIS/QF/PO/8-I Purchase orders
EIS/QF/CC/8-IA Customer Contract Review and Communication
EIS/QF/CP/8-IB Contract Proposal
EIS/QF/OE/8-IC – Meeting with PP and DPR Consultants
EIS/QF/VP/8-II – Purchase order verification of purchase material
EIS/QF/VE/8-III – Vendor Performance evaluatio
PROCEDURE NO.: EIS/QP/PC/8-IA CUSTOMER CONTRACT REVIEW AND COMMUNICATION
1.0 Objective:
To ensure customer approaches Customer Cell for executing the contract. In case
request is made to any other person as Director (Technical), Manager (HR &
Commercial) MRep, the requests are routed through Customer Cell only.
1.1 Scope:
To review evaluating resources and capability to undertake the work, depending upon
the nature of work, its volume and various requirements of the customer and MoEFCC
and NABET Requirements.
1.2 Responsibility:
The Director (Technical), Manager (HR & Commercial) & MRep is responsible for the
implementation of this procedure.
1.3 Procedure:
 The customer’s request in person, on telephone, email or otherwise is reviewed

for scope of work by Customer Cell along with Director (Technical), Manager (HR
& Commercial) & MRep using EIS/QF/CC/8-IA Customer Enquiry Contract
Review and Communications format.
 Once it is decided to take the work the contract is executed where contract is
acceptable to both the company and customer EIS/QF/CP/8-IB Contract
Proposal.
1.4 References
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Clause 8.2.2 of ISO 9001:2015/Quality Manual
1.6 Formats/Records
EIS/QF/CC/8-IA Customer Contract Review and Communication

EIS/QF/CP/8-IB Contract Proposal
PROCEDURE NO.: EIS/QP/CA/ 9-I COMPLAINTS AND APPEALS
1.0 Objective:
To ensure maximum customer satisfaction as well as compliance with applicable

statutory and regulatory requirements
1.1 Scope:
It covers all customer complaints & appeals and adverse comments from statutory and
regulatory agencies.
1.2 Responsibility:
Director (Technical), in association with the functional heads, is responsible for effective
handling of customer complaints & appeals, and appropriate follow-up action against
comments from statutory/regulatory agencies. Management Representative (MRep) is
responsible for maintaining records and ensuring implementation of the procedure & its
outcome.
1.3 Input:
 Customer complaints & appeals

 Comments from statutory & regulatory authorities
 Feedbacks from functional heads and supervisors
 Results of internal audits
1.4 Output:
 Action plan for redressal of complaints and appeals

 Action plan for redressal of comments

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 Redressal of complaints and comments

 Root cause analysis, followed
 Corrective & preventive actions
1.5 Procedure:
a. Informing the clients about the provision of complaints and appeals

b. Accepting complaints/ appeals
c. Handling and disposal (including authority and responsibility) of the same within
reasonable time
d. Maintaining records of complaints/ appeals
e. Ensuring implementation of preventive/ corrective actions
Complaint received from the customers about any aspect of our services will be
attended, recorded, investigated and the outcome will be conveyed to the customer. In
case complaints are made by customer on telephone; customer is requested to forward
the same also in writing through post, fax or email.
The complaint/appeal from client or comment from statutory/ regulatory authorities will
be recorded in the Complaint log by the MRep and presented before the Director
(Technical). Processing of the complaint will be allocated to an expert, independent of
the perceived problem.
Initial enquiries will be made, recording their result, to determine if all relevant
information is available. Please note that the complaint may originate due to adverse
comments from the monitoring/ statutory/ regulatory authorities.
Depending upon the significance, Senior Project Manager initiates Root Cause
Analysis along with MRep if the significance or impact is major or otherwise initiates
corrective action for issues of minor significance.
The customer is informed of the action taken. The organization tries to resolve the
complaint to the best of satisfaction of customer, however, takes into account that the
complaints are neither of frivolous nature nor with intentions to influence to deliver
specific results.
The independent expert will determine the root cause of the complaint/problem, and
formulate Corrective Actions Plan (CAP) to eliminate recurrence of identical
complaints/ problems. Director will review the root cause and the CAP, and ensure its
implementation by the relevant FAE/ individual. MRep will monitor and maintain record
of its progress.
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The MRep will ensure that appropriate corrective action is implemented and will record
details progressively, including the updated complaint log.
Prior to the management review meeting, or earlier if a trend is apparent, the Director
(Technical) will analyze the complaints to determine the overall pattern of non-
conformances (complaints/ appeals/ adverse comments) so that effective preventive
action can be formulated and implemented.
Should resolution of a complaint be an extended exercise, then the complainant will be

kept informed of the resolution process and its progress. The complainant will also be
advised of the outcome of the investigation.
Handling and Disposal including (authority and responsibility) of the same will be done
well within reasonable time.
Records of complaints and Appeals are maintained in EIS/QR/CA-8-II
 MRep records the complaints, presents the complaints before Director

(Technical), and maintains records of the proceedings up to effective
implementation of C & P actions.
 Director (Technical) facilitates the process of root cause analysis and formulation
& implementation of Corrective & preventive actions.
 Director (Technical) periodically monitors the level of customer satisfaction and

status of C & P actions
1.7 References
Clause 8.2.1 & 9.1.2 of ISO 9001:2015/Quality Manual
1.8 Formats/Records
EIS/QF/CA/8-II Customer complaints and appeals

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PROCEDURE NO.: EIS/QP/IA/ 9-II INTERNAL AUDIT
1.0 Objective:
To ensure that internal audits are conducted in accordance of requirements of the

standard.
1.1 Scope:
It covers all functions of Environment Management. A well trained and qualified

personnel and preferably independent of the activity to be audited carries out an internal
audit at least twice a year to address all the elements of management system as per
the requirements of NABET
1.2 Responsibility:
Management Representative (MRep) is responsible for maintenance of this procedure.

The MRep. prepares schedule for auditing. The dates for the audit are circulated by the
MRep. well in advance. Trained and qualified internal quality auditors are responsible for
carrying out internal quality audits. Functional heads are responsible for corrective
actions and MRep for monitoring and co-ordination.
1.3 Audit Input:
 Audit check list, Plan, Notice, Audit schedules and

 A well-Qualified and approved auditors independent of activities to be audited
 Formats for recording non-conformities and corrective actions
1.4 Audit Output:
Identification of non-conformities and corrective actions with respect to adequacy and

effective implementation of the quality management system and requirements of ISO
9001:2015
1.5 Procedure:
1. Planning and Audit:

