Proposal for Iso

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Proposal to

RED HAT INFOCOM PRIVATE LIMITED

For ISO Certification

OFFICE

#102, C-224, Paryavaran Complex, Saidulajab, New Delhi - 110030
Tel: [phone]
Email: [e-mail] [e-mail]

Our Ref: KL/ISO/D-120001 22 Dec 2011

Mr. Hemant Gupta
Director
Red Hat Infocom Pvt Ltd

Sub: Proposal for ISO 9001:2008 Certification

Dear Mr. Hemant Gupta,

This is in reference to our discussions in connection with the captioned subject. Accordingly, please find attached our proposal covering the details for the same.

1.0 About Knowledge Lenders:

Knowledge Lenders is a boutique of Direct & Indirect Taxation, Accounting and Company Law related consulting practice. Paramount to our success is the understanding of the needs of our clients and tailoring an effective solution, taking into account all stakeholders views.

Knowledge Lenders is established to provide Online & Offline consulting solution on related matters. Our unique positioning in the market provides us with many advantages over the traditional service providers.

Our focus is to provide outstanding commercial results while at the same time delivering rewarding professional experiences on the foundation of excellent technical ability coupled with unparalleled service levels to our clients. All our consultants possess in-depth experience in their fields of specialization and are dedicated in delivering high-end consulting services. We commit only senior experienced personnel to each engagement and seek only to compliment our client's internal resources.

1.1 Our Services

1. Accounting 2. Auditing e.g. Statutory Audit, Internal Audit, Tax Audit, Process Audit etc. 3. Company Incorporation 4. ROC related Work 5. Certification Services 6. FEMA related consultation and certification services 7. Investment Banking 8. All kinds of financing work
2.0 Proposal:

This proposal covers the scope of work and the effort and cost estimates for the above captioned service. Knowledge Lenders recognizes this proposal as a step in developing a longstanding relationship with Red Hat Infocom Private Limited (herein after referred as Red Hat).

I acknowledge my proposal for your acceptance. I wish to start this program as soon as possible. I reconfirm the following activities to be included:

1. Awareness training to the staff of the organization
2. Preparation of ISO Manual
3. Setting Targets (Quality Objectives) for different functions
4. Helping in deciding and communicating with an auditing agency
5. Documentation review with the auditing agency
6. One internal audit
7. Getting the organization audited & certified as per ISO 9001:2008

My professional fees for the above activity is Rs. 90, 000/- only. The entire process should be getting over by around 3 months or earlier.

I offer my terms of payment as under:

1. Advance : 40%
2. On completion of QUALITY SYSTEM PROCEDURES : 30%
4. After SUCCESSFUL CERTIFICATION AUDIT : 30%
----------------------------------------------------------------------------------------------------------------
Total : 90,000 Rs. /-(in INR)
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Including Certification charges (depending upon the final quotation of the Certification Body).

3.0 Methodology & Modalities

ISO is a network of the National Standards Institutes of 157 countries, on the basis of one member per country, with a CENTRAL SECRETARIAT IN GENEVA, SWITZERLAND. ISO is a non-governmental organization. ISO is the world’s leading developer of international Standards. ISO standards specify the requirements for state-of-the art Products, Services, Processes, Materials and Systems. The word ISO is derived from the Greek word ISOS meaning “equal from all sides”. So ISO aims at equalizing the standard within an institution. ISO is the interface between the domestic and international environment. In the present scenario the importance of the ISO for any organization is relevant from the competitive market trends and globalization.

ISO 9001 has become an international reference for quality requirements in manufacturing to service sector. ISO 9001 is concerned with "quality management". This means what the organization does to enhance customer satisfaction by meeting customer and applicable regulatory requirements and continually to improve its performance in this regard. ISO 9001, has earned worldwide reputation, is known as "generic management system standards". "Generic" means that the same standards can be applied to any organization, large or small, whatever its product - including whether its "product" is actually a service - in any sector of activity, and whether it is a business enterprise, a public administration, or a government department. "Management system" refers to what the organization does to manage its processes, or activities. "Generic" also signifies that no matter what the organization is or does, if it wants to establish a quality management system.

Moreover being the foundation stone of the Quality Management Systems, after ISO 9001: 2008 implementation your organization will prepare itself for other quality certifications, automatically.

