Integrated Management System

INTEGRATED MANAGEMENT SYSTEMS IIMS Policy

Most would like to start asking what is IMS. IMS simply stands for: Integrated Management System that entails 2 or more systems combined under a singular system for ease as well as effective management purpose.

DEFINITION INTEGRATION Combination of various components into a complete and single unit. MANAGEMENT SYSTEM The method by which an organization plans, operates, and controls its activities and utilizes the resources of money, people, equipment, materials and information in order to meet its goals & objectives. INTEGRATED MANAGEMENT SYSTEM “An Integrated management system is a management system which integrates all components of a business in to one coherent system so as to enable the achievement of its purpose and mission”

Genuine IMS should have . . .

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One Policy

•

One Manual

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One Seamless business process

Old Thinking Thinking-- Stand Alone system HACCP

Financial

Quality

OHS Environment

Others

“ If there’ there’s a way to do it better…… better…….. Find it ” -Thomas Alwa Edison

IMS Audit- Requirements Policy Common requirements

Specific requirements

Management System Components

PRINCIPLES FOR INTEGRATION - BUSINESS APPROACH

NEEDS

BUSINESS ASSESSMENT

VISION MISSION VALUES

BUSINESS PLANNING

STRATEGIC PLANNING

STRATEGIC OBJECTIVES

CRITICAL PERFORMANCE MEASURES

Integrated Management System VALUE

MANAGEMENT REVIEW

PROCESS IMPROVEMENT

DETERMINE PERFORMANCE DRIVERS

QUALITY MANAGEMENT SYSTEM CONTINUAL IMPROVEMENT

Management Responsibility

Resource Management

Input

Product Realization

Measurement, analysis & improvement

Output

Product Service

Model of process approach

OHSAS 18001 & ISO 14001 Model Continual Improvement Policy Management Review

Checking & Corrective Action

Planning Implementation & Operation

Similarity in Management Model • Proactive / Preventive • PDCA • Continual Improvement

Difference in Focus of Commitment • ISO9001:2000 (or 2008) Customer satisfaction

• ISO14001:2004 Requirements for environment protection by Society and Interested parties

• BS OHSAS18001:2007 Requirements for occupational health and safety by society and employees

Different philosophy of 3MS • ISO9001:2000 Customer focused – the basis for survival and development

• ISO14001:2004 Harmonized with society – Win-win strategy

• BS OHSAS18001:2007 Harmonized with the interests of employees – Win-win strategy

Application of the basic principles of ISO9001:2000 in ISO14001 and BS OHSAS18001

Principle 1 – Customer focused • Customer a focal point of every organization. Organization should understand and meet the current and future customer expectations.

Application of Principle 1 in ISO14001 • Specific sectors: sightseeing scene, organic food, environment protection equipment • EMS characteristics = Quality characteristics • Very important for customer satisfaction

Application of Principle 1 in BS OHSAS18001 • Workplace safety including hazards generated from outside sources • Consideration for unsafe practices due to behavior, ill health etc • Reduces the numbers of dual second-party audit

Principle 2 - Leadership • Effective Leadership create an environment towards reaching an organization’s goal

Application of Principle 2 in ISO14001 • Consider the needs of the stakeholders such as customers, owner, employees, supplier and society • Set challenging EMS goals

Application of Principle 2 in BS OHSAS18001 • Consider the needs of the stakeholders such as customers, owner, employees, supplier and society • Demonstrate the concerns on the safety and health issues of employees and interested parties

Principle 3 – Involvement of People • The involvement of every level of employee proves to beneficial to an organization

Application of Principle 3 in ISO14001

• Take the obligation to solve problems • Seek proactively the opportunities to improve • Regard ISO14001 as a good opportunity to lift the environmental protection awareness and skill of employees • Lift the image of organization • Be proud of your organization

Application of Principle 3 in BS OHSAS18001 • Take the obligation to solve problems • Seek proactively the opportunities to improve • Employees gain the feeling of safety and achievement from work

Principle 4 – Process Approach • The end result is reached more efficiently when related resources and activities are managed as a process

Application of Principle 4 in ISO14001 • In planning of ISO14001 management system, adoption of input-output analysis method • For the key process to improve EMS performance, implement PDCA

Application of Principle 4 in BS OHSAS18001

• In planning of OHSAS18001 management system, analysis of processes • For the key process to improve OHS performance, implement PDCA

Principle 5 – System approach to management • The overall management of interrelated processes adds to effectiveness and efficiency of an organization

Application of Principle 5 in ISO14001 / BS OHSAS18001 • Understand the interrelationship between processes and the environmental impact and occupational hazard that may befall on the environment and people working under the specific premises • PDCA mechanism to double check effectiveness

Principle 6 – Continual improvement

• Continual improvement is an ever-present goal of an organization

Application of Principle 6 in ISO14001 / BS OHSAS18001 • Adoption of PDCA as basic model • Adaptation to the continual developing expectation of interest parties and society

