Difference between revisions of "Quality Manual"




Recent changes
Wanted pages
Who is online?
From Chess Group Quality Management System
Jump to: navigation, search
[quality revision][quality revision]
m (Set stable version settings for "Quality Manual" [Default: Current])
Line 38: Line 38:
||Aphrodite Rose
||Kyle Michael
||Quality Inspector
||Quality Inspector
||Alecia Grande
||Jorge Muñoz
||Plant Manager - Mexico

Latest revision as of 11:28, 11 June 2018

7010 Fly Road | East Syracuse, New York 1305 315.200.1037 | www.chessgroupinc.com


Scope and Exclusions


The International Organization Standard ISO 9001:2008 describes the requirements for a quality management system by addressing the principles and processes surrounding the design, development and delivery of a general product or service. The activity covered by Chess Group Inc is for management over the procurement and logistics of manufacturing services and precision machined components.

The quality management system complies with all applicable requirements contained in ISO 9001:2008, covers the provision of all manufacturing services and machined components, and encompasses all operations at our facility located at 7010 Fly Road, East Syracuse, NY 13057.


  • 7.1 Planning of Product Supply: Chess Group Inc. does not design or develop products for our customers; therefore line scheduling and production plans are not pertinent to our operation.
  • 7.3 Design & Development: Chess Group Inc does not design or develop products for customers.


Chess Group is an outsourced procurement department specializing in sourcing, quality inspection, warehousing, and logistics within desired inventory management systems. We specialize in supplying precision components from manufacturing firms located both domestically and abroad. Our former presence as Alliance Fasteners has been providing these services on a high level to some of the largest manufacturers in the U.S. since 1959. Using the experience of Alliance Fastener’s management along with our industry expertise and international engineers, we are able to deliver metal, alloy, rubber, and plastic parts from our large network of over 50 suppliers located right here in the US as well as internationally.

Organizational Chart

Company Organizational Chart.png

When image isn't viewable:

Dutch Schultz Owner/Partner dutch@chessgroupinc.com
Kevin Reilley Account Executive/Partner kevin@chessgroupinc.com
Ken Rowell Logistics/Partner ken@chessgroupinc.com
Joshua Schultz Operations joshua@chessgroupinc.com
Kyle Michael Quality Inspector kyle@chessgroupinc.com
Admin Clerical admin@chessgroupinc.com
Jorge Muñoz Plant Manager - Mexico jorge@chessgroupinc.com
Miriam  Administrator


Terms & Definitions

Quality Management

General Requirements

Chess Group Inc. has established, documented, implemented and currently maintains a quality management system. We continually improve its effectiveness in accordance with the requirements of ISO 9001.

Chess Group

  • has determined the processes needed for the quality management system and their application throughout the organization,
  • determined the sequence and interaction of these processes,
  • determined criteria and methods needed to ensure that both the operation and control of these processes are effective,
  • ensures the availability of resources and information necessary to support the operation and monitoring of these processes,
  • monitors, measures where applicable, and analyzes these processes, and
  • Implements actions necessary to achieve planned results and continual improvement of these processes.

These processes are managed by Chess Group in accordance with the requirements of ISO 9001

The Key Business Processes of Chess Group include:

Process Map

Outsourced Processes

Outsourced Process Provider Controls
Material Testing Various
Calibration CalSource
Cleaning Tracy
Garage Removal
Payroll Choice Payroll
Legal Bob Temple
Accounting Tim Greisel

Documentation Requirements


The quality management system documentation includes:

Quality Manual

Chess Group Inc. has established and currently maintains a quality manual that includes:

  • the scope of the quality management system including details of and justification for any exclusions
  • the documented procedures established for the quality management system and reference to them
  • a description of the interaction between the processes of the quality management system

The Quality Manager is responsible for maintaining the quality manual.

Document Control

Documents required by the quality management system are controlled. Records are a special type of document and are controlled according to the requirements given in section 4.2.4.

