INTEGRITY THE FEDERATION OF MANAGEMENT SYSTEMS MAGAZINE ISSUE THREE - JANUARY 2014
FOOD FRAUD EU REPORT EXPOSES MOST-AT-RISK FOODS
WANTED Freelance Management Consultants The Federation of Management Systems URGENTLY requires qualified and experienced management consultants on a sub-contract basis. http://www.fedms.org/job-search.html
THIS ISSUE PAGE 5
IN THE NEWS - Guides to ISO Revisions CONTENTS
The Federation has recently published 3 new definitive guides: • The Definitive Guide to ISO 9001:2015, • The Definitive Guide to ISO 14001:2015, • The Definitive Guide to ISO 45001:2016. These key documents are based on the current revision drafts, covering: • the reasons for the changes; • overview of the proposed requirements; • the proposed ISO timetable; • the transitional arrangements. The guides are available online to all FMS members - www.fedms.com/guides
4. Welcome Message 5. In The News - New Guides 8. Lookout! - Food Safety app 9. Quality - ISO 9001:2015 10. Environment - Global Warming 11. Health & Safety - New L8 CoP 12. Food Safety - Global Burden
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IN THE NEWS - Food Fraud
13. Spotlight - Management Review
A recent EU Report on Food Fraud highlights the Top 10 at-risk foods and, despite the massive horse meat scandal across Europe, the report doesn't include meat!
14. Workshop - Selecting a Lab
According to the new draft report from the European Union, olive oil, fish and organic foods are at the highest risk of food fraud in Europe – and meat is not in the top 10, despite this year’s high-profile horse meat scandal.
18. Editorial - ISO 9001
The risk of food fraud is greatest when the potential economic gains are large and chances of getting caught are slim, according to the report.
20. Publications - TQM
17. Features - Renewable Fuel
19. Federation - The Latest
21. Events - What to See
The top 10 most at-risk foods are listed as - olive oil, fish, organic food, milk, grains, honey, coffee and tea, spices, wine and fruit juices.
PAGE 11 HEALTH & SAFETY - Legionnaires Disease CoP The Health and Safety Executive (HSE) has revised the Legionnaires’ disease Approved Code of Practice (ACOP) (L8), removing the technical guidance. The ACOP, which is aimed at employers, those in control of premises, and people with health and safety responsibilities for others, was one of several identified for review and revision, consolidation; or withdrawal. The revised publication includes information on identifying and assessing sources of risk; preparing a scheme to prevent or control risk; implementing, managing and monitoring precautions; keeping records; and appointing a competent person with sufficient authority and knowledge of an installation to help take measures needed to comply with the law.
PAGE 14 WORKSHOP - Selecting a Laboratory Most professionals want a third-party laboratory that is going to provide consistently high quality analysis, quick turnaround times, and sensible prices. There has to be a balance; companies have to be realistic and recognise what is important to their business. We all, at some stage, need to measure, evaluate, inspect or test materials, processes, products, and equipment. Does our sample comply with customer requirements, regulatory requirements, national or international standards, or in-house specifications? We can conduct the analysis using in-house facilities or using a third-party independent laboratory.
Publication Details INTEGRITY, the Federation of Management Systems’ magazine is published four times a year. Readers can access INTEGRITY via the Federation’s website, the Federation’s LinkedIn page, and by email request. Each free issue of INTEGRITY is circulated to over 1m readers.
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WELCOME WELCOME Dear reader, The Federation staff and I wish you a very successful 2014! Welcome to Issue 3 of The Federation of Management Systems' magazine - INTEGRITY. Thanks to our readers, and despite small technical glitches, we increased our readership by 4x with the last issue. Let's hope we can do the same again with Issue 3. In this issue we have an interesting summary of a research study that the Federation commissioned. The study looked at the comparable prices of ISO Standards which were purchased online. The price of the same standard varied from £2.89 to £162.00, depending upon the retailer. The exclusive report shows where significant savings can be made. Presently the most important management systems issues relate to the revisions of ISO 9001 and ISO 14001, and to the preparation of a new Health and Safety Standard ISO 45001 (based on OHSAS 18001). I would estimate that around 60% of the Federation's website traffic relates to these three issues alone. Whilst none of us know what the new and revised standards will eventually contain, but we can be absolutely sure that the structure, format and content will be vastly different to the existing standards. The various latest news ( www.fedms.org/latest-news.html ) items on the website, relating to ISO 9001, ISO 14001 and ISO 45001, summarise what we might expect. In reality, nothing is going to happen soon. Organisations will have 2 or 3 years in which to understand, adopt, develop and implement the changes. The Federation strongly advises that organisations do nothing yet, but begin to understand the new requirements when the Draft International Standards (DISs) are published. The Federation will provide all of the necessary support to members, to help them get to grips with the changes. Unlike some other organisations, we're not going to do that until we are absolutely sure of the content and we understand how that might affect your organisation. So, keep reading the Federation's latest news ( www.fedms.org/latest-news.html ) for summaries of the development of the management system standards. To get access to FREE advice, support and resources join ( www.fedms.org/join ) the Federation of Management Systems today! Yours sincerely
Anthony Wilkinson - HonFFMS Chief Executive - Federation of Management Systems
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IN THE NEWS Definitive Guides to ISO 9001:2015, ISO 14001:2015 & ISO 45001:2015 ISO 9001 and ISO 14001 are the most widely used management system standards (MSSs); there are around 2 million users worldwide. These standards undergo a review every 5 years or so, which lead to revision and republication. ISO 9001:2008 is currently being reviewed and revised, and should be published as ISO 9001:2015. ISO 14001:2004 is also being reviewed and revised, and should be published as ISO 14001:2015. ISO 45001 is a new standard based upon OHSAS 18001 the British Standard for Occupational Health & Safety Management Systems. The proposed revisions are significant; certainly the structure, format and terminology of these important standards will be altered. To alleviate any concerns from Federation members and to provide guidance on what to do to prepare for the standards, the Federation has published 3 new guides: The Definitive Guide to ISO 9001:2015 The Definitive Guide to ISO 14001:2015 The Definitive Guide to ISO 45001:2016 These key documents are based on the current drafts with updates from ISO committee members, covering:
• • • •
the reasons for the changes; overview of the proposed requirements; the proposed ISO timetable; the transitional arrangements.
