Survey & Planning Solutions (2010) Ltd.|
SURVEYORS, PLANNERS, RESOURCE
Kaitaia & Kerikeri, New Zealand
Cadastral Survey |
Quality Assurance Manual
SECTION 1 FOREWORD|
This Manual forms part of the SAPS quality management system. Its intent
is to define the processes undertaken by staff, and the quality controls used, to ensure all phases of
cadastral survey work meet the regulatory requirements of LINZ. In doing so it will assist Licensed
Cadastral Surveyors in the Company to fulfill their responsibilities under the Cadastral Survey Act.
The Company equally has a responsibility to ensure a timely service to clients with advice and outcomes
that meet their needs. These controls, including client contracts, communication and job registration,
are described elsewhere in our management system.
The systems this document describes are based
around requirements of AS/NZS ISO 9001:2000. This is the International Standard for Quality Management
SECTION 2 MANAGEMENT COMMITMENTS
The Directors of SAPS are committed to
supporting staff in meeting the requirements of the Cadastral Survey Act and its Regulations. This includes
the provision of adequate training, resources, and equipment.
We will monitor the quality assurance
processes to ensure they are fully implemented and effective. Information from internal and external
audits and feedback from all sources, including staff and LINZ, will be used to further strengthen our
All staff are required to comply with the requirements of this Manual.
3 RESPONSIBILITIES - CADASTRAL SURVEYS
The above chart shows reporting relationships for staff
involved in preparation of a Cadastral Survey Data set and associated field work.
The quality standards of Cadastral Survey Datasets (CSD's) are heavily reliant on the competence
of staff involved in their preparation. The Office Manager shall ensure that those involved are adequately
trained and supported in this process.
The Quality Coordinator will
ensure ongoing review of Quality Assurance processes to verify they are being consistently maintained
with ongoing and critical review of their effectiveness. This shall be undertaken via internal and external
auditing, feedback during staff meetings, and analysis of LINZ requisitions and information.
on the above shall be provided to Office Managers Meetings.
Licensed Cadastral Surveyor
The Licensed Cadastral Surveyor (LCS) has ultimate responsibility for the CSD, as defined in the Cadastral
A CSD will not be lodged until the LCS has ensured all procedures and checking processes
specified in the Manual have been completed - via review of data, filed notes and checklists.
(this role may be undertaken by the LCS)
Draughting personnel shall ensure pre fieldwork collation
of information, and preparation of CSD's is undertaken in accordance with the processes described in
the Manual. This includes diligent completion of relevant checklists to identify potential errors or
All staff undertaking fieldwork for CSD's shall ensure this
is undertaken in accordance with the processes described in the Manual. This includes recording of redundant
measurements and diligent completion of relevant checklists to identify potential errors or omissions.
SECTION 4 TRAINING
The SAPS Skills Matrix lists the names of staff competent to undertake
the various phases of CSD preparation. Competence is assessed by the Office Manager based on their qualifications
and experience, the training they have received at SAPS, and reports from supervisory personnel.
Staff shall work under the direct supervision of another staff member until they are designated as 'competent'
in the Skills Matrix.
SECTION 5 COMMUNICATION
The Quality Coordinator
is the prime contact point with LINZ on performance of the Company in meeting regulatory requirements.
Licensed Surveyors and Field Surveyors will communicate with LINZ personnel in relation to CSD's
they have signed.
5.2 Staff Meetings
Bi-monthly staff meetings will generally
be held on the first Monday of the month and will include a standing Agenda item on Cadastral Survey
Quality Assurance. This is a forum for staff to discuss the effectiveness of cadastral survey procedures
and to agree on improvements where problems have occurred.
5.3 Office Managers Meetings
At quarterly intervals (generally the first Friday of January, April, July and October) office
managers will meet to discuss SAPS management issues. This shall include information on LINZ Requisitions,
audit outcomes and comparisons to industry averages. It shall also address internal audit results, feedback
from Staff Meetings and improvements made to the Company's QA processes.
Office managers shall
review this information to ascertain effectiveness of the Cadastral QA program and if necessary take
action to improve this. Any decisions made by office managers will be reported to the next Staff Meeting.
SECTION 6 CADASTRAL SURVEY
This section describes the quality controls developed
by the Company to minimise the possibility of incorrect data being lodged with LINZ. No data sets are
to be lodged unless all checking processes described here have been completed with records held on the
6.1 Pre- survey
On receipt of client instructions for a new cadastral survey
the Office Manager shall complete an Instruction Confirmation Form.
The Office Manager will
allocate the Data Search to an appropriately skilled staff member, and verify the completeness of search
data, prior to forwarding to the LCS.
