Policy Statement

POLICY STATEMENT

OCTOPUS CLAN NIGERIA LIMITED is an energy, safety and industrial support emporium rendering imperative services to the Oil and Gas industry.

It is therefore the intent and policy of the Company to supply products and render services that conform with contract specifications, comply to or exceed our clients’ safety, health and environmental standards, realising that sub-standard goods and services are false economy.

In order to achieve our goal of a quality system the Company places importance on the tracing and elimination of causes of errors and problems, with emphasis on prevention rather than correction thus achieving high quality at low costs.  In achieving this fit we realise that cheap but sub-standard products and services are false economy.

The management is certain that implementing an efficient quality management system based on ISO 900 and other standards/codes, it will not only improve the quality of operations but also bring about a reduction in overall costs of rendering quality services and products.

It is the responsibility of the management to ensure that the quality system requirements, work methods and procedures, codes and regulations are adhered to by all personnel.

As such the management is determined to maintain and ensure proper training and dissemination of information, instruction and philosophies to all staff.

In monitoring and assuring proper maintenance of the quality system as related to all company activities, a Quality Assurance Officer acts as management representative on all quality matters.  He is responsible to management and is in charge of the Quality Management Division.

This manual and the Quality System outlined herein are designed to ensure proper implementation of the company quality programme.

The management is committed to ensuring customer and client satisfaction, therefore I authorise the use of this manual which describes the policy and quality system outlined geared towards achieving these objectives.

MANAGING DIRECTOR

The Quality Control Manual

INTRODUCTION

The company recognises the need to implement a quality system to ensure the satisfaction of our customers and the efficient and effective operations of the company.

The entire quality system of the company has been developed on a three tier basis namely the Quality Manual outlining the philosophy and structure of the quality system, the Quality System Requirements for assuring correct interpretation and dissemination of technical information, implementation of total Quality Programme, and detailed procedures and work instructions for assuring correct completion and satisfaction of quality related tasks.

The Company Managers and Heads of Sections are responsible for ensuring that matters related to safety, environmental impact or community relations will be accommodated as objectives in the Project Quality Plan.

PURPOSE AND SCOPE

PURPOSE
The purpose of this manual is to outline the necessary measures that are implemented in order to ensure the quality of work performed by OCTOPUS CLAN (NIGERIA) LIMITED.  It informs staff of the measures that are adopted with the purpose of ensuring quality.  All staff taking part in works on contracts and orders received from customers are bound by the measures included in this manual.

This manual constitutes written proof of existence of a Quality Policy applicable to OCTOPUS CLAN (NIGERIA) LIMITED acting as the basis whereby customers and other outside organisations are able to verify the implementation of this policy.

This manual acts as reference, ensuring that the Quality System applies constantly despite staff changes, new staff can consult the manual to become acquainted with their responsibilities as regards the pursuit of quality within the company.

SCOPE
This Quality Assurance Manual applies in its totality to all contracts handled by the Division and to all activities undertaken by OCTOPUS CLAN (NIGERIA) LIMITED as a registered company.  If services for supplies are sub-contracted, all requirements concerning the subcontracted activities are included in the contracts that are awarded to the subcontractors.

QUALITY OBJECTIVES

The Quality objectives of the company are listed below but not limited to:

  • To render services and products which complies with all relevant statutory requirements, company standards, national and international standards and are capable of achieving the performance and availability targets of the service and product specifications for their duration in the most cost-effective and timely manner.
  • To ensure that safety of personnel, services and products, and the environment have been carefully considered, and that appropriate measures have been implemented to achieve these objectives.
  • To obtain a certificate of fitness and all other necessary certificates for the establishment and operation of the services and products, without causing any delay in the planned progress of the orders of services.
  • To comply with the letter and spirit of the relevant statutory requirements and guidance notes.
  • To minimise scrap and rework in the course of rendering services ad products.

QUALITY ASSURANCE CODE AND STANDARDS

The following list outlines corporate international quality related standards, which will be used by OCTOPUS CLAN (NIGERIA) LIMITED. This defines the basis of the Quality Assurance systems, which are to be adopted by the Company’s Procurement, Engineering and Managerial functions.

