QUALITY ASSURANCE AND QUALITY CONTROL OF MINE SEARCH AND/OR MINE CLEARANCE APPROVAL OF THE TASK EXECUTION PLAN INTRODUCTION TO OPERATIONS

Transcription

1 STANDARD OPERATING PROCEDURE SOP QUALITY ASSURANCE AND QUALITY CONTROL 04. QUALITY ASSURANCE AND QUALITY CONTROL OF MINE SEARCH AND/OR MINE CLEARANCE HUMANITARIAN DEMINING TO 523 PLANNING APPROVAL OF THE TASK EXECUTION PLAN INTRODUCTION TO OPERATIONS QUALITY ASSURANCE DURING MINE SEARCH AND/OR MINE CLEARANCE QUALITY CONTROL OF THE COMPLETED MINE SEARCH AND/OR MINE CLEARANCE AND GEODETIC MEASUREMENT ANALYSIS OF THE COMPLETED TASK TAKEOVER DOCUMENTATION DIRECTOR OF CROMAC: Oto Jungwirth MARCH

2 TABLE OF CONTENTS Introduction 1. Subject 2. Related Documents 3. Terms and Definitions 4. Planning 5. Review and Approval of the Task Execution Plan 6. Introduction to Operations 7. Quality Assurance Quality Assurance during mine search and/or mine clearance Monitoring during mine search and/or mine clearance 8. Quality Control Quality Control of the completed mine search and/or mine clearance and geodetic measurement 9. Analysis of the Completed Task 10. Takeover of the Mine Searched or Mine Cleared Areas 11. Delivery of the File Related to the Completed Task 12. Documentation 13. Annexes 2

3 INTRODUCTION The objective of this SOP is to enable coordination and standardization of Quality Assurance and Quality Control of mine search and/or mine clearance. These two activities are defined by the Law on Humanitarian Demining (Official Gazette 153/05 and 63/07 CHAPTER VII «QUALITY ASSURANCE AND QUALITY CONTROL 1» and by the Rules and Regulations on Humanitarian Demining 2 (Official Gazette 53/07 and 111/07, Chapter 6 «METHODS OF IMPLEMENTATION OF THE QUALITY ASSURANCE AND QUALITY CONTROL». This SOP defines all the phases of implementation of Quality Assurance and Quality Control, including the procedures and production of respective documents during the course of mine search and/or mine clearance. The ultimate goal is to set up mechanisms of Quality Assurance and Quality Control, which will result in the fulfilment of all requirements and the handover of mine free land to the beneficiaries for safe use. Quality Assurance and Quality Control are sets of procedures, which are conducted by CROMAC s Quality Control Officers and Quality Assurance Monitors. 1 Translator's te: This chapter is translated as Quality Assurance in the translation of the Law on Humanitarian Demining 2 Translator's te: The document translated on previous ocassions as: The Book on Rules and Regulations on the Method of Conducting Humanitarian Demining Operations 3

4 1. SUBJECT The following topics are elaborated in this document: PLANNING EXECUTION DEADLINES AND RESPONSIBILITY APPROVAL OF THE TASK EXECUTION PLAN 3 INTRODUCTION TO OPERATIONS Quality Assurance INSPECTION DURING MINE SEARCH AND/OR MINE CLEARANCE - MONITORING Quality Control INSPECTION OF COMPLETED MINE SEARCH AND/OR MINE CLEARANCE AND GEODETIC MEASUREMENT ANALYSIS OF A COMPLETED MINE SEARCH AND/OR MINE CLEARANCE TASK DOCUMENTING Planning is of utmost importance for the successful completion of any task. CROMAC conducts annual, quarterly and monthly planning and follows up respective achievements on a weekly basis. It is impossible to precisely define the start date of every of mine search and/or mine clearance since it is dependent on other factors (such as: on when the contract is signed and when the request for introduction to the operations is received ). Therefore, the planning in the QA and QC Department is conducted on a weekly basis. The QA and QC Department plans the implementation of the following activities: introduction to operations, beginning of the mine search and/or mine clearance, Quality Assurance and Quality Control of mine search and mine clearance activities. Completion deadlines give a timeframe for the realisation of a specific activity, i.e. for approval of the Task Execution Plan, Quality Assurance, implementation of the Quality Control, delivery of the required task documentation and update of the database accordingly. The process of approval of the Task Execution Plan involves receipt of the required paperwork sent to CROMAC s Quality Assurance and Quality Control Department after the tender has been completed, the Task Execution Plan, all segments for evaluation and approval, implementers and the procedure of the Task Execution Plan approval. Introduction to operations is conducted following the receipt of a demining organisation s request. It is done by Quality Control Officers with mandatory presence of the Head of Site and Quality Assurance Monitor. Quality Assurance inspection during mine search and/or mine clearance. It is a set of procedures defined by the Law on Demining and Rules and Regulations on Demining. SOP emphasizes guidelines and methods for each phase, as well as the procedures in case of 3 Translator's te: It is refered to as Execution Project in English translation of the Law on Humanitarian Demining 4

