Yokogawa India Ltd Manual For GDC-I BU Operations PDF

MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Document Category Department Control Procedure Document Level L2 Document No....

MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Document Category Department Control Procedure Document Level L2 Document No. QM2K-D-0441P-001 Version No. 1 Document Title Manual for GDC-I BU Operations Revision No. 5 ISO 9001:2015 Clause Context of the organization - Understanding Revision Date 14-Jun-24 Classification the organization and its context Document Owner Global Delivery Centre - India Effective Date 17-Jun-24 Prepared by : Lakshmi Ravi Checked by : Kamakshi G Approved by : Sanjay Godsay Signature : Sd/- Signature : Sd/- Signature : Sd/- Date : 15-Apr-22 Date : 15-Apr-22 Date : 15-Apr-22 Revision History: (By Individual Department) Rev Date Remarks Revised by Checked by Approved by No. Lakshmi Ravi Kamakshi G Sanjay Godsay Document re-numbered based on 0 15-Apr-22 QA portal restructuring Sd/- Sd/- Sd/- Yogesh Patel Kamakshi G Sanjay Godsay Document title changed (pages 20, 1 17-Oct-22 22, 23) Sd/- Sd/- Sd/- Santhosh Kumar Kamakshi G Sanjay Godsay 2 09-Mar-23 Addition of APC (pages 7, 22, 23) Sd/- Sd/- Sd/- Yogesh Patel Kamakshi G Sanjay Godsay FY23 Organization chart and QI 3 12-Jun-23 (pages 9, 10) Sd/- Sd/- Sd/- FY23 Organization chart updated Yogesh Patel Kamakshi G Sanjay Godsay 4 04-Mar-24 and Addition of new QA document (Pages 4, 9, 23) Sd/- Sd/- Sd/- FY24 Organization chart, QI updated Yogesh Patel Kamakshi G Vinod S Digitally signed by Vinod S 5 14-Jun-24 addition of new QA document (Pages Yogesh Digitally signed Kamakshi Digitally signed Vinod DN: cn=Vinod S gn=Vinod S c=US United States l=US United States o=Yokogawa India Ltd ou=GDC-India [email protected] Reason: I am the author of this G by Kamakshi G S document Patel by Yogesh Patel 3, 4, 5, 9, 10, 22, 24) Location: Date: 2024-06-14 16:28+05:30 Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 1 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD TABLE OF CONTENTS 1. PURPOSE....................................................................................................................... 3 2. SCOPE............................................................................................................................ 3 3. DEFINITIONS, ACRONYMS & ABBREVIATIONS......................................................... 3 4. RESPONSIBILITY........................................................................................................... 6 5. PROCEDURE.................................................................................................................. 6 5.1 BU OVERVIEW...................................................................................................................................... 6 5.1.1 VISION AND MISSION....................................................................................................................... 6 5.1.1.1 VISION............................................................................................................................................ 6 5.1.1.2 MISSION......................................................................................................................................... 6 5.1.2 BU’S PRODUCTS AND SERVICES OFFERING............................................................................... 6 5.1.3 MARKETS / KEY CUSTOMERS........................................................................................................ 7 5.1.4 BU ORGANIZATION DESIGN........................................................................................................... 8 5.1.5 GDC-I ORGANIZATION (MANAGEMENT TEAM)............................................................................. 9 5.2 QUALITY OBJECTIVES (CURRENT FY)............................................................................................ 10 5.3 KEY PROCESSES............................................................................................................................... 11 5.3.1 OVERALL PROCESS MAP.............................................................................................................. 11 5.3.2 MANAGEMENT PROCESS............................................................................................................. 12 5.3.3 CUSTOMER INTERACTION PROCESSES.................................................................................... 12 5.3.4 PROJECT / WORK MANAGEMENT PROCESSES........................................................................ 13 5.3.5 ENGINEERING PROCESSES......................................................................................................... 13 5.3.6 QUALITY MANAGEMENT PROCESSES........................................................................................ 14 5.3.7 SUPPORT PROCESSES................................................................................................................. 15 5.4 ROLES & RESPONSIBILITIES............................................................................................................ 16 6. REFERENCE................................................................................................................ 