Quality Manual: September 2003
Quality Manual: September 2003
SEPTEMBER 2003
COSMIQUE LIMITED 864 Udyog Vihar Phase V Gurgaon 122 016 Haryana India
COSMIQUE LIMITED
DEPARTMENTS
PRODUCTION TEAM
STORE SAMPLING/MERCHANDISING PRODUCTION FINISHING
OFFICE
ACCOUNTS ADMINISTRATION SHIPPING Q.ASSURANCE DEPT
This manual will outline, the procedures, the systems implemented, the role of departments (mainly production related), how they function and how they co-ordinate with one another. This document will have major focus on systems to achieve quality. By quality, it is the fabric, the accessories, the measures taken to standardise production, the safety of the garments etc. If all these inputs are of high standards, the final product will be surely superior this is what we truly believe and wish to achieve for all our orders All the above departments and sub-departments, make the organisation run efficiently and effectively. In this introduction to our working, I will only be mentioning the production related departments. STORE By store, it is meant as Fabric/Accessories store. The store plays the role of a backbone in the production process. Store looks after sourcing, purchasing and accounting for all the raw materials required for sampling or production. The store, sampling/merchandising and production department form a nexus. They play a key role in ensuring the desired quality is produced. A product or factory cannot achieve high standards of quality if raw materials used are sub-standard. Therefore, the store performs the following tasks:
1. Sourcing fabric, accessories and trims (buttons, labels, thread etc.) 2. Storage of production. fabric, accessories and trims needed for
3. Other than this the store looks after issuing material for outsourcing. 4. Raising purchase orders production/sampling. for materials needed in
5. Arrange timely delivery from suppliers, to avoid production delay. 6. Fabric/Accessories checking is done with supervision from the store, as rejected goods are returned to the supplier. 7. If any garments or production process has been outsourced, goods after entered factory premises, are checked for shortages, damage etc before issuing to production/finishing. Procedures followed by Store Sampling department, forward a Requisition form with requirements to the store. With this form, usually a sample of what needs to be sourced is provided. Or a garment is given for reference with certain trim/accessory for exact matching. If an order is confirmed or a Purchase Order is received, then merchandising creates a Material Order. Passes 5 copies of this document to different departments. Store is the first one to get into action once they get a list of requirements needed for the order. Once they source material, they inform merchandising that the requirements are complete. If a process of production is outsourced out of the factory, the store staff manages the goods in/out movement. They issue challans and keep account of how many pieces have been made, how many are left. The store sends one representative of the factory, to the site for supervision where outsourcing is taking place for e.g. Fabric processing, denim washing etc.
The store passes on material for production (thread, fabric, labels etc) with challan receiving and takes signature of the in-charge. *(Requisition form and material order are attached to this report, please see format)
FABRIC QUANTITY CONSUMPTION FIBER CONTENT GREY FABRIC CHART & STOCK
Season
S.NO. BUYER CODE/PO NO. OF PCS CONSUMP REQ. REQUIREMENT ITEM WIDTH / SIZE SUPP / PO RATE RECEIVED QTY REJECTED QTY. / RETURNED ISSUED
CH NO / DT.
QTY
BALANCE
REMARKS
MATERIAL ORDER
No.. Pattern Avg. Style No. (s) Gross Avg. Fabric Requirement Technical Special Date Required Remarks Buyer Code PO(s) / Block Order
Trims 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Technical Detail
Qty
Authorised Signatory
COSMIQUE LIMITED
864, Udyog Vihar, Phase-V, Gurgaon
REQUISITION SHEET
No. : From / Department P.O. No. Date.. Delivery Date
Buyer Code : Material : Sl. No. Description Qty. Req. Detail on Vide Ch. No. & Date
Authorised Signatory
MERCHANDISING / SAMPLING The department directly deal with the buyer, therefore they play a very pivotal role for the factory. Merchandising act as a buyer representative to the factory. Merchandising is quite a multi-functional role, as merchandisers follow the order from initial developments, research that goes into making the order up till final despatch. They receive regular updates, changes from the buyer. The department ensure this information is passed efficiently and effectively within the organisation. Its the responsibility of merchandising to make sure that the details passed on further are up to date as per buyer latest instructions. In Sampling, fit approval stage, when the style is being developed Pattern Master plays the important role. His duty is to make the patterns according to the style, grade them in different sizes etc. The pattern master, merchandisers work closely to ensure buyer samples are corrected with changes each time. 1. Service buyer requests, providing swatches, samples, costing and new developments. 2. Negotiating prices with the buyers, booking orders from the buyer. 3. Follow the order status, give the stores requirements of accessories/fabric for the order. 4. Make photo /proto samples, fit samples/size sets for the buyer, with close co-operation with pattern master till the buyer is satisfied with the fit and sample is sealed. 5. Once the sample is sealed, merchandisers passes on relevant information to different departments involved at some stage of the production. 6. Take responsibility for timely approvals from the buyer, to avoid losses to buyer and factory. 7. Give regular updates production/sampling to the buyer on status of
