Quality Assurance Handbook : Product SGP Certification€¦ · Quality Assurance Handbook | Product...

SGP

Second Edition January 2015

Copyright © 2015 TNBR QATS Sdn. Bhd.

______________________________ Quality Assurance Handbook : Product Certification ___________________________________

Quality Assurance Handbook: Product Certification Second Edition January 2015

Endorsed by : Tenaga Nasional Berhad Quality Assurance Governing Council (QAGC)

Disclaimer:

The information contained in this Product Certification Handbook is deemed correct at the time of printing. The requirements of the SGP Certification may vary from time to time to satisfy the direction given to TNBR QATS by QAGC or TNB authority. Applicants can obtain the latest copy of this guideline by writing to [email protected]

Quality Assurance Handbook | Product Certification

FOREWORD BY THE PRESIDENT/ CHIEF EXECUTIVE OFFICER TENAGA NASIONAL BERHAD

Tenaga Nasional Berhad (TNB) values quality of our products and services. We realise that quality assurance has become an increasingly demanding field due to technological innovations globally. Today, quality is not merely meeting product requirements but also building superior products.

We believe quality should always be benchmarked with the best practices. TNB through TNBR QATS Sdn. Bhd. ensures that the quality assurance processes including SGP certification serve as an important mechanism to ensure products used in the TNB system are reliable and aimed to ensure procured or acquired products continuously comply with our specifications and quality standards. This Second Edition QA Handbook for Product Certification was revised in line with the latest revision of ‘Dasar dan Prosedur Jaminan Kualiti Produk TNB’. This handbook outlines the latest requirements, processes and timelines needed for the various phases of the certification. The rigorous mechanism of type testing, field trial, factory audit and product monitoring processes are amongst the essential checkpoints that must be observed and followed. This handbook explains the processes and requirements of the certification scheme for greater transparency and smoother implementation. I strongly believe the SGP Certification will contribute towards an efficient procurement process, allowing only products ‘fit for use in the TNB system’ are procured and used. I take this opportunity to thank all those involved in the publication of this handbook.

Quality Assurance Handbook | Product Certification

TABLE OF CONTENTS

1. Glossary ………….….……………………………………………………………………………..………… 1

2. Abbreviations ……………………………………………………………………………………………… 3

3. Introduction ………………………………………………………………………………………………… 4

4. General Requirements ………………………………………………………………………………… 5

5. Product Applicability …………………………………………………………………………………… 7

6. Certification Process ……………………………………………………………………………………. 8

6.1. New Application …………………………………………………..……………………………. 9

6.2. Technical Evaluation ………………………………………………………………………….. 10

6.3. Field Trial …………………………………………………………………………………………… 11

6.4. Quality Audit ……………………………………………………………………………………… 12

6.5. Certification Approval by the Quality Certification Committee (QCC)…………. 14

6.6. Issuance of Certificate ……………………………………………………………………… 14

6.7. Recertification Application ………………………………………………………………. 15

6.8. Recertification Evaluation ………………………………………………………………. 15

6.9. Recertification Audit ………………………………………………………………………… 15

6.10. Surveillance Audit …………………………………………………………………………. 15

7. Suspension, Revocation, Non-Issuance & Withdrawal of SGP ……………………. 17

8. Certification Fees……..…………………………………………………………………………………. 18

9. Customer Charter …………………………………………………………………………………….. 19

10. Layout of SGP Certificate ……………………………………………………………………………. 20

11. New SGP Application Form………………………………………………………………………….. 24

12. Recertification Application Form ………………………………………………………………… 27

13. Appendices …………………………………………………………………………………………………. 30

APPENDIX A: Flowchart of New SGP Application

APPENDIX B: Flowchart of Field Trial Process

APPENDIX C: Frequency Asked Questions

APPENDIX D: Authorities involved in SGP Certification Process

Quality Assurance Handbook | Product Certification Page 1 of 35

1. GLOSSARY For the purpose of this handbook, the following definitions shall apply: Product: Materials, equipment and tools, including components which are supplied by manufacturer / Vendor / Supplier, to be used in TNB system. Quality Assurance: Process to ensure product meets the technical specification and standard specified by TNB through verification, testing, certification and audit activities. Product Certification: process of technically accepting a product to be used in the TNB electrical system which includes evaluation of product compliance with technical specification, performance measurement through field trial, conformance to quality system through quality audit and compliance to all certification requirements. ‘Sijil Guna Pakai’ (SGP) or Certificate of Product Acceptance: Certificate issued by TNBR QATS as an indication of product conformance to technical specification and certification requirements. Supplier: The party that is responsible for ensuring the product meets the requirements of the SGP scheme Applicant: the company that applies for its product to be certified. The applicant shall be a manufacturer (local or abroad) or a local assembler. Asset Management Department (AMD): the representative department of TNB Distribution which is directly involved in the SGP certification related processes which include the determination of technical specification, technical evaluation and field trial. TNB Specification: A technical document issued by TNB describing features, technical requirements and performance required from a product. New SGP application: First time application to obtain the SGP for the product SGP Recertification: existing valid certification to be renewed upon its expiry Technical evaluation: a process of assessing a product’s full technical compliance with all requirements in the TNB technical specification of the product. Field trial: A mechanism used in the SGP certification to ensure compatibility and suitability of a product and its performance in the TNB system. Quality Audit: an independent and documented process for obtaining evidence and evaluating objectively to determine the extent to which criteria are fulfilled.