Principle 7 – Factual approach to decision making

• Decisions are based on reasonable and deductive analysis of data

Application of Principle 7 in ISO14001 • Identify environmental aspects on the basis of the data collected by IER • Establish corrective and preventive action on the basis of the data collected by surveillance • Evaluate the adequacy, suitability and effectiveness of EMS according to the results of internal audit

Application of Principle 7 in BS OHSAS18001 • Identify hazards on the basis of the data collected by IOR • Establish corrective and preventive action on the basis of the data collected by surveillance • Evaluate the adequacy, suitability and effectiveness of OHS according to the results of internal audit

Principle 8 – Mutual beneficial supplier relationship • Mutual beneficial relationship between organization and suppliers is value-added for everyone involved

Application of Principle 7 in ISO14001 • Identify the significant environmental impact in the products and service of suppliers, establish procedure and communicate to suppliers • Build the relationship with suppliers on the basis of the social benefits and accountability

Application of Principle 7 in BS OHSAS18001 • Identify the significant hazards in the products and service of suppliers, establish procedure and communicate to suppliers • Build the relationship with suppliers on the basis of the social benefits and accountability

Rationale for Integration Improved effectiveness Growing management system requirements Regulatory requirements Reduced number of audits per year Reduced costs Recognition Pressure to continuously improve Image building Corporate direction Marketing tool

Elements to be integrated • Policy (especially EMS & OHS) • Objective • Structure and responsibility • Training, awareness and competence • Communication • Documentation control • Record management • Monitoring and measurement • Corrective and Preventive action • Internal audit • Management review

Requirements of IMS Product realisation Control of product

HIRA, OHS Mgt Prog Legal Regts, Emergency Preparedness

and service

Health & Safety

Quality

Env aspects Env mgt program Operational Control Non conformances Emergency prep Legal requirements

Environment

Common Requirements of IMS

Organization & responsibility Document Control Management Review Records Communication Audit ,Training

Other Mgt Systems

Specific requirements Of the relevant standard

IMS – Common Requirements •

Policy , planning , Objectives

• Identification of the system • Documentation / document and data control • Records and records management • Communication . . . Cont’d

IMS – Common Requirements •Structure and responsibility •Management Review •Training , Awareness and competence •Audit and corrective action

IMS - Specific Requirements Example::

•Legal and other requirements • EMS / OHS management programs • Consultation and Communication • Process and or Operational Control • Emergency preparedness and response • Performance measurement and monitoring • Accidents , incidents , non-conformances and corrective preventive actions

Different philosophy of MS • ISO9001:2000 (or 2008) Customer focused – the basis for survival and development

• ISO14001:2004 Harmonized with society – Win-win strategy

• BS OHSAS18001:2007 Harmonized with the interests of employees – Win-win strategy for a safe workplace

Different focus in audit • ISO9001:2000 (or 2008) Process approach

• ISO14001:2004 Significant Environmental Aspects

• BS OHSAS18001:2007 Significant OHS hazards

Benefits from Implementing an IMS Rationalization of Resources Cost-savings from Elimination of Duplicative Work Reduction of Complexity Better Cohesiveness and Consistency More focused & better-tuned Business ‘Engine’ Common visible framework for managing business and risks Customer confidence Assurance to community and regulators

Possible Barriers & Problems •

Poor selection standards and IMS model

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Competence of IMS Mgmt Representative

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Failure to align/link Corporate Processes

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Poor Integration of IMS Documentation

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Training of Internal Auditors and other staff

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Planning Procedures not Harmonized

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Poor Management Commitment to IMS

What is expected of an IMS Audit Policy & Objectives Management Responsibility & Leadership

IDENTIFICATION & ANALYSIS OF NEEDS

ALLOCATIION OF RESOURCES

SYSTEM PLANNING & IMPLEMENTATION

MEASUREMENT & MONITORING

MANAGEMENT REVIEW & IMPROVEMENT PLAN

COMMUNICATION & INFORMATION SYSTEM

PROCESS & ACTIVITY MANAGEMENT

IMS Audit Approach • Legal aspects • All common requirements concerning the relevant standards • All specific standards concerning particular system • Audit duration for certification and follow-up audits • Surveillance audits • Competence of auditors

Certification Consideration - IMS Audit Approach

Factors influencing the duration of IMS audit IMS - Audit Duration • Character of the organization - Size of the organization - Complexity of the processes - Number of locations - Nature of the businesses - Environmental aspects of resources processes or products - Possible OHS hazards & risks involved (state-of-art machinery)

IMS – Certification Readiness •Maturity of the Organization - Level of Integration - Previous state and maturity of any mgt system - Historical aspects - State of legal compliance - Adequacy of PPE

IMS - Level of Integration 1st Level : Negligible 2nd Level : Medium -

3rd Level :

High

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Stand alone systems Several MR’s Planning mechanisms are different Partial implementation Several MR’s but a system coordinator exists Mechanisms of planning Management commitment to IMS Planning procedures are harmonized One System coordinator with IMS tools

Last Word Make stumbling blocks your stepping stones to success …

Jack Penn