20 Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 2 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 1. PURPOSE This document describes the GDC-I BU charter and its markets, the BU organization design with key roles & responsibilities, and lists the key processes followed by the BU. The document intends to provide an overview of the GDC-I BU and serves as a reference document to the GDC-I Employees on the following To educate the New Trainee Engineer who has recently joined GDC-I To educate the Engineer who has joined GDC-I from another Organization having a different work culture To follow the Work Standards and Process adopted by GDC-I To follow the Quality Standards set by the Organization and ensure Quality Deliverables To provide Cost cost-effective solutions without compromising Quality To meet Customer’s Schedule and ensure that no delay is created by GDC-I 2. SCOPE This document applies to GDC-I BU operated in Bengaluru and Baroda, India. 3. DEFINITIONS, ACRONYMS & ABBREVIATIONS The following abbreviations are used in this document Abbreviations Description AI/PDA Artificial Intelligence/Process Data Analysis AV/OS Anti-Virus Operating System APC Advance Process Control BU Business Unit CAR Corrective Action Request CDM Central Data Management CI Customer Interaction CMM Centralized Material Management DC Document Controller DCC Document Control Centre DCS Distributed Control System DEBHQ Digital Enterprise Business Head Quarters DM Delivery Manager DMO Delivery Management Office DS‐IN Digital Strategy - India Dx Digital Transformation Dy Dpt Deputy Department Manager Dy EM Deputy Engineering Manager Dy PM Deputy Project manager EBD Engineering Business Division Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 3 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Abbreviations Description E-mail Electronic Mail EM Engineering Manager EMO Engineering Management Office EMS Energy Management Solution Engg Engineering EP Engineering Principle FAR Field Auxiliary Room FAT Factory Acceptance Test FGS Fire & Gas System FM Functional Manager FMO Functional Management Office FSA Functional Safety Assessment FSM Functional Safety Management GBS Global Business Strategy Dept GDC-I Global Delivery Centre, India GL Group Leader GM604 Group Management Standard 604 GPC Global Proposal Centre GPD Global Proposal Department GPDD Global Projects Delivery Division GPEC Global Productivity Enhancement Centre GPEC-I Global Productivity Enhancement Centre, India GPEC-ITL Global Productivity Enhancement Centre, Integration LAB GS2028 Growth for Sustainability 2028 GSDC-HQ Global Solutions Development Center Head Quarters GSDC-I Global Solution Delivery Centre India GSHQ Global Sales Head Quarters GSIMK Global Sales & Industrial Marketing HR Human Resources HW Hardware ISO International Organization for Standardization ICSS Integrated Control and Safety System J Team Japanese Team KPI Key Performance Index KSA Kingdom of Saudi Arabia K Team Korean Team MES Manufacturing Execution System MFG Manufacturing NCR Non-Conformance Report NL Netherlands NSS Network and Security Solutions NWS Network Security system OI Opportunity for Improvement OTS Operator Training System PaaS Proposal as a Service PCM Project Control Manager PCI Process Control Instrumentation PCR Product Compliance Representative PCS Process Control System PDA Process Data Analytics Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 4 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Abbreviations Description PE Project Engineering PIMS Process Information Management System PM Project Manager PMC Project Management Centre PMO Project Management Office PMS Performance Management System PO Purchase Order Q&A Questions and Answers QA Quality Assurance QC Quality Control QCD Quality, Cost & Delivery QHSE Quality, Health, Safety and Environment QI Quality Indices GDC-I QMS Quality Management System RE Remote Engineering REA Robotic Engineering Automation RFQ Request For Quotation RHQ Regional Head Quarters ROC Robotic Operation Centre RPA Robotic Process Automation RPS Remote Proposal Service RTU Remote Terminal Units SCADA Supervisory Control And Data Acquisition SCL Security Competency Lab SE System Engineering SIS Safety Instrumented System SITC System Integration Technology Centre SITC-I System Integration Technology Centre, India SME Subject Matter Expert SOC Security Operation Centre SOURCING & MFG I/F Sourcing and Manufacturing Interface Sr PM Senior Project Manager SSD Specialized Services Department TBD To Be Decided UAE United Arab Emirates USA United Sates of America USD United Sates Dollar WAN Wide Area Network WBS Work Breakdown Structure YAU Yokogawa, Australia YCA Yokogawa Corporation of America, USA YEA Yokogawa Engineering Asia, Singapore YEF Yokogawa Electro Fact, Europe YEM Yokogawa Engineering, Malaysia YHQ Yokogawa Headquarters YIN Yokogawa Indonesia YJP Yokogawa Japan YJP-MES Yokogawa Japan-Manufacturing Execution System YKO Yokogawa Korea YMA Yokogawa Middle East & Africa Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 5 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Abbreviations Description YRU Yokogawa Russia YSA Yokogawa South Africa YTH Yokogawa Thailand 4. RESPONSIBILITY GDC-I department is responsible for the procedure laid down in this manual. 