QUALITY MANUAL

REVISION 2: 02/12/2021

1. INTRODUCTION
1.1 MISSION STATEMENT
1.2 COMPANY PROFILE
2. SCOPE
2.1 GENERAL
2.2 CONTEXT OF THE ORGANIZATION
2.3 LEADERSHIP
2.4 QUALITY POLICY
2.5 ORGANIZATIONAL ROLES, RESPONSIBILITY AND AUTHORITY
3. PLANNING
3.1       ACTIONS TO ADDRESS RISK AND OPPORTUNITIES
3.2 QUALITY OBJECTIVES AND PLANNING TO ACHIEVE THOSE OBJECTIVES
3.3   PLANNING OF CHANGES
4. SUPPORT
4.1   OPERATION
4.2   INFORMATION FOR EXTERNAL PROVIDERS
5. PERFORMANCE EVALUATION
6. IMPROVEMENT
6.1   QUALITY POLICY
6.2 QUALITY OBJECTIVES

1. INTRODUCTION

1.1 MISSION STATEMENT

SafePass, Inc. is a specialty manufacturer of visitor management hardware for various verticals. Our mission is to provide sustainable, integrated visitor management solutions that elevate safety and security. We are focused on building relationships and providing solutions to all our customer needs. Our pledge is to exceed customer expectations via superior customer service and by providing quality products. SafePass employees will, individually and collectively, strive to provide a working environment that is professional and well organized. We also want to ensure a work environment that challenges each person to do his or her best work and offer an opportunity for personal growth and development.

1.2 COMPANY PROFILE

SafePass strives to: (1) make facilities more safe/secure by tracking the location of temporary personnel in real-time, and (2) add value to our target customer through multiple features and benefits. The SafePass Digital Visitor Badge and SafePass Visitor Management System combines an innovative wearable technology visitor badge with a fully functional software platform. The SafePass system includes the world’s first completely digital, reusable, real-time location tracking visitor badge. We leverage a facility’s existing Wi-Fi infrastructure to securely track visitor location and provide IoT connectivity with the visitor, thus greatly enhancing safety and security. Digitally programming a visitor’s photo and information directly on the reusable badge eliminates the need for disposable name badges, paper login forms, etc.

2. SCOPE

2.1 GENERAL

This manual also governs the creation of quality related documents. This manual will be revised, as necessary, to reflect the quality management system currently in use. It is issued on a controlled copy basis to the Quality Manager. All other copies are considered uncontrolled and need not be updated. All employees have access to an uncontrolled electronic copy of the manual. It may be issued to customers and suppliers on a controlled copy basis upon customer request. A controlled copy of the procedural binders will also be provided to the Quality Manager. The employees will also be given a copy of the procedure binder based on the department which they work under.

All requirements of this International Standard are generic and are intended to be applicable to SafePass. If any of these International StandardS cannot be applied due to the nature of the business of SafePass and/or its products, then those products will be considered for exclusion.

Terms and Definitions:

QMS – Quality Management System

QC – Quality Control

OEM – Original Equipment Manufacturer

NCR – Non Conformance Report

NCCAR – Non Conformance and Corrective Action Report

2.2 CONTEXT OF THE ORGANIZATION

SafePass recognizes its responsibility as a manufacturer of quality products and services. SafePass has developed and documented a quality management system. This manual describes the quality management system and provides comprehensive evidence to all customers, suppliers and employees of the specific controls that are implemented to ensure that our products and services consistently meet and exceed customer and applicable statutory and regulatory requirements. SafePass also aims to enhance customer service through comprehensive application of this system.

With the establishment of this Quality Management System, SafePass formalizes existing processes and procedures and organizes the system to conform to the requirements set forth to meet our customer requirements. The company has reviewed the quality requirements in the sequence necessary to ensure comprehensive interaction of the established processes through all applications within the company. The company has directed that the appropriate financial, human and operational resources are utilized to ensure the effective implementation and on-going execution of the elements of the “system” and its processes and procedures. Monitoring, measuring, and analyzing actions are in place to ensure expected outcomes are achieved, and if not, the appropriate authority and processes are available to ensure immediate corrective action and continual improvement. We also ensure control over all outsourced products or services.

All company employees are involved in the Quality Management System in one form or another. The Quality Manager is responsible for maintenance of the QMS documents, which includes this manual, related documents and procedures.