5 any deviation from the Task Execution Plan. Monitoring of mine search and/or mine clearance is conducted from safe distance by authorised CROMAC monitors. Quality Control inspection of the completed mine search and mine clearance. It is conducted by CROMAC s Quality Control Officers after the completion of mine search and/or mine clearance and receipt of task documentation, which is defined by the Law on Humanitarian Demining and the Rules and Regulations on Humanitarian Demining. Quality Control is conducted by sampling and the survey of the samples is done by CROMAC s deminers. Re-marking and geodetic measurement of mine searched and/or mine cleared land are done after the completion of the Quality Control. Analysis of the completed task is a procedure that is conducted following completion of the Quality Control. It involves the Quality Control Officer, who conducted the Quality Control of the task, the Head of the Survey Section in the respective Regional Office and a Database Advisor. The objective of this process is to give a final task analysis (analysis of minefield records, searched and/or cleared land and re-marking). Documenting is an important activity of Quality Management and involves the documenting of written minefield records and recording them in the database. 5

6 2. RELATED DOCUMENTS 2.1. Law on Humanitarian Demining, Official Gazette 153/05, 63/07, 2.2. Rules and Regulations on Humanitarian Demining, Official Gazette 53/07, 111/ Rules and Regulations on Task Documentation in Humanitarian Demining, Official Gazette 40/ Rules and Regulations on Training and Exam for Employees in Humanitarian Demining Official Gazette 42/ Rules and Regulations on Statement on Mines and UXO Found, Statement on Established Non-contamination of Area and/or Premises, Statement on Clearance and, Records on Destruction of Mines and UXO, Official Gazette 53/ Rules and Regulations for Evaluating Competence of Demining Organisations to Implement Humanitarian Demining, Official Gazette 53/ Rules and Regulations on Technical Requirements and Conformance of the Machines Used in Humanitarian Demining, Official Gazette 53/ Rules and Regulation on Technical Requirements and Testing of Handlers and Mine Detection Dogs in Detection of Mines for the Purposes Humanitarian Demining, Official Gazette 53/ Rules and Regulations on Technical Requirements and Conformance Assessment of Devices and Equipment Used in Humanitarian Demining, Official Gazette 53/ IMAS 9.20 (Guidelines for Post Clearance Sampling) SOP 03-02, Capability assessment of humanitarian demining organisations to conduct the activities of humanitarian demining SOP 04-02, Sampling for the purpose of inspection and control of the soil depth reached by demining machines SOP 04-03, Sampling during and after mine search and/or mine clearance 4 Translator's te: The document translated on previous ocassions as: Rules and Regulations on Method of Project Documentation Development 5 Translator's te: The document translated on previous ocassions as: Book of Rules and Regulations on the Following Forms: Satement of Mines and UXO Found on the Site, Statement on Non-determined Mine Contamination of the Site and/or Building, Statement on Mine and UXO Clearance and Their Parts, and Register on Mine and UXO Destruction 6 Translator's te: The document translated on previous ocassions as: Book of Rules and Regulations on Competence Assessment Procedure for Authorised Legal Entities and Tradesmen Conducting Humanitarian Demining Operations 7 Translator's te: The document translated on previous ocassions as: Book of Rules and Regulations on Technical Requirements and Evaluation Procedure for the Training and Handlers and Dogs for Mine Detection in Humanitarian Demining. 6

7 3. TERMS AND DEFINITIONS Site is a place (zone) where mine search, and/or mine clearance and/or technical survey are undertaken. The site boundaries are determined with the Task Execution Plan; Team Leader is a person that manages a team. He/she must possess a deminer s ID card; Head of Site is a person that manages mine search and/or mine clearance at the site. He/she must possess a head of site ID card; Task Execution Plan is a collection of sketches and documents suggesting a technical solution in accordance with the Project Proposal and defining methods of technical survey, mine search and/or mine clearance of a specific area and/or premises; SOP is a collection of defined operating procedures in humanitarian demining. With this document an authorised demining organisation defines methods of mine search and mine clearance, use of equipment and resources, procedures with mines and UXO, protective and safety measures; Introduction to operations is a procedure conducted by the Croatian Mine Action Centre. On this occasion an authorised demining organisation takes over the site defined by the bidding documentation and the respective Task Execution Plan for Mine Search and/or Mine Clearance; Site marking is a procedure of division of the area where mine search or mine clearance is conducted from the areas that are t subject to those activities. It is done by the authorised demining organisation; Mine search is a procedure used to establish precision of information collected through general and technical surveys and mine and UXO contamination of the entire mine suspected area and/or premises defined by the Task Execution Plan; Non-contamination of area and/or premises is a status of the area and/or premises for which contamination with mines, UXO or their fragments has been established during mine search, up to the depth specified by the Task Execution Plan; Contaminated area is an area contaminated with mines, UXO (KB-1, MK-1) or their fragments in a number and deployment that indicates a systematic mine contamination of a specific area; Mine clearance is a procedure of finding and marking, disarming and destruction of mines and UXO in situ; 7

8 Fully cleared site is a status of an area and/or premises that has been completely cleared of mines, UXO and their fragments to the depth specified by the Task Execution Plan; Quality Assurance and Quality Control is inspection conducted by authorised CROMAC s employees during and after mine search and/or mine clearance. 8

