October
Topics in this month's BMS Update:
1. Certification
2. Addressing the Gap Analysis
3. KPI's
4. Internal Reviews
5. BMS Web Site
6. Internal Auditor Training (all depts)
1. Certification - Stoking the Fire
With the Certification Audit on the horizon (12th &
14th November) it is
important that staff keep up the momentum!
With approximately five weeks to go, it is vital that staff
match and
surpass the level of preparedness that was demonstrated
during the Gap
Analysis. This time, we are going for the "real thing"
- ISO
Certification.
Remember, newly commencing staff will need to be given
a firm grounding
in the BMS and be familiar with the BMS site @ url:
http://www.infotech.monash.edu.au/bms/index.html
**Be prepared**
2. Addressing the Gap analysis
Several issues outlined in the Gap Analysis will be reviewed/revisited
by Patty.
If you are yet to tackle the matters outlined, it IS time
to resolve the
critical issues and address the improvement opportunities
highlighted in
the report.
For a copy of the Gap Analysis - refer to url:
http://www.infotech.monash.edu.au/bms/information.html
In an effort to track and monitor the implementation and
resolution of
the issues raised, QDMS will forward Action Requests to
Department/Unit
managers to address. It is mandatory that the critical issues
are
resolved prior to Certification. Moreover, it is also important
that
improvement opportunities are attend to.
3. KPI's
Results of unit KPI's are required. Please forward them
to the QDMS
Unit.
4. Internal Reviews
Internal reviews of the Berwick and Peninsula campus have
been
conducted. Feedback and reports of the results are in the
process of
being drafted.
Areas of concern highlighted in the Internal Review reports
must be
promptly acted upon and resolved well in advance of Certification.
Thanks to all staff involved in the review process!
5. BMS Web Site
Several improvements have been made to web pages.
Please take the time review the site in preparation for
Certification.
Refer url:
http://www.infotech.monash.edu.au/bms/index.html
Commonly used BMS forms (eg. Action Requests/Internal Review
forms) may
be located at:
http://www.infotech.monash.edu.au/bms/documentation.html
6. Internal Auditor Training
Additional Internal Auditors are needed!
Staff interested in training to be an Internal Auditor
should discuss
the matter with Dept/Unit managers as a part of individual
staff
training & development program.
QDMS staff welcome questions about 'what's involved' to
be an auditor.
Unit Managers are requested to nominate opportune dates
in December and
the staff interested in Internal Auditing with the QDMS
Unit in
preparation for training this year.
September
Topics in this month's BMS Update:
1. Gap Analysis
2. Certification
3. Internal Reviews
1. Gap Analysis
We can wipe the perspiration from our collective brow!
Congratulations to all staff for achieving such a fabulous
result! Your
hard work and dedication in formalising and improving your
processes and
activities through the BMS is paying off.
As a consequence of the favourable result, preparation
for the
Certification Audit in November should not require a "vigorous"
effort. Blue skies ahead!
Well done!!!
2. Certification - Navigating the Critical Path
Euphoria aside, a number of issues **must** be resolved
before the
Audit.
In preparation for Certification (November 12th & 14th),
I urge staff in
the Academic Services dept, Admissions & Student Services
dept, Business
Operations dept & the International Operations unit
to carefully review
the attached Gap Analysis report.
* Prioritising
It is essential that each Department/Unit resolve the issues
highlighted
in the Gap Analysis prior to Certification (do not leave
them to the
last minute - the year is rapidly disappearing).
In addition, several Improvement Opportunities (IO) have
been identified
by Patty. I strongly recommend that IO's be implemented.
However, they
are NOT mandatory - let's resolve the essentials first.
3. Internal Reviews
Internal Reviews will be conducted during October to review
outstanding
issues and any areas of concern.
Considering the excellent result of the Gap Analysis, the
Berwick and
Peninsula campuses will undergo the Certification Audit
in November.
Staff from the QDMS Unit will be meeting with Student Services
staff at
the Berwick and Peninsula campuses to schedule Internal
Reviews in
October.
For further information regarding Internal Reviews, refer
to url:
http://www.infotech.monash.edu.au/bms/info_ir_index.html
In the mean time, well done and keep improving.
August
This month's BMS Update is essential reading for all staff
preparing for
the Certification 2002.
Four important topics in this month's update:
1. Gap Analysis & Certification
2. Documentation and the BMS web site
* Authorisation status
* Document Control Procedure
* Records Management procedure
* Corrective Action procedure
3. Improvement Opportunities
4. Internal Reviews
* Guidelines
---------------------------
1. Gap Analysis & Certification
Good news! Some respite for most staff working towards
Certification.
