QUALITY MANAGEMENT SYSTEM MONITORING (TAFE)

PROCEDURE QUALITY MANAGEMENT SYSTEM MONITORING (TAFE) Procedure Responsibilities Definitions Related Legislation and Documents Appendix 1: Quality System Documentation Flowchart Appendix 2: Quality Improvement Suggestions and Q Pulse BIRs Flowchart Appendix 3: Audits Procedural, Program and Contractual Flowchart 1 PURPOSE The purpose of this procedure is to establish processes and define responsibilities that underpin developing, monitoring and continually improving the quality management system to ensure compliance with relevant legislation and standards. 2 SCOPE This procedure applies to all quality documentation developed for internal and external use, all audits, and quality and continuous improvement activities within the TAFE operations of the University. This procedure also applies to staff involved in developing, implementing and reviewing quality documentation and continuous improvements in the University s TAFE operations. This policy includes references to organisational structures and position titles of the former CQ TAFE. This policy will be updated to reflect changes resulting from the merger. For any clarification on this procedure, refer to the Administrator (in the Approval and Review table below). 3 EFFECTIVE DATE 1 July 2014 4 LEGISLATIVE AUTHORITY National Vocational Education and Training Regulator Act 2011 (Cwlth) VET Quality Framework 5 PARENT POLICY Continuous Improvement Policy (TAFE) 6 PROCEDURE Quality Documentation 6.1 The Manager, Quality is responsible for: a) approving documentation developed for the TAFE@ CQUniversity business system b) assigning risk ratings to procedures c) ensuring all policies and procedures are reviewed periodically according to risk rating, and d) assigning document ownership of policies and procedures in consultation with relevant stakeholders. 6.2 The Document Management Officer is responsible for: a) approving documentation below the policy and procedural level and facilitating the document change consultation process where document changes impact on other staff b) developing and monitoring business system documentation to ensure currency and accuracy c) administering the issue, control and recall of quality documentation Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 1 of 16

d) ensuring the consistent format and content of business system documentation (Refer to the University s Policy Document Development and Review Procedure and approved policy document templates on the policy portal. For clarification on the use of templates, refer to the Vocational Quality Manager.) e) maintaining master electronic copies and documents within Q Pulse and on the network f) liaising with document owners to ensure documents within Q Pulse and on the network g) liaising with document owners to ensure documents are reviewed in a timely manner h) contacting document owners when a document reaches its review data resulting in a Change Request being raised by Q Pulse, and i) broadcasting details of all new and revised documentation monthly. 6.3 Document Owners are responsible for: a) maintaining and reviewing currency of their procedures and associated documents to ensure alignment with standards and best practice in the workplace b) approving amendments to procedures, work instructions, form and others documents associated with their procedures c) ensuring cooperation with and support of the procedural audit process. 6.4 Document owners are generally the manager or team leader of the business unit responsible for a nominated process. 6.5 When a document owner identifies the need for a new quality document they must contact the Business Improvement Unit for support and to initiate the consultation and approval process. All document additions or changes need to be submitted on a Quality Document Improvement Request. 6.6 The Records Management Administrator is responsible for providing retention and disposal references as requested by the Document Management Officer. Refer to the University s Records Management Policy and Procedure. 6.7 All staff are responsible for: a) ensuring they are using the current the current controlled version of business system documents by accessing the TAFE@ CQUniversity intranet b) ensuring all utilised documentation includes the complete file path in the footer, and c) identifying improvements to the business system documentation and advising the Vocational Quality Manager of the improvement by forwarding a completed Quality Document Improvement Request. 6.8 Processes of the Quality System Documentation are outlined in the flowchart in Appendix 1. Improvement and Best Practice 6.9 All staff are responsible for Identifying opportunities for improvement and examples of best practice that should be shared by submitting a Quality Improvement Suggestion. 6.10 The Administration Officer/Document Management Officer, Product Quality is responsible for: a) entering Business Improvement Requests (BIRS) and details of corrective actions into the Q Pulse database for tracking, and b) closing out BIRs under direction from Lead Auditors/Manager Product Quality. 6.11 Lead Auditors are responsible for: a) determining the appropriate action officer for BIRs raised via audit b) raising and entering BIRs as a result of conducting audits c) closing BIRs when appropriate corrective evidence is provided. 6.12 The Manager Product Quality is responsible for: a) determining the appropriate action officer for BIRs raised outside of audit b) preparing reports on BIR status for the Senior Management Team (SMT) meetings, and c) authorising the secondary extension of BIRs. Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 2 of 16

