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Quality Coordinator User Manual

1. If not approved for action item goes to Closed Tab Action Officer completes task Action not approved Officer sent re work task y Actions tasks monitored at team meetings APPROVING OFFICER Accountability Approving Officer reviews action taken Related improvements generated if j required doc_094_QCTrainingManual_v2_rev_300612 Page 25 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 26 of 113 Quality Coordinator Workflow Two Applicable to the following registers Audit Compliance Training amp Licensing IN 1 amp 3 MANAGER ACTION OFFICER APPROVING OFFICER Responsibility Responsibility Accountability Approving Officer reviews action taken Schedule and compliance Action Officer completes task requirement Schedule an audit Schedule a training requirement or licensing registration renewal What action By whom By when Action not approved Officer sent re work task y If the action was an audit the Action Officer uploads the audit report to the Quality Records Register If the action was an audit the Action Officer creates related improvements on the Improvement Register Page 27 of 113 doc_094_QCTrainingManual_v2_rev_300612 doc_094 QCTrainingManual_v2_rev_300612 Page 28 of 113 Quality Coordinator Workflow Three Applicable to
2. r Recurrence pattern Daily Weekly Every 1 day s Monthly Yearly D Every weekday r Range of recurrence Start Date No end End after 1 Run s has run 0 time s 5 End after Halt schedule Monthly item schedule Schedule x r Recurrence pattern Daily 2 Weekly Day 1 of every 1 month s Monthly pie z Yearly D The Select x Select x of every 1 month s r Range of recurrence Start Date Noend End after 1 Run s has run 0 time s D End after Halt schedule _ 7 Weekly item schedule Schedule x r Recurrence pattern cy Recur every 1 weeks s on Auent E Monday C Tuesday Wednesday Thursday E Friday E Saturday Sunday r Range of recurrence Start Date No end End after 1 Run s has run 0 time s End after Halt schedule Annual item schedule Schedule x r Recurrence pattern Daily Weekly Recur every 1 year s Monthly Yearly On Select r 1 On the Select Select x of Select z r Range of recurrence Start Date Noend End after 1 Run s has run 0 time s End after Halt schedule canes Be 13 HALT SCHEDULE use the radio buttons to cease the audit Selecting Halt schedule for
3. End after 1 O End after O Halt schedule Run s has run 0 time s E Friday Saturday E Sunday r Range of recurrence Start Date No end End after 1 End after Run s has run 0 time s Cance OK Halt schedule doc_094_QCTrainingManual_v2_rev_300612 Page 36 of 113 Monthly Annual r Recurrence pattern r Recurrence pattern Dail we 9 Recur every 1 year s Weekly Day 1 of every 1 month s paid i Monthly amp Monthly i Yearl Yearly The Select x Select of every 1 month s Se On Select 1 On the Select iy Select of Select Range of recurrence lt Start Date No end r Range of recurrence End after 1 Run s has run 0 time s Start Date No end End after O End after 1 Run s has run 0 time s End after Halt schedule Halt schedule cancel OK 2 l Caneel OK 1 Halt schedule use the radio button to cease the recurrence of the meeting Selecting Halt schedule for a recurring meeting will place future occurrences on hold It will not affect the current meeting in progress After selecting the frequency and recurrence settings click OK Click Save A task to attend the meeting will appear in the My tasks tab of the participants prior to the meeting as per the settings
4. QUALITY MANAGEMENT SYSTEM Master settings System setup Welcome System Administrator My profile Logout QUALITY COORDINATOR Search Avie A ca Tasks Meetings Contacts Documents Registers y aigoa ps g Reports Print E Hep Generate a report Use the drop down menus below to specify a performance report to generate Performance reports provide statistical information about the items entered in each of the registers in Quality Coordinator It also provides information about how effectively the items have been msnaged Click generste to creste report Register type All i Tl Officer AN el Date range Reporting period a est lt lt lt Overall activity by work area Work area New audit items Stopped audit items Overdue audit items Rescheduled and not closed audit items Clinic 2 D D fa Corporste administration 1 p 5 o Performance Total 3 o 5 o Performance of Action Officers Work area Actioned audit items Actions completed by original due date Actions completed by rescheduled date Corporate administration K 0 0 EE ees Performance Total 4 doc_094 QCTrainingManual_v2_rev_300612 Page 110 of 113 EMBEDDING QUALITY COORDINATOR INTO THE CULTURE AND PRACTICE OF AN ORGANISATION Roles and Responsibilities CEO and managers Take the quality agenda reports to each team meeting and review tasks for the team CEO managers and staff Respond to tasks in the system and
5. Documenta ie Documents Register Prt Hep Documents i Coniracis Quality Record few and ravasi File Desonpton Wit area Approving OSicer Calegoy Contec purpose y r Use the Contract Register to Upload approve and view contracts and agreements eg funding contracts supplier contracts and MOU s Create related compliance requirements Add a contract 1 Goto the Document Register select ADD DOCUMENTS and scroll to select ADD A CONTRACT G mpeis Ee kam fi ded a ceric t bi evict Tab dn Pee Document Hegt Lit sae Bo compii Heri IE S cpt Ch mi iiu Tel Cnh cd name 2 Inthe CONTRACT TITLE field enter a brief title for the contract This is the title that staff will see on the register so the tile should be short and descriptive eg 2009 10 Funding contract with or Fleet vehicle agreement Up to 100 characters approximately 16 words are allowed Completing this field is mandatory 3 Inthe FILE REFERENCE NO field enter the physical file reference for where the hard copy of the contract is stored on your records management filing system if relevant In the CONTRACT PURPOSE field briefly describe the purpose of the contract 5 Inthe AGREEMENT WITH field enter the name of the other party or parties to the agreement 6 Inthe START DATE field enter the commencement date for the agreement doc_094 QCTrainingManual_v2_rev_300612 Page 49 of 113 7 Inthe EXPIRY DATE field enter the date the ag
6. Supplier relationships Central access to contact details of approved suppliers and key business contacts One click access to current and approved suppliers and business contacts through the Suppliers Register and the Contacts Register Automated supplier review System tasks and email reminders are sent to staff when suppliers are due for review doc_094 QCTrainingManual_v2_rev_300612 Page 12 of 113 LOGIN AND NAVIGATION To Login to Quality Coordinator 1 Open your web browser eg Internet Explorer Safari or Firefox 2 Goto the address URL provided to you by the System Administrator 3 Enter your username and password L QUALITY oR Daa User name Password Forgot your usemame or password Contact your system administrator Manage qu aay OW L uer strengthening business performance Sirangthvening busines ee Pa cee ee Cee N ma Os Q D The password is case sensitive the username is not Your web browser may ask if you want to remember name and password for future use This is your own choice If you select yes you will be able to quickly login in the future without having to remember your password However this may also allow other people using your computer to be able to login My profile and passwords Once logged in you can update some of your details and your password by clicking on the My profile link on the top right hand side of the screen Welcome George Finance
7. This tab displays the feedback items in action and those being considered for approval CLOSED CUSTOMER FEEDBACK tab This tab displays feedback items that have been completed and approved ALL CUSTOMER FEEDBACK tab This tab displays all feedback items current and closed Columns ACTION TO BE TAKEN column This column displays the first 40 characters of the action to be taken to respond to the feedback item ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the required action Data in this column can be sorted and filtered APPROVING OFFICER column This column displays the name of the staff member who has responsibility to approve the feedback item Data in this column can be sorted and filtered CATEGORY column This column displays the category given to the feedback item Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the description of the feedback item Roll your cursor over the link to see the entire description Click the link to the taken to the Information form relating to the item FEEDBACK TYPE column This column displays the feedback type compliment or area for improvement given to the feedback item Data in this column can be sorted and filtered ID column This column displays the unique identification number automatically allocated to the feedback item by Quality Coordinator Eac
8. form relating to the item DUE DATE column This column displays the due date for the action to be carried out that is current in the workflow For example if the item is currently being actioned by an action officer the due date is the date that actions are due for completion If the item is currently ready for approval by an approving officer the due date is the date that the approval is due The length of time an approving officer has to review an item for approval is set in the Site information section of System setup which can only be accessed by the system administrator ID column This column displays the unique identification number automatically allocated to the OHS incident item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register MEETING column This column displays the staff team meeting given the responsibility to monitor the OHS incident item Data in this column can be sorted and filtered RELATED IMPROVEMENT column This column displays links to register related items that have been generated STATUS COLUMN This column displays the status of the OHS incident item WORK AREA column This column displays the work area that the OHS incident item relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 90 of 113 Record an OHS incident 1 Goto th
9. QCTrainingManual_v2_rev_300612 Page 46 of 113 SERVICE DELIVERY DETERMINING CLIENT REQUIREMENTS An organisation should have a good understanding of its client s needs in order to provide the best possible services It is also important that the organisation clearly communicates its services to clients The definition of client needs also to extend to any related party where a contract is in place to deliver a service eg funding bodies and other organisations If a contract is in place this means that the organisation has a client to which it is contractually obligated to carry out specific actions The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 7 2 Customer related processes 7 2 1 Determination of requirements related to the product The organization shall determine requirements specified by the customer including the requirements for delivery and post delivery activities requirements not stated by the customer but necessary for specified or intended use where known statutory and regulatory requirements related to the product and any additional requirements determined by the organization 7 2 2 Review of requirements related to the product The organization shall review the requirements related to the product This review shall be conducted prior to the organization s commitment to supply a product to the customer e g submission of tenders acceptanc
10. REGISTER Quality Coordinator supports managers and individuals to build a culture of shared responsibility recognising that quality is everyone s business Quality Coordinator helps managers to manage quality safety and risk by providing task status reports for each staff team meeting set up in the system and by reminding staff to attend team meetings The Meetings Register displays the meeting times for all meetings that have been set up in Quality Coordinator and allows for meetings to be created and edited nn QUALITY COORDINATOR Welcome George FSA_Mareget Vy wote Logo 20 Search Auta Ez iana TEKS a a Mastnge Goniec Documents n BARIBIAE a RAPONS aa C Meetings Pi GB hot Aeminga My inetngs Setup meting Sot S dems See al tere Mesling name Next meeting ime Frequency E eww Management Than Merin Friday 22 October 2010 44 00 AN George FRA_Manager Weer A Overdue Au siren Team onim Ay upom Use the Meetings Register to Review the time and date of all meetings that you are participating in Review the staff team meetings scheduled across the organisation Update a meeting status to show it has occurred or change the time for a scheduled meeting Review and print a quality agenda report for each meeting showing the tasks assigned to that meeting group Set up anew meeting and invite participants fy Meatings w Ds i iitensa pra ienes pu Meeting details Participants Meaning Aamin Senior
11. Supplier contract remove Character count 50 Add an option Enter Option Here ADD The items in this list appear as CATEGORY options when uploading a contract to the CONTRACTS REGISTER The CONTRACTS REGISTER allows for sorting filtering and report printing based on the items in this list Determine the categories relevant to your organisation and add them to this list eg Funding contract MOU Supplier contract etc See above default settings Document category Select an item Document Categor x Enabled Label SAVE Ki Checklist remove 7 Form remove v Policy Procedure remove y Resource material remove W Template remove Character count 50 Add an option Enter Option Here ADD The items in this list appear as CATEGORY options when uploading a document to the DOCUMENT REGISTER The DOCUMENT REGISTER allows for sorting filtering and report printing based on the items in this list Determine the categories relevant to your organisation and add them to this list eg Policy Procedure Template Form etc See above default settings Feedback category Select an item Feedback Category O O O O O Enabled Label i SAVE v Access remove v Confidentiality or privacy remove y Cultural sensitivity remove v Efficiency remove 7 Responsiveness remove v Staff courtesy remove Character count 50 ADD doc_094 QCTrainingManual_v2_rev_300612 Page 19 of 113 The items in this list appear when recording custome
12. are not achieved correction and corrective action shall be taken as appropriate to ensure conformity of the product 8 2 4 Monitoring and measurement of product The organization shall monitor and measure the characteristics of the product to verify that product requirements have been met This shall be carried out at appropriate stages of the product realization process in accordance with the planned arrangements see 7 1 Evidence of conformity with the acceptance criteria shall be maintained Records shall indicate the person s authorizing release of product see 4 2 4 Product release and service delivery shall not proceed until the planned arrangements see 7 1 have been satisfactorily completed unless otherwise approved by a relevant authority and where applicable by the customer doc_094 QCTrainingManual_ v2_rev_300612 Page 71 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 72 of 113 AUDIT REGISTER Audit is at the heart of quality management as it is the mechanism by which the organisation can assess how well it is achieving its goals for quality and service delivery The AUDIT REGISTER can also be used to schedule program evaluations The AUDIT REGISTER displays audits that have been scheduled or completed and the action taken as part of the organisation s audit program Gi QUALITY MANAGEMENT SYSTEM ee eee ee ee ae QUALITY COORDINATOR e a Oaia oA iea RO iT ee Compliance requirements Cont
