- OBJECTIVE:
To lay down a procedure for entry and exit procedure in pharmaceutical company.
- SCOPE:
This SOP is applicable for entry and exit procedure at {Company Name} {Company Location}.
- RESPONSIBILITY:
- Security officer/guard shall be responsible to follow the instruction as per lay down procedure.
- HR Manager shall be responsible for Review, technical correction, training & monitoring of SOP.
- ACCOUNTABILITY:
QA Manager shall be accountable for Approval & Implementation of SOP.
- PROCEDURE:
- FOR COMPANY EMPLOYEES:
- All employees shall be allowed to enter/exit through the security main gate at scheduled company timing in the company premises for attendance purpose.
- Frisked physically by the security staff of all employees during entry/exit from the company premises.
- All staff including female employee worker frisking will be carried out by a female security staff thereafter shall mark their attendance in the attendance register / Biometric machines provided at respective locations.
- Security officers/guard shall ensure that no one carry any objectionable article inside or outside from the company premises.
- Only authorized persons shall be allowed to bring their mobile phone inside the company premises.
- Outside movement of all employees between working hours, shall be maintain in staff movement register as per Annexure-II followed by duly signed Employee gate pass as per Annexure-I.
- If any employee comes late, prior information shall be given to HR department by their concerned department Manager to allow him/her to enter in the company premises.
- All employees shall have to follow the safety rules/traffic rules as displayed at security main gate.
- Vehicle shall be parked at their respective place in the parking area only.
- General instruction shall be displayed at security main gate and shall be updated time to time for general awareness for all employed persons and visitors by HR Department.
- FOR VISITORS:
- Visitors shall be allowed to entry/exit the company premises in company working hours only.
- At the time of entry of visitors at security main gate, Security officer/guard shall enquire about his/her health (whether he/she is suffering from any contagious/infectious disease). It will be the responsibility of the visitor (s) to inform the staff about his /her correct status of health.
- Visitors shall mark their entry in the respective visitor register as per Annexure-IV.
- Security officers/guard shall ensure that visitors shall not carry any objectionable article inside or outside from the company premises.
- Visitors shall bring any electronic item i.e. camera, laptop, or any electronic devices after approval from senior management only.
- At the arrival of inspection authority/auditors, important visitors or VIP’s at the security main gate, HR officer/executive shall inquire to inspection authority/auditors, VIP’s about their health (whether he/she is suffering from any contagious/infectious disease) & It will be the responsibility of inspection authority/auditors, and VIP’s to inform the staff about his /her correct status of health.
- Entries of inspection authority/auditors, important visitors or VIP’s shall be mark by HR officer/executive in the respective visitor register as per Annexure-IV.
- Security officer/guard shall make his/her visitor slip as per Annexure-III and provide a visitor card during entry at company premises.
- Visitors have to wear the visitor card properly.
- Visitors shall be allowed to enter the manufacturing or unauthorized area accompanied by any authorized person of the company.
- If required, the management representative shall accompany the visitor for further discussion in the conference room.
- After completion of visit, the visitor shall have to deposit the visitor card & visitor slip duly signed by visited person at security main gate.
- Visitor’s self-declaration shall be performed as per Annexure-V.
NOTE: – Any person suffering from any contagious/infectious disease shall not be allowed to enter in GMP area.
NOTE:- Tobacco, smoking shall not be allowed to enter in GMP area.
- REFERENCES:
Not Applicable
- ANNEXURES:
| ANNEXURE No. | TITLE OF ANNEXURE |
| Annexure-I | Employee gate pass |
| Annexure-II | Staff movement register |
| Annexure-III | Visitor slip |
| Annexure-IV | Visitor register |
| Annexure-V | Visitor’s self-declaration form |
- DISTRIBUTION:
| Controlled Copy No. 01 | : | Manager Quality Assurance |
| Controlled Copy No. 02 | : | Manager Human Resource |
| Controlled Copy No. 03 | : | Security Gate |
| Master Copy | : | Quality Assurance Department |
- ABBREVIATIONS:
| No. | : | Number |
| Dept. | : | Department |
| Ltd. | : | Limited |
| QA | : | Quality Assurance |
| SOP | : | Standard Operating Procedure |
| VIP | : | Very Important Person |
- REVISION HISTORY:
CHANGE HISTORY LOG
| Revision No. | Details of Changes | Reason for Change | Effective Date |
| 00 | New SOP | Not Applicable | To be written manual |
ANNEXURE-I
GATE PASS
ANNEXURE-II
STAFF MOVEMENT REGISTER
ANNEXURE-III
VISITOR’S SLIP
ANNEXURE-IV
VISITOR REGISTER
ANNEXURE-V
VISITOR’s SELF DECLARATION FORM
Frequently Asked Questions ?
- Q : Who is responsible for frisking employees during entry and exit?
- Ans: Security staff are responsible for frisking employees during entry and exit.
- Q: Where do employees mark their attendance?
- Ans: Employees mark their attendance in the attendance register / Biometric machines provided at respective locations.
- Q: What are the restrictions on bringing personal belongings into the company?
- Ans: Only authorized persons are allowed to bring their mobile phones inside the company premises.
- Q: What is the procedure for employees who need to leave the premises during working hours?
- Ans: Employees who need to leave the premises during working hours must maintain a record in the staff movement register and obtain an employee gate pass.
- Q: Where should employees park their vehicles?
- Ans: Vehicles must be parked at their respective places in the parking area.
- Q: Who is responsible for updating general instructions for employees and visitors?
- Ans: The HR department is responsible for updating general instructions for employees and visitors.
- Q: What are the restrictions on visitors bringing electronic items into the company?
- Ans: Visitors are not allowed to bring any electronic items into the company premises without approval from senior management.
- Q: What is the procedure for important visitors or VIPs?
- Ans: The HR officer/executive will inquire about the health of important visitors or VIPs and make entries in the visitor register.
- Q: What must visitors do with their visitor card and slip after their visit?
- Ans: Visitors must deposit their visitor card and slip duly signed by the visited person at the security main gate after their visit.
- Q: What happens if someone is suffering from a contagious disease?
- Ans: Anyone suffering from a contagious/infectious disease will not be allowed to enter the GMP area.
- Q: Is smoking allowed in the GMP area?
- Ans: Smoking is not allowed in the GMP area.