A documented procedure has been established to define the controls needed:

  • to approve documents for adequacy prior to issue
  • to review and update as necessary and re-approve documents
  • to ensure that changes and the current revision status of documents are identified
  • to ensure that relevant versions of applicable documents are available at points of use
  • to ensure that documents remain legible and readily identifiable
  • to ensure that documents of external origin determined by Chess Group Inc. to be necessary for the planning and operation of the quality management system are identified and their distribution is controlled
  • to prevent the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose

The Quality Department is responsible to maintain the Document Control Procedure, to ensure that relevant versions are available at points of use, to remove obsolete documents, and to control external documents. Documents are reviewed and approved, including re-approval as required, by the appropriate functional manager.

Control of Records

Records established to provide evidence of conformity to requirements and of the effective operation of the quality management system shall be controlled.

A documented procedure has been established to define the controls needed for the identification, storage, protection, retrieval, retention and disposition of records.Records are legible, readily identifiable and retrievable.

The Quality Department along with Management is responsible to maintain the Records Control Procedure.

Management Responsibility

Management Commitment

Top management provides evidence of its commitment to the development and implementation of the quality management system and continually improve its effectiveness by:

  • communicating to the organization the importance of meeting customer as well as statutory and regulatory requirements,
  • establishing the quality policy,
  • ensuring that quality objectives are established,
  • conducting management reviews, and
  • ensuring the availability of resources.

Top management includes the following members:

  • Partners
  • President
  • Vice President

with the President being the Management Representative in all quality matters.

Customer Focus

Top management ensures that customer requirements are determined and are met with the aim of enhancing customer satisfaction.

Quality Policy

Top management ensures that the quality policy:

  • is appropriate to the purpose of the organization,
  • includes a commitment to comply with requirements and continually improve the effectiveness of the quality management system,
  • provides a framework for establishing and reviewing quality objectives,
  • is communicated and understood within the organization, and
  • is reviewed for continuing suitability.The stated quality policy is as follows:

The stated quality policy is as follows:

Chess Group Inc. is committed to surpassing all customer requirements, specifically in the areas of:

  • Quality
  • Price
  • Logistics
  • Flexibility
  • Lead Time
  • Product Breadth

It is only through show our customers that we can deliver far above their expectations in EACH of these areas that we will become part of their team in delivering the best quality products to end users.

The Management Representative is responsible for enduring the Quality Policy is reviewed during the Management Review Process.


Quality Objectives

  • Machine
    • Quality Management System Planning including:
      • Current Gage Calibration Records
      • 100% inspection
  • Manpower
    • A Highly Skilled Professional Workforce
    • Increased cross-training
    • Technologically Fluent
  • Measurement
    • Administrative
    • Product/Process
    • PPM (a numeric goal)
    • Customer Approval greater than 75% positive
    • PPAP turnaround process less than one week
  • Environment
    • Composting/ Recycling/ Shredding
    • Paperless Filing/ Data Storage System (ERP)
    • Inventory all resources from hardware to software, and perform regularly scheduled maintenance.
  • Materials
    • Current Supplier Quality Audit Records
    • Reduce late deliveries to under 1%

Top management ensures that quality objectives, including those needed to meet requirements for product, are established at relevant functions and levels within the organization. The quality objectives are measurable and consistent with the quality policy.

The Management Representative is responsible for establishing and maintaining the following objectives

Quality Objective Owner Reporting Frequency Target

Quality Management System Planning

Top Management ensures that:

Responsibility Authority And Communication

Responsibility And Authority

Top Management ensures that responsibilities and authorities are defined and communicated within the organization. This is achieved through:

  • Weekly Company Meetings
  • Public placing and access to the entire Quality Management System
  • Support of various controls and process owners who have authority to carry out quality processes and procedures as well as initiate additional approved ideas.
  • Internal Audits

Management Representative

Top Management has appointed a member of management who, irrespective of other responsibilities, has responsibility and authority that includes:

  • ensuring that processes needed for the quality management system are established, implemented and maintained,
  • reporting to top management (insert appropriate management team designation) on the performance of the quality management system and any need for improvement, and
  • ensuring the promotion of awareness of customer requirements throughout the organization.

The appointed management representative is the President who also serves as the liaison to external parties on matters relating to the quality system.

