a project manager's implementation guide

8/7/2019 A Project Manager's Implementation Guide

1/27

Copyright 2002 The 9000 Store

Visit us at www.the9000store.com

www.iso9000store.com

Quick Start Kit
http://www.iso9000store.com/http://www.iso9000store.com/


2/27

Page 1 of 10

Copyright 2002 The ISO 9000 Store

Table of Contents

Introduction ...........................................................................2

Making the Decision: ISO 9001:2000 Registration ...............4

Implementation Steps ...........................................................6

Project Plan...........................................................................7

Scheduling and Conducting the Gap Analysis ......................9

The ISO Steering Team Meeting ........................................11

Holding Task Group Team Meetings ..................................13

Project Plan: ISO 9001:2000...............................................15

Planning Meeting Handouts ................................................16

Task Group Meeting............................................................22


3/27

Page 2 of 10


Introduction

This Quick Start Kit is designed to help you plan and manage your ISO9001:2000 Project. You can use this manual and project management approachwith or without the ISO 9000 Store documents and tools that are referenced in

the manual.

To make your project efficient and effective we recommend using The ISO 9000Store Documented Quality System and Training, and discuss how to usethose tools in this manual. All items in blue text are available atwww.the9000store.com. All products are available on CD-ROM or by downloadand can be ordered online or by using our order form; for pricing and orderingdetails see the order form at the end of this document.

TheDocumented Quality Systemincludes an ISO 9001:2000 Quality Manual,ISO 9001:2000 Quality System Procedures and all related forms for an ISO

9001:2000 Quality Management System. All of the documents in theDocumented Quality System are in Microsoft Word or Excel, and are very easyto edit. You will make this system your own by reviewing and editing theprocedures, manual and forms. You will also be making changes to your existingprocesses so you meet the requirements of the ISO 9001:2000 Standard. Theproject plan in this kit will help you manage these changes.

Project Manager Training gives an in-depth training on the ISO 9001:2000Standard. This training is for the project manager, management representativeand others that will be closely involved in the implementation of the QMS.

The Training Materials Package provides you with the materials you need totrain your employees on the ISO 9001:2000 Standard. It comes in two versions,one for those that are familiar with ISO 9000:1994, and one for those that arenew to ISO 9000. It includes a PowerPoint presentation with speakers notes, atrainers guide and student manual. A project manager or managementrepresentative that has completed the Online Training will be able to give thispresentation.

Computer Based Employee Training Another option for training employees isour Computer Based training. This is a one hour training session focusing on thegeneral requirements of ISO 9001:2000 and what it means to employees. Each

employee works through the training when it is convenient, takes a quiz andprints a training certificate.

Documentation and Training Package Provides you with a package price forthe Documented Quality System, Project Manager Training, Gap Analysis andTraining Materials Package, and Internal Auditor Training Materials.


4/27

Page 3 of 10


Internal Auditor Training Materials Package This package includes a TrainersGuide, Presentations and Training Material to train your internal audit team. It isa 12 hour course and includes practice auditing of procedures and recordsprovided with the material.

Visit our websitewww.the9000store.com for prices on all of these products.Products are available for immediate order and download or delivery on CD-Rom. You may purchase with a credit card, wire transfer, check or Corporate PO.

Contact us at The ISO 9000 Store on-line at www.the9000store.com

Phone: 952-250-7172

Fax: 801-457-9770
http://www.the9000store.com/http://www.the9000store.com/http://www.the9000store.com/http://www.the9000store.com/


5/27

Making the Decision:ISO 9001:2000 Registration

Page 4 of 10


Making the Decision: ISO 9001:2000 Registration

What can you really expect in return for your investment in an ISO 9001:2000

Quality Management System (QMS)? What happens when you have your QMSin place and working for you? Feedback from ISO 9001:2000 Registeredcompanies shows what you can expect as the payoff from all of your hard work.

Because of the responsibilities called out in the ISO 9001:2000 Standard,organizations often see an increased involvement of top management withregards to the Quality Management System. This starts with the setting of theQuality Policy and Quality Goals and Objectives. It continues with ManagementReview looking at data from the QMS, and taking actions to make sure thatQuality Goals are met, new Goals are set, and continual improvement isachieved.