13. clicking CANCEL 3 Carry out the tasks required Record the action taken in the DESCRIPTION OF ACTION TAKEN field 5 Ifthe actions are complete click the YES radio button next to Action complete A task to approve will now appear in the My tasks tab of the approving officer 6 Iffurther action is required by you at a later date to complete the task leave ACTION COMPLETE set to NO and click SAVE 7 Ifyou have indicated NO against ACTION COMPLETE and clicked SAVE you can return to complete this form at a later date by clicking the related link in your MY TASKS tab or by clicking the link under DESCRIPTION in the FEEDBACK REGISTER scrolling down and opening the ACTION FORM To record new actions click the ADD button and enter the new action taken Click SAVE 8 When your actions are complete click the YES radio button next to ACTION COMPLETE and click SAVE A task to approve will now appear in the MY TASKS tab of the approving officer doc_094_QCTrainingManual_v2_rev_300612 Page 43 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 44 of 113 TASKS APPROVAL Each of the registers include an approval stage which is where approving officers consider the action that has been taken Actions can be approved and the item closed or further work can be delegated back to the action officer or to any other user Users who have been assigned as approving officer will receive an approval task in their My tasks screen when t
14. client improvement suggestions and any associated action taken Print reports on continual improvement suggestions Workflow Once an improvement issue has been raised a task appears in the MY TASKS screen of the officer who will delegate action to be taken With each step the task moves to the MY TASKS screen of the relevant officer Manager can request further work 1 Information Form 2 Approve for Action 3 Action 4 Approval Continual improvement suggestion recorded in Register Meeting Agenda Reports flag Cl item Manager gets task to assign someone to respond to the Cl Delegated officer gets reminder to carry out action Action done Manager gets task to approve the action taken Continual improvement workflow doc_094_QCTrainingManual_v2_rev_300612 Page 99 of 113 Continual improvement register tabs and columns Continual Improvement Register Print E Hep Closed improvements All improvements __ Suggest am improvement 2 of 2 items See all items Work area Approving Officer Action to be taken Action Officer Due date on A vw vw Tabs IMPROVEMENTS IN PROGRESS tab This tab displays the improvement items in action and those being considered for approval CLOSED IMPROVEMENTS tab This tab displays improvement items that have been completed and approved ALL IMPROVEMENTS tab This tab displays all improvement suggestions current and closed C
15. column This column displays the unique identification number automatically allocated to the improvement item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register MEETING column This column displays the staff team meeting given the responsibility to monitor the item Data in this column can be sorted and filtered STATUS column This column displays the status of the improvement item An Upcoming status means that the due date for next task in the workflow eg approve for action action approval is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered RAISED BY column This column displays the staff member who was identified as raising the improvement item RECOMMENDATION column This column displays the recommended improvement to respond to the issue that was identified doc_094 QCTrainingManual_v2_rev_300612 Page 100 of 113 RELATED IMPROVEMENT column This column displays links to register related items that have been generated WORK AREA column This column displays the work area that the improvement item relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 101 of 113 SUGGEST AN IMPROVEMENT 1 Goto the Continual Feedback Register and select Suggest an
16. controlled to ensure staff have access to the most current and approved versions The overall requirements for the quality management system are stated in the following section of the ISO 9001 Standard 4 2 2 Quality Manual The organization shall establish and maintain a quality manual that includes a the scope of the quality management system including details of and justification for any exclusions see 1 2 b the documented procedures established for the quality management system or reference to them and c adescription of the interaction between the processes of the quality management system 4 2 3 Control of documents Documents required by the quality management system shall be controlled Records are a special type of document and shall be controlled according to the requirements given in 4 2 4 A documented procedure shall be established to define the controls needed to approve documents for adequacy prior to issue needed to review and update as necessary and re approve documents ensure that changes and the current revision status of documents are identified define the controls needed to ensure that relevant versions of applicable documents are available at points of use ensure that documents remain legible and readily identifiable ensure that documents of external origin determined by the organization to be necessary for the planning and operation of the quality management system are identified and their distribut
17. days for approval 10 Repair Approval Number of days for approval 10 Training amp Licensing Approval Number of days for approval 10 The settings allow you to customise Quality Coordinator to control the number of days that certain tasks will remain current before they are deemed to be overdue Contract Expiry Date Warning Enter the number of days before the expiry date of a contract on the Contracts Register that officers are notified of the need to consider the renewal of the contract Document Register Approval Offset Feedback Approval Offset Improvements Approval Offset Enter the number of days that an approval for action or final approval task will Supplier Approval Offset remain current for the approving officer before the task status changes to overdue OH amp S Approval Offset Repairs Approval Offset Training and Licenses Approval Offset doc_094 QCTrainingManual_v2_rev_300612 Page 23 of 113 Training type RAIAS SA BEN OT Enabled Label SAVE iv First Aid remove Character count 50 Add an option Enter ption Here ADD The items in this list appear when recording a training requirement in the TRAINING AND LICENCES REGISTER and are used to describe the type of staff training that needs to be monitored The Reports module provides a report that summarises training requirements by the items that appear in this list Determine the licence types relevant to your organisat
18. event or something going wrong corrective action of if the suggestion is the result of an idea for improving the operations of the organisation and perhaps prevent things going wrong in the future preventive action 8 WORK AREA use the drop down menu to select the work area that the improvement suggestion most relates to 9 MEETING TO BE REFERRED TO use the drop down menu to select the staff team meeting that is best able to review the improvement suggestion and determine what action should be taken 10 APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to determine and approve action to be taken Only people with manager system permissions are able to approve items 11 Click SAVE A task to approve for action will now appear in the My tasks tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 102 of 113 RESOURCE MANAGEMENT HUMAN RESOURCES Management is responsible for ensuring that adequate staff equipment and materials are available to meet client requirements This includes processes for attracting recruiting and retaining suitable staff ISO 9001 requires that management can demonstrate how it fulfils its responsibility to determine and provide resources for the organisation to e deliver its services and programs to an acceptable standard e implement and maintain the quality management syst
19. identified in the REMINDER DAYS field Meeting register tabs ALL MEETINGS tab This tab displays all scheduled meetings across the organisation Click on the meeting name to see the Meeting report and Meeting set up screens If a meeting is overdue and the meeting has occurred the chair of the meeting should go to the Meeting report screen and check off that the meeting has occurred If the meeting is overdue and has not yet occurred the chair of the meeting or someone with manager system permissions should go to the Meeting report screen and change the time of the meeting to a future date MY MEETINGS tab This tab displays all scheduled meetings that include you as a participant MEETING REPORT tab This tab displays meeting details meeting participants and the meeting report Meeting register columns MEETING NAME column This column displays the names of the meetings that have been scheduled NEXT MEETING TIME column This column displays the time of the next occurrence of the scheduled meeting CHAIR column This column displays the name of the person designated as the chair of the meeting Data in this column can be sorted and filtered FREQUENCY column This column displays the frequency of scheduled meeting Data in this column can be sorted and filtered STATUS column This column displays the status of the meeting An Upcoming status means the meeting time is in the future An Overdue status means that the meeting time is in
20. incidents Report an OHSS incident _ 2 of 2 items See all items Action Officer E EE Oo ee oe OH amp S incidents in progress Closed OH amp S incidents ID Description Work area Approving Officer Action to be taken Due date v w a y Tabs OHS INCIDENTS IN PROGRESS tab This tab displays the OHS incident items in actions and those being considered for approval CLOSED OHS INCIDENTS tab This tab displays OHS incident items that have been completed and approved ALL OHS INCIDENTS tab This tab displays all OHS incident items current and closed Columns ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the required action Data in this column can be sorted and filtered ACTION TO BE TAKEN column This column displays the first 40 characters of the action to be taken to respond to the OHS incident item APPROVING OFFICER column This column displays the name of the staff member who has responsibility to approve the OHS incident item Data in this column can be sorted and filtered DATE CLOSED column This column displays the date that the OHS incident item was closed by the approving officer Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the description of the OHS incident item Roll your cursor over the link to see the entire description Click the link to the taken to the Information
21. position and have them inherit all the to take up a position and continue with the tasks that were previous persons tasks previously assigned System 1163096 The email text sent using the send an email The send an email reminder button now launched an reminder function can t be amended email in the user s email program which can be edited Training amp 1163092 Training and licensing items with long lead All items tab added that shows all items closed current Licensing time eg 1 year don t appear on the register and future until the scheduled time for the task reminder to happen Minor changes Audit and 1161650 Action officer email reminder link on Email reminder button added to audit and compliance audit and compliance forms not compliance register forms present Contacts 1161547 ABN and fax number needed in Following fields added to business contact info business contacts form ABN Fax Comments 1161547 ABN and fax number needed in staff Fax number added to staff info form contacts Contacts 1147833 Extension numbers don t read clearly Auto text ext added to the register display between phone and ext number Continual 1161551 When a related Cl is created from a Inheriting to this field removed Improvement supplier it automatically inserts into the field titled improvement raised by the name of the supplier approving officer Documents 1163515 Next Doc ID number doesn t always Bug fixed refres
22. tab displays the compliance actions scheduled to occur and those being considered for approval CLOSED COMPLIANCE ITEMS tab This tab displays compliance actions that have been completed and approved It will also display compliance actions that were missed and superseded by the next occurrence ALL COMPLIANCE ITEMS tab This tab displays all occurrences of compliance actions items current closed and missed COMPLIANCE SCHEDULE tab This tab displays all compliance actions allowing to sort and filter by source and frequency This allows for reports to be created and printed showing the organisation s annual compliance requirements Only one occurrence from each compliance item group multiple is displayed STOPPED TAB This tab displays all recurring compliance items that have been halted Columns ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the compliance action Data in this column can be sorted and filtered APPROVING OFFICER column This column displays the name of the staff member who has responsibility to approve the compliance action Data in this column can be sorted and filtered DATE CLOSED column This column displays the date the action was closed Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the title of the compliance requirement Roll your cursor over the link to see the entire ti
23. the following registers Documents Suppliers 1 2 3 4 ALL STAFF APPROVING OFFICER APPROVING OFFICER ACTION OFFICER Responsibility Managing responsibility Responsibility Responsibility Recommend a document to be on Approve document supplier to Approving officer is advised of Action Officer carries out review the Document Register appear on the register upcoming review and delegates an task action to review Recommend a supplier to be on the Suppliers Register gt gt Related improvements generated if required Set date for document supplier to be Confirm document supplier review Who when reviewed date 5 APPROVING OFFICER 7 Accountability v If approved document supplier Actions tasks monitored at team Approving Officer approves appears on the register meetings document supplier review If not approved item goes to unpublished or past tabs on the the register doc_094 QCTrainingManual_v2_rev_300612 Page 29 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 30 of 113 CONTACTS The Contacts Register displays all staff Directors Board members and business contacts that have been set up in Quality Coordinator and allows for contacts to be created and edited G QUALITY MANAGEMENT SYSTEM System setup Welcome Administrator My profile Logoul 7 QUALITY COORDINATOR Search Contacts z Contacts Re
24. to be able to use all of the features in Quality Coordinator Sysiem setup Welcome Administrator My profile Logoul Search Tasks QUALITY MANAGEMENT SYSTEM i aie Ruin aA es SOR ce CANS a DOSE a prg System setup Each of the registers in Quality Coordinator include drop down menus These menus help to tailor Quality Coordinator to your or Select an item to set up from the drop down list below and add the information specific to your organisation Click help for more Select an item Assessment Criteria 7 Assessment Criteria r ji Compliance Source Document R Contract Category v Indigenous employm Document Category Feedback Category m Price competitive SAn Tepe Source z Quality assured aana T N Positions w nate oiiae Quality Records Category Site Information EA Track record Training Type Work Area Character count 50 Option Here ADD Add an option Enter To add or remove items in the drop down menus 1 Select the list to edit using the SELECT AN ITEM drop down list Review the purpose of the drop down items by reading the related description below 3 Review the existing recommended items for applicability and delete and add items as necessary to customise to your organisation To remove an item click remove on the row the item appears To add a new item type it into the ADD AN OPTION field and click the Add button 4 Click SAVE 7 QUALITY COORDINATOR System setup Bac
