PROCEDURE FOR MANAGEMENT REVIEW
SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
Page 1 of 7
Revision Number: 1.0
Effective Date: 07/04/2011
Revision Date: 07/04/2012
Document Owner: Compliance Department
File No: 1
Approved by: __________________________________________
Signature: _____________________________________________
PROCEDURE FOR MANAGEMENT REVIEW
SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
Page 2 of 7
Effective Date: 07/04/2011
Revision Number: 1.0
Revision Date: 07/04/2012
File No: 1
1. Purpose
The purpose of this procedure is to provide a consistent and systematic method for scheduling and conducting
management reviews of the Management System. The process is designed to achieve the following objectives:
1.1 To assess the suitability, adequacy, and effectiveness of the Management System in achieving the organizations
SHEQ Policies, objectives and targets; in meeting customer needs; in satisfying the requirements of ISO Standards;
and in complying with relevant legislation, regulations and other requirements.
1.2 To evaluate the need for changes to the integrated Management System, including the SHEQ Policies and
objectives, in light of audit results, changing circumstances and the commitment to continual improvement.
2. Scope
Management reviews should include all departments and applies to all activities comprising the Management
System. If a department was not included in the most recent audit, the management review process is still
completed according to these guidelines.
3. References
ISO 9001:2008, Ref No: 5.6.1 – 5.6.3
ISO 14001:2004, Ref No: 4.6
OHSAS 18001:2007, Ref No: 4.6
4. Definitions & Abbreviations
4.1 Activities
The processes or actions that use a range of inputs to produce the desired outputs and ultimately outcomes. In
essence, activities describe “what we do”.
4.2 Outcomes
Outcomes related to the organization’s strategic targets and objectives as set out in its business strategy. Outcomes
are “what we wish to achieve.”
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PROCEDURE FOR MANAGEMENT REVIEW
SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
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4.3 Impacts
The results of achieving specific outcomes, such as reducing the number of non-conformances.
5. Process
The management review process is intended to provide a forum for discussion and improvement of the
Management System and to provide management with a strategy for implementing any changes to the Management
System to achieve the organization’s goals.
5.1 Initiation of Annual Management Review
The Management Representative initiates the annual management review process after each internal audit or at a
maximum interval of 12 months – whichever is more appropriate. More frequent reviews are often prescribed in the
maturation phase of the Management System (typically in the first two years.
In response to changing or special conditions and events, the Director may call for unscheduled extraordinary
reviews.
The Management Representative is responsible for:
a.
b.
c.
d.
e.
f.
g.
h.
Co-ordinating the Annual Review Meeting.
Notifying the attendees accordingly.
Preparing the Agenda.
Ensuring that the necessary data and other information is collected from the Departmental Managers and
collated prior to the meeting.
Appoint a “secretary” to take the minutes of the meeting.
Formally signing the minutes before distribution.
Ensuring that all Managers understand the management review process and their roles and responsibilities.
Ensuring that the Attendance Register is formally signed by attendees and filed accordingly.
The management review process is an activity separate from the internal audit. Although the Annual Management
Review includes the review of audit results, the internal audit cannot be done in lieu of or simultaneously with this
review.
5.2 Departmental Assessment Reports
Departmental Managers should conduct an objective and thorough review of the Management System in their
respective department/s by involving key personnel having direct knowledge of where management system
improvements are appropriate or required in light of changing legislation and / or regulation, and responsibility for
the implementation, control and maintenance of the Management System.
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SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
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Departmental Assessment Reports are submitted by all Departmental Managers to the Management Representative
within three weeks of being notified of the Annual Review Meeting. The collection of pertinent management review
input data is an on-going activity, not one that is only done at each management review.
SHEQ Management Reports shall be established for each department by their respective Departmental Manager in
which objectives and targets are set and shall be updated on a quarterly basis and reviewed in the Monthly
Management Team Meeting. SHEQ Management Reports will also be consolidated annually by all Departmental
Managers and submitted to the Management Representative within three weeks of being notified of the Annual
Review Meeting.
5.3 Management Representative Collates Departmental Assessment Reports
The Management Representative collates and summarizes the various individual Departmental Assessment Reports
to develop an “Executive Summary” to enhance Management’s understanding of the performance of the
organization and will be presented during the Annual Review Meeting.
