COMMUNICATION MATRIX

What to
# Process Area Activity Type Communcate?
(Information)

Administration Legal Requirements & Compliance External Factory License

External Pan card, CST, TIN Certification

External Compliance of Central Excise

External Compliance of Sales tax

Employment State Insurance &

External Provident Fund

External EB & Telephone Bill

Top Management Interested Party Needs & Expectations Internal Needs & Expectations

External Needs & Expectations

Quality Management System Internal Scope of the QMS
Internal Importance of the QMS
Quality Objectives & Targets Internal Objectives & Targets
Internal QMS Programs
Monitoring & Measurement
Internal
Techniques
Organization Internal Organization Chart
Internal Roles, Responsibility & Authority
Internal Risk & Opportunities

Organizational Change Internal Change in the Organization

Organizational Knowledge Internal Reference Standards/Codes/Guides

 Internal Lessons Learned/QC Story

Internal Process/Product Details

External External knowledge

Creating & Updating Documented
Documented Information Internal
Information

Internal Control of Docmented Information

External External Origin Documents

Internal Confidential Information

External Confidential Information

Analysis & Evaluation of Data Internal Performance Data, Analysis & Trend

Nonconformity & Corrective Action Internal Nonconformity & Correcrive Action

Continual Improvement Internal Opportunities for Improvement

Internal Audit Internal Internal Audit Plan & Schedule

Internal Internal Audit Results

Internal Internal Audit NC & CA

Management Review Internal Management Review Schedule

Agenda & Minutes of Management

Internal
Review
Internal MRM Action Plan & Status
Action Plan to enhance the Customer
Customer Satisfaction Internal
Satisfaction

Confidentiality Internal Confidential Information

Top Management Provision of Resources Internal Resource Need/Request
 External Order Placement & Follow up

Administration Recruitment Internal Resource Need/Request

External Approach Manpower supplier

Internal Interview Process & Recruitment

Internal Employee Appraisal

Provision of Training & Evaluation Internal Training needs

External Organising Training

Internal Training feedback

Administration Customer Requirements Review Internal Customer Purchase Order Review
Handling Customer Property External Requiring Customer property
Internal Storage of Customer property

Handling Customer Complaints External Quality Complaints from customer

Internal Quality Complaints from customer

Internal Responds to Complaint

Customer Satisfaction Survey External Customer Feedback / Rating
Criteria for supplier evaluation &
Purchase Supplier Evaluation & Selection Internal
selection
Criteria for supplier evaluation &
External
selection
Criteria for supplier Monitoring &
Internal
Rating
Criteria for supplier Monitoring &
External
Rating

Purchasing Internal PO Approval

 External Purchase order/Indent

Internal Purchase Requisition

External Terms and condition

Supplier Monitoring & Rating External Supplier criteria & rating

Operations Job Work Allocation & Monitoring External Product Requirement

External Material Follow up

Internal Job Order Approval

Production Execution Internal Production Abnormality

Internal Work Instruction

Maintenance Erection & Commissioning Internal Machine / Equipment Inward

Internal Handover machine

Preventive Maintenance Internal PM crieteria & schedule

External Service
Breakdown Maintenance Internal Breakdown
Stores Material Inward Internal Incoming Materials
Internal Request for Incoming Inspection
Internal Handling &Preservation of Products

Internal Stock in hand

Material outward Internal Outward Material
Dispatch to customer Internal Material Dispatch
Internal Ready for dispatch
Operations Incoming Inspection Internal Control Plan & Instruction
Internal Incoming product quality status
Inprocess Inspecction Internal Control Plan & Instruction
Internal Inprocess product quality status
Final Inspection Internal Control Plan & Instruction
Internal Final product quality status
Calibration External MME Calibration
Internal Calibration Status
Customer Requirement / Quality
Quality Assurance Internal
plan

Internal NC Products status

Internal Release of product approval

 How to When to Who will Communicate to
Communcate? Communicate? Communicate? Whom?
(Method) (Situations) (Sender) Receiver)
Visiting to office; Application 3 months before Inspector of
form expiry date CEO Factories
Visiting to office; Application Once at initial Stat. & Reg.
form stage CEO bodies
Accounts Office Central
Online Monthly Executive excise
Accounts
Online Monthly Executive Office Sale tax

Accounts
Online Monthly Executive Office ESI/PF

Accounts Office EB /
Online / Offline Monthly Executive Telephone
Discuss with Quality Manual Any change if
Annexure B required Manager Works Dept incharge

Discuss with Quality Manual Any change if

Annexure B required Manager Works Customer
Meeting Ongoing Manager Works Dept incharge
Meeting Ongoing Manager Works Dept incharge
1) Display at required areas.
2) Through training MRM Manager Works All Employees
Meeting ; Through training MRM Manager Works All Employees
Meeting ; Through training MRM Manager Works Dept incharge
Meeting & ORG chart & RRA Ongoing Manager Works All Employees
Meeting & ORG chart & RRA Ongoing Manager Works All Employees
At Meeting
Meeting & RA report Manager Works Dept incharge
organised
Any change need
Documented information All Dept I/c Manager works
to implement.