Internal Communication

Top Management ensures that appropriate communication processes are established within the organization and that communication takes place regarding the effectiveness of the quality management system. This is achieved by

  • Scheduled Meetings
  • Emails
  • Announcements
  • Company Wiki
  • Training

Management Review

Top Management reviews the organization’s quality management system, monthly, to ensure its continuing suitability, adequacy and effectiveness. This review includes assessing opportunities for improvement and the need for changes to the quality management system, including the quality policy and quality objectives.

Records from management reviews are maintained by the Management Representative.

The input to management review includes information on:

  • results of audits,
  • customer feedback,
  • process performance and product conformity,
  • status of preventive and corrective actions,
  • follow-up actions from previous management reviews,
  • changes that could affect the quality management system, and
  • recommendations for improvement.

The output from the management review includes:

  • any decisions and actions related to improvement of the effectiveness of the quality management system and its processes,
  • improvement of product related to customer requirements, and
  • resource needs.

Resources Management

Product Supply

Planning of Product Supply

Chess Group Inc. plans and develops the processes needed for the initiation and continuance of product supply. These plans ensure a smooth order process and fulfillment for the customer.

Planning of product supply is consistent with the requirements of the other processes of the quality management system.In planning product supply, the organization determines the following, as appropriate:

  • quality objectives and requirements for the product,
  • the need to establish processes and documents, and to provide resources specific to the product,
  • required verification, validation, monitoring, measurement, inspection and test activities, specific to the product and the criteria for product acceptance,
  • records needed to provide evidence that the realization processes and resulting product meet requirements.

The output of this planning is in a form suitable for the organization’s method of operations. Planning output includes:

  • APQP Timing Form
  • APQP Information Form
  • CR700 Form
  • MR100 Form
  • Internal Purchase Order
  • Internal Sales Order
  • Master Print
  • Bubbled Print
  • CAD File

The Chess Group Inc Quality Department is responsible for planning order quality processing and customer fulfillment and for maintaining associated records.

Customer-Related Processes

Determination of requirements related to the product

The organization determines:

  • requirements specified in the customer purchase order pertaining to product design and production,
  • requirements specified by the customer, including the requirements for delivery and post-delivery activities,
  • requirements not stated by the customer but necessary for specified or intended use, where known,
  • statutory and regulatory requirements applicable to the product, and
  • any additional requirements considered necessary by the organization.

Sales is responsible for determining all customer requirements, whether specified; not stated, but necessary; or statutory and regulatory. However, the responsibility of Chess Group Inc’s adherence or ability to adhere to said requirements falls on the Quality Department. Requirements are determined by:

  • Industry Regulatory Statutes
  • Customer Purchase Order
  • Print Specifications
  • Industry Standard Specifications
    • AIAG
    • AISI
    • ANSI
    • ASME
    • ASTM
    • MIL
  • Internal Requirements

Review of requirements related to the product

The organization reviews the requirements related to the product. This review is conducted prior to the organization’s commitment to supply a product to the customer (e.g. submission of tenders, acceptance of contracts or orders, acceptance of changes to contracts or orders) and ensures that:

  • product requirements are defined,
  • contract or order requirements differing from those previously expressed are resolved, and
  • the organization has the ability to meet the defined requirements.

Requirements are reviewed by the Sales Department and are used in quoting the part correctly, ensuring delivery is possible before price and lead-time are quoted.

Records of the results of the review and actions arising from the review are maintained. Sales is responsible for the review and for maintaining the records. All prints, records, quotes received (vendor) and quotes delivered (customer) are tracked in the Chess Group ERP system under Quotes.

Where the customer provides no documented statement of requirement, the customer requirements are derived first from the Industry Standard engineering print. Should one not exist, requirements must be received verbally and logged into the note section of the Quote menu on the Chess Group ERP.

Product requirements may change in two main ways:

  1. The order requirements may change resulting in a revised Purchase Order
  2. The product itself may change, either before supply or mid-term.

In both cases, A CR700 is completed and saved to the Purchase Order section of the Chess Group ERP. It is Quality’s responsibility to complete a CR700 upon knowledge of a revision in part or a revision of customer purchase order, ensure that relevant documents are amended (master prints, bubbled prints, CAD files, spec files, material inputs, process files] and that relevant personnel are made aware of the changed requirements.