Product Inspection: A process to evaluate product conformance by means of inspection of document, physical, measurement and witnessing of test. Inspection is performed prior to product delivery to TNB.


2. ABBREVIATIONS The following abbreviations are used in this Handbook:

SGP : Sijil Guna Pakai PC : Product Certification Describing organization or people: TNB : Tenaga Nasional Berhad TNBR : TNB Research Sdn. Sdn. TNBR QATS : TNBR QATS Sdn. Bhd. (subsidiary of TNBR) QAGC : Quality Assurance Governing Council AMD : Asset Management Department of TNB Distribution PPV : Procurement & Vendor Management Department of

TNB Distribution QCC : Quality Certification Committee ED : Executive Director of TNBR QATS QATS-QA : Quality Assurance unit of TNBR QATS HOU : Head of Unit / Senior Manager of Quality Assurance &

Laboratory Services of TNBR QATS AO : Administrative Officer of TNBR QATS-PC TE : Technical Evaluator Describing processes related to SGP: CA : Certification Audit SA : Surveillance Audit RCA : Recertification Audit QMS : Quality Management System NCR : Non-Conformance Report OFI : Opportunity for improvement FT : Field trial


3. INTRODUCTION The Sijil Guna Pakai (SGP), or known in English as “Certificate of Product Acceptance” scheme was introduced in the year 1997 to conduct a thorough evaluation of products to be supplied to TNB to ensure product conformance to TNB specification as well as “fit for use” in the TNB system. The SGP scheme was initiated by the Asset Management of TNB Distribution (AMD) and later continued by TNB Research starting April 2002. After the formation of TNBR QATS (a wholly owned subsidiary of TNBR) in April 2012, the function was transferred to TNBR QATS. TNBR QATS as a second party quality assurance body for TNB is responsible for managing and issuing the SGP to the successful applicants. The SGP is issued to products or equipment that complies with all requirements of the certification process. SGP is specifically meant for the sole use of TNB and is not valid for the open market. Currently, SGP is only applicable for TNB Distribution products as per the Dasar & Prosedur Jaminan Kualiti Produk TNB, revised in 2011 (second edition). Application for SGP is open only for manufacturers (local and abroad) and local assemblers. It confirms that a certified product meets TNB specification and is fit for use in the TNB system. However, the SGP does not constitute an endorsement or recommendation for use of a particular product by TNB. The SGP is no longer valid upon revocation, suspension or withdrawal of the certificate. The purpose of this handbook is to provide information to applicants in getting their product certified. It guides the applicants on the process of getting the SGP and maintaining the SGP-certification. The terms and conditions of the SGP certification are outlined in page 22 of this handbook.


4. GENERAL REQUIREMENTS The following are general requirements for the certification of SGP:-

4.1 The applicant shall bear the status of manufacturer (local/abroad) or local assembler.

SGP is not issued to a purely trading-based company. 4.2 The SGP certification is currently issued only for Distribution products, for product

category of level 1 or level 2 only. The product shall have a valid TNB specification to serve as reference to TNB’s requirement. The product shall fully comply with the TNB specification and the type test requirements, passed the field trial (where applicable) and have been manufactured according to an established quality management system.

4.3 The applicant shall have a valid ISO 9001 certified quality management system with the

correct certification scope that covers the manufacturing activities for the product intended to be SGP certified. A certification audit shall be conducted at the manufacturing site. Corrective action shall have been taken on all non-conformities highlighted during the certification audit.

4.4 The applicants shall provide complete and accurate information and documentation in

submitting the application so that it is ‘fit for processing’. Incomplete or inaccurate information and documentation may result in the application being rejected and returned.

4.5 The SGP is valid for a period of three (3) years. However, a yearly surveillance audit shall

be conducted at the manufacturing site by TNBR QATS. 4.6 For recertification, the applicant shall submit the renewal application form to TNBR QATS

three (3) months in advance before the expiry date of the SGP. Recertification audit and product assessment based on the product performance and product inspection shall be conducted during recertification exercise. Issuance of new SGP is subjected to compliance to all recertification requirements.

4.7 All fees due for the application of the SGP shall be paid in advance, prior to the technical

evaluation (new application) or prior to the yearly surveillance or re-certification audit being undertaken.

4.8 TNBR QATS shall be allowed access to information and premises to conduct verification

whenever necessary. TNBR QATS reserves the right to verify conformity of the components used in the products and its corresponding quality system at the source where these components were made. The results of these evaluations shall be taken into consideration in granting product certificates or in renewing existing certificates.