With the QMS in place and working for you, the organization is focused towardsthe Quality Goals. Management is provided with data on a continual basis andable to see progress or lack of progress towards goals and take appropriateaction. The organized, scheduled process of conducting Management Reviewensures that this evaluation takes place. It provides the mechanism of reviewinggoals and performance against goals on a scheduled basis, and for taking actionbased on the evaluation.

Increased productivity results from the initial evaluation and improvement ofprocesses that occurs during the implementation process and from improved

training and qualification of employees. Better documentation or control ofprocesses leads to consistency in performance, and less scrap and rework.Managers experience less late night troubleshooting calls; employees have moreinformation for troubleshooting problems on their own.

Customer satisfaction increases are seen as Goals and Objectives take thecustomer needs into account. Customer needs are better understood ascustomer feedback is sought, received and analyzed. Goals and objectives areadjusted based on the information and the organization becomes more customerdriven. As goals focus on the customer, the organization spends less timefocusing on individual goals of departments and more time working together to

meet customer needs.

All of this leads to financial rewards, your reward for your hard work andinvestment in the Quality Management System. In a study conducted byresearchers from UCLA results showed that U.S. publicly held companies tradedon the New York Stock Exchange that receive certification under the ISO 9000Quality Standard show significant improvement in financial performancecompared to those companies that have not pursued the standard. *


6/27

Making the Decision:ISO 9001:2000 Registration

Page 5 of 10


So work with enthusiasm and optimism, knowing that your organization will besignificantly improved by this ISO 9001:2000 implementation project. You arecontributing to the future success and profitability of your company.

Selling ISO 9001:2000 in your company: Use the PowerPoint presentationBenefits of ISO 9000 that is provided with this kit. This is an excellentpresentation to give to management and to the people that will be involved in theimplementation project. It is important for everyone that will be working on this toknow why it is important to the company, and what it will do for them. The end ofthe presentation also covers how The 9000 Store materials can simplify yourproject and save costs on your implementation project. You can use thepresentation to present this option to your organization.

*For more detail on this study see

http://personal.anderson.ucla.edu/charles.corbett/papers/does_iso_9000_pay.pdf
http://personal.ander/http://personal.ander/


7/27

Implementation Steps

Page 6 of 10



Quick Start steps to Implementation:

1. The Project Manager completes the Online Training Sessionor othertraining.

2. The Project Manager prepares a Project Plan.

3. Management and the Project Manager identify an ISO 9001:2000 SteeringTeam.

4. The Project Manager and others conduct a Gap Analysis with a GapAnalysis Checklist.

5. The ISO 9000 Steering Team assign responsibilities for customizing ordeveloping each Quality System Procedure and the Quality Manual to aTask Team or individual.

6. The Project Manager trains employees on ISO 9001:2000 using theTraining Materials Package,Custom Online Training or other training.

7. Team leaders hold team meetings to revise processes and proceduresbased on the results of the Gap Analysis and the prepared QualitySystem Procedure Templates.

8. The ISO 9001:2000 Steering Team reviews the procedures as they arecompleted.

9. The Project Manager trains internal auditors using the Internal AuditorTraining Materials Package or other training program.

10. The system is used for several months while records are collected andimprovements are made.

11. The Registrar comes to audit.

This Kit outlines these steps in more detail, and provides forms and templates to

help you. This is a recommended plan, and you may change it to suit yourorganization. All of the documents in the Documented Quality System are inMicrosoft Word or Excel, and are very easy to edit. You will make this systemyour own by reviewing and editing the procedures, manual and forms. You willalso be making changes to your existing processes so you meet therequirements of the ISO 9001:2000 Standard. This project plan will help youmanage these changes.