5. PROCEDURE 5.1 BU Overview 5.1.1 Vision and Mission 5.1.1.1 Vision To Deliver Safe, Secure, Cost-Effective, Quality System on Schedule and become Self-Sufficient Main Automation Contractor to handle Global Projects from GDC-I. 5.1.1.2 Mission To follow Engineering Best Practices in the Automated System contracting for the Process Industries with Real-Time Information Management Solutions and ensure Quality Deliverables and Services on Schedule while achieving the Vision. To ensure that both Updated Technology Skills and Real-World Experience are acquired by the GDC-I Employees while integrating multiple systems which are vital in achieving the Complete Automation Solution, thus enabling Smatter Decisions/Solutions in an Efficient and Effective manner. 5.1.2 BU’s Products and Services Offering GDC-I BU primarily provides Engineering Services in the area of Control, Automation, Real Time Management Solutions and Instrument Engineering for Yokogawa’s affiliates worldwide. The BU is entrusted with the Charter to provide world-class Control & Instrumentation Engineering Services spanning a variety of Yokogawa Control System platforms and for all Industrial verticals. The BU strives to align completely with Yokogawa’s PE and Project Management Practices across the various regions worldwide to be the preferred Engineering Centre for delivering Services to Yokogawa’s customers on behalf of Yokogawa. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 6 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Engineering Services for Control & Instrumentation projects provided by GDC-I BU can be classified into the following categories: a) Project Management b) Front End Engineering & Design (FEED) c) Lead Project Engineering d) Systems Engineering (PCS, SIS, FGS, SCADA/RTU) e) Global Solution Delivery Centre (OTS, PIMS, APC, YJP-MES) f) Process Control Instrumentation (PCI) g) Sourcing and Manufacturing Interface h) Network Security Engineering i) Engineering Interfaces to supply management j) Engineering support for Integration and Testing k) Engineering support for Installation and checkout l) Project Closeout m) RPA The Services are delivered either in “Remote” or “Onsite” mode as may be determined necessary based on the following: 1. Assessment by the BU 2. Assessment by Yokogawa Affiliate 3. End Customer recommendation 4. Phase of the project life cycle at which the services are requisitioned. In “Remote” mode, the scope of work is carried out at Bengaluru and Baroda Engineering locations and delivered over the WAN to Affiliates or via E-mail as soft media deliverables, while hard media deliverables are sent through courier. In “Onsite” mode, the BU deputes appropriate Engineering personnel to customer location / Yokogawa Engineering Centre for delivering the Services. In addition, GPEC-I/ITL and SITC-I provide High Value Services as part of GDC-I business. GPEC-I/ITL has two main sub-divisions called, Global Q&A(GPEC-I) and GPEC–ITL The work for Global Q&A and GPEC-ITL is assigned by GPEC SITC-I has two main sub-divisions called, Validation test and Project execution The work for the SITC-I division is assigned by SITC (System Integration Technology Centre) and Executes network security-related solutions for projects from affiliates 5.1.3 Markets / Key Customers GDC-I consists of PMO, SOURCING & MFG I/F, EMO, DMO, FMO, GPEC-I/ITL, SITC-I, ROC, GSDC-I, J-Team, YJP-MES, Global Proposal Centre. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 7 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD PMO, SOURCING & MFG I/F, EMO, DMO, FMO, GPEC-I/ITL, SITC-I, ROC, GSDC-I, YJP-MES, Global Proposal Centre teams cater to the resource requirements of various Yokogawa Affiliates globally. Resource requirements are met in two ways – either through the deputation of Engineers to work at Affiliate offices (Deputation) or by carrying out the Engineering Work remotely at GDC-I Offices (RE), which are located in Bengaluru and Baroda. Also, full scope/complete projects are executed in Bengaluru. J-Team caters to the Engineering of PCS Projects for Yokogawa Japan (YJP). These projects are mainly Japanese domestic projects and Japanese Language knowledge is mandatory for the Engineers. These projects are carried out either on a Deputation basis (Working at YJP, Japan) or on an RE basis. The BU provides Services to Yokogawa’s Affiliates where Global Projects are executed. The market segments served are segregated geographically as follows: a) North American Region (USA) – YCA b) Europe - YEF c) Middle East – YMA d) Asia Pacific Region – YEA, YIN, YEM, YTH, YAU, YHQ, YJP, YKO The various Engineering Centres and Yokogawa customer programs under each region that utilize the services of GDC-I BU are as follows: Region Engineering Centre Industrial Vertical USA Houston Refining, Oil & Gas Calgary Refining, Oil & Gas Europe YEF – NL, YRU All Industrial verticals served by Europe Middle East YMA - Bahrain / Abu All Industrial verticals served by ME & Africa Dhabi area Project Management Centre (PMC): UAE, Qatar, Bahrain, Oman, Kuwait & KSA. Asia Pacific YEA – Singapore All Industrial verticals are served by YEA GDC – Singapore Globally. YEA Affiliates (YTH / YIN / YEM / YKO / YAU / YPI / YVN) YHQ – Tokyo All Industrial verticals served by YHQ – YJP Domestic and International YKO / YEM All Industrial verticals served by YKO with a focus on the Power Segment 5.1.4 BU Organization Design The following are the key considerations for the design of the BU organization: 1. Expansion of customer coverage area 2. Alignment with Yokogawa Affiliate Centres to facilitate assessment of customer expectations by enhancing integration with Yokogawa practices across regions/areas worldwide. