QUALITY MANAGEMENT SYSTEM DEVELOPMENT AND REVIEW PROCEDURE

Transcription

1 Controlled Document Refer to NMIT website or intranet for latest version QUALITY MANAGEMENT SYSTEM DEVELOPMENT AND REVIEW PROCEDURE Section Approval Date Approved by Chief Executive Next Review Nov 2015 Responsibility Director of This Review Key Evaluation Question 6 PURPOSE To ensure the Institute s policies and procedures guide and reflect agreed standards and practices. To realise this objective, the process for developing, reviewing and issuing policies and procedures is co-ordinated centrally so that the documented Management System (QMS) is integrated and consistent. Individual policies and procedures will be cross referenced to other related policies and procedures within the QMS. SCOPE NMIT policies and procedures approved by any one of the four NMIT approval bodies: the Chief Executive, the Directorate, the NMIT Academic Board or the Council of NMIT. Collectively, these policies and procedures form the documented Management System (QMS) of NMIT and are held as Controlled Documents on NMIT s Intranet. DEFINITIONS Management System (QMS) The practices, processes and outputs which contribute to achieving NMIT s quality objectives and fulfill the quality requirements of products and services for students and other stakeholders. Documented Management System The policies and procedures of NMIT and how these are implemented to achieve quality. Minor Changes Changes that do not alter the policy or procedure other than position titles, references and definitions. Document Library An electronic repository for documents with specific metadata, security permissions, and records-retention-and-destruction rules applied. Page 1 of 15 Management System Development And Review Procedure.Docx Controlled Document Refer to NMIT website or intranet for latest version Printed 12/11/2014.

2 Document Set A set of related documents within a document library with specific metadata, security permissions and records retention and destruction rules applied. Metadata Data describing context, content and structure of records and their management through time [ISO ] This Review Date The date that minor changes (refer definition above) were approved by the staff member responsible or an extension to the review date that has been agreed to with the Director of. Next Review Date The agreed review date by the approval body and/or the staff member responsible for the document and the Director of. RESPONSIBILITIES An NMIT Director or delegated manager (specified in the document header as having responsibility) For each policy or procedure, including: The accuracy of content Ensuring the document is reviewed by the due date, or earlier if required Advising the in advance of the purpose and extent of planned reviews The NMIT Committee, a standing committee of the Academic Board Director of Authorising the development of new policies and procedures Guiding, as it sees fit, the content and scope of individual document reviews Defining the consultation and approval process to be followed Scrutinising and endorsing all policies that require a full review. Overall management of the Management System Day-to-day management of the documented QMS Co-ordinating the development of new, review of existing and issue of policies and procedures. Making minor changes with advice from the manager responsible for the policy or procedure as indicated on the document header)(without formal reference to the approval body) Maintaining a schedule of review dates Page 2 of 15 Management System Development And Review Procedure.Docx

3 PROCEDURE OVERVIEW Request for new document Committee initiates review Request to delete an approved document Request to update existing document * Committee no Minor Change Committee or Director of Curriculum and determines: Purpose Scope Responsibility Approval Body Consultation process Timeline and priority Discuss and agree the broad content areas, integration within the QMS, documents to be deleted or replaced. If appropriate establish a working party of the Academic Board. Yes Co-ordinates consultation and document development Prepares draft document, in consultation with the Director who will present the document to the approval body Prepares draft document, in consultation with the Manager responsible for the document. No Endorsement if required by NMIT Committee as indicated in QMS Document Schedule Yes Committee endorses draft document Approval Body Approves or declines the draft document Sets recommendations or requirements Minutes decision and advises the Manager Responsible for Document Approves or declines the recommendation Updates QMS, website and files and notifies users of the approved changes Page 3 of 15 Management System Development And Review Procedure.Docx * Committee is a standing committee of the Academic Board. Refer to NMIT Academic Statute

4 NB: Policies and Procedures are monitored and reviewed according to the Next Review date. In situations where no changes are required by the staff member responsible for the document, following consultation and approval by the Director of the next review date may be extended without initiating the minor change procedure. PROCEDURE FOR A NEW OR SIGNIFICANTLY CHANGED POLICY OR PROCEDURE Responsibility 1 Create a Document Set in the QMS Working Documents Library and copy the existing published document into the Document Set or create a new document based on the Controlled Document Template. Ensure permissions to the Document Set are enabled for the relevant staff to contribute to the document/s. 2 Seek feedback and consult as agreed in the Development Plan, or in consultation with Committee or the Director of. File related correspondence in the Document Set to provide evidence of feedback received. 3 Check: Content, format, clarity and consistency with the QMS. Cross-referencing Committee requirements are addressed Make any necessary amendments ensuring changes made are tracked. 4 Prepare Cover Sheet (Appendix 1) summarising background and main changes: Check/assign policy to appropriate section" ie: ; Teaching and Learning; Research etc. 5 Include draft document and Cover Sheet to Committee meeting for endorsement 6 The Committee reviews the draft document and makes recommendations and endorses the draft document. Secretary for Committee Committee 7 Make any changes as required by Committee 8 Include draft document and Cover Sheet in the papers prior to the meeting of the Approval Body. 9 Note the decision of the Approval Body on the cover sheet and any required changes on the document and return these to the. Secretary for Approval Body Secretary for Approval Body or Presenter Page 4 of 15 Management System Development And Review Procedure.Docx