4.9 Any product non-conformities to TNB specification, changes of design, changes of

component, failure in operation and failure to maintain an effective Quality Management System may cause the SGP to be suspended or revoked. The SGP holder shall be given 6 months to take corrective action before the SGP is revoked.

4.10 Certificate holders are responsible to notify TNBR QATS of any changes related to the

following:

4.10.1 Product design, construction, materials, layout, parts and components. 4.10.2 Production process and manufacturing plant location. 4.10.3 Company name and corporate ownership. 4.10.4 Change of address.

4.11 There shall not be a break of certification of more than six (6) months from the time the

certificate expires to the date the applicant request for a renewal. If the break is more than six (6) months, then the certificate is considered to have lapsed. If certification is desired by the manufacturer/vendor, a new application is required and shall be subjected to a complete certification process as for a new product.


5. PRODUCT APPLICABILITY

5.1 The scope of the SGP shall cover TNB Distribution products of Level 1 and Level 2 which has a significant impact on the electrical supply and distribution.

5.2 The SGP certification is issued for products that are currently in use in TNB system. The Asset Management of TNB Distribution (AMD) shall determine whether a particular product requires certification or not. The SGP is not issued for supporting products such as safety equipment, apparels, fuels and lubricants, stationeries, office equipment and tools, etc.

5.3 The definitions of Product Level 1 and Level 2 (as per the Dasar & Prosedur Jaminan Kualiti Produk TNB) are described below:-

5.4 Some examples of products in Level 1 and Level 2 of TNB Distribution are tabulated

below (subjected to review based on TNB requirement):

Product Level 1:

Main Product or main equipment used in TNB operation. Any failure in operation shall cause severe and immediate impact to system reliability, safety of operations and loss of income to TNB.

Product Level 2:

Product or equipment used in TNB operation. Any failure in operation will impact and risk the safety of operations. The failure in a long run shall affect system reliability, safety of operations and loss of revenue to TNB.

Level 1

Cable Transformer

VCB RMU

Distribution Boards Feeder Pillar

Battery Charger Transformer Oil

Joints/Terminations Bi-Metal Lugs

Ferrules Load Break Switch

KwH Meter

Level 2

Fuse EFI

Street Lantern & Accessories PECU

Lighting Arrester LV Top Pole Capacitor

Junction Box Neutral Link

Insulated Piercing Connector (IPC) Spun Concrete Poles

Fire Protection System


6. CERTIFICATION PROCESS There are two types of SGP applications, i.e. New SGP application and Recertification application. The SGP processes are illustrated in Figure 1 below.

Description of each process, according to process flow, is as per the following write-up.

Recertification New

6.2 Technical Evaluation

6.7 Recertification Application

6.1 New Application

6.3 Field trial (where applicable)

6.4 Quality Audit

6.5 Quality Certification Committee (QCC)

6.6 Issuance of Certificate

SGP Application

6.8 Re-certification evaluation


6.1 New SGP Application 6.1.1. New SGP Application shall be started with pre-assessment by Asset Management of TNB

Distribution (AMD) that the product requires certification.

6.1.1.1. When an applicant decides that he wants a product to be certified, he has to first get the endorsement from AMD.

6.1.1.2. Applicant has to submit the following documents addressed to SGM of AMD:

• Letter requesting product to be certified • Product Brochure • Type test report • Applicant’s Company profile

6.1.1.3. SGM of AMD shall appoint the relevant engineer to conduct an evaluation based

on the following:

• Technical requirements is as per TNB technical specification • Need for the product/equipment • Sufficiency of the current pool of suppliers for this product/equipment • Projection on future usage or requirement of the product/equipment

6.1.1.4. Once the evaluation is completed, AMD shall present the report at the following QAGC meeting.

6.1.1.5. QAGC shall determine whether to approve the product for certification or reject the application.

6.1.1.6. If the application is accepted, QATS-QA shall send a letter to the applicant to

notify the company of the QAGC’s decision and request the company to make a full submission to QATS-QA for the purpose of certification. If the product is rejected, the applicant shall be notified accordingly.

6.1.2. Submission of application to Quality Assurance Unit of TNBR QATS (QATS-QA) for

certification.

6.1.2.1. To make a submission to QATS-QA, the applicant shall fill up a form (attached together with notification letter as 6.1.1.6 above or can be obtained from QATS-QA itself). Please take note that 1 hardcopy and 1 softcopy set of documents need to be submitted.

6.1.2.2. All relevant columns in the form need to be filled accurately and legibly for smooth processing. Together with the forms, documents as listed in part c of the application form need to be submitted. Key documents are as follows:


• Type test reports in accordance to the TNB technical specification

requirement. Type test shall be conducted in accordance with the Reference Standards as stipulated in the TNB Technical Specification.

• Applicant’s ISO 9001 certification, with the correct scope of certification • Product description, manuals & brochure

6.1.2.3. Submission has to be done in person to the Executive or a person assigned by the

QATS-QA. The submission shall include a check by the Executive to ensure all relevant documents have been submitted in full. It will also serve as a feedback for any missing documentation (this process can take up to 2 hours depending on the documentation submitted).