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Management Representative prepares schedule for auditing. Details such as how

many days are required for carrying out the audit, which sections are to be audited in
which order and when etc., are worked out at the time of deputing the internal auditor(s).
The dates for the audit are circulated by the MRep. well in advance.
Internal quality audits are performed for each function at least once in six months.
Frequency of audits may be modified based on experience and trends observed during
earlier audits. Internal auditors are provided training by qualified QMS auditors. The
MRep maintains a list of trained and qualified internal auditors.
MRep prepares audit plan for each year and ensures its implementation. Actual dates of
audit are finalized keeping in view the convenience of the auditees and auditors, without
upsetting their normal schedule. Audit notice is issued to the auditees and auditors,
seven days in advance, informing about the audit schedule.
2. Audit preparation:
The auditors familiarize themselves with the working of the functions to be audited.
Checklists are prepared by the auditors in the working format.
3. Performing the audit:
Audit is performed as per audit check list. Audit observations are noted down by the
auditors on the check list. The auditors maintain the objectivity of audit and work within
the agreed scope of audit. The auditors conduct a opening meeting and explains about
the days schedule. The auditor visits relevant sections assigns specific tasks to the
personnel. The auditor looks for objective evidence in all its forms, which indicate the
non-conformance with the specified requirements. The deficiencies that are noticed by
the auditor are investigated to the necessary depth depending upon the extent to which
it affects the report. The auditor records enough information to make an informed
judgement based on adequate set of notes containing facts. While selecting the
samples of audit, care is taken that the samples are representatives of the activities
performed. The audit ends with a closing meeting briefing the personnel about the key
findings including clearing any doubts.
4. Preparation of Audit Report:
The auditor gives a balanced picture of the whole audit performed and submits the
report that include both positive and negative observations and non-conformities raised
during internal audit. He classifies non-conformities corresponding to the various quality
system elements. He may give suggestions for improving the quality system.
5. Reporting
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The audit report is submitted to MRep and copy given to auditee with receipt
acknowledged. The findings of audit team are submitted as above within three working
days of the completion of the audit.
6. Follow-up for closing of NCRs/ Observations:
On receiving the internal audit report, MRep. circulates the report among personnel and
plans out corrective actions by the concerned personnel. Once the corrective actions are
complete he submits the objective evidence to internal auditors so that non-
conformances raised are closed.
MRep. prepares a final report for the knowledge of Director (Technical) and for input to
management reviews.
The contents of audit report include name of the audit officer, date of audit, areas
audited, details of aspects audited, any non-compliance observed and its categorization,
corrective action agreed and time period for corrective action, signature of MRep.
conforming that corrective action has been completed.
1.7 References
Clause 9.2 of ISO 9001:2015 Quality Manual
1.8 Format / Records
EIS/QF/NC/9-III NC Reports
EIS/QF/AS/9-IV Audit summary Reports
EIS/QF/AP/9-VII Audit plan
EIS/QF/AC/9-VIII Audit Check list

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PROCEDURE NO.: EIS/QP/MR/ 9-I PROCEDURE FOR MANAGEMENT REVIEW
1.0 Objective:
To review the performance of organization’s Quality Management System (QMS) to

ensure its continuing suitability, adequacy and effectiveness. To ensure the quality of
EIA reports, the improvement in the scale & competence level of the experts is regularly
monitored and upgraded.
1.1 Scope:
It covers all functions of Environment Management in order to generate quality EIA

reports with necessary action to be followed and improvement in the skills and
competence level of the experts through training.
1.2 Responsibility:
Management Representative (MRep) is responsible for Management Review for

planning by issuing a circular intimating the date of management review. MRep is
responsible for ensuring that the reviews are held as per schedule or given circular date,
presenting the inputs, recording the proceedings, maintaining records and monitoring
implementation of outputs. It is generally conducted twice in a year after internal audit
and after the NCs of internal audit are complete. It is supervised or chaired by Director
(Technical).
1.3 Review Input:
The management review input information shall include on

 Results of audits,
 Public hearing proceedings,
 Customer feedback and complaints,
 Service performance and Service conformance data,
 Expert appraisal committee comments and proceedings
 Performance of empanelled & In-house experts
 Review of objectives
 Performance of external providers
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 Status of preventive and corrective actions,

 Organizational structure changes,
 Other changes that could affect the quality system,
 Follow-up actions from earlier management reviews, and
 Recommendations for improvement.
 Resource allocation
 Specific requirements of NABET
 Process performance and product conformity
1.4 Review Output:
Review output from the management review shall include any decision and action
related to:
 Enhancement / Improvement of services related to EAC requirements,

 Development / Improvement of services related to customer requirements,
 Enhancement / Improvement of the effectiveness of the QMS and its processes,
 Action plan for compatibility or preparedness for assessments by NABET
 Resource needs, including empanelled experts, and
 Action plan for overall improvement & effectiveness of the system.
If any major changes in the Quality Management System or Organization or to meet the
requirements of audits, additional reviews may be conducted by MRep and to ensure
that the action are completed in given time frame.
1.5 Procedure
1. Planning and Management
Management review meetings are to be conducted in every 6 months. MRep proposes

a date for next review to the Director (Technical), who approves the same after ensuring
their availability. The date of MRM and its agenda are notified to all functional heads.
The functional heads collect necessary information/data and inputs for participation in
the review meeting.
2. Preparation
MRep is responsible to collects all inputs for review from different functions. He/she also
ensures that the inputs status is correct and updated of the system.
3. Conducting the Review

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The review meeting is chaired by the Director (Technical). MRep is responsible for
presents the inputs as per the agenda notified earlier. Director (Technical) invites
opinions from other Functional heads regarding each agenda point. Based on the output
discussions, Director (Technical) approves the action plan for improvement.
Responsibilities and target dates for implementation of action plans are decided.
4. Review records
MRep is responsible for records the proceedings of the minutes of the meeting. Copies
of management review minutes are provided to Director (Technical) and Functional
heads either in hard copies or in soft copies through mail.
Follow-up action
Every individual has a responsibility for implementation of action plan and ensures that
the same is implemented within the planned/given time frame. MRep monitors the
implementation and reports the same to the Director (Technical).
1.6 Process Control
Management Representative (MRep) exercises/efforts control on planned reviews.

MRep reviews the status of implementation of action plans. MRep also ensures the
inputs from different functions present the actual status. Director reviews the inputs
before the management review.
1.7 References
1.8 Formats/ Records
EIS/QF/MM/9-I – Management review meeting notice
EIS/QF/MR/9-II – Minutes of Management review
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PROCEDURE NO.: EIS/QP/NC/8-III PROCEDURE FOR CONTROL OF NON-

CONFORMANCES
1.0 Objective:
To lay down procedure for control of Non-conformances.
1.1 Scope:
It covers all environmental consultancy services provided by the Environment

Management.
1.2 Responsibility:
Director (Technical) has overall responsibility for implementation & maintenance of the
procedure. Functional area experts are responsible for maintenance of the procedure
within their respective functions. The MRep is responsible for maintaining the records,
ensuring maintenance and reporting to the Director (Technical).The MRep. initiates the
procedure to evaluate significance of non-conformance including root cause analysis as
and when a non-conformance comes to notice
1.3 Input:
 Results of inspection, verification and review activities