8/27

The Project Plan

Page 7 of 10


Project Plan

A. Determine the project goals (Use the Project Plan Template in Appendix A)In order to start planning, you will need to determine what your goals are for theproject. Answer these questions:

1. When will you start your project?Consider the start of your project as the date of the Gap Analysis. Whenwill you be ready to conduct the Gap Analysis?Recommended steps to be completed before conducting the GapAnalysis:

a. Identify one or more people to conduct the Gap Analysis; it ishelpful if they have some quality system experience or auditexperience.

b. Print the Gap Analysis Checklist.c. Schedule the Gap Analysis, and communicate to all employees

what is being done, and why. You will want to be able to make theemployees comfortable with answering your auditors questions.(The auditor is the person conducting the gap analysis. It may bean audit team or one individual)

2. When does your company want to have an ISO 9001:2000 certificate inhand?The answer to this question will determine your timeline.

a. The shorter time frame allowed for the project, the more resourcesthe project will demand during implementation.

b. It is important to know what your goal is because other dates will be

determined by this information.c. Find out if there are company goals, are there clients that arerequesting certification or other circumstances that will determinethe date? If you are transitioning from 1994 talk to your registrar.Find out what goals they have for their clients to transition.

d. Your date may be revised later. You will use this as a target date,and as we move along to the gap analysis and creating the task listyou will be able to determine if the date is realistic. It will depend onwhat you currently have in place for your quality system, and howmany resources you have available for the project.


9/27

The Project Plan

Page 8 of 10


B. Identify Project ResponsibilitiesIt is important to determine who will be leading this project. Are you the personleading the charge? If so, you would be the project manager. You do not need toidentify the management representative at this point. You will need to clarify whomakes up "Top Management". The standard has requirements to be fulfilled by

Top Management, and the sooner they are involved in this project the better.

1. Who is your project manager?2. Who makes up Top Management at your organization?3. Who should be on the ISO 9001:2000 Steering Team? (This team will play

an important role in planning, coordinating and providing resources for theISO 9001:2000 project. See Appendix B for team responsibilities.)

C. Begin to fill in the Project Timeline

1. When will you conduct your Gap Analysis and how long will it take to

complete?a. A Gap Analysis can typically take anywhere from 2 days to 5 daysto perform. It will depend on the size of your organization, thenumber of auditors, the state of your current quality system and theexperience of your auditors.

2. Planning Meetings to assign Task Teams.a. This will take one or two meetings. The project manager and top

management should be involved. (See section 2 Planning andHolding the Planning Meetings)

3. Target a date for Introductory training for all employees.a. You will want your employees to be aware of the project, what willneed to be done, who will be involved, and why you areimplementing ISO 9001:2000. Choose a date that is after themeeting discussed above.

b. That way you can decide if some people that will be involved in theproject need more detailed training, and you can let employeesknow who will be working on the project. Use the TrainingMaterials Packageor . Computer Based Employee Training.

c. Plan training before the Task Team meetings so individualsinvolved in the task groups are trained before their first meeting.

4. Send out Employee Newsletter #1, included at the end of this Quick StartKit, to inform employees of the upcoming ISO 9001:2000 implementationproject.


10/27

The Gap Analysis

Page 9 of 10


Scheduling and Conducting the Gap Analysis

A. Schedule the Gap

1. Review the project plan:a. Who did you identify to conduct the gap?

b. Schedule the Gap Analysis, and communicate to all employeeswhat is being done, and why. You will want to be able to make theemployees comfortable with answering your auditor's questions.

c. You may want to consider sending out a newsletter to informemployees that the Gap will be performed, by whom, when andwhy the Gap is being performed. Use the Employee Newsletter #2at the end of this Quick Start Kit.

2. The audit schedulea. Determine if you will audit by process/procedure or by area of the

facility. Our approach is usually to audit by area of the facility.

b. Divide the facility into manageable areas. Schedule time to auditeach section of the standard that applies to the area.

c. If you are using an audit team, assign the team to cover the variousareas of the facility.

d. Arrange yourGap Analysischecklists so each auditor will have thesections of the standard that are applicable in the areas they willcover.

e. Arrange your checklists so each auditor will have the sections ofthe standard that are applicable in the areas they will cover.

B. Conducting the Audit

1. Follow the schedule that you have prepared. Go into each area of thefacility to evaluate the current quality system. Focus on what is in place,and what is not in place. Remind auditors that you are not focusing oncompliance or non compliance to the current system, but on the design ofthe current system, and how it matches the ISO 9001:2000 requirements.

2. Take notes on what is in place, and what will need to be developed andchanged. Take complete notes, reference documents and examples.

C. Reporting

1. Summarize the audit findings in the form of a task list. You will usuallyidentify several categories of tasks.

Processes that comply with the standard and are documented.

