ISO 9001

Its in the detail

Your implementation guide

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Background
ISO 9001 is the worlds most popular quality management
system standard and is all about keeping customers satisfied.
Whatever sector you operate in, from manufacturing to
services, companies that work with BSI to adopt the principles
of quality management have benefited from more efficient
ways of working, better cost control and fast and more
effective implementation of new working practices.
This guide tells you in more detail how to embrace and
implement ISO 9001 making it work for your business.
BSI, with our range of services from training to software
solutions, is the perfect partner to help you on your journey
to certification. Let BSI help you gain a competitive advantage.

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Finding your way along the

quality management journey
ISO 9001 needs to work for your business and you will achieve the best results by ensuring that
the system works for you. The management system should not do anything which doesnt benefit
your business and youre in control to make it fit for your organization.

Your system needs to show how you consistently deliver products

and services to meet your customers needs. This effectively includes
all the tasks and activities that have to take place throughout the
organization to deliver your product or service to your customer.
You must also continually review and improve the system to ensure
the best performance and that you meet future expectations.

The best way to achieve success within your organization is to build

a project team and ensure that you communicate to the whole
organization to get their buy in and commitment to the project.
It is important that they all understand why you are implementing
the system and the benefits it will bring the organization.

Firstly, you need to understand the standard and the task in hand.
Purchasing a copy of the standard is the way to start as this provides
a lot of information and guidance on implementation.

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Understanding ISO 9001

ISO 9001 has been designed to be used by any organization, large or small, whatever its products
or services and can be the backbone to creating a more successful business. Here we explain some
of the basics and how to start implementing ISO 9001 so you can reap the benefits.
A management system is simply the way an organization manages its processes, people and
other resources so that its products or services meet their objectives and customer requirements.
For example, your objective may be to ensure that you produce quality products to your customers
or comply with statutory regulations. The system should be both flexible and scalable to your
business and helps embed a culture of continual improvement.
ISO 9001 provides a set of requirements to operate a quality management system and represents
international best practice for managing quality. It is built around eight management principles
that guide and inform everything in it. They are:

Customer focus

System approach to management

You need to understand current and future customer needs.

You should meet customer requirements and strive to exceed
customer expectations

When you identify, understand and manage interrelated

processes as a system, it contributes to achieving your
goals and objectives

Leadership

Continual improvement

Leaders are responsible for defining the organizations goals

and objectives and maintain an environment where people
can operate effectively

Continually improving your organization ensures that your

performance will increase and change over time to react
to future challenges

Involvement of people

Factual approach to decision making

Everyone in your organization is key to its success and their

full involvement enables their skills to be used to the maximum
benefit for themselves and you

Effective decisions are based on understanding real

data and information and this will help you make the
right decisions

Process approach

Mutually beneficial supplier relationships

When activities are seen, understood, managed and delivered

through clear business processes, your objectives are more
likely to be achieved

Your suppliers can be key to your business and its important

to work closely with them in a mutually beneficial way to create
value for both organizations.

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Understanding the Plan-Do-Check-Act principles

The Plan-Do-Check-Act (PDCA) cycle is the operating principle of all ISO management
systems standards, including ISO 9001. By following this cycle, you can effectively
manage and continually improve your organizations effectiveness.

Plan

Check

Establish objectives and draft your plans

(analyze your organizations current systems,
establish overall objectives, set interim targets
for review and develop plans to achieve them).

Measure and monitor your actual results

against your planned objectives

Do

Act

Implement your plans

Correct and improve your plans to meet

and exceed your planned results

Whether you are the Managing Director setting the

direction of the business, or an individual focusing
on a specific task, the PDCA cycle is very useful in
achieving continual improvement.

ROI
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Plan management responsibility

Top level management must be committed to the development and involved
in the implementation of your quality management system. And this part
of ISO 9001 provides you with a powerful planning tool.
These individual requirements take managers through the following activity:

Customer focus

Objectives

Review the system

Find out what the customers current

and future needs and expectations.
This can be achieved through feedback
surveys or talking to some key customers.

Establish measurable objectives for

the organization to help you achieve
the aims of the quality policy.

Review the operation of your system

at regular intervals and improve where
necessary. Ensure all appropriate
resources are provided.

Quality Policy
Use the information gathered from the
customer to write a quality policy that is
relevant and applicable to your organization.

Plan the system

Allocate responsibilities and
establish effective processes
to achieve your objectives.

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Our staff welcomed the implementation

of a consistent and documented
approach and it is evident that the
management system adds value to our
daily operation. ISO 9001 continues to
give us improvements and as a result
we are able to conduct our business
in a more effective and efficient way.
Suzanne Ralton .AMAFHMF%HQECSNQ
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Plan resource management

The resource management part of the standard makes sure that you review and provide
the resources needed to implement and improve the system.
Resources are looked at in three ways: people, infrastructure and work environment.