9 4. PLANNING Planning of the activities is of utmost importance for the successful realisation of tasks set CROMAC produces the following plans: Three-Year Plan, Annual Plan, Quarterly Plan and Monthly Plan Department for Quality Assurance and Quality Control produces: Weekly Plans. Weekly planning is done in accordance with actual indicators: Activity plans of demining organisations for the following week (Rules and Regulations on Humanitarian Demining, Article 73). All information is integrated into a Weekly Plan of the Quality Assurance and Quality Control Department. (Form OTPR - _/_) The Plan contains the following information: Name, ID and size of the task; Implementing organisation; Activity period including working hours on the site; Planned dates for Quality Control and planned date for Quality Assurance during the following week and A list of conducted Quality Control activities during the previous week; Appointed Quality Assurance Monitor and Quality Control Officer. The following is ted under NOTES: working hours on the site, status of the site (ongoing or inactive) Subject to inclusion into the Plan: If a demining organisation delivers a request in writing on the form OZTP by a Friday 12:00 hours and if all requirements are met, a site may be included into the Plan for Quality Assurance of mine search and/or mine clearance. If required documentation, in accordance with Article 15 of the Law, is delivered to the Quality Control Officer by a Thursday 16:00 hours, the site may be included into the Plan for Quality Control of mine search and/or mine clearance Planning procedures Receipt of the request (OZTP) coming from a demining organisation; Inclusion into the Plan; 9

10 Coordination with the QA and QC Head of Section in the Regional Office; Production and approval of the Plan and Delivery of the Plan. - Receipt of the request (form OZTP) The demining organisation faxes it by Friday 12:00 hours to the Quality Assurance and Quality Control Department. - Inclusion into the Plan The task will be included into the Plan if the request have been received (form OZTP), i.e. if all preconditions have been fulfilled (Support Division has to produce a document in writing). - Coordination with the QA and QC Head of Section in the Regional Offices After all requests have been processed, the Coordinating Quality Control Officer, in cooperation with the QA and QC Heads of Section, determines the Plan (appoints Quality Assurance Monitors and Quality Control Officers to follow the tasks). - Production and approval of the Plan After the coordination has been completed, the Plan is finalised and approved by the Head of Quality Assurance and Quality Control Department. The Plan is approved by Friday at 15:00 hours for the following week (Monday is the first day of the realisation). - Delivery of the Plan The Plan is delivered to: Ministry of Interior, Inspectorate; Heads of QA and QC Sections; Department of 112 and Office of Director of CROMAC 4.6. Procedures of the Head of Section following the receipt of the Plan The Head of Section for Quality Assurance and Quality Control in the Regional Office introduces the Plan to the Section s employees. Then, the Head of Section, in cooperation with the Quality Control Officers, makes daily schedules for the Quality Control Officers and deminers who will be supporting the Quality Control activities (description of activities and disposition). The Head of Section delivers the schedule to the Head of Quality Assurance and Quality Control Department on the OPTA form on Monday by 9:00 hours for the current week. The Head of Quality Assurance and Quality Control Department must be informed on every change of the schedule prior to its occurrence. LIST OF ENCLOSURES: WORKING SCHEDULE, OPTA FORM WEEKLY WORKING PLAN AND THE REPORT ON PREVIOUS WEEK S ACTIVITIES, OTPR_/_ FORM 10

11 5. REVIEW AND APPROVAL OF TASK EXECUTION PLANS 5.1. Procedure for review and approval of Task Execution Plans After the tender has been completed and the best bidder selected, the Support Division delivers to the Quality Assurance and Quality Control Department the following documents: Task folder with given classification and register numbers (original and one copy), Original version of the Project Proposal, one hard copy and one copy on a CD; Bidding offer of the best bidder (original version and one copy); Decision on Selection of the Best Bidder. The folder is received by a clerk at the Department, who records it in the Quality Assurance Database and the register. The following is recorded in the database: Project Proposal; Bidding offer of the best bidder. The best bidder is obliged to deliver the Task Execution Plan to CROMAC s Quality Assurance and Quality Control Department within 7 days from receipt of the decision on assignment. The Task Execution Plan made by a demining organisation is received by a clerk. He/she registers it and records it in the Quality Assurance Database, fills in the respective form, informs the Head of Department and hands over the folder to the Coordinating Quality Control Officer The first level of review of the Task Execution Plan The Coordinating Quality Control Officer inspects it in accordance with the Codes of Controlling Parameters (ŠKPIP) and verifies the Control Form (KLPOIP) listing the codes and descriptions of irregularities, in case there are any. The first level reviews adherence to the Codes of: General part of the Plan; Implementation and content of the Plan The second level of review of the Task Execution Plan Accreditation Advisor conducts the second level review against the Codes. He/she reviews the information on personnel, resources and equipment and verifies the Control Form, listing the codes and descriptions of irregularities, in case there are any. The second level reviews adherence to the Codes of: Resources and equipment; Personnel on the site. 11

12 5.4. Delivery of the Task Execution Plan to the Quality Control Officer If all the requirements of the first and second level are met, the Coordinating Quality Control Officer, in cooperation with the Head of Section in the respective Regional Office, appoints the Quality Control Officer to review and verify the Task Execution Plan. He/she sends the following by mail (or a messenger): A copy of the task folder; CROMAC s Project Proposal; Project Proposal on a CD for the Quality Assurance Monitor The best bidding offer; Decision on Selection of the Best Bidder; Task Execution Plan; A copy of a part of the Task Execution Plan for the Quality Assurance Monitor (personnel, equipment, dynamic plan) and Control Form signed after the first and the second review levels. Decision on the Quality Control Officer who will be following the task is dependent on: Current engagement (optimally inspection of t more than four sites); Locations of other sites he/she is inspecting (related to optimal use of vehicles) The third level of review of the Task Execution Plan Review and verification of the Task Execution Plan on the third level is done by a Quality Control Officer Studying of the Project Proposal: Task; Task location; Contamination in mines and UXO; Technical specifications listed in the task paperwork and Access roads Studying of the offer: Planned methods; Planned resources; Planned completion date Studying and check up of the Task Execution Plan: The Quality Control Officer checks if the bellow listed elements are congruent with the Codes (ŠKPIP) and verifies the Control Form, listing codes and descriptions of irregularities, if any: Task; Site scheme; Communication system; Technical description of the mine search / mine clearance process; Safety and protection measures. 12

