Implementation of a management system is our daily task. When we were developing a service for the implementation of a management system for our customers, we first of all asked ourselves the question:

What should be the management system so that it is suitable for all interested parties (primarily for the organization itself, its customers, the certification body)?

1. Implementation of the management system should provide specific but flexible solutions. Let us consider an example in the photo that demonstrates the entry of personnel into another zone, where personnel must change clothes and shoes (for quality management systems with hygiene requirements).

Everyone knows ready-made solutions with expensive sanitary inspection rooms, but staff can be cleaned by changing clothes in the “before” and “after” zones. For small companies, this will be a good and economical solution, while still meeting the standard for staff hygiene.

2. Implementation of the management system should involve all mid- and top-level managers and other members of the organization. Joint decision-making on the management system will provide both possible (real) and agreed approaches that will be communicated as a joint management decision to all employees.
3. The project for the implementation of a management system must be completed sometime, therefore it is very important to have a plan for the development and implementation of the management system with specific dates for the completion of each stage of the project.

The implementation of a management system implies specific activities due to the requirements of a specific standard, as well as the initial data of the organization’s management system. All activities can be divided into 4 stages:

• Planning stage

The planning stage is the most voluminous one. It covers the development of a strategy, the formation of action plans for the nearest period of time, the development of algorithms for the implementation of processes and a system of indicators, the determination of resources, the distribution of responsibilities and authorities, as well as the planning and development of other practices of management systems, such as, for example,

— risk management;

— environmental impact management;

— information security management;

— change management;

— knowledge transfer;

— improvement management.

At this stage, training in the management system usually takes place for management, for heads of departments and for employees.

The duration of the Planning stage is usually 2-3 months.

• Implementation stage

At the stage of implementation of the management system, everything invented should be introduced in the daily life of the organization. And, of course, at this stage, different points appear: both positive and negative, indicating that the developed process is not convenient, not suitable for everyday practice. Such not quite correctly planned processes manifest themselves in nonconformities, erroneous actions or even sabotage of personnel. The implementation of the management system at this stage should allow for adjustments to planned decisions to ensure a convenient and cost-effective process flow.

The next example is in our photo:

What does the example say? The staff does not use the provided locker for storing everyday clothes, an additional hanger is installed in violation of the rules at the end.

The duration of the Implementation stage is 3-4 months.

• Stage of data collection, assessment, analysis

After some time, according to the indicators planned at the first stage, it is necessary to collect data that will indicate how successful the implementation of the management system was. Not all standards specify for what period of time it is necessary to collect data, at least this will be the period planned by the organization for the implementation of the management system, that is, 3-4 months.

Important components of the stage of collection and evaluation of the data are carrying out a full cycle of internal audits of the management system, conducting in-depth analysis of the data. The next example in the photo demonstrates the positive results of the functioning of the process. All received data are within the normalized value.

• Improvement stage

The implementation of the management system ends with the root cause analysis, the appointment of improvement actions for the identified nonconformities, deviations, negative trends. That is, the data that ended up outside the plan and expectations must be corrected in the next period. For example, the data can show a large accumulation of waste, a large number of reported workplace safety incidents, a lack of signed specifications with suppliers, and much more.

Having implemented all 4 stages, the management system continues to function, but not in a test, but in an operating mode. Yes, and this is the moment when the management system can be presented for certification by a certification body.

We suggest that you familiarize yourself with another article on the topic Implementation and Cost of the management system implementation at the link

LLC OREX

expert@orexpro.com

25.02.22