3.1 Advantages of ISO

When ISO 9001:2008 is implemented in an Organization:

• Well defined and documented procedures improve the consistency and quality service. • Quality is constantly measured. • Procedures ensure corrective action is taken whenever defects occur. • Defect rates decrease. • Defects are caught earlier and are corrected at a lower cost. • Defining procedures identifies current practices that are obsolete or inefficient. • Documented procedures are easier for new employees to follow. • Organizations competition with other institute gets an edge, because every organization has their own value systems.

Top Reasons Given For Registration:

• Internal teaching/learning efficiency. • As the institute tries to achieve maximum results, there are external pressures from Certifying Bodies and Consultants for achieving the goals. • Since standardized systems are being implemented, so parents can connect themselves with the institution, rest the value systems of the institution will speak. • Nowadays the parents, society, industry is looking for some quality certifications from the institutions from which the students are passing. • Reducing costs. • Reducing wastages • Organizations are recognizing that an effective Quality Management System leads to reduced costs and greater satisfaction of the interested parties.

What will ISO 9001:2008 do for my Organization?

A well designed and implemented Quality Management System, based on ISO 9001: 2008 has been shown to provide organizations with the following benefits:

• Reduced costs. • Improved product reliability. • Better process control and flow. • Better documentation of processes. • Greater employee quality awareness. • Reductions in product scrap, rewords and rejections.