8. A excel document with step-by-step developments for the order is made. Approval dates for fabric/labdips/fits/sealed
sample are set. So, a delay in any process can reflect in the change of delivery date. This is known as the critical path. Procedures followed by Merchandising/Sampling Merchandisers are involved right from the development stage, therefore they already know what trims/accessories/fabric have to be ordered. For daily sampling, they raise a requisition form. This requisition form needs to be sent to the store with exact description/quantity required. Once production is finalised a material order is made for the store. Merchandisers ensure the style is fitted to buyer satisfaction and sealed. Once the garment is sealed, the other sizes are graded. For sourcing and procuring only the store is involved. The merchandising department gives relevant information to each department in a green file. This file means that the production can commence for that particular style (All sheets/formed used by merchandisers are attached to this manual). The production receives a material order for knowing what has to be delivered by the store. A spec sheet of the style, a sealed sample of the style. A confirmed with signature copy of production order. This document gives an exact cutting ratio/pattern average/status of material in-house etc. Similarly, Finishing gets information relevant to them while packing a particular style. The sealed sample given to production gets passed on to finishing after production. The production order given to finishing has all finishing details and packing instructions from the buyer.
PRODUCTION The production department is not only a department, but a team. The leader of this team is a production manager. By production, it is not meant stitching only. But entire process of converting fabric to garments. Production department responsible for cutting, stitching, finishing and packing the goods as per buyer requirements and standards of quality. 1. Production main role/goal is to deliver buyers orders as per standards of quality set by the factory for itself. This quality can only be achieved if the systems are in place. The efforts of all the members are concentrated towards higher productivity and quality driven.
Production Order
Date : Buyer Code. Style No. Colours Delivery Date Ex Factory Size Ratio Total Mode of Transportation. Quota Category Country of Destination
FABRIC (In House). QUALITY CHECKS LABELS OTHER ACCESSORY PACKING MATERIAL (1) FASTNESS
MAIN
W/C TAGS.
(1) (2) (3) (4) .. (1) (4) HAND TAGS (2) OTHER TAGS (3) POLY BAGS INNER BOXS. (5) OUTER BOXES (6) ..
2. The production department have to plan, the output and calculate depending on size of the order, the style of garment etc. 3. The store, merchandising and production need to perform their respective duties to complete an order. Store provides production the raw material and merchandising provides the information related to the order. A lack of communication, misinterpretation usually costs the factory, therefore support of proper paperwork is essential.
4. The production manager creates a daily report of the production. This report covers cutting of fabric per day, stitched output, stitching still in process, how many units in finishing. 5. Production passes on goods to finishing with internal challan, to avoid confusion towards the end (shipment date). The stitching report and finishing report should tally the same amount passed on and received. The following are members of the production team: Production Manager Cutting master In-line supervisors In-line checkers Tailors Helpers Finishing in-charge Thread clippers
Stain removing/spotters Washing master Final checkers Press man Folding and Packing staff
Finishing and packing, is the final stage before delivery to the buyer. In finishing, the appearance of the garment is enhanced. The garment is to presentable and saleable. Garments are thoroughly checked for any rejection/alteration, the garment is ironed, price tickets/tags are attached to the garment, then neatly packed in a polybags. Buyer gives full information on packing, such as flat/hanger pack, size ratio, quantity per carton to be packed. The finishing department ensures quality, appearance of the garment and packing of the order to buyers standards. Procedures followed by Production Once production is handed over the green file from merchandising. This file gives the production a entire picture of style, the final changes sent by buyer. The cutting/packing ratio, the delivery dates etc. Along with a sealed sample. Sealed sample is give to production supervisors makes this sample available in the line, during production. The sample is shown to the tailors, to understand stitching details. The production either issues the sample to store/finishing on internal challan. The store further issues them for outsourcing, depending on style. This is either returned to stitching or finishing. If the goods are sent directly to finishing, then they are added in the finishing report. The movement of these pieces is shown in daily finishing report. Similarly, a stitching report shows cutting received, work in progress, pieces stitched, pieces given further to finishing. A weekly production meeting for co-ordination, is conducted. Following persons are present at the time, production manager, finishing in-charge, merchandiser looking after particular account, store manager. Any doubts raised are cleared, production feasible ways are discussed mutually, at this time it is encouraged that individuals representing their departments take notes etc.