Due to the Quality & Document Management Unit's concerted
efforts in the
Faculty International Office, dates for the Gap Analysis
and
Certification have been rescheduled.
They are as follows………Drum roll please………
The Gap Analysis shall be conducted 17, 18 & 19 September.
Dates for ISO Certification are 12, 14 & 15 November.
Certification for Faculty Research Services and Student
Services
Gippsland are scheduled for 17, 18 & 19 September.
Information sessions in preparation for the external audit
by QAS shall
be scheduled in advance.
2. Documentation and the BMS web site
* Documents authorised?
Documentation on the BMS site is looking very healthy,
with the vast
majority of documents authorised by staff nominated to do
so.
It is vital that documentation is updated and authorised
well before the
Gap Analysis. To check the authorisation status of
procedures/checklists, refer to url:
http://www.infotech.monash.edu.au/bms/secure/doc_bms.html
* Document Control Procedure
A revised version of the Document Control procedure is
up on the BMS
Site. This document is applicable to all staff.
By now, departments/units preparing for Certification shall
be
developing their own Document Control procedure to address
the specific
nature of their department/unit's document protocols.
REMEMBER - Don't reinvent the wheel! I strongly recommend
that each
Unit use the current procedure (on the web) as the basis
for the
development of their own Document Control procedure.
This document is located in the Faculty Office - General
Procedures
section at url:
http://www.infotech.monash.edu.au/bms/secure/doc_bms.html
Unit Managers are to forward the completed Document Control
procedure to
me no later than 6th September (the earlier, the better!).
* Records Management procedure
A draft version of the Records Management procedure is
up on the BMS
Site. This document is applicable to all staff and is located
in the
"Faculty Office - General Procedures" section
at url:
http://www.infotech.monash.edu.au/bms/secure/doc_bms.html
Along the lines of the Document Control procedure, departments/units
undergoing Certification are required to develop the Records
Management
procedure specific to your dept/unit's management of internal
and
external records.
It is essential that each dept/unit begin development of
this procedure,
to ensure its completion prior to the Gap Analysis.
I will inform staff of the final version of the Records
Management
procedure once authorised and placed on the BMS Web.
Unit Managers are to forward the completed Records Management
procedure
to me no later than 6th September.
* Corrective Action procedure
As a result of the Internal Reviews, the Corrective Action
Request
procedure (CAR) has been modified (that's continual improvement
in
action!).
A draft version of this procedure is up on the BMS Site.
All staff are required to familiarise themselves with this
procedure,
and understand how to implement a corrective action, where
a critical
problem is evident.
3. Improvement Opportunities
At present, the Quality & Document Management Unit
is assisting in the
development of an Access database for logging and tracking
Improvement
Opportunities (IO). Once completed, each Unit will be requested
to
input the details and progress of their IO's since the Internal
Reviews.
E-copies of the Internal Review reports have been made
available to each
Unit to facilitate the tracking of IO's.
4. Internal Reviews
Guidelines for Internal Reviews are up on the BMS Site.
Refer url:
http://www.infotech.monash.edu.au/bms/info_ir_index.html
This is essential reading for both auditors and auditees,
providing a
clear explanation of what is expected during the internal
review
process, and a helpful insight in preparation for both the
Gap analysis
and the ISO Certification audit.
July
This month's topics
1. Documentation on the BMS web site
2. Improvement Opportunities
3. International Operations & The BMS
4. Staff Development & Training
5. Definitions
1. Documentation and the BMS web site
At present, I am wading through a substantial backlog of
documents that
are to be placed on the BMS Web Site.
I would like to thank staff, particularly the Admissions
& Student
Services Department for being so patient. My efforts in
the
International Operations Unit for the past two weeks has
taken
precedence. Your updated procedures will be placed on the
web during
the following week.
- Please remember, it is vital to ensure your documents
are consistent
(eg. footers, headers, titles and formatting).
2. Improvement Opportunities
The results of May's Internal Reviews (as outlined in last
month's BMS
Update) highlighted numerous improvement opportunities (IO).
However,
it doesn't end there!
It is vital that each Department/Unit Manager:-
A)assess the recommended IO's detailed by the audit team
B)determine which IO's shall be implemented
- track and note the details of each IO implementation -
this may be
documented in your e-copy of the Internal Review report.
C)determine which IO's cannot be implemented
- briefly detail reasons why an IO cannot be implemented
D)forward results to the Quality & Doc Mgt Unit.
For further details or e-copies of Internal Reviews, please
contact me.
3. Faculty International Operations Unit
Have you had BMS to the eye balls? Spare a thought for
the
International Operations Unit. Two weeks ago, the International
Operations Unit jumped on the BMS "bandwagon"
or more appropriately
"rollercoaster"...no, we didn't crash!!
