Posted by & filed under MANAGEMENT RESPONSIBILITY AND AUTHORITY: QUALITY MANAGEMENT STANDARDS.

An important part of my job as a quality management consultant is to report to senior management on the status of the quality system as it develops.  I arrange a quality system status meeting once a month. This is not a board or other executive meeting, or a technical meeting. It is a way of ensuring that the quality system development stays on track. It also helps with the training in understanding the requirements.

The report below (QSTAT No 5 ) shows a typical development. Items shown in red have been outstanding for three meetings at which point I give them urgent status unless there is a good reason, such as a ship still being at sea.The items might also appear as nonconformances on the Quality System Internal Audit checklist. The QAM will report on the quality system status as part of the agenda for Management Review of the quality system.

The QUALIDOC Quality System Internal Audit checklist is introduced at the beginning of the contract, with the Quality Policy and Quality Assurance Procedures.

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FROM: JEAN WHITE, QUALIDOC

TO: I. M. HAPPY COMPANY LTD.

ATTENTION: QUALITY MANAGEMENT REPRESENTATIVE

CC: QUALITY ASSURANCE MANAGER

CC: MANAGING DIRECTOR

CC: SALES DIRECTOR

CC: I.T. MANAGER

JANUARY 30, 2015

QUALITY SYSTEM STATUS REPORT (QSTAT) NO. 5

1        Document and Data Control (Master Document List)

Work outstanding:

  • Draft MDL (listing, accessibility and revision status of documents)
  • External documents numbered (e.g, D.O.T Testers’ Manual) and listed on MDL
  • Headings of forms such as Quality System Audit Checklist (Q/C11) edited for consistency
  • Draft forms (e.g., Nonconformance Report, QASFOR 06, and Job Card) verified against current IMH processes, authorities and responsibilities
  • All obsolete documents destroyed or archived.
  • Method of disposal to be verified; e.g., archived via computer system or stored in filing cabinets identified as follows:

“OBSOLETE: RETAINED FOR LEGAL, INFORMATION OR CUSTOMER REQUIREMENTS”

  • “Major” and “Minor” documentation categories to be identified as:
  • MAJOR: any change affecting the quality system and its application (e.g., Nonconformance Reports, Quality Assurance Procedures)
  • MINOR: cosmetic only (e.g., paragraph numbers, formatting).  QUALITY ASSURANCE TEAM (QAT) to decide which category applies, since all document changes are approved by the QAM and QAT.
  • First draft of revised forms (e.g., Works Office Job Card) to be available March 30,2015.  JW to review drafts.

Status: in progress

Responsibility: QAM with (QAT), IT Manager and JW

Due Date: First draft MDL, March 30, 2015

 

2       Inspection, Measuring and Test Equipment

Work outstanding
Up-to-date list required, including current calibration certificates. Old certificates to be removed as for 1 above, unless storage is required for legal or other purposes.

Status: under development

Due Date: first draft MARCH 30, 2015

Responsibility: Work Shop Manager

 

3       Maintenance Equipment

Work outstanding

Same as 2 above, with relevant current certification.

Status: as for 2 above

Due date: as for 2 above

Responsibility: Work Shop Manager

 

4       Management Responsibility and Authority

 Work outstanding

  • Quality Policy Manual: verification by senior management.
  • ISO9001:2008 requires that the Quality Management Representative has management status.  Bureau Veritas (the assessors) will accept that the Financial Director will assume this authority and responsibility, while delegating day-to-day quality system development to the Quality Assurance Manager.
  • The Corporate Organisation Chart and references in the Quality System Manuals must show the QAM reporting directly to the Quality Management Representative.
  • Quality Policy Manual and Quality Assurance Procedures Manual will be amended to show the above.
  • Status: awaiting final draft from JW

Due date: March 30, 2015.

Responsibility: JW, CEO, QMR, SALES DIRECTOR, QAM

 

5                   Approved Suppliers List


Work outstanding

Current list to be edited and redundancies removed.

Purchase Order preparation to be verified as meeting ISO requirement INCLUDING PROVISION FOR PREVENTION OF COUNTERFEIT PARTS PURCHASE..

Status: pending review by QAM with Senior Partsman.

Due Date: first draft by March 30, 2015

Responsibility: QAM, SP and JW

 

6                   Nonconforming Product Control and Corrective/Preventive Action


Work outstanding

  • Introduction of relevant Quality Assurance Procedure into the quality system.
  • Issue of Nonconformance Reports (QASFOR06) for internal audits.
  • Training of staff in the procedure.
  • Introduction of procedure to QAT, who will report potential nonconformance issues at their weekly meetings.
  • QAM  to have sole responsibility (under authority of Quality Management Representative) for issuing NCRs.
  • Documents used in the workshop to report nonconformances and implement corrective action to be reviewed by QAM for inclusion in the relevant quality assurance procedures.

Status: in progress
Due Date: MARCH 30, 2015

Responsibility: QMR, QAM, JW

 

7   Training

Work outstanding

Training Plans and Training Schedules for Quality Assurance Procedures and ISO9001:2008 concepts to be developed.

Training to include verification of Quality Assurance Procedures by all interested parties; e.g., Work Shop.

Status: URGENT
Due Date: first plans, March 25, 2015 (next visit by JW).
Responsibility: JW, QAM, QMR.

 

8       Audit Plan

A draft Audit Plan has been prepared to cover all elements of the quality system (ISO standard components) for one year, to be reviewed following accreditation.

Status: on hold, pending verification of heavy vs. light audit components; e.g., time required to audit each component.

Due Date: March 30th, 2015

Responsibility: QAM and JW

 

9   Measurement and Analysis

Senior management to consider means of measurement and analysis for customer satisfaction and continuous improvement.

Status: first draft to be available March 31, 2015

Due date: March 31, 2015
Responsibility: Sales Director, with CEO, QMR and QAM

 

10 Customer Complaints

 

Establish a procedure for dealing with customer complaints.

Status: pending review of current procedure.

Due date: March 30, 2015
Responsibility: Sales Director with QMR and QAM

 

11      Stores

  • A segregated area to be established for nonconforming items received from suppliers. 
  • A “HOLD” area to be established for items waiting for receiving inspection.
  • Redundant items to be removed.

Status: under development

Due date: March 31, 215

Responsibility: Works Manager and QAM

 

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