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combination of internal and external factors and conditions that can have an effect on
an organizations approach to its products, services and investments and interested
Parties. The note states that this concept of Context of Organization is equally applicable
to Not for profit organization, public service organization and governmental organization.
Also in normal language this concept is also known as business
environment, organizational environment or ecosystem of an organization.
Introduction:
The implementation of QMS should be the strategic decision of the organization and
is influenced by the context of the organisation and the changes in that context. The
changes in the context can be with respect to its specific objectives, the risks associated
with its context and objectives, the needs and expectations of its customers and other
relevant interested parties, the products and services it provides, the complexity of
processes it employs and their interactions, the competence of persons within or working
on behalf of the organization and its size and organizational structure.The context of an
organization will include internal factors such as organizational culture, and external
factors such as the socio-economic conditions under which it operates.The scope of ISO
DIS 9001:2015 states that organization needs to demonstrate its ability to consistently
provide products and services that meet customer and applicable statutory and regulatory
requirements and aims to enhance customer satisfaction.
Any interested party which is not relevant to the quality management system need not be
considered and similarly any requirement of the interested party not relevant to the quality
management system need not be considered. Determining what is relevant or not
relevant is dependent on whether or not it has an impact on the organizations ability to
consistently provide products and services that meet customer and applicable statutory
and regulatory requirements or the organizations aim to enhance customer
satisfaction. The organization can decide to determine additional needs and expectations
that will meet its quality objectives. However, it is at the organizations discretion whether
or not to accept additional requirements to satisfy interested parties beyond what is
required by this Standard.
Internal context can also be defined as anything within the organization that may influence
the way in which the organization manages its internal risks. Once the internal context
is understood, one can conduct the macro-environmental external analysis using PEST
(political, economic, social and technological) analysis.This analysis determines which
factors are can influence how the organization operates. The organization cannot control
these factors, but they must seek to adapt to them. The PEST factors can be classified
as opportunities and threats in a SWOT (strengths, weaknesses, opportunities and
threats) analysis. Alternatively, some organizations might use Porters Five Forces
Model. These methods are used to review a strategy or position or direction of an
organization. Completing a pest analysis is simple and helps the individuals involved in
the organization to understand and find ways to deal with the context.
As in the case of the macro-environmental context, the organization cannot always control
its micro-environment factors. But they must be carefully managed together and with the
internal context understanding. Both internal and external context can have influence over
the organization. Customer pressures and complaints can force organizations to change
various policies such as product returns and customer and technical
support. Technological changes can provide new and more effective ways to handle
communications, operations, shipping and logistics. Cultural and religious differences
may hinder product or service entry into certain countries. Governments regulatory and
trade policies can play a significant role in determining how businesses operate,
especially in regard to international trade, taxation, and regulations. The media, including
social media, can have a huge impact on a companys image and public relations. A bad
news video or news report can go viral pretty fast, and if your organization doesnt provide
an acceptable response, the negative publicity and effects can last a long time.
Sociological forces often drive what, where and how consumers buy product and
services. There is an increasing trend in the number of consumers purchasing products
online and reading reviews before making a purchase. The multinational and multicultural
trend in workforce composition can cause significant changes in hiring and retention of
competent human resources. If the response to these situations is unplanned, weak or
untimely, it might have a dramatic impact on the future of the business loss of
customers, serious production interruption or disruption, permanent loss of organizational
knowledge, even loss or bankruptcy of the business. Contextual issues can have a
positive impact, as it may present opportunities such as new, improved or increased
availability of previously scarce resources, opening up of or access to new markets,
availability of new technologies leading to reduced costs, improved product quality,
services and operational efficiency. Many of these contextual issues can be viewed
as variables some changing faster, others slower, depending on whether the organization
is fast paced and leading edge or in a stable or mature industry. Therefore variability in
these issues depicts uncertainty about their future behaviour. Such uncertainty can be
quite diverse, complex and at times highly unpredictable. This presents a dilemma to
organizations in terms of tracking and adapting to changes in these issues. This
uncertainty introduces the need for understanding and use of risk evaluation, mitigation
and management. Thus each organizational contextual issue will have its own specific
set of uncertainties with different levels of complexity and risk and the need for specific
controls to mitigate or eliminate the risk.
