Clause 1: What a process review is

Process Review is a well-known practice that organizations follow to ensure that all actions, processes, procedures, policies, etc. are being adhered to by all concerned employees throughout the organization as part of employees' duties and responsibilities.

Clause 2: Support for the Process Specialist

The Process Review and Process Specialist work is a vital part of the Business and is required by the Top Management to ensure highest level of efficiency. Therefore, it is expected that all employees at all levels should provide all necessary support and assistance for the process review to the Process Specialist.

Clause 3: Complete, accurate and on time

Process owner and Task Owner should make all necessary efforts to provide complete and accurate information to the process reviewer in a timely manner before the process review closure date.

Clause 4: Evidence after the closure date Deadline

Any delay in providing process review evidence (document/record) beyond the closure date will be treated as "Evidence Not Available" which may or may not result in non-compliance/observation, and the report will be issued accordingly. In case of any exception which requires further time to retrieve and submit the evidences to the process reviewer, it shall be communicated through official emails with justification. The acceptance of the justification is solely based on process reviewer's discretion.

Clause 5: Accuracy is the owner's responsibility

Accuracy of any provided information & evidences is the responsibility of the process / task owners.

Clause 6: Nothing shared with external parties Major NCR Disciplinary

The Process Review findings should not be discussed by the process / task owners with external parties such as Suppliers or Subcontractors. In addition, any decision related to that external party due to the findings of the Process review should not be shared or exposed to the external party. Furthermore, the name of the Process reviewer or his/her contact details should not be shared with the relevant external parties. If a violation of this point occurs, a Major NCR or even disciplinary actions could be applied as per the severity of the violation.

Clause 7: Obstructing or misleading the review Disciplinary

Any misrepresentation, deviation, hiding of facts, misleading, distraction of process reviewer's works, denying or not responding to process reviewer queries and meeting requests or any similar actions whether due to negligence, ignorance, or deliberately done — such actions will be considered as serious by the Company and, if seen necessary, disciplinary actions might be applied on that employee.

Clause 8: Confidential records

In light of point 3 above, the process / task owner should not prevent providing or accessing any record/information that are needed for the purpose of the process review and requested by the process reviewer for review, on the basis of confidentiality of the requested record/information. In such cases, the process / task owner should raise in writing the confidentiality issue to his/her Department Manager or Company Manager to obtain advice on this issue in writing, and if it is confirmed by the Manager that the requested record/information are of high confidentiality then the issue should be raised to the GSPM and the Top Management to decide whether to proceed or not to proceed with the review of the requested record/information by the Process Reviewer. This decision will be on the basis of the level of confidentiality of the record/information as well as the seriousness of the basis that necessitated the need for such a review. A resolution on this case should be discussed and agreed upon by GSPM and Top Management.

Clause 9: Acting on inefficiency

It is the employee's responsibility to ensure that any inefficient actions, inactions, or practices, etc. that are happening in any process or part of the business tasks by any task owner — to proactively respond by:

1. Advising the relevant task owner on the proper way of doing the task in consideration.
2. Raise the case to their Department or Company Manager for further action(s) if seen necessary.
3. If no actions taken, or if the case is critically significant and may impact the Business negatively, or if there is a possibility of fraudulent actions or any sort of possible corruption — then the employee should raise the case to the Top Management in compliance with the previously issued Management Circulars, e.g. Ref. No. ECC IOM-20190321-497-KF Dated 21-MAR-2020, using the official email: wecare@eccgroup.ae

Clause 10: Involving other employees

If the process / task owner finds that another employee needs to be involved in the process review for whatever reason, or if there is anyone who is involved in the process that needs to be included in the process review, then the process / task owner should raise this case to the process reviewer either verbally or in writing.

Clause 11: Every review is confidential

As a general rule, any Process Review in ECC Group should be treated in a very confidential manner and the details of it should not be shared with any other internal or external person. If the process / task owner feels an information needs to be shared with another staff, then an approval from the Group System and Process Manager or top management should be obtained. An approval from the Top Management might also be required in case the significance of the details of the process review necessitates obtaining such an approval.

Clause 12: Closing NCRs and observations Major NCR

Any Non-Conformance or Observation resulting from any process review needs to be attended by the corresponding responsible employee(s) and be closed in a timely manner without delays. An NCR might be issued against delayed cases or other further escalation could be applied if seen necessary.

Clause 13: Comments within 3 working days Deadline

Any NCR or Observation should be reviewed by the process / task owner and if there is any comment, the process / task owner should notify the process reviewer in writing with his/her comments within 3 working days from the date of issuance of the Process Review Report. This should be with supporting documents and based on solid justifications. Not receiving such comments within the 3 working days period means that the NCR and/or Observation is final and accepted by the process / task owner, and will be closed as per its due date.

Clause 14: When the responsible employee changes

In case the responsible employee for an issued NCR or Observation is transferred to other roles, resigned, or terminated — then the replacement employee will be responsible to close the issued NCR or Observation.