Quality Assurance > Quality Management System Structure and Content
Authorised by Chief Executive Officer
Revised Date: 22 June 2022
On-line Quality Management System
Kyeema Support Services Inc. (Kyeema) Quality Management System resides on a computer system network. All the quality documents (policies, procedures and forms) are “on-line” and should be printed out when required, as it is in a read-only format. The Quality Management System is available from all Kyeema’s computers and via the Kyeema Website.
All new items and any alterations to existing documents are sent to the office administration team with the Document Add/Edit Form.
The QMS is accessible to all staff using a log in through the Webmail using the Website, instructions on KCF-22.
The
format for items to be included on the Quality Management System
is:
1. Policy
• Overview (if required)
2. Procedures
• Responsibility
• Forms
3. Date reviewed/revised
Policies
All policies are reviewed by the Finance, Audit & Risk Committee (FAR). This Board committee will refer the revised policies to the Board of Management for approval.
The Board of Management is the only body that can approve a Kyeema policy.
Procedures
Procedures define the objective of a specific aspect of Kyeema activities, allocate the responsibility for performing those or any related activities, describe the approved method of carrying out the process, and reference the forms that are used.
New and substantially updated procedures are to be processed by the channel that is relevant to the content, with consultation being the underpinning philosophy. These may include Management Team, OH&S Committee and the Emergency Planning Committee.
Documents
These consist of forms, records, checklists, etc. that control the operation of the organisation. These documents shall be approved by the relevant Manager.
Reference Documents
These may be PDF Documents or links to external documents such as guidelines by government departments.
Document & Data Control
The QMS system requires review, authorisation, issue, distribution, and amendments of system documents. This is undertaken by a trained Document Controller.
Responsibilities of the Document Controller
The Document Controller is responsible for
• controlling and updating the “on-line” quality system
• distributing the amended versions via the network and
• updating the Master Document Listing.
All staff have a responsibility to initiate new procedures, amendments, or additions to existing procedures in accordance with the requirements of this procedure.
Document Distribution
The Document Controller (administration team) amends the quality system through a secure “control” computer.
Initiating Amendments
All staff can initiate changes or additions to the quality system at any time. This is achieved through the submission of the Document Add/Edit form which details the changes requested, the approval authority signature, and the Document Controller’s signature indicating that the system has been updated and that the changes have been distributed to all locations.
The Document Controller will keep a copy of all Document Add/Edit forms as a record of the requested changes, approval authority, and updating of the system.
Forms
Forms are maintained in their hard copy format. Internally generated forms have a Document Name and an issue date on each form. This information is referenced on the Records Register maintained by the Document Controller.
Records
Document Add/Edit Form QAF-01
Accessing the Quality Management System or Webmail Externally KCF-22