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 8 of 24  Global Delivery Center - India (GDC - I) Organization Chart - FY 24 Effective Date: 1-Apr-2024 Shared Services GDC-I Head 1. HR & Admin YOKOGAWA INDIA LTD 2. Finance and Accounts 3. DS-IN 4. Manufacturing 5. CMM 6. Logistics YJP Advisor (Remote) Work Group Members YHQ Assignment GS2028 Initiative Drivers GS2028 Initiative < Will be nominated based on the initiative> Management & Reporting QHSE/PCR FSA/FSM GPEC SITC/GPEC GPDD YJP YJP GSHQ GM604 (GSDC-HQ) Engg MES GPD Project Management Sourcing I/F, Mfg I/F & Engineering Mgtmt Office Delivery Mgtmt Functional Mgtmt Specialized Services Global Soln Delivery J -Team MES Global Proposal Office (PMO) PCI Engg (SMP) (EMO) Office (DMO) Office (FMO) Dept (SSD) Center (GSDC-I) Center (GPC) YMA -1 (UAE) Baroda Office Hardware & PE 1* Engg Proposals EP SITC/NSS/SOC Soln Proposals MFG Interface Dy Dpt Manager MES GL Proposal Remote Proposal Sr PMs PMs / Dy PMs PCM Development Service (RPS) 5.1.5 GDC-I Organization (Management Team) YMA -2 Hardware 2* DCS 1* DCS 2* Functional Manager YMA Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 EMs HW Sourcing Sourcing Interface SCL APC/EMS GLs YCA Commercial DCS 3* SIS 1* SIS 2* YEF/YRU/YCA GPEC-ITL PCI PIMS Planner / DCC K-Team YEA/YKO/YSA Training & GPEC-I Development OTS Material Trading SCADA* K-Team REA/DX OTS PM / EM) Specialists/Leads FAR CDM MANUAL FOR GDC-I BU OPERATIONS Notes * Will act as SME in the respective area, in addition to the department role Page 9 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 5.2 Quality Objectives (Current FY) GDC-I BU Quality Objectives and Action Plan Following Quality Objectives and Action Plans are set forth to achieve the BU Quality Targets. Colour CWQP Unit of S.N. Quality Indices Measurement Criteria Purpose Target Code No. Measurement Philosophy To improve Actual Hours in >= 10 Improve Team Productivity Actual Hour / Standard Hour 1 CWQP-1 Productivity Level order to enhance Percentage 10.00 9.00～9.99 (10% IMPROVEMENT) (Of all Completed Jobs) Productivity = 4.5 Affiliate/Customer) To analyse and improve on QCD of COMPLETED Projects COST points of deficiencies Performance evaluation - (Customer Feedback / Close Out (By Affiliate : J-team indicated by the Customer 4.00～4.49 2 CWQP-1 Customer satisfaction Percentage 4.50 Report) By GDC-I : EMO, FMO, GSDC-I) and to enhance Level Rating : 1 to 5 Performance evaluation - DELIVERY Customer satisfaction (By Affiliate : J-team < 4.0 By GDC-I : EMO, FMO, GSDC-I) Improve QCD for ONGOING QUALITY (By GDC-I) >= 4.5 To analyse and improve on Projects points of deficiencies (Weekly : J-team Improvement of Project 3 CWQP-1 COST (By GDC-I) indicated during Internal Percentage 4.50 4.00～4.49 Monthly : PMO, EMO, FMO, GSDC- QCD Review s and to enhance I, GPEC-I/ITL, SITC-I) DELIVERY (By GDC-I) QCD < 4.0 Rating : 1 to 5 >=5 PMO, EMO LL 5 4.00～4.99 =5 EMO(Engg Lumpsum) LL 5 4.00～4.99 5 Capture know ledge or experiences gained during Lessons Learnt 4 CWQP-1 understanding gained by FMO project execution that can LL 5 4.00～4.99 (LL number published per Year) experience be implemented in future projects 5 GSDC-I LL 5 4.00～4.99 10 J-team LL 10 9.00～9.99 9000 (Includes Skill Gap Analysis, Enhance employee 9000 Language based trainings, Internal Periodic Training for the 10 Hrs per person per quarter 5 CWQP-1 competency by imparting Hours (per 8200～9000 & Global K-shares, On Job department members on an average regular training quarter) Training, Self- learning, Soft skill trainings) < 8200 Timely closure of CAR to ensure that the issue does Number of CAR Overdue not get escalated and Closure of CAR Case 0.00 >0 cases affect product and service quality thereby leading to customer dissatisfaction. Timely closure of OI to ensure that the issue does Timely closure of CAR (Corrective not get escalated and 6 CWQP-3 Action Request), OI (Opportunity Closure of OI Number of OI Overdue cases Case 0.00 >0 affect product and service for Improvement) & Audit findings quality thereby leading to Customer dissatisfaction Timely closure of audit findings to ensure that the issue does not get Number of Audit findings Closure of Audit findings escalated and affect Case 0.00 >0 Overdue cases product and service quality thereby leading to customer dissatisfaction. Identify, Monitor and control risk No. of days overdue for Reduce internal and (Department Level Risk Proactive Risk reassessment as per the risk external risks that 7 CWQP-4 No. of days 0 >0 Assessment) Management assessment portal could impact the (Half-yearly review ) organization goals. