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Documentation Requirements

1 - Quality Manual

FEE has established and maintained a quality manual specifying the quality management system of the organization as a stand-alone document.
The company has documented the quality management systems in a way that suits the best mode of operation and is the most users friendly for the staff.
The quality manual addresses the requirements of this international standard; describes the organizational chart, defines level of authority and responsibility for key staff, refers to supporting procedures in the QMS and contains quality policy, and scope of supply.


2 - Control of Documents:

FEE has established and maintains procedure for the control of all documentation relating to the Quality Management System (QMS).

The procedure ensures that:
 All quality documents are reviewed and approved prior to issue.
 The pertinent issues of appropriate documents are available at locations where operations essential to the effective functioning of the quality system are performed.
 All changes to documents are in writing, reviewed and approved prior to issue, and distributed to all holders of controlled copies.
 A master set of applicable documents is maintained and updated.
 Obsolete documents are removed, as required, from points of use and latest revisions are issued.
 Obsolete documents retained for knowledge preservation or legal purposes are clearly identified as such to prevent unintended use.
 Documents remain legible, readily identifiable.

The procedure ensures that documents of external origin essential to the organization’s quality system are adequately controlled.

 3 - Control of Records:

FEE has established a procedure for maintenance and control of necessary records in order to demonstrate the requirements for quality have been met and that the quality system is working effectively.
The periods for maintenance of quality records are detailed in procedure and nay contractual requirements for such are identified.
Procedure also ensures that records are suitably identified and define where and who maintains the records so that they are readily retrievable.
The procedures also define the methods for disposition of quality records after prescribed retention period is carried out. Confidentiality is observed in all cases.
The employer and his representatives will be afforded access to quality records pertaining to the contract in question.

4 - Quality Procedures:

In line with the Quality Manual and requirements of the Quality Management Systems, FEE has established documented Quality Assurance Procedures for various activities/processes.
Any amendment to the procedures shall be reviewed by the management representative and approved by the Deputy General Manager. The revision, updating and distribution will be responsibility of the Management Representative.

The QA/QC department ensures the implementation of these procedures in the field. The specific QA/QC procedures will be submitted separately for review and approval of the employer representative. Some of the relevant check lists and inspection forms are attached herewith which will be used in the field.

5 - CHECK LIST

The purpose of the checklist is to standardize the work and to ensure the items listed in the check list are filled/answered/checked appropriately. The prime aim is to achieve consistent quality of inspection related to each activity with the relevant checklist for this project. The check list will cover all the activities of the process from preparation for the work, interim activities to the finish. The check list is the extract from the specification, drawings, standards, quality documents etc. to simplify the inspection and to achieve effective results without delays.

The checklists for this project are developed for major activities on site. For each inspection, the inspection request (IR) will be filled and the relevant checklist after inspection and filling will be attached with “IR” for final inspection by the Consultant representative on site. In case the works is not complying with specs/drawings/QC document, then it will be highlighted on the relevant checklist during inspection of the works by the Inspector/site engineer and will be submitted along with the relevant “IR” in QA/QC department when the works is rectified and recorded on the checklist by the Inspector/site engineer as “rectified”

The checklist for all major activities shall be attached to this project Quality Plan.

6 - INSPECTION AND TEST PLAN (ITP)

The key document in the Quality control Plan is the INSPECTION and TEST PLAN. The ITP is a breakdown of an element of work into a logical sequence of activities. The description of the activity gives details of the inspection/tests to be performed, together with the level/frequency of each inspection or test. Against each activity, the number of title on the reference document controlling the activity is tested (this might be a procedures, method statement, drawing or specification reference).
Similarly, the acceptance criteria or verifying document to be completed is also entered. The verifying documents take the form of inspection request records, test certificates, etc.
The inspection request records are developed specifically for the work in hand and can include checklists, verification and comments boxes etc. They also make specific reference to the area of work inspected and to the drawings/specifications to which the inspection was performed.
ITP and related completed forms are the quality records of the works and are numbered and filed in accordance with the agreed index. Other columns allow the Client, Contractor, Sub-Contractor, Independent Laboratories etc. to indicate their involvement at any stage using a simple code e.g. H-hold point, A-inspection, W-witness, S-surveillance, R-review, T-testing, M-monitoring, 1-100% 2-10% etc.
The QA/QC department of the AL FAIHA ELECTROMECHANICAL ENGINEERING ensures the implementation of the ITP in the field. At every stage of the activity the requirements of the relevant ITP will be fulfilled.
The ITP of each activity where required will be developed as the project progress before the activity starts in the field. Only approved ITP will be implemented in the field.
All the stages of the activity where inspection/testing/witnessing necessary will be identified in the ITP and the same will be approved.