3.2 Phase wise Implementation

|Phase I – Assessment Of The Organization’s Existing Management System And Planning |
| | |
|Implementation |ANALYSIS of the existing systems, processes, procedures and records keeping in mind their suitability, adequacy |
| |and gaps, if any to meet the ISO 9001: 2008 Quality System requirements. |
| |Constitute a Quality Team comprising of the managerial and other personnel considered essential to provide |
| |policy inputs as well as monitor the implementation process. |
| |Guide the organization to nominate a Quality Management Representative (QMR) to manage and Co ordinate the ISO |
| |9001: 2008system implementation. |
| |Select a cross functional implementation team to assist the QMS in documenting and implementing the system. |
| |Analysis of the existing documents jointly by our consultants and the quality team to assess. |
| |Their suitability and adequacy for meeting the requirements of the ISO 9001: 2008 standards |
| |Documents to be retained as they are and others are earmarked for modification as necessary |
| |Gaps as per ISO 9001: 2008standards are identified for writing additional documents. |
| |Structure of documentation best suited to meet the organization’s requirements in line with the ISO 9001: 2008 |
| |Standard is decided upon and got approved for the Quality Team. |
| |Normally, a four tier documentation structure, as follows is required to be formulated to establish the ISO |
| |9001: 2008 Quality System: |
| | |
| |TIER 1: Quality Manual, which defines the quality policy, objectives and broad system followed by the |
| |organization. |
| |TIER 2: Standard operating Procedures that generally explains how departmental activities are carried out. |
| |TIER 3: Work/Instructions/Protocols/Procedures/Template/Charts / Specifications which elaborate specific |
| |instructions for each location, as necessary. |
| |TIER 4: Records: These are quality records as mentioned in respective procedures and are prepared, maintained |
| |and analyzed to achieve continuous quality improvement. |
| | |
| |A detailed plan in formulated based on the above study, analysis and inputs for establishing the required ISO |
| |9001:2008 System for Third Party Audit and Certification. |
| | |
|Methods Used |Check list based on ISO 9001: 2008requirements. |
| |Interaction with the management and staff. |
| |Observation of activities. |
| |Verification of present documents and records |
| |Comparison of present activity, method, procedure etc. with reference documents. |
| | |
|Outcome |Identification of gaps. These gaps can be in the form of: |
| |Non-availability of documents of records. |
| |Non fulfillment of certain ISO requirements |
| |Lack of adequate quality monitoring audits and checks |
| |Corrective and preventive actions taken. |
| |Lack of uniformity of information or procedure for the same activity |
| |Lack of proper internal/customer communication methods |
| |Control of Nonconforming products etc. |
| |Details of available procedures, processes, documents and records in use by the organization. |
| |Identification of records, documents, procedures, etc. which may need amendment to fall in line with the |
| |requirements of ISO. |
| |We get an idea of the methods, processes, procedures used in various departments. |
| |Identify the suitability of present documents and records. |
| |Level of compliance to various regulatory and legal requirements |
| |Competence level of the staff and their understanding of their activity. |
| |Identification of quality team who will co-ordinate for all quality related activities in the centre. |
|Phase II – Training |
| | |
|Implementation |General – It is essential that all the personnel: |
| | |
| |Understands the concepts and requirements of ISO 9001: 2008 System to appreciate and implement the changes |
| |required to the ISO 9001:2008 System |
| | |
| |Are aware of their roles. |
| | |
| |To achieve this: |
| | |
| |Awareness Program is conducted by our team for all staffs of the organization. Training is imparted to the |
| |selected staff of various departments on formats of different types of documents required for the ISO 9001: 2008|
| |System. Implementation is monitored through observation, interaction and Internal Audit. For this purpose we |
| |train a team of internal auditors during Phase IV. |
| | |
|Methods Used |Interactive training programs |
| |Presentations |
| |Reference documents |
| |Practical examples |
| | |
|Outcome |Developing a mindset for quality and related activities to fulfill the requirements of ISO 9001:2008 |
| |Staff becomes aware of the need of quality in their activity. |
| |Awareness of international standards and system operation. |
| |Better understanding of their role and responsibility |
| |Significance of monitoring activities through internal audit and continual improvement. |
| |Importance of keeping all documents and records up to date. |
| |Importance of customer satisfaction. |
|Phase III – Preparation Of Quality Documentation |
| | |
|Implementation |Quality Policy and Objectives are formulated |
| |Draft Quality Manual prepared |
| |Draft Quality System Procedures prepared |
| |The Core Team members now start writing the documents under our guidance |
| |Documents are reviewed by the top management, core team and other key personnel and adopted for implementation. |
| |The draft quality manual is finalized by the Quality Team. |
| |The output of this phase is Quality Manual, Procedures, Corresponding Forms, Formats and Work Instructions. |
| |The finalized documents, on approval by the designated authority are issued throughout the centre for |
| |implementation. Additional work instructions are designed as per the need felt during the actual implementation.|
| |The finalized documents are also sent to the certification body for assessment and review. |
| | |
|Method Used |Interaction with the top management |
| |Interaction with departmental staff |
| |Compliance with ISO 9001: 2008 standards |
| | |
|Outcome |Organization’s commitment defined through its quality policy and objectives |
| |Quality Manual – The Apex document of the organization is finalized. |
| |Organizations’ policies are documented for all activities. |
| |Activities, responsibilities and authorities of all personnel are clearly defined. |
| |Various procedures, flow chart, formats, records required to run the system are finalized. |
|Phase IV – Implementation & Internal Audit |
| | |
|Implementation |The Quality Team: |
| |Holds training sessions for implementing personnel |
| |Explains methodology for implementing procedures and work instructions and the records required to be kept. |
| |Ensure department start implementing the documented procedures accordingly. |
| |Associates with the audit teams during first audit to give confidence to the internal auditors. The Quality Team|
| |discusses the audit results and takes the necessary corrective and preventive actions to improve the system with|
| |our assistance. |
| | |
| |The process is repeated till the Quality Team gets confidence about Effectiveness of the ISO 9001: 2008System. |
| |After two audits, the system Normally stabilities, becomes practical, effective and ready for Certification |
| |audit. |
| | |
| |To provide an independent assessment of the implemented ISO 9001:2008 Quality Management System and state of |
| |readiness for certification, |
| | |
| |A mock audit is undertaken by our consultants. Results of the audit are discussed and the system fine tuned for |
| |certification audit by the Selected Accredited third party. |
| | |
|Methods Used |Training to internal auditors |
| |Observation & verification of activity, records, documents etc. |
| |Interaction with staff |
| |Comparison with reference data, charts, books etc. |
| | |
|Outcome |The new quality system is put to test to ensure that all the staff is aware of their role and responsibility and|
| |fulfill the requirements in-Toto. |
| |Assessment and verification of the suitability of the quality management system |
| |Assessment and verification of the staff competence level and training needs |
| |Assessment of the areas of importance |
| |Corrective and preventive action taken for improvement |
| |Assessment of the customer satisfaction level. |
| | |
| |This involves all the staff doing quality activity and as per the requirement of ISO 9001: 2008 standards |
| |including: |
| | |
| |Following the defined process, procedures and instruction. |
| |Filling all formats, forms as required for the activity and maintaining records of the same. |
| |Working towards the organizational quality policy and quality objective. |
| |Clear understanding of responsibilities and authorities of each personnel. |
| |Conducting the defined incoming, in process and final inspection at each stage to ensure quality results etc. |
| |Identification of areas where the system is not being followed and corrective action taken to strengthen the |
| |same. |
| |Improvement/amendment/modification in system procedures needed to make it compliant. |
| |Problems faced by the staff in implementation and action taken thereof. |
| |Analysis of quality management system and improvement if required. |
| |The concerned in charges are informed of the non compliance in their departments and time frame given to remove |
| |the same. |
| |Re-audit can be conducted in areas where much non-compliance has been found. |
| |All last minutes doubts are clarified and the staff confidence level is increased to face the external auditors.|
|Phase V – Pre & Final Assessment By Certifying Body |
| | |
|Implementation |A suitable accredited certification agency is selected for third party audit. |
| |The selected certification agency carries out audit in two parts: |
| | |
| |Part I – Adequacy of the documents prepared by the organization is checked for conformance with the ISO 9001: |
| |2008Standard. |
| | |
| |Part II – The audit team carries out compliance/conformance audit to assess whether the documented system is |
| |actually being followed closely. The audit team carries out the conformance audit on sampling basis. It is |
| |normal for this team to find a few deficiencies in the form of non-conformance, however well documented and |
| |implemented the system may be. Out consultants provide advice on resolving nonconformities, and a certificate |
| |valid for three years is awarded by the certification agency. |
| | |
| |It is generally preferred and not mandatory that all the staff be present during the pre and final assessment. |
| |However the top management and Quality Management Representative should make themselves available for the full |
| |day during the final assessment. This also reflects the seriousness and commitment of the school towards proper |
| |implementation of quality management system. |
| | |
|Methods Used |None |
| | |
|Outcome |Verification of the quality system readiness and compliance by the external auditors to recommend the centre for|
| |certification. |