13 5.7. Production of the Report on Verification of the Task Execution Plan The Report is prepared after the Task Execution Plan is reviewed and if everything is in conformance. If the Task Execution Plan has any deviations from the Codes, and if they are listed and verified in the Control Form, the Plan is given a negative evaluation with detail explanation of deviations and shortcomings. (Form OOIP). After the review and verification of the Task Execution Plan has been completed, the Quality Control Officer faxes the Report on Verification of the Task Execution Plan and the Control Form to the Quality Assurance and Quality Control Department (Form OOIP) Approval of the Task Execution Plan Based on verification or negative evaluation given by the Quality Control Officer, the Coordinating Quality Control Officer prepares the Decision on Approval or Rejection of the Task Execution Plan (Form ORIP). This document is signed by the Director of CROMAC (it may be signed by the Head of Quality Assurance and Quality Control Department, if authorised by the Director of CROMAC) Procedures in different cases The task Execution Plan may be negatively evaluated either on the first or on the second level of review. In that case, such negative evaluation is signed by the Coordinating Quality Control Officer. In case of a negative evaluation, the selected bidder is obliged to make Amendments to the Task Execution Plan (i.e. a new Task Execution Plan) or may file a complaint to the Ministry of Interior via CROMAC, in accordance with the Law on Humanitarian Demining (Official Gazette 153/05 and 63/07) Amendments to Task Execution Plan In accordance with the Law on Humanitarian Demining, Article 21, Paragraph 21, amendments to Task Execution Plan are made in the following cases: Engagement of additional resources (that were t specified in the Task Execution Plan) Replacement of existing resources (for example: replacement of Head of Site and similar) Changes of the operational methods. Amendments to Task Execution Plan must relate to the original, previously approved and verified Task Execution Plan. The Amendments are delivered in four identical copies. The Amendments may be applied at the site only after they have been reviewed and verified by the Quality Control Officer and after the approval has been produced. ONLY OPERATIONAL METHODS SPECIFIED IN THE TASK EXECUTION PLAN MAY BE APPLIED AT THE SITE. 13

14 5.11. Delivery of the verified Task Execution Plan Decision of Approval or Rejection of the Task Execution Plan, with a copy of the Plan, is filed by a clerk and the remaining copies are sent to: The bidder (by fax and regular mail): Ministry of Interior, Inspectorate (by regular mail). Decision of Approval or Rejection of the Task Execution Plan is faxed to: Support Division Contracts; Quality Control Officer Documenting In writing on the OOIP form the Quality Control Officer, who verified the Task Execution Plan; Recording in the Quality Assurance Database, the Task Execution Plan. LIST OF ENCLOSURES: CODES OF CONTROLING PARAMETRES FOR EVALUATION OF THE TASK EXECUTION PLAN FOR MINE SEARCH AND/OR MINE CLEARANCE AND THEIR AMMENDMENTS, FORM ŠKPIP CONTROL FORM FOR REVIEW AND VERIFICATION OF THE TASK EXECUTION PLAN, FORM KLPOIP PROPOSAL FOR THE VERIFICATION OF THE TASK EXECUTION PLAN, FORM OOIP DECISION ON APPROVAL OF THE TASK EXECUTION PLAN, FORM ORIP 14

15 6. INTRODUCTION TO OPERATIONS Introduction to operations is done based on the request coming from a demining organisation (the request form is enclosed to the Annex 2 of the Rules and Regulations on Humanitarian Demining (Official Gazette 53/07, 111/07) Procedure following the receipt of the request The request for the introduction to operations is faxed to the Quality Assurance and Quality Control Department on a specific form, at least three days before the date suggested for the introduction to operations; The request is received by a clerk at the Department, who registers it and delivers to the Head of Department; The Head of Department gets acquainted with the request and, with a Quality Control Officer, makes sure all the requirements have been met; The Coordinating Quality Control Officer contacts the Head of Quality Assurance and Quality Control Section in the Regional Office and they decide which Quality Control Officer will follow the task, i.e. conduct the introduction to operations; After the decision has been reached, the Coordinating Quality Control Officer contacts the appointed Quality Control Officer and defines the date, place and time of the introduction to operations; After having coordinated the Quality Control Officer and the respective demining organisation, the Coordinating Quality Control Officer produces the information on the introduction to operations (form OOUP), which is signed by the Head of Department. This information is faxed to: Demining organisation; Ministry of Interior, Inspectorate; Respective Police Headquarters; County Administration; Investor Procedures of the introduction to operations at the site Procedures before the beginning of the introduction to operations at the site The Quality Assurance Monitor, as per the Quality Control Officer s instructions, brings CROMAC s sign from the respective Regional Office and places it at a designated spot. The following reads on the sign: name of the task, investor, demining organisation, and completion deadline (Annex 6). The information on the sign is inserted by Quality Control Officer; The Quality Control Officer and Quality Assurance Monitor check the marked reference point at the site Persons present during the introduction to operations Introduction to operations is conducted by the Quality Control Officer. The following persons must be present on that occasion: 15