People

Infrastructure

Work Environment

bDecide the competencies and skills

needed within the organization.

This involves the facilities and

equipment you need to perform
effectively. Start by determining
and providing what is needed and
ensure that you review this regularly.

Here you look at the conditions under

which work is performed and ensure
that this is appropriate for meeting
customers requirements. Again,
you will need to ensure that this
is reviewed regularly.

bThen look at the people you have and

identify gaps in existing competencies.
bFill those gaps by providing training
and coaching or encourage self-learning.
bThen go on to see how effective the
actions taken have been in helping you
achieve the necessary competence for
the business.
bThrough this technique you always know
whether the training you provide is actually
adding value to the organization and
contributing to results.

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Do Product or service realization

You now have the commitment and direction from management and the necessary
resources to do the job.
ISO 9001 goes on to give you a set of requirements for managing the work you do.
Start with planning and plan the journey from the point where the customer asks
for something, right through to delivery (and beyond if necessary).

Typically this involves

defining the processes for:
bSales
bDesign and development
bPurchasing
bProduction / operational /
service activities
bDelivery

Dont worry if some of the topics here

do not relate to you. Remember ISO 9001
is designed to be used by all types of
organizations. You simply concentrate
on the areas relevant to you.
Make sure at each stage that people
understand their role and are
competent to carry out tasks in line
with business policies and procedures.

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Check and Act measurement

analysis and improvement
Once you have delivered to your customers, dont stop! Go on to find out whether they are
satisfied. Take other measurements of the systems performance, analyse these and identify
the areas for improvement. Again, the standard provides you with a set of requirements for
achieving this using tried and tested techniques.

Customer satisfaction
This really involves the monitoring of
customer perception. It does not mean that
you have to send questionnaires to your
customers. There are many different ways
of monitoring perception. You can use
methods relevant to your business.

Internal audit
Conduct reviews of your system to make
sure that things are going to plan.

Monitoring and measurement

of products and processes
Individual processes drive the system and it is
important that they are operating effectively
and efficiently. Products should be also
measured and monitored to ensure that you
are meeting the customers requirements.

Control of non-conforming
products
If something goes wrong, procedures
should be in place to ensure the problem
is controlled and dealt with appropriately.

Analysis of data
Using the standard effectively will produce
data on how effective your systems are.
Use the data to find improvements.

Continual improvement
One of the key objectives of the standard
is to make sure that your organization
improves. Using the results of the analysis
will help you to determine where those
improvements can be made.

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10


10

tips on making
ISO 9001
effective for you

Top management commitment is vital if

the system is to be introduced successfully.
Make sure senior managers are actively
involved, approve resources and agree
the key processes of the business.
Review systems, policies, procedures and
processes you have in place at the moment.
Then compare those with what ISO 9001
asks for. You may be surprised how much
you already do. The standard will allow you
to keep the things that work for you while
refining those that dont.
Make sure you have good internal
communication channels and processes
within the organization. Staff need to be
involved and kept informed of whats
going on.
Give some thought to how departments
work together. Its important that the people
within your organization dont work in
isolation but work as a team for the benefit
of the customers and the organization.
Dont ignore the impact that introducing
these systems will have on your customers
and suppliers. Speak to them to gain insight
as to how they view your service and how
they feel improvements could be made.

Clearly lay out a well-communicated plan

of activities and timescales. Make sure
everybody understands them and their
role in achieving them.

The nature and complexity of your

documentation will depend on the nature
and complexity of your organization.
ISO 9001 only defines the need for six
procedures. What you have in addition
to this is up to you.

Make the achievement of ISO 9001 engaging

and fun. These will increase motivation.

Train your staff to carry out audits of the

system. Auditing can help with an individuals
development and understanding as well as
providing valuable feedback on potential
problems and opportunities for improvement.



And lastly if you feel you are doing something

just for the sake of the standard and it doesnt
add any value to you as a business question
whether its necessary. Nine times out of 10
it wont be needed.

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Our integrated management system

continues to be viewed by our clients and
competitors as a best practice guide for the
industry. The disciplines we have embraced
to gain registration have been instrumental
in moving our business forwards.
Rob Norwell, UK Compliance Manager
Stralfors Plc

WAYC prides itself on being a No.1

provider of services to young people
in Warwickshire. To now be an ISO 9001
awarded organisation underlines this
status and this will enhance our position
in the eyes of prospective funders when
they consider supporting our work.
Chris Cox, Chair of Trustees
Warwickshire Association of Youth Clubs

We are continually developing in order to provide

the best service to our customers that we possibly
can. The ISO certification with BSI ensures we
remain committed to developing and enhancing
services, in addition it evidences our approach to
quality which leads to us meeting pre-qualification
questionnaire expectations
Neil Bancroft, Service Improvement Manager
Peaks and Plains Housing Trust

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The key steps in getting

certified to ISO 9001

Make contact
We can discuss what you need, and recommend the best services for you. Well then give you a proposal
detailing the cost and time involved.

