HX Solutions Sdn. Bhd.

Internal Quality Audit Checklist

12 Aug 2025

No. Audit Criteria Auditor PIC Auditee Observations Supporting Documents
1 Risks & Opportunities Assessment (Departmental) Philip T&C Oon CH

OK

 ROAF T&C
    Philip PD Ho CH OK ROAF PD
    Philip ENG Ho CH OK ROAF ENG
    Philip HRE Evelyn Tan OK ROAF HRE
    Philip ADE Evelyn Tan ROAF 2025 ADM - None  
    Philip PURE Evelyn Tan OK ROAF PUR
    Philip Maint Ho CH OK ROAF Maint 
             
2 Quotation Log & Success Rate Philip T&C Oon CH Success Rate 67.0% Quotation Analysis 2025
3 Tender Log & Success Rate Philip T&C Oon CH Success Rate 12.5% Tender Analysis 2025
4 Business Loss Analysis Philip T&C Oon CH OK Business Loss Analysis 2025
             
5 Customer Satisfaction Survey Responses Philip QSA Evelyn Tan Done CSS 2025 Responses
6 Customer Satisfaction Survey Chart Report Philip QSA Evelyn Tan The Customer Satisfaction Survey Assessment Chart 2025 was not raised as per procedure QSA-PRO-02.
(Clause 9.1.2)		  
7 Customer Satisfaction Survey Follow Up Action Philip QSA Evelyn Tan Done CSS Follow Up Action Report
8 Customer Inquiry & Complaints (CCF) Philip QSA Evelyn Tan One CCF - Closed Vishay_Complaints_28Jun2025 
             
9 Drawing Tracking List / Drawing Log Philip ENG Ho CH There were no evidence on the use of the Drawing Log for the control of 3 shop drawings drawn by the draughtswomen i.e. PKVCE 2503/E-2A, PKVCE 2503/E-3A and PKVCE 2314/E-2 for COHU project.
(Clause 8.3.5)		  
10 Drafting Services -  Shop Drawings Philip ENG Ho CH There was no evidence of proper identification of each set of shop drawings which was hung on the drawing rack which will make traceability difficult.
(Clause 8.5.2)		  
11 Design Plan Checklist Philip ENG Ho CH No Design and build project  
12 Design Input Plan Philip ENG Ho CH No Design and build project  
             
13 Measuring Tools & Calibration Philip PUR Evelyn Tan OK Master Calibration List 2025
             
 14 Project Reference List   Philip  PD Ho CH   OK Current Projects 2025 
15 Project Quality Plan Philip PD Ho CH There were an incident of stop work at ATX project for one month on early 2025 due to owner/main contractor issues and there was no evidence that the Company (HX Solutions) being the subcontractor had put forward their EOT claims to the main contractor.
(Clause 8.1 and 8.5.1)		  
16 Maintenance Job - Gantt Chart Philip PD Ho CH OK  
17 Project Progress Meeting Philip PD Ho CH OK  
18 Project Log Philip PD Oon CH OK  
19 Project Insurance Cover Philip PD Ho CH OK  
20 Project Equipment Testing Philip PD Ho CH OK  
21 Material Approval Philip PD Ho CH OK - Vishay Maintenance Works  
22 Submittal Approval Form Philip PD Ho CH OK  
23 Project Punch / Defect List Philip PD Ho CH OK  
             
24 Purchase Order List (for Project Reference) Philip PURE Evelyn Tan OK  
25 Vendor Registration & Approval Form Philip PURE Evelyn Tan OK  
26 Approved Vendor List (Suppliers & Subcon) Philip PURE Evelyn Tan  (1) Only 32 out of a total of 38 active suppliers had been evaluated on their annual performance as per the vendor evalaution report 2025 and procedure CD-PRO-03 Vendor Control Procedure.
(2) The new subcontractor, Arrowlogic Sdn. Bhd. had been approved as the Registered Vendor but was not listed in the Approval Vendor List (Subcontractor).
(3) Two new suppliers, Byteering Sdn. Bhd. and Asia Ducting Sdn. Bhd. had been listed in the Approval Vendor List (Suppliers) on Jan 2025, however, their vendor registration form was not available for audit.
(Clause 8.4)		 Approved Supplier List 2025
Approved Subcon List 2025
27 Vendor Performance Evaluation Form Philip PURE Evelyn Tan Format error - need to re-do Evaluation Forms 2025
28 Vendor Performance Evaluation Report Philip PURE Evelyn Tan Format error - need to re-do Evaluation Report 2025
29 Purchase Requisition (PR) Log Philip PURE Evelyn Tan OK  
30 Purchase Order & Goods Received Notes Philip PURE Evelyn Tan OK  
             