7 - PROCEDURE FOR DAILY INSPECTION & APPROVALS

This procedure is developed in order to avoid any confusion and/or misunderstanding while executing and obtaining approval of the works by the employer representative/Project Manager/Engineer. It is a requirement to obtain approval from the employer representative/project manager as the work progresses on site for all major activities to ensure compliance with the specifications and to the relevant Inspection and Test Plan (ITP)

The steps for this procedure are as follows:

a. The inspection request form will be filled by the Engineer in-charge of each area of the project duly signed off and relevant checklist, sketches attached highlighting the area of inspection will be submitted in the QA/QC department. Acknowledgment copy will be retained by the Engineer in-charge.
The MEP coordinator, specialist sub-contractors and suppliers shall also countersign on the IR in order to ensure that the works are carried out as per manufacturer’s recommendations/specifications.
b. All the inspection request will then be passed to the relevant QC inspector of each tower/podium etc.
c. The QC inspector will inspect the work and records his findings. All deficiencies are immediately pointed out to the Engineer in-charge/foreman/supervisor at the point of inspection for immediate action/rectification.
d. When the rectification work is completed, the QC inspector signs off on the inspection request and relevant check list.
e. The QC inspector will coordinate with the Engineer for the inspections and if required with the engineer in charge.
f. The Consultant/Engineer will inspect the work and records his finding on the inspection request and return the original to the QC inspection and retains the copy of the “IR” acknowledge by the QC inspector.
g. The QC inspector immediately passes a copy of the inspection request to the Engineer in-charge of the area commented/approved for further action accordingly.
h. The original inspection request is submitted in the QA/QC department by the QC inspector for registration of the Engineer’s comments/approval and filing as Quality Records in accordance to the filing system in QA/QC department.
i. In case, during QC inspection (see item ‘c’ ‘d’ above) the inspector finds that the work is not complete and/or defects cannot be rectified immediately and before scheduled time of Engineer’s inspection, then the inspection request is commented by the QC inspector and findings are recorded. The original “IR” is returned back to the engineer-in-charge.
j. After completion/rectification of the work, the a,b,c,…. Will be followed (as detailed above) the work for approval by the Engineer.
k. In case, the Engineer rejects the work then again item (j) detailed above will be followed.

8 - NON-CONFORMANCE REPORT (NCR)

The purpose of this procedure is to ensure that a product that does not conform to specified requirements is prevented from unintended use or installation.
This procedure describes the responsibilities in respect of the identification, the documentation, the evaluation, the segregation (when practical) and the disposition of non-conforming products, and for notification to the affected parties.
Individual procedures (ITP) describe the responsibilities for inspection, checking and testing activities, which mainly relates to received material and to construction and installation processes. During inspection/testing non-conforming product (if any) is detected and identified/recorded (see appendix).

a. Returning back the material.
b. Placing in a “Quarantine” area
c. Identifying by tags “NOT TO BE USED”


9 - CORECTIVE ACTION PROCEDURE

The engineer-in-charge together with the QA/QC dept. will propose corrective action. This corrective action shall be verified by the Engineer. This may include:
a. Acceptance by concession with or without rework
b. Regarding for alternative application
c. Rework to meet requirements
d. Rejection and replacement

Any product/processes where corrective action is carried out will be re-inspected in accordance with defined requirements/procedures.
Finally when the work is completed in accordance to the agreed corrective action, and approved by the Engineer, the corrective action is recorded in the NCR and the same will be closed.
The status of NCR will be submitted to Project Manager in weekly reports indicating the number of NCR issued number of NCR open and NCR closed. It also briefly describe the content of NCR, corrective action status etc.

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