iso 9001 ppt

ISO 9001:2008 Requirements

QMS

Participants to be aware of the following:

Basic concepts on ISO9001:2008 Benefits/Importance of ISO9000 ISO9000 Requirements

COURSE OBJECTIVES

a worldwide federation of national standards bodies.

formed and began its official function on 23rd February 1947

non-governmental organizationmission is the promotion of the development of standardization and related activities in the work with a view to:

Facilitate the international exchange of goods and services, and;

To develop co-operation in the spheres of intellectual, scientific, technological, and economic activity

The word “ISO” is not as many people think the acronym for the organization but is derived from the Greek word “isos” meaning equal; as in isobars, isonomy (equality of laws or of people before the law).

ISO – International Organization for Standardization

• ISO 9000 Quality Standards focus on the SYSTEM, not the Product.

A hierarchy of technical committees (TCs); subcommittees (SCs) and working groups (WGs) carries out the work of ISO.

Within these committees there are:

Qualified industry representatives Research institutes Consumer bodies Government authorities, and Worldwide international organizations

whose objective is the resolution of global standardization issues.

The administrative responsibility for a standards committee is accepted by one of the national standards bodies.

The Central Secretariat of ISO, located in Geneva, co-ordinates the dissemination of documentation; facilitates clarification with chairmen and the agreement of technical content by committees; coordinates meetings and generally provides overall support.

BENEFITS OF STANDARDIZATION TO ISO9001

• Improved productivity

• More Market Competitiveness

• Better Export Capability

1. Provides opportunities to streamline the company’s processes

Integrates systems and procedures using the ISO Framework2. Identifies critical points in the organization to be

controlled and measured (quality objectives)3. Provides a structured approach in identifying areas for

improvement/enhancement4. Establishes clear position descriptions - identifies

overlapping functions, reinforces performance management system

5. Establishes an efficient records and files management system

6. Promotes total organization involvement/sense of ownership.

BENEFITS OF GOING INTO ISO

Based on Customers’ Feedback

Quality management systems can assist organizations in enhancing customer satisfaction

Encourages organizations to analyze customer requirements, define the processes that contribute to the achievement of a product which is acceptable to the customers, and keep these processes under control.

Provides the framework for continual improvement to increase probability of enhancing customer satisfaction and the satisfaction of other interested parties.

Provides confidence to the organization and its customers that it is able to provide products that consistently fulfill the requirements.

Rationale for the QMS

APPLICATION/CERTIFICATION FRAMEWORK

1st PARTY ASSESSMENT

2nd PARTYASSESSMENT

3rd PARTYASSESSMENT

Internal Quality Audit (IQA)- Site- 1st party assessment

2nd Party Certification

Internal Quality Audit (IQA)- Customer Assessment

- Internal Quality Audit (IQA)- Desk Study- Compliance Audit- Follow-up Assessment (if any)- 3rd Party Certification- Surveillance Visit

1. Customer Focus

2. Leadership

3. Involvement of People

4. Process Approach

5. System ApproachTo Management

6. Continual Improvement

7. Mutually BeneficialSuppler Relationship

8. Factual Approach to Decision-Making

8 Quality ManagementPrinciples

Eight Quality Management Principles

Organizations depend on their customers and therefore should understand current and future customer needs, should meet customer requirements and strive to exceed customer expectations.

a. CUSTOMER FOCUS


Leaders establish unity of purpose and direction of the organization. They should create and maintain the internal environment in which people can become fully involved in achieving the organization’s objectives.

b. LEADERSHIP


People at all levels are the essence of an organization and their full involvement enables their abilities to be used for the organization’s benefit.

c. INVOLVEMENT OF PEOPLE


A desired result is achieved more efficiently when activities and related resources are managed as a process.

d. PROCESS APPROACH


Identifying, understanding and managing interrelated processes as a system contributes to the organization’s effectiveness and efficiency in achieving its objectives.