16 Head of Site and The Quality Assurance Monitor appointed to monitor the task implementation. The Introduction to operations may also be attended by the representatives of: CROMAC (task designer, Head of Regional Office); Investor; County and local administration (County Coordinators); Media Procedure of the introduction to operations The Quality Control Officer is responsible for the safety of the persons present at the introduction. Before the beginning he/she is obliged to point out to the safety measures and to ban any movement outside of the safe area. The Quality Control Officer shows the marked reference points to the Head of Site. With the Head of Site, he/she establishes the base line and other elements specified by the Task Execution Plan and the Contract. He/she cautions the Head of Site of safety and protection measures during mine search and/or mine clearance (information to local administration and other interested parties). The specified area may be approached only to the distance set by safety measures and a group may t number more than four persons Documentation of the introduction to operations The Quality Control Officer produces the Report on the Introduction to Operations (form OZUP). The Head of Site and investor s representative may also include their tes in that report. The report is co-signed by the Quality Control Officer, the Head of Site and investor s representative if present. The Quality Control Officer is obliged to hand one copy of the report to the Head of Site. The Quality Control Officer faxes the signed report to: The Quality Assurance and Quality Control Department A clerk in the Quality Assurance and Quality Control Department records the report into the Quality Assurance database and shows it to: The Head of Quality Assurance and Quality Control Department and The Coordinating Quality Control Officer. After they familiarise themselves with the report, the document is inserted into the file, and one copy is filed with other reports on introduction to operations. Within 8 days the report must be delivered to the Ministry of Interior. It is enclosed with a letter that is produced by a clerk and signed by the Head of Quality Assurance and Quality Control Department. LIST OF ENCLOSURES INFORMATION ON THE INTRODUCTION, FORM OOUP REPORT ON THE INTRODUCTION, FORM OZUP 16

17 7. QUALITY ASSURANCE 7.1. Introduction Quality Assurance of mine search and/or mine clearance is conducted in accordance with Article 61 of the Law on Humanitarian Demining and Articles of the Rules and Regulations on Humanitarian Demining. Quality Assurance of mine search and/or mine clearance is conducted by authorised CROMAC s staff, Quality Assurance Monitors and Quality Control Officers. Responsibilities of a Quality Assurance Monitor are defined with Articles 75 and 76 of the Rules and Regulations on Humanitarian Demining. Responsibilities of a Quality Control Officer are defined with Articles 77, 78 and 79 of the Rules and Regulations on Humanitarian Demining Monitoring Monitoring is the observation of mine search and/or mine clearance activities. It is conducted by Quality Assurance Monitors, on the site from a safe distance. Monitoring does t obstruct the course of monitored activities. The Quality Control Officer manages the activities of the Quality Assurance Monitor. The Quality Assurance Monitor monitors the activities on the site, records procedures and activities and takes photographs of them Monitoring procedures Monitoring of mine search and/or mine clearance is done on daily basis during working hours. The Quality Assurance Monitor daily establishes: State of resources on the site; If the activities are conducted in accordance with the Task Execution Plan; If the safety measures are applied and Other facts defined by the Task Execution Plan. The state of resources on the site is established daily during the working hours and is recorded into the site diary. Only the methods specified in the approved Task Execution Plan may be applied on the site. Monitoring procedures that are conducted by the Quality Assurance Monitor are defined with the LAN code (a list of Quality Assurance Monitor s activities), which makes a part of the site diary (ODR). If the Quality Assurance Monitor establishes irregularities on the site, i.e. deviations from the Task Execution Plan, he/she is obliged to tify the Quality Control Officer and to request from the Head of Site to comply with the Task Execution Plan. Before he begins working he/she must request from the Head of Site to produce the following for inspection: Daily site plan, Daily plan of the Team Leaders. 17

18 He/she must obtain from the Head of Site a daily collective report for the previous day including the Team Leaders mine search and/or mine clearance records Monitoring of deminers work Use of metal-detectors: Working intervals, calibrations; Adjustment testing intervals; Search speed; Procedures in case of detection. Marking during the activities: Base line; Safe start point; Found mines and UXO; Marking of the surveyed parts of the site; Marking of the working lanes; Are the working lanes positioned at the mandatory safe distance from each other. Use of the vegetation cutting tools: Are they are used before the equipment for detection; Which tools are used; Horizontally or vertically. Wearing of the mandatory protective equipment: Helmet with a visor; Flak jacket. Method of detection testing and digging of detected items: Is search and digging done to the depth of 10 cm; Is digging done to the depth of 20 cm; What is used for digging; Is digging started 10 cm in front of the spot. Working hours: Beginning of the working day; Break; End of the working day; Effective working time in the field. Preparation methods for deployment of mine detection dogs: Marking for deployment of mine detection dogs; Marking of the safe lanes for handlers movement. Procedure in case when a trip-wire is found: Are the activities ceased when a trip-wire is found; Procedures in case when mines or UXO are found; 18