 Customer complaints and comments
 Expert appraisal committee comments
1.4 Output:
Identification, documentation, re-work and disposal of non-conforming services; and

basis for formulation and implementation of corrective action to eliminate recurrence of
similar non-conformities
1.5 Procedure:

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a. Analyzing the NCs/ Obs. of internal audits as well as external audits including
NABET to identify the causes and the actions (corrective and preventive) to be
taken,
b. Identifying resources and other inputs required for such actions,
c. Fixing the time frame and the responsibility for the actions,
d. Ensuring the completion of the actions to be taken,
e. Ensuring amendments in the procedure for the prevention of the recurrence of
such NCs.
Non-conforming services detected at any stage are positively identified,
documented and separated to ensure that such outputs are prevented from
unintended use. Report of non-conforming service, complete with proposal for re-
work and disposal, is prepared by concerned functional head, and based on inputs
from various sources. It is handed over to MRep for record and putting up to Director
for approval. Director (Technical) considers the proposal, discusses the matter with
the functional head and accords approval for re-work and disposal. Re-worked
products (service output) are re-verified in accordance with the specified
requirements of the product, before further action. Functional head determines root
cause for the product non-conformity, formulates corrective action for recurrence
of identical non-conformities, and places the same for discussion during next
meeting of the Quality Council.
Non-conforming products are positively identified by concerned functional head and

documented. Director (Technical) accords approval for handling/ disposal of NC
products. MRep maintains records and performs periodic checks to ensure effective
maintains of the procedure.
1.7 References
1.8 Formats/Records
EIS/QF/NC/8-I Non-conforming Services
EIS/QF/CA/8-II Customer Complaints and Appeals
EIS/QF/ES/8-IIA – Quality Problem Evaluation Sheet
EIS/QF/SR/8-IIB – Summary of record of complaints for each quarter
EIS/QF/NC/9-III - NC Report

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PROCEDURE NO.: EIS/QP/CA/10-IV CORRECTIVE ACTION
1.0 Objective:
To lay down procedure for corrective actions and effective handling of customer
complaints.
1.1 Scope:
It covers non-conformities detected in Director (Technical) at all stages of service

provision and customer complaints.
1.2 Responsibility:
Director (Technical) has overall responsibility for implementation & maintenance of the
procedure. Functional area experts are responsible for maintenance of the procedure
within their respective functions. MRep is responsible for maintaining the records,
ensuring maintenance and reporting to the Director (Technical)
1.3 Input:
 Identified and detected product/ service non-conformities

 Customer complaints and feedback
 Expert appraisal committee proceedings
 Results of internal and external audits
1.4 Output:
 Identification of root cause of non-conformities under input

 Effective corrective action to prevent recurrence
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 Satisfactory resolution/ correction of the non-conformity
1.5 Procedure:
A Quality Council has been constituted to consider improvements in the existing system,
and for solution of all deviations from planned/ required outputs. The quality council
meets once in a month. Composition of the Quality Council is as follows:
 Director (Technical)
 Technical Adviser
 Management Representative
 Sr. Project Manager
a) Records of reports of product non-conformities, results of internal audits and the

customer complaints are maintained by MRep, and are transmitted to concerned
functional head for further action.
b) The concerned functional head determines root cause for the non-conformity/
complain, and formulates appropriate corrective action to eliminate recurrence of
identical non-conformities.
c) Results of root cause determination and the proposed corrective action are
placed in the quality council meeting, where adequacy of root cause
determination and appropriateness of proposed corrective action are discussed.
MRep maintains records of the final decision regarding implementation of the
agreed corrective action.
d) Responsibility and target date of implementation of corrective actions are

assigned during the meeting. Status of implementation and maintenance of
corrective actions are reviewed during quality council meetings as well as during
management reviews.
e) Customer complaints may be received by any means by any employee. The

same is recorded in the customer complaint register, maintained by MR. MRep
presents the complaint before Director for necessary directive. Director discusses
the matter with concerned functional head, where action for satisfactory solution
of the complaint is decided.
f) Action taken on customer complaint is intimated to the customer through

letter/fax/e-mail/telephone and record of this communication is maintained.

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g) Status of corrective actions against internal audit non-conformities is reported by

functional heads to MRep for discussion during next quality council meeting and
management review.
Concerned functional head determines root cause of non-conformances/complaints and

proposes corrective action to avoid recurrence of similar non-conformances. Proposed
corrective actions are reviewed by the quality council. Director approves the proposal
and assigns responsibilities and target dates for implementation. MRep maintains
records.
1.7 References
Clauses 10.2 of ISO 9001:2015/Quality manual
1.8 Records
EIS/QF/CA/10-V Corrective Action

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PROCEDURE NO.: EIS/QP/PR/11-I PERFORMANCE MEASUREMENT AND REVIEW
1.0 Objective:
To ensure fixing of key result areas of experts, cross checking accuracy of primary data,
internal audits, management reviews and follow-up actions on internal audits and
management reviews.
1.1 Scope:
It covers results of measurement of all processes, data analysis and performance

evaluation.
1.2 Responsibility:
Director has overall responsibility for this activity. The inputs for measurement and
review shall be provided by functional heads. Management representative shall maintain
records.
1.3 Input:
 Internal audit findings

 Customer feed-backs & complaints
 Feedbacks from EIA coordinator and functional area experts
 Results of cross-checking of accuracy
 Action plan formulated in management reviews
1.4 Output:
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 Performance and training needs of experts involved in service provision

 Corrective & preventive actions
 Opportunities for improvement
 Training need identification
1.5 Procedure:
a. Fixing Key Performance Indicators (KPI) of experts involved in EIA, which

should include quality of the EIAs they are associated with and annual appraisal
of the same
b. Assessing / ensuring the quality of EIA reports prepared
c. Improving skill level of experts through training
d. Periodic and systematic audit, both internal and external and follow up action
for closure of Non conformances NCs/ observations.
e. Management review giving periodicity and issues to be taken up including

feedback from project proponent/public hearing/environment appraisal
committee/state environment appraisal committee on quality of EIA reports
prepared and necessary follow up action.
The inputs are examined to evaluate the performance of experts (internal as well as
empanelled), quality of EIA reports, development of skills of experts, accuracy of primary
data, compliance with the system, status of corrective & preventive actions, and the
follow-up actions on internal audits and management reviews
A Performance Evaluation Committee has been constituted to examine the inputs and
evaluate the performance of the EIS. The committee meets once in 6 months – after
the internal audit but before the management review meeting. MRep initiates these
meetings, and maintains records of inputs and outputs. Composition of the Committee is
as follows:
 Director (Technical)
 Technical Adviser
 Sr. Project Manager
 Management Representative
The committee discusses the inputs and gives recommendations on the following
subjects:
 Status and effectiveness of corrections and corrective actions

 Identification of root cause for deviation from planned arrangements and outputs

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 Preventive actions against potential non-conformities