Complete BSIs application form

2
3
4
5

Once we have received your completed form, well assign you a Client Manager, who will be your point
of contact through the process and beyond. Theyll have an excellent understanding of your business
area and will support you as you move forward to the assessment and certification of your quality
management system.

Make sure your staff have the necessary skills

Whether youre seeking to implement a management system or would like to increase your general
awareness of the standard, there are a range of workshops, seminars and training courses available
to help you.

Gap analysis to make sure you are on track

We can carry out an optional gap analysis, also called a Pre-Assessment, of your existing management
system against the requirements of the standard and identify any omissions or weaknesses that need
resolving before formal assessment.

Formal assessment to achieve your ISO 9001 certificate

Well do a two-stage assessment. First an initial review of your management system against
ISO 9001 identifying any omissions or weaknesses that need resolving before Stage 2 when
well conduct a full assessment.

Certification and beyond promote your certificate and your business

6
12

Once the assessment has been successfully completed, well issue a certificate of registration, clearly
explaining the scope of your management system. The certificate is valid for three years, and your assessor
will visit you regularly to help you make sure you remain compliant, and support you in the continual
improvement of your systems.

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BSI supporting you

every step of the way
BSI keeps you informed
BSIs publications draw on a wealth of expert knowledge from across industry. They are particularly
useful when you are getting started. Standards and publications can be purchased individually,
as a kit, or as part of an annual subscription.
The key ISO 9000
publications are:
ISO 9000
It describes the fundamentals of quality
management and defines terms used
in the ISO 9000 quality management
family of standards.
ISO 9001:2008
Is the core document. It specifies
the requirements for a quality
management system.
ISO 9004
It provides guidance to organizations to
support achieving sustained success with
a quality management approach. ISO 9004
is not something you can get a certification
for, but it helps businesses turbo-charge
their ISO 9001 systems.

BSI Training
BSI has a comprehensive range of ISO 9001 training courses.
Our introductory courses broaden general awareness of customer
focused business practice and our implementing and auditing
courses can take that knowledge further.
We are one of the worlds leading providers of training, information and knowledge on
standards, management systems, business improvement and the achievement of regulatory
approval for products.
We have a team of expert tutors working across the world who can transfer the knowledge,
skills and tools your people need to embed standards of excellence into your organization.
They have vast amounts of training and assessment experience. They know best how to
transform your organization by training those who can make that change thats how we
turn our experience into your expertise.

Visit bsigroup.com/training or call +44 845 086 9000 for details.

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Entropy Software
Accelerate implementation time and improve continual management of systems.
Whether you are starting your journey
to certification, currently implementing
management systems or have obtained
certification already, ensuring you get
the most from your investment will be
key drivers to your future success.
To experience real, long-term benefits of
certification organizations need to ensure
ongoing compliance to a standard so that
it becomes an embedded habit. As the
standards expert, BSI makes it easier
for our clients to drive continual
improvement and deliver long term
excellence through our innovative
software solution Entropy Software.

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BSI Entropy Software provides a powerful

management solution that significantly
reduces the cost and effort needed to
proactively manage risk, performance and
sustainability activities. Entropy Software
maps to the requirements of the ISO 9001
standard for Quality Management Systems
and provides organizations with the tools
necessary to manage essential elements
of ISO 9001 across your organization all in one solution.
Used globally, by companies of all sizes,
Entropy Software provides a number
of innovative features that can accelerate
the time it takes to obtain certification and
after accelerate: on average by 50% and
will also drive continual improvement of
management systems once certification
is achieved.

Composed of five core modules and a base

system, Entropy Software allows users
to add and integrate any number of
disciplines into their management process
and provides a complete framework
in effectively managing risk, audits,
performance, incidents, and knowledge
across the organization.

For further information

please visit
bsi-entropy.com,
call +44 845 080 9000
or email
info.entropy@bsigroup.com

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Use your certificate to

promote your business
Independent assessment by BSI will assure you and your
key stakeholders that your quality management system
meets the requirements of ISO 9001.
Before the formal certification assessments, BSI can
perform a gap analysis (a review of what you do compared
to the standards requirements) to help identify the areas
that need to be tackled to achieve certification smoothly.
When your certification has been awarded by BSI you
have a market differentiator that is recognised worldwide.
BSI also works with you to promote your achievement.

For more information visit:

bsigroup.com/certification or call +44 845 080 9000
now to start your journey to a more successful business.

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We know ISO 9001;

BSI shaped the original standard.
BSI...
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BSI Group
Kitemark Court
Davy Avenue, Knowlhill
Milton Keynes, MK5 8PP
United Kingdom
T: +44 845 080 9000
E: certification.sales@bsigroup.com
bsigroup.com

2013