WHAT IS A MANAGEMENT SYSTEM?
A management system describes the set of procedures an organization needs to follow to meet its objectives. In small sized organizations, there may not be an official system; it could just be “our way of doing things” that is mostly kept in the heads of the staff. But larger the organization is, the more likely that procedures and practices need to be recorded to ensure everyone is clear on who does what. This process of systematizing as to how things are done is known as the management system.
(https://www.iso.org/management-system-standards.html)
The management system standards provide a model to follow when setting up and operating a management system. Like all standards, they are the result of international, expert consensus and therefore offer the benefit of global management experience and best practice.
These management system standards can be implemented at any organization, large or small, whatever the product or service are and regardless of the sector of activity.
Today, there are management system standards pertaining to various fields like quality, environmental, occupational health and safety, energy, information security, business continuity, automotive, aviation, asset management, medical devices, food safety etc.
(https://www.iso.org/management-system-standards-list.html)
The benefits of an effective management system include:
• more efficient use of resources.
• improved risk management.
• increased customer satisfaction as services and products consistent delivery of commitments.
An organization can opt to implement one or combination of these standards according to their needs.
AUDITS
Audits are a vital part of a management system as they enable the company or organization to check as to how far their performance meet their objectives and show conformity to the standard requirements. Auditing involves a careful examination of facts and objective evidence to ascertain the extent to which the organisations policies have been implemented, its objectives have been met and standard requirements have been met.
To help the organisations to implement effective auditing process related to these management system standards, and to provide specific guidance on internal and external management system audits, ISO has released a standard ISO 19011. (https://www.iso.org/standard/70017.html)
CERTIFICATION
Certification to management system standards is not a requirement. organisations can still benefit from implementing these standards without having to be certified to them. If you are looking to get certified to one or more of the management system standards, you must contact an external certification body. ISO does not perform certification to these standards. Please contact us to know how to implement any management system requirements in your organization and seek our consulting in order to get certification from a third party Write to us : info@four-d-consulting.com
Quality Management
Environment, Health & Safety, Energy & Water
Social Standards And Ethical Codes
Food Safety And Security
BRC Global Standards
Other Management Systems
ROADMAP FOR TYPICAL MANAGEMENT SYSTEM CONSULTING:
1
INITIAL PROCESS REVIEW/GAP ANALYSIS
The implementation of a management system standard precedes an initial process review or gap analysis. This intervention involves review by us, the consultants wherein the client’s current practices are assessed against the requirements of the standard being implemented as stand-alone as an integrated management system in combination with one or more compatible standards.
Purpose of this exercise is to help in Identifying:
– specific changes to be implemented in the existing practices in the organization in order to bring an alignment with the standard requirements.
– new tasks that require to be initiated to achieve conformity with the standard requirements.
– legal and regulatory requirements, compliance with which is imperative for effective management system and achieving the purposefulness embracing the standards.
– specific training requirements to enable teams to set up an organizational management system implementation.
– appropriate type of documented information considering nature of the business and complexity of process inter-relations and competence of the people at relevant tiers of the organization.
2
SETTING OF ORGANIZATION:
– Based on the initial review, we will propose appropriate organizational structure to be set up to facilitate effective management system implementation.
– The organizational set up includes assigning personnel with organizational responsibility for implementation as well as at functional or process levels. The roles assigned may vary at organization’s discretion.
– It is common to hear terms such as Lead Management representative, Site Management representative, Lead system co-ordinator, Core team member etc.
– The Management system governing set up may be required in certain organizations to steer management systems consistently across various sites and locations.
– Certain Management systems have explicit requirement for a team formation: ex: risk management team, food safety team, energy management team etc.
– Social Accountability Management requires social performance team.
– Most of the management system standards explicitly or implicitly require participatory structures.
3
AWARENESS, IMPLEMENTATION AND INTERNAL AUDITOR TRAINING
– Awareness training on generic requirements of the standard with reflection of requirements in specific context of the organization.
– Implementation training which acquaints the team with various templates and tools to maintain and retain relevant documented information.
– Adoption of the standard requirements with unique organizational context in relation to the nature of the product, processes involved, complexity of the organization and competence of the people.
– Emphasis should be on developing internal management system trainers to enable organization vide training through a Train the Trainer (ToT) module.
– Conducting internal auditor training to build internal capacity to perform audits.
4
DOCUMENTED INFORMATION
– We support the leadership team / top management to define the management system policy which will guide the organisation in effective implementation of the standard requirements.
– Determination of scope / boundaries relevant for the management system application.
– Setting organizational level and process level objectives in synchrony with the management system policy.
– Documentation of processes and identification of documented information and type / form of such information to be maintained at various levels.
– Definition of key performance indicators / baseline indicators and setting of performance goals.
– Development of monitoring plans and monitoring tools.
– Ensuring control of document updating and transmittal.
5
IMPLEMENTATION AND MONITORING
– Communication of policy and relevant controls / procedures among internal as well as external interested parties.
– Monitoring of objectives set and other performance indicators.
– Tracking of deviations against documented requirements.
– Implementation of remedial actions where objectives are not met, or procedures could not be implemented.
– We welp in conducting internal audits and management reviews.
– Implementation of corrective measures against audit findings as well as recommendations / decisions from the management review
6
SELECTION OF CERTIFICATION BODY
– We don’t do certification services. However, we guide the client organisation in techno-commercial evaluation of certification bodies.
– Selection of certification body and formal evaluation and certification of the management system.
7
PRE-ASSESSMENT AND FOLLOW-UP EVALUATION
– Pre-assessment to assess the preparedness of the organization for third-party audit.
– Implementation of corrective actions to address any inadequacies identified.
8
CERTIFICATION AUDIT
– Stage-01: Review of adequacy of documentation and process overview by the selected certification body.
– Implementation of corrective actions to address any inadequacies identified during stage-01.
– Stage-02: detailed review of implementation and capability of systems established to achieve the intent of the standard.
– Implementation of need-based corrective actions to address any inadequacies identified during stage-02.
9
RECOMMENDATION FOR CERTIFICATION
Successful Recommendation for Certification.
10
POST –CERTIFICATION SUPPORT
– We enable change management through updating in documentation and practices in synchrony with organizational and regulatory changes
– Need based training and capacity building.
– Review and monitoring support
Quality Management
Environment, Health & Safety, Energy & Water
Social Standards And Ethical Codes
Food Safety And Security
BRC Global Standards
Other Management Systems
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