Processes that comply with the standard and must be documented.

Processes that do not comply with the standard and must beredesigned.

Processes required by the standard that are not currently in place.


11/27

The Gap Analysis

Page 10 of 10


For each requirement (or set of requirements) of the standard you willwant to identify the status of the current system. The ISO 9001:2000Steering Team will use this information as they assign responsibility andtimelines to Teams. Task Teams will be assigned responsibility fordevelopment of a procedure.


12/27

The Planning Meeting

Page 11 of 10


The ISO Steering Team Meeting

A. Planning your ISO Steering Team meeting

1. Determine who should attend. Include top management. Answer thesequestions:

a. Who will be able to decide which employees will be assignedtasks?

b. Will they know whether the employees' workload will be able toaccommodate the assigned tasks?

c. Who is responsible for resources and can make resourcesavailable to the ISO 9001:2000 project?

d. This group should continue meeting as the ISO 9001:2000Steering Team

2. Create an Agenda, items to include:a. Explain the Implementation Steps to the group using the

PowerPoint presentation ISO 9001:2000 Implementation

b. Use the meeting handout in Appendix Bc. Use the PowerPoint presentation ISO 9000 Implementation Tips

and Techniques to give the team an overview of the dos anddonts of implementation.

d. Assign the tasks to individuals or teams. (Use tables from AppendixB)

Review the responsibilities to make sure that they are welldispersed, not assigned heavily to one group or oneindividual.

For each team identify a team leader. It works very well tohave a member of the ISO Steering Team as a leader for

each of the Task Group teams. It provides goodcommunication between the teams and the ISO SteeringTeam throughout the project.

e. Determine resources required for completion of the tasks. Will teams or individuals need assistance with other

responsibilities during the ISO 9001:2000 project? What kind of technical guidance will be needed to allow

these teams or individuals to complete the tasks efficientlyand effectively?

1. Assistance from the management representative?2. Prepared materials?

3. Special Training?f. Assign dates to tasks. (Use table from Appendix B)

Stagger start dates according to resources available. Determine which tasks you need to complete in the

beginning to allow others to build on, for example:Management Responsibility. Complete the Quality Policyand Quality Goals as well as identifying key processes andtheir interrelation early on in the project.


13/27

The Planning Meeting

Page 12 of 10


Estimate the amount of time needed to complete each taskbased on the amount of resources available to the task.


14/27

The Task Group Meeting

Page 13 of 10


Holding Task Group Team Meetings

The team leader is responsible for scheduling the first team meeting according tothe plan on the Gantt chart.

1. An agenda is provided in Appendix C:a. Discuss Responsibilities of the ISO 9001:2000 Steering Team and

Implementation steps using the PowerPoint presentationImplementation of ISO 9001:2000 included with this Quick StartKit.

b. Use the Task Group Team Handout in Appendix Cc. Hand out the Quality System Procedure that the team will be

responsible for. ( If using the prepared procedures)d. Hand out the section of the Gap Analysis that applies to the team.e. Determine resources required for completion of the tasks.

Will teams or individuals need assistance with otherresponsibilities during the ISO 9001:2000 project?

What kind of technical guidance will be needed to allowthese teams or individuals to complete the tasks efficientlyand effectively?

1. Assistance from the management representative?2. Prepared materials?3. Special Training?

2. Assign dates to tasks from the Gap Analysis using the start and finish dateon the Gantt chart. The team leader should print copies of the section ofthe Gap Analysis that are relevant to the team.

a. Explain to the team that the Procedure and your process mustmatch. Some of your processes (the way you do things) will need tobe changed to meet requirements of the standard, and parts of theprocedure will need to be edited to accurately describe what youdo.

If you are not using the prepared procedures this team willbe responsible for developing and documenting the newprocedure for a section of the standard.

b. List the requirements from the Gap Analysis Checklist that youare not currently meeting. These will need to be evaluated todetermine if you will change your process to match the procedure,

or alter your process to meet the standard and edit the procedure.c. List the requirements from the Gap Analysis Checklist that you

are meeting. Evaluate these against the procedure to see if editsare needed to the Procedure, or if the process documented in theprocedure will work better for you.

Or if not using the prepared procedures, identify therequirements of the standard that you will need to address tobe incompliance.