The SafePass quality management system documentation includes:

A quality manual containing the quality policies and quality objectives
Documented procedures and work instructions
Documents, including records, determined by SafePass to be necessary to ensure the effective planning, operation and control of its processes

2.3 LEADERSHIP

The President of SafePass is dedicated to meeting or exceeding customer expectations by ensuring that company objectives and in-house processes lead toward continual improvement and prevention of issues that reduce our ability to meet customer expectations. Establishment of a Quality Manual and Quality Policy and dedicating the resources necessary to ensure proper implementation of these Policies, coupled with the Goals and Objectives established in the annual Business Plan demonstrates management’s commitment. Periodic QC Meetings and Quarterly Reviews ensure that management is effectively monitoring the progress of the various initiatives and objectives of the organization.

2.4 QUALITY POLICY

SafePass accepts responsibility for the complete satisfaction of its customers. We execute this responsibility through comprehensive training of employees; adherence to established procedures; commitment to meeting or exceeding customer requirements; and maintaining a company culture that fosters continuous improvement. Since SafePass is a small business, senior management ensures the quality policy permeates all functional departments in the organization. It is included in the employee training and it is also posted in prominent places throughout the facility to maintain high standards within the Organization. All managers will participate in Semi-Annual QC Reviews and Annual Business Plan Meetings.

2.5 ORGANIZATIONAL ROLES, RESPONSIBILITY AND AUTHORITY

SafePass has developed and periodically reviews job descriptions for each employee. These job descriptions define the roles, responsibilities and authority of each position within the company. The Quality Manager has the majority of the responsibilities associated with execution of the QMS.

SafePass has designated the Quality Manager as the person responsible for the overall planning and execution of the Quality Management System. This responsibility includes an annual review of all policies and procedures related to the Quality Management System, an annual review of all documents, forms and reports used by the company to meet the requirements of the Quality Management System, and monthly reporting of quality issues and the status of the accomplishment of quality objectives.

3. PLANNING

3.1 ACTIONS TO ADDRESS RISK AND OPPORTUNITIES

The Quality Manager will compile information at periodic intervals to review with the President. Upon successful review of the information, the Quality Manager will brief all employees. These reviews of the organization’s quality management system are designed to ensure its continuing suitability, adequacy and effectiveness. These reviews shall include assessing opportunities for improvement and the need for changes to the quality management system, including the quality policy and quality objectives. The input for this review will be gathered throughout the year. Records from management reviews will be maintained.

3.2 QUALITY OBJECTIVES AND PLANNING TO ACHIEVE THOSE OBJECTIVES

Input for the Management Review of the Quality Management System will be compiled from the following sources:

Monthly/Quarterly QC Reports
List of all the failed parts and customer returns
Follow-up actions from previous reviews
Customer On Time Delivery
Quarterly Key Performance Indicators (KPI) reports

At a minimum, the Quality Manager will review the Inputs, and the managers of each department will be present for the briefing of the review. The output from the management review will include a summary of all of the inputs gathered by the Quality Manager and a summary of the decisions made and the actions to be taken to improve the Quality Management System, and any additional resources that might be required for these improvements.

3.3 PLANNING OF CHANGES

The President and all employees collectively have established a planning system that systematically evaluates customer expectations; determines the financial, managerial, and operational and personnel resources necessary to meet or exceed those expectations, and then develops the system of feedback to ensure compliance and continuous improvement. At the beginning of each year the Quality Manager reviews the QMS planning process with all employees. This system is manifested in the annual Business Plan and the numerous activities that make the business plan work on a daily basis. Any Process that is carried out in the company follows the PDCA cycle to ensure the productivity of the particular process.

4. SUPPORT

SafePass will determine and provide the resources needed to both implement and maintain the quality management system and continually improve its effectiveness, and to enhance customer satisfaction by meeting customer requirements.

SafePass personnel will possess the requisite education, training, skills and experience necessary to ensure that customer product conforms to customer requirements.

SafePass specifies the qualifications and competency requirements of each position in the company and this information is found in their respective job description. To ensure currency and on-going competency the company has training in product, sales and procedures throughout the year.

SafePass will determine, provide and maintain the infrastructure needed to achieve conformity to product and customer requirements. This infrastructure includes the physical facility, manufacturing equipment, inspection equipment and any supporting services that may be required.

SafePass will determine and manage the work environment needed to achieve conformity to product and customer requirements.