The guides are available online to all FMS members www.fedms.com/guides
New Health, Safety & Welfare Guidelines The Health and Safety Executive (HSE) has published new help for employers on how to protect the health, safety and welfare of their workers. HSE has updated the Workplace Regulations Approved Code of Practice (L24) to make it easier for employers to understand and meet their legal obligations. HSE spokesman, Chris Rowe, said: “Across HSE we are working hard to ensure that employers have access to good quality advice which makes clear what they need to do to protect workers. The revised ACOP will help employers understand the regulatory requirements on key issues such as seating, temperature, cleanliness, workstations, and toilets and washing facilities.” L24 can be downloaded at http://www.fedms.org/hse-guidance.html
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IN THE NEWS EU Food Fraud Report The recent EU Report on Food Fraud highlights the Top 10 at-risk foods, and it doesn't include meat! According to the new draft report from the European Union, olive oil, fish and organic foods are at the highest risk of food fraud in Europe – and meat is not in the top 10, despite this year’s high-profile horse meat scandal. The risk of food fraud is greatest when the potential economic gains are large and chances of getting caught are slim, according to the report. ADVERT 5
Most of the at-risk foods can easily be integrated or combined with other products that are difficult to detect, such as organic foods contaminated with non-organic items, or powders, pastes and liquids that are bulked out with fraudulent (often non-food) products.
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The top 10 most at-risk foods are listed as - olive oil, fish, organic food, milk, grains, honey, coffee and tea, spices, wine and fruit juices. The report, which has been compiled with input from industry, law enforcement agencies and member states, found that the risk of fraud had been exacerbated by the economic crisis. The report can be downloaded from http://www.fedms.org/eu-report-on-food-fraud-the-top10-foods-at-risk.html
Online Risk Assessments The assessment of risk is a critical step in protected the health, safety and welfare of employees and visitors. Risk Assessments are a legal requirement in the UK and many other countries. The Federation, in a bid to support smaller businesses in meeting their legal obligations, has launched an Online Risk Assessment. The Online Risk Assessment guides the untrained "assessor" around their workplace, recording anything that has the potential to cause harm, and assessing the risk The Online Risk Assessment allows people working in a low-risk environment, such as a shop, to conduct a Risk Assessment within 60 to 90 minutes. http://www.fedms.org/free-online-risk-assessment.html
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IN THE NEWS
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http://www.fedms.org/advertisers.html Distribution of third-party certification
MASSIVE Savings on ISO Standards ISO standards are purchased by millions of organisations around the world. Management System standards, such as ISO 9001 and ISO 14001 are best sellers. ISO Standards are available to purchase and download from ISO and most of the ISO members; each formulates their own pricing structure. The Federation study looked at the price of the downloadable (PDF) version of ISO standards from a cross-section of the ISO members. The research uncovered massive price differences between the retailers selling the same ISO standards. For example, the study found that the price of ISO 14001 varies between £2.89 and £162.00. CEO of the Federation, Anthony Wilkinson, explained, "The study found massive differences in the prices. In the report, we highlight the online outlets that we found to offer the best prices.” For information on the Federation study go to http://www.fedms.org/massivesavings-on-iso-standards.html
New Membership Structure The Federation recently announced that it has revised its Membership Grades, including membership fees, and has further streamlined the Membership Application process. Anthony Wilkinson, Federation Chief Executive remarked, "The review of Membership Criteria was an allencompassing evaluation. We wanted to add value by adding new support services, including an Online Application Form." http://www.fedms.org/join.html
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The Continued Rise of Certification The number of certifications to Management Systems Standards is on the rise, according to the latest ISO Survey of Certification. The annual ISO survey, now in its 20th edition, gives a worldwide panorama of certification to ISO's management system standards. The latest edition reveals a healthy growth across the board for all the management system standards, exhibiting a worldwide total of 1,504,213 certificates across 191 countries. With a record increase in the number of certificates, the survey also stresses the relevance of ISO management systems in the global economy. All seven ISO management system standards (ISO 9001, ISO 14001, ISO 22000, ISO/TS 16949, ISO 13485, ISO 27001, and ISO 50001) are showing an increase compared to 2011. ISO 14001 on environmental management is now the most popular standard for certification. China remains in the top 10, for 6 out of the 7 standards. http://www.fedms.org/ management-systemcertification-continues-to-rise--iso-survey-reports.html
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China Introduces Food Safety Centres
Federation Launches Innovative Posters
China is set to introduce 32 regional food safety centres as part of a major initiative to monitor food safety across the country by 2015.