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 10 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 5.3 Key Processes This section describes the Key Processes of the BU with the overall process map in performing day-to-day work. 5.3.1 Overall Process Map The following diagram represents the overall process map for GDC-I BU: Management Processes Support Processes Quality Processes - Strategic Planning - HR - Document Control - Management Review - Resource Management - Records Control - Performance - Support - Infrastructures - Product Non- evaluation - Customer Management Conformance Control satisfaction - Purchasing Support - Performance - Quality Assurance - Payment Collection evaluation - Analysis - Global Engineering and evaluation Common Service - Corrective & Preventive Action - Quality Review GDC-I PROCESS PO RECEIPT (Includes CI, Project Process/Work Management, Engineering and Quality Management Process) PO ACCEPTANCE PROJECT QA PLANNING PLANNING PROJECT CONTROL ENGG. DESIGN CHANGE ORDER ENGG. TESTING MANAGEMENT ENGG. IMPLEMENTATION ENGG. DELIVERY LESSONS LEARNT CLOSE-OUT Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 11 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 5.3.2 Management Process The following Management Processes are applicable for interaction with the GDC-I BU Employees: Management Process Function - Strategic Business Plan (Yearly) - Organization Plan and Strategic Delivery Process Strategic Planning - Financial Plans including Staffing & Capital Budgets - KPIs expected from Employees - Monthly Review of Performance on Revenue, On-site content, Utilization of Capacity, Status of Major Projects, Management Review Invoice Status & Quality Management - Half-yearly review of the roadmap and KPIs - To enable Record, Analyse, and Act on the Feedback / Complaints received from Customers and thus Performance evaluation - help in Enhancing the Performance evaluation - Customer Customer satisfaction satisfaction and in Future Process Improvements. - Process for preparing and executing a QA Plan for Quality Assurance Project Deliverables 5.3.3 Customer Interaction Processes The following CI processes are deployed for interfacing with customers for services delivered by GDC-I BU: CI Processes Function - To Establish the Standard Templates for the proposals. Proposal Finalize the Proposal for PMO Projects, Lump Sum Projects, Sourcing and Manufacturing Interface - To establish Scope Definition, Schedule with Milestone RFQ & PO issue by Dates, List of Design Inputs required from Customer, List of Customer Deliverables to Customer, Identify Risks and agree on a PO with Customer - To review the Approved PO and Confirm Acceptance to Order Acceptance Customer - To review Changes in Scope / Schedule and Change Order Management establish agreement on PO Amendment with the Customer - To obtain Milestone Certificates from Customers, submit Finance Invoices, and ensure receipt of Payment within the agreed payment credit period - To receive Inspection Release Certificates for Shipping the Dispatch material Warranty - Transfer Warranty Cost to the Affiliate Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 12 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD CI Processes Function - Account Management (Own and Manage), Voice of Customer - Facilitating Resolution of customer feedback (affiliate), Building positive and productive working Delivery Management relationships with affiliates for business growth, Negotiate New Contracts, Voice of Onsite Resources - Mainly YMA, Forecast projects Requirements - to Proposal, Sales Interface for GDC-I Involvement. 5.3.4 Project / Work Management Processes The following Processes apply for Project / Work Management of Services provided by GDC-I BU: PM Processes Functions Project Planning - Create Project WBS, Establish Project Planning - Create Procedure for Project Directory Structure, Input / Deliverables Log, and Progress Reporting, establish a Project Control Communication Plan, and initiate Project Close-out process at the completion of PO. - Secure Customer Feedback on Performance, Receive Completion Certificate and Closing of Project, Archival of Project Close-out Deliverables / Design Inputs, share Lessons Learnt with Peers and Sales, release Resources 5.3.5 Engineering Processes The following processes apply to the performance of engineering services provided by GDC-I BU: Engineering Processes Functions - Establish Customer expectations and prepare design Engineering Design guidelines for implementation of deliverables - Assess and follow Design Inputs & establish Design Engineering Guidelines, secure balance information for the production of Implementation Deliverable Engineering Testing - Conduct QA checks on Deliverables before delivery - Transfer Deliverables with Outstanding Issues List/notes Engineering Delivery and update the Deliverables log for project Schedule Tracking Change Management - Change Management for Design Inputs and Deliverables Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 13 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Engineering Processes Functions - Support and coordination for FSM Audits and ensure Functional Safety Compliance with FSM Work Standards / Procedures for Management Safety Systems executed at GDC-I. - Proposals-Solution Only projects. Project Execution-PMO Projects, Solution Only Projects. Resource Management-Resource Allocation, SGA and Global Solution Delivery Training (Skill up), Recruitment - Lateral / GET, Technical Problem Solving (EP/SME) - interface to YHQ, Productivity Improvement. YJP-MES - Project Execution-J Team projects. 