19 Are the activities ceased; Is the found mine pulling conducted from a shelter Monitoring of mine detection dogs Are two dogs searching the same box; Is there a deminer on standby with the handler; Is a deminer checking up a place where the dog sat (detection spot); Is the land searched in the radius of 20 in case a mine or a UXO is found; Number of effective working hours of mine detection dogs; Performance during working hours; Systematic approach by mine detection dogs; Wearing of mandatory protective equipment. Quality Assurance Monitor inspects searched and/or cleared area at least on every third day on at least three samples of 450 m2 in total. Sampling is done on those parts of the site where irregularities were established during the monitoring. If the Quality Assurance Monitor establishes irregularities specified in Article 78 of the Rules and Regulations on Humanitarian Demining, he/she is obliged to inform the Quality Control Officer, record monitoring results into the site diary and make necessary sketches Monitoring of demining machines The Quality Assurance Monitor monitors demining machines through two phases. Visual monitoring: A. State of the machine and its working tool before it is deployed and during the breaks; B. Overlapping of treated land during mechanical operations; C. Continuity of movement (stopping, creation of ground humps, lifting of the working tool and similar); D. In case of high moisture of the soil, the machine leaves deep traces that are rapidly filled with water, or it levels the treated land, or it pushes soil in front; E. Hard soil prevents the working from descending and lumps of soil of over 5 cm remain on the surface; F. Vegetation, trees remain after mechanical ground preparation; G. Based on the efficiency report, he/she establishes the congruence of the achieved results with those from the valid capability evaluation for the respective machine. H. If there are irregularities under any items from A to F, the Quality Assurance Monitor will t accept mechanically prepared ground as the area where other planned methods, except for the manual, may be used unless the sampling is done. If the requirements from A to F are met, the Quality Assurance Monitor compares the achieved results of the machine per one hour with the achieved results specified in the machine certificate. SAMPLING IN ACCORDANCE WITH THE SOP WILL BE CONDUCTED IN THE FOLLOWING CASES: a) If the performance is greater than the one specified in the certificate; b) If, in the case of mine search, the manual method will be applied on a part of the area after the use of the machine, which reached the specified depth. c) If mine detection dogs will be used, in the case of mine clearance. 19

20 The Quality Assurance Monitor produces the Report on Sampling, records results into the site diary and tifies the Quality Control Officer on irregularities, if any Documentation Every day the Quality Assurance Monitor verifies a daily collective report on the site. He/she also takes over from the Head of Site the daily collective report including the Team Leaders reports on the searched and/or cleared areas. All events that occur on the site must be recorded in the site diary, for example: uncontrolled detonations of mines and UXO activated by demining machines, deminers injuries (injuries caused by tools, tripping or falling), visitors to the site, time of visits, reasons of visits and similar Documentation in writing Site diary; Report in accordance with the SOP 04-02; Photo-documentation of all irregularities on the site Recording in the Quality Assurance Database Daily collective report Quality Assurance The activities of mine search and/or mine clearance should t be stopped during the Quality Assurance, except in the case of violation of safety measures and working rules. The Quality Assurance of the documents is conducted at the control point. Working procedures are monitored on the site (wearing specified protective equipment) by respecting safety measures and with mandatory presence of the Head of Site or a Deputy to the Head of Site Quality Assurance procedures The following is established during the Quality Assurance: Comparison of the state of the site against the Task Execution Plan; Sampling. The state of the site is established either from the site diary or through implementation of the Quality Assurance. The site diary is verified by the Quality Control Officer, who takes a copy of the diary for every day since the last Quality Assurance. The site diaries are enclosed to the Quality Assurance Report. Irregularities previously observed by the Quality Assurance Monitor must be copied from the site diary to the Report. The state of the site is established: At the control point; On the working site Inspection at the control point Task Execution Plan; 20

21 Daily site plan; Daily collective reports; Records on searched and/or mine cleared areas (special attention to be paid to the working positions on the day of the Quality Assurance in comparison with the previous working day) Map; Marking before beginning of the operations for all positions on the site (Article 29 of the Rules and Regulations on Humanitarian Demining); Safety measures by testing radio communication with all staff on the site, medical support and safe distances; Presence of the Head of Site or his/her deputy (Article 36 of the Rules and Regulations on Humanitarian Demining) Inspection on the working site (wearing specified protective equipment) Presence on the site: Inspection of personal supervisory booklets, registered beginning of working hours, time of break and end of working hours; verification by the Team Leader; Inspection of humanitarian demining identification cards for the Head of Site, Deminers and Auxiliary Workers; Is marking done in accordance with the Rules and Regulations of Humanitarian Demining, Articles 32, 33, and 34; Is the planned and direct radio communication system established; testing the system with all staff engaged on the site; Safety measures: Is specified protective equipment being used; quantity and the state of the protective equipment; Safety distances; Traffic regulations. Are the kwn and planned methods applied as per phases set in the Task Execution Plan; Is the demining machine used in accordance with its usability assessment; Identification of mine detection dogs with an ID reader, working methods of mine detection dogs, safety measures, records of areas searched by mine detection dogs and spots marked by mine detection dogs; Use of metal detectors, calibration intervals, and records of activities conducted with metal detectors Inspection of the samples; inspection of the searched and mine-cleared areas Inspection of the searched and mine-cleared areas is done by: The Quality Assurance Monitor, in accordance with Article 75, Paragraph 2 of the Rules and Regulations on Humanitarian Demining; The Quality Control Officer, in accordance with Article 77, Paragraph 1, of the Rules and Regulations on Humanitarian Demining. 21

