MANAGEMENT SYSTEM

Writing a Practical Management System Procedure

Image by Free-Photos from Pixabay

A management system is essentially made up of a set of policies, processes, and procedures which are used by an organization to ensure it fulfills the actions and tasks required to achieve the intended outcomes of a management system.

In terms of ISO14001:2015, management system procedures typically encompass understanding the context of the organization, leadership requirements, risk management, objective management, performance evaluation and management, operational control, emergency preparedness and response, managing nonconformances and review of the management system.

The number and complexity of management system procedures are entirely dependent on an organization to ensure a suitable, adequate, and effective management system. However, the primary focus should be on the implementation of the management system and not a complex documented information or procedure system.

A good management system procedure is simple and practical, allowing your organization to establish, implement, and maintain a management system with ease.

Step 1: High-level review of the management system

Before writing or updating a management review procedure its important to have a high-level review of the management system as it stands. This can be as simple as reading through the management system manual.

The outcome of this step is to understand:

1. What management system procedures are currently in circulation.
2. Which procedures deal with which portions of the management system.
3. What standards apply to the management system (legal and other requirements):

• ISO standards
• Industry standards
• Corporate or parent company standards or requirements
• Compliance obligations stemming from permits, licenses, laws, acts, etc.

4. A high-level review of audit findings related to the management system procedures. These audit findings do not need to be directly related to the management system you are reviewing but can be related to other management systems within your organization or across the wider industry.

Step 2: Reviewing the management system procedure

Once you have a good understanding of the management system as a whole, it’s time to take a deep dive into the procedure that needs to be written or reviewed. This process is usually more detailed. The outcome of this step is to understand:

1. The intended purpose of the procedure, if the current purposes are being, or if the purpose needs to be amended.
2. The scope of the procedure and if the scope needs amending.
3. The current and potential users of the document.
4. Understand what documents and records have been referenced within the procedure to determine:

• Validity and relevance of these references.
• If any changes or updates will be triggered in these documents.
• Any additional documents need to be referenced, such as additional permits or updated standards.

5. Review of the version history to understand changes that have occurred to the procedure.

6. What the current procedure states to determine:

• Requirements within the procedure are being carried out as they are stated, if not, to take note of changes that need to occur.
• If there are any redundant requirements within the procedure.
• What additions will be required? These additions could arise from changes in standards, policies, compliance obligations, or can be as simple as including practices that occur organically that have not been documented.
• If the level of detail is appropriate for the procedure.

7. Review audit findings that are relevant to the specific procedure you are reviewing. This is especially important during a certification or re-certification cycle as auditors may need to verify the closeout of findings and changes that have occurred. This may require a review of audit findings over the entire certification cycle.

8. Review specific requirements related to standard or compliance obligations for the procedure.

9. Review which parties are required to have input into the procedure in question.

Step 3: Writing a Practical Management System Procedure

Once you have a high-level understanding or a refreshed view on the management system, as well as an in-depth review of the current procedure(s), it’s time to get writing. The trick to a practical management system procedure is the following:

1. Liaise with parties who have input into the procedure to understand which amendments they require.
2. Use simple, clear language throughout the procedure.

• The procedure should not be vague nor should it be convoluted.
• The procedure should state in a simple, clear manner exactly what occurs or what will occur.
• The procedure takes into account the required standards and/or compliance obligations (legal and other requirements).

3. Responsibilities within the procedure are allocated accordingly to the correct job title(s).

4. Ensure all references and records have been updated where required.

5. Update the version history of the document. These must be brief yet detailed enough to describe what changes have occurred. A version history is a record of changes.

6. Ensure that the correct people review the procedure. Ideally, all persons who have responsibilities assigned within the procedure should be included within the review, but practically this would be assigned to a representative who understands their role.

• These reviews should ensure all amendments required by the parties consulted in 1 have been put in place.

7. Send procedure for review and approval as per your organization’s requirements.

8. Once the procedure has been approved, all that remains is implementation.

Originally published at https://www.bloberg.com on May 25, 2020.