e. SYSTEM APPROACH TO MANAGEMENT


Continual improvement of the organization’s overall performance should be a permanent objective of the organization

f. CONTINUAL IMPROVEMENT


Effective decisions are based on the analysis of data and information

g. FACTUAL APPROACH TO DECISION-MAKING


An organization and its suppliers are interdependent and a mutually beneficial relationship enhances the ability of both to create value.

h. MUTUALLY BENEFICIAL SUPPLIER RELATIONSHIPS

An approach to developing and implementing a quality management system consists of several steps including the following:

a. Determining the needs and expectations of customers and other interested parties;

b. Establishing the quality policy and quality objectives of the organization;

c. Determining the processes and responsibilities necessary to attain the quality objectives

d. Determining and providing the resources necessary to attain the quality objectives

Quality Management Systems Approach

e. Establishing methods to measure the effectiveness and efficiency of each process;

f. Applying these measures to determine the effectiveness and efficiency of each process;

g. Determining means of preventing the nonconformities and eliminating their causes;

h. Establishing and applying a process for continual improvement of the quality management system

con’t…

Such an approach is also applicable to maintaining and improving an existing quality management system.

Continual Improvement of the Quality Management SystemContinual Improvement of the Quality Management System

Customers(and other interestedparties)

Customers(and other interestedparties)

SatisfactionRequirements

ManagementResponsibility

ResourceManagement

ProductRealization

Measurement, analysis & improvement

Product

MODEL OF QMS

Documentation

Enables communication of intent and consistency of action. Its use contributes to:

a. Achievement of conformity to customer requirements and quality improvement;

b. Provision of appropriate trainingc. Repeatability and traceabilityd. Provision of objective evidence, ande. Evaluation of the effectiveness and continuing

suitability of the quality management system

Generation of documentation should not be an end in itself but should be a value-adding activity.

Types of Documents -

a. Documents that provide consistent information, both internally and externally, about the organization’s quality management system; such documents are referred to as quality manuals;

b. Documents that describe how the quality management system is applied to a specific product, project or contract; such documents are referred to as quality plans

c. Documents stating requirements; such documents are referred to as specifications;

d. Documents stating recommendations or suggestions; such documents are referred to as guidelines;

e. Documents that provide information about how to perform activities and processes consistently; such documents can include documented procedures, work instructions, and drawings;

f. Documents that provide objective evidence of activities performed or results achieved; such documents are referred to as records.

con’t…

con’t…

Each organization determines the extent of documentation required and the media to be used.

This depends on factors such as - type and size of the organization, the complexity and interaction of processes, the complexity of products, customer requirements, the applicable regulatory requirements, the demonstrated ability of personnel, and the extent to which it is necessary to demonstrate

fulfillment of quality management system requirements.

Evaluating the QMS

When evaluating quality management systems, there are four basic questions that should be asked in relation to every process being evaluated -

a. Is the process identified and appropriately defined?

b. Are responsibilities assigned?c. Are the systems implemented and

maintained?d. Is the process effective in achieving the

required results?

ISO 9001:20081. Scope

2. Normative Reference

3. Terms and Definition

4. Quality Management System

5. Management Responsibility

6. Resource Management

7. Product Realization

8. Measurement, Analysis & Improvement

1.1 General

• Needs to demonstrate its ability to consistently provide product that meets customer and applicable statutory and regulatory requirements

1. Scope

• Aims to enhance customer satisfaction through the effective application of the system, including processes for continual improvement of the system and the assurance of conformity to customer and applicable statutory and regulatory requirements.

This International Standard specifies requirements for a QMS where an organization

1.1 General

• In this International Standard, the term “product” applies to the product intended for, or required by, a customer or the product realization processes. This applies to any intended output resulting from product realization processes, including purchasing.

• Statutory and regulatory requirements may be expressed as legal requirements.

1. Scope

Notes:

1.2 Application

• All requirements of this International Standard are generic and are intended to be applicable to all organizations, regardless of type, size and product provided.

1. Scope

• Where any requirement(s) of this International Standard cannot be applied due to the nature of an organization and its product, this can be considered for exclusion.

Where exclusions are made, claims of conformity to this International Standard are not acceptable unless these exclusions are limited to requirements within clause 7, and such exclusions do not affect the organization’s ability or responsibility, to provide product that meets customer and applicable statutory and regulatory requirements.

