integrated management system

INTEGRATED MANAGEMENTINTEGRATED MANAGEMENTSYSTEMSSYSTEMS

IIMS Policy

Most would like to start askingMost would like to start askingwwhat is IMS.hat is IMS.

IMS simply stands for:IMS simply stands for:Integrated Management SystemIntegrated Management Systemthat entails 2 or more systems combinedthat entails 2 or more systems combinedunder a singular system for ease as well asunder a singular system for ease as well aseeffective management purpose.ffective management purpose.

DEFINITIONDEFINITIONINTEGRATIONINTEGRATION

Combination of various components into a complete and singleunit.

MANAGEMENT SYSTEMMANAGEMENT SYSTEMThe method by which an organization plans, operates, andcontrols its activities and utilizes the resources of money, people,equipment, materials and information in order to meet its goals& objectives.

INTEGRATED MANAGEMENT SYSTEMINTEGRATED MANAGEMENT SYSTEM“An Integrated management system is a management systemwhich integrates all components of a business in to one coherentsystem so as to enable the achievement of its purpose andmission”

•• One PolicyOne Policy

•• One ManualOne Manual

•• One Seamless business processOne Seamless business process

Genuine IMS should have . . .Genuine IMS should have . . .

Old ThinkingOld Thinking-- Stand Alone systemStand Alone system

Quality

FinancialFinancial HACCPHACCP

OHSOHS

Environment

OthersOthers

““ If thereIf there’’s a way to do it betters a way to do it better…………..Find itFind it ””

--ThomasThomas AlwaAlwa EdisonEdison

IMS Audit- Requirements

Commonrequirements

Specific requirements

Management SystemComponents

Policy

PRINCIPLES FOR INTEGRATIONPRINCIPLES FOR INTEGRATION -- BUSINESSBUSINESSAPPROACHAPPROACH

VISIONMISSIONVALUES

STRATEGICPLANNING

BUSINESSPLANNING

BUSINESSASSESSMENT

STRATEGICOBJECTIVES

CRITICALPERFORMANCE

MEASURES

DETERMINEPERFORMANCE

DRIVERS

PROCESSIMPROVEMENT

MANAGEMENTREVIEW

VALUE

NEEDS

Integrated Management System

ManagementResponsibilityManagementResponsibility

ResourceManagement

Measurement,analysis &

improvement

InputRealizationProduct

RealizationOutput

QUALITY MANAGEMENT SYSTEMCONTINUAL IMPROVEMENT

ProductService

Model of process approach

OHSAS 18001 & ISO 14001 Model

Policy

Planning

Implementation&

Operation

Checking&

CorrectiveAction

ManagementReview

ContinualImprovement

Similarity in Management Model

• Proactive / Preventive• PDCA• Continual Improvement

Difference in Focus of Commitment

• ISO9001:2000 (or 2008)Customer satisfaction

• ISO14001:2004Requirements for environment protectionby Society and Interested parties

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

Different philosophy of 3MS

• ISO9001:2000Customer focused – the basis for survival anddevelopment

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

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

Application of the basicprinciples of ISO9001:2000 inISO14001 and BS OHSAS18001

Principle 1 – Customer focused• Customer a focal point of every organization.

Organization should understand and meet thecurrent 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 generatedfrom outside sources

• Consideration for unsafe practices due tobehavior, ill health etc

• Reduces the numbers of dual second-party audit

Principle 2 - Leadership

• Effective Leadership create an environmenttowards reaching an organization’s goal

Application of Principle 2 in ISO14001

• Consider the needs of the stakeholders such ascustomers, owner, employees, supplier andsociety

• Set challenging EMS goals

Application of Principle 2 in BSOHSAS18001

• Consider the needs of the stakeholders such ascustomers, owner, employees, supplier andsociety

• Demonstrate the concerns on the safety andhealth 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 andskill of employees

• Lift the image of organization• Be proud of your organization

Application of Principle 3 in BSOHSAS18001

• 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 whenrelated resources and activities are managed as aprocess

Application of Principle 4 in ISO14001

• In planning of ISO14001 management system,adoption of input-output analysis method

• For the key process to improve EMSperformance, implement PDCA

Application of Principle 4 in BSOHSAS18001

• In planning of OHSAS18001 managementsystem, analysis of processes

• For the key process to improve OHSperformance, implement PDCA

Principle 5 – System approach to management

• The overall management of interrelatedprocesses adds to effectiveness and efficiency ofan organization

