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Integrated Management Systems

Integrated Management Systems

Author:
Dr Rhys Rowland-Jones

Standards in Action
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Integrated Management Systems

Session Plan
What do we mean by an integrated management system?
Why should management systems be integrated?
Management systems.
A word of caution on IMS.
Considerations for the Integrated Management Process.
Publicly Available Specification (PAS) 99.
Breaking down the structure.

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Integrated Management Systems

What do we mean by an integrated management


system?
Integrated means combined; putting all the internal management
practices into one system but not as separate components.
For these systems to be an integral part of the company's
management system there have to be linkages so that the boundaries
between processes are seamless.
An integrated management system (IMS) is a management system
which integrates all components of a business into one coherent
system so as to enable the achievement of its purpose and mission.
Source IQA.2007

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Integrated Management Systems

Why should management systems be


integrated?
Be consistent within the organization.
Improve internal and external communication.
Avoid duplication and gain cost savings.
Reduce risks.
Expose conflicting objectives.
Identify and rationalise conflicting responsibilities and relationships.
Gain a structured balance of authority/power.
Focus organization onto business goals.
Create a formalisation of informal systems.
Harmonise and optimise practices.
Identify and facilitate staff training and development.

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Integrated Management Systems

MANAGEMENT SYSTEM
System to establish policy and objectives and to achieve those
objectives.
Source: ISO 9000:2000
Six common elements Source: ISO Guide 72
Policy
Planning
Implementation and Operation
Performance Assessment
Improvement
Management Review

There are no national or international standards for integrated management


systems.

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Integrated Management Systems

What does a system comprise



of ?
The controlling factors through which the
business process is realized.
Remember that:
A system is a collection of sub-systems.
A subsystem is a collection of processes.
A process is a collection of tasks.
An activity is the smallest parcel of work to
be carried out by a person or group of
people.
A procedure is just a way of doing things.
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Integrated Management Systems

Which Management Systems standards can be


integrated?

Typically:
ISO 9001 (Quality Management)
ISO 14001 (Environmental Management)
OHSAS 18001 (Occupational Health & Safety)
ISO/IEC 27001 (Information Security)
ISO 22000 (Food Safety)
ISO/IEC 20000 (IT Service Management)
Source BSI-Global 2007

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Integrated Management Systems

QUALITY MANAGEMENT SYSTEM


A management system to direct and control an organization
with regard to quality ISO 9000:2000

The ISO 9000 family of standards was revised in December 2000,


and comprises of:
ISO 9000 Quality Management Systems fundamentals and vocabulary
installation and servicing
ISO 9001 Quality Management Systems requirements
ISO 9004 Quality Management Systems guidelines for performance
improvement
ISO 19011Guidelines on Quality and Environment Management Systems
Auditing

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Integrated Management Systems

Environmental Management
Environmental management is seen today as an increasingly important
aspect of the business process

There are three types of Environmental Management System/ Schemes:

ISO 14001 Environmental Management System standard


EMAS - EU Eco-management and Audit Scheme
BS 8555 STEMS Environmental Management Systems Guide to phased
implementation of an EMS including the use of environmental performance
evaluation.

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Integrated Management Systems

Management System Targets

QMS -The Customer


EMS -Stakeholders, Regulators
OH&S -Primarily Employees

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External Internal
factors factors

Flowchart of Initial and


periodic
a generic status
review
management
Policy
system
Audit Organising

Planning
and
implementin
g
Measuring
performanc
e

Information
link
CONTROL
LINK

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Integrated Management Systems

Continual
Continualimprovement
improvementof
ofthe
thequality
qualitymanagement
management system
system

Customers Customers
(and other Management (and other
interested responsibility interested
parties) parties)

Measurement,
Resource
analysis and
management improvement
Satisfaction

Requirements

Input
Product Output
Key: Product
Value adding activity realisation
information flow

Standards in Action
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9001:2000
Integrated Management Systems

Typical QMS Structure


STANDARD - ISO 9001 OR SIMILAR

Policy, objectives, organization,


QUALITY MANUAL outline of quality system

Processes, practices,
PROCESS DOCUMENTS responsibilities,
AND PROCEDURES interfaces
Detailed instructions
INSTRUCTIONS on how to carry out
specific tasks
Quality
FORMS records

Design IT Support Installation Training

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Integrated Management Systems

Schematic diagram of the stages in the implementation of an Environmental


Management System
Commitment Source: British Standard 7750:1992

Initial Review

Policy

organization and
Reviews Personnel

Audits Regulations Register

Records Objectives and Targets

Operational Control organization and


Personnel

Management
Manual

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Integrated Management Systems

A word of caution on IMS


Before looking at integrated management, you should consider the
management structures and styles within which it must be
embedded.
You need, therefore, to assess how effectively and efficiently the
organization is currently managed in a general sense.
There are many factors which affect how it operates.

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Integrated Management Systems

Considerations for the Integrated Management


Process
The extent to which integration should occur.
The political and cultural situation within the company.
The levels of competence necessary.
Legal and other regulatory requirements.
Clear objectives for the integration project.

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Integrated Management Systems

Publicly Available Specification (PAS) 99


PAS 99 is a Publicly Available Specification of common requirements for
management systems that can be used as a framework for an integrated
management system.
Organizations with more than one management system can view PAS 99 as an
aid to achieving a single holistic management system.
PAS 99 takes account of the six common requirements for management
systems standards outlined in ISO Guide 72; guidance document. These 6
common requirements are:
Policy
Planning
Implementation and Operation
Performance Assessment
Improvement
Management Review
Source BSI-Global 2007

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Integrated Management Systems

Breaking down the structure


a Decomposition Strategy
Functional decomposition breaks down activities according to
what is done, rather than how it is done, and is probably the most
common strategy.
Role decomposition breaks down things according to who does
what, it can be an easy and useful starting point, but is likely to
constrain improvements if it is maintained.
Subsystems decomposition divides systems first by major
subsystem. This is useful when these subsystems are largely
independent of one another.
Lifecycle decomposition breaks down a system first by the phases
of activity. Again, this is most useful when these phases are clearly
defined and relatively independent.
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Understanding your
business
Decide on the viewpoint you intend to
take in attempting to describe your
business process. Engineers may have a
particular viewpoint, sales staff may
think slightly differently, administrators
with differing criteria.
Multi-disciplinary cross-functional teams
may provide the overall viewpoint which
you need
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Integrated Management Systems

Understanding Management Systems


A QMS does not in itself decide the technical or commercial
specification of a product, but establishes disciplines that assist in
the consistent attainment of quality requirements.

An environmental management system (EMS) requires in the main


that an organization identifies and registers its environmental
effects, while promoting continual environmental improvement, but
does not need to comment on overall environmental performance.

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Integrated Management Systems

Conclusions
Integration of management systems is an
organizationally specific proposal.
Necessary to achieve understanding of key business
process.
ISO has recognised wishes for integration in
management system design.

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