Customer communication

The organization determines and implements effective arrangements for communicating with customers in relation to:* product information,

  • inquiries, contracts or order handling, including amendments, and
  • customer feedback, including customer complaints.

Product information is communicated via email and various dashboards the Chess Group ERP under the Item Menu. Product information is maintained by Sales and Quality within the Item menu, and is therefore categorized and easily accessible by the entire organization. Product information pertaining to inspection data is kept in the Quality area of the Chess Group ERP and accessible by the customer via their Item Dashboard.

Customer inquiries, contracts, orders, etc. are received and recorded in either the Quote menu or Sales Order menu depending on whether the inquiry includes a quote or purchase order respectively.

Customer feedback is recorded and managed by recording feedback in the Customer Response form in the Quality area of the Chess Group ERP.

Design & Development

please see exclusions for this section as well as all subsections.

Design and development Planning

Design and development inputs

Design and development outputs

Design and development review

Design and development verification

Design and development validation

Design and development changes


Purchasing process

The organization ensures that purchased product conforms to specified purchase requirements. The type and extent of control applied to the supplier and the purchased product is dependent upon the effect of the purchased product on subsequent product realization or the final product. The organization evaluates and selects suppliers based on their ability to supply product in accordance with the organization’s requirements. Criteria for selection, evaluation and re-evaluation are established.

Criteria Selection Evaluation/Re-evaluation
Satisfies Customer Requirements X
Sample Quality X
Price X
Lead Time X
Ordering Flexibility X
Vendor History X

Records of the results of evaluations and any necessary actions arising from the evaluation are maintained in the customer portions of the ERP

Purchasing is responsible for controlling the purchasing process and for maintaining appropriate records. Approved suppliers are controlled by quality IDs as well as customer supplied lists.

As of the initial release of this document, all current suppliers in good standing are considered to be approved.

Purchasing information

Purchasing information describes the product to be purchased, including where appropriate:

  • requirements for approval of product, procedures, processes and equipment,
  • requirements for qualification of personnel, and
  • quality management system requirements.Purchasing information is communicated to suppliers via
  • Email
  • Prints
  • Standards and Specifications
  • PPAP Packages

Verification of purchased product

The organization establishes and implements the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements. Purchased product is verified by a Contract Review.

Where the Chess Group or its customer intends to perform verification at the supplier’s premises, the Chess Group states the intended verification arrangements and method of product release in the purchasing information.

Product review

Upon receipt of a Customer Purchase Order, ensuring initiation of the part, our Product Review process goes into effect. Product Review includes:

  • CR700
  • Print Review
  • Design Meeting

Contract Review

A contract review is initiated any time a customer with quality requirements places an order. This review is to check:

  • ability of Chess Group Inc to obtain, inspect, and deliver the part given the industry, customer, and internal requirements
  • asses the quality of information produced by the customer and align to known standards and reason

Print Review

Quality is responsible for the print review.

Design Review

Once Quality has obtained and processed all order information, customer requirements, and part specifications, a design review meeting is called with the Sales personnel responsible for requisitioning the order. In the Design Review meeting, all issues, concerns, and needs are addressed from the completion of the CR700 and Print Review. Minutes from this meeting are kept and used as further inputs into general or specific documents pertaining to these parts.

Quality is responsible for the notification of problems to the Sales department. Issue handling and decision making on each issue is the responsibility of the Sales Department. All part concerns are documents in the meeting minutes and kept on file.

Production and Service Provision

Control of production and service provision

The organization plans and carries out service provision under controlled conditions. Controlled conditions include, as applicable:

  • the availability of information that describes the characteristics of the product,
  • the availability of work instructions, as necessary,
  • the use of suitable equipment,
  • the availability and use of monitoring and measuring equipment,
  • the implementation of monitoring and measurement, and
  • the implementation of product release, delivery and post-delivery activities.

Sales & Operations are responsible for controlling all phases or product and service provision and for maintaining appropriate records.