Application of Principle 5 in ISO14001 /BS OHSAS18001

• Understand the interrelationship betweenprocesses and the environmental impact andoccupational hazard that may befall on theenvironment and people working under thespecific premises

• PDCA mechanism to double check effectiveness

Principle 6 – Continual improvement

• Continual improvement is an ever-present goalof 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 deductiveanalysis of data

Application of Principle 7 in ISO14001

• Identify environmental aspects on the basis ofthe data collected by IER

• Establish corrective and preventive action on thebasis of the data collected by surveillance

• Evaluate the adequacy, suitability andeffectiveness of EMS according to the results ofinternal audit

Application of Principle 7 inBS OHSAS18001

• Identify hazards on the basis of the datacollected by IOR

• Establish corrective and preventive action on thebasis of the data collected by surveillance

• Evaluate the adequacy, suitability andeffectiveness of OHS according to the results ofinternal audit

Principle 8 – Mutual beneficial supplierrelationship

• Mutual beneficial relationship betweenorganization and suppliers is value-added foreveryone involved

Application of Principle 7 in ISO14001

• Identify the significant environmental impact inthe products and service of suppliers, establishprocedure and communicate to suppliers

• Build the relationship with suppliers on the basisof the social benefits and accountability

Application of Principle 7 inBS OHSAS18001

• Identify the significant hazards in the productsand service of suppliers, establish procedure andcommunicate to suppliers

• Build the relationship with suppliers on the basisof the social benefits and accountability

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

Rationale for IntegrationRationale for Integration

Elements to be integratedElements 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

OtherMgt

SystemsEnvironment

Quality

CommonRequirements of

IMS

Health &Safety

Env aspectsEnv mgt programOperational ControlNon conformancesEmergency prepLegal requirements

Requirements of IMS

Organization & responsibilityDocument ControlManagement Review RecordsCommunication Audit ,Training

HIRA, OHS Mgt ProgLegal Regts,Emergency Preparedness

Product realisationControl of product

and service

Specific requirementsOf 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

•Structure and responsibility

•Management Review

•Training , Awareness and competence

•Audit and corrective action

IMS – Common 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

IMS - Specific Requirements

Different philosophy of MS

• ISO9001:2000 (or 2008)Customer focused – the basis for survival anddevelopment

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

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

Different focus in audit

• ISO9001:2000 (or 2008)Process approach

• ISO14001:2004Significant Environmental Aspects

• BS OHSAS18001:2007Significant OHS hazards

Benefits from Implementing an IMSBenefits 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 & ProblemsPossible Barriers & Problems

• Poor selection standards and IMS model

• Competence of IMS Mgmt Representative

• Failure to align/link Corporate Processes

• Poor Integration of IMS Documentation

• Training of Internal Auditors and other staff

• Planning Procedures not Harmonized

• Poor Management Commitment to IMS

What is expected of an IMS Audit

Policy & ObjectivesManagement Responsibility & Leadership

IDENTIFICATION &ANALYSIS OF

NEEDS

MANAGEMENTREVIEW

&IMPROVEMENT

PLAN

MEASUREMENT&

MONITORING

ALLOCATIION OFRESOURCES

COMMUNICATION&

INFORMATIONSYSTEM

SYSTEM PLANNING&

IMPLEMENTATION

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

IMS - Audit DurationFactors influencing the duration of IMS audit• Character of the organization

- Size of the organization- Complexity of the processes- Number of locations- Nature of the businesses- Environmental aspects ofresources processes orproducts

- Possible OHS hazards & risksinvolved (state-of-art machinery)

Certification Consideration - IMS Audit Approach

IMS – Certification Readiness

•Maturity of the Organization

- Level of Integration- Previous state and maturityof any mgt system

- Historical aspects- State of legal compliance- Adequacy of PPE

1st Level : Negligible - Stand alone systems- Several MR’s- Planning mechanisms are different

2nd Level : Medium - Partial implementation- Several MR’s but a system

coordinator exists- Mechanisms of planning

3rd Level : High - Management commitment to IMS- Planning procedures are

harmonized- One System coordinator with IMS

tools

IMS - Level of Integration

Make stumbling blocks your stepping stones

to success … Jack Penn

Last Word