Example internal issues could include, but are not limited to:
Example external issues could include, but are not limited to:
Firstly, the organization will need to determine external and internal issues that are
relevant to its purpose, i.e. what are the relevant issues, both inside and out, that have
an impact on what the organization does, that would affect its ability to achieve the
intended outcome(s) of its management system. It should be noted that the term issue
covers not only problems, which would have been the subject of preventive action in
previous standards, but also important topics for the management system to address,
such as any market assurance and governance goals that the organization might set for
its management system. Next the organization has to determine relevant interested
parties and relevant requirements of relevant interested parties.
Shareholders
Owners
Management
Employees
Trade unions
Suppliers
Partners
Client
Government agencies
Media
Society
any other person or organization interested in the organization
One tool which can be used for determining the relevant requirement of relevant
interested parties is Stakeholder analysis
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To become the most trusted manufacturer, installer and service provider of ber
optic/copper cabling (IT cabling) and IT cabinets within India and Europe.
Strategic Direction:
To open two new offices in India, and one new ofce in Germany, and Spain this year.
To implement and gain accredited certification to ISO 9001 and ISO 14001 in these new
offices, within a year of the ofces opening. To employ a motivated workforce that will
embrace the organizations values, and complement the co-operation and collaboration
needed to achieve the effective application of our processes for continual improvement.
External issues
Internal issues
Determined scope
The production, installation and on-site managed service of ber optic cabling
(for Information Technology connectivity), and the installation and on-site managed
service of copper cabling and IT cabinets, at client sites in India, Germany and Spain.
Manufacturing sites/Offices:
India (Manufacturing)
Germany (Ofce)
Spain (Ofce)
Applicability:
All clause requirements are applicable to the above scope, except: 8.3 (Design
and development of products and services). This is because the organization does not
design its products and services, but produces ber cable (and installs IT cabinets, and
cabling along routes) according to established/dened standards and industry guidance.
Clause 8.3 is therefore not applicable to our Quality Management System.
End of example
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The organization must establish, implement, maintain and continually improve its
quality management system as per the requirement of this standards by
determining the process needed and its application through out the organization .
While determining the processes, the organization must determine the inputs
required and the outputs expected from these processes, the sequence and
interaction of these processes,The organization must control these processes to
ensure its effective operation. The organization must establish the criteria and
methods which include monitoring, measurements and other related performance
indicators to ensure the effective operation and control of these processes. The
organization must determine and ensure the availability of the resources needed
for effective operation of these processes.The personnel having authorities and
responsibilities for these processes must be identified. As per clause 6.1, the
organization must determine risk and opportunities, analysis them and must take
appropriate action to address them.There must be methods for monitoring,
measuring, as appropriate, and evaluation of these processes. The organization
must make changes in its process if it fails to achieve intended result. The
organization must look opportunities for improve for these process and for Quality
management system as a whole.
Clause 4.4.2
The primary focus of clause 4.4.1 requirements is to manage and control all your QMS
processes including processes for operations. QMS includes processes for
management(leadership) activities, Planning which includes risk assessment, support
processes (such provision of resources, communication etc), Operation, performance
evaluation and Improvement as part of QMS. Clause 4.4.1 requires the Process
Approach to be used in defining your QMS. Documentation of QMS processes and the
need for and detail of specific process documentation is determined by ISO 9001,
customer, regulatory and your own organizational requirements, complexity of products
and processes, effect on quality,risk of customer dissatisfaction, economic
risk,effectiveness and efficiency, competence of personnel.Clause 4.4.2 requires you to
have documents needed to ensure the effective planning, operation and control for QMS
processes. Based on these factors, you must determine what processes need to be
documented and how you will document it. Not all processes need to be documented;
your documents must also include a description of the interaction between your QMS
processes. A number of different methods can be used to document processes, such as
graphical representations, written instructions, checklists, flow charts, visual media, or
electronic methods, etc. Process flowcharts or block diagrams can show how policies,
objectives, influential factors, job functions, activities, material, equipment, resources,
information, people and decision making interact and/or interrelate in a logical
order. Procedures may be an acceptable way to document processes provided they
describe inputs and outputs, appropriate responsibilities, controls and resources needed
to satisfy customer requirements. Regardless of whether or not you document all of your
processes, you must provide evidence of effective implementation of all your QMS
processes. Such evidence does not necessarily need to be documented.