Documented information As & When needed Manager works Dept I/c

Document template As & When needed Dept I/c Manager works

Awareness & Documented Production All Operators,

necessary Fiiters,etc /
information Supervisor
Inspectors
Documents necessary Manager works External Source
Through Meeting & distribution As & When
Dept employee Dept. Heads
of Documented Informaation Necessary
Awareness & through Annexure As & When
Manager works Dept I/c
M Necessary
As & When
Respeective Document Manager works External Source
Necessary
As & When
Meeting Manager works All Employees
Necessary
As & When Customer /
Agreement ; MOM Manager works
Necessary Supplier
Trend & spread sheet
As per frequency Dept I/c Manager Works
Presentation
As & When NC
CAR Dept I/c Manager Works
Raised

Suggesstion
As & When Need All Employees Manager Works
schemes/Management Meeting

As per Respective Audit Trainees /

Circular Manager works
schd Auditors
Audit Trainees /
Meeting Closing Meeting Manager works
Auditors
Audit Trainees /
Meeting After closing NC's Manager works
Auditors
As per Respective
Circular Manager works MRM Members
schd
As per Respective
Management Meeting Manager works MRM Members
schd
Management Meeting At the meeting Manager works MRM Members
As & when need Manager works /
Meeting Top Mgt
arises Dept incharge
As & when need
Meeting Top Mgt All Employees
arises
Verbal As & when needs All Dept I/c Manager Work
 As & when
Email / phone Manager Works Supplier
ordered
Accounts
Verbal As & when needs All Dept I/c
Executive
Accounts
Email / phone As & when needs Supplier
Executive
As & when Accounts
Verbal Manager Work
recruited Executive
Management Accounts
Performance Report MRM Members
meeting Executive
Annually ; When Accounts
Training needs identification Manager Work
Needed Executive
Accounts
Email / phone Annually Supplier
Executive
Accounts
Documented Information Every training All Employee
Executive
Meeting Every PO Manager works Prod / Quality
Email / Phone call As & When need Manager works Customer
Verbal & Documented Production
Once arrived Manager works
Information Supervisor
AS & When
Email / Phone call Complaint Customer Manager works
rises/received
AS & When
Verbal Complaint Manager works Prod/ Quality
rises/received
CAR Implementing CA Prod/ Quality Manager works
Email Annual Manager works Customer
Purchase
Documented Information Once Manager works
Executive
Purchase
Visit & Audit Once in selection Customer
Executive
Purchase
Documented Information Once Manager works
Executive
Purchase
Email Monthly Customer
Executive
Purchase
Verbal Approve for PO Manager Works
Executive
 Purchase
Email PO. After PO approval Supplier
Executive
As & When Need Purchase
Template for PR All Dept I/c
Rise Executive
Purchase
Email Befor Prepare PO Supplier
Executive
Purchase
Emailing the report Monthly Supplier
Executive
Purchase
Email/ Phone call Order Acceptance Supplier
Executive
Purchase
Email/ Phone call Every Lot Supplier
Executive
Discuss & Documented Purchase
Every WO Manager works
Information Executive
As & When issue All operators & Production
Verbal
rises Inspectors Supervisor
Every Process Production
Documented Information All Operators
starts Supervisor
While Erection & Production
Verbal communication of Manager Works
new Mc & Eqp suervisor

While Erection &

Production
Verbal ; Machine history card communication of Manager Works
new Mc & Eqp suervisor

annual once for

Documented information maintenance I/c Manager Works
approval
phone call Annual Manager Works Servie agent
As & when break Production
Verbal & log MaintenanceI/c
down occurs suervisor
verbal every inward Security Store I/c
verbal & GRN every inward Store I/c Quality Ins.
As per Training
Training & Awareness Trainer All Operators
schd
As & when reach Purchase
Purchase request Store I/c
MSL Executive
Delivery Challan every outward Store I/c Logistics/Driver
Invoice Every Dispatch Store I/c Logistics/Driver
As & when ready Production
Verbal Store I/c
for dispatch Supervisor
Documented Information Once Manager Works Quality Ins
Through Inspection Report every inward Quality Ins Store I/c
Documented Information Once Manager Works Quality Ins
Production
Through Inspection Report Daily Quality Ins
Supervisor
Documented Information Once Manager Works Quality Ins
Every Assembled Production
Through Inspection Report Quality Ins
Panel Supervisor
Email / phone As per schd Manager Works Supplier
Documented Information After Calibration Manager Works Quality Ins
Documented Information Once Manager Works Prod / QA

Production
Through Register Daily Quality Inspection
Supervisor
Every Assembled Production
Approving throough Reports Quality Ins
Panel Supervisor