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Small business management system preparation

Preparation of Quality Management System for small company (ISO)

Preparation of the system is easy for anybody who has ever worked with a
system and – better still – was there when the system came into
existence. A quality consultant, however, should master this procedure
brilliantly. Here we are introducing one of a number of possible procedures that
delivers results really fast and without any needless drawbacks.

1. Requirements for the system – decide on which
requirements your system is supposed to meet. Will it be the quality management
system requirement pursuant to ISO 9001, or the environmental management system
requirement pursuant to ISO 14001, or the occupational safety and health
management system requirement pursuant to OHSAS 18001, or the information
security management system requirement pursuant to ISO 27000, or will there be
more than one requirement thus forming an integrated system?

2. Modelling and descriptive method – select what
outputs and system description would suit your company and its workers best.
A modelling method of choice has a strong effect on the subsequent changes
in the system. The Microsoft VISIO, for instance, appears to be a suitable tool
for this purpose. In this stage, it is also appropriate to determine the
system�s structure.

3. Information system support – the resultant system
is strongly influenced by your current information system, for example, where
you file your orders, where you do stock holding, and the like. Description of
the system�s operation is, then, referred to the information system you are
using, and everything is going to be markedly simplified. In most cases,
neverthless, the company does not possess any information system, and the system
description prepared is later to become a setting for implementation of an
information system.

4. System implementation deadline date – establish in
advance when you need to have the system ready, and direct all activities in
respect of this date. It is hard to complete the system without the final
deadline date. The best way here is to have the responsible people interested in
keeping the deadline financially or otherwise.

5. Process
map – it first defines principal processes and subprocesses
you need to manufacture your products or to provide your services.

6. Preparation flow chart – count the number of days
from the set deadline date backwards to establish the length of time available
for the preparation of the system. Include in the flow chart each defined
process, sub-process, approval, record, data bases, inspections, audits,
trainings, reporting and, also, the period of time for checking on the cohesion
of the individual processes. Keep in mind you need to have qualified and trained
internal auditors, if you want to have an ISO certificate. Your auditing work
may also be outsourced, yet it is not recommended to do at the beginning.

7. Process setting – define a definite form in which
each process is to be described, while utilizing flow charts or just texts or
the like. In this stage, working with the person responsible, or the process
possessor, each process is already defined in the process map. In simple
processes, count around 2 to 3 hours per process. The processing time
increases with increasing complexity up to 15–30 hours.

8. Training in processes and the system – each worker
who will use a process should be trained in that process. The most appropriate
arrangement is training your workers continuously as the processes are being
prepared. Towards the traning�s end, it is also good to show the system as one
functioning whole, highlighting how interconnected the individual processes are,
and what benefits it is going to bring the company.

9. Test operation – having prepared the system, let it
run and watch how the workers stick to the established rules, whether there are
non-compliances occurring and how they are being resolved.

10. Internal audits – eventually, get internal audits
started and verify each individual process and its functioning. Following the
audits, make good all non-conformities and faults found.

11. Functioning evaluation – evaluate all things
functioning. Take advantage of the process metrics and the reporting
established. Prepare the system�s review by the management.

12. Certification audit – if your system works, invite
a certification auditor (it is advisable to choose a good certification company
right at the preparation beginning) who, as an independent auditor, will examine
your company.

The above are the most important steps to take for preparation and
implementation of the company�s management system. Each step would indeed make a
separate article, but it is sometimes better to invite a consultant who will
navigate your way through the preparation.

Surely you are interested in how long the preparation of a quality management
system will take. Based on experience, the preparation period ranges as
described in the table below. The times can vary up and down depending on the
workers� resolve and interest.

Entrepreneurs tend to save most time on training, test operation and audits.
That approach will, inevitably, affect further functioning of the system.

Note: It is not that so much has been going on in Czech Republic
really, for a cerfication company will invariably issue the desired certificate,
if you pay for it. Such certification companies that would decline, if they
found the system being insufficiently prepared, are rare indeed.

The period of preparation is strongly influenced by the following
factors:

If an entrepreneur who opearates a 5 to 10-strong company decides to
prepare the system swiftly and, working with an experienced consultant, shuts
themselves off from the company�s daily operations, they will be able to prepare
almost the entire system.

The „How to do it“ procedure has been prepared by consultant Ji�� St�elec on the basis of his own
experience.

1 for the best, 5 for the worst: 1 | 2 | 3 | 4 | 5
Average: 3.00, assessed 99×
Last assessment: 22. 04. 2011









HOW TO DO IT

Period of the system�s preparation

SMALL BUSINESS MANAGEMENT SYSTEM PREPARATION

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What do you help in finance crisis period?

  • Industrial branch and line of business
  • Range of the system the entrepreneur opts to create
  • Integration of systems � quality (ISO 9001), environment (ISO 140001),
    safety (OHSAS 18001), IT services (ISO 20000)
  • Entrepreneur�s interest in having a functioning system of quality
  • Financial and time resources
Stages/Company size by the number of workers 5–10 10–20 20–50 50–200
1. Requirements for system 1,5 days 3 days 5 days 10 days
2. Modelling and descriptive method
3. Information system support
4. System implementation deadline date
5. Process map
6. Preparation flow chart
7. Process setting 5 days 10 days 15 days 30 days
8. Training in processes and the system 1 day 2 days 3 days 5 days
9. Test operation 30 days 45 days 60 days 90 days
10. Internal audits 2 days 3 days 5 days 20 days
11. Functioning evaluation 1 day 2 days 3 days 5 days
12. Certification audit 1,5 days 3 days 4 days 9 days
Total 42 days 68 days 95 days 169 days

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