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Job Titles referenced in Procedures

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job titles, procedure content, procedures (general)
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  Post Number #1  
Old 26th January 2018, 10:34 AM
David_Lazarek

 
 
Total Posts: 6
Please Help! Job Titles referenced in Procedures

We are a small business, so many staff members serve in different functions (wear different hats so to speak)

We are in the process of updating the system manual for IATF. I am running into a lot of procedures and instructions that reference job titles that simply have never existed at the company. For example, the purchasing processes references a Purchasing Manager as having the responsibility for that process. We haven't had a person with that title in the 15 years I have been here. In the past, the General Manager was considered the "acting" Purchasing Manager.

I considered this update as a good time to change the process owners and responsibilities to the titles of the actual people in those roles. I was surprised at the level of push back I have received on this change. The MR, who updates the manual, is very upset. "You're turning the system manual into job descriptions!" "Every time we add a new position, we have to change the instructions?!"

I honestly thought the responsibilities were vague and misleading because of templates used as the basis for the manual before my tenure there. I didn't realize they were written that way intentionally. I still think its the wrong way to go, in my opinion. The way I am reading the standard is the process owners need to be clearly identified, and there should be evidence of their competence in that role. To me, listing a title that no one has occupied for decades would be a non-conformance to that requirement.

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  Post Number #2  
Old 26th January 2018, 10:55 AM
Sebastian

 
 
Total Posts: 307
Re: Job Titles referenced in Procedures

Instruction describing activities have to identify roles (positions) in organization which perform them. Job description creates link between individual person, its position and these activities. In companies with corporate culture, revision of job description does not require change of instruction. In companies with very basic organizational structure, it can be opposite.
Section 5.3 requires assignation of responsibilities and authorities, so job description can be evidence of addressing this requirement. It also requires its communication within organisation, so how do we communicate "who is who" in instructions we have, when positions do not match? Additionally there is requirement e) which clearly requires review/revision of our system when e.g. position changes are planned.
  Post Number #3  
Old 26th January 2018, 11:26 AM
Peter Fraser's Avatar
Peter Fraser

 
 
Total Posts: 458
Re: Job Titles referenced in Procedures

Use job titles in the procedures, and have a separate list of people and the roles they currently undertake. That way you only need to update the list when (for example) you appoint a "real" Purchasing Manager.
Thanks to Peter Fraser for your informative Post and/or Attachment!
  Post Number #4  
Old 26th January 2018, 11:30 AM
AndyN's Avatar
AndyN

 
 
Total Posts: 9,122
Let Me Help You Re: Job Titles referenced in Procedures

Quote:
In Reply to Parent Post by David_Lazarek View Post

We are a small business, so many staff members serve in different functions (wear different hats so to speak)

We are in the process of updating the system manual for IATF. I am running into a lot of procedures and instructions that reference job titles that simply have never existed at the company. For example, the purchasing processes references a Purchasing Manager as having the responsibility for that process. We haven't had a person with that title in the 15 years I have been here. In the past, the General Manager was considered the "acting" Purchasing Manager.

I considered this update as a good time to change the process owners and responsibilities to the titles of the actual people in those roles. I was surprised at the level of push back I have received on this change. The MR, who updates the manual, is very upset. "You're turning the system manual into job descriptions!" "Every time we add a new position, we have to change the instructions?!"

I honestly thought the responsibilities were vague and misleading because of templates used as the basis for the manual before my tenure there. I didn't realize they were written that way intentionally. I still think its the wrong way to go, in my opinion. The way I am reading the standard is the process owners need to be clearly identified, and there should be evidence of their competence in that role. To me, listing a title that no one has occupied for decades would be a non-conformance to that requirement.
I'd agree! Does your "MR" understand the requirements? Certainly a good auditor might well make an issue as you suggest, but it sounds like this also happened under ISO/TS 16949 - so don't hold your breath! How have your internal audits dealt with this misalignment of responsibilities? Didn't it ever become an internal nonconformity?
  Post Number #5  
Old 26th January 2018, 12:04 PM
David_Lazarek

 
 
Total Posts: 6
Re: Job Titles referenced in Procedures

In retrospect, I think it should have been changed long ago. It had come up numerous times, but changes never were approved. After our top management change, I have been given ownership of the manual. This major update seems like a great opportunity to change it, and the increased emphasis on process ownership and competence gives me further justification to make these instructions reflect reality. The MR, who is one of our owners, is the only one that can actually change the documentation though.

The MR took an overview class for IATF with me. I also took the IATF Internal Auditor training as well, and have been an auditor for more decades than I care to admit. I doubt she has actually read the standard however.

We are having a meeting to discuss it on Wednesday. It just boggles my mind that this is where I hit resistance, and to the screaming level. I am just getting started. I may have to add Kevlar to my wardrobe before this is over.
  Post Number #6  
Old 26th January 2018, 12:27 PM
AndyN's Avatar
AndyN

 
 
Total Posts: 9,122
Laughing Re: Job Titles referenced in Procedures

Good luck!
  Post Number #7  
Old 26th January 2018, 12:55 PM
normzone

 
 
Total Posts: 765
Re: Job Titles referenced in Procedures

Quote:
In Reply to Parent Post by David_Lazarek View Post

I
We are having a meeting to discuss it on Wednesday. It just boggles my mind that this is where I hit resistance, and to the screaming level. I am just getting started. I may have to add Kevlar to my wardrobe before this is over.
Kevlar ? You kids today have it easy - back when I first got into the field, Kevlar had not been invented yet. Each day before we left work we had to check under our cars for new wires with a mirror - uphill, both ways, in the snow
  Post Number #8  
Old 26th January 2018, 01:10 PM
qualprod

 
 
Total Posts: 157
Re: Job Titles referenced in Procedures

In procedures mention job positions acronyms.
Use job descriptions where responsibilities and authorities are set, also mention the acronym defined for each job positions.one person may wear several hats (positions ).
Hope this helps
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