The Federation has just uploaded a new range of 50 innovative posters to the website. The posters can be purchased and downloaded for £4.80 each (inc VAT) http://www.fedms.org/posters--signs.html
An official from the NHFPC said that provincial-level centres and food laboratories will be established for the comprehensive management of food safety. Chen Xiaohong, NHFPC's minister, said the centres will provide "scientific evidence" for food safety standards, and will be used to detect loopholes in supervision.
The complete set is available FREE to all Federation members and can be downloaded from www.fedms.com/posters-and-signs Membership of the Federation of Management Systems starts at just £69 per year http://www.fedms.org/join.html
Report Food Safety Violation by Phone The Abu Dhabi Food Control Authority (ADFCA) has recently introduced a smart phone application that will help diners report any food safety violations, along with pictures. The application itself identifies the exact location of the incident. The app, named ADFCA, is available in Google Play Store and it can be easily downloaded within a few seconds. “This app will act as our eye in the hands of people,” Mohammad Jalal Al Raisi, Director of Communication and Community Service at ADFCA, said. A module named ‘Food Safety Guard’ within the app helps residents and visitors report food safety violations. When a diner takes a picture of an incident by using that module, it gets stored automatically on the device itself and upon submitting the report, it will be sent to our “Case Management System”, Al Raisi said. “This is our strategy of opening new communication channels with the public. Previously we have received the complaints through Abu Dhabi Government contact centre. Now a second channel has been opened,”
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QUALITY ISO 9001:2015 - The Latest! ISO 9001 is perhaps the most important management system standard, it specifies the requirements for Quality Management Systems, and forms the basis of many other management system standards, such as ISO 22000 for Food Safety.
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The standard was developed from a British Standard - BS 5750, in 1987; the first version of ISO 9001 was primarily aimed at promoting conformance rather than providing customer satisfaction. Companies used the initial versions of ISO 9001 to prove their "quality" compliance, with many failing to understand why their customers weren't satisfied; perhaps there's still evidence of that approach today.
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ISO 9001:2015 will bring the most radical change to any ISO standard; the format and the content will be drastically altered. Senior management must embrace the new standard, understand the requirements, and implement the necessary changes to their Quality Management System. "This is NOT a minor editorial change, this is a significant restructuring, rewording and refocusing of a very important International Standard." There has been a great deal of rumour and speculation about what is going to be added-in or removed from the revised standard. Sources close to Technical Committee ISO/TC176/SC2, responsible for Quality Management Systems, recently reported a number of key changes, which are summarised below. The latest revisions to the standard are part of the on-going evolution of the standard AND will also incorporate the high level structure as prescribed in Annex SL. As a result, the revised standard will: •Focus more on business, especially services, and less on industry; •Integrate better with other ISO Management System Standards; •Promote the management of risk, and the required processes; •Consider stakeholders as well as customers; •Expect greater leadership and involvement from top management. By maintaining the focus on process management, the revised standard will become more applicable to a broader range of organizations. This will also make the standard more resilient to time. In future all ISO Management System Standards will be totally compatible and entirely consistent. Annex SL defines the framework for all ISO Management System Standards - all new and revised Management System Standards will adhere to this framework. The "key" changes in the Committee Draft CD 9001 can be summarised as: •The term "product" being replaced by "goods and services" - this is an effort to recognise that some organizations do not supply products; •“Purchasing” and “outsourcing” are replaced by “external provision of goods and services”; •References are made to risk, identification of risks and taking action to address the identified risks; •Removal of the term "preventive action" - this term isn't required if risks are to be tackled; •Senior management to take a greater active involvement in the Quality Management System - Quality Management has to be integrating into the business; •Removal of the role of Management Representative; •No reference to a documented quality manual, documented procedures or to quality records. The next draft for comment (DIS) should be available at the end of Q1 2014.
Annex SL Annex SL, previously known as ISO Guide 83, defines a common high-level structure for all new and revised ISO Management system standards MSSs using common text in the standards. This will have a significant impact on the revisions of ISO 9001 and ISO 14001, and on the new ISO Health & Safety standard ISO 45001 - currently being prepared. There are 10 high-level clauses, that will form the structure of all management system standards: 1. Scope 2. Normative references 3. Terms and definitions 4. Context of the organization 5. Leadership 6. Planning 7. Support 8. Operation 9. Performance Evaluation 10. Improvement The purpose of Annex SL is to ensure that standards users can implement one or more MSSs without the problem of misinterpretation due to inconsistent definitions, terminology and conflicting requirements. Annex SL includes a requirement that organizations determine the risks that need to be addressed to ensure that their management system can achieve its intended outcomes. This change is significant!. The Federation has published “evolving” definitive guides to ISO 9001, 14001 and 45001 - http://www.fedms.org/ federation-publishes-3-new-guides.html
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ENVIRONMENT Air Pollution is Harmful at Guideline Levels
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Long-term exposure to air pollution from traffic or industry creates an elevated risk of premature death, even if the air quality meets EU standards, a recent study said. The paper, published in The Lancet, points the finger at emissions consisting of fine particles of soot and dust.
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The Federation of Management systems reported on the shock findings of the WHO report linking air pollution with cancer ( http://www.fedms.org/airpollution-causes-cancer.html ). This study shows that existing air pollution guidelines are harmful. A worldwide study "The Global Burden of Disease" found that air pollution causes over 3.2 million deaths annually - that's 1 death every 10 seconds.
