Staff Concerned

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IRP Report

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The staff concerned or section head on being aware or informed of the discrepancy, will proceed on his/her part to raise the Irregularity Report (IRP) (Reference MA/QD19/001) The IRP Report shall be prepared/issued based on the guidelines set (Attachment MA/QD24/001)
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Necessary Details of the discrepancy shall be recorded by the staff/section head in part 1 of the IRP Report, also giving the causes which lead to the discrepancy and the monetary loss (if any) which would affect the company's service level.
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The section head together with the staff concerned shall look into the discrepancy and propose/recommend the corrective actions with the implementation period (if applicable) to the department head concerned which would improve the situation or rectify the problem. This will be indicated in the "Corrective Action" column on part 1 or the IRP Report.

The corrective action(s) depending on the type of discrepancy, can be recommended on the following:

1. Sending the staff concerned for a refresher or work improvement training 

2. Implementing a system having checkpoints for better monitoring purposes

3. Implementing other alternative system(s)

The department head shall review the corrective action(s) at the end of the implementation period to assess its effectiveness and indicate his/her comments, recommendation, alternative changes/controls, etc., in Part 3 of the IRP Report.

Any implementation of changes to the related discrepancy or activity shall be highlighted to the department head of the affected department and other departments (if required) by issuing an inter-office memorandum.

A copy of the IRP Report and inter-office memo shall be extended to the QM for his awareness and follow-up review.
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Depending on the type of implementation, the QM shall conduct a review and assessment to check if the revised/improved activity is feasible and in order. He shall complete the IRP Report by indicating his comments and signing off.

The completed copy of the IRP Report shall be kept and filed by the QM for future reference.
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1. Should the discrepancy of the same nature recur frequently i.e., 02 or 03 times in a week or month, the Quality Management through the department head of the affected action/department, shall conduct a review/meeting with the superior and staff of the section/department.
2. The review/meeting will look into the causes of the problem, the effectiveness of the system and possible areas of improvement.
3. The affected section/department shall be given a stipulated period of time to rectify the problem or improve the system. the period of time allotted shall include the recommendations, implementation and monitoring of the improved work activity.
4. Any changes to the quality system as a result of the improvement shall be recorded and updated in the Quality Manual. Charges shall be done in accordance to QD11 (Document Control).