25. version 3 Click BROWSE button and select the document to upload This loads a copy of digital file into the system The file is now located in the system database and can only be accessed through QUALITY COORDINATOR The copy on your computer is not affected and should be moved to an archive folder and made not accessible by staff Click SAVE A task to approve for action will now appear in the MY TASKS tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 63 of 113 Approve Document 1 2 In your MY TASKS register click the link in the DESCRIPTION column to access the APPROVAL form View the document being proposed by clicking on the DRAFT DOCUMENT link in the Draft Document section of the INFORMATION FORM To approve the document for display on the DOCUMENT REGISTER use the PUBLISH DOCUMENT radio button to indicate yes to approve and publish the document Clicking SAVE at this point will publish the document to the DOCUMENT REGISTER To reject the document use the DO NOT PUBLISH DOCUMENT radio button to indicate no to not publish the document and close the task You must provide a reason for not publishing the document before clicking Save Clicking Save at this point will close the task and the document will move to UNPUBLISHED tab To request further work on the document before reconsidering it for display on the Document Register use the NEEDS FURTHER WORK r
26. ypibaded by Hey Ted doc Ey Mary fh S0 dapa br review wah new yerna POSSS0 MENOT 12 Augus te ipuiasat fp Gaarge Tier oO Use the DOCUMENT REGISTER to Upload approve and view quality system documents eg policies procedures forms and templates management review meetings Jiste ho mery GELEE Finance ic Fiian 4 Acacia Adminisinsdan George Masager_L Jus CED Adina Juks CBD himniyit son jula CEG Schrier Sdminiairator ddmmisinston dmna Paring id J Admn ein J ls Appiming Di Search Caligo Baar i Buan i 201 Board mirei Board J kti oard Tz Set and manage the timely review of quality system documents Print reports on the documents stored on the system Workflow Once a document is uploaded for approval a task appears in the My tasks screen of the officer who has been assigned to approve the document With each step the task moves to the My tasks screen of the relevant officer Document uploaded for approval for viewing on Document Register Manager gets task to approve document Meeting Agenda Reports flag document to review Manager gets task to assign someone to review document Review officer gets task to review document Feii Gale Document updated Welcome George Manager_L4 Oocements etme ly Sa mi ioma Meeling F oO Ajr France Team Herina ri Overdue france eam Heraa a pprpve alan Taam
27. Management Team bening a Gee PAA bangga irais ini AG Eon Mage Dua dats INE Ad ih 7 FES iPr ph Status ne uae TES CE Diar Liwe bee pap 2 manv fhe Prin een beai IRAE paiya meri ae e r Pepe pia cuirean and f E Haen NE mamn MAS MOUTE CEN RE MED Ar CEs oo E n Bee e Ta chase fe mewing drie ph si ihe aga dale ins ee hinia heids pria ve raia Tit chenge a i Quality agenda hama Serita te G0 Aidis LETAT Thai riptinn Argi imbar Dai Chibi A HEI We aed Ema erred Dalry mai Jide CHG CHD i Camp lanne regiinemens Santen Deesicripgios Arraigned ier Due Chae Biain OHE mant Frami aeeomeee Cifiner Hemanin inks dk JHS mt Hiii a LF Draco oer pami i daya haor pogar fering matii Trami oor Maite a Ta ree By Tote dare wo vast G daya Fire miraia again ie a n E Se Fiica The Meeting details section allows you to edit the time and date of the next scheduled occurrence of the meeting and check off in the system if the meeting has occurred See instructions to Reschedule a meeting The Meeting participants section displays staff members who have been identified as participants in the meeting These staff will receive meeting reminders The Agenda items report shows all current closed and tasks from all registers for that have been referred to the meeting for review and monitoring doc_094_QCTrainingManual_v2_rev_300612 Page 35 of 113 Meeting participants Particpant ts Meeting time Se ect st
28. Manager My profile Logout search _ Tasks m Contact detalls pent r tee Compieds the fer jo come a Conia Chek Gave bp Complete at Added cant o7 A567 5678 del iris m 0467 Teo TPI flr 4 i bei mannisomebignond com Geange w alna cima FRA Manager Ach kazike Saal type Finance and Admrnistration Manager Lencame Adimenari ie i select Meo saff manegat To create a new password type a new password into the Password field and click save Remember to keep a record of your password in a safe location doc_094_QCTrainingManual_v2_rev_300612 Page 13 of 113 Screen display search print and help Quality Coordinator features the following navigational devices and links to help you move around the system sort and filter information in the register screens and search and print Searching Search Continual improvement E ER To search for items in Quality Coordinator 1 Select the register you want to search within from the drop down list 2 Enter the search text key words for your search 3 Click go Sorting and filtering Work area Approving Officer Category Review date Meeting v v v y Clinic Position vacant Clinic Manager Checklist 29 08 2012 Clinic HR Harry Finance Manager Finance Manager Form 06 09 2011 SMT Columns that have a light grey bar below the column title allow for the register items to be sorted Clicking on the column title will sort the register items alphabetically C
29. QUALITY COORDINATOR MANAGE QUALITY SAFETY AND RISK IN YOUR ORGANISATION Quality Coordinator User Manual Version 2 0 a K gt sy e of r ER Quality i id EF mN 2g 8 W nagement System QUALITY MANAGEMENT SYSTEM G QUALITY COORDINATOR 20 20 Integrated Solutions 2012 i ai doc_094_QCTrainingManual_v2_rev_300612 Page 2 of 113 CONTENTS CONTENTS eras E eae odie ea etapa Ses nee pate ieee ame encase gone ee oeeae oealap ar euas aes eaeanes 3 CORE PRINCIPLES OF OUALITY MANAGEMEN T ecni N E 4 INTRODUCTION TO 20 20 QUALITY COORDINATOR cccccccccceccceceeceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeee ss 11 LOGIN AND NAVIGATION censa a T E E T N O 13 SYOUEM SET UP vcicsiietosseieriadinewesonenccvaeass E AA 17 CONTAC Socii a a a AEE 31 WMEETINGS REGISTER uiii E 35 TASKS zca a a aa a a a sas 39 TASKS APPROVE FOR ACTION censore E E E E E aoe wer lias 41 TASKS SACHON ciai EAEN N ENEA 43 TASKSSAPFROVA Dora eee tee eee 45 SERVICE DELIVERY DETERMINING CLIENT REQUIREMENTS 0 oe eee eeeeeeeeeeeeeeeeeeeeaeeeeeaeeeeeeeeeeaneeens 47 CONTRACTS aiies lioi a a a a aei aao a ae eea aaa 49 COMPLIANCE REQUIREMENTS REGISTER ssivsss sess cescsdevesdoatinsviassvcestnsedastinetan cpeaeeaseseiieusesatevstdoeksnetsetass 53 DOCUIVIENTATIONIREOQUTRENMIENT Saicisatitacceaheiesuniiccautaiecateiccnnntasieerunte cose uhasesanaaeearananates AEAN 59 DOCUMENTS REGISTER scvcsiecsscsanscovatoenictvcashucss
30. SCRIPTION column This column displays a document icon as a link to open the document and the first 40 characters of the title of the document Click the icon to open or save a copy of the document Roll your cursor over the document tile link to see the entire description Click the document title link to be taken to the Information form relating to the item ID column This column displays the unique identification number automatically allocated to the document item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register GOODS SERVICES SUPPLIED column This column displays a description of the goods or services provided by the supplier MEETING column This column displays the staff team meeting given the responsibility to monitor the item and consider future reviews Data in this column can be sorted and filtered NEXT REVIEW column This column displays the date that the supplier is next due for review Data in this column can be sorted and filtered STATUS column This column displays the status of the supplier An Upcoming status means that the due date for next task in the workflow eg approve for action review approve etc is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered WORK AREA column This column displays the wo
31. See instructions for setting up contacts and assigning the work area UPCOMING APPROVALS tab This tab displays all actions currently being undertaken but not yet complete that will be coming to you for approval in the future PAST TASKS tab This tab displays all closed tasks that you have been involved in Task Register columns TASK TYPE column The TASK column displays the type of task that has been assigned to you Data in this column can be sorted and filtered Quality Coordinator includes the following types of tasks REGISTER column This column displays the register that the task is related to Data in this column can be sorted and filtered DESCRIPTION column This column displays the description of the item created in the related register The text in this column acts as a hyperlink to the INFORMATION FORM of the related register item DUE DATE column This column displays the due date for the task that you have been assigned In the case of a meeting reminder this column displays the meeting time and date Data in this column can be sorted and filtered ACTION OFFICER column This column displays the name of the officer assigned to carry out the task Data in this column can be sorted and filtered APPROVAL DATE column This column displays the date the tasks undertaken were approved Data in this column can be sorted and filtered DATE COMPLETED column This column displays the date the action officer completed the required
32. The QUALITY RECORDS REGISTER can be useful to provide easy access to records required as evidence for the purposes of accreditation Q y QUALITY MANAGEMENT SYSTEM Welcome George F amp A_Manager My profile Logout QUALITY COORDINATOR Search Documents c E Documents Register Print Help Documents Contracts ee a Me New and revised Overdue 3 of 3 items See all items Description Work area Approving Officer Category Meeting Status ww wv doc_007 is Vehicle servicing audit report October 2010 Administration Julia CEO eses aa a a v Approved Audit Senior Management Team report Meeting is Christine Clinic Audit ctic it 24 12 10 i T leei App Practice equipment audit 2 10 Clinic Manager report Clinic Team Meeting amp pproved doc_008 I Environmental safety audit report October 2010 Administration Julia CEO V Approved doc_032 Use the Record Register to Upload approve and view records relating to quality management eg audit reports and program evaluations Add a quality record 1 Go to the DOCUMENT REGISTER and click on ADD DOCUMENTS and scroll to select ADD A QUALITY RECORD 2 Inthe RECORD TITLE field enter a brief title for the contract This is the title that staff will see on the register so the tile should be short and descriptive Up to 100 characters approximately 16 words are allowed Completing this field is mandatory 3 Inthe FILE REFERENCE NO field enter the physical file reference for wher
33. This column displays the source of the compliance requirement identified when the item was created Data in this column can be sorted and filtered STATUS column This column displays the status of the compliance action An Upcoming status means that the due date for next task in the workflow eg action approval is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered WORK AREA column This column displays the work area that the compliance requirement relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 55 of 113 Create a compliance requirement 1 10 Go to the COMPLIANCE REGISTER and select SCHEDULE a compliance requirement Note Only users with manager permissions can schedule a compliance requirement The eciecule is not set Eda Schedule Number of days t approve compliance acten Mambe of faya to do cometance acion COMPLIANCE REQUIREMENT enter the title of the compliance requirement Up to 150 characters approximately 25 words are allowed SOURCE OF COMPLIANCE REQUIREMENT use the drop down menu to choose the relevant entry The Quality Coordinator Administrator can edit what appears in this menu See compliance source note below WORK AREA use the drop down menu to select the work area that the audit most relates to MEETING TO BE REFERRED TO use the drop dow
34. U A Upgimng Adoenataton Team Weeting A Upcoming iamma ibni Taam eee A Dejus STERN TAa Meee A amis A ay Al am bi Reve Aamar aion Team Weeding Yu Approved iarmxtabon Taam Ween Overdue Aims T a re Waterss o Ap Adminearaion Team Herang A Upcoming Upload approve and view contracts and agreements eg funding contracts supplier contracts and MOU s Upload approve and view quality system records eg audit reports evaluations business plans and minutes of Manager gets task to approve the reviewed document Tinea can reject document Document is available on the Document Register tae can request changes Document available on Document Register doc_094 QCTrainingManual_v2_rev_300612 Page 61 of 113 Documents register tabs and columns E Documents Register Print E Hep Documents Contracts Quality Record New and revised Unpubiished Add documents Y 13 of 13 items See ail items File Description Work area Approving Officer Category Review date Meeting r v Y vr Tabs ALL DOCUMENTS tab This tab displays all published approved documents in the Document Register CONTRACTS tab This tab displays contracts uploaded to the register QUALITY RECORDS tab This tab displays quality records uploaded to the register NEW AND REVISED tab This tab displays recently added or reviewed document in the Document Register UNPUBLISHED tab This tab displays documen
35. a recurring item will place future occurrences of the item on hold It will not affect the current item in progress 14 After selecting the frequency and recurrence settings click OK 15 Click SAVE A reminder task will appear in the MY TASKS tab of the staff member prior to the event as per the date settings identified in the schedule Completing this field is mandatory doc_094_QCTrainingManual_v2_rev_300612 Page 108 of 113 MEASUREMENT ANALYSIS AND IMPROVEMENT EVALUATION At the heart of an organisation s quality system are processes for monitoring and evaluating its own performance and responding to ideas for improvement to service delivery and administration In some circumstances the effectiveness of the service provided to a client cannot be immediately determined Examples of this include where a treatment plan for a client has been planned but its effects will not be known until a later date ISO 9001 requires that processes for managing this type of engagement with the client are defined and managed Processes for managing such things could include a patient recall system and processes for reviewing client progress against a treatment plan The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 8 1 General The organization shall plan and implement the monitoring measurement analysis and improvement processes needed a todemonstrate conformity o
36. adio button to send a task to a staff member to carry out further work on the document You must provide a reason for not publishing the document before clicking Save Clicking SAVE at this point will send a task to the review officer to action your instructions for further work In the REASON FOR RE WORK OR REJECTION field state a reason for requesting further work or not publishing the document Completing this field is mandatory if further work has been requested or if the document has been rejected for publishing In the INSTRUCTIONS FOR RE WORK FIELD enter any specific instructions for the action officer relating to how to carry out the action requested Use the REVIEW OFFICER drop down menu to choose the staff member who is most appropriate to carry out the action requested This does not have to be the same officer that carried out the initial actions Completing this field is mandatory if further work has been requested In the RE WORK REQUIRED BY field enter the date by which time the re work action should be completed Completing this field is mandatory if further work has been requested 10 Click Save A task to action will now appear in the MY TASKS tab of the review officer Approve for review Document 1 In your MY TASKS register click the link in the Description column to access the APPROVE FOR REVIEW form Use the TAKE ACTION ON THIS DOCUMENT REVIEW radio button to yes identify action to be carried out or no take n