6.1.2.4. If the documentation is incomplete, the application shall be rejected and all documents shall be returned to the applicant. An administrative fee shall be imposed for the time spent to confirm whether the documents are complete.

6.1.2.5. If the documentation is complete, the application shall be accepted together with the payment voucher for the full certification fees.

6.1.2.6. Once the application is accepted, it is fit for processing and the PC clerk shall issue an official acknowledgement letter to the successful applicant and log in the pc-web data base system for the purpose of tracking and updating.

6.2 Technical Evaluation 6.2.1 The conduct of technical evaluation is done with the purpose to check the product

compliance to all requirements stipulated in the TNB technical specification. A suitable Technical Evaluator (TE), with a good technical knowledge of the product, shall be appointed.

6.2.2 The TE shall first conduct a desk study of all the documents to ensure the following:

• Complete type test report in accordance to the TNB technical specification requirement

• Complete reference Standards as specified in the TNB technical specification • Complete technical description, brochure or manuals of the product • Complete Product Quality Plan (PQP)

6.2.3 Product shall pass the type tests conducted. Type test shall be conducted at ISO/IEC 17025 accredited laboratories as per TNB requirement. The type test certificate or report shall indicate the name and address of the manufacturer, the details of the test sample and the standard it referred to.


6.2.4 If there are any clarifications to be made, the TE shall communicate with the applicant and request for the necessary documentation. If the document check indicates that the product complies with all the specification requirements, the TE shall then check the physical product.

6.2.5 TE shall conduct a physical examination of the product and check the compliance against the self- assessment done by the applicant. This may incur additional cost which shall be borne by the applicant.

6.2.6 The product shall be evaluated based on a valid TNB specification. In the event that there is a revision on the specification while evaluation is in progress or has completed, re-evaluation shall be conducted based on the latest revision.

6.2.7 QATS-QA reserves the right to verify conformity of the components used in the products and its corresponding quality system at the source where these components were made. The results of these evaluations shall be taken into consideration in granting the SGP.

6.3 Field Trial 6.3.1 The field trial conducted in the SGP process is to ensure that the product is compatible

and suitable for use in the TNB network. Field trial is under the responsibility of AMD. QATS-QA shall coordinate all related field trial activities.

6.3.2 Once the technical evaluation is complete and the product is found to be complying with the specifications, QATS-QA shall send an official letter to AMD, (with copy to the applicant) to inform them that the product is now ready for field trial. AMD shall call and chair a pre-field trial coordination meeting involving all parties concerned, i.e. QATS-QA, the applicant and the TNB Station where the site is selected.

6.3.3 The duration of the field trial shall be determined by AMD. Typical period is 6 months. However, due to specific reasons, the field trial period may be reduced or extended.

6.3.4 AMD shall determine all requirements related to the field trial such as the number of samples required, provide a suitable site to install the product and monitor the product performance during the whole field trial period.

6.3.5 Once the field trial is completed, a report shall be furnished by AMD to QATS-QA.

6.3.6 In principle, products that have been proven to be reliable under real operational, climatic and environmental conditions may be exempted from field trial (this decision shall be made by AMD). If the field trial is exempted by AMD, the SGP process will move to the next stage, i.e. the Quality audit.

6.3.7 All related costs for the field trial shall be borne by the applicant.


6.4 Quality Audit A typical Quality Audit process, either for new application or re-certification, is as illustrated below.

6.4.1 Prior to SGP certification, a quality audit shall be conducted at the manufacturing site.

QATS-QA shall plan the audit and assign suitable and qualified auditors to the manufacturing site. An audit notification letter shall be sent to advise the applicant on the scope and audit program.

6.4.2 The objective of the Quality audit is to ensure the manufacturer has a good Quality Management system in place to be able to consistently produce good quality products. The audit shall be based on the latest version of ISO 9001 Quality Management System and emphasis shall be on the technical compliance of the product to the TNB Specification.

6.4.3 The number of man-days required for the audit shall be determined by the size of the facilities and the complexity of the product.

Yes

No

Audit Notification by TNBR QATS

Quality Audit

Rectification Phase

Verification Phase

NCR closed

Approval stage

NCR raised?

Issuance of SGP


6.4.4 The following key documents and records shall be made available to the auditors during the audit:- • Quality Manual • Procedures and Work Instructions • Quality Plan for the product • Design documents • Quality Control records (including internal inspection and test records) • Calibration records

6.4.5 Applicants are advised to make a comprehensive preparation to ensure smooth conduct

and successful outcome of the Audit. The following items are to be observed:- • Ensure the Quality System is properly documented. • Internal Audits (IA) have been successfully conducted and evidence of Corrective

Actions taken if any, can be properly presented. • Management personnel are conversant with the product details and the Quality

System in use. • Measuring equipment are checked and calibrated, while templates and important

jigs are checked or compared to standard jigs. • Incoming Quality Control (inspection or tests) are done on key components, parts or

materials. • Records related to TNB products are properly maintained. • Product problems or defects, either detected through TNBR Product Inspection

process or complaints received from user departments, are effectively addressed and resolved.