Corporate Documents

a) Production and Construction Guide: 1988
b) Environmental Protection:         1980
c) Customer Satisfaction:                 1989
d) Contract Administration:             1992 Edition (Rev. 5)

International Standards

a) BS 5750: 1979          –   Quality System Part 1 Specification for design, manufacturing and installation
b) BS 5882: 1980          –   Total Quality Assurance Programme
c) pr EN 465-1994       –   Protection against Liquid Chemicals
d) pr EN 467 – 1994    –   Garments Providing Chemical Protection to parts of the body
e) BSEN 345                 –   Safety Footwear 200 Joules Toe Protection
f)  BSEN 346                 –   Protective Footwear 100 Joules for Protection
g) ISO 9001: 1987        –   Quality System-Model for Quality Assurance in design/development, production, installation and servicing.
h) ASME:                      –   Quality Assurance Programme Requirements
i)  BS 4778: 1979          –   Glossary of terms in Quality Assurance (including reliability and maintainability terms).
j)  BS 8110: 1985          –   Structural use of concrete:  Parts 1 & 2
k) BS 4027:  1991         –   Specification for sulphate-resisting Portland Cement.

DEFINITIONS

  • ISO 
    International Standard Organisation
  • Quality
    The totality of features and characteristics of a product or service that bear on its ability to satisfy stated or implied needs.
  • Quality Assurance
    All those planned and systematic actions necessary to provide adequate confidence that a product or service will satisfy given requirements for quality.
  • Quality Policy
    A document stating the quality policy, quality system and quality practices and organisation.
  • Quality System
    The organisational structure, responsibilities, procedures, processes and resources for implementing quality.
  • Quality Management
    That aspect of the overall management function that determines and implements the quality policy.
  • Quality Plan
    A document setting out the specific quality practices, resources and sequence of activities relevant to a particular product, service, contract or project.

ORGANISATION

The organisation of the company’s overall management is detailed below.  This functional organisation consists of Management, Line Managers (Head of Departments), Lead Engineer and others.  For each project, a project team is set up formally headed by an Engineer from the client.  Each department involved in the project is represented in the team and presented in Project Organisation Chart.

QUALITY ASSURANCE RESPONSIBILITIES/JOB DESCRIPTION

Quality Assurance Manager

He is responsible to the Managing Director.  Other functions include but not limited to:

  • Advising in laying quality objectives/policy
  • Develop/introduce/improve quality system, manuals and procedures
  • Analyses non-conformances/quality problems/chart complaints encourages structural improvements
  • Support Management review of quality system
  • Deals with external and internal audits, certification, publication, etc.
  • Improve internal familiarity with quality system, quality awareness, training recommendations
  • Ensure adequate documentation of records in the company
  • Disseminating quality related information to all staff
  • Leads and manages quality systems/programmes

The responsibilities and job descriptions for other key staff are written on the company evolution guide.

QUALITY SYSTEM REQUIREMENTS

Management Responsibility

The General Management of OCTOPUS CLAN (NIGERIA) LIMITED being aware of changes in the demand situation and increasing market expectations in quality, has defined and implemented a quality policy specific to the company including the sub-contractors.  This Quality Policy aims to support the company in its quest to achieve optimum performance in the context of national and international competition.
As such, this manual is designed to meet the international and local standards requirements such as are based on ISO 9001.
The organisation, objective and quality requirements are described herein.
The Management hereby authorises the Quality Assurance Manager with the task of verifying and duly applying the Quality Assurance Programme.
All staff are mandatory required to adhere and implement the requirements of this manual. This will be monitored constantly by the Management with a view to ensuring absolute adaptation of quality requirements to the grassroots.

