INITIAL STEPS IN ESTABLISHING A QUALITY MANAGEMENT SYSTEM

Wed, 11 Jul 2007 01:10:53 +0200

Establishing a quality management system (QMS) within the purview of ISO 9001:2000 need not be a complicated or expensive proposition.

For those new to the game, they usually think of hiring QMS consultants to do the job. I do not blame them for it. They may not have the time for this endeavor or they may not have the personnel to prepare the documentation or there may be some other reasons. But if only they have the will, they can manage to develop their own QMS through their own efforts.

Speaking of my own experience, I started without knowing anything about quality management systems. But when I was assigned in our company to prepare a QMS, they sent me for ISO 9000 training, which includes lead auditor and internal audit training. That was how I learned about QMS requirements and the nuances of quality audits. Since my first project, I have successfully handled several other QMS projects. If I can do it, anyone can do it, too.

An organization may have various reasons for establishing their own QMS such as compliance with government regulations, an influential customer’s requirement, or improving their operations through their own volition and initiative. Whatever the reason, Top Management’s unequivocal commitment to pursue QUALITY ASSURANCE is crucial.

If your own organization intends to establish its own QMS, the first step is to choose a capable person who can be designated later on as the Quality Management Representative (QMR). The QMR will be the point man for ISO 9001 and QMS matters. As such, he will be responsible for coordinating the preparation of the organization’s QMS. Once the system is established, he will later on be the one to oversee, monitor and coordinate QMS implementation.

The QMR has to undergo relevant training conducted by reputable training organizations. Many of the ISO 9001:2000 certification bodies or national product standards regulatory agencies provide such training.

After the QMR attends ISO 9001:2000 training, he can then buckle down to work on the QMS. He is not supposed to tackle the work alone; otherwise, it will take him years to do it, assuming that he is knowledgeable about all phases of company operations. He has to involve actively the key officers or managers in the organization. To motivate them, he has to familiarize the key officers with the ISO 9001:2000 standard focusing on the benefits of having and implementing a QMS.

One approach in QMS preparation is to create a working committee, composed of key officers, which will prepare, discuss and review the required documents. Alternatively, the QMR can convene regular staff meetings to tackle QMS proposals. The standard should serve as the outline for QMS documentation.

To determine what information or documents are available vis-à-vis the requirements of the ISO 9001:2000 standard, the QMR has to conduct a gap analysis. He can do this by designing a checklist and refer it to all concerned departments and managers in the organization. This is part of the data gathering stage. Using this approach, the QMR will know what documents are available and what needs to be prepared. He can then assign tasks to each concerned manager / officer to prepare draft proposals for each required element / clause / item of ISO 9001:2000.

The organization should make it a point to meet regularly to discuss proposals. It is most helpful to have the working drafts or proposals during the meeting. The agenda alone will not suffice. Each agenda item must be supported by concrete proposals or written drafts. Otherwise, meetings will turn out to be free-wheeling discussions, which are of course time-consuming.

So what are you waiting for? Yes, YOU CAN DO IT! START PREPARING YOUR QMS NOW!

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Test Blog

Sun, 17 Jun 2007 08:54:54 +0200

Dear Readers,

Greetings from the Philippines!

This is a test blog.

I intend to write about my ideas regarding ISO 9001:2000 quality management systems (QMS) as well as to exchange experiences / ideas with QMS practitioners and beginners.

I will start writing more on this topic next time.

I hope you will find this blog interesting.

Your QMS Blogger,

M. B. Fernandez

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