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
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