Global Warming Slowing? In our brief report on global warming ( http://www.fedms.org/global-warning-isextremely-likely-man-made.html ) we alluded to the scepticism of climate change based upon the perceived slowdown in global warming. Datasets show that between 1997 and 2010 the temperatures in the Arctic and Antarctic barely increased. A new study conducted by the University of York and the University of Ottawa explains that the "pause" in global warming, shown in data climate models, is due to the failure to record Arctic temperatures during the past 15 years. The surface air temperature of the Earth is measured extensively, except for the regions of the Arctic and Antarctic. Which means that there are anomalies in our present understanding, with massive gaps in this most important data. Using satellite data, records from the UK's Met Office, and support from cryosphere specialists, a team of experts was able to fill the missing gaps. Their work concluded that the rise in surface air temperature was significant between 1997 and 2010 - a difference of 0.1˚C. Using this new dataset, climatologists can now model climate change more accurately. The new data indicates that global warming hasn't stopped.
Renewable Energy Data Book “The 2012 Renewable Energy Data Book is filled with information-packed charts and graphics, which allows users to quickly understand and summarize trends in renewable energy.” said NREL Energy Analyst Rachel Gelman. According to the data book, renewable electricity represented 14 percent of total installed capacity and more than 12 percent of total electric generation in 2012. Installed renewable electricity capacity is more than 163 gigawatts (GW). The installed global renewable electricity capacity doubled between 2000 & 2012, and represents a growing portion of the energy supply globally.
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HEALTH & SAFETY NEW Legionnaires’ Disease Code of Practice (L8) The Health and Safety Executive (HSE) has revised the Legionnaires’ Disease Approved Code of Practice (ACOP) (L8), removing the technical guidance which has been published separately online. Highlighting the benefits of the change, Lorraine Medcalf, HSE’s Legionella policy lead, said: “The revised ACOP provides greater clarity for dutyholders on what constitutes legal requirements and what is guidance. Where possible we have simplified terminology.
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The ACOP, which is aimed at employers, those in control of premises, and people with health and safety responsibilities for others, was one of several identified for review and revision, consolidation; or withdrawal. The revised publication includes information on identifying and assessing sources of risk; preparing a scheme to prevent or control risk; implementing, managing and monitoring precautions; keeping records of precautions; and appointing a competent person with sufficient authority and knowledge of an installation to help take measures needed to comply with the law. A copy of the revised CoP can be downloaded from the Federation website http://www.fedms.org/hse-legionnaires-disease-guidance.html
Ergonomic Risk Assessments The rise of work-place injuries related to musculoskeletal disorders, which is reported to be costing U.S. businesses more than $20 billion a year, may be reduced if companies included ergonomic risk assessments as part of their occupational health and safety management systems, according to an article in the December issue of Professional Safety. Musculoskeletal disorders (MSDs) represent around one-third of all disabling workplace incidents and more than 40 percent of workers' compensation costs in the U.S., write authors Bruce Lyon, Georgi Popov and Kevin Hanes. MSDs are injuries or disorders affecting the muscles, nerves, tendons, joints, cartilage and spinal discs, according to the Centers for Disease Control (CDC). "The lack of ergonomic principles in workplace design can lead to inherently flawed systems that are costly to retrofit and correct," the authors write. Implementing ergonomic risk assessment models and tools can help manage ergonomic risks and reduce MSDs. After developing goals and objectives, companies need to train a cross-functional ergonomics team to oversee the process. The authors recommend these teams review workers' compensation claims and incident reports to determine if jobs or tasks have a history of MSDs. By looking at that history and talking to employees in those work areas, the ergonomics team may identify, collect, analyze and evaluate the severity of the risk. Once the assessment is complete, the authors recommend these teams enter risk factors into an ergonomics risk assessment tool to determine whether the job's ergonomic risk is at an acceptable level or requires additional controls. The Federation has recently developed an Online Risk Assessment tool which is applicable to low-risk environments such as offices, shops and salons. The Online Risk Assessment includes a section on Upper Limb Disorders (ULDs) and Repetitive Strain Injury (RSI) http://www.fedms.org/free-online-risk-assessment.html
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FOOD SAFETY Global Burden of Foodborne Diseases
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Foodborne diseases encompass a spectrum of illnesses and are a growing public health problem worldwide. They are the result of ingesting contaminated foodstuffs, and range from diseases caused by a multitude of microorganisms to those caused by chemical hazards. Growing industrialization and trade of food production, the rapid urbanization associated with a more frequent food consumption outside the home, and the emergence of new or resistant pathogens, are increasingly challenging health security. Reliable data is urgently needed to enable stakeholders to allocate resources to prevention and control, to evaluate food safety measures, and develop new food safety standards. As a response to this data gap, the WHO has launched an initiative to estimate the Global Burden of Foodborne Disease.
Recent Food Alerts (SUBJECT - PRODUCT - ORIGIN)
Aluminium - potato vermicelli - China
Vietnamese Government Imposes Strict Fines The Vietnamese Government recently issued a Decree on fines for food safety violations, with a maximum level of VND 100 million (£2880) for individuals and VND 200 million (£5760) for organizations according to the violation. The Decree specifically states:
Formetanate - fresh pepper - Turkey Chromium - machines - China Benzo(a)pyrene - sardinella - Ghana Unsuitable transport - shrimps - India
- a fine of between VND 5 million and 10 million will be applied for using water, using food additives and food processing enhancers, or using detergent and antiseptic chemicals in food production contrary to regulations; - a fine of between VND 20 million - 40 million, VND 30 million - 50 million and VND 70 million 100 million for using chemicals not stated in the permitted use list, using chemicals with no identified origin, failing to ensure food safety for producing or processing food, and using chemicals which are banned from use in producing and processing food.