 Scope for improvement in the processes of QMS
 Steps for improving performance of experts.
Management representative arranges the meetings of Committee once in 6 months –

after each internal audit. Outputs of the deliberations of the committee meeting are
placed during the next management review. The outputs are discussed and
responsibilities & implementation schedule are fixed. Management representative
monitors the status of implementation and reports the same to Director (Technical).
 MRep initiates the committee meetings, presents the inputs and records the
proceedings and outputs.
 MRep intimates the action plan and schedule to the concerned (responsible)
person & Director (Technical).
 Director (Technical) reviews the status of implementation submitted by the
MRep.
1.7 References
Clauses 9.1 & 11.0 of ISO 9001:2015/Quality manual
1.7 Formats/Records
EIS/QF/MM/9-IX Minutes of Meetings
EIS/QF/NC/8-I Non-Conforming Services
EIS/QF/CA/10-V Corrective Action
EIS/QF/RP/12-I Record of Retention of Expert
EIS/QF/PA/12-IV Performance Assessment of Work Done
EIS/QF/SP/13-I Service Planning Schedule and Status

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PROCEDURE NO.: EIS/QP/EE/12-I IDENTIFICATION, RETENTION AND ASSESSMENT OF PERFORMANCE OF

EMPANELLED EXPERT
1.0 Objective:
To ensure identification and retention of competent empanelled experts, and

Performance Assessment of Experts.
1.1 Scope
This section address policies of EIS related to identification, retention and assessment
of performance of personnel whether in-house or empanelled. As per Scheme of
Accreditation of EIA Consultant organization by Quality Council of India, QCI-
NABET/EIA105/Rev.09/Aug 2011, twelve areas of expertise have been identified for
carrying out EIAs. The areas of expertise are: AP, WP, SHW, EB and SE are called
core areas & other areas of expertise are: LU, AQ, NV, HG, GEO, SC, and RH.
1.2 Responsibility
Director (Technical), in consultation with Technical adviser/functional heads/experts, is

responsible for selection of suitable and efficient empanelled experts. Management
representative is responsible for maintaining the records and Director (Technical)
accords the approval.
1.3 Inputs
 Evaluation from handling of earlier projects

 Requirements as per NABET scheme
 Feedbacks from EIA coordinator and functional area experts
 Appraisal committee meeting proceedings
 Customer feed-backs & complaints
 Resume of the expert
 Comment of the appraisal committee
 Results and cross-checking of accuracy

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 Problem Areas Reported by Coordinator / Feedbacks / FAEs

1.4 Output
 Performance and training needs of experts

 Recommendation for retention of empanelled experts

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1.5 Procedure
a. Procedure for specifying qualifications and experience requirements of the

experts
The empanelled personnel are engaged subject to fulfilment of education, experience

and trainings criteria for personnel as required and laid down in Scheme of Accreditation
of EIA Consultant Organization by Quality Council of India, QCI-
NABET/EIA105/Rev.09/Aug 2011 and amended thereby. A summary of the education,
experience and training requirements as per the Scheme is prepared and is made
available in (Appendix-D) and also provided to Manager (HR & Commercial)
Technical Adviser/ Senior Project Manager raises requisition for the personnel on the
basis of volume of work; expertise required as per sectors in which EIA is done or if a
vacancy is generated due to resignation of a working person in Format EIS/QF/RP/12-I
Requisition for Personnel and submits to Manager (HR & Commercial).
Manager makes public requirements for human resources for EIA on website through
newspapers or circulation among colleges in the region or through verbal and
telephonic-interviews.
The recruitment is through interview by Director (Technical) along with other team and
the process is handled at Manager (HR & Commercial). and appointment or
empanelment (MoU is signed with the empanelled expert in line with Format
EIS/QF/MU/12-II (MoU with Empanelled Expert) records are maintained separately for
each candidate EIS/QR/RP/12-I (Records of Personnel) in alphabetic order by name and
include- bio-data given by candidate and certificates of education and or experience,
trainings, appointment letter/ MoU, joining report, agreement, training records,
authorizations in chronological order.
b. Procedure for assessing the work done by the prospective personnel prior to
their retention.
Management Representative in collaboration with Manager (HR & Commercial) uses

Format EIS/QF/PP/12-III for assessing the work done by the prospective personnel
prior to their retention. This format is based on requirements as laid down by Scheme
of Accreditation of EIA Consultant Organization by Quality Council of India, QCI-
NABET/EIA105/Rev.09/Aug 2011 and its amendment.
The format is filled by MRep by scrutinizing the documents submitted by candidate as

well as on the basis of interview done. The format also takes into consideration.
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 Presentations done for Public Hearing

 A review of minutes of meeting of EAC/ SEAC of projects for which contributions
are made
 Existing status of approval by NABET as EC/ FAE/ AFAE
 Presentations if made to EAC/SEAC
 Communication Skills on the rating scale Excellent, Good and Average
 Association with other organizations for empanelled experts.
 Knowledge of EIA guidelines/ Environment legislations in respective areas
 Languages known
Knowledge about Sites, Impacts, Mitigation Measures and EMP in relevant areas
c. Procedure for framing the “Terms of Reference” for the retention of the
personnel.
The appointment letters and the conditions laid therein are terms of reference for in-
house personnel. The Format EIS/QF/MU/12-II (MoU with Empanelled Expert) lays
down, “Terms of Reference” with empanelled expert. These take into consideration
desired role of the expert as per NABET guidelines and regulatory requirements.
d. Procedure for Performance Assessment of work done.
The empanelled expert personnel are assessed on the basis of Manager (HR &
Commercial) requirements as laid down by management for the EIS as a whole.
However personnel involved in EIA including empanelled experts in addition are
assessed for KPI as laid down in EIS/QM/00/CL-11.0 i.e
1. Field visits- Involvement in selection of monitoring stations.

2. Checks on primary data generation and secondary data collection
3. Knowledge up-gradation and evaluation
4. Reporting- Collation, synthesis and interpretation of data
5. Impact assessment and mitigation measures specific to the project; inputs to
EMP including addressing the observations raised during public hearing and by
EAC/ SEIAA
6. Specific job responsibilities
7. Performance during NABET assessment
8. Communication and involvement including engaging fellow team members
9. Conformance to laid down quality management system
Format EIS/QF/PA/12-IV (Performance Assessment of Work Done) is used for the

purpose.