Clause 4.4 c requires you to determine criteria for effective process operation and control.
You could determine criteria to control inputs, outputs and resources used. For example
a.
Raw materials as an input to production would have acceptance criteria that it
must meet before it can be used.
Finished product as an output of the production process must meet acceptance
criteria before it can be shipped to the customer;
The equipment used to transform raw materials into finished product may have
set-up and capability criteria or parameters that it must meet in order to produce
conforming product.
These criteria (controls) must be established for each QMS process. Note that such
controls may also come from the customer, regulatory or industry bodies. Equally
important are the specific methods required for effective operation and control of each
process. These may include job travelers; work instructions; in process inspection sheet;
specifications and drawings; SPC charts; set up checklist; machine manuals; etc. Note
these control methods may apply to any or all of inputs, outputs or conversion activities.
This clause also requires you to monitor and measure your QMS processes. Clause 9.1
provides requirements to plan and implement these controls for monitoring and
measuring conformity to process performance criteria determined above. Ways to monitor
and measure QMS processes may include tracking against process parameters, goals
and objectives, using tools and records such as process check-sheets; product
acceptance criteria; SPC records; production records; maintenance records; labor
records, etc. More details on monitoring and measuring controls are covered in clause
9.1.
Under 4.4.1d, resources for QMS processes may include facility, material, equipment,
labor, supplies, utilities etc. Every QMS process will require a different combination of
resources. Resource details may be identified in specifications,production schedules, bill
of materials, production travelers or routers, work instructions, etc. Information for QMS
processes will vary from process to process and may include -production schedules, bill
of materials, product acceptance and process performance criteria, production traveler or
router, work instructions etc. Use clause 7.5 and other relevant clauses to control process
information.
Under 4.4.1 e the organization shall has to ensure that adequate responsibilities and
authorities are assigned as per as the requirements given in the clause 5.3.
This promotes the use of risk based thinking. Risk is defined as the effect of uncertainty.
Notes in the definition further describe risk as a deviation from the expected, either
positive or negative. The term uncertainty is defined as a lack of information or
knowledge about a potential event that can be expressed as a result of the likelihood and
consequence of such an event. A positive deviation arising from a risk can provide an
opportunity, but not all positive effects of risk result in opportunities. Actions to address
opportunities can also include consideration of associated risks. Clause 4.4.1 f
requires that when planning its QMS, the top management must implement and promote
a culture of risk-based thinking throughout the organization to determine and address the
risks and opportunities associated with providing assurance that the QMS can achieve its
intended result(s); provide conforming products and services, enhance customer
satisfaction; promote desirable effects and improvement; and prevent, or mitigate,
undesired effects.
Clause 4.4.1 g requires evaluate of QMS processes as per the requirement given in
clause 9.1.3 and evaluation may be done through a review of measurement and
monitoring records and performance indicators for each process. These reviews must
identify opportunities to improve QMS processes, use of resources and product quality.
Clause 4.4.1 h calls for improvement in process as per as the requirement given in clause
10. When process nonconformities occur, then corrective action is required to bring the
QMS process under control. Remember, the corrective action process is not just for
product related nonconformities. Processes must be continually improved through setting
of incrementally realistic, measurable objectives. Planning for continual improvement
requires a review of process data, resources and controls to bring about the desired
change.
Clause 4.4.1a 4.4.1h must be applied to all QMS processes. Note also that many ISO
9001 clauses (e.g. clause 8.2; 8.4; 8.6; etc.), require specific processes to be established
within your QMS, These processes must also be identified and controlled in your QMS.