6.2 Field Survey
The Office Manager shall allocate
the field work in liaison with the LCS who will eventually sign the CSD. Cadastral Field work can only
be undertaken by a suitably experienced field crew as designated by Directors in the Company's Skills
The Office Manager may request the Field Surveyor complete a Cadastral Survey Field
Checklist (Form 2) for the job - typically for new or less experienced personnel. The on-site portion
of this checklist must be completed before leaving the site to verify fieldwork is complete and meets
key requirements of the Regulations.
6.3 CSD Preparation
On completion of boundary calculations,
in conjunction with the LCS as necessary, the Field Surveyor shall forward the Job File to the Draughter
for creation of the Cadastral Survey Data Set.
On completion of the data set the Draughter, Field
Surveyor and Licensed Cadastral Surveyor shall check relevant sections of the E-Survey Processing Checklist
(Form 6) and the E-Survey Pre-validation Checklist (Form 7).
The Unit Title Plan Examination Checklist
(Form 5) is to be completed for Unit Title Surveys.
The CSD is now ready for signature and lodgement
following completion of the Document Checklist (Form 9).
The Licensed Cadastral Surveyor should
use the LCS E-Survey Checking Procedure (Form 10) for final on-line checking to formal submitting.
SECTION 7 SURVEYING EQUIPMENT
All measuring equipment used by the Company shall be uniquely
identified through either a model/serial number or an allocated number. The Quality Coordinator shall
maintain a register to record and plan equipment testing. This shall include:
" a listing of
the measuring equipment used by the Company
" records of test results
" dates of next tests due
Measuring equipment shall be tested in accordance with requirements specified in the "Measuring
Equipment Testing Summary". Additional checks shall be undertaken if the equipment is knocked, damaged,
New equipment, or hire equipment, shall be tested prior to first use.
8 SUBCONTRACTING CADASTRAL SURVEYS
Where cadastral survey work is to be subcontracted to other
survey firms it is essential to ensure equivalent quality control standards are maintained. Work shall
only be subcontracted on approval of Directors - who shall ensure the competence of the personnel to
be used through their personal knowledge or that of referees. In addition:
" Subcontract personnel
shall complete all checking processes designated in this Manual, or
" Directors shall ensure
that equivalent systems are being maintained by the subcontracting firm.
SECTION 9 RECORDS
The following records are to be maintained to ensure traceability of our Quality Assurance processes.
" Field Notes (with header page completed and checks shown)
" Job Files including completed checklists
" LINZ Requisitions and Audits
" LINZ Comparative Requisition and Audit data
" Equipment calibration
" Staff training / Skills Matrix
" Internal audits
These records will be maintained for a minimum
period of seven years.
SECTION 10 CONTINUOUS IMPROVEMENT
10.1 Internal Audits
The Quality Coordinator shall arrange an annual audit of the Cadastral Survey QA System. This shall
include for each office:
" Field audit of a cadastral survey for each Licensed Cadastral Surveyor
in the Company using the LINZ Checklist
" Review of a sample of Job Files to verify compliance with
requirements of the QA Programme, including field notes and checklists.
" Effectiveness of Staff
and Office Manager Meetings
" Currency of Skills Matrix
" EDM Test Records
The audit is
intended to verify compliance with SAPS processes and to identify potential improvements to these. Outcomes
will be reported to Staff and Office Managers Meetings.
Actions arising from the audit could include
staff training, changes to work processes or communication structures, or amendments to forms and computer
based checking. These will be noted in the Minutes of the following Office Managers Meeting.
shall be recorded on an Internal Audit Checklist, Form 8.
10.2 Processing LINZ Requisitions
The QA Coordinator shall maintain a file of all LINZ Requisitions and Audits pertaining
to work by SAPS. All LCSs are responsible for forwarding copies of this information to the QA Coordinator.
Whilst individual surveyors will resolve any issues raised with LINZ the QA Coordinator shall review
this information to ascertain whether the SAPS QA System requires change to prevent future recurrence.
In support of this he shall maintain a summary of Requisitions on a spreadsheet to facilitate periodic
review of any trends.
Requisitions received shall be discussed at staff meetings and any related
system improvements recorded in the Minutes.
10.3 Other Improvement Sources
to the above Ideas for system improvements, in effectiveness or efficiency, could arise from:
" Staff or Managers Meetings
" Client Feedback
The Quality Coordinator
shall ensure these are recorded in relevant meeting Minutes to track action taken and its effectiveness.
SECTION 11 FORMS INDEX
Client Engagement Contracts
Cadastral Survey Field Checklist
(Optional) Form 2
E-Survey Unit Title Plan Examination Checklist Form 5
Processing Checklist Form 6
E-Survey Pre-Validation Checklist Form 7
Document Checklist Form 9
E-Survey LCS Submitting Checklist Form 10
Checklist Form 8
Dataset Profile Lodgment Form
SECTION 12 RELATED QA DOCUMENTS
Skills Matrix (Spreadsheet)
Measuring Equipment Testing Summary
Office Managers' Meeting Agenda
Staff Meeting Agenda