SafePass maintains appropriate monitoring and measuring equipment needed to provide evidence of conformity of product to pre-determined requirements. When the customer requests a copy of this evidence (Certificate of Conformance, Dimensional Reports, Material Reports etc.), the requested certificate is prepared and sent to the customer. SafePass also retains a copy of the certificate along with the customer sales order. Additionally, SafePass provides measurement (dimensional inspections) of product upon receipt from suppliers to make sure the items supplied by the vendor has the requested specification. Where necessary to ensure valid results, measuring equipment shall:

Be 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 shall be recorded;
Be adjusted or re-adjusted as necessary;
Have identification in order to determine its calibration status;
Be safeguarded from adjustments that would invalidate the measurement result;
Be protected from damage and deterioration during handling, maintenance and storage.

Employee training is documented. Annually, written performance reviews are conducted for each employee and the basis for the discussion is their performance against the job description and any specific goals or objectives that might have been mutually set by the employee and their manager.

The President of SafePass has established a quarterly review of all quality related issues and objectives, and the Quality Manager is responsible for gathering and communicating this information to the company. These results are then tabulated and presented and trends identified and corrective actions implemented throughout the organization. The communications tools available for dissemination of this information are: e-mail; the QC database; Monthly Reports and Quarterly Reports. The results are then tabulated and presented and trends identified and corrective actions implemented throughout the organization. The communication tools available for dissemination of this information are: e-mail; the QC database; Monthly Reports and Quarterly Reports.

Documents required by the quality management system shall be controlled. Records are a special type of document and shall be controlled according to the requirements.

Since SafePass is a small business, SafePass will maintain one set of the Quality Manual and the Quality Manager will be the custodian. The same version will be available electronically to all other employees. The files are either password protected or “read-only” documents and cannot be altered without proper authorization.

SafePass has established records that provide evidence of conformity to ISO and company requirements, and written proof of an effective operation of the quality management system. A documented procedure has been established that defines the controls needed for the identification, storage, protection, retrieval, retention and disposition of records.

4.1 OPERATION

Product Realization is the term used to describe the work that the company goes through to develop, manufacture, and deliver the finished goods or services. Since SafePass is a specialty manufacturer, we are involved in product design, manufacturing, inspection and shipment to the customer. Our primary customers are all ISO certified companies, therefore, our planning of product realization involves: quality objectives and requirements for the product; acceptance inspection upon receipt of a product; and keeping the records necessary to demonstrate product realization.

SafePass has determined and implemented effective arrangements for communicating with customers in relation to product information;
Inquiries, contracts or order handling, including amendments; and
Customer feedback, including customer complaints.

The customer typically specifies product requirements in the Purchase Order, or on a customer-supplied print. If the customer does not specify the product design requirements in terms of a print or other type of document, then SafePass designs the product and obtains approval from the customer before proceeding with the manufacturing. Additional requirements for the product by the customer are described in the customers’ purchase order (delivery date, delivery method, packaging requirements etc.)

SafePass reviews the customers’ product requirements before acceptance of an order. Sales and Operations personnel ensure the customer order specifies the customer requirements; any order requirements differing from those previously expressed are resolved; and SafePass has the ability to meet the defined requirements. Acknowledgment of the customer’s purchase order and acceptance by SafePass is made by return e-mail to the customer and a copy of the acknowledgement is filed with the customer’s sales order.

SafePass will ensure that purchased products and services meet purchasing requirements. The Operations Manager has developed and maintains the Vendor Qualification Worksheet which establishes criteria for how to evaluate and choose suppliers. This criteria must be based on the suppliers’ ability to provide products and services that meet order specifications, especially product and service quality requirements. Records are kept for primary suppliers on their ability to meet our customer requirements.

4.2 INFORMATION FOR EXTERNAL PROVIDERS

SafePass purchase information will describe the product to be purchased, quantity, the earliest required date, the shipping method advised and the status of the order.

SafePass has established and implemented inspections (Receiving/Acceptance) or other activities necessary for ensuring that purchased product meets specified purchase requirements.

Processes are controlled through the use of our quality planning system. Procedures ensure that processes directly affecting quality are controlled. The processes are planned; documented and performed by trained personnel in compliance with the applicable standards/codes, procedures, work instructions, and quality/test/control plans.

A suitable work environment is provided including cleanliness, temperature and humidity controlled areas. Monitoring and control of process parameters and product characteristics are handled through the use of appropriate controls such as visual inspections, in-process inspections, and final testing. Processes and equipment are evaluated and approved. Workmanship standards are documented and applied, using visual samples for clear understanding of acceptable quality.

Records are maintained for all processes, equipment, and personnel. SafePass has established and maintains procedures to identify raw materials that are received and used throughout the production process. Inspection and testing results are recorded and indicate product conformance or nonconformance. Inspection and testing results are maintained according to procedures to ensure product has passed the required inspection or tests before they are released.