Validation of processes for production and service provision

The organization validates any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement and, consequently, deficiencies become apparent only after the product is in use or the service has been delivered.Validation demonstrates the ability of these processes to achieve planned results.The organization establishes arrangements for these processes including, as applicable:

  • defined criteria for review and approval of the processes,
  • approval of equipment and qualification of personnel,
  • use of specific methods and procedures,
  • requirements for records, and
  • revalidation.
Process Control
Material Material Certification
Heat Treat Heat Treat Certification, Process Flow, PFMEA
Coating Coating Certification, Process Flow, PFMEA
Plating Plating Certification, Process Flow, PFMEA

Identification and traceability

Where appropriate, the organization identifies the product by suitable means throughout product realization. Products are identified by means of control number and labeling.

The organization identifies the product status with respect to monitoring and measurement requirements throughout product realization.Where traceability is a requirement, Quality & Logistics control the unique identification of the product and maintains records. Traceability is documented by use of control number and lot folders held on the Chess Server.

Customer property

The organization exercises care with customer property while it is under the organization’s control or being used by the organization. The organization identifies, verifies, protects and safeguards customer property provided for use or incorporation into the product. If any customer property is lost, damaged or otherwise found to be unsuitable for use, the organization shall report this to the customer and maintain records. Customer property can include intellectual property and personal data.

Customer property includes (describe examples of customer property under your company’s control; e.g. equipment, components, drawings and other customer documentation, etc.).

Customer property is controlled by means of:

Sales is responsible for controlling and recording customer property. Sales and Quality is responsible for all communication with the customer regarding their property.

Preservation of Product

Quality and Logistics is responsible for preserving the product during internal processing and delivery to the intended destination in order to maintain conformity to requirements. As applicable, this preservation includes identification, handling, packaging, storage and protection. Preservation also applies to the constituent parts of a product.

Control of Monitoring and Measuring Equipment

The organization determines the monitoring and measurement to be undertaken and the monitoring and measuring equipment needed to provide evidence of conformity of product to determined requirements. The organization establishes processes to ensure that monitoring and measurement can be carried out and are carried out in a manner that is consistent with the monitoring and measurement requirements. Quality is responsible for all aspects related to the system of controlling monitoring and measurement.

Where necessary to ensure valid results, measuring equipment is:

  • calibrated or verified, or both, at specified intervals, or prior to use, against measurement standards traceable to international or national measurement standards; where no such standards exist, the basis used for calibration or verification is recorded,
  • adjusted or re-adjusted as necessary,
  • identified in order to determine its calibration status,
  • safeguarded from adjustments that would invalidate the measurement result,
  • protected from damage and deterioration during handling, maintenance and storage.

In addition, the organization assesses and records the validity of the previous measuring results when the equipment is found not to conform to requirements. The organization takes appropriate action on the equipment and any product affected. Records of the results of calibration and verification are be maintained.

Equipment requiring calibration and/or verification includes all instruments in the quality lab which are used for inspections.

When used in the monitoring and measurement of specified requirements, the ability of computer software to satisfy the intended application is confirmed. This is undertaken prior to initial use and reconfirmed as necessary.

Measurement, Analysis, & Improvement


The organization plans and implements the monitoring, measurement, analysis and improvement processes needed:

This includes determination of applicable methods, including statistical techniques, and the extent of their use. The Quality Manager is responsible for systems related to monitoring, measurement, analysis and improvement.

Monitoring and Measurement

Customer satisfaction

As one of the measurements of the performance of the quality management system, Chess Group Inc. monitors information relating to customer perception as to whether we have met our customer's requirements. Customer satisfaction is measured by means of:

The methods for obtaining and using this information are determined by the Sales and Purchasing department.

Internal Audit

Chess Group Inc conducts internal audits at planned intervals to determine whether the quality management system:

  • conforms to the planned arrangements, to the requirements of ISO 9001 and to the quality management system requirements established by Chess Group Inc.
  • is effectively implemented and maintained

An audit program has been planned, taking into consideration the status and importance of the processes and areas to be audited, as well as the results of previous audits. The audit criteria, scope, frequency and methods are defined. This selection of auditors and conduct of audits ensures objectivity and impartiality of the audit process. Auditors do not audit their own work.