Mould and insects - nutmeg - India Pyridalyl - strawberries - Egypt Procymidone - strawberries - Egypt Glass fragments - desserts - Belgium Bacillus cereus - fresh thyme - Italy
- a fine of between VND 70 million and 100 million for using ingredients which are not foodstuffs, using animals suffered infectious diseases, using animals that died due to diseases, epidemics or unknown reason, and using food ingredients which contain impurities for processing food. For trading fresh food derived from animals which are putrid, a fine of between 80% and 100% of the total food value at time of the violation, but the maximum fine does not exceed VND 100 million (for individual) and VND 200 million (for organizations).
Turkey Products Recalled
Bacillus cereus - fresh dill - Spain Escherichia coli - milk cheese - France Formaldehyde - melamine bowl - China Salmonella spp. - ground beef - Ireland Listeria m. - cheese - France A complete list of the European RASFF food notifications can be found at: http://ec.europa.eu/food/food/rapidalert/ index_en
The FSA (Food Standards Agency) has been alerted about turkey butterflies that were produced in an unapproved premises, and is advising people not to consume the affected product. It is suspected that 18 tonnes of turkey butterflies, processed by Severnside Provisions Ltd were supplied to independent butchers and catering outlets throughout South Wales, Mid Wales, South West England and South Central England. Severnside Provisions Ltd is approved for processing bacon, the company has been processing turkeys in conditions that do not meet the required hygiene standards for food production. Investigations by the local authority are ongoing as to the circumstances of how this meat was processed.
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SPOTLIGHT
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top management
planned intervals
suitable, adequate, effective
improvement and change Management Reviews Management reviews are a vital cog in EVERY Management System. By conducting effective management reviews, organisations not only fulfil the Management System Standard requirements, but create value from their management system by top management participation and commitment. However, despite the unambiguous, simplistic and prescriptive requirements, specified in the Management System Standards, management reviews are often over-complicated. The Federation receives many questions and comments relating to management reviews: •
what should my management review presentation contain?
•
does ISO 9001 require us to conduct management review meetings?
These questions, and others, show that the enquirers have not read the requirements of the standard, or not understood those requirements. ISO 9001, for example, is very clear - the requirements are unambiguous, the responsibilities for top management are defined, the purpose of the review is defined (to ensure that quality management system remains suitable, adequate and effective), the review inputs are listed (audit results, feedback from customers, process and product data, output from previous reviews, etc), the review outputs are also listed (system improvements, product improvements, and the required resources). What isn't defined is the frequency of the management review - ISO 9001 simply states that the review should be at planned intervals. This is where it gets confusing for some - the frequency of review. Should we conduct management reviews weekly, monthly or yearly? This depends on the status of your management system - is it just developing or is it full operational and effective? Management reviews are often conducted once or twice yearly - this must be stated in the Quality Manual (ISO 9001 does not specify the need for a written management review procedure). The most effective reviews are in the form of meetings with top management, whereby prescribed information is made available prior to the meeting, and then discussed within the meeting. The information should be able to demonstrate that the management system is suitable, adequate and effective. Prescribed information does not just mean all the audit reports and all of the customer complaints - be specific, "internal audit reports from Jan 2013 to Dec 2013" and then summarise the information. Was it better than last year's performance? If not, why not? Do NOT overload the meeting with data. Put all the information into context - how many units did we sell? How many faults were reported? Ensure the information is fully understood by top management by presenting it logically. This will then allow them to make decisions. Also, consider any recommendations for change, and the opportunity to improve. Certainly, at the time of writing (January 2014) organisations should be mindful of the forthcoming changes to ISO 9001 and ISO 14001, and the new ISO 45001 standard. Do top management understand the proposed changes - maybe now is the time to make them aware? Certainly, don’t wait until the standards are published before going to management with a request for additional resources. Any decisions that are made within the management review meeting, or any actions arising, should be recorded. The record is simply the minutes of the meeting. The management review inputs and outputs demonstrate top management commitment, or the lack of it. Management reviews shouldn’t be complex, they provide vital information for discussion and action. Be clear about what information should be fed into the review, and the objectives of the review meeting.
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WORKSHOP How to Select a Third-party Laboratory Introduction We all, at some stage, need to measure, evaluate, inspect or test materials, processes, products, and equipment. We need to know that our "sample" complies with customer requirements, regulatory requirements, national or international standards, or in-house specifications. Depending on the frequency and complexity of the test regime, we can choose to conduct the analysis using in-house test facilities or we can subcontract the work to a third-party independent laboratory. In this article we look at how to select a third-party laboratory; a vital decision-making process that (if not undertaken correctly) can lead to life-threatening consequences. Most professionals want a third-party laboratory that provides consistently high quality analysis, quick turnaround times, and sensible prices. There has to be a balance; companies have to be realistic and recognise what is important to their business.
