1. Integrated Management Systems
Author:
Dr Rhys Rowland-Jones

2. Session Plan What do we mean by an integrated management system?
Why should management systems be integrated?
Management systems.
A word of caution on IMS.
Considerations for the Integrated Management Process.
Publicly Available Specification (PAS) 99.
Breaking down the structure.

3. What do we mean by an integrated management system?
Integrated means combined; putting all the internal management practices into one system but not as separate components.
For these systems to be an integral part of the company's management system there have to be linkages so that the boundaries between processes are seamless.
An integrated management system (IMS) is a management system which integrates all components of a business into one coherent system so as to enable the achievement of its purpose and mission.
Source IQA.2007

4. Why should management systems be integrated?
Be consistent within the organization.
Improve internal and external communication.
Avoid duplication and gain cost savings.
Reduce risks.
Expose conflicting objectives.
Identify and rationalise conflicting responsibilities and relationships.
Gain a structured balance of authority/power.
Focus organization onto business goals.
Create a formalisation of informal systems.
Harmonise and optimise practices.
Identify and facilitate staff training and development.

5. MANAGEMENT SYSTEM
System to establish policy and objectives and to achieve those objectives.
Six common elements – Source: ISO Guide 72
Policy
Planning
Implementation and Operation
Performance Assessment
Improvement
Management Review
There are no national or international standards for integrated management systems.
Source: ISO 9000:2000

6. What does a system comprise of ?
The controlling factors through which the business process is realized.
Remember that:
A system is a collection of sub-systems.
A subsystem is a collection of processes.
A process is a collection of tasks.
An activity is the smallest parcel of work to be carried out by a person or group of people.
A procedure is just a way of doing things.

7. Which Management Systems standards can be integrated?
Typically:
ISO 9001 (Quality Management)
ISO (Environmental Management) 
OHSAS (Occupational Health & Safety)
ISO/IEC (Information Security) 
ISO (Food Safety)
ISO/IEC (IT Service Management)
Source BSI-Global 2007

8. QUALITY MANAGEMENT SYSTEM
A management system to direct and control an organization
with regard to quality ISO 9000:2000
The ISO 9000 family of standards was revised in December 2000,
and comprises of:
ISO 9000 Quality Management Systems fundamentals and vocabulary installation and servicing
ISO 9001 Quality Management Systems requirements
ISO 9004 Quality Management Systems guidelines for performance improvement
ISO 19011Guidelines on Quality and Environment Management Systems Auditing

9. Environmental Management
Environmental management is seen today as an increasingly important aspect of the business process
There are three types of Environmental Management System/ Schemes:
ISO Environmental Management System standard
EMAS - EU Eco-management and Audit Scheme
BS 8555 STEMS – Environmental Management Systems – Guide to phased implementation of an EMS including the use of environmental performance evaluation.

10. Management System Targets
QMS -The Customer
EMS -Stakeholders, Regulators
OH&S -Primarily Employees

11. Flowchart of a generic management system
Internal factors
External factors
Initial and periodic status review
Policy
Audit
Organising
Planning and implementing
Measuring performance
Information link
CONTROL LINK
Flowchart of a generic management system

12. Continual improvement of the quality management system
Customers
(and other
interested
parties)
Customers
(and other
interested
parties)
Management
responsibility
Measurement, analysis and improvement
Resource
management
Satisfaction
Requirements
Input
Output
Product
realisation
Key:
Value adding activity
information flow
Product
Source: BS EN ISO 9001:2000

13. Typical QMS Structure STANDARD - ISO 9001 OR SIMILAR
QUALITY MANUAL
Policy, objectives, organization,
outline of quality system
PROCESS DOCUMENTS
AND PROCEDURES
INSTRUCTIONS
FORMS
Processes, practices,
responsibilities,
interfaces
Detailed instructions
on how to carry out
specific tasks
Quality
records
Design IT Support Installation Training

14. Source: British Standard 7750:1992
Schematic diagram of the stages in the implementation of an Environmental Management System
Commitment
Initial Review
Policy
organization and Personnel
Regulations Register
Objectives and Targets
Management Manual
Audits
Records
Reviews
Operational Control
Source: British Standard 7750:1992

15. A word of caution on IMS
Before looking at integrated management, you should consider the management structures and styles within which it must be embedded.
You need, therefore, to assess how effectively and efficiently the organization is currently managed in a general sense.
There are many factors which affect how it operates.

16. Considerations for the Integrated Management Process
The extent to which integration should occur.
The political and cultural situation within the company.
The levels of competence necessary.
Legal and other regulatory requirements.
Clear objectives for the integration project.

17. Publicly Available Specification (PAS) 99
PAS 99 is a Publicly Available Specification of common requirements for management systems that can be used as a framework for an integrated management system.
Organizations with more than one management system can view PAS 99 as an aid to achieving a single holistic management system.
PAS 99 takes account of the six common requirements for management systems standards outlined in ISO Guide 72; guidance document. These 6 common requirements are:
Policy
Planning
Implementation and Operation
Performance Assessment
Improvement
Management Review
Source BSI-Global 2007

18. Breaking down the structure – a Decomposition Strategy
Functional decomposition breaks down activities according to what is done, rather than how it is done, and is probably the most common strategy.
Role decomposition breaks down things according to who does what, it can be an easy and useful starting point, but is likely to constrain improvements if it is maintained.
Subsystems decomposition divides systems first by major subsystem. This is useful when these subsystems are largely independent of one another.
Lifecycle decomposition breaks down a system first by the phases of activity. Again, this is most useful when these phases are clearly defined and relatively independent.

19. Understanding your business
Decide on the viewpoint you intend to take in attempting to describe your business process. Engineers may have a particular viewpoint, sales staff may think slightly differently, administrators with differing criteria.
Multi-disciplinary cross-functional teams may provide the overall viewpoint which you need

20. Understanding Management Systems
A QMS does not in itself decide the technical or commercial specification of a product, but establishes disciplines that assist in the consistent attainment of quality requirements.
An environmental management system (EMS) requires in the main that an organization identifies and registers its environmental effects, while promoting continual environmental improvement, but does not need to comment on overall environmental performance.

21. Conclusions
Integration of management systems is an organizationally specific proposal.
Necessary to achieve understanding of key business process.
ISO has recognised wishes for integration in management system design.