15/27

The Task Group Meeting

Page 14 of 10


d. Schedule next meeting. During the next meetings you will work onthe tasks that you have listed above.

e. Once the process has been determined the procedure will need tobe finalized and sent for approval by the ISO 9001:2000 SteeringTeam.

3. Discuss the Next agenda:

g. Read The 9000 StoreProcedure (Or for the team responsible forthe quality manual read The 9000 Store Quality Manual andcompare to current processes.

If not using The 9000 Store procedures, outline a newprocess to meet the requirements of the standard.

h. Assign tasks for implementing changes in your processes and

editing prepared procedure.i. Set next agenda j. Schedule next meeting


16/27

Appendix AThe Project Plan

Appendix ACopyright 2002 The ISO 9000 Store


Project Plan: ISO 9001:2000

Projectgoals:

Start Date:

Target Registration Date:

Responsibilities:Project Manager:

Management Representative:

Top Management:

ISO 9001:2000 Steering Team

Projecttimeline:

Step Schedule Date Completion Date

1. Project Mangercompletes Online

Training2. Conduct Gap

Analysis

3. Hold ISO SteeringTeam Meeting

4. IntroductoryTraining

5. Hold Task TeamMeetings

6. System Complete

7. Registration Audit

8. CertificateReceived


17/27

Appendix BISO 9001:2000 Planning Meeting

Appendix BCopyright 2002 The ISO 9000 Store


ISO Steering Team Meeting Handouts

Agenda:

1. Review the Implementation Steps2. PowerPoint presentation Implementation of ISO 9001:20003. Assign individuals to teams for each task group. Determine resources

required for completion of the tasks.a. Will teams or individuals need assistance with other responsibilities

during the ISO 9001:2000 project?b. What kind of technical guidance will be needed to allow these

teams or individuals to complete the tasks efficiently andeffectively?

Assistance from the management representative? Prepared materials? Special Training?

4. Assign dates to tasksa. Stagger start dates according to resources available.b. Determine which tasks you need to complete in the beginning to

allow others to build on, for example: Management Responsibilityand Document Control should start early in the project. Completethe Quality Policy and Quality Goals as well as identifying keyprocesses and their interrelation early on in the project.

c. Estimate the amount of time needed to complete each task basedon the amount of resources available to the task. Refer to the GapAnalysis results to determine how much work each team has to

complete.5. Schedule employee training sessions using the Training Materials

Packagea. All employees need training on the ISO 9001:2000 Standard.

Providing the training early on in the project makes everyone awareof the projects and its goals.

*Keep minutes of all of the ISO 9001:2000 Planning and Steering Teammeetings. This helps demonstrate top management involvement in the

development of the ISO 9001:2000 Quality Management System. Recordattendees.


18/27

Appendix BISO 9001:2000 Planning Meeting




1. The team of people assigned responsibility will use The9000 Store

Procedures, Quality Manual and Formsas a foundation for the process toaddress the requirements of the standard. The team will use the task list toidentify what areas need changes to processes.

2. Each responsible team will evaluate the process presented in the procedure,determine if any changes are necessary for your organization, and make editsto the procedure and forms.

3. The team will finalize the procedure and send it to the ISO 9001:2000Steering Team for review and approval.

4. The team will train employees that are affected by or have responsibility forthe procedure.

5. The employees will start following the documented process and maintainingrecords.

ISO 9001:2000 Steering Team Responsibilities

1. Identify team members for each procedure.

2. Assign target start date and completion date for each team.3. Identify training needs for employees and schedule training sessions forISO 9001:2000

4. Meet on a regular basis to evaluate progress, answer questions for theteams and evaluate resource needs for the implementation.