Quality System

The Management of OCTOPUS CLAN (NIGERIA) LIMITED has used ISO 9000 series to develop a quality system, put it down in writing and have it implemented, with the purpose of realising the quality objectives and the quality policy as formulated in this manual.  The quality system is laid down in the quality programme and the content specified therein.
The quality system thus implemented in regularly assessed as to goal orientation and effectiveness with reference to realising the quality policy.  Internal audits are used to assess the extent to which the quality system.
When required for a particular contract or order a specific Quality programme may be establish to complement the Quality Assurance Manual and associated procedures.  This will comprise inclusively the customer interfaces.

Bid and Contract Review

When required by the magnitude and/or complexity of the given projects, the proposal Engineer or Project Manager will execute specific bid review or contract review at the following stages:

  • Prior to bid submission
  • On receipt of order
  • Or receipt of order amendment

Before a bid is sent to a client it is reviewed on the basis of the following points:

  • A checklist is used during a site visit in order to assess on the spot all the possibilities in the execution of the project.
  • A review is carried out as to whether OCTOPUS CLAN (NIGERIA) LIMITED is able to meet all the tender requirements, at the same time a check is made as to whether the requirements are completely and unambiguously formulated in order to avoid differences in interpretation at a subsequent stage in the proceedings.  A checklist supports and records this review.  Should there be any lack of clarity the client is asked for further details in writing.  Any such information is included in the bid.
  • Specialised and concerned departments are consulted and the process recorded.
  • Tender review is carried out with special attention being paid to the company’s capability, risks and commercial conditions.

Immediately after the order is received the conditions under which it is to be executed are compared with the conditions contained in the tender.

If an amendment is received for any contract in progress, an acknowledgement is returned, mentioning any applicable qualifications.  Records of contract/bid reviews must be recorded and kept as specified in the documentation control.

Basic Design Input Data

All basic design input data is identified and commented upon by the Project Designer during the contract reviews, and the input data is thoroughly examined for suitability. The Project Designer is required to resolve all instances of incomplete, ambiguous or inconsistent basic design requirements with the person who established these requirements.

The input data for basic design work on the items making up the construction is analysed, and each element of the final construction is categorised.  Working from basic design blueprints and calculations, the Project Designer draws up specifications for each element in accordance with the critical category.  The resulting documents are checked and approved and if so specified in the contract, forwarded to the customer for comments.

Basic Design Output Data
Before the design is issued for authorisation to the responsible Company Director/Contract Manager, a final design review will be carried out by assigned personnel for reliability, operability, maintainability, and safety.  All documents are signed and dated. After handling over, the Company Director/Contract Manager is responsible for further application/use of the design result.

Design Result
Design results are laid down per department in reports, drawings, calculations, specifications etc., they have to conform to the establishment of contract review requirements.

Basic Design Verification
The Project Designer prepares, draws up and documents basic design verification and assigns these functions to competent staff. Design verification is applied to ensure that the basic design output data satisfies the requirements expressed by the basic design input data.

Basic Design Modification
The basic design modification should preferably be examined by the person responsible for the initial design.  Necessary design changes and effects on budgets, planning, etc., are determined in consolation with the client.  Upon client’s approval, the activities concerned are carried out in accordance with previous agreed conditions.

There is procedure concerned with design control.

DOCUMENT CONTROL

The company established controls to prepare, verify, issue modify, approval, file cancel, archive and destroy documents released or received by them.

Preparing a document, the author is responsible for the following:

  • Writing the document
  • Having the document verified by a competent person, then have the document approved by the relevant authority
  • Issue the document
  • Update the document following the same verification/approval/issue procedure as for the initial issue
  • File or archive the document

OCTOPUS CLAN (NIGERIA) LIMITED in ensuring adequate document control will always identify, compile and list documents as specified in document control procedures.  However, documents are issued using the distribution list system under the responsibility of the author as guided by the said procedure.

Modification of documents is carried out by the author.  The persons responsible for verification and approval will check that all necessary arrangements have been obtained and that all comments have been resolved in order to make the new release applicable.

Generally, documents are filed and archived following the details on filing and archiving procedures.

PURCHASING

During purchasing Quality Assurance measures are ensured to cover the assessment of supplies by sub-contractors from technical and quality assurance standpoints, to ensure that they are capable of supplying goods and services that satisfy the requirements set out in the purchasing documents.  This induces the confidence that purchasing documents include the reference to all requirements as set out in applicable documents for obtaining the required quality.