Nonconforming product may be released under authorized concession as stated in Control of Nonconforming Product procedure.

SafePass has established and maintains procedures for preventing damage and deterioration of raw materials and products in all phases of manufacture, storage and delivery.

Team members are provided with training in proper handling methods. Training covers safe handling methods, proper use of handling equipment, and prevention of damage to product.

Packing, packaging, and marking of products are controlled throughout the production process to ensure conformance to customer requirements and prevent damage. The methods of preservation and segregation for preventing damage and deterioration of raw materials and products are controlled through procedures and work instructions. Final product is protected and shipped to maintain the quality of the product.

5. PERFORMANCE EVALUATION

SafePass will plan and implement the monitoring, measurement, analysis and improvement processes needed to:

Demonstrate conformity to product requirements
Ensure conformity of the quality management system
Continually improve the effectiveness of the quality management system

This shall include determination of applicable methods, including statistical techniques, and the extent of their use.

As one of the measurements of the performance of the quality management system, SafePass will monitor information relating to customer perception as to whether SafePass has met customer requirements. The primary method for obtaining and using this information shall be from customer satisfaction surveys.

SafePass will determine, collect and analyze 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 shall include data generated as a result of monitoring and measurement and from other relevant sources. The analysis of data will provide information relating to:

Customer satisfaction
Conformity to product requirements
Characteristics and trends of processes and products, including opportunities for preventive action
Supplier performance

SafePass will conduct internal audits at planned intervals to determine whether the quality management system conforms to the planned arrangements to the requirements of the applicable Standards and the quality management system requirements established by the company is effectively implemented and maintained. The audit criteria, scope, frequency and methods will be defined. The selection of auditors and conduct of audits shall ensure objectivity and impartiality of the audit process. Auditors shall not audit their own work. A documented procedure shall be established to define the responsibilities and requirements for planning and conducting audits, establishing records and reporting results. Records of the audits and their results shall be maintained. The management responsible for the area being audited shall ensure any necessary corrections and corrective actions are taken without undue delay to eliminate detected nonconformities and their causes. Follow-up activities shall include the verification of the actions taken and the reporting of verification results.

6. IMPROVEMENT

Management has taken necessary steps to make SafePass evolve itself by focusing on continual improvement. The quarterly reviews create a stage for the corporate managers to input suggestions to improve not only the quality of the service provided but also the method in which they are provided and the way it is provided. Our NCCAR form includes a preventive and a corrective action so when a situation occurs where SafePass had to take certain steps in order to avoid the same issue from happening again, SafePass would take the initiative to have steps incorporated into the system.

If during receipt and inspection of product, or inspection prior to shipment to the customer, the product is determined to not conform to customer specifications or requirements, then the product is tagged as “Non-conforming” and separated from the conforming inventory. A documented procedure has been established to define the controls and the responsibilities and authorities for dealing with non-conforming product. Where applicable, SafePass will deal with the non-conforming 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 non-conforming product is detected after delivery or use has started

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

Corrective Action

SafePass will take action to eliminate the causes of nonconformities in order to prevent recurrence. Corrective actions shall be appropriate to the effects of the nonconformities encountered. A documented procedure has been established to define 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
Records of the results of action taken
Reviewing the effectiveness of the corrective action taken

Preventive Action

SafePass will determine the actions necessary to eliminate the causes of potential nonconformities in order to prevent their occurrence. Preventive actions shall be appropriate to the effects of the potential problems. A documented procedure will be 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
Records of results of action taken
Reviewing the effectiveness of the preventive action taken

Continual Improvement

SafePass will continually improve the effectiveness of the quality management system through the use of the quality policy, quality objectives, audit results, analysis of data, corrective and preventive actions and management review.

6.1 QUALITY POLICY

SafePass accepts responsibility for the complete satisfaction of its customers. We execute this responsibility through comprehensive training of employees; adherence to establish procedures; commitment to meeting or exceeding customer requirements; and maintaining a company culture that fosters continuous improvement. Since SafePass is a small business, senior management will ensure that the quality policy permeates all functional departments in the organization. Top management will participate in monthly QC Reviews and Quarterly Business Plan Meetings.

6.2 QUALITY OBJECTIVES

Maintain ZERO internal NCRs per Quarter
Above 99% Average Customer On Time Delivery
Above 99% Average On Time delivery with Key accounts
Less than $100 per quarter in failure cost
ZERO Customer complaints
4.9+ Overall Company Performance score through customer satisfaction