5 Responsibility 10 Obtain decision of Approval Body via the Cover Sheet and/or the minutes of the meeting. Print a clean version of the document in colour for the Chief Executive to sign as confirmation of approval. In Published Documents (moving the current doc out of the published docs view, to make way for the updated version) Using Edit Properties, update the document title to read: Xyz policy superceded * [*using this date format] and change the Business Value of the document to be replaced to Superceded [drop-down menu] The document is now no longer visible in Published Docs. Go to recently viewed to access document, and create an authoritative version. In Working Documents Accept and turn off tracked changes and delete all comments Assign the version date (the date of approval). For a re-approved document, the date of approval replaces the previous date on the document. Remove DRAFT" watermark Copy the approved document from the Working Document Library to the Published Document Library, updating the metadata with Approval Date, This Review Date and Next Review Date and Status and any other metadata changes required. Paper copies and filing File the signed original in the NMIT Operational Policy & Procedures Manual which is not available for general access. File the Coversheet in the Coversheet folder File superceded paper copies in the QMS Superceded Folder. Update the NMIT Management System Update Schedule in the Controlled Documents Deletions Folder. Enter: Version date; Section title; type of update; approval body; date; and the policy replaced 11 In Working Docs Change the status of the Document Set to Approved. This secures the history of the development or changes from alteration. Document Set no longer visible in Working Docs. 12 Create a pdf copy of the Policy and save in G:/Acadteam/Policy Development/Published PDF copies/... C + Q 13 Upload new version of Policy (as pdf) onto NMIT Website Website Coordinator or delegate 14 Update the Controlled Document index (Excel spreadsheet) on the NMIT QMS Administration document library. Page 5 of 15 Management System Development And Review Procedure.Docx

6 Responsibility 15 Advise staff of recently approved documents via . Save copy of in G:/Acadteam/Policy Development/QMS Update s/... Page 6 of 15 Management System Development And Review Procedure.Docx

7 PROCEDURE FOR MINOR CHANGES TO A POLICY OR PROCEDURE Responsibility 1 Create a Document Set in the QMS Working Documents Library and copy the existing published document into the Document Set. Ensure permissions to the Document Set are enabled for the relevant staff to contribute to the document/s if applicable. 2 Prepare a draft showing the proposed changes. Retain the Approval date. Insert a This review date in the document header. 3 Prepare a cover sheet (Appendix 2) and request confirmation of the changes from the person responsible indicated on the document header. 4 Print a clean version of the document in colour for the Chief Executive to sign as confirmation of approval. In Published Documents Using Edit Properties, update the document title to read: Xyz policy superceded * [*using this date format] and change the Business Value of the document to be replaced to Superceded [drop-down menu] The document is now no longer visible in Published Docs. Go to recently viewed to access document, and create an authoritative version. In Working Documents Accept and turn off tracked changes and delete all comments Assign the version date (the date of approval). For a re-approved document, the date of approval replaces the previous date on the document. Remove DRAFT" watermark Copy the approved document from the Working Document Library to the Published Document Library, updating the metadata with Approval Date, This Review Date and Next Review Date and Status and any other metadata changes required. Paper copies and filing 5 In Working Docs File the signed original in the NMIT Operational Policy & Procedures Manual which is not available for general access. File the Coversheet in the Coversheet folder File superceded paper copies in the QMS Superceded Folder. Update the NMIT Management System Update Schedule in the Controlled Documents Superceded Folder. Enter: Version date; Section title; type of update; approval body; date; and the policy replaced Change the status of the Document Set to Approved. This secures the history of the development or changes from alteration. Document Set no longer visible in Working Docs. 6 Create and file a pdf version in G:AcadTeam/Policy Development/Published PDF Copies/. Page 7 of 15 Management System Development And Review Procedure.Docx

8 7 Upload new document on to NMIT website (as pdf) Website Coordinator or delegate 8 If appropriate, advise staff of the amendment. File copy of signed coversheet and scan a copy to the relevant document set. Page 8 of 15 Management System Development And Review Procedure.Docx