37. all rembe Schedule isi aean Set up a meeting 1 Go to the meetings register and click SETUP MEETING 2 Use the select a meeting drop down menu to select a meeting note if the meeting you want to set up is not in the drop down menu the system administrator will need add the meeting name to the system 3 Use the meeting participants drop down menu to select participants for the meeting Only users set up in the system will be visible See instructions under contacts for information about setting up users in the system Click ADD PARTICIPANT to add the selected person to the meeting 5 Use the MEETING CHAIR drop down menu to select the person who usually chairs the meeting Only users set up in the system will be visible See instructions under contacts for information about setting up users in the system 6 In the REMINDER DAYS field set how many days prior the participants should receive a task reminder to attend the meeting 7 Click SAVE Edit Schedule Clicking this button allows you to schedule the frequency and recurrence pattern for the meeting There are four main options daily weekly monthly and annually Within each of these options a variety of parameters can be set Daily Weekly sent x r Recurrence pattern r Recurrence pattern 7 rca Every 1 day s Wey Recur every 1 weeks s on ae hay well se C Monday C Tuesday C Wednesday Thursday r Range of recurrence Start Date No end
38. ces and that it evaluates the level of client satisfaction with its services The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 7 2 3 Customer communication The organization shall determine and implement effective arrangements for communicating with customers in relation to a product information b enquiries contracts or order handling including amendments and c customer feedback including customer complaints 7 5 4 Customer property The organization shall exercise care with customer property while it is under the organization s control or being used by the organization The organization shall identify verify protect and safeguard customer property provided for use or incorporation into the product If any customer property is lost damaged or otherwise found to be unsuitable for use this shall be reported to the customer and records maintained see 4 2 4 doc_094 QCTrainingManual_v2_rev_300612 Page 81 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 82 of 113 CUSTOMER CLIENT FEEDBACK REGISTER An organisation striving for excellence and best practice will be capable of providing high levels of customer service This can include being effective and responsive in how feedback is handled and clients are responded to The CUSTOMER FEEDBACK REGISTER displays customer feedback that has been received and the action taken if any to respond to th
39. chedule an audit 1 Go to the AUDIT REGISTER and select SCHEDULE AN AUDIT Only users with manager permissions can schedule an audit The schedule is not set Eda Senedule Tyee of audi Berinr Number of days to complete the aadi ALE organ W internal External Humber of days jo appren midt To be advised Select Westing to be referred bo Select Approving Officer Select n 1 Oficer Select maeinucions tor Acton Okar 10 11 12 13 AUDIT NAME enter the title of the audit Up to 150 characters approximately 25 words are allowed TYPE OF AUDIT use the radio buttons to identify the type of audit to be conducted See audit type note below AUDIT ORIGIN use the radio buttons to identify if the audit is being conducted by staff or by an external 3rd party AUDIT TOOL enter the name of the audit tool to be used If the audit tool is on the document register include the document number eg doc_0210 audit tool AUDIT REPORT TEMPLATE use the drop down menu to select an audit report template to be used This list will show documents from the Document Register and once saved will provide a hyperlink to the document If the Audit Tool is not yet on the Document Register leave the selection To be advised Additional notes about the audit tool to be used can be made in the Instructions box WORK AREA use the drop down menu to select the work area that the audit most relates to Meeting to b
40. clude program ecurrence pattern Daily Weekly Recur every 1 year s B Monthly 9 Yearly On Select x 1 O On the Select Select x of Select r Range of recurrence Start Date Noend End after 1 Run s has run 0 time s End after Halt schedule cert ett or service delivery evaluations and the effectiveness of Cl actions Examples of compliance audits include OH amp S audit or how well the organisation is following a stated procedure on the document register doc_094_ QCTrainingManual_v2_rev_300612 Page 76 of 113 Note about recurring audits if an audit is not completed by the time of the next recurrence date Quality Coordinator automatically closes the audit and labels it as missed Audits not completed by the due date are reported through the Management Review report in the Reports module HALT SCHEDULE use the radio buttons to cease the audit Selecting Halt schedule for a recurring audit will place future occurrences of the audit on hold It will not affect the current audit in progress Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 77 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 78 of 113 QUALITY RECORDS The QUALITY RECORD REGISTER displays and provides access to permanent records of activity relating to quality management systems These include audit reports and program evaluations
41. cription of what needs to be done to review the document Completing this field is mandatory 4 Inthe INSTRCUTIONS FOR REVIEW OFFICER field enter any specific instructions for the review officer relating to how to carry out the action requested 5 Use THE REVIEW OFFICER drop down menu to choose the staff member who is most appropriate to carry out the document review Completing this field is mandatory 6 Inthe DUE DATE FOR COMPLETION OF REVIEW field enter the date by which time the review should be completed Reviews not checked off by the action officer as complete by this time will show as overdue in the status column Completing this field is mandatory 7 Inthe COMMENTS field enter any further information you feel is relevant to this item 8 Click SAVE A task to review will now appear in the My Tasks tab of the review officer doc_094 QCTrainingManual_v2_rev_300612 Page 51 of 113 Review Contract 1 In your My Tasks register click the link in the Description column to access the REVIEW DOCUMENT form instructions Review Details Veron 100 a Ac pew Vernier Brase Fee Gat pox ge test doc vi cock 2 Review the instructions from the approving officer regarding the action to be taken and carry out the tasks required 3 Record the action taken to review the document in the DESCRIPTION OF ACTION TAKEN field o If the contract will not be renewed note this in the field o If the contract will be renewed not
42. dependent upon the effect of the purchased product on subsequent product realization or the final product The organization shall evaluate and select suppliers based on their ability to supply product in accordance with the organization s requirements Criteria for selection evaluation and re evaluation shall be established Records of the results of evaluations and any necessary actions arising from the evaluation shall be maintained see 4 2 4 7 4 2 Purchasing information Purchasing information shall describe the product to be purchased including where appropriate a requirements for approval of product procedures processes and equipment b requirements for qualification of personnel and c quality management system requirements The organization shall ensure the adequacy of specified purchase requirements prior to their communication to the supplier 7 4 3 Verification of purchased product The organization shall establish and implement the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements Where the organization or its customer intends to perform verification at the supplier s premises the organization shall state the intended verification arrangements and method of product release in the purchasing information doc_094 QCTrainingManual_v2_rev_300612 Page 66 of 113 SUPPLIERS REGISTER The quality of your suppliers can have a direct impact on the quali
43. desss 105 MEASUREMENT ANALYSIS AND IMPROVEMENT EVALUATION 0 ee eeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeaneeens 109 OUALITY COORDINATOR REPORTS cccp E E a 110 EMBEDDING QUALITY COORDINATOR INTO THE CULTURE AND PRACTICE OF AN ORGANISATION 111 APPENDIX RELEASE NOTES SEPTEMBER ZOT ronen E 112 doc_094_QCTrainingManual_v2_rev_300612 Page 3 of 113 CORE PRINCIPLES OF QUALITY MANAGEMENT This International Standards Organisation have developed the following eight quality management principles on which the quality management system standards of the ISO 9000 2000 and ISO 9000 2008 series are based Principle 1 Customer focus Organizations depend on their customers and therefore should understand current and future customer needs should meet customer requirements and strive to exceed customer expectations Principle 2 Leadership Leaders establish unity of purpose and direction of the organization They should create and maintain the internal environment in which people can become fully involved in achieving the organization s objectives Principle 3 Involvement of people People at all levels are the essence of an organization and their full involvement enables their abilities to be used for the organization s benefit Principle 4 Process approach A desired result is achieved more efficiently when activities and related resources are managed as a process Principle 5 System approach to management Identifying unde
44. e OHS Incidents Register and select Record an OHS incident 2 OHS INCIDENT enter a description of the safety issue or incident observed Up to 2000 characters approximately 350 words are allowed 3 PERSON RECORDING INCIDENT use the drop down menu to select the name of the staff member reporting the incident or issue TYPE OF INCIDENT use the drop down menu to select the incident or issue type 5 Work area use the drop down menu to select the work area that the incident or issue most relates to MEETING TO BE REFERRED TO use the drop down menu to select the staff team meeting that is best able to review the issue and determine what action should be taken 7 APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to determine and approve action to be taken Only people with manager system permissions are able to approve items 8 Click SAVE A task to approve for action will now appear in the MY TASKS tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 91 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 92 of 113 REPAIRS REGISTER The quality of an organisation s physical infrastructure eg consult rooms meeting spaces reception areas equipment and offices generally has a direct impact on the quality and professionalism of the services that can be provided Organisations should have
45. e action requested Use the REVIEW OFFICER drop down menu to choose the staff member who is most appropriate to carry out the action requested This does not have to be the same officer that carried out the initial actions Completing this field is mandatory if further work has been requested In the RE WORK REQUIRED BY field enter the date by which time the re work action should be completed Completing this field is mandatory if further work has been requested 10 Click Save A task to action will now appear in the MY TASKS tab of the review officer doc_094 QCTrainingManual_v2_rev_300612 Page 65 of 113 SERVICE DELIVERY PURCHASING AND SUPPLIERS The quality of the goods an organisation purchases can have an impact on the quality for services provided to clients This can be particularly critical if the goods purchased are used to provide health related services ISO 9001 requires that the organisation controls the purchase of goods by evaluating suppliers against predetermined criteria clearly stating purchasing requirements inspecting receipted goods and reviewing supplier performance The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 7 4 Purchasing 7 4 1 Purchasing process The organization shall ensure that purchased product conforms to specified purchase requirements The type and extent of control applied to the supplier and the purchased product shall be
46. e contract is confidential or an electronic file is not available create a word document containing a statement to that effect eg The terms of this contract are confidential A copy is held in the company safe 15 Click SAVE A task to approve for action will now appear in the MY TASKS tab of the approving officer Approve Contract 1 In your My Tasks register click the link in the Description column to access the Approve form 2 View the contract being proposed by clicking on the Draft Document link in the Draft Document section of the information form 3 To approve the document for display on the Document Register use the Publish Document radio button to indicate yes to approve and publish the document Clicking Save at this point will publish the document to the Document Register 4 Toreject the document for display on the Document Register use the Do not Publish Document radio button to indicate no to not publish the document and close the task You must provide a reason for not publishing the document before clicking Save Clicking Save at this point will close the task 5 To request further work on the document before reconsidering it for display on the Document Register use the Needs Further Work radio button to send a task to a staff member to carry out further work on the document You must provide a reason for not publishing the document before doc_094 QCTrainingManual_v2_rev_300612 Page 50 of 113 clic
47. e feedback QUALITY COORDINATOR unten set up isto Admnsireior iope Lygi Customer feedbact P EJ Tr ming ane Licensing Argon Cficer z Amun piana pokey i mii eons FSA _VWansgar all win F Tish Jecepionej hami A Uncomng als Use the Customer Feedback Register to Record customer feedback received by the organisation Delegate tasks to a staff member to respond to the feedback View all current and past client feedback recorded and any associated action taken Print reports on customer feedback Workflow Once feedback is reported a task appears in the MY TASKS screen of the officer who has been assigned to delegate action With each step the task moves to the MY TASKS screen of the relevant officer Manager can request further work Customer feedback recorded in Register Meeting Agenda Reports flag feedback item Manager gets task to assign someone to respond to feedback Delegated officer gets reminder to carry out action Action done Manager gets task to approve the action taken Customer client feedback workflow doc_094_QCTrainingManual_v2_rev_300612 Page 83 of 113 Customer client feedback register tabs and columns Print Q Help All customer feedback __ Report customer feedback 2 of 2 items See all items Action Officer Work area Approving Officer Action te be taken Due date y hd Tabs CUSTOMER FEEDBACK IN PROGRESS tab
48. e of contracts or orders acceptance of changes to contracts or orders and shall ensure that a product requirements are defined b contract or order requirements differing from those previously expressed are resolved and c the organization has the ability to meet the defined requirements Records of the results of the review and actions arising from the review shall be maintained see 4 2 4 Where the customer provides no documented statement of requirement the customer requirements shall be confirmed by the organization before acceptance Where product requirements are changed the organization shall ensure that relevant documents are amended and that relevant personnel are made aware of the changed requirements 5 2 Customer focus Top management shall ensure that customer requirements are determined and are met with the aim of enhancing customer satisfaction see 7 2 1 and 8 2 1 doc_094 QCTrainingManual_v2_rev_300612 Page 47 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 48 of 113 CONTRACTS The Contracts Register displays and provides access to funding agreements contracts MOU s supplier contracts staff contracts that have been approved for use in the organisation Keeping track of contract renewal dates and related compliance requirements is an important part of effective contract management e OUALITY MANAGEMENT SYSTEM Viecome George FRA Manager My prole Liegnari 2 QUALITY COORDINATOR Search