Having received information based on the project, orders are issued which are supplied in form of purchase requisitions stating all required details.

For certain contracts, suppliers and sub-contractors may be required to supply documents such as quality assurance certificate, procedures, etc.  This will however be mentioned in the order.

Inspection of purchases must be carried out.  This must take place on the supplier’s or sub-contractor’s premises or whichever that is mentioned on the purchase order.  The exercise will determine if the order is to be accepted or rejected.  The records of all the activities carried out must be documented and kept.

CUSTOMER SUPPLIED PRODUCTS

Where a product is supplied for installation or job/service execution, a delivery note and the receipt file shall be delivered.

These items shall be checked for compliance with all applicable requirements for which the supplied products will be utilised.

Upon delivery, a member of OCTOPUS CLAN (NIGERIA) LIMITED staff inspects the items delivered in the presence of the customer’s representative checking that the documentation tallies with the items delivered and the products were delivered in good conditions.

Any observation should be endorsed in the presence of the representative and documented.  Copies of these should be distributed to necessary units as evidence.

The endorsed document and the delivery note means the supplied items are in the custody of OCTOPUS CLAN (NIGERIA) LIMITED.  All documents must be duly signed by all parties present during time of supply.

PRODUCT IDENTIFICATION AND TRACEABILITY

OCTOPUS CLAN (NIGERIA) LIMITED introduced measures to identify and trace materials or supplies throughout the production, delivery, service or installation stages.

This makes it possible to track the progress of an item throughout its life cycle and determine the origins of all parts making up the finished product or services.

Identification and tractability of products are carried out in an unambiguous manner, which portrays quality assurance controls.

However, procedures have been developed to address various processes involved in materials/products identification and traceability.

PROCESS CONTROL

To ensure control over production/service processes as applied by the company, measures have been drawn up for implementation to accomplish customer contracts in compliance with applicable requirements.

Standard work process are defined and documented in the form of internal work instructions drawn up with the purpose of explaining working methods of staff.

Special processes are also in the company, which encompass such things as welding, non-destructive tests and various in-house technical processes.  The implementation of all special processes are governed by internal procedures.

All operations are carried out by qualified staff using certified equipment, matched to the operation to be performed.  Our process control capability can as well be measured in our drilling operations and related activities.

INSPECTION AND TESTING

In order to ensure correct application of inspection during working on a contract or project, an inspection and testing concept is adopted.

This applies to incoming goods, work in progress and finished products and services, in accordance with contractual requirements.

This measure stipulates that each product or service be accompanied by a test status document which monitors the products or service’s progress through specified test and inspection schedule including all relevant documentation.

Products can be only accepted after being checked and certified as meeting the requirements.

Test and inspection files must be kept on record and adequately documented.

INSPECTION AND TEST STATUS

Inspection procedures shall be specific stage inspection reports, which are established upon determining acceptance of work.  The status of these inspections shall be monitored regularly throughout the production.  Delivery, use or installation of a given product will only be allowed if the product in question has successfully passed all the tests and inspection operations listed on the relevant schedule.  For sub-contracted work, these requirements are applicable to the sub-contractor.

CONTROL OF NON-CONFORMING PRODUCTS.

Any product that does not conform to specific requirements shall be prevented from inadvertent use or installation by clearly identifying the item and where practical, segregation from the conforming items.

The non-conformance shall be properly reported and a report shall be issued and resolved in accordance with applicable procedures.

Having identified, control and documented non conformance items, preventive actions are taken to avoid repetition of such non-conformity.

Procedure for handling requests for corrective action due to non-conformance has been outlined.

CORRECTIVE ACTIONS

Corrective action is taken with the purpose of removing the causes, which gave rise to non-conformance and thereby preventing repetition and error frequency.  Although the procedure has been developed to address the processes involved, Corrective Action Requests (CAR) are issued when a condition arises that causes or may cause a non-conformance.

