Management Documentation System Application
- 1. Management Documentation system For easier process documentation in line with ISO 9001, 14001 and OHSAS 18001
- 2. The vision on management system documentation Process documentation should really help to recognise strengths and weaknesses in an organisation. Authorisation to change should be embedded Should be so easy that anyone could do it Should bring relevant business information to any desktop Has to support certification in respect to Quality, Health, Safety and Environment without introducing burocracy
- 3. Space for introduction text, e.g. Mission, vision, objectives Multiple pictures as a landscape with clickable areas to processes, organisation graphs or documents
- 4. Index for all rules and reulations like Laws, ISO paragraphs, identified risks and corporate policies and guidlines
- 5. By typing in the departments, functions and employees and indicating to whom a function reports, enough information is available to the application to generate the organisation graphs
- 6. Again by typing in text only, indicating which main process the process is part of, the application will generate a graphical view of the process structure.
- 7. For each process, the properties can be defined by a description of the process, links to the functions involved, version controlled embedding of documents used and links to the applicable regulations. E.g. Changes to a rule will be immediately visible in all relevant processes. Used documents will always be available in the latest version. Changes to processes and all properties (including linked documents) can only be made by the process owner and therefore are always valid. This supports change control as intended by the ISO regulations
- 8. “ Below” each process a flowchart can easily be created. Only typing the task name and identifying some properties is enough for the application to generate the graph for you (see next sheet).
- 9. You only need to type in the name of the task, indicate the sort order and optionally type the condition for that task and the new block will be drawn by the application By clicking the + symbol a next task will be created 1 2
- 10. Possible cost savings, process improvements, environmental improvements and any other issues can be entered in the system by all users. Issues can be assigned to employees or to existing projects. Simple project administration (in line with the thoughts of Prince2) makes follow up of issues and projects a lot easier.
- 11. Resume The application contains all required functionality to support your management system. 1,5 hour introduction is enough to get started. By the linking of all relevant rules & regulations and inputs and outputs between the processes a process owner has a comprehensive overview of the requirements of the process. While it is an (intranet) web-application one installation at a server will do the job. By using the application Santrade Ltd. (the warehouse organisation of Sandvik) achieved certification for ISO9001, ISO14001 and OHSAS 18001 with only 3 months implementation time.