Quality HR – overview of ISO9001 requirements on HR 1

Quality HR – overview of ISO9001 requirements on HR part1

HR can’t run away from been audited in ISO9001 internal or certification audit. Even in customer audit, HR also become the favourite place during the audit. WHAT the auditor looks during the audit?

Let see what is the requirements first!

First requirement:

ISO9001 clause:

4.1 d) ensure the availability of resources and information necessary to support the operation and monitoring of these processes.

This requirements, required that each process in organization should be assigned with resources. The common practices is that the procedure or process flow, should in the person in charge “PIC” for each of the processes.

Example:

Sales process – Sales manager

Production process – Production manager

Prepare quotation – sales executives

Common findings in this clause is that some of the process i.e. calibration, the organization does not assigned the resources. This is commonly due to organization does not define the process at first place.

Second requirement

5.5 Responsibility, authority and communication

5.5.1 Responsibility and authority

Top management shall ensure that responsibilities and authorities are defined and communicated within the organization.

How to comply with this requirements?

Quite common, the organization should have the organization charts. The organization chart indicated the job position and hierarchy of reporting the organization. This the base line to comply with this requirement.

Next, when organization, prepared the procedure, the job position can be referred to the procedure.

The best PRACTICE to comply with this requirements is to prepare the JOB DESCRIPTION.

Why job description (see Quality HR _ Job description), it summarized the whole responsibility, authority instead need to refer to each procedure for roles and responsibilities.

Common findings in this clause is when the organization chart changes, i.e. the job position changes, the procedures and the job description not been updated.

Third requirements

6.2 Human resources

6.2.1 General

Personnel performing work affecting conformity to product requirements shall be competent on the basis of appropriate education, training, skills and experience.

NOTE Conformity to product requirements can be affected directly or indirectly by personnel performing any task within the quality management system.

COMPETENCY REQUIREMENTS included :SETE: SKILL - EDUCATION - TRAINING - EXPERIENCES. One of the way to comply is to develop the comptency matrix for the department and then derived it into the JOB DESCRIPTION.

Common findings in this clause is the organization are the competency requirements not been defined clearly for the tasks defined.

6.2.2 Competence, training and awareness

The organization shall

a) determine the necessary competence for personnel performing work affecting conformity to product

requirements,

b) where applicable, provide training or take other actions to achieve the necessary competence,

c) evaluate the effectiveness of the actions taken,

d) ensure that its personnel are aware of the relevance and importance of their activities and how they

contribute to the achievement of the quality objectives, and

e) maintain appropriate records of education, training, skills and experience (see 4.2.4).

Common findings in this clause is the organization does not identify the training based on the gap in comptency requirements. Secondly the training, not able to be provided as per Training Need Analysis (TNA) and does not remark any reason why and also unable to prioritized the training. Next common finding is that the staff does not aware on the  importance of their activities and how they contribute to the achievement of the quality objectives, (d), and finally the record of evaluation was not updated.

ALL THE BEST

-CER-