Back to Basics Before we embark on the process of selecting a third-party laboratory there are a few basic questions to answer:
• • • • • • •
Why are we testing? What are we testing? What are we testing for? Who will take the sample/s? What is our budget for testing? When do we need the test report? How frequently do we need to test?
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WORKSHOP
(Continued from page 14) By considering these basic questions at an early stage can often save a lot of time later. For example, if we're testing perishable food on a positive release system we need a rapid response, and therefore we could maybe choose the most accessible laboratory irrespective of the cost. It would be illogical to use a laboratory that was some distance away, due to sample transfer times, risk of spoilage, etc. The key point here, and in reality, is that the cost of the testing should never override the other more important factors. All too often cost is the deciding factor, sometimes a cost-based decision is detrimental to the business. There should never be a compromise on the important factors for the sake of a lower price.
Important Factors A test report from a third-party independent laboratory is a verification, a validation, or a confirmation of compliance or conformity. It is often a third-party endorsement of your product or service. It is vitally important to select a laboratory to entirely suit your needs - do not compromise. What is to be tested? Articulate EXACTLY what you want - be very specific. This may seem to be fairly obvious, but it is important that you clearly state exactly what you want to be tested in terms of:
• • • • • • • • • •
the products/services, the responsibility for sampling or sample collection, the number of samples, the parameters to be tested, the specifications, the test methods, the maximum holding times, the timescales for testing AND reporting, the requirements for witnessing the test, etc.
Ask the laboratory for guidance on issues you don't understand; you may not know all of the answers to the questions. Don't wait until the sample is being tested (or has been tested) to request that you want to witness the testing. Movement of Samples The location of the laboratory and the distance from your site play very important factors in your decision. Location and distance can affect time, or sample delivery. Does the laboratory operate a sampling, or sample collection, service? Is the sample harmful or perishable? Does the sample require special treatment or handling?
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WORKSHOP (Continued from page 15) All of these logistical factors must be considered before the laboratory is contracted to do the testing. Both parties must fully understand their responsibilities regarding the movement of samples. Timescales In some industries, time is a deciding factor - food producers need the test results within a clearly defined timeframe so that they can release their goods into the food chain. It is vitally important that the laboratory tests the samples AND then reports the findings according to the customer's requirements. However, be aware that some laboratories will routinely promise to meet tight timescales, and consistently fail to deliver. In some cases the test report may be incomplete, and sometimes the results will be "indicative". Samples may get "bumped" in favour of a client that is paying more for the testing. If time is a factor, ensure that there is a clear written agreement whereby the laboratory takes full responsibility for issues arising from late reporting, i.e. lost business, spoiled products, etc. How good is the lab? The quality and reliability of the laboratory performance are the hardest factors to judge without actually committing to the testing. Certainly the laboratory should be using ISO 17025, the international standard for the competence of laboratories. Thirdparty certification to that standard shows that the laboratory is competent and has systems in-place to verify test results, etc. ISO 17025 certification defines the scope of what is covered by the certificate and (more importantly) what is not covered. Ask the laboratory for a copy of their ISO 17025 certificate, and their scope of approval. Check these carefully against the products and parameters that you want to be tested. Laboratories should also be able to show, depending on the types of tests being undertaken, that they have participated in proficiency testing (PT), which is an independently managed process that collates test results, on the same set of master samples, from different laboratories. Simply, each of the laboratories is measured on their ability to achieve the same test result as the accepted result. Ask the laboratory for a copy of their PT records. Check these very carefully, don't assume that all the PT records show good performance. Conducting an audit of the laboratory is a good way of addressing key issues before they might arise. The customer gets an opportunity to see first-hand how the laboratory operates, keeps records, controls the documentation, manages calibration, and verifies results, for example. However, wandering around a laboratory, for many, can be a daunting prospect - do you really know what to look for, and what questions to ask? In reality, the laboratory management system is very similar to yours - policy, audits, corrective actions, training, documentation, management review, analysis of data, control of equipment, etc. Backup Support Ensure that laboratory has all of the necessary expertise, and motivation, to contact you immediately if failures occur, and to offer impartial advice on what to do. Imagine a scenario; a hotel decides to contact a local laboratory to test their water for Legionella. The test results show unacceptably high levels of contamination. The hotel receives the test report by post, which sits on the manager's desk for a few days. The manager finally reads the report, sees lots of numbers and decides to contact the laboratory for their interpretation. The laboratory was unable to provide any advice. Legionella kills! The laboratory should have contacted the hotel immediately with advice on remedial action. Any good laboratory should realise the seriousness of what they're doing - they're often conducting tests to ensure the safety of a product. An adverse result should ring alarm bells, and the laboratory should then be in a position to offer good solid advice. Unfortunately some laboratories just conduct tests with no awareness of the consequences of their actions. Avoid these at all costs!
Customer First A good professional laboratory will furnish prospective clients with copies of ISO 17025 certificates, PT reports, lists of tests and test methods, references from other clients, etc. They want to prove that they're better than the rest, and that their business is to protect your business. Choosing a laboratory to suit your needs can often be difficult - take account of the recommendations made here. Above all, choose a laboratory to suit your needs!
