RWANDA STANDARDS BOARD

NATIONAL CERTIFICATION DIVISION

TITLE: IDENTIFICATION No. AUTHOR:

PROCEDURE NCD/PRO/03 QUALITY MANAGEMENT

ON MANAGEMENT REVIEW SYSTEM OFFICER

AUTHORIZATION
THIS PROCEDURE IS ISSUED UNDER THE AUTHORITY OF:

NAME: Antoinette Mbabazi, MSc. BAJENEZA Jean Pierre

TITLE/POSITION: Ag. NATIONAL CERTIFICATION DIVISION MANAGER

SIGNATURE:

APPROVAL DATE:

DOCUMENT CONTROL:

CONTROLLED WATER MARKED/STAMPED

 National Certification Division NCD/PRO/03

Title: Procedure on Management Review Page 2 of 8

TABLE OF CONTENTS

1. PURPOSE............................................................................................................................. 3

2. SCOPE.................................................................................................................................. 3

3. RESPONSIBILITIES.............................................................................................................3

4. PROCEDURE DETAILS.......................................................................................................3

4.1 Generalities.......................................................................................................................... 3

4.2 Review input........................................................................................................................ 4

4.3 Review output........................................................................................................................ 6

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1. PURPOSE

To ensure that top management systematically review the management system to ensure its
continuing suitability, adequacy and effectiveness.

It is also an opportunity for assessing the need for changes and an opportunity for improvement.

To facilitate factual decision making and strategic planning.

To facilitate proactive communication and feedback to the employees and other interested
partiesstakeholders.

2. SCOPE

This procedure defines the process of planning and conducting management review meetings as
well as monitoring and evaluation of effectiveness of implementation of management review
outputs and applies to bothNCDs’ Ssystem and Product certification activities.

3. RESPONSIBILITIES

3.1 The DG chairs management review meeting.

3.2 The NCD Manager is responsible for the correct implementation and maintenance of this
procedure.

3.3 The DSC and DPU coordinates and document\s the management review minutes and
ensure effective implementation of management review outputs at Unit level.

3.4 The NCD ManagerSCLO and PCLO monitor timely implementation of management
review recommendations.

3.5 The NCD QMSO reports to the Top management on the performance of the management
system and any need for improvement and evaluate effectiveness of actions taken to address
the management review recommendation.

3.6 The NCD ManagerQMSLO is responsible for monitoring management resolutions for
which their implementation falls out of NCD.

4. PROCEDURE DETAILS

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4.1 Generalities

4.1.1 Top Management conducts review of its policies and objectivesquality objectives at least
once a year to ensure the continued suitability and to assess compliance with the requirements
of ISO/IEC 17021-1:2015 and ISO/IEC 17065:2012.1

4.1.2 The review is focused on identifying: Top management conducts management reviews to
ensure adequacy and effectiveness of its management systems according to the requirements of
17021-1:2015 and ISO/IEC 17065:2012m to ensure;

4.1.3 After 5 years and whenever deemed necessary policy(ies) are reviewed to ensure their
continuing relevance. Policy(ies) may be changed; when the goals expressed in the policy have
been achieved, or when changes within or outside NCD render the policy inadequate or in
appropriate.
a) adequacyOpportunities for improvement; and
b)
c) effectivenessThe need for potential changes to the management system.
d)
4.1.4 The NCD QMSO in consultation with the NCD Manager, drafts an annual schedule and
respective agenda for management review meetings for DG’s approval.

4.1.5 The DG’s approve the management reviews annual schedule and meetings’ agenda in
advance for further preparation at division level.
4.1.6 The NCD QMSO is responsible for the generation of agenda of these meetings.
4.1.7
4.1.8 Through e-maila memo, the NCD Manager communicates the standing agenda and the
minutesagenda, management review log highlighting status of of the previous management
review resolutions meeting and summaries of points to be discussed to the review teaminvitees
prior to the upcoming review meeting.

4.1.9 The agenda and the summaries of the points on agenda are submitted to the participants
to prepare well for the meeting ahead of time.
4.1.10
4.1.11 The management review team is composed of:

a) Director General

b) Chairperson of Certification Decision Committee

c) National Certification Division Managers

d) Director of Product Certification Unit

e) Director System Certification Unit

f) RSB Quality Management Systems Lead OfficerQMSO and Accreditation Analyst

g) NCD Quality Management System Officer

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h) Systems Certification Lead Officer

Products Certification Lead Officer

i) Any other person deemed necessary

4.1.12 The DG chairs the management review meeting and depending on the management
system under review the Director of System Certification Unit or the Director of Product
Certification Unit acts as the Secretary and takes the minutes.