ISO 9000:2005 Quality management systems - Fundamentals and vocabulary.

2. Normative Reference

3. Terms and Definitions

• The terms and definitions given in ISO 9000:2000 apply.

• Throughout the text of this International Standard, wherever the term “product” occurs, it can also mean “service”.


• Establish, document, implement and maintain a QMS and continually improve its effectiveness in accordance with the requirements of this International Standard.

4.1 General Requirements

Processes needed for the QMS and their application

Sequence and interaction of these processes Criteria and methods needed to ensure that

processes are effective Availability of resources and information Monitor, measure (where applicable) and analyze

the processes Implementation of planned results and continual

improvement of these processes

4. Quality Management System4.1 General Requirements

Notes:1. Processes needed for the QMS include processes for

management activities, provision of resources, product realization and measurement, analysis and improvement.

2. An outsourced process is identified as one being needed for the organization’s QMS but chosen to be performed by a party external to the organization.


Where an organization chooses to OUTSOURCE any process that affects product conformity with requirements, the organization shall ensure control over such processes.

The type and extent of control of such outsourced processes shall be identified within the QMS

Influencing factors for the type and nature of control to be applied to the outsourced process:

• the potential impact of the outsourced process• the extent to which the control for the process is shared;• the capability of achieving the necessary control through the

application of clause 7.4.

Ensuring control over outsourced processes does not absolve the organization of the responsibility of conformity to allcustomer, statutory and regulatory requirements.


Sample Business ProcessINPUT

POLICY HOLDERS

OUTPUTCUSTOMERS

KEY PROCESSES

DESCRIPTION

OF

PROPERTIES/OBLIGATION

TO

BE

INSURED

Account Solicitation

Risk Identification,Analysis & Control

Proposal Negotiation & Agreement

PolicyWriting

Posting, Billing &

Collection

Claims Processing

INSURANCE

POLICY

Account Maintenance

Management Responsibility

Resource Management

Control of Documents and Records

Measurement, analysis and improvement

Office Supplies, Spare Parts

SUPPLIERS

Finance & Accounting; LGC: HRMD, ICTD, IAD

SUPPORT SERVICES

Agents, Brokers, Re-insurers, Adjusters, Repair Shops

OUTSOURCED

4.2 Documentation Requirements

Quality Policy and Quality Objectives A Quality Manual Documented procedures required by this International Standard

(IQA, Control of Non-Conforming, Document & Data Control, Control of Records, Corrective Action, Preventive Action)

4.2.1 General

Documentation shall include:


Documents, including records, needed to ensure the effective planning, operation and control of processes

Scope of the QMS, including permissible exclusions

Documented procedures established for the QMS Description of the interaction between the

processes of the QMS

4.2.2 Quality Manual

Includes:



Approve documents for adequacy prior to issue Review and update as necessary and re-approve documents, Changes and the current revision status of documents are identified Relevant versions of applicable documents are available at points of

use Documents remain legible and readily identifiable Documents of external origin determined by the organization to be

necessary for the planning and operation of the QMS are identified and their distribution controlled

Prevent unintended use of obsolete documents, and to apply suitable identification to them if they are retained

4.2.3 Control of DocumentsTo define controls -



Records established to provide evidence of conformity to requirements and of the effective operation of the QMS shall be controlled

Shall establish a documented procedure to define the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records.

Shall remain legible, readily identifiable and retreivable.

4.2.4 Control of Records4.2 Documentation Requirements


Provide evidence of its commitment to the development and implementation of the QMS and continually improving its effectiveness by:

Internal Communication Quality Policy Established Quality Objectives Management Reviews Availability of Resources

5.1 Management Commitment


5.2 Customer Focus

Customer requirements are determined and are met with the aim of enhancing customer satisfaction.


5.3 Quality Policy

Appropriate to the purpose of the organization Commitment to comply with the QMS

requirements and to continuously improve Quality Objectives are established and reviewed Communicated and understood by all Reviewed for continuing suitability


5.4 Planning

Established at relevant functions and levels within the organization.