COSMIQUE LIMITED
864, UDYOG VIHAR, PHASE-V, GURGAON
Total Meter :
Received
COSMIQUE LIMITED
CUTTING :
STYLE COLOUR
SIZES
STITCHING :
LINE STYLE COLOUR CUTTING RECV. TOTAL CUTTING STITCHED TODAY TOTAL STITCHED CUTTING BALANCE ISSUE TO FINISHING TOTAL TO FINISHING TAILOR STRENGTH HOURS WORKED REQUIRED FLOW
FINISHING :
STYLE COLOR THREAD CUTTING TODAY TOTAL THREAD CUTTING TODAY PCS. WASHED TOTAL WASHED TODAY PRESSED TOTAL PRESSED TODAY FINAL CHECKED TOTAL FINAL CHECKED TODAY PCS. PACKED TOTAL PCS. PACKED REQUIRED FLOW
CUTTING
INCHARGE_______________________
STITCHING INCHARGE_______________________
FINISHING INCHARGE______________________
COSMIQUE LIMITED
Finishing Report
DATE :
Style No. Today Kaj & Button T. Date Today T. Date Bartack Today T. Date Thread Cutting Today T. Date Washing Today T. Date Pressing Today T. Date Checking Today T. Date No. of Pcs. Fold Today T. Date Box Size Packed Today T. Date Remarks
QUALITY ASSURANCE DEPARTMENT (QAD) QAD in the organisation, works on improving the quality produced and monitor systems of functioning. The main role of this department is to ensure no quality issues are compromised with in production. The department consists of a quality/merchandise manager, fabric checker and a mechanic. Fabric Once the fabric is received by the store, a quality check is done on greige fabric. Once this fabric is checked it is either labelled A or B. Fabric lot that is labelled A-grade material is only sent in for dyeing and printing to the mill. After receiving the fabric back from the mill processing, the same fabric is checked as per buyer approved quality/lab dips, hand feel or texture, colour is checked by Q.A department, before going into bulk production. The quality department runs a pilot-run for production department, before the start of bulk cutting. To make sure any quality issues, pattern/size specs problem, stitching faults, machine setting is checked. Production A machine mechanic regularly checks the condition of the machines, for oil level, cleaning etc. A machine history card is maintained to keep record of each machine. The quality representative decides on placing of in-line checking tables(check-points). A kind of report is made every alternate day for the order in process, the garments are picked up from different lots randomly checked (Measurements, construction, accessories/label attachment, any specific detailing as per style sheet) Finishing After finishing stage, the garments are 100% checked before packing. The goods are received from the production department against a challan. Internal challan is a confirmation of number of pieces passed on from production to finishing, to monitor movement of pieces. Finishing has two stages of checking, general and final checking. After pieces are received in finishing, the piece is checked before moving forward. Then once the piece is thread clipped, washed or dry cleaned, ironed, it is checked once more (final check) before folding and packing.
COSMIQUE LIMITED
Grey Fabric Checking Report
Fabric : Supplier Name:
Sl. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Sl. No. P.C. Length Width Remarks P.C. Length Width Remarks Sl. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 P.C. Length
S. No. Date
Width Remarks
CHECKER
COSMIQUE LIMITED
INSPECTION REPORT IN LINE / MID / FINAL
Style O.P. Delv. No. of Pcs COLOUR : : : : ORDER QTY. FABRIC CUT STITCHED FINISHED PACKET Buyer Code Date Chkd : : :
Washcare
Tag
Button / Snap
Zipper
Polybag/Carton
DONE OK / NOT OK WORKMAN SHIP ANALYSIS INSPECTION CONDUCTED AT RANDOM SAMPLE QUANTITY DEFECTS
MAJOR
MINOR
TOTAL REMARKS :
Q.C. INSPECTOR
Procedures The Quality Department is also responsible for healthy and safety issues to do with the garments produced. The machines have to have needle guards to protect the tailors from needle injuries. The mechanic or production manager has access to a first aid box. They are both authorized to give out assistance for minor injuries or headache/stomach ache etc. A register is maintained to record this information. Other than this, the production manager also follows a needle replacement policy: 1. The tailors are instructed to deposit broken all needle parts, before being issued a new needle. 2. The garments are checked with a metal detector, for broken needles at two stages. 3. If a broken needle is found, then the entire lot is removed to a secure area. Re-checked for more such cases. 4. A detailed form is filled with following details: Name of tailor Card no. of tailor No. of machine/Line no. Time of incident If all parts were found New needle issued or not 5. A sample is kept in finishing as a tester for the needle detector. The sample has 2-3 needles inserted in it, therefore each time the needle detector is to be used. If it fails to respond to the sample, then that means that needle detector is not responding.