5.3.6 Quality Management Processes The following Quality Management processes are applicable and interact with the GDC-I BU processes: QMS Processes Functions - Address the Control of Process and Project Documentation. (Note: Red Italic Font shall be used to Document Control record the changes made during revision) - Address the Identification, Storage, Maintenance, Records Control Retention, and Disposition of Records. Product Nonconformance - Addresses the method of Identification and Disposition of Control Products not conforming to the requirements/specifications. - Describe the Procedure for carrying out the Performance Internal and External evaluation - Analysis and evaluations and coordinating Audits External Audits. Corrective and Preventive - Describe the Procedure for deciding and Implementing Action Corrective and Preventive Actions. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 14 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 5.3.7 Support Processes The following Support processes are applicable and interact with the GDC-I BU processes: Support Processes Functions - Establish Employee PMS, Learning & Development-Soft Skill Training, Work Environment & Employee well-being. Human Resources - Establish Resource Requirements People, and Support - Infrastructures & Learning & Development Plan) for the BU. - Establish requisitions and interface with Corporate for Purchasing Capital Purchases for Support - Infrastructure needs of the BU and Project requirement. - Establish requisitions and interface with Manufacturing for Manufacturing all the Hardware (Panels, Consoles, etc.) for the specific Project requirement. - Coordinate with the IT Support - Infrastructures team on Support - Infrastructure the needs of Hardware, Software, Security and Management Communication. - To obtain Milestone Certificates from Affiliate, submit Finance Invoices, and ensure receipt of Payment within the agreed (Payment Collection) payment credit period. - Provide Common Service functions for Global Yokogawa System Engineering. Global Engineering - Q & A Support, Tool Development, AV/OS Validation Common Services activity, NSS project Execution, System Component Validation Activity, ROC. - Establish requisition for Inward and Outward Logistics Logistics requirements. Coordinate for Zero-Duty Licenses, Imports. Issue dispatch advice and coordinate for dispatches. Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 15 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 5.4 Roles & Responsibilities Process Function Owner Management Processes - Strategic Business Plan (Yearly) BU Head - Organization Plan and Strategic Delivery Process BU Head Strategic - Financial Plans including Staffing & Capital Budgets BU Head Planning BU Head / Line - KPIs expected from Employees Managers / Group Leaders - Monthly Review of Performance on Revenue, On-site content, Utilization of Capacity, Status of Major Projects, BU Head Management Invoice Status & Quality Management Review BU Head / Line - Half-yearly review of the roadmap and KPIs Managers / Group Leaders Performance - To enable Record, Analyse, and Act on the Feedback/ evaluation - Complaints received from Customers and thus help in QHSE Manager Customer Enhancing Performance evaluation - Customer satisfaction satisfaction, and Future Process Improvements. Quality - Process for preparing and executing a QA Plan for PM / EM / QHSE Assurance Project Deliverables Manager CI Processes - Establish the Standard Templates for the RFQ and Quotation and proposals Proposal Manager Proposal - Finalize the Proposal for Lump Sum Projects, Sourcing and Manufacturing Interface Change Order - To review Changes in Scope / Schedule and establish PM / EM / GL Management agreement on PO Amendment with Customer - Obtain Milestone Certificates from Customers, submit Finance Invoices and ensure receipt of Payment within the PM / EM / GL agreed payment credit period - Receive Inspection Release Certificates from Dispatch Customers. Coordinate with Logistics for Shipping the PM material Warranty - Transfer Warranty Cost to the Affiliate PM Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 16 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Process Function Owner PM Processes - EBD Reporting, BU Monthly Reporting for Sourcing and Manufacturing Interface Projects, PMO - Review Scope, Cost, Schedule, Quality, Risk PMO Head - HR Operations - Integration and Stake Holder Management Project Planning - Create Project WBS, establish Project Planning PM / EM / GL - Create Procedure for Project Directory Structure, Input / Deliverable Log, and Progress Reporting, establish Project Control PM / EM / GL Communication Plan and initiate Project Close-out process at completion of PO. - Secure Customer Feedback on Performance, Closing Project Close-out of Project, Archival of Deliverables / Design Inputs, PM / EM / GL Share Lessons Learnt, release Resources Engineering Processes - The DC is responsible for Handling and Processing the Document Documents such as Document List, Customer Inputs DC / PM / EM / GL Controller List, Ledger-Transmittal, Transmittals- From/To Affiliate, Activity Report - Establish Customer expectations and prepare design Engineering EM / GL / guidelines for implementation, obtain Document Design Lead Engineer Approval for the deliverables - Assess and follow Design Inputs & established Design Engineering EM / GL / Guidelines, secure balance information, obtain Implementation Lead Engineer Document Approval for production of Deliverable