Shall be measurable with the quality policy.

5.4.1 Quality Objectives


To meet the requirements given in 4.1, and the Quality Objectives

The integrity of the QMS is maintained when changes to the system are planned and implemented

5.4.2 Quality management system planning5.4 Planning


5.5 Responsibility, authority and communication

Responsibilities and authorities are defined and communicated within the organization.

5.5.1 Responsibility and authority


Appoint a QMR who, irrespective of other responsibilities, shall have responsibility and authority that includes:

5.5.2 Management Representative



Ensuring that processes needed for the QMS are established, implemented and maintained

Reporting to top management on the performance of the QMS and any need for improvement

Promotion of awareness of customer requirements

Appropriate communication processes are established within the organization

Communication takes place regarding the effectiveness of the QMS

5.5.3 Internal Communication



MEETINGS PURPOSE FREQUENCY ATTENDEES RESPONSIBLEUNIT

RECORDSUSED

1. MANCOM Meeting

Discussion of general issues and concerns such as admin policies, financial performance, A/R, and operational highlights

Weekly All Managers and Account Executives

General Manager Minutes of the Meeting

2. Sales Meeting Discussion of sales performance, and other concerns directly affecting sales

Weekly Area Managers, Asst. Area Managers, Account Executives, Operation Managers, Corporate Affairs Manager, Finance Manager

Area Managers Minutes of the Meeting

3. Operations Meeting

Discussion of matters directly affecting operations such as service irregularities and customer requirements

Weekly Operations Manager, Asst. Export Manager, Seafreight Manager, Export Supervisor, Import Supervisor, Dispatchers, Customer Service Assts., Asst. Area Managers

Operations Manager

Minutes of the Meeting

SAMPLE OF INTERNAL COMMUNICATION PLAN

5.6 Management Review

Review the QMS at planned intervals to ensure its continuing suitability, adequacy and effectiveness.

Shall include assessing opportunities for improvement and the need for changes to the QMS, including the quality policy and quality objectives.

Records shall be maintained

5.6.1 General


Results of audits Customer feedback Process performance and product conformity Status of preventive and corrective actions Follow-up actions from previous management reviews Changes that could affect the quality management

system Recommendations for improvement

5.6.2 Review input5.6 Management Review


Improvement of the effectiveness of the QMS and its processes

Improvement of product related to customer requirements

Resource needs

5.6.3 Review output5.6 Management Review


6. Resource Management6.1 Provision of Resources

To implement and maintain the QMS and continually improve its effectiveness

To enhance customer satisfaction by meeting customer requirements

6.2 Human Resources

Personnel performing work affecting conformity to product requirements shall be competent on the basis of

education training skills experience

6.2.1 General


Determine the necessary competence for personnel performing work affecting conformity to product requirements,

Where applicable, provide training or take other actions to achieve the necessary competence

Evaluate the effectiveness of the actions taken Ensure that its personnel are aware of the relevance and

importance of their activities and how they contribute to the achievement of the quality objectives

Maintain appropriate records of education, training, skills and experience

6.2.2 Competence, awareness and training6.2 Human Resources


6.3 Infrastructure

The organization shall determine, provide and maintain the infrastructure needed to achieve conformity to product requirements.

Infrastructure includes, as applicable - Buildings, workspace and associated utilities Process equipment (both hardware and software) Supporting services (such as transport or

communication or information systems)


6.4 Work Environment

The organization shall determine and manage the work environment needed to achieve conformity to product requirements.


7. Product Realization7.1 Planning of product realization

The organization shall determine the following, as appropriate: Quality objectives and requirements for the product Establish processes, documents and provide resources

specific to the product Required verification, validation, monitoring, measurement,

inspection and test activities specific to the product and the criteria for product acceptance

Records needed to provide evidence that the realization processes and resulting product meet requirements

• A document specifying the processes of the QMS (including product realization processes) and the resources to be applied to a specific product, project or contract, can be referred to as a quality plan

7. Product Realization7.1 Planning of product realization

• The output of this planning shall be in a form suitable for the organization’s method of operations.

