ISO 9001:2008 (part 3)

The Management Review component of ISO 9001:2008 is very important. Unfortunately most organizations do not take advantage of the benefits the Management Review component offers. The Management Review component tracks the major components of the ISO system in place. Most organizations meet twice a year in a formal Management Review Committee to review the 6 month history and performance of the system. Its a joke when you think about it. By the time you review the issues and their effect on the system the issues are old and stale. Its a struggle to remember and then you have to take the time to pull documentation if you even decide to take action on an issue. Meeting twice a year for several hours doesn’t accomplish much.

I have found that holding the Management Review Committee every day works great. The meetings are held immediately after the morning production meeting when all of the team members are still there. We cover each of the main topics every week on a specific day. On-going issues are reviewed for status updates. Potential issues are discussed and dis-positioned. Items are dealt with while the topics are still fresh and hot. Meeting notes are kept on a single page log. The log page should not exceed one page in length. Topics are listed as bullets with supporting information attached to the log page.

What do we cover in our meetings?

  1. Items for review: On-going burning issues.
  2. Audit Status: This includes customer, internal and vendor issued.
  3. Customer Perception and Satisfaction.
  4. Corrective and preventative actions.
  5. Documentation and procedures.
  6. Training status.
  7. Calibration status.
  8. SPC and reports.
  9. Process performance.
  10. Product conformance.
  11. Vendor issues.
  12. Request for resources.
  13. Capitol investment requests.
  14. Jobs on hold status.

It seems like a lot to cover but we have found that the meeting takes between 10 to 15 minutes. Most topics are covered one a week. When a response is going to take more than a sentence or two we follow up on the topic after the meeting is adjourned. Not everyone needs to be involved to hear how a qualification test on a new dry film photo-resist is progressing. We still have jobs to do. Its up to the moderator to keep things moving quickly, orderly and efficiently. Participation by all of the team members is required. The meeting notes are then reviewed on a monthly basis by the ISO coordinator. There are many benefits to holding the meetings this way. The most important is information.

For example, the question is asked to the group, “Are there any vendor issues today?” We received a delivery where the laminate was received with handling damage from the vendor. Another member notifies the team that a second vendor did not deliver the product on time. Several jobs may miss their delivery dates as a result. Both of the items are listed in the record under vendor issues. The non-conforming material is referred to the material review board for immediate disposition. Follow-up action to be determined. The late delivery is followed up on with purchasing. Why is the shipment late and is there an updated schedule for delivery. Status updates are requested at the next management review meeting on the next day. The two topics may or may not effect the vendor’s rating on the approved vendor list. If their score drops below a predetermined value then action needs to be taken. The important thing is that the vendor issues are dealt with immediately and a score is kept on the vendor’s performance. The management review meeting expedites the process and helps manage the business. That’s the true power behind the management review committee.

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