5. Review and approve procedures as they are finalized.6. Evaluate and choose a Registrar


19/27

Appendix B

ISO 9001:2000 Planning Meeting



Task Assignments

Task Group Team Members Team Leader

Quality Manual

Document Control

Control of Quality Records

Management Responsibility

Competence, Awareness andTraining

Infrastructure

Planning of Product RealizationProcesses

Customer Related Processes

Design and Development

Purchasing

Control of Production and ServiceProvision


20/27

Appendix B




Task Group Team Members Team Leader

Identification and Traceability

Customer Property

Preservation of Product

Control of Measuring andMonitoring Devices

Monitoring, Measuring andAnalysis of Customer Satisfaction

Internal Audits

Monitoring, Measuring andAnalysis of Product andRealization Processes

Control of Nonconforming Product

Corrective Action and PreventiveAction


21/27

Appendix B




Project Gantt Chart(Change headings to the Months you expect your project to run- identify when each team will start and stop,

shade the time that each team will run)

Task Group Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9

Document Control

Control of Quality Records

Management Responsibility

Competence, Awareness andTraining

Infrastructure

Planning of Product RealizationProcesses

Customer Related Processes

Design and Development

Purchasing

Control of Production and ServiceProvision

Identification and Traceability

Customer Property


22/27

Appendix B




Task Group Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9

Preservation of Product

Control of Measuring andMonitoring Devices

Monitoring, Measuring and Analysis

of Customer Satisfaction

Internal Audits

Monitoring, Measuring and Analysisof Product and RealizationProcesses

Control of Nonconforming Product

Corrective Action and PreventiveAction


23/27

Appendix BTask Team Meeting

Task Team Meeting

Agenda:

1. Review the Implementation Steps and Responsibilities of the ISO9001:2000 Steering Team. Use the PowerPoint presentation ISO9001:2000 Implementation

2. Review procedure that the team will be responsible for.3. Review the section of the Gap Analysisthat applies to the team.4. Determine resources required for completion of the tasks.

a. Will the team need assistance with other responsibilities during theISO 9001:2000 project?

b. What kind of technical guidance will be needed to allow the team tocomplete the tasks efficiently and effectively?

1. Assistance from the management representative?

2. Prepared materials?3. Special Training?

5. Assign dates to tasks from Gap Analysis using the start and finish dateon the Gantt chart.

6. Schedule next meeting.7. Next agenda:

1. Read The 9000 Store Procedureand compare to currentprocesses.

2. Assign tasks for implementing changes in your processesand editing prepared procedure.


1. The team assigned responsibility for each procedure will use theThe9000 Store Procedureas a foundation for the process to address therequirements of the standard. The team will use the task list to identifywhat areas need changes to processes.

2. Each responsible team will evaluate the process presented in theprocedure, determine if any changes are necessary for your organization,and make edits to the procedure and forms.

3. The team will finalize the procedure and send it to the ISO 9001:2000Steering Team for review and approval.

4. The team will train employees that are affected by or have responsibilityfor the procedure.

5. The employees will start following the documented process andmaintaining records.


24/27

Appendix BTask Team Meeting

ISO 9001:2000 Steering Team Responsibilities

1. Identify team members for each procedure.

2. Assign target start date and completion date for each team.3. Identify training needs for employees and schedule training sessions:a. Employee Introduction to ISO 9001:2000 using the Training

Materials Packageb. Internal Auditor Training using the Internal Auditor Training

Materials Package4. Meet on a regular basis to evaluate progress, answer questions for the

teams and evaluate resource needs for the implementation.5. Review and approve procedures as they are finalized.


25/27

Introduction to ISO 9001:2000Employee Newsletter #1

Watch for our next newsletter for more introduction to ISO 9001:2000, what it will mean

to you and your coworkers.

Welcome to ISO 9001:2000

Our Company is working on becoming

ISO 9001:2000 Registered. ISO

9001:2000 is a Quality ManagementSystem that outlines some basic good

business practices that we need to have

in place.

By implementing a Quality Management

System that complies with ISO

9001:2000 we will be able to make ourcompany run more efficiently, increase

our customers satisfaction and

communicate to potential customers that

we have good quality processes in place.

Surveyed ISO 9001 RegisteredCompanies state that they have:

Higher customer satisfaction

Increased profitability because ofefficiencies

Market advantages

Improved communications

Higher job satisfaction

What will employees need to do forthe ISO 9001:2000 QualityManagement System?

First Management will be identifying

ourKey Processes. Those are the

processes that affect the quality of ourproduct and our services. Then they will

identify how we will control theseprocesses to make sure that we are all

doing them the same way, and the bestway our organization has identified.

Controlling the process meansdocumenting the work instructions,

training employees or finding other ways

to make sure that the process is done

consistently no matter who is doing it.

