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Management System Implementation Methodology

Overview

Implementing any Management System Standard has a number of similarities no matter what Management System is being implemented.

Service Offering

BCRM has developed a generic four step process for achieving implementation of a Management System that tie into the certification cycle so it can be used for achieving Management System certification.

These steps are:

  • Step 1 - gap analysis - evaluation of the gap between the objective (i.e. certification) and current starting point;

  • Step 2 - development of the relevant Management System (optionally a Certification Body audit may confirm appropriateness of the Management System at this point);

  • Step 3 - development of the documented policies, processes and procedures to support the Management System (a stage 1 Certification Body audit takes place at this point);

  • Step 4 - implementation of the Management System with associated policies, processes and procedures to support it (a stage 2 Certification Body audit takes place at this point, and when you pass this you are recommended for certification to the relevant Management System standard.

Step 1 - Gap Analysis

The overall objective of this stage is to provide you with an understanding of your current standards of practice for the Management System you want to implement against the relevant standard. BCRM address this by performing a full audit as if it were a Certification Body audit but without the Certification Body time constraints. This produces a 'gap analysis' report of the findings for relevant standards against the certification requirements and an implementation plan to address the 'gap' identified.

Specific objectives of this stage are:

  • review the Management System installation, procedures and practices against the relevant Management System in the form of a formal audit;

  • draw attention to areas where your procedures and practices do not meet best practice requirements;

  • provide a 'Weakpoint (or Gap) Analysis' to show where your business may be at risk;

  • make recommendations as to how you could bring its working practices in line with industry best practice;

  • assist in the selection of a suitable Certification Body to meet your requirements for certification;

  • ongoing advice for the pre-certification process.

A number of documents or records are reviewed during the Gap Analysis and these will vary between Management Systems.

A number of audit interviews will be undertaken during the Gap Analysis and these will vary between Management Systems. It is expected that each interview will take approximately 45 minutes.

Step 2 - Develop the Management System

After having determined the baseline in Step 1, the relevant Management System is developed. This typically comprises, but varies between Management Systems:

  • agreeing the project with management;

  • agreeing the relevant business mission, vision, business objectives and values, as required;

  • defining and agreeing at board level the relevant Management System policy;

  • defining and agreeing the scope for certification;

  • developing and documenting the Management System for the relevant standard;

Once this has been carried out, it is recommended that the chosen Certification Body carries out a Stage 0 audit. This stage has the following advantages:

  • it proves that the Management System is appropriate for the scope (meaning that the Certification Body cannot easily later suggest this);

  • it gives the project team assurance that they are on the right track;

  • it gives management the same assurance and an audit from a Certification Body stating that fact;

  • if a consultancy or other third party is being utilised, it gives the employer comfort that the third party is carrying out their tasks appropriately.

Step 3 - Documenting the Management System Procedures

Having documented the Management System itself, it is necessary to develop and document the processes that make up the Management System. This will obviously vary between Management Systems to be implemented;

Whilst the choice of presentation media for these policies and procedures is up to you, we recommend that an intranet based system is used, this could range from linked HTML pages, through SharePoint to a specialised content Management System.

Once this has been carried out, the chosen Certification Body carries out a Stage 1 audit.

Step 4 - Implementing the Management System

Once the Management System policies and procedures have been developed, it is necessary to ensure that they are both implemented and that there are sufficient records (i.e. proof) that the procedures and processes are in place, monitored and managed.

Implementation will also require appropriate training, coaching and mentoring for management and employees in the new processes and procedures.

This is in some ways the most difficult part of the implementation as your employees may have to change their working practices to ensure that they meet the (often new) documented processes and procedures.

As part of this stage a number of internal audits will be carried out, as if they were Certification Body audits to get your employees used to the internal audit process. The audit cycle will finish with a final mock full certification audit prior to the relevant Certification Body audit.

 Approach

The exact approach undertaken by BCRM will depend on exactly what services you want BCRM to supply to support your efforts in gaining certification for your Management System. The standard approach for supply of these services, irrelevant of what services are chosen from the service offerings above, is as follows:

  • defining the scope of the services to be provided;

  • understanding the business;

  • understand your objectives;

  • deliver the relevant services to support your certification project, including liaison with the Certification Body, as required;

  • deliver required training to support the services supplied, if appropriate;

Benefits

The BCRM approach ensures that you have:

  • competent experts for your chosen Management System to advise and assist you;
  • Consultants who understand and can interpret the relevant standard(s) for your scope of certification;
  • pragmatic experience and advice;
  • skilled consultants who are also CB auditors, so they know 'both sides of the fence';

Next Steps

  • BCRM are justifiably proud of our 100% SUCCESS RATE, of achieving first time certification through an Accredited Certification Body for our Clients;
  • BCRM has a number of other service offering, these are listed here;
  • BCRM is committed to providing a consistently high value service to our Clients;
  • David Lilburn Watson, who remains personally 'hands-on' throughout the process, manages this process.
  • to understand how the BCRM suite of offerings can be used to transform your business, please contact us
  • we look forward to discussing your specific requirements, at your convenience;
  • whatever other type of consultancy you require, we can possibly offer a free Health Check.