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1. Quality Policy

Electric Fences Kenya is committed to delivering high-quality, reliable, and affordable electric fencing solutions that meet customer requirements, legal standards, and industry best practices. We aim to continuously improve our products, services, and processes to ensure customer satisfaction and long-term partnerships.

2. Quality Objectives

  • Ensure 100% compliance with Kenyan and international safety and installation standards.

  • Achieve at least 95% customer satisfaction through prompt delivery, quality workmanship, and responsive support.

  • Maintain zero major non-conformities during internal audits each quarter.

  • Reduce installation defects by 10% year-on-year through staff training and process improvements.

3. Scope of the QMS

This QMS applies to all operations of Electric Fences Kenya, including:

  • Sales and supply of electric fence materials (posts, energizers, wires, insulators)

  • On-site installation and maintenance services

  • Project planning and client consultations

  • Training and customer support

  • Procurement and supplier quality control

4. Organizational Structure

Role Responsibility
Managing Director Oversees strategic direction and QMS approval
Quality Manager Implements and monitors the QMS
Project Manager Ensures on-site compliance and safety
Procurement Officer Manages vendor quality and supply chain
Technicians Deliver quality installations and maintenance
Customer Service Handles feedback, complaints, and satisfaction surveys

5. Documented Processes

5.1 Sales and Client Onboarding

  • Site survey and needs assessment

  • Quotation approval and contract signing

  • Documentation of customer requirements

5.2 Product Procurement

  • Supplier evaluation and approval

  • Material inspection upon delivery

  • Traceability and record-keeping

5.3 Installation and Project Execution

  • Use of checklists and standard operating procedures (SOPs)

  • Daily progress reports and inspections

  • Final commissioning and testing

5.4 Maintenance and Support

  • Routine and emergency response protocols

  • Fault diagnosis and service documentation

  • Replacement parts management

5.5 Quality Assurance and Auditing

  • Monthly internal audits

  • Annual management reviews

  • Non-conformance reports and corrective actions

6. Risk Management

  • Identify and assess risks in product failure, safety hazards, supplier delays, and customer dissatisfaction.

  • Mitigation plans include buffer stock, certified training, insurance coverage, and standardized materials.

7. Customer Satisfaction and Feedback

  • Post-installation customer feedback forms

  • Google reviews and on-site testimonials

  • Client follow-ups every 6 months

  • Resolution of complaints within 48 hours

8. Training and Competence

  • All technicians must be trained in electric fence safety standards (e.g., IEC 60335-2-76).

  • Annual training on new technologies and tools (e.g., JVA, Stafix energizers).

  • Record-keeping of certifications, licenses, and internal evaluations.

9. Supplier Quality Control

  • Approved supplier list maintained and reviewed quarterly.

  • Evaluation based on delivery times, product quality, and support.

  • Purchase orders to include technical specifications and expected delivery timelines.

10. Continual Improvement

  • Use of KPIs such as installation error rate, client complaint frequency, and downtime reports.

  • Root cause analysis of defects and failures.

  • Quarterly quality improvement meetings.

11. Compliance and Standards

This QMS ensures compliance with:

  • Kenya Bureau of Standards (KEBS) regulations

  • Occupational Safety and Health Act (OSHA)

  • IEC 60335-2-76 standard for electric fence energizers

  • Local county permit requirements

12. Records and Documentation

Maintain accurate records of:

  • Project checklists

  • Training logs

  • Audit results

  • Client feedback

  • Non-conformance and corrective actions

13. Internal Audits and Management Review

  • Internal audits conducted monthly by the Quality Manager

  • Findings reported to senior management with action plans

  • Annual QMS review to evaluate performance and revise objectives

14. Version Control

  • All QMS documents to be version-controlled and securely stored

  • Updates authorized only by the Quality Manager

  • Archived versions retained for 5 years for legal and performance tracking

15. Communication

  • Team briefings before major projects

  • Client communication protocols (email, WhatsApp, calls)

  • Emergency hotline for high-security installations

Final Note:

This QMS should be reviewed and updated annually to align with changes in the electric fencing industry, regulatory updates, and technological innovations.