22 The Quality Control Officer may conduct the inspection on his/her own or with the assistance of a deminer appointed to support the Quality Control activities, in accordance with the SOP In case mines and/or UXO are found during the inspection, the Quality Control Officer must instruct the demining organisation to repeat all activities that have been done from the date of the previous Quality Assurance. Repetition of all activities done from date of the previous Quality Assurance will also be requested in the cases specified in Article 78, Paragraph 2 of the Rules and Regulations on Humanitarian Demining. The Quality Control Officer will record every found mine and/or UXO in the Report and will mark the place of finding in the Team Leader s copy of the mine search and/or mine clearance report. Also, the Quality Control Officer will take a photograph of found items and show it to the Head of Site before removal. The Quality Control Officer records found mines or UXO in the Report and tifies the Head of Site that he/she must keep found items under his/her supervision until they are destroyed Verbal warning and remedy of irregularities in the following cases: Operations that vary from the Task Execution Plan; Mines and/or UXO found during the Quality Assurance. The Quality Control Officer will verbally instruct the Head of Site to immediately remedy established irregularities on the site, Article 78 of the Rules and Regulations on Humanitarian Demining. This will also be recorded in the Report. In case the irregularities may t be remedied immediately due to their nature, the Quality Control Officer will verbally suspend further operations and will, immediately, but t later than in three days, produce a written decision on the suspension of further mine search and/or mine clearance operations Suspension of further mine search or mine clearance If the Head of Site does t immediately remedy the irregularities that he/she was warned about verbally, Article 61, Paragraph 2 of the Law on Humanitarian Demining; the Head of Quality Assurance and Quality Control Department will verbally inform the demining organisation on the suspension before it is put into effect; Immediately, if there are severe violations of safety measures on the site, which directly jeopardize the safety of the staff on the site or third persons and their property (this is to be photo-documented); The Quality Control Officer produces a written decision on suspension of further mine search and/or mine clearance. A complaint against this decision may be sent to the Director of CROMAC. However, the complaint does t postpone acting in accordance with such a decision. The Director s decision may be appealed against at the competent court Permission to continue operations When the irregularities, which caused the suspension, are remedied; The Quality Control Officer produces the decision on continuation of mine search and/or mine clearance; 22

23 Approval for increased efficiency on site, Article 49, Paragraph 2 of the Rules and Regulations on Humanitarian Demining The approval procedure is conducted in the following manner: The demining organisation sends a request in writing to the Quality Control Officer, including the explanation and proposal for achievable efficiency; During the following Quality Assurance, in cooperation with the Quality Assurance Monitor, the Quality Control Officer checks up the statements from the request; The Quality Control Officer may approve the efficiency increase of up to 20%; for the performances listed in Annex 3 of the Rules and Regulations on Humanitarian Demining; A committee (appointed by the Director of CROMAC) approves the efficiency increase of over 20%; for the performances listed in Annex 3 of the Rules and Regulations on Humanitarian Demining. The Quality Control Officer establishes the following in the Quality Assurance report: That he/she has received the efficiency increase request; That he/she has conducted a check up in accordance with that request; That he/she has established the facts; That he/she approves / does t approve the efficiency increase of up to 20% or That he/she suggests / does t suggest the efficiency increase to be approved by the committee and What the efficiency is, following the increase. This report is forwarded to the Head of Quality Assurance and Quality Control Department with the demining organisation s request; The Head of Quality Assurance and Quality Control Department receives the request and, within t more than three days, sets up a meeting with the committee appointed by the Director of CROMAC; The committee approves the request or proposes a field visit in order to establish the facts; The committee approves or does t approve the request for efficiency increase on the respective site; The Head of Quality Assurance and Quality Control Department sends the decision to the demining organisation and the Quality Control Officer. The increased efficiency may be applied on the site only after the receipt of the approval Extension of the completion deadline The operator (demining organisation) is obliged to send to CROMAC a written request for the extension of the completion deadline, explaining the reasons: In case of force majeure circumstances as described in the Contract. The request is addressed to the Director of CROMAC, with a copy to the Quality Control Officer appointed to follow the task implementation. The Quality Control Officer confirms the request statements in writing, which is then verified by the Head of Quality Assurance and Quality Control Department and sent to the Support Division. Approval for the extension may t be granted if planned resources were t engaged on the site (i.e. at least 75% of the planned resources). 23

24 Interruption of mine search or mine clearance In case of interruption for any reason, the implementer is obliged to promptly fax to the Quality Assurance and Quality Control Department and Quality Control Officer the information on interruption, stating the time, reasons and anticipated time of continuation of the operations Mine search or mine clearance area The size of the task area is defined as the ground-plan area read from the 1:5000 scale map, in the boundaries stated on the map; The size of the task area does t include land configuration and that cant be the subject of the request for an annex to the Contract; The Quality Control Officer is obliged to check the site boundaries and compare them against the situation from DOF-2 (digital ortophoto) in the Project Proposal Accident during mine clearance An accident during mine search or mine clearance is every uncontrolled detonation on the site that results in harm. The operator is obliged to inform CROMAC s Quality Assurance and Quality Control Department about every accident. Immediately after the accident during mine search and/or mine clearance, the Head of Site or his/her deputy is obliged to inform: The medical team on site (the medical team acts in accordance with the SOP of the demining organisation, after the accident place has been secured by deminers); The nearest hospital (in preparation for the treatment of the victim). After a victim has been taken care of, it is necessary to inform: Police Headquarters, respective police station; Investigating judge through the Police Headquarters; Demining organisation management; The Quality Control Officer following the task implementation; CROMAC, Quality Assurance and Quality Control Department The Quality Control Officer warns the Head of Site by telephone on the following: That he/she should respect safety measures in order to prevent even more harmful consequences; That he/she should inform competent institutions; That he/she should secure the accident place and keep it as it is until the arrival of investigators Procedures by the Quality Control Officer Immediately upon the receipt of the information and with the approval of the Head of Quality Assurance and Quality Control Department, the Quality Control Officer goes to the place of the accident (the Head of Quality Assurance and Quality Control Department will go if he/she has time) and takes care of and does the following: Safety of the investigators on the site; only the employees of the Explosive Ordnance Disposal Unit of the respective Police Headquarters are allowed to approach the place of accident; Collects the information for the Report (Form OIMI); 24

