Document Code:

TITLE: Management Review Meeting Minutes

Review Date: 24.12.2023 Revision Status: 00 Page 1 of 10

Meeting Venue: Conference Room

Meeting Agenda:

1. Follow-up actions from previous management Review.

2. Changes in External & Internal Issues, need and expectations that are relevant to the IMS, risk opportunities and aspect impact.
3. Customer Satisfaction and Feedback from relevant interested parties.
4. IMS Policy objectives & Goal.
5. Process performance and conformity of products and services.
6. Status of Nonconformities, and corrective actions.
7. Monitoring and Measurement results.
8. Significant environmental aspect & Impact.
9. Internal Audit results.
10. Performance of external provider.
11. Adequacy of resources.
12. The effectiveness of action to address risks and opportunities.
13. Opportunities for Continual improvement.
14. Information of the organizations environmental performance including fulfillment of compliance obligations.
15. Relevant communications from interested parties including complaints.
16. Any other matter relating to the EMS & QMS
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 2 of 10

Topic 1: Follow-up actions from previous management review.

Item Description/Conclusions Action Assigned to Status
1.1 This is the 2nd Management Review meeting of EMS/ QMS NA
Standards. So follow action action from previous review not included
in this meeting.

Topic 2: Changes in External & Internal Issues, needs and expectations that are relevant to the EMS/QMS, Risk opportunities and aspect impact.
Item Description/Conclusions Action Assigned to Status
2.1 Facility identified all Aspect & Impact analysis as per internal & NA
external issues and conduct risk assessment. In this clause no
observations & non-conformity was found.

Topic 3: Customer Satisfaction and Feedback from relevant interested parties.

Item Description/Conclusions Action Assigned to Status
We collect some customer feedback. The customer is Hop Lun Apparel provides service to its Head of George, Lidl, H&M
3.1 happy to our products and service. head office PPO Merchandizers, so Head PMC, already provided their
of PMC informed to concern PPO customer feed back
merchandiser to provide all customer about Hop Lun
feedback about Hop Lun Apparel service. Apparel service
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 3 of 10

Topic 4: EMS/QMS Policy & EMS/QMS Objective & Goal

Item Description/Conclusions Action Assigned to Status date
We already updated the EMS/QMS policy, Objective with Goal. Policy is communicated within the
4.1 We already posted the EMS/QMS policy inside the factory. As organization. As well as EMS/QMS Continuous
well as we are communicating the external parties like our Objective & Goal also communicated to process
consultant, certification Body, Government agency and others the concern person (Internal & External)
about our IMS requirement.

Topic 5: Process performance and conformity of products and services

Item Description/Conclusions Action Status date
Department head informed the meeting that the process performance General Manager advised that all- Continuous
5.1 is good for Environment & Quality production. Production Manager department heads that, if any product process
inform to the meeting that there is no products non conformity nonconformity found they needs to
found in the time since from the QMS/EMS implemented. take proper action.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 4 of 10

Topic 6: Status of Nonconformities and corrective actions

Item Description/Conclusions Action Assigned to Status

1. It was found that there is no septic tank in the factory 1. Need to take initiative to discuss with Admin We will
6.1 Landlord and take necessary action to Manager check with
2. During internal audit time, we observed that all food prepare budget and drawing for this relevant
waste goes to land fill area. &
issue. parties and
3. Hop Lun Apparel Set-up Hygrometer to identify the moisture Facility make
2. Need to check with vendor who can
level of the environment to mold prevention of the Raw Material, Maintenance action plan
use food waste for fish feed and natural
but in Warehouse Quarantine area & Store area moisture level Manager to solve it.
fertilizer.
found high. There’s no effective initiative taken to control the
& Concerned
moisture level 3. Department head need to ensure
Depart Head.
monthly checking and necessary
training for responsible person.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 5 of 10

