The following example policy statement and procedure are based on merging ISO 9001 clause 5.3 Responsibility and Authority with ISO 14001 clause 5.3 Resources, Roles, Responsibility and Authorities.
Policy Statement: Resources, Roles, Responsibilities and Authorities
The senior managers of the organisation have ensured that the resources needed to establish, implement, operate and improve the integrated management system (IMS) are available. These resources include human resources, technology, finance, specialist skills and the infrastructure of the company. Responsibilities, authorities and roles have been defined, documented and communicated so that system management is more effectively conducted.
The senior managers of the organisation have appointed members of management as management representatives with responsibility for ensuring that the IMS has been implemented and maintained to the requirements of ISO 9001 and ISO 14001. Management representatives will report to senior management on the system’s performance for review and recommendations for improvement.
Procedure: Resources, Roles, Responsibilities and Authorities
The managing director, in conjunction with the senior management team, the quality manager and the health and safety officer, has defined what resources are necessary to establish, implement, operate and improve the integrated management system. These resources have been recorded in the minutes of the integrated management system meeting of __________. Should further unforeseen resources be required these will be discussed at the monthly IMS meeting and if necessary further resources will be provided. Such decisions will be minuted as a record.
All responsibilities, authorities and roles associated with the integrated management system have been defined and documented. General roles are documented in the company’s organisational chart which is maintained and updated as necessary by the human resources manager. Specific responsibilities and authorities for persons directly involved in the operation of the integrated management system are defined in job descriptions which are maintained in the central personnel files in the human resources department with copies distributed to the senior management team and the individual person involved.
The organisational chart is posted on all notice boards.
All employees have been notified of the specific responsibilities and authorities at the team briefing of _________.
The managing director has appointed the quality manager and health and safety officer joint management representatives of the integrated management system. Both these individuals have other duties but their role as management representatives is clearly defined in Procedure B of this manual. The management representatives are jointly responsible for ensuring that the integrated management system is established, implemented and maintained to the requirements of ISO 9001 and ISO 14001, and have the necessary authority to act on behalf of the managing director and senior management team in all aspects of the system.
The management representatives will report immediately any incidents, accidents or environmental impacts to the managing director. Any problems regarding the integrated management system which cannot be resolved by the management representatives will be reported to the managing director for action.
The management representatives will report on the performance of the system and recommend any immediate improvements to the managing director and the senior management team at the monthly IMS meeting. Long-term improvements and improvements requiring capital expenditure will be discussed at the management review unless they are of an urgent nature. A summary of the system’s performance will be given at each management review.
Shandi Makandeni
Director Last Review Date: 26/01/2020 Next Review Date: 25/01/2021
