Getting your ISO Management Systems back on track

Have you let your ISO 9001 Quality, ISO 14001 Environmental or ISO 45001 Health & Safety certificate expire and are considering reapplying for certification?

Our qualified consultants and auditors can help you to get your system updated to comply with the latest ISO Standards.

With so much for businesses to consider at the moment, we understand that ISO Certification is not the be-all and end-all for businesses, but it is a good tool to drive improvement within any business and it will certainly demonstrate a commitment to continual improvement to future clients. The disciplines that the standards require help businesses develop standardisation of documentation, monitoring of key areas, reduce risks and strive to explore identified opportunities.

At Quality Systems Consultancy, we offer a range of packages to help spread the cost of certification and to help your business get the best from the ISO Standard(s). If you are looking simply to develop a system that helps your business to identify risks and opportunities, drive down costs, add value and ultimately improve customer service then consider the Quality Standard ISO 9001:2015. To help your business identify its environmental aspects and impacts, legal obligations and compliance, waste controls, energy reduction, greener credentials etc then consider the Environmental Standard ISO 14001:2015. To drive improvement in Health and Safety, including addressing legal and regulatory compliance, training and awareness, driving down risks and promoting a positive health and safety culture to make people safe, then it would be the Health & Safety Standard ISO 45001:2018.

Ultimately you might want to consider looking at an Integrated Management System covering all 3 ISO Standards.

It is worth mentioning that some potential clients will not consider appointing you for tendering for work if you do not have a UKAS certified Quality Management System. You may be disappointed to hear this, but reality is that potential clients know that a UKAS registered ISO 9001 business has good systems in place that are robust and are audited regularly by an independent external third party. They know that the company is committed to continual improvement and if they do have a problem they know that it will be corrected and actions implemented to stop reoccurrence. You may also want to consider that some of your competitors may well have these standards which ultimately puts them in a stronger position. You do not necessarily need to get certificated, but the

certification process helps to show customers that your system has been audited and checked to prove it meets requirements.

What is the procedure for recertification ?

This sample consultancy project below demonstrates a typical scenario from an actual recertification project that was recently completed for a local business.

Project Background and Description

The Company’s certificate had expired due to a number of factors including organisational restructure, Covid pandemic, staff moving onto other projects etc.

Project Scope

The business decided to resurrect the Quality Management System (QMS) process and controls to meet the requirements of ISO 9001:2015. The project focused on the revision of the QMS and the development of new processes and refresher training of all the staff. The business also considered the application of processes and procedures to meet ISO 14001:2015 Environment and ISO 45001:2018 Health and Safety requirements.

High-Level Requirements

There is now direct involvement from the most senior management to decide on the resources required and to show full commitment from top to bottom of the organisation.

Use of the existing process and procedures were used where applicable and involved all levels of management to design new processes and forms to help develop a useful constructive system.

There now exists a management system auditable by any interested party, open for scrutiny and used to continually drive to improve the business success and deliverables to customers.

Deliverables

A list of agencies, stakeholders or divisions impacted by the project was created along with how they would be affected by the project.

All staff were impacted by the QMS as it required changes in working practices, new disciplines to be applied and reviews of working practices to achieve certification and continual improvement.

Clients, suppliers, and other external interested parties were affected as changes in the processes required additional information to be supplied by the clients to ensure full understanding by the business.

A review of suppliers was also carried out due to them potentially being affected by changes in delivery schedules, documentation and certification required by the business and improved communication lines.

Regulators will see improvements within the business and will hopefully welcome the improvements in the business to drive a safer more environmentally friendly approach and to achievement of ISO 9001:2015.

Implementation of the Plan

Project implementation 

To understand where the company’s system is regarding compliance to the ISO 9001:2015 requirements, the business carried out a complete review of the QMS by completing a full audit of the current system against the ISO 9001:2015 standard. Following the audit, the results will be discussed with the top management and a plan for the development of improvements generated with roles and responsibilities allocated.

The Quality Policy was re-written and checked for full compliance to the Standard requirements as well as the business needs. Training and awareness on the policy, its availability and location is issued to all staff. The policy was signed by the Managing Director.

All areas of the business were explored to include business internal and external issues that could affect the ability to supply our services to our customers on time every time, which lead to a business risks and opportunities review to reduce risks and achieve opportunities. Health and Safety and Environmental considerations were also be part of the review.

Resources, training and competence were reviewed and the training matrix and records revised improved and updated.

Detailed skills required were noted and training programme established to achieve competence and improvement to individuals as well as to the company.

A review of the production / warehouse / office layout was considered to ensure the most efficient ways of achieving customer and other interested parties requirements and the most efficient ways to achieve this are in place.

Operational controls were fully reviewed and included Sales and Customer communications methods, recording of requirements, dealing with concerns etc. Service / production provision were totally reviewed to ensure adequate controls were in place.

Design and development was included in the review. Due to changes and interpretation of the ISO 9001:2015 Standard, the design of processes and procedures will be checked against the design clause requirements and verification confirmed of suitability and application.

A review of the selection process for suppliers was carried out, along with the supplier credentials such as any ISO certification, environmental programmes or considerations, Health and Safety incidents etc.

The process for monitoring and re-evaluating the suppliers was reviewed and controls considered and implemented.

Questionnaires to suppliers were issued to obtain up to date information.

Updating of the non-conformance / improvement log to be useful and productive. The disciplines of fully utilising the information to improve the QMS will be considered as part of the training programmes to be set up and delivered.

Internal Auditing

This is a check that the system is working correctly to ensure that the business is moving in the right direction, the system will be audited by our internal audit team and/or external consultant (QSC).

The findings should deliver positive results once all of the improvements identified from the initial audit have been implemented and had time to settle into the business.

If there are any areas of non-conformity identified, this will give the business the opportunity to make improvements and build an even stronger QMS.

Management Review

Time for an overall review by the senior management

The ISO standards require that the total QMS is reviewed by the top management to ensure the system is achieving the desired results, audits are being completed and any deficiencies are being addressed. Customer complaints and feedback is reviewed along with other interested parties demands and requirements.

The key business risks and opportunities will be reviewed to ensure progress is made to reduce the risks and improve the opportunities.

To drive improvement, targets are to be set and resources considered, along with review periods to monitor progress.

As the policy statement is the corner stone of the entire system, the suitability of the policy and how it is communicated will be discussed and minuted.

The meeting will be fully minuted and relevant information discussed with the staff.

Recommendations and Timescales

It is highly recommended that the QMS is fully reviewed and brought in line with the current business controls and methods. It can only be a benefit to the business.

Timescales from start to finish approximately 6 months to a year.

This will include the external ISO 9001:2015 Audit.

Get in touch…

If you are looking at how you can get re-certified and your ISO System back on track or you require ISO Certification and the services of an ISO Consultant, call us at Quality Systems Consultancy on 01889 881887 or 07900 558547 or for an informal and confidential discussion.

Our head office is located in Staffordshire and we work throughout the UK. Our Managing Director, Andy Adams has 30 years wealth of experience and knowledge, is a chartered member of IOSH and a fully qualified ISO Consultant and UKAS Auditor.