A documented procedure has been established to define the responsibilities and requirements for planning and conducting audits, establishing records and for reporting results. Records of the audits and their results are maintained. The Quality Manager is responsible to oversee the internal auditing system and for maintaining appropriate records. The management responsible for the area being audited ensures that any necessary corrections and corrective actions are taken without undue delay to eliminate detected nonconformity and their causes.

Follow-up activities include the verification of the actions taken and the reporting of verification results.

Monitoring and measurement of processes

Chess Group Inc. applies suitable methods for monitoring and, where applicable, measurement of the quality management system processes. These methods demonstrate the ability of the processes to achieve planned results. When planned results are not achieved, correction and corrective action is taken by the appropriate personnel, to ensure conformity of the product. Methods for monitoring and measuring of processes include:

  • Weekly Reports
  • Managerial Review Board Meetings

Monitoring and measurement of product

Chess Group Inc. monitors and measures the characteristics of the product to verify that product requirements have been met.This is carried out at appropriate stages of the product realization process in accordance with the planned arrangements.Methods for monitoring and measuring of products include:

  • quality inspection
  • material and laboratory testing

Evidence of conformity with the acceptance criteria is maintained. Records indicate the person(s) authorizing release of product for delivery to the customer. Product and service release is indicated by means of quality inspection approval.

The release of product and delivery of service to the customer does not proceed until the planned arrangements have been satisfactorily completed, unless otherwise approved by a relevant authority and, where applicable, by the customer.

Control of Nonconforming Product

Chess Group Inc ensures that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery. A documented procedure has been established to define the controls and related responsibilities and authorities for dealing with nonconforming product.

Where applicable, the organization deals with nonconforming product by one or more of the following ways:

  • by taking action to eliminate the detected nonconformity;
  • by authorizing its use, release or acceptance under concession by a relevant authority and, where applicable, by the customer;
  • by taking action to preclude its original intended use or application;
  • by taking action appropriate to the effects, or potential effects, of the nonconformity when nonconforming product is detected after delivery or use has started.

When nonconforming product is corrected, it is subject to re-verification to demonstrate conformity to the requirements.Records of the nature of nonconformities and any subsequent actions taken, including concessions obtained, are maintained.

Analysis of Data

The organization determines, collects and analyzes appropriate data to demonstrate the suitability and effectiveness of the quality management system and to evaluate where continual improvement of the effectiveness of the quality management system can be made. This includes data generated as a result of monitoring and measurement and from other relevant sources.

The analysis of data provides information relating to:

  • customer satisfaction,
  • conformity to product requirements,
  • characteristics and trends of processes and products including opportunities for preventive action, and
  • suppliers.

Data analysis is conducted by means of management review, team meetings, summary talks., etc.

The Management Representative is responsible for determining the data requirements and for coordinating with other departments to collect and subsequently analyze the data in order to make improvements.


Continual improvement

The organization continually improves the effectiveness of the quality management system using the quality policy, quality objectives, audit results, analysis of data, corrective and preventive actions and management review.

Corrective Action

The organization takes action to eliminate the cause of nonconformities in order to prevent their recurrence.

Corrective actions are appropriate to the effects of the nonconformities encountered. A documented procedure has been established that defines requirements for:

  • reviewing nonconformities (including customer complaints),
  • determining the causes of nonconformities,
  • evaluating the need for action to ensure that nonconformities do not recur,
  • determining and implementing action needed,
  • recording and maintaining records of the results of action taken, and
  • reviewing the effectiveness of the corrective action taken.

The Quality Manager is responsible for maintaining the procedure and the associated records.

Preventive Action

The organization determines action to eliminate the causes of potential nonconformities in order to prevent their occurrence.

Preventive actions are appropriate to the effects of the potential problems. A documented procedure has been established to define requirements for:

  • determining potential nonconformities and their causes,
  • evaluating the need for action to prevent occurrence of nonconformities,
  • determining and implementing action needed,
  • recording and maintaining the results of action taken, and
  • reviewing the effectiveness of the preventive action taken.

The Quality Manager is responsible for maintaining the procedure and the associated records.

9.0 Reference Documents

10.0 Change Log

Revision History