5.4 Proposed Agenda
The Departmental Assessment Reports are also used to determine the agenda items of the Annual Review Meeting.
The agenda items for the Annual Review Meeting should as a minimum include:
5.4.1 Welcome
5.4.2 Apologies
5.4.3 Minutes of the previous meeting
5.4.4 Any actions from the previous meeting
5.4.5 Review of the management organization
5.4.6 Review of management authority / responsibilities
5.4.7 Internal and External audit results
5.4.8 Trends
a. Non-conformances
b. Customer complaints
5.4.9 Improvements / preventative actions / reviews / analysis of data
5.4.10 Future changes with respect to:
a. Statutory requirements, legislation, regulations
b. Other requirements
c. Operational activities
d. Market pressures that may have a bearing on the Management System
5.4.11 Conformance to the current ISO Standards
5.4.12 Continuing suitability / effectiveness of the documented system, its records, the Management System
policy and associated objectives
5.4.13 Resource requirements
5.4.14 Organizational training
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5.4.15 Any other relevant business
5.4.16 Set next meeting date
5.4.17 Meeting adjourned
The input data for the agenda must include the relevant supporting documentation to ensure the Annual
Management Review is concluded with appropriate outputs. Review inputs can include, but are not limited to:
a.
b.
System performance data to establish whether the defined objectives and targets are being met.
Internal and external audit results to establish whether the Management System is performing as
anticipated and if commitments undertaken are being honoured.
c. Customer feedback to establish whether customer expectations are being met.
d. Process performance data to establish whether process objectives are being achieved.
e. Product performance data to establish whether products fulfil their intended purpose and quality.
f. Corrective and preventive action data to establish whether recurring problems are being resolved and
prevented.
g. Current performance on follow up actions from previous management reviews, their effectiveness and how
many issues remain open versus closed.
h. Legal requirements.
i. Results of communication, participation and consultation.
j. Non-conformances.
k. Follow up actions from previous Management Reviews.
l. Management of change.
m. Improvements
This will inputs will facilitate the:
a.
b.
c.
Improvement of the effectiveness of the Management System.
Improvement of the quality of performance, including service excellence to better meet customer
requirements and increase customer satisfaction.
Evaluation of resource needs.
5.6 Annual Management Review Meeting
The forum for the Annual Review Meeting will consist of the Director, Management Representative, Departmental
Managers and any other participants that may be invited to participate.
Those managers who are unable to attend shall receive minutes of the review meeting and after reviewing the
minutes should submit their comments to the meeting. No more than two managers may be absent from the Annual
Management Review.
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SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
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5.7 Records and Minutes of Meeting
The designated secretary as appointed by the Management Representative will be responsible for taking the
minutes of the meeting. He / she will ensure the minutes are distributed to attendees, absent participants and any
individuals who may be responsible for assigned actions. This will also result in various output requirements such as:
a.
b.
c.
d.
e.
Improvement of the effectiveness of SHEQ performances.
Policies and procedures.
Objectives and targets.
Resource needs.
Commitment to continual improvement.
6. Responsibilities
The manager will coordinate the development of the Management Systems and will approve procedures describing
these processes.
The management representative is responsible for the safekeeping of the master copies of all applicable procedures
on electronic media so as to facilitate changes if and when necessary.
It is the responsibility of each employee to ensure that this procedure is carried out as described. All the personnel
within the organization have the responsibility to report any deviations/changes from the procedures to
management. This is to ensure that the necessary changes are documented after approval.
It is the responsibility of the manager of the organization to ensure that the necessary responsibilities and
authorities are defined, assigned and communicated to the applicable personnel.
All personnel have the necessary authority to conduct the designated responsibilities as depicted in this procedure
and all other relevant procedures in the organization.
7. Records
RECORD
RESPONSIBLE PERSON
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PROCEDURE FOR MANAGEMENT REVIEW
SHEQ Procedure No: PRO 5.6
Approved Date: 07/04/2011
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Effective Date: 07/04/2011
Revision Number: 1.0
Revision Date: 07/04/2012
File No: 1
8.
Record of Changes, Revisions and Cancellations
RECORD OF CHANGES, REVISIONS AND CANCELLATIONS
DATE
NATURE / DETAIL OF CHANGE
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