Frequently Asked Questions from IMS (Northern)

How long does it take to install a management system?

The average time required for installation of a full system is ten months. It is possible for a project to be completed and successful registration achieved in less than six months. Conversely (even with large organisations) it should not take over fifteen months. Any installation project taking this length of time would benefit from a complete review of the situation.

How long should our system be implemented for prior to third party assessment?

It should be recognised that a new management system, ought ideally to have been fully implemented and used for a minimum of three months prior to assessment.

Do we need to apply for registration of our management system?

No – although third party recognition is advantageous, the main benefits stem from effective management through use of the system itself. Customers should also benefit from a well-run system. Some organisations choose to adopt one or more formal management system without third party registration.

We already implement health and safety requirements, how would we benefit from meeting those of OHSAS 18001?

The approach taken within BS OHSAS 18001 is the mechanism of PLAN – DO – CHECK – REVIEW. Fully implemented, all aspects of the system will be reviewed as routine, maintained and up-to-date. One of the many benefits is customer confidence that you take health and safety seriously.

Our business is very small, with little environmental impact, should we bother with an environmental management system?

All business has an impact on the environment. Very often environmental impact control, crosses over into financial control with savings to be made from reducing environmental impact without reducing business activity or efficiency.

Does introducing an ISO 9001 quality system mean increasing paperwork?

Not necessarily, a system that is overburdened with documentation is not an efficient system. Obviously records need to be maintained, but maintaining this to the optimum level required will make for a well organised system.

How do you charge for your services?

This is dependent on customer requirements. A single day’s work is charged at a day rate. For longer projects a cost is agreed with the client prior to commencement. Some clients request ongoing surveillance of their management system by IMS (Northern), again a cost is agreed for this service depending on individual requirements.

What is a Gap Analysis?

This is a name given to the process of determining where there are ‘gaps’ in a particular management system against the requirements of a set of Standards/Specifications. A report is produced detailing which clauses of the Standard/Specification are being met and those where further action is required.

What are the requirements for Internal Auditing?

Most formal systems require management to operate a discipline of internal auditing to monitor the system’s continuing suitability and effectiveness in meeting established policy. Internal audits should assess the performance, needs, strong points, and failings of a system. Internal auditor training should be included in the organisations training programme for the relevant management system. IMS (Northern) provide internal auditor training for ISO 9001, ISO 14001 and BS OHSAS 18001.

How often should internal audits be performed?

Management system audits should be conducted at planned intervals. An audit programme should be established that takes into consideration the importance of each system element. All elements must be audited annually as a minimum, but depending on the consequences of a particular element not meeting specified requirements, frequency of audits in that area should be increased.

I already have a quality system in place, but wish to introduce an additional formal management system; do I need to change the quality system?

No, if the existing system meets requirements, there is no need to change it. Rather, it will provide a framework on which to build the new system. Integration of the systems will avoid duplication and conflict between the systems.