The raised CAR will be analysed through the staff concerned with quality control activities until its close-out.  Records are adequately maintained and kept.

HANDLING, STORAGE, PACKAGING AND DELIVERY

Items requiring special handling methods shall be subject to the issuance of specific handling procedures or instructions.

Storage procedure shall satisfy the following requirements.:

  • Identify storage location and condition for adequate protection against deterioration/ damages.

The methods of preserving and packing products shall ensure cleanliness, prevention of damage and preservation during shipment and storage at final destination.

Appropriate transport facilities shall be selected by the department in charge to avoid the products being lost or damaged in transit or arriving late.

Any transit damage or lost project/contract materials/products shall be documented and communicated to the client without delay.  All measure shall be taken to ensure adequate conditions of use, handling, maintenance and storage so that accuracy and fitness for use is maintained.

QUALITY RECORDS

Quality records are those documents which shall be maintained to demonstrate achievement of the required quality and included in the final as-build dossier. Retention of the quality records shall be established for the period agreed upon in the contract.

The project quality records shall be collected, checked, indexed and filed by the Project Management Team on continuous basis throughout the project works.  Destruction of quality records shall be determined and specified by the contract.

Procedure for compiling, filing, verifying, issuing, modifying, retrieving, archiving and destroying quality records has been set out.

INTERNAL QUALITY AUDITS

To check the implementation and efficiency of OCTOPUS CLAN (NIGERIA) LIMITED Quality System, Internal Quality Audits are carried out as defined in the quality audit procedure.

The Quality Assurance Manager is responsible for audits, audit schedules and the management reports following audits, except as regards audits on the quality management and department itself which are done by the Manager or organisation duly appointed by the General Manager.

Internal Quality Audits are planned and performed in application of quality system implementation schedule and project plans audit schedules.

INSPECTION, MEASUREMENT AND TEST EQUIPMENT

Any equipment or device used during the performance of the work for measuring, monitoring, recording, inspections and testing shall be in an appropriate and documented calibration status.

Calibration register, calibration reports and certificates shall be available for reference and verification at the work site.

TRAINING

The company is devoted to ensuring adequate training of staff taking part in activities liable to affect the quality of the products and services rendered.

These training measures cover those related to professional qualification, special qualifications required for certain functions or jobs, personnel management based on current and future development.

At the start of the year, a staff-training programme is drawn up by the Personnel Department to the company, with the purpose of ensuring the upkeep of staff know-how throughout the Division.  Training are organised outside or in-house.

Training on Quality Assurance is carried out under the responsibility of the QA/QC department.

SERVICING

Here, the customer is supplied with full operating and maintenance instructions, in accordance with the provision of the customer/OCTOPUS CLAN (NIGERIA) LIMITED.

STATISTICAL TECHNIQUES

This is not utilised by the Company.  However, in the event that this is specified in a contract, specific procedure will be established and implemented.

AMENDMENTS AND RE-ISSUE

This manual shall be periodically reviewed to re-affirm its adequacy and conformity to the current company practices resulting from technological and international standards advancements.

Amendments identified by consecutive letters of the alphabets, shall be made by replacement of amended pages.  All amendments shall be recorded on the amendment page designated Page 1.  Such page shall be updated and replaced with the new amendment.

When changes affect a considerable number of pages and in any case after more than ten amendments to one issue, the manual shall be re-issued with all the previous amendments incorporated.

COMPANY PROCEDURES

Each discipline will be responsible for the development of their unit procedures and the Quality Assurance Department will participate in their reviews.  These procedures will be indexed and detailed in the Company Procedure Manual.

Quality Assurance Department will be responsible for Quality management procedures.

Contractors/sub-contractors engaged in the contractual obligation with OCTOPUS CLAN (NIGERIA) LIMITED will be required to submit all their corporate procedures which are proposed for use during their contract with the company and where necessary to develop additional contract specific procedures.

As a rule, the company regularly updates her quality assurance procedure manual and maintains lots of procedures, which are applied in the execution of the company’s activities.  These lists of procedures are standardised and incorporated into company procedures manual, which is available for inspection.