On the contrary, a BMS framework has been established for
the Unit.
Refer to the following url:
Unit Objectives & KPI's:
- http://www.infotech.monash.edu.au/bms/man_obj_fio.html
Documentation (Procedures & Check Lists)
- http://www.infotech.monash.edu.au/bms/secure/doc_bms.html
The Unit's "official" process map will be available
soon.
I'd like to congratulate the team on their hard work and
total
dedication during the past two weeks, and look forward to
furthering the
progress of International Operations Unit with the BMS.
4. Staff Development & Training
Have you forwarded your Staff Development and Training
details to
Connie? Have you completed evaluations of recent training?
It is essential that all your staff development & training
follow the
following guidelines and that details are forwarded to the
HR Manager
for recording.
A. To apply for training at Monash:
* Monash training programs are offered through the Staff
Development
Unit. Application forms and instructions are available at
the Staff
Development website:
http://www.adm.monash.edu.au/sss/sdu/app_form/index.html.
* The forms must be signed by the staff member and authorised
by their
supervisor.
NOTE: For all on-line applications direct to SDU, staff
must first
obtain supervisory approval.
B. To apply for external training:
* Applications for external training courses, conferences,
seminars etc
that are funded by the Faculty, must be approved by the
staff member's
supervisor before enrolment.
C. To verify that staff have attended and successfully
completed
training:
* Staff members who are funded for professional development
activities
should provide an evaluation of the activity after its completion.
* Copies of application forms or other documentation associated
with
training should be forwarded to the HR Manager for recording
and filing.
5. Definitions
Need to find a definition for a term commonly used in your
procedures or
in the Faculty Office?
Look no further…..
http://www.infotech.monash.edu.au/bms/man_definitions.html
Would you like to place a term used in your BMS procedures
on the BMS
Definitions page?
Simply have your Unit Manager give the term and its definition
the "ok"
and have it forwarded to me.
Keep BMSing...
June
Internal Reviews
The first round of internal reviews are drawing to a close,
with a few more reviews
to be finalised (there is light at the end of the tunnel!).
To date, the internal review teams have conducted well
over 100 individual
reviews! In effect, completing a years worth of reviews
within just over a month!!!
Without their total dedication, commitment and hard work,
BMS would not be on
target for the pre-audit scheduled for August by QAS (external
auditors).
On behalf of everyone, particularly myself, thank you for
your dedication and the
huge effort you have made in conducting the internal reviews.
I would also like to thank the participants of the internal
reviews. I trust it was a
beneficial experience for all involved, and helped to highlight
process
improvements.
If you have any feedback on the conduct of the reviews,
please let me know.
- What Happens From Here?
Internal review teams will arrange for a feedback meeting
with Unit Managers and
provide a report outlining their findings.
It is imperative that managers ensure that auditors are
allocated the necessary
time to draft their reports and conduct feedback meetings
in the next couple of
weeks.
- What Unit/Departmental Managers Need to Do
Any areas of concern highlighted in the Internal Review
reports must be promptly
acted upon, and effectively implemented well before the
pre-audit.
Improvement Opportunities highlighted in the internal review
reports should be
addressed and implemented.
Some follow-up reviews may be scheduled in the following
weeks to review the
implementation of the above.
Document Control
The next phase of BMS implementation is document and records
control.
The authorisation of documentation on the web is vital.
If you are an authorising
staff member for your Unit’s documentation, and this
is not reflected on the web,
you will need to forward you authorisation to me by the
end of this month.
To confirm this, please refer to the ‘authorisation’
column at url:
http://www.infotech.monash.edu.au/bms/secure/doc_bms.html
April
Pre-Audit Gap Analysis
A pre-audit gap analysis is scheduled for 3th & 4th
of April.
Results - Internal Auditor Training
Congratulations! Everyone who participated in the Internal
Auditor Training passed (remember, the pass grade was
70% or above). Well done - All participants will recieve
a Certificate.
March
- Internal Auditor Training
When: Wednesday 27th & Thursday 28 March, 9.00am
to 5.00pm each day.
Where: Faculty Board Room C3.22, Building C, Caulfield
campus.
What to bring: Whatever will assist you to learn
eg. note book for note taking, pens, coloured markers, highlighters
& sense of humour!
Please note that lunch will be provided. If you have any
special dietary requirements (other than vegetarian) please
e-mail Lyn McGie.
Staff are advised to make necessary arrangements for your
absence during the two days of training.
Admissions & Student Services, Faculty Research Services
and Quality & Document Management Services release revised
KPI's.
- Quality & Document Management Services
The Quality & Document Management Services unit releases
its objectives, process map & KPI's.
|