25 Takes photographs of the access route leading to the place of the accident, of the place itself and of other sights important for the report; Collects the statements in writing from the Head of Site, Team Leader, Doctor and the closest deminer a witness Documentation in writing Quality Assurance report, the Book of Quality Assurance Reports (Form OZOSNT) The report on Quality Assurance is produced by the Quality Control Officer and signed by the Head of Site, Article 79 of the Rules and Regulations on Humanitarian Demining; A copy of the signed Report is given to the Head of Site and a copy is faxed to the Quality Assurance and Quality Control Department. After that the hard copy of the Report is filed. The Head of Quality Assurance and Quality Control Department (a clerk at the Quality Assurance and Quality Control Department) is obliged to send the fax copy of the Report with a memo specifying all site reports and Quality Assurance dates to the Ministry of Interior, within seven days, Article 79, Paragraph 2 of the Rules and Regulations on Humanitarian Demining Weekly task report, task card (Form OTIR) Following of the task realisation: A weekly report is produced by the Quality Control Officer based on the daily collective reports. He/she is obliged to forward the weekly report to the Quality Assurance and Quality Control Department every Monday by 12:00 hours Decision on suspension of further operations (Form OROZDR) The decision is produced in writing by the Quality Control Officer within three days after the operations have been suspended verbally; The decision is handed to the Head of Site, i.e. to the demining organisation, Article 61, Paragraph 3 of the Law on Humanitarian Demining and to the Head of Quality Assurance and Quality Control Department Approval of continuation of the operations (Form OROONR) The approval is produced in writing by the Quality Control Officer; The Quality Assurance and Quality Control Department will deliver the approval to the Ministry of Interior within three days Report on a demining accident (Form OIOMN) The report with enclosures is produced by the Quality Control Officer. He/she delivers it to the Head of Quality Assurance and Quality Control Department within three days from the date of the accident Documenting in the database Quality Assurance report Recording in the QA and QC Database Idle task Recording in the database, idle time. 25

26 Decision on suspension of further operations and approval of continuation of the operations Recording in the database, ongoing Quality Assurance suspension, approval. LIST OF ENCLOSURES: LIST OF THE ACTIVITIES FOR QUALITY ASSURANCE MONITORS, FORM LAN SITE DIARY, FORM ODR QUALITY ASSURANCE REPORT, FORM OZNUT WEEKLY TASK REPORT, FORM OTIR DECISION ON SUSPENSION OF FURTHER OPERATIONS, FORM ORZDR DECISION ON APPROVAL OF CONTINUATION OF OPERATIONS, FORM ORONDP DEMINING ACCIDENT REPORT, FORM OZNPR 26

27 8. QUALITY CONTROL Introduction After completed mine search and/or mine clearance, Quality Control Officers are obliged to conduct Quality Control over at least 1% of the totally mine searched or mine cleared area. The report is produced on the Quality Control conducted. CROMAC (Quality Assurance and Quality Control Department) is obliged to conduct Quality Control within 15 days from the date of receipt of the task documentation. Quality Control is planned and conducted by Quality Control Officers on samples of mine cleared and/or mine searched area After a demining organisation completes the operations of mine search and/or mine clearance, it is obliged to deliver the documentation listed below to CROMAC s Quality Assurance and Quality Control Department (Article 15 of the Law on Humanitarian Demining): Statement on mines and UXO found, of established n-contamination of the area and/or premises, of clearance of mines, UXO and their fragments; Registry with information on mines and UXO destroyed; Final report with the tes on the operations conducted; Topographic map at the scale of 1 : with marked boundaries of searched and/or cleared areas; Map at the scale of 1:5 000, with searched and/or cleared areas marked; Map at the scale of 1:5 000, with marked spots of mines and UXO findings; Map at the scale of 1:5 000, or a cadastre plan with specified working methods; All other additional documents that came up during the contracted operations Procedures of Quality Control Receipt of the documentation needed for the Quality Control After completion of the operations, the demining organisation is obliged to provide the documentation in accordance with the Law on Humanitarian Demining. The documentation is delivered to the Quality Control Officer, who records the receipt of the documentation. It is delivered in writing and in a digital form, in accordance with Article 86, of the Rules and Regulations on Humanitarian Demining Studying of the documentation Studying of the Statement; Comparison of the tes on the operations conducted with the daily collective reports; Studying and comparison of the maps of searched and/or cleared areas with the task area from the Project Proposal; Studying and comparison of statement on mines and UXO found with the information from mine search and/or mine clearance reports; Studying and comparison of the registry with information on mines and UXO destroyed with the total number of mines and UXO found. 27