• Demonstrate diligence in implementing preventive maintenance of critical equipment or machines used in the manufacturing process.

• Adequate storage facilities are provided and product is stored in a proper manner. Ensure that finished product or components are not deteriorating due to poor storage or inadequate protection employed.

• Ensure personnel conducting quality inspections are well trained and competent in the relevant specification or standards adopted and the testing methods utilized

6.4.6 Rectification Phase. A rectification period of 30 days is allocated for applicant to clear

any outstanding non-conformance or to resolve product issues prior to the re-certification of SGP.

6.4.7 Verification Phase. A 30 days period is allocated for verification of non-conformance closure. 6.4.7.1 Upon completion and full rectification of the non-conformance or issues above,

applicants shall inform QATS-QA to indicate their readiness for verifications or in some cases audit revisits to the manufacturing site.


6.4.7.2 QATS-QA auditors shall review all outstanding non-conformances or product/ process issues to ensure complete and effective corrective actions are taken.

6.4.7.3 The auditors shall review the objective evidence of the corrective actions prior to the closing of the non-conformity report.

6.4.7.4 In cases where corrective action is deemed incomplete or ineffective, the applicant shall be required to undertake further action to remove the non-conformity

6.5 Certification Approval by the Quality Certification Committee (QCC)

6.5.1 Once the technical evaluation, field trial and audit processes have been completed, a

report shall be compiled based on the information from the processes conducted.

6.5.2 This report shall be presented to the QCC for approval to award the certificate.

6.5.3 Initiation of the QCC meeting shall be based on the readiness of new SGP application to be approved and/or related issues on SGP that warrants the seating of QCC.

6.5.4 The QCC members shall review the information presented for each new application based on the terms and conditions for SGP scheme.

6.5.5 After deliberating on each application, the QCC shall make a decision. The QCC decisions shall be either of the following.

• To award the SGP to the successful Applicant • Not to approve certification • To request further information from the Applicant and to be re-tabled again in

another QCC or to award after the relevant information is obtained. • To repeat any SGP process deemed necessary for repeat, e.g. field trial

6.6 Issuance of Certificate 6.6.1 Based on QCC’s decision, the related application documentation and information in the

evaluation report shall be passed to the QATS-QA clerk for preparation of a certificate.

6.6.2 Once the certificate is signed, the QATS-QA Clerk shall prepare a letter to notify the applicant that the certificate is ready for collection

6.6.3 The applicant shall collect the SGP from the QATS-QA clerk and acknowledge receipt of the certificate on the Letter for Collection of Certification


6.7 Recertification Application 6.7.1 A typical SGP recertification process starts ahead of at least three (3) months before the

expiry of the current certificate. A notification will be sent to SGP holders as reminder, together with a quotation for recertification fee and application form.

6.7.2 The applicants shall submit their re-certification application documentation together with the renewal fees to QATS-QA. All required records as per the application form shall be submitted for recertification evaluation.

6.7.3 Once the payment has been made, an agreed re-certification audit date shall be scheduled.

6.7.4 New SGP shall be issued upon clearance of the re-certification evaluation and audit. 6.8 Recertification Evaluation 6.8.1 Prior to recertification, QATS-QA shall verify with PPV of TNB Distribution if there is any

quality issue exceeding acceptable defect rate that is related with the product.

6.8.2 Applicant shall ensure that the certified product fully complies with the latest/ revised TNB specification. The product shall be re-evaluated if, at the time of re-certification, there is a revision of the TNB Specification.

6.9 Recertification audit 6.9.1 Recertification audit shall be conducted to determine continuous compliance to the

quality system requirement, no change in product from the original certification and corrective actions taken on previous non-conformities raised.

6.9.2 The audit shall follow the same process flow as Quality audit in item 6.4. 6.10 Surveillance Audit 6.10.1 Although the certificate is valid for three (3) years, an annual surveillance shall be

conducted.

6.10.2 Surveillance audit is conducted to assess whether the Quality System is still in place and effective. It is also to check whether there are any design changes in the product, complies to the latest specification and to assess whether non-conformity cases and TNB’s Complaints were addressed.


6.10.3 When a surveillance audit is due, QATS-QA shall issue a quotation to the SGP holder. Once the payment has been made, an agreed audit date shall be scheduled.

6.10.4 Prior to surveillance audit, QATS-QA shall verify with PPV of TNB Distribution if there is any persistent quality issue related with the product. This shall serve as an input to the surveillance audit.

6.10.5 The audit shall follow the same process flow as Quality audit in item 6.4.


7. SUSPENSION AND REVOCATION 7.1 Non-Issuance of Certification

TNBR QATS reserves the right not to issue the SGP due to the following reasons:

• Failure of applicant/product to comply fully with the certification requirements. • The product is no longer used in the system. • The related specification/standards have expired or are under review. • Other reasons that are deemed appropriate by the Quality Certification Committee in

the interest of TNB. 7.2 Suspension

The certificate shall be suspended if any infringement is found in any of the following areas:

• Failure to comply with the latest TNB specifications. • Persistent product quality or performance problems. • Unsanctioned changes, either in design, components, material, dimensions process

or product construction. • Breakdown in quality management system.