31 Organization Chart - Update Philip HRE Evelyn Tan Updated 07 Apr 2025 HX Org Chart
32 List of new employees Philip HRE Evelyn Tan OK  
33 Employee Induction Checklist Philip HRE Evelyn Tan OK  
34 Employee Job Descriptions Philip HRE Evelyn Tan OK - 3 new employees  
35 Employee CIDB Green Card Philip HRE Evelyn Tan A recent recruited new Project Engineer (En. Muhammad Adib Bin Azmi) were found to hold an expired CIDB Green Card (Site Competency Card) and allowed to enter the poject sites.
(Clause 7.2)		  
36 Employee Competency Report  Philip HRE Evelyn Tan The Employee Competency Report for year 2025 was raised for assessing the training requirement, however, the following 5 employees as per the Company's organization chart dated 7/4/2025) were left out of the said report:
(1) Muhammad Ikhwan (Chargeman/PW4).
(2) Liyu Kim Choy (Wiring Supervisor).
(3) Ang Kong Pin (Wiring Supervisor).
(4) Khoo Teck Soon (Wiring Supervisor).
(5) Ow Chee Loy (Wiring Supervisor).
(Clause 7.2)		 Employee Competency Report 2025
37 Annual Training Plan Philip HRE Evelyn Tan  OK Annual Training Plan 2025
38 Attendance List (For Record Training) Philip HRE Evelyn Tan  OK  
39 Training Evaluation Form Philip HRE Evelyn Tan  OK  
40 Employee Training Record Philip HRE Evelyn Tan  OK  
             
41 Preventive Maintenance for Office Equipment Philip ADE Evelyn Tan OK  
42 Office Rental Philip ADE Evelyn Tan Not Applicable  
             
43 Internal Quality Audit Plan Philip QMA Philip OK  2025 IQA Plan
44 Internal Quality Audit Checklist Philip QMA Philip OK  2025 IQA Checklist
45 Internal Quality Audit Report   QMA Philip OK  2025 IQA Report
             
46 Organizational Knowledge Monitoring Chart Philip IM Evelyn Tan OK Annex K
47 Internal Communications Meeting - Minutes Philip IM Evelyn Tan There were no evidence of conducting the internal communication meeting for year 2024 and 2025 to meet the Company's Quality Objective No. 3 to create communications among the top management with the lower level staff.
(Clause 7.4)		  
48 External & Internal Issues - Update Philip IM Evelyn Tan OK Annex B (1)
49 Needs & Expectation of Interested Parties Philip IM Evelyn Tan OK Annex B (2)
50 Quality Objectives Achievement Philip IM Evelyn Tan OK Annex H
51 Corrective & Preventive Actions (NCR) Philip IM Evelyn Tan   None
52 Analysis of Data Philip IM Evelyn Tan OK Annex O
53 Management Review Meeting Philip IM Evelyn Tan OK  
             
54 BV Surv Audit 1 Audit Plan Philip IM Evelyn Tan  OK 27-Aug-2025 (Plan)
55 BV Surv Audit 1 Audit Report Philip IM Evelyn Tan  OK  
             
56 Company Outing / Events Philip ADE Evelyn Tan  Sui Kang Chiew & Hari Raya Puasa Gathering 2025  2 Events
57 Awareness of Quality Policy & Quality Objectives Philip IM Evelyn Tan Two old posters on Quality Policy and Quality Objectives needs to be updated and to be properly signed by the MD for display at Main Office.
(Clause 5.2.2 and 7.3)		  
58 Archive of Documents Philip ADE Evelyn Tan There were a number of boxes containing past documents (particularly accounts related) for retention located at the Archive Rack which does not have any archive labels for identification and traceability.
(Clause 7.5.3 and 8.5.2) 		 
             
  Audited by          
 
(1) Lead Auditor: Philip Yong
 
 
 
Date: 12 Aug 2025
 
 

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