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New Renewable Fuel Standards The Environmental Protection Agency’s proposal seeks to put the Renewable Fuel Standard (RFS) program on a steady path forward – while seeking input on different approaches to address the key issues". “Biofuels are a key part of the government's energy strategy, helping to reduce our dependence on foreign oil, cut carbon pollution and create jobs,” said EPA’s Gina McCarthy. “We made great progress in recent years, and EPA continues to support the RFS goal of increasing biofuel production and use. We look forward to working with all stakeholders to develop a final rule that maintains the strength of the RFS program.” The proposal discusses the approaches for setting the 2014 standards, and includes a number of production and consumption ranges for key categories of biofuel. The proposal seeks comment on a range of renewable fuel volumes and proposes a level within that range.
Why People Join Associations and Federations The Federation of Management Systems (FMS) conducted a targeted web-based survey on the membership and use of Professional Associations, to ascertain: • what workplace positions the professional association members hold; • what management system standards the professional association members use; • what professional associations they are a member of; • what benefits the members expect from a professional association. From the survey responses we were able to ascertain the reasons why people join professional associations. Summary of Findings 44% of respondents were managers and professionals directly employed by businesses, 38% were consultants involved in supporting businesses. 18% were not engaged as core management system professionals. ISO 9001 is the leading management system standard, followed by ISO 14001 and then OHSAS 18001. Over 40% of companies use more than one management system standard. Professional Association members expect access to training and development, updates, networking, advice, recognition, discounts and jobs advertisements. Some of the survey results showed that some responders considering that listings on social media websites constituted "membership". There is a clear distinction between the most important benefits depending whether the membership fee is paid by the individuals or their employer. Individuals who pay their own membership fee derive more benefit from their professional association. Individuals want recognition for what they do, access to expertise, and career advancement. Employers want easy access to information, support, training and customers.
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EDITORIAL Why Implement ISO 9001? ISO 9001 is the international standard that sets out the criteria for a quality management system. The standard can be used by any organization, large or small, regardless of its field of activity. In fact ISO 9001:2008 is implemented by over one million organizations in over 170 countries. The standard is based on a number of quality management principles including strong customer focus, the commitment of top management, a process approach, and continual improvement. Using ISO 9001:2008 can ensure that customers get consistent, good quality products and services, which can bring many business benefits such as lower operating costs, and higher profits. Unfortunately, very few organisations gain any real direct benefit from their Quality Management System and ISO 9001. There are several very good reasons for this: •
No commitment from management, their objective is to get the ISO 9001 certificate, and NOT to provide quality;
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Top management don't have sufficient understanding of the standard or of certification, some even consider that it is a "form-filling" paperwork exercise;
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Looking for a quick fix - not expecting to "wait" 15 months whilst the systems and procedures are being developed and documented;
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The organisation is simply not prepared to change;
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Inadequate funding for developing, implementing, measuring, monitoring, assessing, documenting, training, etc;
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Lack of resources for developing, implementing, measuring, monitoring, assessing, documenting, training, etc;
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Lack of involvement - quality is the quality department’s responsibility, so no-one else needs to be involved;
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Emphasis on documentation and paperwork. The early versions of ISO 9001 did have a heavy requirement to document and record.
Indeed, there is a strong theory that focussing on ISO 9001 actually diverts organisations, and their resources, away from the real quality issues. Management and employee attention is directed towards satisfying the assessor and the requirements of ISO 9001, instead of making product or process improvements. A well managed quality system focuses on customer relationships, and brings the following benefits: • • •
Improved competitive advantage leading to new business; Better communication, and improved training; More efficient processes and lower wastage.
A badly managed quality system carries the following risks: • • •
Increased "red-tape" and paperwork; Using standard processes for non-standard customer requirements; Work happening outside the management system.
Any senor manager who cannot see the benefit of ISO 9001, has clearly missed the point. The reason why they can’t see the benefit is that, due to their lack of commitment and understanding, they’re not deriving any benefit. One of the biggest disadvantages of ISO 9001 is the false sense of security that a certificate and "zero" non-conformities might provide. Many organizations mistakenly derive that, by being “ISO 9001 certified” and being given a clean bill of health by the external assessor, they have a totally effective management system in place. Complacency can be dangerous; embrace the meaning and intent of ISO 9001, listen to the customer, measure process performance, analyse data and make improvements. An ISO 9001 certificate is the beginning of the journey - not the end. Why implement ISO 9001? Because it CAN, if used correctly, improve business performance!
THE FEDERATION
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What Have We Been Doing? Since the publication of INTEGRITY Issue 2 we’ve been developing the Federation website ( www.fedms.org ) by adding a lot of interesting and useful content. New Official Guidance Management system professionals need access to the latest authoritative information, such as Health & Safety Codes of Practice, Food Safety Guides, etc. The FMS website presently contains over 70 individual guides and documents from their official sources http://www.fedms.org/free-official-guidance.html New Online Risk Assessments We recently added a new Online Risk Assessment tool which guides the untrained "assessor" around their workplace, recording anything that has the potential to cause harm, and then assessing the risk. The Online Risk Assessment Form is split into nine easy-to-use sections, each with a logical step-by-step format. The Online Risk Assessment will allow people working in a low-risk environment, such as a shop, to conduct a Risk Assessment within 60 to 90 minutes http://www.fedms.org/free-online-risk-assessment.html New Membership Application Form To streamline the membership application process, we reviewed and revised the membership grades and the associated fees. We also added an Online Application Form to allow new members to complete the application process from their PC or laptop http://www.fedms.org/individual-application-form.html New E-newsletter To ensure that the Federation provides the latest news as-it-happens, we introduced a monthly e-newsletter. The e-newsletter is published on the FMS website, via Facebook, on LinkedIn, and by email to around 650,000 professionals http://www.fedms.org/federation-e-newsletter.html
Coming Up!