9 PROCEDURE DELETION OF A POLICY OR PROCEDURE 1 Create a Document Set in the QMS Working Documents Library and copy the existing published document into the Document Set Ensure permissions to the Document Set are enabled for the relevant staff to contribute to the document/s if applicable. Responsibility 2 Prepare a cover sheet (Appendix 3) and request confirmation of the changes from the person responsible indicated on the document header. 3 Obtain Committee endorsement of the deletion from the QMS Committee and 4 Send to the Approval Body with a copy of the document for approval and final approval from the Chief Executive. Approval Body and the 5 Obtain final approval from the Chief Executive. Chief Executive and Curriculum and 6 File the original in the NMIT QMS Policy & Procedures Deletions folder and the QMS Coversheet Folder which are be available for general access. File Deleted paper copies in the QMS Deletions Folder. Update the NMIT Management System Update Schedule in the Controlled Documents Deletions Folder. Enter: Version date; Section title; type of update; approval body; date; and the policy replaced Change the status of the document to be replaced to Delete and update the title with the date it was deleted, and then create an authoritative version of the document If necessary remove policy and/or procedure available to students/staff/contractors on the NMIT website. Advise staff of the deletion. File a copy of the in the relevant document set File copy of signed coversheet and scan a copy to the relevant document set. Change the status of the document set to Approved and create an authoritative version of the document set. Website Coordinator or delegate Page 9 of 15 Management System Development And Review Procedure.Docx

10 REFERENCES INTERNAL Management at NMIT NMIT Academic Statute NMIT Controlled Document Index EXTERNAL NZQA Using Evaluation to Strengthen Organisational Self-Assessment APPENDICES Appendix 1: Coversheet for Approval of New and Significantly Changed Policy or Procedure Appendix 2: Coversheet for Approval of Minor Changes to a Policy or Procedure Appendix 3: Coversheet for Deletion of a Policy or Procedure Appendix 4: Controlled Document Template Page 10 of 15 Management System Development And Review Procedure.Docx

11 Appendix 1 NEW OR SIGNIFICANTLY CHANGED POLICY OR PROCEDURE DOCUMENT: (name) Background: Replaces: (name and last version date) Implementation Plan: Following approval, the policy will be made available on the NMIT intranet and the NMIT website. All staff will be advised. RECOMMENDATION: That (Approval Body or Chief Executive) approve: (name and draft date) for implementation. Implementation date: (day)/month/year Next Review: Month/Year Committee endorsement date Day/month/year CHIEF EXECUTIVE DIRECTORATE ACADEMIC BOARD COUNCIL Approval date: Approval date: Approval date: Approval date: Requirement and Recommendations for Approval: (Secretary of Approval Body to Complete) s Use only Date 1. Amendments complete 4. Update Controlled Document Index 2. Original printed & sent to CEO 5. Document on NMIT intranet or Council Chair 3. Signed original returned 6. Document on NMIT website 7. Staff advised Date To be completed by the in consultation with the manager who will present the recommendations to the Approval Body Page 11 of 15 Management System Development And Review Procedure.Docx

12 Appendix 2 APPROVAL OF MINOR CHANGES TO POLICY OR PROCEDURE DOCUMENT: (name) Background: Implementation Plan: Following amendment, the policy will be made available on the NMIT intranet and the NMIT website. All staff will be advised. RECOMMENDATION: That (Approval Body or Chief Executive) approve: (name and draft date) for implementation. Implementation date: (day)/month/year Next Review: Month/Year Committee endorsement date Day/month/year CHIEF EXECUTIVE DIRECTOR/MANAGER Approval date: Additional notes: Approval date: ACADEMIC BOARD COUNCIL Not required C + Q s Use only Date Date 1. Amendments complete 4. Update Controlled Doc index 2.Original printed & sent to CEO or Council Chair 5. Document on NMIT intranet 6. Document on NMIT website 3. Signed original returned 6. Staff advised To be completed by the in consultation with the manager who will present the recommendations to the Approval Body Page 12 of 15 Management System Development And Review Procedure.Docx

13 Appendix 3 DELETION OF POLICY OR PROCEDURE DOCUMENT: (name) Background: Deletion Plan: Deletion from the QMS on RECOMMENDATION: That (Approval Body or Chief Executive) approve deletion of: (name and approval date) Remove from NMIT intranet YES Remove from Web YES Deletion date Day/Month/Year Committee endorsement for deletion Day/month/year CHIEF EXECUTIVE DIRECTORATE ACADEMIC BOARD COUNCIL Approval date: Approval date: Approval date: Approval date: Requirement and Recommendations for Approval to Delete: (Secretary of Approval Body to Complete) C + Q s Use only 1. Document removed from NMIT intranet 2. Document removed from website 3. Update Controlled Document Index 4. Staff advised Date To be completed by the in consultation with the manager who will present the recommendations to the Approval Body Page 13 of 15 Management System Development And Review Procedure.Docx

14 Appendix 4 {TITLE} Controlled Document Refer to NMIT website or intranet for latest version Section Approval Date Next Review This Review Approved by Responsibility Key Evaluation Question PURPOSE SCOPE DEFINITIONS RESPONSIBILITY POLICY PROCEDURE RECORDS REFERENCES INTERNAL EXTERNAL Page 14 of 15 Management System Development And Review Procedure.Docx Controlled Document Refer to NMIT website or intranet for latest version Printed 12/11/2014.

15 Appendix 3 LEGAL (IF APPLICABLE) Legal Opinion: {insert Law Firm and Lawyer name} {insert DATE} APPENDICES 15 of 15 Management System Development And Review Procedure.Docx Controlled Document Refer to NMIT website or intranet for latest version - Printed 12/11/2014 3:59 p.m.