QUALITY PLANProcess Name

Item to be Controlled

Dimension Standard Person

Responsible Control

Methodology Frequency of Monitoring

Support Documentation

Account Solicitation

Prospective Accounts

Timeliness Volume

Prospective accounts must be sent to FVP-COO every 10th of the Month

Retail: Minimum of 3 prospective accounts (for all lines) Corporate: Minimum of 3 prospective accounts (for all lines) Branch corporate account: Minimum of 2 prospective accounts (for all lines)

Sales Supervisor / Branch Head

Checking and review of prospective accounts by FVP-COO

Monthly

SLS-7.2.1-001 SLS-7.5.1-003

Renewal of Policies

Renewal Proposals

Timeliness

Must be validated and sent to clients not less than 60 days before expiry date

Account Officer / Branch Personnel

Checking of remarks thru the CGIC Integrated System or mail registry by AVP-Sales/Branch Head

Monthly CGIC Integrated System SLS-7.5.1-001 SLS-7.2.1-002 SLS-7.5.1-009

Completeness All policies due for renewal must be validated and sent to clients

Risk Identification, Analysis and Control (Applies only for new accounts and late renewals)

Motor vehicle Completeness Minimum information must be identified and encoded in CGIC Integrated System: OR/CR, vehicle details, physical condition, vehicle usage Notes: 1. for late renewal, only the physical condition of the vehicle will be checked 2. At least 10% of total units for fleet accounts must be inspected

Account Officer Checking of vehicle information by AVP-Sales/Branch Head

Per account UND-7.2.1-001 UND-7.5.1-007

Timeliness Must be performed on the agreed inspection schedule with the client

Checking of Vehicle Inspection Checklist / Sample pictures by AVP-Sales/Branch Head

Per account

Sum insured Accuracy Sum insured must be within capacity as agreed in the Reinsurance Contract

Underwriting Manager / Branch Head

Renewal of Reinsurance Contract

Per account Reinsurance Contract UND-7.2.1-008

Preparation of Policy Proposal

Policy Proposal Accuracy Applicable information in the proposal must be adherent to PIRA

Account Officer / Underwriting

Review and approval of

Per Policy Proposal

SLS-7.5.1-004

Sample Only

7.2 Customer-related processes7.2.1 Determination of the requirements related to the product

Requirements specified by the customer, including the requirements for delivery and post-delivery activities,

Requirements not stated by the customer but necessary for specified or intended use, where known

Statutory and regulatory requirements applicable to the product

Additional requirements considered necessary by the organization


7.2.2 Review of requirements related to the product

Shall be conducted prior to the organization’s commitment to supply a product to the customer and shall ensure that: Product requirements are defined Contract or order requirements differing from those

previously expressed are resolved The organization has the ability to meet the defined

requirements

7. Product Realization7.2 Customer-related processes

7.2.3 Customer Communication

The organization shall determine and implement effective arrangements for communicating with customers in relation to:

Product information Inquiries, contracts or order handling Customer feedback, including customer complaints

7. Product Realization7.2 Customer-related processes

7.3 Design and Development

7.3.1 Planning7.3.2 Inputs7.3.3 Outputs7.3.4 Review7.3.5 Verification7.3.6 Validation7.3.7 Control of changes


7.4 Purchasing7.4.1 Purchasing processes

Ensure that purchased product conforms to specified purchase requirements

Evaluate and select suppliers based on their ability to supply product

Establish criteria for selection, evaluation and re-evaluation

Maintain records of the results of evaluations and any necessary actions arising from the evaluation


7.4.2 Purchasing information

Shall describe the product to be purchased, including where appropriate:

Requirements for approval of product, processes and equipment

Requirements for qualification of personnel QMS requirements

Shall ensure the adequacy of specified purchase requirements prior to their communication to the supplier

7.4 Purchasing


7.4.3 Verification of purchased product

Establish and implement the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements

Where the organization or its customer intends to perform verification at the supplier’s premises, the organization shall state the intended verification arrangements and method of product release in the purchasing information.