49. e principles behind the design and functionality of the Quality Coordinator software are Quality is about culture and values Leaders have a responsibility to promote and ensure a culture of excellence in practice Shared responsibility All staff not just managers have a shared responsibility for managing quality and contributing to good results for clients and the continual improvement of the organisation Quality Coordinator supports organisations to implement a systems approach to management through continual improvement and a factual basis to decision making Successful organisations work on the principle that quality is everyone s business which is why Quality Coordinator includes a range of features to support teams and individuals to build a culture of excellence and shared responsibility Key features Managing the workload Quality Coordinator supports managers to manage and teams to share tasks and information Features include Built in electronic workflows for 10 key business processes that move tasks from person to person and sends automatic email reminders to staff about key actions to be undertaken My task inbox for each staff member displaying current tasks and a My team s tasks screen showing the status of all tasks in progress for all members of your work team Activity reports showing categorised against teams work areas or individuals the status of all current and upcoming tas
50. e referred to use the drop down menu to select the staff team meeting that is best able to review the audit once complete and determine what action should be taken Completing this field is mandatory APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to approve the audit once complete Only people with manager system permissions are able to approve items ACTION OFFICER use the drop down menu to choose the staff member who is most appropriate to carry out the audit INSTRUCTIONS FOR ACTION OFFICER enter any instructions for the action officer relating to how to carry out the audit NUMBER OF DAYS TO COMPLETE THE AUDIT enter the number of days the action officer will need to conduct the audit NUMBER OF DAYS TO APPROVE THE AUDIT enter the number of days the approving officer will need to approve the audit report The number of days stated here will be subtracted from the due date doc_094 QCTrainingManual_v2_rev_300612 Page 75 of 113 14 SCHEDULE AN AUDIT Clicking on the Edit Schedule button allows you to schedule the frequency and recurrence pattern for the task There are four main options daily weekly monthly and annually Within each of these options a variety of parameters can be set Once off events Use the daily screen to schedule a once off event 1 Select Every 1 day 2 Select the date the event is due for completion Date of first occ
51. e same officer that carried out the initial actions Completing this field is mandatory if further work has been requested 6 Inthe RE WORK REQUIRED BY field enter the date by which time the re work action should be completed Completing this field is mandatory if further work has been requested 7 Click SAVE A task to action will now appear in the My Tasks tab of the review officer doc_094 QCTrainingManual_v2_rev_300612 Page 52 of 113 COMPLIANCE REQUIREMENTS REGISTER Ensuring that compliance requirements are monitored and completed within the required timeframe helps to minimise risk to the organisation As compliance requirements are generally related to legal and contractual requirements not completing them can result is penalty or loss of reputation The Compliance Requirements Register displays compliance related tasks that have been scheduled or completed and the action taken as part of the organisation s compliance obligations QUALITY MANAGEMENT SYSTEM QUALITY COORDINATOR Group Description Approving Moar Wacome Gerpe Finance Giger Compliance requrements Adion Officer hy polia Legaut Pot E Hep oS times See si Gems cam Di2 an Agreemeni with Baar prover Admumshation Juis CEG Date Campi THON A Dyeriue com_O13 piz Cooimee MATI mesi Health Promotion duka CEO atez ji 27 RAO p A Upcoming Gaange F G Finardi comms m3 vehicle sepsiratiais Administration Ta gee oe ee masmi AX Upc
52. e the hard copy of the record is stored on your records management filing system if relevant In the RECORD DESCRIPTION field briefly describe the purpose of the contract 5 Use the CATEGORY drop down menu to select the most relevant category for the record Completing this field is mandatory 6 In the AUTHOR field enter the organisation name of the creator of the record 7 Inthe COMMENT field enter any comment relevant to this record that would be useful for the system to record 8 Use the WORK AREA drop down menu to select the work area that the record most relates to Completing this field is mandatory 9 Click BROWSE button and select the document to upload This loads a copy of digital file into the system The file is now located in the system database and can only be accessed through Quality Coordinator The copy on your computer remains in its location is not affected 10 Click SAVE doc_094 QCTrainingManual_v2_rev_300612 Page 79 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 80 of 113 SERVICE DELIVERY CLIENT SATISFACTION An organisation striving for excellence and best practice will be capable of providing high levels of customer service This can include literature and other information about the services available as well as being effective in how enquiries are handled and clients are responded to ISO 9001 expects that the organisation can demonstrate that it provide clear information about its servi
53. e this in the field 4 lf the actions are complete click the YES radio button next to Action Complete A task to approve will now appear in the My Tasks tab of the approving officer 5 If you will come back to the task later you can make notes of action taken and leave the ACTION COMPLETE button set to No and click Save The task will stay with you until you click YES and SAVE To record new actions click the ADD button and enter the new action taken Click SAVE 6 Click SAVE A task to approve will now appear in the MY TASKS tab of the approving officer Review approval Contract 1 In your My Tasks register click the link in the Description column to access the Approve Form 2 If you are satisfied with the actions taken recommendations of the action officer click YES and SAVE 3 To prevent future reviews of the contract you need to un publish the contract click un publish in the yellow information form The contract will still be visible in the UNPUBLISHED tab 4 To request further work be done use the NEEDS FURTHER WORK radio button to send a task to a staff member to carry out further work You must provide a reason for choosing this option before clicking Save Clicking SAVE at this point will send a task to the review officer to action your instructions for further work 5 Use the REVIEW OFFICER drop down menu to choose the staff member who is most appropriate to carry out the action requested This does not have to be th
54. effective processes for maintaining the organisation s physical infrastructure to ensure high standards of service delivery and compliance with legal obligations in relation to workplace safety The REPAIRS REGISTER displays requests for repairs to plant and equipment that have been reported by staff A y r cut QUALITY COORDINATOR System setup Veetcome Aurreristrator y protee Laguut m P Seerch fiepars cJ AaiSts Compliance requirements Comtinual impeowement Customer feedback OHSS inddents Suppliers Training and Licensing Repairs Register pet BP Hep Work area Approving Officer Adion Officer Due dale Status rep_DOz Wrieknerd aot prag oul hes pepe but egthag puting Admanisinetor George Fb4_Manope IANAO A Upcomng reo 0 FAO Ter erry he Sever A GN Cormng oF A Cena al ehor Saorg FRA Manage 22 1 182010 jocong Pr 7 r 7 9 f Use the Repairs Register to Record staff requests for repair or maintenance of plant and equipment Delegate tasks to a staff member to manage repairs or maintenance View all current and past repair requests and any associated action taken Print reports on repairs and maintenance undertaken Workflow Once a repair is requested a task appears in the My tasks screen of the officer who has been assigned to approve the supplier With each step the task moves to the MY TASKS screen of the relevant officer Manager can request further work proval Repair or maintenance Meeting Ag
55. em and continually improve its effectiveness e ensure client customer and community requirements can be met to satisfactory levels e ensure the organisation continues to meet legal regulations and e support and enhance staff capability The overall requirements for resource management human resources are stated in the following sections of the ISO 9001 Standard 6 2 Human resources 6 2 1 General Personnel performing work affecting product quality shall be competent on the basis of appropriate education training skills and experience 6 2 2 Competence awareness and training The organization shall a determine the necessary competence for personnel performing work affecting product quality b provide training or take other actions to satisfy these needs c evaluate the effectiveness of the actions taken d ensure that its personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of the quality objectives and e maintain appropriate records of education training skills and experience see 4 2 4 doc_094 QCTrainingManual_v2_rev_300612 Page 103 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 104 of 113 TRAINING AND LICENSING REGISTER The TRAINING AND LICENSING REGISTER is designed for the tracking of mandatory requirements for staff members to perform their role It allows for recurring requirements such as annual training to be scheduled a
56. en nonconforming product is detected after delivery or use has started the organization shall take action appropriate to the effects or potential effects of the nonconformity doc_094_QCTrainingManual_v2_rev_300612 Page 98 of 113 CONTINUAL IMPROVEMENT REGISTER At the heart of an organisation s quality system are processes for monitoring and evaluating its own performance and responding to ideas for improvement to service delivery and administration The CONTINUAL IMPROVEMENT REGISTER displays suggestions for improvements to service delivery or business processes that have been received and the action taken if any to respond to the suggestions Processes for continual improvement include improvement suggestions arising from adverse events and improvement suggestions arising from ideas for improving a process before something goes wrong omre Administrator e 3 oad a UAI ITY COOR DINAT OR rean serus y OTOF yout 30 5earca nirmi puremat Gy pete ete OHAS inodents Repairs Suppliers Traning ard Lacensing Compliance requirements Weg re borer nny Customer foecmack Continua improvement Register BD ves Anproving Officar Action ty he taken v CLOR seryce darit fla Use the Continual Improvement Register to Record suggestions for improvement from staff or suggestions for outside the organisation Delegate tasks to a staff member to take on action suggestions for improvement View all current and past
57. enda Reports Delegated officer gets Manager gets task to requirement recorded in flag Repair request reminder to respond to approve the action taken Register Manager gets task to repair request assign someone to respond to the repair Action done Repairs workflow doc_094 QCTrainingManual_v2_rev_300612 Page 93 of 113 Repairs register tabs and columns Repairs Register Print E Help Description Work area Approving Officer Action Officer Due date Status pre o a E Repairs in progress Closed repair items All repair items ka a vw Ww Tabs REPAIRS IN PROGRESS tab This tab displays the repair items in actions and those being considered for approval CLOSED REPAIR ITEMS tab This tab displays repair items that have been completed and approved All repair items tab This tab displays all repair items current and closed Columns ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the required action Data in this column can be sorted and filtered ACTION TAKEN column This column displays the first 40 characters of the description of the first action in relation to the item Roll your cursor over the link to see the entire description Click the link to the taken to the Information form relating to the item Approving officer column This column displays the name of the staff member who has responsibility to approve the repair item Data i
58. er gets task Manager gets task to recommended for approve supplier flag supplier to review to review supplier approve the reviewed approval Manager gets task to supplier assign someone to review supplier a can reject supplier can request changes Supplier is visible on the Supplier visible on Suppliers Register when Suppliers Register approved Supplier approval and review workflow doc_094 QCTrainingManual_v2_rev_300612 Page 67 of 113 Suppliers register tabs and columns cy Suppliers Register Print E Help Awaiting approval Add a supplier 1 of 1 tems See allitems Date approved Next review Status v hd vpr Description Work area Meeting Goods services supplied Ww y Tabs APPROVED tab This tab displays all approved suppliers PAST tab This tab displays suppliers who were approved in the past but are no longer approved AWAITING APPROVAL tab This tab displays suppliers that have been recommended for approval Columns APPROVING OFFICER column This column displays the name of the staff member who approved the document when it was uploaded to the register and who has responsibility to approve its future review Data in this column can be sorted and filtered DATE APPROVED column This column displays the date the supplier was most recently approved Date removed as supplier column This column displays the date that the supplier s approval status was revoked DE
59. f the product b to ensure conformity of the quality management system and c to continually improve the effectiveness of the quality management system This shall include determination of applicable methods including statistical techniques and the extent of their use 8 2 1 Customer satisfaction As one of the measurements of the performance of the quality management system the organization shall monitor information relating to customer perception as to whether the organization has met customer requirements The methods for obtaining and using this information shall be determined 7 5 2 Validation of processes for production and service provision The organization shall validate any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement This includes any processes where deficiencies become apparent only after the product is in use or the service has been delivered Validation shall demonstrate the ability of these processes to achieve planned results The organization shall establish arrangements for of these processes including as applicable defined criteria for review and approval of the processes approval of equipment and qualification of personnel use of specific methods and procedures requirements for records see 4 2 4 and revalidation doc_094 QCTrainingManual_v2_rev_300612 Page 109 of 113 QUALITY COORDINATOR REPORTS G