URGENTLY WANTED The Federation of Management Systems is presently looking for qualified, knowledgeable, experienced and highlymotivated people to join our successful team. In return, we promise excellent remuneration, and never a dull moment! Specifically, we're looking for: Freelance Editor (P/T) - for INTEGRITY, the Federation's magazine, and the e-newsletter.
We still have a lot in the pipeline, we have many new ideas that will come to fruition over the next few weeks.
Freelance Trainers (P/T) - to develop and deliver Quality, Environment, Health & Safety, or Food Safety training courses.
Training Course Materials We’re presently finalising the content of a number of tightly-structured training courses. The course materials will be available to purchase in January 2014 (FREE to members).
Freelance Consultants (P/T) - to deliver robust & effective management support relating to Quality, Environment, Health & Safety, or Food Safety.
Manuals and Procedures Templates We’re working on a set of templates for manuals and procedures, these are for anyone who is developing a management system and needs support (FREE to members). ISO 9001, ISO 14001 and ISO 45001 Guides We will continue to develop the online guides to these important standards (FREE to members).
Sales & Marketing Coordinators (P/T) - to plan and execute all sales and marketing initiatives. Must have B2B, events and exhibition experience. Technical Coordinators (P/T) - to provide back-up guidance and support to Federation staff, partners and members. If you think that you've got what it takes and want to work with a winning team, drop us a line - job.search@fedms.org.
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PUBLICATIONS Total Quality Management by John S Oakland - 1991 This is the authoritative text for everyone developing and implementing a TQM culture; John Oakland provides a logical explanation of all the TQM tools and Methods. The book clearly sets out quality policies, organizational requirements, flow charting, Pareto, cause and effect analysis, brain storming, QFD, SPC, and guidelines on the introduction of continuous improvement activities. Oakland is a pioneer of TQM and was ahead of his time. In the late 1980s and early 1990s when this book was written, many of his techniques were not fully understood by general management. Quality was the responsibility of the 'quality' department. Of course, that narrow-minded attitude has been eroded in many organisations, and TQM has been successfully adopted. This book is written for management, for business managers who want to manage quality in it's broadest sense. I actually bought this book when it was published, and I still refer to it regularly.
Right First Time by Frank Price - 1986 This is the original Right First Time book, written by a leading quality guru. Frank Price delivered a classic bestseller, a timeless message on the practical application of simple quality tools, statistics, and quality thinking, to prevent bottom-line losses. Apart from being easy to read, this is a thought provoking book. It includes examples of how NOT to do it right. It explains how to plan the task in hand, record and analyse the results, and adjust the process to make sure it’s right. Whilst reading this book my mind constantly wandered to my workplace. By the end of the book, I knew that we simply weren't doing it Right First Time. Price's motto: "No inspection or measurement without proper recording, No recording without analysis, No analysis without action;" applies to every single organisation that wants to be successful.
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EVENTS
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Packaging Innovations - NEC, UK. Wednesday 26 February 2014 - Thursday 27 February 2014 Packaging Innovations is the leading showcase for branded and inspirational packaging. From converting, print, contract packing, labelling, machinery and equipment to the latest innovations in design, sustainability and branding, Packaging Innovations incorporates it all. Packaging Innovations 2014 is co-located with Print Innovations, Contract Pack, Converting Innovations, Ecopack, Packtech and Labelling Innovations and features high-profile, brand-leading learnShops seminars, a prestigious International Brand Summit, The BIG Packaging and Print Debates, as well as advisory clinics and popular networking lunches and events.
Got an event coming up? If so, we want to hear from you. Write to us today with a brief summary of your event, and our editorial team will find the best way to publicise your event. integrity@fedms.org
http://www.easyfairs.com/events_216/packaging-innovations2014_50771/ packaging-innovations-2014_51224/?
The Health & Safety Event Tuesday 11 March 2014 - Thursday 13 March 2014 The Health & Safety Event brings the Safety industry together in the heart of the UK. A compelling combination of exhibition and conference will deliver the very best industry showcase for both the Safety and Health Practitioner and business owner/director alike. The event runs from 11-13th March providing 3 days of networking plus over 24 hours of CPD-qualifying training and educational content delivered by many of the UK’s most respected authorities. This is your best opportunity in 2014 to improve your knowledge, gain free CPD points and meet with the UK’s premier suppliers of safety equipment, services, training and advice. The event is co-located with MAINTEC 2014 and Facilities Management 2014 giving the perfect environment for safety and maintenance professionals to improve the overall performance of their industrial, commercial or public sector operations. www.healthandsafetyevents.co.uk
Sustainability Live 2014 Tuesday 01 April 2014 - Thursday 03 April 2014 Sustainability Live 2014 is made up of three interlinking and co-located events • NEMEX Energy, • IWEX Water and • ENERGY RECOVERY; which together offer an innovative business environment for professionals from across the energy, water and energy recovery & reuse sectors.
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Free to attend, this unique event offers visitors a chance to discover the latest technologies and solutions, a wide range of educational seminars in one of the five dedicated theatres and of course the all-important opportunity to network with fellow professionals and to keep up to date with all the very latest industry developments. This event is supported by many of the leading professional associations and trade publications, Sustainability Live is an event not to be missed. http://www.sustainabilitylive.com/
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