7.4 Purchasing


7.5 Production and Service Provision7.5.1 Control

Organization shall plan and carry out production and service provision under controlled conditions and shall include, as applicable:

Availability of information that describes the characteristics of the product

Availability of work instructions, as necessary Use of suitable equipment Availability and use of monitoring and measuring devices Implementation of monitoring and measurement Implementation of release, delivery and post-delivery

activities


7.5.2 Validation of processes

Organization shall validate any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement

7.5 Production and service provision


7.5.3 Identification and traceability

Shall identify the product by suitable means throughout product realization

Shall identify product status with respect to monitoring and measurement techniques



7.5.4 Customer property

Shall exercise care with customer property while it is under the organization’s control or being used by the organization

Shall identify, verify, protect and safeguard customer property provided for use or incorporation

If any customer property is lost, damaged or otherwise found to be unsuitable for use, this shall be reported to the customer and records maintained.



7.5.5 Preservation of product

Shall preserve the conformity of product during internal processing and delivery to the intended destination

Preservation shall include identification, handling, packaging, storage and protection.



7.6 Control of monitoring and measuring devices

Shall determine the monitoring and measurement to be undertaken and the monitoring and measurement devices needed


8. Measurement, Analysis and Improvement

8.1 General

The organization shall plan and implement the monitoring, measurement, analysis and improvement processes needed to:

Demonstrate conformity of the product Ensure conformity of the QMS Continually improve the effectiveness of the quality

management system

8.2 Monitoring and Measurement

Shall monitor information relating to customer perception as to whether the organization has met customer requirements

Methods for obtaining and using information shall be determined

8.2.1 Customer Satisfaction


Shall conduct internal audits at planned intervals to determine whether quality management system Conforms to the planned arrangements Is effectively implemented and maintained

Audit program shall be planned Audit criteria, scope, frequency and methods shall be defined Selection of auditors and conduct of audits shall ensure objectivity and

impartiality of the audit process Auditors shall not audit their own work Responsibilities and requirements for planning and conducting audits,

and for reporting results and maintaining records shall be defined in a documented procedure.

8.2.2 Internal Audit8.2 Monitoring and Measurement


Shall apply suitable means for monitoring Methods shall demonstrate the ability of the processes to

achieve planned results When planned results are not achieved, corrective and

preventive action shall be taken

8.2.3 Monitoring and Measurement of Processes



Shall monitor and measure the characteristics of the product Evidence of conformity with the acceptance criteria shall be

maintained Product release and service delivery shall not proceed until

the planned arrangements have been completed

8.2.4 Monitoring and Measurement of Product



8.3 Control of Non-Conforming product

Shall ensure that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery.

Controls and related responsibilities and authorities for dealing with nonconforming product shall be defined in a documented procedure.


8.4 Analysis of Data

The analysis of data shall provide information relating to:

Customer satisfaction Conformity to product requirements Characteristics and trends of processes and

products including opportunities for preventive action Suppliers


8.5 Improvement

The organization shall continually improve the effectiveness of the QMS through the use of: Quality policy Quality objectives Audit results Analysis of data Corrective and preventive actions Management Review

8.5.1 Continual Improvement


Shall take action to eliminate the cause of nonconformities in order to prevent recurrence

Documented procedure shall be established to define requirements for: Reviewing nonconformities (including customer

complaints Determining the causes of nonconformities Evaluating the need for action to ensure that

nonconformities do not recur Determining and implementing action needed Records of the results of action taken Reviewing corrective action taken

8.5.2 Corrective Action8.5 Improvement


Shall determine action to eliminate the causes of potential nonconformities in order to prevent their occurrence

Preventive actions shall be appropriate to the effects of the potential problems

8.5.3 Preventive Action8.5 Improvement


Documented procedure shall be established to define requirements for: Determining potential nonconformities and their

causes Evaluating the need for action to prevent occurrence

of nonconformities Determining and implementing action needed Records of results of action taken Reviewing preventive action taken

8.5.3 Preventive Action8.5 Improvement


Thank You

International Business Center