If you're planning to get ISO 9001 quality management system certification, you might have come across requirements for resource management within the standard. Ever wondered why there is a section for resource management requirements when it has more to do with a Business Management System than with a QMS?
For years, quality management was only seen as a function of the quality department. However, with changing stakeholder expectations for better quality products and services, businesses need to focus on creating a culture of quality and making it a part of how the business is run.
As a result, the ISO 9001:2000 standard changed its approach to resource management, making it an integral aspect of quality management system software.
Resource Management is a Part of Business Management System
Rather than simply focusing on how a product is made, QMS has become a lot more holistic. One of the changes that shifted the focus from only the product to business is the involvement of Top Management to ensure that the QMS works well.
Ever since the ISO 9001 standard put more emphasis on management responsibilities, it also introduced new requirements for top management to make sure that a quality management system (or management system) functions properly. This is where resource management ISO 9001 comes into the picture.
ISO 9001:2015 provides a framework for managing resources under Clause 7.1, which is titled "Resources." This clause emphasizes the importance of providing adequate resources to achieve excellent product and service quality and to enhance customer satisfaction. It covers several key areas:
- General Requirements
- People
- Infrastructure
- Environment for the Operation of Processes
- Monitoring and Measuring Resources
- Organizational Knowledge
Understanding ISO 9001 Resource Management
The business should first identify the resources needed to implement, maintain, and improve the QMS and enhance customer satisfaction by meeting customers' requirements. It then defines the various resources that must be made available.
The various clauses of ISO 9001 resource management requirements include the following-
1. General Requirements
Clause 7.1.1 of ISO 9001:2015 defines the general requirements for ISO resource management. It requires organizations to determine and provide the resources needed to implement, maintain, and continually improve the QMS. This involves assessing current and future resource needs, the capabilities and constraints on existing internal resources, and determining resource needs from external sources.
2. People
People are a vital resource in any organization. Clause 7.1.2 of the ISO 9001 system focuses on the necessity of competent personnel to operate effectively.
The standard requires the organization to ensure that human resources are available for the implementation of a robust quality management system as well as the operation and control of quality processes. Further, it requires that organizations build a competent workforce by ensuring employees have the necessary skills, education, training, and experience.
If there is a lack of competency, then necessary training and professional development opportunities must be offered, and their efficiency must be monitored in delivering the required skills to employees.
Finally, the standard also suggests that employees should be involved in decision-making processes to encourage a culture of development and consistent quality.
3. Infrastructure
Clause 7.1.3 addresses the physical and technological infrastructure required for product and service conformity. This includes utilities, buildings, equipment, IT infrastructure (software and hardware), communication and transportation.
Simply put, you must ensure the right infrastructural resources, equipment, and facilities are available to run the business smoothly and for the products and services to conform to quality requirements effortlessly.
The standard helps you determine the physical resources needed to ensure that you can not only manufacture the product or service but also deliver it to meet customer requirements and expectations.
4. Environment for the Operation of Processes
Clause 7.1.4 emphasizes creating an appropriate work environment for smooth operations. This includes the physical, social, and psychological environment, ensuring conditions are conducive to achieving quality objectives.
The standard requires that the company identifies what is needed to improve the work environment and then manages the environment to ensure productivity. It includes factors such as adequate lighting, temperature, and humidity control in the workplace, dealing with weather conditions if they affect your product or service, or controlling noise from your processes.
Additionally, this also means creating and ensuring a safe working environment to prevent accidents and injuries and fostering a positive work culture that addresses stressors within the workplace. Analyzing such resources can help you improve the work environment and enhance the overall well-being and productivity of the employees.
5. Monitoring and Measuring Resources
Clause 7.1.5 outlines the requirements for monitoring and measuring resources and equipment to ensure their ongoing suitability and effectiveness.
The standard requires that QMS measuring devices are calibrated regularly and protection mechanisms are employed to prevent damage and ensure accuracy. It also requires organizations to have qualified personnel who can efficiently handle and maintain the equipment.
Moreover, the business should also maintain proper documentation and records of various resources. It should also continually track resources to identify gaps in resource requirements and address them promptly.
6. Organizational Knowledge
Clause 7.1.6 highlights the importance of organizational knowledge, which includes the collective knowledge within the organization that supports the QMS. This clause requires the organisation to capture, manage, and retain the knowledge necessary for smooth operations and conformity of products and services.
A centralized quality management system software that documents processes retains critical knowledge and makes it accessible to relevant employees is essential for improving knowledge resources within an organization.
Resource Management and Continual Improvement
Integrating Resource Management into your system will allow you to achieve the benefits of a QMS more effectively. The QMS uses the collected data to make changes and improve individual processes within the quality scope. This, as a result, improves the overall effectiveness of your system.
Your QMS can achieve exceptional performance only if you align the QMS goals with the right resources and ensure their availability at all times. Implementing strong resource management practices not only improves operational efficiency but also builds a foundation for continuous improvement and long-term success.