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e. Ensuring Updating the Knowledge Level of the expert
Training is granted at two levels (1) at the time of induction and (2) for up-gradation of
skills.
Induction training programme is designed for fresh entrants to (i) prepare them to
work independently (ii) to rely on their work to the confidence level of management (iii) to
meet the requirements of NABET and regulatory and statutory authorities.
Training needs for up gradation are planned by MRep on the basis of for example (1)
Amendments in regulations (2) new developments in specific area (3) Addition of new
infrastructure (4) Change in Scope (5) Rotation (6) Unsatisfactory performance
The trainings may be imparted in-house and or external trainings in the form of
participation in workshops, seminars etc. to the employees and empanelled experts on
an ongoing basis and relevant records are kept in the persons file.
1.6 Process Control
 Director (Technical) assesses the requirements in consultation with Technical

adviser/functional heads/experts and issues the requisition specifying functional
areas for which empanelled experts are required.
 MRep collects the inputs from various sources, initiates the committee meetings,
records the proceedings and forwards the same for approval.
 Director (Technical) monitors the performance and training need identifications of

empanelled experts.
 Director (Technical) reviews the inputs and outputs, and seeks approval from
Chairman wherever necessary
1.7 References
1.8 Formats/Records
EIS/QF/RP/12-I Requisition for Personnel

EIS/QF/MU/12-II MoU with Empanelled Expert
EIS/QF/WD/12-III Assessing the work done by the prospective personnel
EIS/QF/PA/12-IV Performance Assessment of Work Done
EIS/QF/RR/12-1 Record of Retention of experts

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PROCEDURE NO.: EIS/QP/CP/13-I COLLECTION AND MEASUREMENT OF PRIMARY DATA
1.0 Objective:
To ensure collection and generation of representative baseline data to represent true status
of the environment in the area. Primary data to be collected as far as possible during
monitoring season for all components of environment for preparation of a quality EIA report.
1.1 Scope
It covers all components of the environment, viz., air quality, climate & meteorology, hydro-
environment (resources & quality), Water quality, noise level, soil characteristics, land use
pattern, Socio-economic environment, biological environment, etc. These data broadly cover
the information collected through the field work, including the physical environment, the biotic
environment, and the socio-economic environment.
1.2 Responsibility
Overall responsibility lies with Director (Technical). Functional area experts are responsible
for primary data generation and its accuracy in their respective functional areas. All
functional area experts provide inputs regarding requirements for their functional areas.
1.3 Inputs
 Project proposal and customer work order

 Environmental Impact Assessment Manual
 Terms Of Reference (TOR) for the EIA, provided by the EAC, issued by Impact
Assessment Division, Ministry of Environment Forests & Climate Change, Govt. of
India,
 Preliminary visit and survey of the area,
 Various related standards by Bureau of Indian Standards,
 Central Pollution Control Board publications,
 Predominant activities and climate & meteorology of the area, and
 Standard sampling & analysis protocols, e.g., those published by Bureau of Indian
Standards, Central Pollution Control Board, USEPA, etc.
1.4 Output
 Number and location of monitoring stations

 Type of sampling and parameters to be monitored
 Availability of relevant laboratory instruments/ equipment for baseline environmental
data generation
 Availability of competent laboratory staff
 Type of socio-economy and flora-fauna data to be generated to suit the EIA
requirements
 Steps to be taken to ensure generation of quality primary data
 Quality assurance for baseline environmental data generation

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Prior to taking up an EIA study, detailed information like DPR of the project should be
obtained from the project proponent. DPR should be studied /discussed thoroughly by EIA
team and a matrix of potential impacts (both favourable and adverse) on various components
of environment should be prepared. It helps to carry out an 'aspect and impact analyses' for
understanding the probable environmental impacts of the project. Similarly a 'hazard
identification and risk assessment study' would help identify the risk aspects. This exercise
would enable better understanding of the scope of EIA study and would optimize the extent
of primary and secondary data to be collected at site.
1.5 Procedure
a. Site visits by the EIA team to familiarize about site conditions to plan for the EIA
work
b. Selecting the number and location of monitoring stations, the type of sampling and
parameters to be monitored.
c. Interpretation of data including statistical analysis to arrive at meaningful information.
On receipt of work order Senior Project Manager allocates the work to a Team Member
(TM). TM prepares EIS/QF/SP/13-I Data Sheet for Service Planning Schedule and status of
the Project. It is understood that preliminary planning is done once some basic information
as per project relevant checklists about the project in addition to work order is provided by
the customer.
TM submits Format EIS/QF/SP/13-I to Senior Project Manager who then calls a meeting to
discuss and start the execution. This meeting is attended by Director (Technical), Technical
Adviser, EIA Coordinator(s), In-house FAE. In case a functionary is not able to attend due to
some reasons his views are taken on email and or video-conferencing by sending him
EIS/QF/SP/13-I. The level of involvement of various functionaries is decided on the basis of
said meeting.
For Category-B2 Projects:
 TM is asked to Fill Form-I/PFR/Conceptual Plan as applicable and Pre-Feasibility

report
 Senior Project Manager or TM or Coordinator / concerned FAEs, the initial visit the
site- to take photographs and or prepare a video of the site and key features and
record relevant data needed to fill Form-I / IA (EIS/QF/GD/13-II General Data onsite
for preparation of Form-I, IA and PFR / CP)
 The person who has visited the site prepares a Site Visit Report and shares with all
team.
 TM prepares Draft EIA Report and shares with Senior Project Manager; EIA
Coordinator, FAE. The comments are incorporated and Form-I / IA / Conceptual Plan
as applicable and Pre-Feasibility report is finalize
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For Category-B1/A Projects:
 Senior Project Manager or TM or Coordinator and FAEs the initial visit the site- take
photographs, prepare a video of the site and key features and record relevant data
needed to fill Form-I / IA / Conceptual Plan (EIS/QF/GD/13-II General Data onsite for
preparation of Form-I, IA and PFR / CP)
 The initial visit by the EC and concerned FAEs to assess the quantum of work
involved and framing the TOR.
 The person who has visited the site prepares a Site Visit Report and shares with all
team including possible sampling locations.
 The initial visit is to be followed by subsequent visit by EIA team for
collecting/supervising the base line studies including for EB and SE and quality
assurance for the same.
 TM is asked to Fill Form-I / IA / Conceptual Plan as applicable and Pre-Feasibility
report for presentation before EAC/SEAC for issue of ToR. Once the ToRs are
issued, the ToR and other relevant information are sent to FAEs. TM also interact
with FAEs in this regard. A meeting may also be called to discuss involvements of
various functionaries and plan studies and sampling.
 On the basis of comments of FAEs, the lab (NABL/MoEFCC approved/Outsourced)
is informed which than plans a one season monitoring.
 Locations of sampling stations are to be decided jointly by the EC and the concerned
FAE based on various considerations viz., metrological data, topographical features
and environmentally and ecologically sensitive targets situated in the proximity of the
project site and feedback (formal or informal) received from local community.
 CPCB guidelines and regulatory requirements as per various rules under EP Act and
other Acts are to be followed for sampling.
 The samples collected are to be preserved, transported, and stored as per CPCB
guidelines and good international practices. These samples should be analyzed in a
valid NABL accredited and/or MoEF CC approved laboratory for the parameters
required by regulatory/statutory bodies for preparation of EIA report for specific
project.
 Prior to taking up base line data collection exercise, availability of laboratory

instruments, equipment and tools required in the field for the intended jobs are to be
ensured. All the instruments are to be examined by the authorized person for
appropriateness, calibration, and proper functioning before deploying them for field
work at site.
 The data and information collected during base line study needs to be processed to
convert the same into knowledge so as to make use of it in defining base line status.
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 The FAEs/ TM are informed of the labs monitoring plan (NABL/MoEFCC