The SGP holder is given a 6 month period to undertake effective corrective actions to the above non-conformities. During the suspension period, the Product Certificate cannot be used for the purpose of engaging business with TNB. Upon satisfactory verification of corrective actions taken, the certification shall be reinstated. If the corrections done are not satisfactory to TNB or if no corrections are undertaken in the period given, the SGP may be revoked.

7.3 Revocation

A certificate may be revoked in the following cases:

• Corrective measures related to its suspension were not implemented or were not effective/comprehensive.

• Abuse of certificate. • Certificate was used against the interest of TNB.

7.4 Withdrawal

A company may voluntarily withdraw from the scheme due to (among others) the following reasons:

• The company does not wish to continue with the certification. • The company is unable to comply with new requirements/specifications. • The company ceases to supply the products.


8. CERTIFICATION FEES 8.1 Applicants shall pay TNBR QATS all fees due with respect to the SGP certification

activities provided by TNBR QATS as well as any cancellation fee.

8.2 The fees shall cover the following stages of the certification processes:- • Administrative work • Technical evaluation • Sample (product) verification • Quality Audit • Field Trial (If applicable)

8.3 TNBR QATS shall issue two separate quotations to the applicants. The first quotation shall cover only the administrative fee and the latter shall cover all the other fees in a lump sum amount.

8.4 The administrative fee shall be paid in full before the first kick-off meeting is held between the applicant and the appointed technical evaluator. The administrative fee is non-refundable.

8.5 The second fee for the certification process shall be paid in full before the technical evaluation stage starts. A portion of this fee is refundable if the certification process is stopped at any stage. The residual amount after deducting the fee until the last activity conducted shall be refunded.

8.6 The fees for the SGP certification shall be based on the prevailing rates as approved by the TNB Management. Should the certification cover travelling outside of Malaysia, overseas expenses related to travelling, accommodation, per-diem charges, etc. shall become applicable.

8.7 The published fee structure shall be subjected to review by TNB to reflect changing prices of goods and services.

8.8 Fees to reinstate expired or cancelled SGP (as opposed to timely re-certification applications) shall be the same as the basic new application fee.

8.9 All payments shall be made by cheque (in Ringgit Malaysia) payable to TNBR QATS Sdn. Bhd. prior to the processing of the application.

8.10 The applicant may obtain a quotation in writing from the PC Section of TNBR QATS.


9. CUSTOMER CHARTER 9.1 Customer charter for new SGP application, 9.1.1 Technical evaluation shall be completed within 25 working days provided the TE has the

entire requirements to conduct and complete the evaluation (inclusive of documentation and physical product).

9.1.2 The SGP shall be issued within 30 working days to applicant from either the date the field trial report is received from the Asset Management of TNBD or upon successful closure of non-conformity report (NCR) raised during quality audit.

9.2 Customer charter for SGP recertification application,

For a recertification, the SGP shall be issued within 1 working day to the applicant once all non-conformity report (NCR) during the audit are duly corrected and closed, and all requirements for re-certification are fulfilled.


10. LAYOUT OF SGP CERTIFICATE

- Front page -

1

4

2

3

5

7 6


The front page of the SGP provides the following information: -

No

Title

Remark

Sijil Guna Pakai

Certificate Heading and Logo of TNB

Serial No

Certificate Serial Number: ‘D’ indicates TNB Distribution 2013 – the year the certificate was issued XXXX – a unique serial number for the SGP

Manufacturer/Assembler

The manufacturer’s name and address of the factory

Item/Equipment & Make/Model

The name and material no of the certified product

The qualification

Statement of compliance of the product to the specification to which it is certified to.

Certification Date

The date the product was first certified

Validity Period

The SGP validity period is 3 years from the date of certification or re-certification.

The front page of the SGP shall carry a red seal of TNBR QATS’s logo, embossed with the words “Unit Jaminan Kualiti, TNBR QATS Sdn. Bhd.”

2

1

3

4

5

6

7


- Annex Page -

TERMS AND CONDITIONS OF SGP CERTIFICATION

• This certificate is issued for the Second Party Product Certification Scheme operated by TNBR QATS Sdn. Bhd. and is exclusively for products used within the Tenaga Nasional Berhad’s business operation system.

• During the period of certification, the certificate holder shall not vary the product design,

material, construction and manufacturing process or plant under which this certificate is issued.

• Any changes as stated above shall be made in writing to the Executive Director of TNBR

QATS Sdn. Bhd. and shall be subject to the appropriate procedures imposed by the scheme. • This certificate is the document of approval of the specified item or equipment stating the

acceptance of its usage in Tenaga Nasional Berhad only, without any obligation to purchase the item or equipment from the manufacturer / assembler.