6.13 Processes of the Quality Improvement Suggestions and Q Pulse BIRs are outlined in the flowchart in Appendix 2. Audits Procedural, Program and Contractual 6.14 The Senior Management Team (SMT) is responsible for reviewing audit outcomes and following through on continuous improvements required. 6.15 The Manager, Product Quality is responsible for: a) preparing and providing reports for Senior Management Team regarding BIR status and trends and audit findings b) establishing an annual audit schedule in consultation with lead auditors, and c) approving audit reports. 6.16 Lead Auditors are responsible for: a) planning and conducting internal audits b) writing and distributing audit reports, and c) raising and monitoring Business Improvement Request (BIRs). 6.17 The Document Management Officer is responsible for: a) assisting with the establishment of an annual procedural audit schedule b) planning and conducting procedural audits c) writing and distributing audit reports and action plans, and d) raising and monitoring BIRs and Change Request. 6.18 The Administration Officer/Document Management Officer, Product Quality is responsible for assisting with the raising and monitoring of BIRs and Change Requests. 6.19 Processes of Audits Procedural, Program and Contractual are outlined in the flowchart in Appendix 3. 7 RESPONSIBILITIES Compliance, Monitoring and Review 7.1 The Administrator is responsible for ensuring compliance with and monitoring implementation of the procedure and to undertake reviews as required. Reporting 7.2 There are no additional reporting requirements. Records Management 7.3 All records relevant to this document are to be maintained in a recognised University recordkeeping system. 8 DEFINITIONS Refer to the University glossary for the definition of terms used in this procedure. Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 3 of 16

9 RELATED LEGISLATION AND DOCUMENTS Note: Staff can access TAFE@CQUniversity forms, templates and fact sheets on TAFE@CQUniversity s SharePoint system. Related Policy Document Suite Quality Document Improvement Request Form Template Fact Sheet Template Staff Fact Sheet Template Policy Document Development and Review Procedure and policy document templates Related Legislation and Supporting Documents National Vocational Education and Training Regulator Act 2011 (Cwlth) VET Quality Framework Approval and Review Approval Authority Advisory Committee to Approval Authority Administrator Next Review Date Approval and Amendment History Details Vice-Chancellor and President Vice-Chancellor s Advisory Committee Vocational Quality Manager Details Original Approval Authority and Date Institute Director, CQ TAFE Council 30/12/2011 Amendment Authority and Date Vice-Chancellor and President 12/06/2014 Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 4 of 16

Appendix 1: Quality System Documentation Flowchart Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 5 of 16

Reference Number/Code: CQI-PCD034 / 2900 Page 6 of 16

Appendix 2: Quality Improvement Suggestions and Q Pulse BIRs Flowchart Quality Improvement Suggestions and Q Pulse BIRs CQI-WIN017 Issue: 1 Date: 18.04.12 Page: 1 of 1 Responsibilities Steps Qualifying Remarks 1. All Staff 1. Identify an opportunity for improvement of process or quality document. 2. All Staff 2. Notify Business Improvement Unit of the improvement or suggestion by submitting completed CQI-FRM454 Quality Improvement Suggestion. (See Qualifying Remarks) 3 6. Document Management Officer 3. Review details listed on CQI-FRM454 Quality Improvement Suggestion. 7. Action Officer 8-10. Document Management Officer 5a. Refer to CQI-WIN018 Quality System Documentation. 4. Is the suggestion in relation to a document, or a process? 5b. Enter the suggestion as a BIR on Q Pulse, ensuring actions required are clearly stated. (See Qualifying Remarks) 6. Advise the Action Officer that a BIR has been lodged. (See Qualifying Remarks) 7. Review the BIR, determine action required and timelines for completion and advise BIU via email. (See Qualifying Remarks) 8. Update Q Pulse with responses from the Action Officer. (See Qualifying Remarks) 5.1 The Document Management Officer should review the suggestion to determine whether a BIR is necessary prior to entering it on Q Pulse. 5.2 All BIRs will be addressed to relevant managers who have the level of authority to assign the BIR to the appropriate person within their unit for action. 5.3 If BIR requires an extension, apply through your relevant manager. 6.1 Should dispute arise re Action Officer responsibility of TBM or VTA Sponsor, consult Faculty Manager for clarification. 7.1 Action Officers should liaise with the Manager Product Quality to aid in the closure of their BIR. 9. Has sufficient evidence been provided to justify closure of the BIR? 10a. Advise Action Officer that further evidence is required to show that the BIR has been addressed sufficiently. 10b. Close BIR on Q Pulse, attach all evidence, then advise Action Officer of closure. Ref: CQI-PCD036 Owner: Manager Product Quality MH:BD Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 10 of 16

Appendix 3: Audits Procedural, Program and Contractual Flowchart Quality Management System Monitoring Procedure (TAFE) Effective Date: 01/07/2014 Reference Number/Code: CQI-PCD034 / 2900 Page 11 of 16