approved/Outsourced) and the FAEs/plan a site visit (EIS/QF/FE/12 II FAEs Input for
Primary site survey) to review the monitoring and collect relevant data. In case of
category-A project each FAE must visit the site at least once.
 TM prepare Draft EIA Report and share with Sr. Project Manager; Technical Adviser,
EIA Coordinator, FAEs and their comments are incorporated and EIA report is
finalized.
 Planning and visits for projects in the same area from the same or different customer
can be undertaken in combination
d & e. Specifying the type of Physical / biotic / Socoi-Economic environment data to

be collected as appropriate for the scope of EIA or suiting the EIA requirements;
parameters to be monitored including the number and location of monitoring stations
as well as methodologies to be followed / adopted and interpretation:
 The FAE and Team Member following the procedure and review the environment
monitoring requirements in EIS/QF/GD/13-II General Data onsite for preparation of
Form-I, IA and PFR / CP taking into consideration:
 Number of monitoring stations is required in line with ToR (General) as well as any
specific conditions imposed by EAC/ SEAC.
 Number of monitoring stations takes into consideration appropriate weather conditions as
wind speed and direction that can have any impact on the results.
 Number of monitoring stations are representative of Core Area / Total area and or other
key activities
 The CPCB/MoEFCC guidelines including procedures as laid down as per ISO-
17025:2005 are followed.
 Other than specific formats used by laboratory for data collection (laboratory work
outsourced to MoEFCC/NABL approved Laboratory) and maintained as per ISO-
17025:2005, Formats EIS/QF/EB/13-IV for Data sheet for collecting EB Data and
EIS/QF/SE/13-V for Data sheet for collecting SE Data are used for the purpose by FAE.
Survey methodology for Biological Environment-
Collect land use maps/ secondary data/ toposheets on flora and fauna of the study area as
available. A record of the documents collected is to be prepared.
Based on the study of the data collected, a summary of the study area with respect to flora
and fauna inventory is to be developed.

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Flora
 The sampling sites are selected based on land use pattern, topography and floristic
composition of the study area.
 The whole study area is divided into different sections to obtain the maximum diversity of
plant species following standard botanical and ecological methods.
 Besides the collection of plant species, information is also collected about vernacular names
of plant species made by local inhabitants.
 Data related to Forest type and legal status and their extent in the study area are collected
from Forest Department.
 The other relevant data on bio-diversity, like economically important plant species and
medicinal plant, rare and endangered species in the study area are collected from secondary
sources like Forest and Wild life departments, BSI, ZSI, Universities, Institutions and NGOs .
 The plant species are identified with the help of Flora and taxonomists of related fields and
nearby Institutions.
Fauna:
 Secondary data are collected from different government and autonomous agencies like
Forest department, Wildlife department, etc.
 The enumeration of fauna is done on the basis of secondary data.
 Funeral diversity is confirmed through visit to the local area.
 Aquatic fauna is recorded as per CPCB guidelines
 During Birds, survey actual counts of birds are made following the standard survey
techniques. Observations are made during a walk through in the chosen transect for sighting
birds. The number of birds observed in each sampling location are directly counted and
listed. Birds are recorded and identified with the help of binocular and standard field
identification guides.
 The presence of wildlife is confirmed from the local inhabitants depending on the animal
sightings and the frequency of their visit in the project area.
Socio – Economic Study:
Sampling Method: The methodology adopted for primary source of data collection i.e.
gathering data through field survey for socio-economic environment, is depicted below:
Purposive sampling method is used for choosing respondents of various sections of the
society i.e. Adults males and females, teachers, medical practitioners, businessmen,
agriculture laborers, fishermen, unemployed group and Sarpanch. Judgmental and purposive
sampling method includes the right cases from the total population that helps to fulfill the
purpose of research needs.

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Method of Data Collection
It is necessary to gauge the apprehensions of the people in the project area in order to
assess and evaluate the likely impacts arising out of any developmental projects on socio-
economic environment. For the process of data collection through primary and secondary
sources certain methods are used among that are:
Field Survey and Observations
Field Survey and Observations is made at each sampling village and the quality of life of is
studied in that region. Visits are made at hospitals, primary health centers and sub-centers to
know the health status of the region. Various governmental organizations such as statistical
department, department of census operations are visited to collect the population details of
that region.
Interview Method
Appropriate/ Structured Interview method is used to collect data regarding the awareness
and opinion from the sample selected of the various socio- economic sections of the
community. Structured interviews involve the use of a set of predetermined questions that
includes fixed and alternative questions. The questionnaire mainly highlights the parameters
such as income, employment and working conditions, housing, food, clothing, water supply,
sanitation, health, energy, transportation and communication, education, environment and
pollution to assess the quality of life of that particular region and general awareness and
opinion of the respondents about the project.
Structured Interview method helps to collect more correct and accurate data/information as
the interviewer is present during the field survey. The interview method has the great
advantage that all perfect sample/information of the general population can be reached and
respond to the approach.
Issues to be considered for ensuring the quality of primary data;
The following steps are taken to ensure quality of primary data:
 Active involvement of relevant FAEs in selection of monitoring points

 Visit by FAEs to site during monitoring
Interpretation of the collected data including statistical analysis to arrive at

meaningful Information;
The FAE are provided with EIA Technical Guidance Manual for interpretation of the collected
data including statistical to arrive at meaningful information:

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The FAE evaluate the data to establish meaningful baseline for the various environment and
socio-economic parameters that can help in
 Evaluation of results with reference to laid down standards including level of compliance
 Anticipated environment impacts
 Mitigation measures needed
 Laying down environmental monitoring programmed during construction and post
construction phase.
1.6 Process Control
 Director initiates the meeting of FAEs to assess and review the quality and accuracy of
data.
 FAEs ensure implementation of actions decided during the meetings.
 Management representative maintains records.
1.7 References
 Environment (Protection) Act, 1986.

 The Wildlife Protection Act, 1972 and the amendments.
 The Biodiversity Conservation Act, 2004 and the amendments.
 The CRZ Notification Act, 2011.
 Forest Conservation Act, 1980 and the amendments.
 Wetlands (Conservation and Management) Rules, 2010
1.8 Formats/Records
EIS/QF/SP/13-I Service planning schedule & status

EIS/QF/GD/13-II General Data onsite for preparation of Form-I, IA and PFR/CP
EIS/QF/FE/13-III FAE input for Primary site survey
EIS/QF/EB/13-IV: Data sheet for collecting EB Data
EIS/QF/SE/13-V: Questionnaire for collecting SE Data
EIS/QF/AA/13-VI Data Sheet for collection Ambient Air Quality Monitoring
EIS/QF/SM/13-VII Data Sheet for collection for Stack Emission Monitoring
EIS/QF/SS/13-VIII Data Sheet Collection for Soil Sampling
EIS/QF/WS/13-IX Data Sheet Collection for Water Sampling
EIS/QF/NM/13-X Data Sheet Collection for Noise Monitoring

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PROCEDURE NO.: EIS/QP/SD/ 14-I Collation, Synthesis and Interpretation of Secondary Data
1.0 Objective:
To ensure proper collation, synthesis and interpretation of secondary data for EIA
studies
1.1 Scope
It covers all components of the environment, viz., air quality, climate & meteorology,
hydro-environment (resources & quality), noise level, soil characteristics, land use
pattern, Socio-economic environment, biological environment, etc.
1.2 Responsibility
Overall responsibility lies with Director (Technical). Functional area experts are
responsible for primary data generation and its accuracy in their respective functional
areas. All functional area experts provide inputs regarding requirements for their
functional areas.
1.3 Inputs
 Project proposal and customer work order.

