Management review meeting workflow

[Teyla]

I have just finished with defining our management review meeting workflow. The logic is as following: our Management representative is preparing an agenda, that is supposed to be approved by CEO, after what the meeting is held (well,based on the prepared agenda). As a final step, CEO approves complete management review outputs - checklists, meeting minutes and other relevant files if any.

This is a workflow:

I'm curios to know if this is a typical workflow? Just want to confirm if I missed something.
Thanks,

 

[indubioush]

Some thoughts. There is no requirement that you have an agenda approved prior to each management review meeting. Usually, the management review SOP lists the required agenda for every management review meeting and you just comply with this for each meeting. However, if a specific agenda is helpful for your organization, you can keep it. Also, there are usually action items that come out of the meeting. Managing action items should be included in the flowchart. Lastly, there needs to be a determination as to whether corrective action (usually a CAPA) is needed. It makes sense then to have this decision in your flow chart and have a pointer to the CAPA procedure.

 

[Jim Wynne]

This chart doesn't "flow" as a flowchart should, imo. I don't know why (for example) it's divided into "Project" and "QMS" sections. It seems like a lot of trouble to go to if you're trying to make something clear. This might be a problem with the (apparent) canned software you're using, but it sure seems to me that it could be made more linear and simple.

 

[Ed Panek]

How often do you have all senior management in a room with your agenda as the topic? If you limit the discussion to just the requirements you are wasting your time. I would have the requirements PLUS other items you think you need to address.

 

[QChas]

I've attached the flowchart we use to document our process. This flowchart is part of our Management Review procedure. We meet quarterly, going over the entire QMS every 6 months. Keep it simple. I've used this same type of chart for over 25 years with 3 different companies and 3 different registrars. Hope this help!

 

[Teyla]

This chart doesn't "flow" as a flowchart should, imo. I don't know why (for example) it's divided into "Project" and "QMS" sections. It seems like a lot of trouble to go to if you're trying to make something clear. This might be a problem with the (apparent) canned software you're using, but it sure seems to me that it could be made more linear and simple.

I'm sorry, but not sure I understand this comment... I thought it can be more simpler then these four steps (they are tasks) - prepare agenda, approve, have a meeting, then approve results?

Such chain of events will be caused as this workflow is started (when it comes to the actual management review), and one event trigger another. Workflow drives events.

 

[Teyla]

Some thoughts. There is no requirement that you have an agenda approved prior to each management review meeting. Usually, the management review SOP lists the required agenda for every management review meeting and you just comply with this for each meeting. However, if a specific agenda is helpful for your organization, you can keep it. Also, there are usually action items that come out of the meeting. Managing action items should be included in the flowchart. Lastly, there needs to be a determination as to whether corrective action (usually a CAPA) is needed. It makes sense then to have this decision in your flow chart and have a pointer to the CAPA procedure.

Thanks. Removing the agenda approval, I can make the process even more simpler.

Regarding CAPA, we have this workflow explained in the document (well, all of them), and in the document is stated that CAPA workflow might be initiated, but the aim was to start it manually. But I just remember that a software has the option to trigger one process from another, so I'll set it like that. On that manner, I'll have the pointer to CAPA. Thanks!

 

[Teyla]

How often do you have all senior management in a room with your agenda as the topic? If you limit the discussion to just the requirements you are wasting your time. I would have the requirements PLUS other items you think you need to address.

In the procedure is stated "at least once a year".

 

[Teyla]

I've attached the flowchart we use to document our process. This flowchart is part of our Management Review procedure. We meet quarterly, going over the entire QMS every 6 months. Keep it simple. I've used this same type of chart for over 25 years with 3 different companies and 3 different registrars. Hope this help!

This looks great!

 

[Jim Wynne]

I'm sorry, but not sure I understand this comment... I thought it can be more simpler then these four steps (they are tasks) - prepare agenda, approve, have a meeting, then approve results?

Such chain of events will be caused as this workflow is started (when it comes to the actual management review), and one event trigger another. Workflow drives events.

Please look at the flowchart posted by @QChas. While that one might be too simple (I don't think so), it does the job with a minimum of complication. Describe in a linear fashion how inputs and outputs happen.