4.0 Other Terms:

a) Validity Period: This proposal is valid for 30 days from the date of submission.

b) Payment Terms: The invoice shall be raised as per the above terms of payment and the payment shall be made within 15 days of receipt of dated invoice except for the amount payable on confirmation.

c) Performance of Services: Knowledge Lenders reserves the right to assign personnel to perform the above referred services and agrees to assign personnel who are, in Knowledge Lenders’ judgment, qualified to complete the Services requested.

d) Force Majeure: Knowledge Lenders shall not be responsible or liable for any delay in delivery or in the provision of services due to fires, strikes, labor disputes, war, civil commotion, delays in transportation, or material, failure of the Red Hat to provide any agreed upon information or equipment, communication line failure, power failure, failure of computer equipment or software or any other causes beyond the control of Knowledge Lenders. The existence of such delays shall extend the time for performance on the part of Knowledge Lenders to such extent as may be necessary to enable Knowledge Lenders to perform after the cause of delay has been removed.

e) Claim: No claim arising out of services rendered by Knowledge Lenders shall be asserted more than one year after the date of the provision of service or one year after the date of termination of the relationship whichever is earlier.

f) Applicable Law and Jurisdiction: As Knowledge Lenders would be providing the services from its Delhi office and the arrangement is finalized in Delhi, the arrangement would be subject to laws applicable in Delhi and courts of law in Delhi.

g) Provision of Services by Affiliates: The services specified in this proposal shall be provided by Knowledge Lenders or by any of its affiliates, as Knowledge Lenders may consider appropriate.

h) Liability: Knowledge Lenders’ liability, if any, in contract, tort or otherwise arising in connection with any matter relating to this service shall not exceed in total the amount paid by GSP to Knowledge Lenders for this service, during the 12 months period immediately prior to the cause of action arising or the amount of damages actually paid by Red Hat to the aggrieved party as a direct result of Knowledge Lenders’ negligence in proper performance of its duties, whichever is lesser.

We trust the above proposal would meet with your approval.

We shall be pleased to clarify any pertinent point. Kindly let us have your confirmation on the above proposal. We look forward to a long term and mutually beneficial relationship with you.

Yours sincerely,

KNOWLEDGE LENDERS

----------------------- KNOWLEDGE LENDERS