4.1.13 Those in attendance are registered as reflected on the management review minutes.

4.2 Review input

4.2.1 Follow up Aactions items from previouslast management reviewsmeeting

4.2.1.1 The NCD QMSO reports on the status of action items from previous management review
meeting.

4.2.1.2 Items that are not completed are reported with justification and carried on as continuing
actions and are recorded as such in the minutes with any additional adjustment as applicable.

4.2.2 The fulfillment of Policies & Qualityobjectives

4.2.2.1 The policies are reviewed to ensure their continuing relevance. Policies may be changed;
when the goals expressed in the policy have been achieved, or when changes within or outside
NCD render the policy inadequate or in appropriate.
4.2.2.2
4.2.2.3 Objectives established through the review period are systematically evaluated to assess
progress implementation of action(s) taken to achieve them.

4.2.2.4 Objectives that have been achieved may either be upgraded to a higher performance
level, or be closed out to free resources for improvement in another area.

4.2.2.5 When objectives are not achieved on time, the review investigates and determines
causes for failing to achieve the objectives.

4.2.2.6 Depending on the nature of the objective and causes for failure to achieve it, Senior
Management may decide to drop the objective, reduce its scope or level, reassign
responsibilities and/or allocate additional resources, or extend the due date for achieving the
objective.

4.2.2.7 Any decisions regarding objectives are recorded in the minutes of the review

4.2.2.8 New objectives are established where it is necessary to improve performance in order to
fulfill the policies or other organizational goals or aspirations.

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4.2.2.9 New objectives are documented in the minutes of the review.

4.2.3 Results from Internal and external quality audits

NCD QMSO presents results of internal and/or external management system audit(s). The
content includes summaries of results for the cycle, frequencies of audit findings against
particular elements of the management system, and discussion of particularly important findings
that need special management attention.

4.2.4 The status of Corrective/ preventive actions

NCD Quality management System OfficerQMSO presents corrective/preventive actions

implemented and their effectiveness through the period and the status of pending actions.

4.2.5 Client and interested parties feedback

The Directors of System Certification Unit presents summaries of Feedback from clients and
interested parties related to the fulfilment of the ISO/IEC 17021-1:2015 and ISO/IEC
17065:2012.

4.2.6 Feedback from the committee on Safeguarding impartiality

The NCD Manager presents summaries of Feedback related to impartiality from the certification
services interested parties committee on impartiality.

4.2.7 Client Complaints and appeals

The NCD -QMSO presents summaries of client complaints and appeal, including analysis of
trends for particular categories

4.2.8 . The status of actions to address risks

The NCD -QMSO presents summaries of client of actions to address risks and their
effectiveness,

4.2.9 Changes that could affect the management system

The QMSO highlights any service delivery, process, capacity, or other operational or
organizational changes that affect the management system; and proposes specific actions to
update or modify the system in response to these changing circumstances.

4.2.10 Training & development

Corporate NCD Manager reports on the status of training programs and the effectiveness of
training provided.

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4.2.11 Additional

4.2.11.1 The Management Review meeting may also consider such issues as cost of
implementing the management system; integration of the management system with other
operations and activities; market and client trends, need on extending the accreditation scope,
improvement in resource management.

4.2.11.2 Following each presentation, the participating Managersmanagement discuss the

issues, compare their status and performance with preceding periods, and identify areas where
improvement is required and propose recommendations for improvement.

4.2.11.3 The QMSLOUnit Directors ensures that management resolutions falling out of NCD
are timely and effectively implemented.

4.3 Review output

4.3.1 The outputs of the Management Review include any decisions and actions related to:

a) The improvement of the effectiveness of the management system and its

processes;

b) Improvement of certification service related to the fulfillment of the requirement of

ISO/IEC17021-1 or ISO/IEC 17065 as appropriate;

c) Resource needs.

d) Revisions of the organization’s policy and objectives.

4.3.2 Management Review output is documented in the minutes of the review meeting:

a) Action items are highlighted to ensure that they are easily identifiable,

b) Action items include the assignment of responsibility,

c) Action items include timeframe and allocation of resources for implementation.

4.3.3 The management review action log NCD/FOM/07 is used to record, implement, monitor
and verify effectiveness of the action items generated.
4.3.4 Upon complete review of all inputs and generation of the outputs, management will
determine the continued suitability, adequacy and effectiveness of the management system.
4.3.5
4.3.6 The management review minutes are recorded as per management review report format
NCD/FAT/06 and the report is distributed to the members of the Management Review team for
approval.

4.3.7 The NCD Quality Management System Officer retains records of the Management
Review meeting as per procedures on control of document and records.

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4.3.8 Selected results of the Management Review are communicated to the RSB concerned
employees.

4.3.9 NCD Manager is responsible for ensuring that all follow-up actions as identified in the
Management Review are completed in a timely manner.

4.3.10 The Certification Lead OfficersUnit Directors monitor the timely implementation of
management review resolutions and on monthly basis report the progress to the NCD Manager.

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