Organizational Knowledge Requirements - Meeting ISO 9001:2015 Clause 7.1.6

[LUV-d-4UM]

Re: Meeting ISO 9001:2015 Clause 7.1.6 Organizational Knowledge Requirements

Second paragraph of clause 7.1.6: "This knowledge shall be maintained and be made available to the extent necessary. From my own humble interpretation, records of knowledge materials shall be made available when ask by the 3rd party auditor. After all this standard is supposed to be evidence-based decision making. The interview plus some evidence that it exists should give us a pass with the 3rd party auditor.

 

[Big Jim]

Re: Meeting ISO 9001:2015 Clause 7.1.6 Organizational Knowledge Requirements

You certainly can retain records as well as maintain documents for this requirement of the standard if you choose to. Just keep in mind that you are not required to.

 

[LUV-d-4UM]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

I look on this as succession planning. If an organisation has a key role for which there is only 1 person capable of filling, it is a risk to the organisation (see 6.1). There may be a number of ways to reduce the risk such as training up someone else, finding an external provider, changing the method, etc.

A way to demonstrate that this has been considered and managed is by using a responsibility matrix. Similar to (in fact it could be an extension of) a competence matrix but with the emphasis on identifying who can fill which roles (see clause 5.3 for roles and responsibilities).

The method used would depend on the size and complexity of the organisation and the levels of risk involved. If it is a small organisation, it could be done all on 1 spreadsheet. In larger organisations it is probably best to do it by department or process.

Do you have an example of a responsibility matrix? Thank you.

 

[QAMTY]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

Hi Colin
What you say "succession planning" referring to 7.1.6, wouldn't fit in 7.2 a) b) and note?
something like mentoring, training people to cover other positions?

Thanks

 

[LUV-d-4UM]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

We have Individual Development Planning matrix that iwill meet the requirement 7.1.6

 

[DRAMMAN]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

This is a good discussion about a very fuzzy topic. Personally, I hate that ISO added clauses like this because the thought of how to pass the audit takes over. From a professional point, I get this requirement. My interpretation of this is that high quality/performing organizations think through how they manage knowledge. It is a strategic Best Practice that all organizations should think about it. Exactly how you do it is up to you which is why there is no documented information requirements. To make an audit easier (and improve your org) would be to write down a 1-2 page summary of how you prevent the loss of and acquire new knowledge.

Examples of Preventing Loss
Training programs
Apprentice / mentor programs
procedures and work instructions
specifications
ERP systems
staffing strategies such as always having junior people in departments

Examples of acquiring
Outside training
participation in professional societies
Professional certifications
trade shows
Industry leadership

If you have ever been part of an organization that went through hastily planned layoffs you have experienced why this is important. I personally have experienced where a global industry leading company lost the ability to solve simple problems because significant knowledge was booted out the door. Them people start asking who knows how to do a certain task. Well, no one. We fired the knowledge. Ultimately, customers suffered.

 

[Colin]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

Hi Colin
What you say "succession planning" referring to 7.1.6, wouldn't fit in 7.2 a) b) and note?
something like mentoring, training people to cover other positions?

Thanks

I didn't mean to suggest that it is instead of the requirement to ensure competence in the people doing the work - more of a back-up in case those skills become unavailable e.g. someone leaving. In other words, we can plan for the situation, should it become necessary.

 

[DRAMMAN]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

I would argue that Succession Planning can be an element of your Organizational Knowledge management strategy. It would be interesting to hear from those who have been audited and auditors as to what is satisfying this requirement from an audit perspective.

I would assume that since the requirements are vague and there is no Documented Information requirement that just about anything will satisfy an auditor.

 

[LUV-d-4UM]

Re: ISO 9001:2015 7.1.6 Organizational Knowledge

Hi Colin.
Thank you for your response. Does a MATRIX of responsibilities not relate to 7.1.6?

 

[robertwalker]

I'm pretty new to Quality Management and ISO, but this clause seems pretty clear to me. I keep hearing people talk about relational databases, successional training ect.

"The organization shall determine the knowledge necessary for the operation of its processes and to acheive conformity of producdts and services." We have determined that knowledge and put it into processes and detailed process instructions, that is the knowledge necessary for the operation of the processes.

"This knowledge shall be maintained and made available to the extent necessary". We have documented process instructions describing how to make product.

"When addressing changing needs and trends, the organization shall consider its current knowlede and determine how to acquire or access necessary additional knowledge and required updates". Our engineering department developes new process by taking into consideration old processes and developing new ones, and records the data.

Where does the clause insuate that we need to do anymore than what I have mentioned?