60. f to carry out delegated tasks Audit findings can be easily converted to continual improvement actions Manage risk and meet compliance requirements Develop a schedule of compliance requirements and the system automatically reminds staff and their managers when the action is due Print reports from the Compliance Register on all compliance requirements completed in the past and due in the future Client feedback Respond to feedback from clients customers and stakeholders Comments received from clients and stakeholders can be recorded in the Customer Feedback Register and easily converted into tasks and suggestions for improvement Workplace health and safety Hazard and incident reporting and response Report workplace health and safety issues in the OH amp S register and the OH amp S officer and relevant managers are immediately notified Determine and delegate and track tasks to respond to the issue Staff training and licensing Ensure staff maintain their required training and licensing Track and report on mandatory training requirements and licensing renewals Staff and their managers are reminded of upcoming requirements Plant and equipment maintenance Maintain plant and equipment Faulty equipment identified by staff is registered ensuring that tasks are delegated to respond to the issue Print reports on the maintenance and repairs schedule All staff can access up to date information of the status of repairs
61. fields and click save You are required to carry out the instructions provided on the form Click on the item description complete the form fields and click save You do not need to do anything other than attend the meeting This item will disappear when the meeting chair or a manager see user permissions confirms that meeting has occurred doc_094 QCTrainingManual_v2_rev_300612 Page 39 of 113 Contract You have been alerted to the fact that a contract You are required to carry out the instructions provided expiry or agreement that you are responsible for is Click on the item description complete the form fields approaching its expiry date and click save Renew You have been reminded to present your current You are required to carry out the instructions provided licence licensing registration information to your Click on the item description complete the form fields manager for checking and click save Undertake You have been reminded to attend training that You are required to carry out the instructions provided training has been organised or you have been asked to Click on the item description complete the form fields arrange and undertake training and click Task Register tabs MY TASKS tab This tab displays all current tasks that have been assigned to you and are awaiting your action MY TEAM S TASKS tab This tab displays all current tasks that have been assigned to you and the people in your work area
62. formation form relating to the item DUE DATE column This column displays the date by which the audit is due for completion This date will be earlier than the audit due date in the audit schedule unless the Days to approve audit field is set to 0 Data in this column can be sorted and filtered GROUP column This column displays the related group number of the audit Quality Coordinator automatically assigns a group number to audits This allows for recurrences of the same audit to be viewed together on the register by sorting or filtering ID column This column displays the unique identification number automatically allocated to the audit by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register MEETING column This column displays the staff team meeting given the responsibility to monitor the item Data in this column can be sorted and filtered RELATED IMPROVEMENT column This column displays links to register related items that have been generated STATUS column This column displays the status of the audit task An Upcoming status means that the due date for next task in the workflow eg action approval is in the future WORK AREA column This column displays the work area that the audit relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 74 of 113 S
63. g correctly or is out of service or calibration Out of date food medication or drugs which have not been disposed of properly Failure to meet legislative or regulatory requirements such as occupational health and safety regulations Failure to meet procedures standards or organizational guidelines Deficiencies in the quality management system or procedures The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 8 3 Control of nonconforming product The organization shall ensure that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery The controls and related responsibilities and authorities for dealing with nonconforming product shall be defined in a documented procedure The organization shall deal with nonconforming product by one or more of the following ways a by taking action to eliminate the detected nonconformity b by authorizing its use release or acceptance under concession by a relevant authority and where applicable by the customer c by taking action to preclude its original intended use or application Records of the nature of nonconformities and any subsequent actions taken including concessions obtained shall be maintained see 4 2 4 When nonconforming product is corrected it shall be subject to re verification to demonstrate conformity to the requirements Wh
64. gister Print Help Staff contacts Add a contact 12 of 12 tems See all tems Contact type Company Landline Mobile y v Mr Administrator Staff Quality Organisation Incorporated Mr George Manager_L1 Staff Quality Organisation Incorporated 07 4678 5879 0450 060 679 info 2020is com au Mr Mary Staff Staff Quality Organisation incorporated 07 5678 5090 0403 789 030 info 2020is com au Mr Julia CEO Staff Quality Organisation Incorporated 07 5678 5799 0409 567 578 info 2020is com au Mr Rory tman Business Contact Concord IT support G 07 5678 6090 0403 769 875 info 2020is com au Mr Fred Sharpe Business Contact Select Couriers se 07 6789 5789 0475 059 877 info 2020is com au Mr Rebecca Friend Staff Quality Organisation Incorporated 07 4678 5666 0403 897 654 info 2020is com au Mr Joe Blow Business Contact Potential supplier YY 08 678094 Mr Jo Supplier Business Contact Favourite supplier iY 23 2323 sae ater peseword Staff Quality Organisation Incorporated 114111111111 Sta ffer Staffer com New supplier Business Contact New supplier v 07 8678 789 678 789 788 j Pty Ltd 2010 ABN 791207107869 Terms amp Conditions About Use the Contacts Register to View the contact details for all staff View the contact details for business contacts View the contact details for Directors Board members View the contact details for customised categories of contacts Send an email to staff business contacts or Directors Board members Set up a c
65. h item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register RELATED IMPROVEMENT column This column displays links to register related items that have been generated STATUS column This column displays the status of the feedback item An Upcoming status means that the due date for next task in the workflow eg approve for action action approval is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered WORK AREA column This column displays the work area that the feedback item relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 84 of 113 Record customer feedback 1 Go to the Customer Feedback Register and select Record customer feedback 10 11 NATURE OF FEEDBACK use the radio buttons to choose the broad type of feedback received For example is the feedback mostly of a positive nature Compliment or does the feedback highlight a failing of the organisation Area for improvement In the FEEDBACK RECEIVED field enter a description of the feedback received Up to 2000 characters approximately 350 words are allowed DATE FEEDBACK RECEIVED enter the date the customer feedback was received by the organisation FEEDBACK RECEIVED BY use the drop down menu to select the staff membe
66. h to show correct next number 1161552 Not approving causes greyed out Documents and contracts not approved go to the doc_094 QCTrainingManual_v2_rev_300612 Page 112 of 113 and contracts approved doc on approved register Unpublished tab 1163099 Feedback Changes to the Feedback Received field Bug fixed in the Feedback register do not show in system event history Meetings 1161546 Meetings won t remove from meeting Meetings do not display on the Meetings Register register meeting unchecked in sys setup Meetings 1161543 Meetings not all showing in meetings Bug fixed register and not in alpha order OHS 1163517 OH amp S more commonly written without Remove ampersand the ampersand Suppliers 1161550 Supplier dropdowns showing inactive When adding a supplier in the supplier register the suppliers and not sorting alphabetically drop down menu is in alphabetical order excludes those business names that have been made inactive in the contacts list Same applies to choose an external supplier in the Repairs approve for action dropdown System 1161549 Multiple compliance items and audits Validation setting now disallows reminder days to can be accidentally created is the exceed frequency number of reminder days is greater than the frequency of the event System 1161559 Default approval time for managers too Default approval offset setting changed from 30 long days to 10 days System 1161736 Additional permission
67. he action has been marked as complete Demin JTE Christine Clint Manager Cline Manager Complete the following steps to approve the action In your MY TASKS register click the link in the DESCRIPTION column to access the APPROVE FORM To approve the actions and close the item use the APPROVE ACTIONS TAKEN radio button to indicate YES 3 Click SAVE The item is now closed To initiate further action on this item use the APPROVE ACTIONS TAKEN radio button to indicate NO and follow steps 5 8 below 5 Inthe REASON FOR RE WORK FIELD state the further action required to address this item Completing this field is mandatory if the actions have not been approved 6 Inthe INSTRUCTIONS FOR RE WORK field enter any specific instructions for the action officer relating to how to carry out the action requested 7 Use the ACTION OFFICER FOR RE WORK drop down menu to choose the staff member who is most appropriate to carry out the action requested This does not have to be the same officer that carried out the initial actions Completing this field is mandatory if the actions have not been approved 8 Inthe RE WORK REQUIRED BY field enter the date by which time the re work action should be completed Completing this field is mandatory if the actions have not been approved 9 Click SAVE A task to action will now appear in the MY TASKS tab of the re work action officer doc_094 QCTrainingManual_v2_rev_300612 Page 45 of 113 doc_094
68. ient feedback is being entered and responded to 9 Repairs and OHS Register a Ensure issues are being recorded and responded to 10 Training and Licensing Register a Schedule mandatory staff training and licensing requirements doc_094 QCTrainingManual_ v2_rev_300612 Page 111 of 113 APPENDIX RELEASE NOTES SEPTEMBER 2011 Major changes 1163516 Approving officer can t easily see the audit Hyperlink to Quality Records added on action and approval report form Contacts 1163091 Cannot create own categories for contacts Contact type drop down added to system setup to allow user to set more categories The three current types are not editable New contact types use the same form as Business Contacts Meetings 1161679 Meetings remaining in system as overdue System will auto skip meeting at 5pm 3 days after the Managers not signing them off as completed meeting date Field label to click off meetings changed label to held or cancelled Quality 1161683 No related item on quality records Related item button added to quality record information records form 1141084 Performance report difficult to interpret Major redevelopment of report System 1161694 Register items cannot be deleted from the The system administrator can now check any register item system which will hide it from display to other users System 1169836 Need to be able to change person in the Tasks are now allocated to Positions allowing new people
69. improvement Complete this form to suggest ideas to improve your organisation Click save to complete Character count 2000 Work area Select Issue behind improvement suggestion Meeting to be referred to Select Approving Officer Select Improvement identified through Select x ls this an idea from outside or External ma inside the organisation Improvement raised by Select Character count 2000 Improvement suggestion c ive h ion Ee Corrective or preventive action Corrective action Preventive action 2 ISSUE BEHIND IMPROVEMENT SUGGESTION enter a description of the problem or issue that gave rise to the suggestion for improvement Up to 2000 characters approximately 350 words are allowed 3 IMPROVEMENT IDENTIFIED THROUGH use the drop down menu to select the most relevant category for how the improvement suggestion came about 4 IS THISAN IDEA FROM OUTSIDE OR INSIDE THE ORGANISATION use the radio buttons to identify the origin of the suggestion 5 IMPROVEMENT RAISED BY use the drop down menu to select the name of the staff member making the improvement suggestion 6 IMPROVEMENT SUGGESTION enter your idea for the improvement If you are not sure how the issue reported above should be addressed simply type not sure and an action will be identified later 7 CORRECTIVE OR PREVENTIVE ACTION use the radio buttons to identify if the suggestion is the result of an adverse
70. ing contract remove V OHS legislation remove v Operational plan remove W Requirement by training body remove W Standards remove Ti State regulation remove 7 Strategic plan remove F Superannuation Act remove v Taxation Act remove E The constitution of the organisation remove Character count 50 Add an option Enter Option The items in this list appear in a drop down menu when creating a new compliance requirement in the COMPLIANCE REQUIREMENTS REGISTER Determine the sources of compliance requirements eg contracts legislation etc relevant to your organisation and add modify this list as necessary See above default settings Contact Type Select an item Contact Type x Enabled Label SAVE Business Contact Governing Body Member v Government remove Staff Character count 50 Add an option Enter Optio z ADD doc_094_QCTrainingManual_v2_rev_300612 Page 18 of 113 The items in this list appear in a drop down menu when creating a new contact in the CONTACT REGISTER Three default contact types cannot be changed Staff Governance Body Member and Business Contact Additional categories can be added eg Government Body to facilitate searching for contacts using the filter in the CATEGORY column on the Register Contract category Select an item Contract Category x Enabled Label SAVE A Funding contract remove v Memorandum Of Understanding MOU remove vi Staff contract remove v
71. ing proposed by clicking the link to the draft document If you plan to approve the document set a new date for review in the DUE DATE FOR REVISION field To approve the document for display on the DOCUMENT REGISTER use the APPROVE DOCUMENT radio button to indicate yes to approve and publish the document Clicking SAVE at this point will publish the document to the DOCUMENT REGISTER To reject the document use the DO NOT PUBLISH DOCUMENT radio button to indicate no to not publish the document and close the task You must provide a reason for not publishing the document before clicking Save Clicking Save at this point will close the task and the document will move to UNPUBLISHED tab To request further work on the document before reconsidering it for display on the Document Register use the NEEDS FURTHER WORK radio button to send a task to a staff member to carry out further work on the document You must provide a reason for not publishing the document before clicking Save Clicking SAVE at this point will send a task to the review officer to action your instructions for further work In the REASON FOR RE WORK OR REJECTION field state a reason for requesting further work or not publishing the document Completing this field is mandatory if further work has been requested or if the document has been rejected for publishing In the INSTRUCTIONS FOR RE WORK FIELD enter any specific instructions for the action officer relating to how to carry out th
