Clause 5.5.1 - Communicate responsibilities and authorities within the organization

[MVladimir]

Dear friends!

ISO 9001:2000 Paragraph 5.5.1 demands: "Top management shall ensure that responsibilities and authorities are defined and communicated within the organization".
What does the words "to communicate responsibilities and authorities within the organization" means?
For example, I am a Department manager. Whether or not my responsibilities and authorities should be communicated to employees of my department. Whether or not they should know them? Whether or not responsibilities and authorities of General Director should be communicated to me? Whether or not I should know them?
What is your opinion?

In the hope of your help, Vladimir

[Denis]

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

We use our documented quality procedures to answer this requirement.

Within the body of the procedure there is a default section which states the responsible function or process owner.

It is his or her duty to disseminate (and delegate responsibility) where necessary. By making the employees who report to the process owner aware of the procedure the responsibilities are communicated throughout the organisation.

The next step is to ensure that all employees are aware / trained in the procedures which are relavent to their specific duties.

[ISOPete]

Same here. It sin our top tier Quality Manual. We have a flowchart with the positions and then a few pages of job descriptions.

[Rachel]

In Reply to Parent Post by MVladimir

Dear friends!

ISO 9001:2000 Paragraph 5.5.1 demands: "Top management shall ensure that responsibilities and authorities are defined and communicated within the organization".
What does the words "to communicate responsibilities and authorities within the organization" means?
For example, I am a Department manager. Whether or not my responsibilities and authorities should be communicated to employees of my department. Whether or not they should know them? Whether or not responsibilities and authorities of General Director should be communicated to me? Whether or not I should know them?
What is your opinion?

In the hope of your help, Vladimir

Vladimir,

This is how I interpret it:
Within an organization, there are many roles and responsibilities. Certain people have certain roles - and it is up to top management to ensure that every employee knows what their role is and what is expected of them within that role. Mgmt also has to ensure that people understand the "chain of command" - that an employee knows who his/her boss is, knows who to go to for different pieces of information, etc.

Hope this helps.
-R.

[RCBeyette]

People need to be aware of their responsibilities to implement and maintain the QMS, to ensure that it remains effective and efficient.

People need to be aware of how they contribute to the success of achieving the objectives and goals, and what their involvement is.

Do you need to be aware of what the General Director does? In detail? No. But you should know that s/he is commited to Customer satisfaction and leads your organization down the right path that all requirements are met.

[Manoj Mathur]

Please find enclosed herewith TEXT from my Quality Manual regarding clause 5.5.1. This is the guideline for our organisation to address this clause.


5.5.1 Responsibility and Authority

The Management of the company has defined the responsibilities and authorities of the personnel within the Quality management system and communicated the same within the company.
The responsibility and authority of different key personnel in relation to Quality Management System are demarcated keeping in view the main activity of each department.
In addition, they are also responsible for:
 Identifying Quality related problems encountered in their area of activity,
 Initiating action to prevent the occurrence of any non- conformity related to quality and quality systems,
 Initiating, recommending or providing solutions through designated channels,
 Verifying the effectiveness of solutions implemented, and
 Control of non-conforming products in their area of activity.

However specific responsibilities are defined in the applicable quality system procedures.

1. Unit Head

He is the senior most executive in the plant and designated as Unit Head. He lays down the company's policies and gives directions for managing the company's activities. He also lays down company's quality objectives. He is also responsible for providing essential resources and personnel for implementation of the quality policy. He responsible for effective implementation of the quality management system.

2. HOD – Finance & Accounts

He is overall responsible for all commercial and finance functions in the plant and guiding and supporting QMS related activities in commercial functions such as Purchase and stores & Administration. He is assisted by Various HODs for these activities. He is the Factory Manager. Through leadership and actions, Factory Manager creates an environment where people are fully involved and in which a QMS can operate effectively. He is the Chairman of the management review Committee, He reports to Unit Head.


3. HOD – (Materials, Planning & Projects)

He is overall responsible for the procurement and storage of Raw Materials, Packing Materials and other consumables. He is also responsible for review and approval of purchase orders. He is assisted by Sectional Head (Purchase), Raw Materials as well as Stores. He reports to HOD (Finance & Accounts).

HOD – Quality Control

• Monitoring the Process for outputs.
• Providing Test Status on In-coming, In-process and Finished Products
• Documenting trends in quality and current quality levels.
• Controlling of non conforming products.
• Authorized for giving deviations on Non-conforming products for use at next stages.
• Authorized for release of finished product.
• Taking concession from customer on non-conforming finished products.
• Developing and implementation of plans for customer complaint resolution.
• Assessment of Preliminary (Ppk) and on going process capabilities(Cpk).
• Preparing details for Production Part Approval Process.
• Inspection and testing at incoming, inprocess and final stages
• Controlling the executives for In-coming, In-process and Final Inspection Stages
• Calibration of all identified inspection, measuring and test equipment’s.
• Authorized for providing inspection and test status on product.
• Identifying and implementing statistical technical techniques for process and product.
• Verifying the effectiveness of corrective and preventing actions.
Member Management Review Committee

The Top Management of the company has appointed Mr. Manoj Mathur as Management Representative, who, irrespective of other responsibilities, has the responsibility and authority that includes:

a) Ensuring that processes needed for the quality management system are established, implemented and maintained;

b) Reporting to top management on the performance of the quality management system and any need for improvement;

c) ensuring the promotion of awareness of customer requirements throughout the company by either holding awareness programmes, conducting meetings or displaying these requirements at appropriate locations.
He is also responsible for liaison with external agencies on matters related to Quality Management System.

[Raffy]

IMO, It should not only be commuincated but understood as well.

[Paul Simpson]

In Reply to Parent Post by MVladimir

What does the words "to communicate responsibilities and authorities within the organization" means?

Simply this means that whoever needs to know what you do for the QMS should know what you do. So if you are the person authorizing documents then people should know they have to bring them to you to put them in the QMS.

Similarly if I have found some material to be non conforming and I want to know who can authorize its use (or decide it can't be used) I should know who to go and ask.

Hope this helps.