Newsletter

wpe1.jpg (6306 bytes) MARITIME QUALITY CONSULTANTS, INC.

NEWSLETTER Vol. 2

DUTIES OF THE MANAGEMENT REPRESENTATIVE

This newsletter discusses the duties of the Management Representative in an ISO 9001 Quality Management System. Element 4.1 of the Standard addresses management's responsibilities to: (1) set the company's Quality Policy, (2) assign responsibilities and authority, (3) provide adequate resources, (4) appoint a Management Representative, and (5) conduct Management Reviews.

The Management Representative must be a member of the company's Senior Management. In a large company, the job may be a full time position. In smaller companies, the job is assigned to a member of management as an additional responsibility. In either case, the Management Representative (or Quality Assurance Representative - (MR) is the person who champions the design, implementation, and maintenance of the Quality Management System.

During system design, the MR coordinates the development of the company's Quality Policy, organization chart, job descriptions, and system documentation. It is best to have each department document their own procedures. The MR coordinates procedure writing to ensure consistency and completeness. During this time, the MR also provides awareness training for all employees.

Before any documentation is issued, the MR ensures that it has been approved. In many cases the MR is the person in the company given the authority to issue and revise Quality System documentation.

During implementation, the MR provides additional training to all employees and ensures that all employees have access to the documentation. As the system is used, people will find procedures that need to be changed. The MR is also responsible for coordinating the document change process. Records of change requests and document changes need to be maintained by the MR as part of the company's Quality Records.

Once the system has been in use for a few months, the MR should schedule Internal Audits to verify whether the company's procedures are being followed and whether the Quality System is achieving the company's objectives. The MR prepares an Audit Schedule, assigns trained Internal Auditors, coordinates the audits, and keeps records of the results. The MR may also conduct the audits but someone else must audit the MR's responsibilities. Audit records include Schedules, Notification Memos, Audit Checklists, Audit Reports, and Audit Logs.

When non-conformances are reported, the MR is usually assigned responsibility for coordinating handling and follow-up. It is recommended to keep a Status Log of all non-conformances. The MR ensures that corrective action is taken in a timely fashion. To close out a non-conformance, after allowing sufficient time for the corrective action to take effect, the MR coordinates verification that it was successful.

Where Quality Planning is required, the MR may be assigned responsibility for coordinating planning activities.

The MR may also be responsible for ensuring that a list of approved suppliers and sub-contractors is maintained as a controlled document. The MR may also coordinate supplier audits.

Management Reviews of the Quality System are coordinated by the MR. This may include preparing and distributing Review Meeting Agendas with copies of Status Logs, keeping minutes of the Review Meetings, and coordinating action items.

Once the company has implemented their System (including Internal Audits and Management Reviews), the MR is usually assigned to coordinate the selection of a Registrar who will conduct the Certification Audit. The MR is the contact person for the audit team leader and provides follow-up on Certification Audit results.

While the job of Management Representative (or MR) is often assigned as an additional responsibility, it should be recognized as a key function in the company's Quality System. To do the job right requires time, energy and good management skills.

INDEX OF PREVIOUS NEWSLETTERS

GO BACK TO HOME PAGE