• TNBR QATS Sdn. Bhd. reserves the right to withdraw/cancel this Certificate of Product

Acceptance with or without any notification if there is any deviation or omission from the sample item or equipment tested.

• TNBR QATS Sdn. Bhd. has the right to withdraw / cancel this Certificate of Product

Acceptance if the equipment is no longer used in the Tenaga Nasional Berhad’s system. • The manufacturer / assembler shall be required to go through existing procurement

procedures and regulations of TNB should they intend to market this item or equipment to Tenaga Nasional Berhad.

• This Certificate of Product Acceptance does not exempt the item or equipment from

Acceptance Tests as required by Tenaga Nasional Berhad. • TNBR QATS Sdn. Bhd. reserves the right to request for further tests to be carried out by

manufacturer / assembler whenever the specification of the item/ equipment is reviewed or changed.

• This Certificate of Product Acceptance is subjected to periodic reviews based on the field

performance of the item or equipment in the Tenaga Nasional Berhad system. • TNBR QATS Sdn. Bhd. has the right to withdraw / cancel this Certificate of Product

Acceptance and reject usage of the equipment/item if it is found to be defective in design or quality during its usage in the Tenaga Nasional Berhad system.

• This Certificate of Product Acceptance is only valid for the period stated in the certificate. If so desired, the manufacturer / assembler need to apply for a renewal. TNBR QATS Sdn. Bhd. shall review the performance of the equipment/item and may subject it to other test requirements if necessary, before renewing the validity period of the said certificate.


- Annex Page - Product Details

No

Title

Remark

Technical Drawings

Drawings related to the certified product which is endorsed by the AMD, TNB Distribution

Source of Key Components

A list of major components or sub-assemblies of the certified product, and their supplier or country of origin.

Key Manufacturing Processes

A list of the major processes involved in the production of the certified product and it’s locations.

Validity Period

The SGP validity period is 3 years from the date of certification or re-certification.

1

2

3

4

1

2

3

4


11. NEW SGP APPLICATION FORM

A

B

C D


The details of the form are explained here:

No

Title

Remark

Details of Applicant

Applicant shall fill up the company details and contact information. The company name indicated here shall appear on the SGP.

Product Details

Applicant is required to fill up the details of the product to be certified including the product and model name and/or number and the name and address of the original manufacturer (should be the same as Applicant). Please specify the product and model in full as this will be printed on the SGP.

Document Requirements

Applicant is reminded to pay special attention to the list of documents that need to be submitted with the application. Documents shall be submitted in full.

Supporting Documents

Applicant to also submit Company Profile, direction to its factory and Company Registration. If the applicant is a local assembler, an “authorization letter” from the manufacturer, giving permission to the applicant to assemble the product on their behalf, must be provided.

A

B

C

D


Following are the mandatory supporting documents that need to be submitted with the application form:

No Document The requirement

1 Type Test Report/Certificate

Type Test Report or Certificates must be submitted in full and must be legible. An English translation is required when the report or certificate is in any other language which is certified by the laboratory that conducted the tests.

2 Type Test Drawings

Technical Drawings which have been submitted for type tests and have been endorsed by representatives of the Accredited Testing Laboratory shall be submitted in full. The number of drawings to be submitted shall match the number of drawings indicated in the Type Test Report.

3 TNB Endorsed Drawings

Technical drawings that have been endorsed by the Asset Management of TNB Distribution shall be submitted in full

4 Equipment Characteristics Form

or Technical Schedules

The “Equipment Characteristics Form” may be obtained from QATS-QA and shall be filled up in full and submitted with the application. The form details the sub-components of the product, their country or origin and the manufacturing flow. This information shall later be incorporated into the SGP. Hence, applicants are advised to provide this information as accurately as possible.

5 Checklist on compliance to

specification

Applicant has to read through the specification, identify the requirement and indicate the compliance. Evidence to support compliance shall be identified.


12. RECERTIFICATION APPLICATION FORM

A

B

C

D


E

F


The various sections of the form are detailed here:

Section Title Remark

Details of Applicant

Applicant shall fill up the company details and contact information. The company name indicated here shall appear on the SGP.

Product Details

Applicant is required to fill up the details of the product to be certified including the product and model name and/or number and the name and address of the original manufacturer (should be the same as Applicant). Please specify the product and model in full as this will be printed on the SGP.

Supplier performance

Applicants are reminded to pay special attention to the list of documents that need to be submitted with the application. Please submit as many documents on the list as possible, to support the application in a hardcopy form and an electronic copy form. Documents to be submitted, but not limited to are as follows:

a. Type test report/certificate b. Type test drawings c. TNB approved drawings

Other Supporting Documents

If the applicant is a local assembler, an “authorization letter” from the manufacturer, giving permission to the applicant to assemble the product on their behalf shall be provided.

