Integrated Management System Presentation

Integrated Management System Presentation

1. ‘’Tell me and I forget, teach me and I may remember, involve me and I learn’’ - Benjamin Franklin

2. OBJECTIVE This session is designed to discuss : IMS Scope & Definition Introduction to SQM IMS Roles & Responsibilities IMS Objective /Goals IMS Road Map/Way forward Key benefits of IMS Sustainability of IMS Programme

3. IMS Policy We , at Nizam Sons, are committed to achieve satisfaction of our customers and relevant interested parties by understanding their needs & expectations, provide quality product, whilst endeavoring to protect environment, our people, customers and visitors and others who may affect directly or indirectly by our activities. In pursing this policy, we shall Have annual targets /objectives for system improvement in all areas which will be reviewed regularly by competent authority. Strive to achieve marginal efficiency through stability in financial maneuvers, innovative production operations, ERP modules, process improvement, efficient services and supply chain management and adherence to system in all activities. comply with applicable legal and other requirements related to processes, product, health, safety and environment.  focus on the learning & development of our people skills to meet existing and future growth challenges. continuously improve the integrated management system through periodic internal audits, performance management system & involvement of our people/irresponsibleness all level. Our Management is committed to provide adequate resources to achieve the objective of this policy and made aware to all staff and relevant interested parties. This policy is reviewed and continually improved to ensure its sustainability and effectiveness.

4. You tell me… what does quality mean to you? You have the “official” definition, BUT… What is Quality ?

5. 8 Dimensions of Product Quality

6. 5 Dimensions of Service Quality

7. I n tr oduc ti o n to Strategic Q ua lity m anage m en t (SQM)

8. Fundamental SQM concepts Q-1 What is difference between POLICY and SOP ? Q-2 What is difference between Process Control and Process Inspection ? Q-3 What is difference between Inspection and Auditing ? Q-4 What is difference between QC, QA and QM or TQM ? Q-5 What is difference between Process and System ? Q-6 What is difference between Corrective Action and Preventive Action ?

9. Principle of Quality Management System

10. IMS Roles and Responsibilities

11. 1 . Standardization ‘’Process standardization describes the establishment /Documenting of a set of rules governing how people in an organization are supposed to complete a given task or sequence of tasks’’ ’Degree to which work rules, policies, and operating procedures are formalized and followed.

12. Standardization

13. Maturity Level of standardization

14. Benefits of Standardization? Value driver Description Improved process performance Reduced end to end time Foundation of continuous improvement Reduced process costs Improved process quality Increased performance measurability Enhanced readiness To outsourcing business processes To react to market and external change and trends by increased process flexibility Enhanced technical interchangeability Standardizing processes, firstly, step by step detaches the processes from supporting IT and thereby, secondly, enables the use of standard hard- and software solutions. Improved customer confidence The more standardized processes are, the lower the probability for process driven mistakes will be. Consequently the overall quality and thereby customer confidence improves. Boosts employee morale If managed properly, standardized work establishes a relationship between people and their work processes. This relationship can enhance ownership and pride in the quality of work performance. The result is high morale and productivity.”

15. 18 Benefits of Standardization?

16. IMS Process Standardization Marketing /Sales (Customer Support department) Design & Development Production (Garments & Gloves) QC QAD Maintenance Local/Foreign Procurement Supplier/Vendor Development Store Imports HR Admin IMS IT/ERP Export & Logistics Internal Audit Accounts & Finance

17. 2. Documented Information Management To ensure control of Integrated Management System documentation through effective implementation of the Procedure To maintain Level-1 and Level-3 documentation, except for drawings, specifications, organograms, job descriptions, product standards. To upload / distribute documents maintained by IMS department by preparing IMS portal on ERP. To ensure each controlled document change through IMS and document change request process. Level 1 Document Document Description Integrated Management System (IMS) Manual Document which defined the process under the scope of IMS. Vision   Vision statement is the clear declaration, which organization/ department wants to achieve or become in the future Mission   Mission statement declares an organization /department purpose which includes general description of the organization/department, its functions and goals. Values The values guide the perspective of the organization /department as well as its actions. Policy guideline   A statement or other indication of policy or procedure by which to determine a course of action. Policy   Policy is a high-level statement uniform across organization and is a set of rules that must be followed. Balance Scorecard A balanced scorecard is a performance metric used in strategic management to identify and improve various internal functions of a business and their resulting external outcomes. Organization Organogram Document that defined the organizational reporting structure, and the relationships between the different people, departments, and jobs at different levels within the organization.