 Terms Of Reference (TOR) for the EIA, provided by the EAC.
 EIA Manual, issued by Impact Assessment Division, Ministry of Environment,
Forests and Climate Change, Govt. of India.
 Publications presenting data regarding census, ecology, geology, hydro-geology,
meteorology, etc.
 Central Pollution Control Board publications and other authentic literature
1.4 Output
 Accurate and reliable secondary data with proper references,

 Sample surveys required for validation of secondary data,
 Synthesis of secondary data, and
 Interpretation of secondary data.
 Collation of secondary data and its correlation with primary data for validation

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1.5 Procedure
a. Secondary data would be resorted
b. Identifying the relevant secondary data to be collected suiting the EIA’s

requirements including eliminating irrelevant information, Identification of
c. Sources of secondary data ensuring their reliability and age.
d. Validating important secondary data by cross verification at the site or from

other sources.
Director (Technical) holds a meeting of different Functional Area Experts for planning of
service provision, on award of a job. During the meeting, the inputs are examined for
planning of reliable data collection. Management representative (MRep) records the
proceedings, monitors the implementation of formulated action plan, and reports the
same periodically to the Director (Technical).
The secondary data is collected in general for:
 Census Data including on Socio-Economic Conditions

 Data on Flora and Fauna
 Data on land use and other geographical and or historical relevant context
 Data on specific area related issues as natural hazards; areas subjected to
environmental damage; archaeological sites; wetland or sanctuary or protected
forest and or migratory routes
 Data on agricultural production; water level; HFL; any diseases
 Data on infrastructure
a) The data is collected from authenticated government sources as websites of relevant

government departments or standard books or specifically taken by making request to
the concerned authorities or by purchasing published statistical books by the
departments.
b) Data may also be collected from earlier studies done in the area. This kind of data is,
however, subjected to greater scrutiny during the site visits.
c) Data may also be collected on air and water quality; soil characteristics and meteorology
of the area. This data is used both for the initial planning of environmental monitoring as

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well as subsequent cross verifications of lab work. It is also used for assistance in
modeling.
d) It is ensured that secondary data collected is of such age that it provides meaningful
support to the primary data.
e) The EB and SE data is also cross-referred with data collected at the site
Director (Technical) calls meetings of various Functional Area Experts, before finalization
of the report. Management Representative maintains the records.
1.6 Process Control
 Director (Technical) initiates the meeting of FAEs to assess and review the
quality and accuracy of data.
 FAEs ensure implementation of actions decided during the meetings.
 Management Representative maintains records
1.7 References
1.8 Formats
EIS/QF/SP/13-I Service planning schedule & status

EIS/QF/FE/13-III FAE input for Primary site survey

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PROCEDURE NO.: EIS/QP/WO/15-I WORK OUTSOURCED
1.0 Objective:
To lay down procedure for work outsourcing are well defined and documented related to
some special studies may be asked by EAC/SEAC at the time of fixing ToRs. These
studies may be may be very site or project specific.
1.1 Scope:
[[[
Depending upon the nature of the project, related to specialized study like detailed study
biodiversity study, marine ecology/aquatic ecology/ Avi Fauna study, wildlife
conservation study, detailed hydrological study where large scale displacement is
involved, detailed quantitative risk assessment study, dam break analysis etc, for which
in-house expertise is not available. These may require such additional resources
including mobilization of manpower or infrastructure which is not required for day to day
EIA projects. In these circumstances EIS may outsource these types of works. Such
outsourcing shall be in general limited to Category-A/ B1 projects.
1.2 Responsibility:
responsible for recommendation of suitable agencies to take up the work to be
outsourced and verifying accuracy of generated data in their respective functional areas.
All functional area experts provide inputs regarding requirements for their functional
areas.
1.3 Input:
 Accreditation of outsourced agency,

 NABET accreditation for empanelled experts,
 Feedbacks from functional area experts,
 Project proposal and customer work order, and
 Terms of reference for the EIA, provided by the EAC
1.4 Output:
 Selection of competent agency/ expert,

 Conditions for outsourcing,
 Terms of reference and acceptance criteria for the product, and
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 Steps to ensure quality of outsourced work
1.5 Procedure:
a. To defining the conditions when outsourcing would be resorted to

b. To assessing the capability of the agency to take up the work to be outsourced
c. Drawing up the terms of reference for the outsourced work
d. Identifying steps to be taken to ensure the quality of the outsourced work.
e. Extracting the relevant portions of the outsourced work for inclusion in EIA report.
I. A specialized study like detailed study biodiversity study, marine

ecology/aquatic ecology/ Avi Fauna study, wildlife conservation study, detailed
hydrological study where large scale displacement is involved, detailed
quantitative risk assessment study, dam break analysis etc, for which in-house
expertise is not available.
II. Unforeseen Situations Viz.,extreme workloads, overstretched absenteeism of
the technical/field personnel
Director (Technical) convenes a meeting of all functional area experts to identify areas
where outsourcing is required identified for the project. Functional area experts and the
MRep, from their past experience and data bank, propose the names of suitable experts
and/or agencies for the work. Fulfilment of the qualifying requirements (accreditation,
resume feedback, etc.) of the agency and/or individual are examined.
The list of agencies/individuals fulfilling the qualifying technical requirements, complete
with detailed terms of reference and acceptance criteria, is forwarded to Director
(Technical) for necessary approvals.
Management representative (MRep) convenes the meetings and records the outputs.
MRep also follows-up with higher authorities regarding approval and placement of order.
 Director (Technical) convenes meetings on award of work orders.

