Date:

MINUTES OF MEETING
(Management Review FY11/12 & FY12/13)
Attendees: 1) Karim bin Taib (Chairman) 2) Ir. Mohd Haizad bin Hussain (Managing Director) 3) Badlee Shah bin Mohamed Kassim (Executive Director) 4) Anuar bin Ismail (Executive Director) 5) Burhanudin Shah bin Hamzah (Executive Director) 6) Wan Suffian bin Wan Mansor (Manager) 7) Jais bin Ismail (Manager) No 1 2 Agenda (Item Discussed) Opening remarks by Managing Director Follow up from previous MRM Sixteen (16) actions determine in FY10/11 Management Review completed. Customer Feedback i) Customer Complaint FY11/12 2 customer complaint Both complaints from TM FY12/13 4 customer complaint 3 from TM and 1 from TNB

19 March 2013

th

Venue:

Time:

Puri Pujangga, UKM

9.30am ~ 1.00pm

8) 9) 10) 11) 12) 13) 14)

Hidzir bin Abdullah (Manager) Nurul Haszeli bin Ahmad (Manager) Hamdan bin Shariff (Manager) Mohd Rizal bin Ahmad (Manager) Ahmad Naim bin Abu Bakar (Senior Executive) Rahayu binti Razalli (Senior Executive) Amizah binti Abu Saman (Senior Executive) Output Action PIC D/L -

1. Majority of complaint come from TM project both financial years. 2. All complaints from TM concerning on the delivery performance of contract. 3. Two issues required further detail analysis which contributes to delay in delivery. First is customer site readiness and second is the ability of Matrixs subcontractor. 4. For TNB complaint also regarding to delivery performance.

1. Centralize the registration and monitoring of any customer complaint regardless of which project they come from.

Badlee

30/3/2013

ii)

Customer Survey FY11/12 No survey was conducted FY12/13 2 surveys conducted. Both from MTM.

1. There is weakness in Sales & Project team 1. Establish plan/schedule for conducting which responsible for getting customer customer satisfaction survey. feedback. 2. Seen that there was no proper planning to obtain the customer satisfaction level and there was no further analysis done from surveys conducted from MTM.

Badlee

30/3/2013

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Agenda (Item Discussed) Result of Audit i) Internal Audit FY11/12 No. of CAR = 10 No. of OFI = 0 FY12/13 No. of CAR = 12 No. of OFI = 1 ii) Compliance Audit (SIRIM) FY11/12 No. of NCR = 0 No. of OFI = 4 FY12/13 No. of NCR = 4 No. of OFI = 0

Output 1. The trend of non-compliance for both Internal Audit and SIRIM audit is increasing from FY11/12 to FY12/13. 2. Significant weakness can be seen in 2 areas which are Product Realization and Measurement, Analysis and Improvement. 3. For new financial year 2013/14, all departments must make initiatives to improve these 2 areas with the support from Quality Department. 1.

Action Reply NCR from SIRIM and provide the evidences in order to close NCRs.

PIC Wan Suffian

D/L 29/3/2013

Process Performance and Product Conformity i) Employee Turnover Rate FY11/12 = 2.2% FY12/13 = 2.2%

1. The calculation of employee turnover rate is not clearly defined. 2. Turnover rate for both year do not show change in performance. 3. There is no clear target set for turnover rate. Reference only made from internet source which the Malaysia wide rate is 10.8%. 1. Delivery performance data are only on the mass production products which are for 25 PPU, 20 PPU and 14 SSU project. 2. All projects delivery performance shall be included to reflect overall performance. 3. 37% of on-time delivery is very poor performance and we need to identify the root cause in contributing to such performance.

1. Establish KPI dictionary for reference of every KPI definition and calculation. 2. Identify proper baseline for turnover rate target setting.

All HOD All HOD

30/4/2013 30/4/2013

ii)

Delivery Performance FY11/12 = no measurement FY12/13 = 37%

iii) Production Lead Time FY11/12 = no measurement FY12/13 = average 21wk (11kV PPU) = average 13wk (33kV PPU) = average 7wk (33kV SSU)

1. All product average production lead time 1. Recruit replacement for storekeeper exceed the delivery requirement from customer which is 4 weeks from PO date. 2. Production team shall study any possible 2. Improve material control system to initiatives to reduce the lead time. ensure early detection of insufficiency.
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Wan Suffian Hidzir

22/4/2013

19/5/2013

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Agenda (Item Discussed)

Output 3. Look for related processes such as: i) Material arrival time ii) Sub-contractor availability and performance iii) Rework iv) Material control

Action

PIC

D/L

iv) Employee Satisfaction Index FY11/12 = no measurement FY12/13 = 8.2

1. Comparison made with FY2008/09 Employee Satisfaction Index. 2. Three (3) areas showing degrading in employee satisfaction which are: i) Leadership and Planning ii) Working Conditions iii) Your Role at Matrix Power 1. Datmeltech (supplier for Annunciator) was rated D for 2 years consecutively. 2. The reasoning for selecting Datmeltech is because its competitive price and it is the only local manufacturer of the product. 3. TNB would like us to localize as much as possible.

1. Propose action plan to be implemented to improve the satisfaction level for the 3 areas.

Wan Suffian

20/4/2013

v)

Supplier Performance FY11/12 = 2 supplier rating D FY12/13 = 2 supplier rating D

1. Draft a supplier improvement program to support Datmeltech to improve its product quality performance.

Amizah

20/5/2013

Status of Corrective and Preventive Actions

1. Monitoring of CAR still need to be improved 1. Identify better monitoring mechanism even there is a work instruction to handle them. for CAR. 2. All of CAR issued during internal audit. 4. Status of CAR shall be reported more frequent instead of once a year in the Quarter Review. 5. Set an objective for closing the CARs in Quality Team. 1. Develop a sustainable business plan for the next five years supported with clear and definite missions. 2. Establish market and product development on the present and future technology 3. Revisit and Simplify the process and information flow within the organization 4. Drive competitiveness and stay relevant in our markets Project Deliveries Cost of production -

Wan Suffian

19/4/2013

Recommendation for Improvement

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Agenda (Item Discussed)

Output BOM, engineering design Vendor development Drive the CRM, customer survey Product Development and Technology acquisition 5. Revamp the inventory management system. 6. Regular reporting, short and precise: USE gantt chart. 7. Resource Allocation, proper manpower planning right people at the right place at the right time.

Action

PIC

D/L

Changes that could affect QMS

1. The Engineering and Design Department has been split into two sections which are Power Utility and Power Industry. 2. Power Utility will continue with projects from TNB while Power Industry will deal with projects other than TNB. 3. Amendment in Employment Act 1955, where all employees with wages RM2,000 and below are entitled to all term and condition provided in the Act which effective in Mid 2012. 1. Matrix Power Quality Management performance was degrading and top management is very concern. 2. Next financial year i.e. FY2013/14 will be more focusing on stabilizing the QMS by strengthening the setting quality objectives and monitoring their performance at both company level and departmental level. 3. In addition, the awareness of quality needs to be nurtured from time to time.

Conclusion

Prepared

Approved

MR
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Managing Director
QMS-08-00-03