EM / GL / Project QA - Conduct QA checks on Deliverables Lead Engineer - Conduct Quality Check using Project Specific Internal Project QC QC Engineer Check Sheets before delivery - Transfer Deliverables with Outstanding Issues list / Engineering EM / GL / notes and update Deliverables log for project Schedule Delivery Lead Engineer Tracking Change - Change Management for Design Inputs and PM / EM / GL / Lead Management Deliverables Engineer - Support and Coordinate FSM Audits and ensure Lead Safety System Functional Safety Compliance of FSM Work Standards / Procedures Engineer Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 17 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Process Function Owner Delivery Processes Proposals - PMO Projects, Engg Lumpsum Projects DM Project Execution - PMO Projects, Engg Lumpsum Projects, T&M Projects DM - Account Management (Own and Manage), Voice of Customer - Facilitating Resolution of customer feedback (affiliate), Building positive and productive working Delivery relationships with affiliates for business growth, DM Management Negotiate New Contracts, Voice of Onsite Resources - Mainly YMA, Forecast projects Requirements - to Proposal, Sales Interface for GDC-I Involvement Functional Processes Proposals - T&M Projects FM Project Execution - PMO Projects, Engg Lumpsum Projects, T&M Projects FM - Resource Allocation, SGA and Training (Skill up), Resource Recruitment - Lateral / GET, Technical Problem Solving FM Management (EP/SME) - interface to YHQ & Productivity Improvement Delivery - Voice of Onsite Resources - Mainly YMA FM Management Global Solution Processes EM / Proposals - Solution Only projects Lead Engineer EM / Project Execution - PMO Projects, Solution Only projects Lead Engineer - Resource Allocation, SGA and Training (Skill up), Resource EM / Recruitment - Lateral / GET, Technical Problem Solving Management Lead Engineer (EP/SME) - interface to YHQ, Productivity Improvement YJP-MES Processes GL / Project Execution - J Team projects. Lead Engineer Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 18 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Process Function Owner QMS Processes Document Control - Address the Control of Process and Project Documentation. QHSE Nodes - Address the Identification, Storage, Maintenance, Retention Records Control QHSE Nodes and Disposition of Records. Product Non- - Addresses the method of Identification and Disposition of QHSE Nodes conformance Control Products not conforming to the requirements / specification. - Describe the Procedure for carrying out the Performance Internal and External evaluation - Analysis and evaluations and coordinating QHSE Manager Audits External Audits. Corrective and - Describe the Procedure for deciding and Implementing QHSE Manager / Preventive Action Corrective and Preventive Actions. QHSE Nodes Support Processes PMO, SOURCING & MFG I/F, EMO, DMO, - Establish Employee PMS, Learning & Development Soft Skill FMO, GPEC-I/ITL, Training, Work Environment & Employee well-being. Human Resources SITC-I, ROC, GSDC-I, - Establish Resource requirements (People, Support - J-Team, YJP-MES, Infrastructures & Learning / Development Plan) Global Proposal Centre Managers - Establish Cost for MH / Typical Cabinets - Participate in vendor discussions along with CMM, Establish Standard Price and Validity, Use Standard Cost data for SOURCING & MFG I/F Purchasing Proposals, Commercial Offer preparation, management review Manager and submission, Price Authorization - Establish Quotation Check Sheet and Implement - Establish requisitions and interface with Manufacturing for all the Hardware (Panels, Consoles, etc.) for the specific project SOURCING & MFG I/F Manufacturing requirement. Manager - Monitor Costs on Staging Area consumption and inform to PMs - Obtain Milestone Certificates, Submit Invoice and ensure Finance PM receipt of Payment within the agreed credit period Commercial & Admin Payment Collection - Coordinate with Affiliates as per PO terms Node / Finance - Strategy Establishment, Activity Report, Budget Planning, Global Engineering Resource Planning, Procurement Management and Quotation GPEC-I/ITL Manager Common Service Approval - Resource and Activity planning for AV-OS Validation at SITC Lab. Budget and Procurement Planning. System Integration Coordination with Project Teams for execution of Network and Technology SITC-I Manager Security Solutions (NSS) Projects. Centre, India Resource planning and coordination for Affiliate NSS Project requirements. ROC - Resource and Activity planning for ROC ROC Manager - Ensure Zero-Duty Licenses for Imports Logistics Manager / Logistics - Ensure Dispatch based on Inspection Release Certificate PM Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 19 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD 6. REFERENCE CROSS REFERENCE TO ISO9001: 2015 STANDARD The below table maps the ISO9001: 2015 Standard clauses applicable to GDC-I BU process documents to facilitate easy reference. The processes that are originated at the CQHSE level and applicable in GDC-I are also mapped for easy reference. Clause/ Sub- Clause / Sub- clause Relevant Process Document Document ID clause Description Number Context of 4 organization Understanding the 4.1 organization and its context Understanding the needs and 4.2 expectations