Topic 7: Monitoring and Measurement result

Item Description/Conclusions Action Assigned to Status
7.1 observation:- Facility Check
1. Hop Lun Apparel Maintenance department spare parts are 3. Once a week conduct inventory Maintenance present
stored in secure store, but Spare Parts register are not updated from audit by Maintenance department Manager status
last 3 days & few spare parts are kept without proper 4. Need to improve ventilation system and take
identification. 5. Improve & Replace the lighting action to
setup on the low lux level lights. complete
phase by
2. Hop Lun Apparel set-up Hygrometer to identify the moisture phase.
level of the environment to mold prevention of the Raw Material,
but in Packing section & FG Store area moisture level found high.
There’s no effective initiative taken to control the moisture level

5. Found low lux level on cutting section lace spreading area

Topic 7: Monitoring and Measurement result
Item Description/Conclusions Action Assigned to Status
7.3 observation: - Admin Check
Awareness and external communication. 1.Need to keep supplier acknowledgment Head present
During the management interview, a few suppliers were not aware about to protect environment & provide quality status
the ISO 14001:2015 & ISO 9001:2015 requirements. product. and take
action to
complete
phase by
phase.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 6 of 10

Topic 8: Significant environmental aspect and impact

Item Description/Conclusions Action Assigned to Status

8.1 1. We have identified Environmental aspect and 1. As per aspect & Impact 1. All department heads When
impacts for our organization. department head will take action. 2. Mechanical Manager Required
2. During internal audit we found that, few machine 2. Ensure all machines
maintenance to conduct by floor mechanics. maintenance within every week
Topic 9: Results of internal audits

Item Description/Conclusions Action Assigned to Status date

9.1 The internal audit was conducted by the internal audit Internal audit report already shared All Department In Progress.
team. The audit schedule was prepared by the with all concerned department heads. Concerns.
responsible department head. There were NCS and Department heads need to take the
observations identified by the auditors. The internal audit required action against CAP.
was completed by a follow-up action on different dates
to close the NCRS. In the management review meeting
the General Manager advised all
We follow all legal requirement related to EMS/ QMS. department heads to go through the
findings report for the necessary
corrective actions.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 7 of 10

Topic 10: Performance of external providers

Item Description/Conclusions Action Assigned to Status
10.1 No issue

Topic 11: Adequacy of Resource

Item Description/Conclusions Action Assigned to Status
Need more training materials General Manager instructed to the all- Department In
11.1 department head to take proper action Head. progress
for effective training & collect related
training materials if necessary

Topic 12: The effectiveness of action to address risks and opportunities

Ite Description/Conclusions Action Assigned to Status

m date
12. There are some risk & Opportunities found and proper action taken. The General Manager instructed to the All In
1 all-department head to take proper action Department progress
against risk & opportunities as Head
applicable for his /her department.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 8 of 10

Topic 13: Opportunities for continual improvement

Item Description/Conclusions Action Assigned to Status
We already conducted EIA and Energy Audit for Production and As per EIA & Energy audit report need Department In
13.1 Environment development. to take action and follow up the pending Head progress
issues. .

Topic 14: Information of the organizations environmental performance including fulfillment of compliance obligations.
Ite Description/Conclusions Action Assigned to Status
14.1 No Issue

Topic 15: Relevant communications from interested parties including complaints

Ite Description/Conclusions Action Assigned to Status
15.1 No issue

Topic 16: Any other matter relating to the EMS & QMS.
Ite Description/Conclusions Action Assigned to Status
16.1 We have developed EMS & QMS team for the improvement of IMS Regular review and update. EMS & Continuo
requirement. Also we have long term strategy and goals for the QMS QMS team us
& EMS. It will be our continuous process to improve IMS process
performance including Emergency prepared plan and Document
control procedure.
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 9 of 10

Meeting Picture
 Document Code: HLFS/IMS/V-001/007
TITLE: Management Review Meeting Minutes
Review Date: 24.12.2023 Revision Status: 00 Page 10 of 10

Distribute to all persons auctioned and all attendees and also display on notice board
File original Management review.

Prepared By Approved By