Declaration by Applicant

Applicants shall undertake that no changes have been made to the certified product

Payment

Cheque payable to “TNBR QATS Sdn Bhd’

A

B

C

D

E

F


13. APPENDICES APPENDIX A: Detailed flowchart of a new SGP application


APPENDIX B: Detailed flowchart of Field Trial Process


APPENDIX C: Frequently Asked Questions

1. How is your Product Certification Scheme different from that offered by SIRIM?

The TNB Product Certification Scheme is only applicable to products or equipment that TNB requires or intends to use in its system (Second Party Scheme). Hence, we certify mostly Medium Voltage (MV) and High Voltage (HV) equipment. In comparison, the SIRIM Product Certification Scheme is a Third Party Scheme and, in addition, applies to mostly low voltage (LV) equipment and domestic appliances for the open market.

2. How do you ensure independent/unbiased evaluation of my products?

Technical evaluations of your products shall be conducted by Technical Evaluators appointed by TNBR QATS and not by the TNB Distribution. Therefore, the evaluators are not involved in any way with the procurement process. The evaluators are required to sign a declaration by TNBR QATS requiring independent and professional behaviour.

3. Can I use the certificate for marketing purposes?

We do not prevent manufacturers from using the SGP as a testimony of their product quality.

4. Is it possible that a product which has been certified under this scheme, fail a Product

Inspection conducted by TNBR QATS prior to delivery of the product to TNB?

The SGP is issued based on the compliance of your product design to TNB requirements or International Standards. However, if there are deviations between the manufactured product and the one submitted for certification, or your products fails the tests conducted during a Product Inspection, then the products shall be rejected.

5. I am preparing for a factory audit to be conducted as part of the Product Certification

process. How long is this factory audit? What do you look for during the audit?

The audit is normally 2–4 man-days. During the audit, our auditors shall be looking at how effectively your Quality System is being implemented. Do you control raw materials & components, product design and your manufacturing processes? Are you diligent in equipment maintenance and calibration of testing instruments? What about your recordkeeping and documentation? How do you handle product defects/deficiencies? Do you have Corrective and Preventive measures to reduce/remove the defects? Overall, we will be looking at how effective your Quality System is in producing good, consistent products for supply to TNB. Audit will also check product compliance to the TNB technical specification with focus on the Product Quality Plan (PQP).


6. My company is already ISO 9001 certified. Can I be exempted from your factory audit?

No, all manufacturing site shall be audited by TNBR QATS at least once a year.

7. How do I ensure a smooth processing of my application?

Your application shall be processed based on TNBR QATS customer charter. However to expedite the process, please ensure the following:-

i) Your products conforms to the relevant TNB specifications and have passed the type

test requirements ii) All mandatory documents are submitted in full as per requirement in the application

form iii) Your Quality Management System is well-implemented and there are no persistent

product quality issue.


APPENDIX D: Authorities Involved In SGP Certification Process 1. TNBR QATS Sdn. Bhd.

• To receive and process the application including all administrative tasks related to

the SGP certification • To issue the SGP to the successful applicants • Shall be responsible for the monitoring of all certificate usage and compliance to the

Terms and Conditions by Applicants. • Shall be responsible for the communication with Applicants on certification matters

including complaints, appeals and process improvements. 2. TNB Distribution Sdn. Bhd.

• To provide explanation/clarification to any issue with regard to the interpretation of

a TNB technical specification or to give an exclusion to any clauses in the specification

• To table to QAGC for approval a newly introduced product to apply for SGP • To determine the requirements of field trial and to provide a suitable site for the field

trial. 3. Quality Certification Committee (QCC)

• Shall make the final decision to award the SGP. The committee shall also be responsible for addressing issues related to complaints, appeals and cases of certificate misuse or abuse.

• Is also responsible for ensuring the integrity, confidentiality and impartiality of the SGP Certification and the processes involved.

• Is responsible for monitoring the implementation of the Certification policies, terms and conditions as well as the Quality System of the Certification unit. The committee shall also monitor the overall effectiveness of the processes and management of the Scheme.

4. Quality Assurance Governing Council (QAGC)

• QAGC shall be the highest authority for matters related to Quality Assurance, Testing and Certification of products in TNB. The Council shall ensure that the SGP Certification is operated in an unbiased, impartial and transparent manner, while preserving work and ethical standard of the highest order.

• All matters pertaining to the revocation, suspension and reinstatement of the SGP shall be referred to this Council, which shall make the final decision.

• In cases where the Quality Certification Committee (QCC) is unable to resolve any issues related to product certification, e.g. appeal for a Certificate reinstatement after being revoked, the QAGC shall preside and make the final decision.


Kindly submit any feedback or enquiry regarding this Handbook or the SGP certification to:

Head,

(Product Certification & Quality Audit) Quality Assurance Unit TNBR QATS Sdn. Bhd.

No. 1, Lorong Air Hitam Kawasan Institusi Penyelidikan

43000 Kajang, Selangor Darul Ehsan MALAYSIA

Tel : (603) 8926 8818 Fax : (603) 8926 8829

Email : [email protected] Website : www.tnb.com.my/tnbr/qa/

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