This means that employees may berequired to have certain training, or to

follow specific work instructions.

Employees will also need to be aware of

how their job affects the quality of our

product and customer satisfaction.

ISO 9001 Highlights: Things that youwill be hearing about as we proceedwith this project.

Our Quality Policy

We will identify our Quality Policy, andwill be communicating it to all

employees. It is important that all of us

are aware of what this statement saysabout our companys vision is for

meeting customers expectations and for

quality.

Registration Audit

To become ISO 9001:2000 registered,we will be audited by a Registrar. ThisRegistration Audit will be done after we

have set up processes to meet all the

requirements of the standard. TheRegistrar will send an auditor or audit

team to come in to our facilities and

evaluate the processes we have set up.They will check to see if the processes

meet the requirements of the standard,

and to see if we are following the

processes. If everything looks good, wewill be recommended for Registration!


26/27


Watch for our next newsletter for more introduction to ISO 9001:2000, what it will mean

to you and your coworkers.

Welcome to ISO 9001:2000

Coming Soon: Gap Analysis

The next step in our ISO 9001:2000Project is to conduct a Gap Analysis.

This is an evaluation of our current

processes to see what we have in placethat already meets the requirements of

ISO 9001:2000, and what we will need

to do to meet the rest of therequirements.

People from our company will becoming to all departments and asking

how you do things. They will want tosee procedures and records so they can

evaluate the current method of doingthings against the requirements of the

standard. This information will help us

plan our ISO 9001:2000 Project.

Introducing our Quality Policy

Top Management has developed a

Quality Policy to describe ourcommitment to providing quality

products and service to our customers.

How does your work contribute tomeeting our quality policy? Each and

every individual has an impact on

quality of the product and service we

deliver.

Insert your quality policy here

After the Gap Analysis

When we have completed the GapAnalysis we will put together a plan to

address the requirements of ISO

9001:2000. This plan will includeoutlining new ways of doing things, and

documenting procedures and work

instructions.

Many employees will be involved in this

effort. We have established a SteeringTeam to lead the effort. The Steering

team will be creating Point Teams toidentify how to meet requirements in

different areas, and documenting thenew way of doing things in Procedures

and Work Instructions.

ISO 9001 Highlights: Things that youwill be hearing about as we proceedwith this project.

ProceduresProcedures will be written to describe

how a process is done. For example, a

Purchasing Procedure will be written todescribe the overall purchasing process.

When detailed instructions are needed, a

Work Instruction will be written.

Work Instructions

Work Instructions are written to describe

how to do a task or process. In the

example above, a procedure is writtendescribing the overall purchasing

process. A work instruction would bewritten to describe how to enter orders

into the purchasing system.


27/27


ISO 9001:2000: Introduction to the Requirements

Introduction to the Requirements of

ISO 9001:2000The ISO 9001 Standard is organized in

five sections orClauses. Today we are

going to look at the requirements inClause 4: General Requirements. The

reason we are starting at 4 is because

the first three clauses do not have actualrequirements; they are more of an

introduction to the standard. The

requirements are in clauses 4 through 8,where we will focus.

Clause 4: General Requirements

Clause 4.0 gives us the requirements forthe foundation or establishment of the

Quality Management System (QMS). It

tells us to document, implement andmaintain the QMS, and continually

improve its effectiveness. This section

also requires that we write a qualitymanual and procedures required by the

standard. The Quality Policy that we

introduced in our last newsletter isrequired by this clause as well.

Once we have written these documents

this clause requires us to control them.Controlling a document means making

sure that the current, correct copy is

available to employees, and old copiesare removed from use right away.

Document control is a very important

part of ISO 9000.

Procedures

Our organization is writing proceduresthat explain our processes.

We look at each business process, make

sure that it meets the requirements of thestandard and decide if we need todocument it in a procedure.

We will write a procedure to make surethat everyone does the process in the

same way, and the correct way.

Procedures are an important tool for us

to make sure that we have carefullyplanned how we want to do things, and

follow that plan. Procedures are

approved by management, and thencontrolled so employees know that when

they follow the procedure they are doing

things the correct and approved way.

Procedures are also a good tool for

training people on processes. By usingour procedures we can improve the

consistency and quality of our products.

a project manager's implementation guide

Documents