 Functional area experts (FAEs) monitor performance and execution of the work
of the outsourced agency.
 Director (Technical) reviews the performance of outsourced agencies/ individuals
as reported by the FAEs, and forwards the same to Director for final approval
1.7 References
Clause 15.0 of the standard of ISO 9001:2015/ Quality Manual

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1.8 Records
EIS/QF/SR/15-I Service related requirements (Subcontractor Evaluation)
PROCEDURE NO.: EIS/QP/LW/16-I Laboratory Work Including Calibration of Equipment

and Laboratory Safety
1.0 Objective:
Laboratory Work Including Calibration of Equipment and Laboratory Safety shall be

outsourced related to baseline data generation for (Ambient Air Quality including Stack
Monitoring, Ambient Noise, Soil Sampling and Water Sampling) to NABL Accredited or
MoEFCC recognized laboratories.
1.1 Scope:
It covers all outsourced work done through external agencies related to laboratory work
and Including Calibration of Equipment and Laboratory Safety to outsourcing NABL
Accredited or MoEFCC recognized laboratories for the purpose of generating baseline
data.
1.2 Responsibility:
responsible for recommendation of suitable agencies and verifying accuracy of
generated data in their respective functional areas. All functional area experts provide
inputs regarding requirements for their functional areas.
1.4 Input:
 Accreditation of outsourced agency,

 Feedbacks from functional area experts,
 Project proposal and customer work order, and
 Terms of reference for the EIA, provided by the EAC/SEAC
1.4 Output:
 Selection of competent agency/ expert,

 Conditions for outsourcing,
 Terms of reference and acceptance criteria for the product, and
 Steps to ensure quality of outsourced work

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1.6 Procedure:
a. Assessing a laboratory for its capability to analyze the parameters required

for collection of baseline physical environment data for EIA studies.
b. Identifying the scope of work to be assigned to the lab and the tests to be
done by consultant organization
c. Collection, preservation and transportation of samples from site to the
laboratory.
d. Quality assurance by the EIA team of the primary data collection work
including supervision at site.
e. Type of records to be maintained by the laboratory and the EIA team on the
baseline data collection work
Analyses and testing work for physical base line collection work is to be carried out by a
NABL accredited and/or MoEF approved external laboratory. A copy of valid
accreditation/registration certificate of MoU shall be maintained at all times. A list of
competent personnel along with laboratory profile including list of calibrated
equipment/instruments, machines shall be examined.
Prior to engaging an external laboratory the EIS must ensure that the NABL
accreditation/MoEF recognition cover all essential parameters for AAQ, stack emission,
water and waste water, soil and noise/vibrations, required for carrying out an EIA study.
Also make ensure that the laboratory has competent personnel to carry out various
analyses preferably the lab personnel approved by NABL/MoEFCC should be available
Responsibility of proper collection preservation and transportation of the samples. it is

responsibility of EIS Expert to go for laboratories which will cover the entire work i.e.
sampling, testing, and analyses. To ensure quality assurance of the sampling activities
and compliance by the laboratory of the testing and analyses activities and defined by
NABL/MoEFCC.
Type of samples, parameters to be tested, preservation and transportation of sample

etc. should be defined.
Procedures must defined details like, the volume of sample to be collected, the nature of
container required based on parameters to be analyzed etc. Further details are required
like, how to be collect, what kind of sample etc. If a reference to the CPCB guidelines is
given, that will help prevention, size of the container box in maintaining the temperature
of samples during transportation are the issue of concern for maintaining the quality and
originality of the sample transported from site to laboratory for analyses.

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Signature of samplers, technician involved in sample collection must be obtaining on

sample collection formats and that of analyses and laboratory manager on the analytical
reports.
Quality of sample collection, preservation and transportation from site to the laboratory is
ensured by concerned FAEs. Instruction should be prepared regarding type and size of
containers to be used from sampling for analyses for various parameters (like BOD
bottles for BOD; Glass containers for oil and grease and jars of different size for number
of parameters to be analyzed). The procedure must specify the precautions to be taken
while transporting and storing the samples like temperature to be maintained etc.
Concerned FAEs should supervise and maintain records of their surprise visit to site for
cross checking the quality of data during, collection transport and storage of raw
samples at the analytical laboratory.
NABL/MoEF accredited labs must maintain the records as required under the condition
of accreditation. MoEF & CC recognized labs also should maintain the relevant records
e.g. date of receipt and condition of samples, date of testing, test result signed by the
chemist and Lab in-charge, calibration records etc.
The consultant organization should maintain a copy of the lab report signed by the lab
in-charge for each of the EIA projects.
 Director (Technical) convenes meetings on award of work orders.

 Functional area experts (FAEs) monitor performance and execution of the work
of the outsourced agency.
 Director (Technical) reviews the performance of outsourced agencies/ individuals
as reported by the FAEs, and forwards the same to Director for final approval
1.7 References
Clause 16.0 of the standard of ISO 9001:2015/ Quality Manual
1.8 Formats
EIS/QF/SR/15-I Service related requirements (Subcontractor Evaluation)

EIS/QF/WO/16-I Work order for Laboratory Work Including Calibration of Equipment and
Laboratory Safety

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Doc. No.: EIS/QP/00/2017 Issue :02 Rev.

Scope: Providing Environmental

ENVIRO INFRA SOLUTIONS PVT. LTD

Doc. No. : EIS/QP/00/2017

Is this a Controlled Copy? : Yes

COPY HOLDER COPY No.

Management Representative (MRep) 01

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

Sl. Page Clause Date of Amendment Reasons Signature Signature

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

Title Clause Pages Page X of

Index Procedure Page No.

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

This Quality Procedure has been documented to provide guidelines to company

This Quality Procedures is an internal document of the company and therefore,

Mr. Yashpal Jain

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

ACO Accredited Consultant Organization

CAPA Corrective Action & Preventive Action

CPCB Central Pollution Control Board

EAC Expert Appraisal Committee

EB Ecology and Biodiversity

EHS Environment, Health and Safety

EIA Environmental Impact Assessment

EMP Environmental Management Plan

FAA Functional Area Associate

FAE Functional Area Expert

HFL Highest Flood Level

ISO International Organization for Standardization

KPI Key Performance Indicators

KRA Key Result Areas

LOA Letter of Agreement

MoEF&CC Ministry of Environment, Forests & Climate Change

MoU Memorandum of Understanding

MoM Minutes of Meeting

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

MRM Management Review Meeting

MRep Management Representative

NABL National Accreditation Board for Testing and Calibration Laboratories

NABET National Accreditation Board for Education & Training

PFR Pre-feasibility Report

QCI Quality Council of India

QMS Quality Management System

SEAC State Expert Appraisal Committee

SEIAA State Level Environment Impact Assessment Authority

SPCB State Pollution Control Board

ToR Terms of Reference

USEPA US Environmental Protection Agency

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

PROCEDURE NO.: EIS/QP/CR/ 4-I CONTROL OF DOCUMENTED INFORMATION

Management Representative (MRep.) is responsible for maintenance of master list as

a) Master List of records

A well authorized identified and quickly retrievable records.

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

1. Uniquely Identifying records

2. Retaining Obsolete Records

Quality records shall be retained for a period of 3 years or as per requirements

Records are stored in secure facilities, which

 Are easily retrievable

Prepared by (MRep) Approved by (Director Issued by (MRep) Control Status

The records are to be maintained in computer systems. The records maintained in

a. Daily backups are made of data held on the computers.

b. Records are maintained in designated computer systems of personnel

c. If any alterations are to be required or maintained in any computer stored