72. ing the frequency and recurrence settings click OK 13 Click SAVE A task to action the compliance task will appear in the MY TASKS tab of the action officer Compliance source note The compliance source refers to where it is specified that the organisation must carry out the compliance requirement eg funding contract legislation or constitution of the organisation Note about recurring compliance requirements if a compliance requirement is not completed by the time of the next recurrence date Quality Coordinator automatically closes the compliance requirement doc_094 QCTrainingManual_v2_rev_300612 Page 57 of 113 and labels it as missed Compliance actions not completed by the due date are reported through the Management Review report in the Reports module HALT SCHEDULE use the radio buttons to cease the audit Selecting Halt schedule for a recurring compliance item will place future occurrences of the item on hold It will not affect the current item in progress Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 58 of 113 DOCUMENTATION REQUIREMENTS ISO 9001 requires that the organisation develops a Quality Manual that describes the overall quality management system ISO 9001 also requires that documents and records which are critical to the operation of the organisation are created see ISO 9001 2008 Minimum Requirements Checklist and that these documents are
73. inual improvement Customer taedbact OH amp S incitents Repairs Suppers Traineig and Licensing G Audit Register E tee Chinn auch dima AN ud dee Stacped awtt tome Echen mnie Cescipion Apprning Gaicer Action Officer gt iud 153 mW CL TN e IEL hiii atest Canya Hanaga Li EAL A y gu aud_53 pis Hew nuctl isai for ial fehi AGronatabton Jule CEO George blaneger_Li wnat A Upcoming aud_0S4 agg baji Geet jh Gbe a Raed a an ini Aamar alii George anaj L George Manor Li Det A Dagis aud _055 oor feat alae for oc Wik Asii action fom Adminstration George Uarnager_t George Manager in e ok Ry A Upcoming aud 055 gj Taal fey atii arag lie ina bari Aami Aon uke CED Darga Manager 7 PEETA KE A lpcamng Use the Audit Register to Schedule internal and external audits Delegate tasks to a staff member to carry out or oversee audits View all current and past audits recorded and any associated action taken Print reports on the audit schedule Workflow Once an audit is created a task appears in the My tasks screen of the officer who has been assigned to conduct the audit With each step the task moves to the My tasks screen of the relevant officer Manager can request further work Audit created and Delegated officer gets Manager gets task to scheduled reminder to do audit approve the audit Audit carried out Audit report uploaded to Document Register as a quality record Aud
74. ion and add them to this list eg First aid training OH amp S training Cultural awareness training See above default settings Work area Sat ie Work Area O Enabled Label SAVE Ki Clinic remove F Corporate administration remove Fi Finance remove V HR remove Ki Programs remove Character count 50 Add an option Enter Option Here ADD Additions must be made to this menu for Quality Coordinator to operate The items in this list appear in each of the registers when adding an item to a register It allows for actions to identified by the work area they relate to All registers can sort and filter based on work area and the reports generated in the Reports module provide statistical breakdowns of performance based on work area Enter the name of each work area in the organisation into this list eg Finance Clinic Administration There are no default settings for this menu doc_094_QCTrainingManual_v2_rev_300612 Page 24 of 113 ALL STAFF Responsibility Report a repair or maintenance requirement Record client feedback Suggest an improvement to service delivery Report a OHS issue Quality Coordinator Workflow One Applicable to the following registers Improvements Feedback Repairs OHS INO APPROVING OFFICER Managing responsibility Identify and delegate action to be taken What action By whom By when y I amp ACTION OFFICER Responsibility
75. ion column to access the Approve for action form 2 01 Se Ale iwy FRA Hanaga Ponce ted Acai erage Dei ETE Trish Receptional Receptionist IW 010 Flew pans po cy wE treed deni sisti 2 Use the Take action on this repair item radio button to yes identify action to be carried out in response to the issue or no take no action and close the item 3 Inthe Action to be taken field enter a description of what needs to be done to respond to the repair or maintenance required Completing this field is mandatory 4 Inthe Instructions for Action Officer field enter any specific instructions for the action officer relating to how to carry out the action requested doc_094 QCTrainingManual_v2_rev_300612 Page 41 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 42 of 113 TASKS ACTION Each of the registers include an action stage which is where officers carry out the delegated tasks report back and sign off that the tasks are complete Users who have been assigned as action officer will receive an action task in their MY TASKS screen Instructions Acton Detalls auc Genetic Description aeson ini 2th 10 lma reminder t assigned officer Tih Receptors Complete the following steps to record action 1 In your MY TASKS register click the link in the DESCRIPTION column to access the Action form Review the instructions from the approving officer regarding the action to be taken Close the ACTION FORM by
76. ion controlled prevent the unintended use of obsolete documents and to apply suitable identification to them if they are retained for any purpose 4 2 4 Control of records Records shall be established and maintained to provide evidence of conformity to requirements and of the effective operation of the quality management system Records shall remain legible readily identifiable and retrievable A documented procedure shall be established to define the controls needed for the identification storage protection retrieval retention time and disposition of records doc_094 QCTrainingManual_v2_rev_300612 Page 59 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 60 of 113 DOCUMENTS REGISTER Policies and procedures are central to smooth and consistent running of your organisation and such documents must be controlled to ensure staff have access to the most current and approved versions The DOCUMENT REGISTER displays and provides access to key documents such as policies procedures templates and forms that have been approved for use in the organisation The DOCUMENT REGISTER also accommodates the storage of contracts and of key records relating to the quality system such as audit reports program evaluations and management review meeting minutes OUAUITY MANAGEMENT SYSTEM Qi QUALITY COORDINATOR Tots Meninos comets Deca g Documents Register in rev TaN JC wsi der tor George i appoyve saimeri
77. it workflow doc_094_QCTrainingManual_v2_rev_300612 Page 73 of 113 Audit register tabs and columns Ed Audit Register Print Help Austen progress l Closed audit items All audit tems Schedule an audit 3 of 3 items See all tems Group Description Work area Approving Officer Action Officer Due date v Wag v Yy w Tabs AUDITS IN PROGRESS tab This tab displays the audits scheduled to occur and those being considered for approval CLOSED AUDIT ITEMS tab This tab displays audits that have been completed and approved It will also display audits that were missed and superseded by the next occurrence ALL AUDITS tab This tab displays all audit items current closed and missed STOPPED AUDIT ITEMS tab This tab displays all audits that have been halted Columns ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the audit Data in this column can be sorted and filtered APPROVING OFFICER column This column displays the name of the staff member who has responsibility to approve the audit Data in this column can be sorted and filtered DATE CLOSED column This column displays the date the audit was closed approved or missed Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the title of the audit Roll your cursor over the link to see the entire title Click the link to be taken to the In
78. king Save Clicking Save at this point will send a task to the review officer to action your instructions for further work 6 Inthe Reason For Re Work OR REJECTION field state a reason for requesting further work or not publishing the document Completing this field is mandatory if further work has been requested or if the document has been rejected for publishing 7 Inthe Instructions For Re Work field enter any specific instructions for the action officer relating to how to carry out the action requested 8 Use the Review Officer drop down menu to choose the staff member who is most appropriate to carry out the action requested This does not have to be the same officer that carried out the initial actions Completing this field is mandatory if further work has been requested 9 Inthe Re Work Required by field enter the date by which time the re work action should be completed Completing this field is mandatory if further work has been requested 10 Click Save A task to action will now appear in the My Tasks tab of the review officer Approve for review Contract 1 In your My Tasks register click the link in the Description column to access the Approve For Review form peeved Foi lieve eT coe ae Ais GEA Eo Disie TT 2 Use the REVIEW THIS CONTRACT radio button to yes identify action to be carried out in response to this feedback or no take no action and close the item 3 Inthe REVIEW ACTION TO BE TAKEN field enter a des
79. ks Performance reports on the effectiveness of the organisation in managing quality safety and risk Document and quality records management Access to critical corporate documents One click access to current and approved procedures policies forms and other corporate documents through the Document Register Automated and secure document control System tasks and email reminders are sent to staff when documents are due for review Version control audit trail and storage of archived documents is managed automatically Register of contracts Keep a list of contracts agreements and MOU s Quality Coordinator will remind managers of approaching expiry dates and track the actions taken to renegotiate contracts Register of quality records Upload key records such as audit reports and evaluations for secure storage and one click access to the file Continual improvement identify and act on opportunities to improve organisational systems programs and processes Suggestions for improvement on the Continual Improvement Register automatically generate doc_094 QCTrainingManual_ v2_rev_300612 Page 11 of 113 notifications for managers and work teams to delegate tasks for action View reports on the status of tasks Audit and evaluation Schedule action and monitor audits and evaluations Schedule recurring and one off audits and evaluations on the Audit Register and delegate tasks Quality Coordinator reminds staf
80. levels are New staff types have been created with the required following permissions Creator Create items in all registers but not approve Approving officer same as manager permissions System 1162124 Screen freezes when the edit schedule Bug fixed button is used in the Fire Fox web browser System 1162910 Saving a new item twice can create Bug fixed double entry System 1163095 Status seems to go overdue on the Items now go overdue at 12am on the day after morning it s due the due date System 1161682 A change of name or position title in System event history now locked to record user Contacts changes the historical record in system event history Tasks 1161660 Filtering on Action officer in My Team Bug fixed Tasks can create error when none is selected Training amp 1161653 Filtering and searching in T L register Bug fixed Licensing does not pick up one off item titles Training amp 1161735 Training approval radio button defaults Radio button defaults to null Licensing to yes Training amp 1163549 Difficult to understand how to use Improvements made to on screen instructions Licensing standard and one off item fields Training amp Closed Error after entering both standard Bug fixed Licensing licensing item and once off item when schedule is halted and all meetings held doc_094 QCTrainingManual_ v2_rev_300612 Page 113 of 113
81. ment plans Internal policies Clients and Stakeholders Resources we need to do our work Staff Equipment and Facilities The work we do and how we do it Plans Policies and procedures Forms checklists templates PD s Improvement How we improve Ideas for improvement based on reviews evaluations audits a feedback and staff ideas How well we do our work Program evaluation Audits Acquittals Reports Learnings Clients and Stakeholders Client and stakeholder satisfaction Community consultation Surveys Feedback doc_094_QCTrainingManual_v2_rev_300612 Page 9 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 10 of 113 INTRODUCTION TO 20 20 QUALITY COORDINATOR Quality Coordinator is a fully integrated software package that supports your organisation to continually improve its services and processes through better management of quality safety compliance and risk By implementing Quality Coordinator s registers your organisation can better attain and maintain accreditation with a wide range of quality standards such as ISO 9001 2008 and Quality Improvement Council Health and Community Services Standards 6th Edition The principles behind Quality Coordinator Quality Coordinator supports organisations to continually improve their services and processes through better management of quality safety compliance and risk Th
82. move v Near miss remove i Property damage remove Character count 50 Add an option Enter Option Here ADD The items in this list appear as options when recording an OHS incident in the OHS REGISTER and are used to describe the nature of the incident being reported The Reports module provides a report that summarises incidents by the items that appear in this list Determine the incident types relevant to your organisation and add them to this list eg Near miss Equipment failure Hazard Injury etc See above default settings doc_094 QCTrainingManual_v2_rev_300612 Page 20 of 113 Licence type Barkan Mm linate a Enabled Label SAVE v Drivers licence remove v Medical registration remove 7 Working with children check remov Character count 50 Add an option Enter Option Here ADD The items in this list appear as options when recording a licensing requirement in the TRAINING AND LICENCES REGISTER and are used to describe the type of licence that needs to be monitored The Reports module provides a report that summarises licence requirements by the items that appear in this list Determine the licence types relevant to your organisation and add them to this list eg Drivers licence Medical registration etc See above default settings Meetings Select an item E Enabled Label SAVE V Clinic remove V Finance remove Fj SMT remove Character count 50 Additions must be made to this menu for Quality Coordinator to opera