18. Continued….. LEVEL 2 Documents Documents Description Departmental Organograms Document that defined the organizational reporting structure and jobs at different levels within the department. Departmental Manual   Document which defined the complete process of the department and its interaction with other departments. Job Description Document which consists of detailed written account , agreed between management and concerned personal , of all the duties and responsibilities which together make up a particular job . Department Goals Goals are strategic, broad, long term accomplishment a department wishes to attain. Department KPI’s key Performance Indicators (KPIs) are the critical (key) indicators of progress toward an intended result i.e. achieve goals within specific time period. Department framework Department frame work is uniform document that outline overall processes performed by the department. SOP (Standard Operating Procedure) Document which is thoroughly explain the activities to perform specific process. Work Instruction Document listing down instructions necessary to perform specific task. Process Flow/Work Flow A systematic diagram based on process approach and show flow of activities within the process. Master work control sheet A master work flow sheet is a plan consists of department tasks and accomplishments of that task within the specific time period. Checklist A checklist is a list of items/activities completed in specific order i.e. need to verify, check or inspect. Forms Form is the document which is the part of procedure and gives the evidence of conformity. Notices /Memo Documents used for internal communication within the organization. Letters Document use to communicate with external interested party. Drawings Document explain diagrammatic layout of a component / part / product. Specifications Product standards / tolerances

19. 3. Risk & Opportunity Management of Organization Risk : ‘ ’Effect of uncertainty on objectives’’ OR ‘’Risk is the possibility that an event will occur and affect the achievement of objective which may be positive or negative .’’ Threats : ‘’Risk is the possibility that an event will occur and adversely affect the achievement of objective.’’ Opportunity ‘ ’A potential positive impact that could improve the program's ability to meet its performance, cost, schedule, financial, or other objectives’’ Risk Management Frame work The set of components that provide the foundations and organizational arrangements for designing, implementing, monitoring, reviewing and continually improving risk management throughout the organisation” –The foundations include the policy, objectives, mandate and commitment to manage risk –The organizational arrangements include plans, relationships, accountabilities, resources, processes and activities. –The risk management framework is embedded within the organizations overall strategic and operational policies and practice.

20. Risk Management Process(ISO 31000:2018)

21. Risk & Opportunity Assessment Methodology The risks associated with the process/activity/Department are evaluated on risk & opportunity management plan in terms of their Likelihood of occurrence or exposure and their Severity of consequence according to the following formula: Risk Level = Likelihood of occurrence or exposure × Severity of consequence (RI) (L) (S) The following Table-1 explains the Likelihood of Occurrence Scale . Risk Management Procedure Likelihood Rating Description Almost Certain 5 Will certainly occur in most of the circumstances Likely 4 Will probably occur in most of circumstances Possible 3 Might occur at some time Unlikely 2 May occur in exceptional circumstances Highly Unlikely 1 Have never heard of such happening Table 1 - Likelihood Scale

22. Risk Management Procedure Severity Rating Description Very high 5 Critical High 4 Major impact Medium 3 Moderate impact Low 2 Minor Impact Very low 1 Insignificant Impact Table 2 - Severity Scale Table 2 - Severity Scale Once the Likelihood and Severity of consequences have been determined, the risk level can be assessed by combining the two. All the risks can be assigned a Risk/ Level of Low, Medium or High. A brief description of various risk levels is given below.

23. Risk Management Procedure Risk Assessment Matrix – Risk Level Likelihood scale/Chance of Occurance Severity Impact Insignificant (1) Minor (2) Moderate (3) Major (4) Critical (5) Highly Unlikely(1) 1 2 3 4 5 Unlikely (2) 2 4 6 8 10 Possible (3) 3 6 9 12 15 Likely (4) 4 8 12 16 20 Almost certain (5) 5 10 15 20 25 Risk Level - Management Action Required 15 – 25 High Risk(Critical) Immediate attention & demonstrably managed; reported to Top Management 08 – 12 Medium Risk(Substantial /Moderate) Determine whether current controls are adequate or any further actions or treatment is needed; monitor & review internally by the department as necessary. Improve control measure within a specified timescale. 01 – 06 Low Risk(Tolerable ) Manage by routine SOP’/forms/checklists and report to concerned Manager/ HOD.

24. Risk & Opporounity Management Plan

25. IMS Roles & Responsibilities 4.Corrective & Preventive Action To Validate the CAR/PAR. To approve the proposed corrective / preventive action and implementation date. To verify the effectiveness of action taken. To maintain follow-up of CARs/PARs and maintain records. 5.Process Mapping with ERP To ensure process are mapped with ERP by preparing quality plan and process flows and integration of process with ERP 6.Integrated Management System Internal Auditing To develop and circulate audit plan. To ensure the conduct of audit as per plan. To ensure audit results are presented in Management Review Meetings. To supervise the audit team and manage the conduct of audit from preparation till closing of Audit. 7.Integrated Management System Review To prepare agenda and minutes of meeting. To ensure that integrated Management System Review is conducted and decisions related to resources and improvement in effectiveness IMS, processes, products and services are being implemented by the concerned accordingly.

26. 19-May-22 Design & Development Phase Identify Process/Gaps Identification of Documented Information. Develop /Review Goals Identify Risk in achieving Goals Identify Process Risk Reports for Management System Design & Development Levels

27. 19-May-22 5. IMS Way forward Design and Development Implementation Internal Audit Management Review Meeting External Audit Actions on Non Conformances System Maturity Level

28. Making IMS Programs Sustainable Accountability of HOD’s on Outcomes . KPI’s of every department System Approach Customer Focus Competent Staff & Managers IMS steering Committee . IMS coordinator IMS improvement teams Training Plan, HOD’S IMS coord’s. Employees Types Of Trg. KPIs. Standardization Quality Reviews Quality Reports Process Imp Teams Rewards& Awards Thorough Audits

29. ‘’The difference between a successful person and others is not a lack of knowledge, but rather a lack of will”