of interested parties Determining the scope of the quality 4.3 management system Manual for GDC-I BU Operations QM2K-D-0441P-001 Quality Manual QM1V-C-0440P-001 Manual for Remote Delivery QM2K-D-0441P-002 Kick-off Meeting Checklist Available online Manual for Project Management QM2K-D-0441P-003 Context of the organization - 4.4 Understanding the SCADA Check sheets (SC1 to SC8) Available online organization and its context PIMS checklist (PI1 to PI8) Available online Network Security Engineering (NSE) Check list (NE1 Available online to NE8) OTS Checklist (OT1 to OT8) Available online Batch Checklist (BA1 to BA8) Available online 5 Leadership Leadership - 5.1 General 5.1.1 General Procedure for Management Responsibility - Proposal QM2K-D-0511P-001 5.1.2 Customer focus 5.2 Policy Establishing the 5.2.1 quality policy Communicating the 5.2.2 quality policy Leadership - Organizational roles, Organization Chart, Roles, Responsibilities & 5.3 QM2K-D-0530P-001 responsibilities and Authorities authorities 6 Planning Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 20 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Clause/ Sub- Clause / Sub- clause Relevant Process Document Document ID clause Description Number Actions to address 6.1 risks and opportunities 7 Support 7.1 Resources 7.1.1 General 7.1.2 People Support - 7.1.3 Procedure for Software Revision Control and Storage QM2K-D-0713P-001 Infrastructures Environment for the 7.1.4 operation of processes Monitoring and 7.1.5 measuring resources Organizational 7.1.6 knowledge Training Feedback (Soft format) Available online Support - 7.2 Training Attendance Sheet Available online Competence Manual for Learning and Development(L&D) QM2K-D-0720P-001 7.3 Awareness 7.4 Communication Inter Department Document Transmittal QM3K-D-0740F-001 Documented 7.5 information 7.5.1 General Creating and 7.5.2 updating Procedure for Quality Records Handling in Sales QM2K-D-0753P-004 Procedure for Project Directory Structure QM2K-D-0753P-001 PIMS Procedure for Project Directory Structure QM2K-D-0753P-002 System Component Test Procedure for Project QM2K-D-0753P-003 Directory Structure Support - Control of Distribution List QM3K-D-0753L-010 7.5.3 documented Procedure of Work Instruction for Document information QM2K-D-0753P-007 Controller Format for Document Filing System QM3K-D-0753F-008 Document Matrix with Revision Status QM3K-D-0753L-009 OTS Procedure for Project Directory Structure QM2K-D-0753P-005 Handling Procedure for New Issue / Revision-Up of QM2K-D-0753P-006 Controlled Doc. Process Flow for Engineering QM2K-D-0800P-001 8 Operation Process Flow for Robotic Operation Centre (ROC) QM2K-D-0800P-008 Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 21 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Clause/ Sub- Clause / Sub- clause Relevant Process Document Document ID clause Description Number Process Flow for Global Productivity Enhancement QM2K-D-0800P-009 Centre, India / Integration Lab (GPEC-I/ITL) Process Flow for Process Control Instrumentation QM2K-D-0800P-003 (PCI) Engineering Process Flow for Process Information Management QM2K-D-0800P-004 System (PIMS) Engineering Process Flow for System Integration Technology QM2K-D-0800P-005 Centre, India (SITC-I) Process Flow for Operator Training System (OTS) QM2K-D-0800P-006 Engineering Process Flow for Project Management QM2K-D-0800P-002 Process Flow for Proposal Preparation QM2K-D-0800P-007 Process Flow for Manufacturing Execution System QM2K-D-0800P-010 (MES) Process Flow for Advanced Process Control (APC) QM2K-D-0800P-011 Engineering Process Flow For Cost Transfer Between Inter BU QM2K-D-0800P-011 Operational planning 8.1 Quality Records Date Plan QM3K-D-0810S-001 and control Check Sheet for Advanced Process Control (APC) QM3K-D-0820C-006 Kick-off Meeting Procedure for Contract Review & Job Transfer QM2K-D-0820P-001 Procedure for Price Authorization Matrix QM2K-D-0820P-002 Procedure for Price Authorization for preparing QM2K-D-0820P-003 quotations Check sheet for Proposal / Contract Review QM3K-D-0820C-004 Check sheet for Quality Check- Proposal QM3K-D-0820C-005 Requirements for 8.2 products and Ledger for System Proposal QM3K-D-0820F-008 services New Job Intimation Available online System Engineering Check sheets (SE1 to SE7 / SE1 Available online to SE8) Project Engineering Check sheets (PE1 to PE5 / Available online HW1 to HW8) Safety Engineering Check sheets (SS1 to SS7 / SA1 Available online to SA8) Project Management Check sheets (PM1.1, 2, 3.1, Available online 3.2, 4.1, 1.2, 4.2 / PM1 to PM8) Customer 8.2.1 Register for Request for Information (RFI) QM3K-D-0821F-001 communication Determining the requirements for 8.2.2 products and services Doc. No.: QM2K-D-0441P-001, Rev. No.: 5, Rev. Date: 14-Jun-24 Page 22 of 24  MANUAL FOR GDC-I BU OPERATIONS YOKOGAWA INDIA LTD Clause/ Sub- Clause / Sub- clause Relevant Process Document Document ID clause Description Number Guidelines for Proposal / Contract Review QM2K-D-0823P-001 Proposal / PO Review Check Sheet for Less Than QM2K-D-0823P-002 USD100K Review of the Proposal / PO Review Check Sheet for Less Than QM3K-D-0823C-004 requirements for USD100K 8.2.3 products and services Procedure for Product Realization – Order QM2K-D-0823P-003 Cancellation Format for Approval / Deletion of PO / Contract (After QM3K-D-0823F-005 Order Intake) C