7.2.2 Review Of Requirements Related To The Product

Purpose

[enter-your-company-name-here] has established procedures to review the requirements related to product or service prior to supply.

These procedures ensure that product or service and customer requirements are defined, contract or order requirements differing from those previously expressed are resolved and the organisation has the ability to meet the defined requirements.

Procedure

[enter-your-company-name-here] receives requests for the supply of products or services by;

• Telephone
• Email
• Fax
• Letter
• Internet
• Verbal communication

Then:

• On receipt of an order or request for supply, a suitably qualified person shall determine that all requirements are defined and that the specifications, pricing, terms etc. for the product or service to be supplied, meet the requirements exactly.
• These checks are documented and recorded in the relevant order file.
• Where a quotation has not been issued and a formal review is impractical for each order, such as in the case of Internet orders, the review process shall be limited to comparison with catalogues or advertising material.
• Any variance between the contract or order requirements received with those previously expressed are identified and resolved prior to further processing of the contract or order. These checks are documented and recorded in the relevant order file.
• Checks on stocks, production capacity, resources and other factors affecting supply, shall be made prior to the acceptance of the contract or order.  These checks are documented and recorded in the relevant order file.
• Where the request for supply is not supported by a physical document, such as the case with telephone or verbal orders, the contract or order shall be acknowledged in writing before acceptance is recorded.  This acknowledgment shall include all relevant details such as specifications, pricing, terms etc. and may be transmitted by Email, letter or facsimile.
• Whenever a change to a product or service requirement is received, supply or production shall be halted immediately and confirmation of this shall be sent to all persons involved in the process. A suitably qualified person shall review the changes and determine the scope of the changes and any necessary action with respect to specifications, pricing, supply times etc.
• When all outstanding issues are resolved, confirmation of the changes and acceptance, together with any notification of specifications, pricing, supply times etc., shall be sent to the customer and any other relevant persons.
• Whenever product requirements are changed, a suitably qualified person shall ensure that relevant documents are amended and that all relevant personnel are made aware of the changed requirements.