83. n s physical infrastructure to ensure compliance with with established safety regulatory and environmental standards and codes Management is responsible for ensuring that the workplace is safe and healthy for staff to carry out their work Strict occupational and workplace health and safety laws do exist that apply to all organisations incorporated in Australia large and small ISO 9001 requires that management can demonstrate how it fulfils its responsibility to provide a safe and healthy work environment for staff The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 6 3 Infrastructure The organization shall determine provide and maintain the infrastructure needed to achieve conformity to product requirements Infrastructure includes as applicable a buildings workspace and associated utilities b process equipment both hardware and software and c supporting services such as transport and communication 6 4 Work environment a The organization shall determine and manage the work environment needed to achieve conformity to product requirements doc_094 QCTrainingManual_v2_rev_300612 Page 87 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 88 of 113 OH amp S INCIDENTS REGISTER The health and safety of an organisation s workplace is critical to ensure a conducing and supportive physical environment for staff Organisations should have effective p
84. n menu to select the staff team meeting that is best placed to monitor the compliance requirement APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to approve the compliance requirement action once complete Only people with manager system permissions are able to approve items ACTION OFFICER use the drop down menu to choose the staff member who is most appropriate to carry out the compliance requirement INSTRUCTIONS FOR ACTION OFFICER enter any specific instructions for the action officer relating to how to carry out the compliance requirement NUMBER OF DAYS TO DO COMPLIANCE ACTION enter the number of days the action officer will need to complete the compliance requirement NUMBER OF DAYS TO APPROVE COMPLIANCE ACTION enter the number of days the approving officer will need to approve the compliance requirement The number of days stated here will be subtracted from the due date doc_094 QCTrainingManual_v2_rev_300612 Page 56 of 113 11 SCHEDULE A COMPLIANCE REQUIREMENT Clicking on the Edit Schedule button allows you to schedule the frequency and recurrence pattern for the task There are four main options daily weekly monthly and annually Within each of these options a variety of parameters can be set Once off events Use the daily screen to schedule a once off event 1 Select Every 1 day 2 Select the date the event is due for completion Date
85. n this column can be sorted and filtered DATE COMPLETED This column displays the date that the repair or maintenance action was completed DESCRIPTION COLUMN This column displays the first 40 characters of the description of the repair item Roll your cursor over the link to see the entire description Click the link to the taken to the Information form relating to the item DUE DATE COLUMN This column displays the due date for the action to be carried out that is current in the workflow For example if the item is currently being actioned by an action officer the due date is the date that actions are due for completion If the item is currently ready for approval by an approving officer the due date is the date that the approval is due The length of time an approving officer has to review an item for approval is set in the Site information section of System setup which can only be accessed by the system administrator ID COLUMN This column displays the unique identification number automatically allocated to the repair item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register RELATED IMPROVEMENT COLUMN This column displays links to register related items that have been generated STATUS COLUMN This column displays the status of the repair item An Upcoming status means that the due date for next task in the wo
86. nchecked This will remove it from drop down menus in the registers Reassigning a position to a new staff member 1 Login as system administrator 2 Inthe CONTACTS REGISTER open the profile of the staff member leaving the position 3 Assign them to no position as below and click SAVE User details Position Select Work area Clinic B 4 Inthe CONTACTS REGISTER create the profile of the new person taking up the position 5 Assign the new person the name of the position User details Position Clinic Manager M Work area Clinic Ma p 6 Click SAVE Changing the position title of a staff member 1 Select the POSITIONS drop down menu in SYSTEM SETUP 2 Edit the title of the position 3 Click SAVE doc_094 QCTrainingManual_v2_rev_300612 Page 22 of 113 Quality Records Select an item Quality Records Catego Enabled Label V Audit report remove TA Program evaluation remove Character count 50 Add an option Enter Option Here The items in this list appear as CATEGORY options when uploading a records to the Quality Records Register See above default settings Site information Site Information di Label SAVE Contract Expiry Date Warning Days 90 Documents Approval Number of days for approval 10 Feedback Approval Number of days for approval 10 Improvements Approval Number of days for approval 10 Supplier Approval Number of days for approval 10 OHS Approval Number of
87. nd tracked The TRAINING AND LICENSING REGISTER displays planned training dates and dates for checking staff licensing registration renewals that have been scheduled The register issues reminders to staff to attend training and ensure licensing information is provided to the organisation S vsnscasiow QUALITY COORDINATOR pales sets Welcome Adminestrator rote Search Traiting and Lanang Audits Compkance requirements Continual improvement Customer feedback OHSS inodents Repaws Suppliers e EIEN eur G Training and Licensing Register pene ED ie Trang osia EE gt G Use the Training and Licensing Register to Schedule training events and send reminders to staff about attendance Schedule dates for staff licenses and other registrations to be checked and send reminders to staff about attendance View all current and past training and licensing events and associated notes Print reports on upcoming and past training and licensing events Workflow Once a training or licensing requirement is created a reminder task appears in the MY TASKS screen of the relevant officer to attend the training or comply with the licensing requirement With each step the task moves to the MY TASKS screen of the relevant officer Manager can request further work 1 Information Form 2 Action 3 Approval Training or Licensing Delegated officer gets Manager gets task to event is created and reminder to respond
88. ng or licensing requirement 2 Use the REQUIREMENT radio button to choose the type of requirement eg training or licensing Eda Sehedee Hove many deys pror bo eseni to revved daft memes Number of daya to appraw taniapiomang ae compia 3 STAFF MEMBER select the staff member to undergo the training or licensing check TRAINING LICENSE TYPE standard use the drop down menu to select the name of the training or licensing requirement If the item you require is not is the drop down menu enter the name of the requirement in the Training license type once off field The items in this drop down menu are set by your system administrator Contact the system administrator if you feel a standard event should be added to the drop down list Completing this field is mandatory if the Training license type once off field is empty 5 Ifthe training licensing requirement is of a more one off nature enter the name of the requirement in the TRAINING LICENSE TYPE ONCE OFF FIELD Completing this field is mandatory if the Training license type standard field is empty INSTRUCTIONS enter any relevant comments such as training venue and dates of training WORK AREA use the drop down menu to select the work area where the action officer works 8 MEETING TO BE REFERRED TO drop down menu to select the staff team meeting that is most appropriate to monitor the training licensing requirement 9 MANAGER use the drop do
89. o action and close the item If no the task to delegate the review will remain active Reviews must be completed and cannot be deleted or missed In the REVIEW ACTION TO BE TAKEN field enter a description of what needs to be done to review the document Completing this field is mandatory In the INSTRUCTIONS FOR REVIEW OFFICER field enter any specific instructions for the review officer relating to how to carry out the action requested Use the REVIEW OFFICER drop down menu to choose the staff member who is most appropriate to carry out the document review Completing this field is mandatory Review Document 1 2 Open the document from the DOCUMENT REGISTER and save it to your desktop Review the instructions from the approving officer regarding the action to be taken and carry out the tasks required Review the document doc_094 QCTrainingManual_v2_rev_300612 Page 64 of 113 When your review actions are complete briefly outline the actions taken to review the document in the DESCRIPTION OF ACTION TAKEN field in the Action Form Use the BROWSE button to locate the revised document Click the YES radio button next to Action Complete and click SAVE A task to approve will now appear in the MY TASKS tab of the approving officer Delete the copy of the document from your desktop as the controlled version of the document is now stored in Quality Coordinator Review approval Document 1 2 View the document be
90. of first occurrence 3 Select end after 1 run Daily compliance item schedule Weekly compliance item schedule r Recurrence pattern r Recurrence pattern Daily l 2 Daily R pan ecur every 1 weeks s on Weekly 5 Every 1 day s ie week onthly 3 Monthly Every weekday Yearly a Monday C Tuesday E Wednesday E Thursday Yearly Friday Saturday Sunday r Range of recurrence r Range of recurrence Start Date No end Start Date No end End after 1 Run s has run 0 time s End after 1 Run s has run 0 time s End after End after Halt schedule Halt schedule Cancel OK l e Monthly compliance item schedule Annual compliance item schedule Schedule Recurrence pattern r Recurrence pattern F H A il e gt ines Recur every 1 year s 9 Weekly Day 1 of every 1 month s Weekly Monthly gt Monthly Yearly _ The Select Select of every 1 month s On Select 1 On the Select Select of Select z r Range of recurrence ge r Range of recurrence Start Date No end Start Date No end End after 1 Run s has run 0 time s End after 1 Run s has run 0 time s D End after End after Halt schedule Halt schedule Esc lng aes 12 After select
91. olumns ACTION OFFICER column This column displays the name of the staff member who has responsibility to carry out the required action Data in this column can be sorted and filtered ACTION TO BE TAKEN column This column displays the first 40 characters of the action to be taken to respond to the improvement item APPROVING OFFICER column This column displays the name of the staff member who has responsibility to approve the improvement item Data in this column can be sorted and filtered DATE CLOSED column This column displays the date that the improvement item was closed by the approving officer Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the description of the improvement item Roll your cursor over the link to see the entire description Click the link to be the taken to the Information form relating to the item DUE DATE column This column displays the due date for the action to be carried out that is current in the workflow For example if the item is currently being actioned by an action officer the due date is the date that actions are due for completion If the item is currently ready for approval by an approving officer the due date is the date that the approval is due The length of time an approving officer has to review an item for approval is set in the Site information section of System setup which can only be accessed by the system administrator ID
92. olumns that have a light grey triangle below the column title allow for register items to be filtered Clicking on the grey triangle and selecting the check boxes next to the category names will display just the items in that category The triangle will display as orange if information in the respective column is filtered Uncheck the boxes or click See all items to display all items All filters are reset to show all items once you navigate away to another screen i Print Help 1 of 2 items See all items Action Officer Due date Status Position vacant Clinic Manager oSs 0S 2011 A Upcoming This filter status information shows how many register items are being displayed out of the total available If certain items are filtered out of display click See all items to display all items Printing Print Help Each register screen can be printed When a register is printed the items displayed in the register will be printed in a report format Please note The optimum print setting is landscape mode You may have to set the print properties to print in landscape as Quality Coordinator cannot override the default settings doc_094 QCTrainingManual_v2_rev_300612 Page 14 of 113 Help Print Help Click help on any screen to go to specific help instructions Field character limits Some fields have limits to the number of words that will be allowed As a rule of thumb fileds that identify 2000 characters will allow appro
93. oming George Finance George Finance com t1 oia M2 REW annual regisratan Adminstration Oficer Officer Epin ariti i Upcoming Gace y com O17 O15 647 ASV armaa comprehen ramce Admuinstaten ahha FRA ar Fasa ST OR2011 A Cyeriue Use the Compliance Register to Schedule compliance requirements Delegate tasks to a staff member to carry out compliance requirements View all current and past compliance requirements and any associated action taken Print reports on the compliance schedule Workflow Once a compliance requirement is created a task appears in the My tasks screen of the officer who has been assigned to carry out the action required With each step the task moves to the My tasks screen of the relevant officer Manager can request further work Manager gets task to approve the compliance action Compliance requirement created and scheduled Delegated officer gets reminder to carry out compliance action Compliance action done Compliance workflow doc_094 QCTrainingManual_v2_rev_300612 Page 53 of 113 COMPLIANCE REGISTER TABS AND COLUMNS Compliance Requirements Register Print E Help ox TA Compliance items in progress Closed compliance tems Al compliance tems Me un nea SE Stopped 0 of O items See all items Group Description Source Frequency Work area Approving Officer Meeting v ad v w wY Tabs COMPLIANCE ITEMS IN PROGRESS tab This
94. ontact 1 Goto the CONTACTS REGISTER and select ADD A CONTACT Only users with manager or creator permissions can add a contact 2 Use the CONTACT TYPE drop down menu to select the contact type Contact types are Staff Board Committee Member and Business contact Additional contact types can be set up by the System Administrator 3 Inthe GIVEN NAME field enter the person s first name In the FAMILY NAME field enter the person s second name 5 Use the QMS USER STATUS radio buttons to indicate if the contact is active or inactive An inactive staff contact will not appear in the register drop down menus 6 Inthe POSITION field enter the job title for the person Use the WORK AREA drop down menu to select the work area relevant to the person Work areas are set up by the Administrator 8 Use the STAFF YOU MANAGE drop down list to select staff that the person manages Click ADD to add people to the list Only managers can be assigned staff to manage 9 Inthe LANDLINE field enter the person s phone number including area code If the person has an extension line number enter that number in the Ext field 10 In the MOBILE field enter the person s mobile phone number 11 In the FAX field enter the person s fax number 12 In the EMAIL field enter the person s email address This is used when the Quality Coordinator send reminder emails doc_094 QCTrainingManual_v2_rev_300612 Page 31 of 113 13 In the Web page field en
95. or action will now appear in the My tasks tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 95 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 96 of 113 MEASUREMENT ANALYSIS AND IMPROVEMENT CONTINUAL IMPROVEMENT Organisations that have systems in place for identifying and acting on opportunities for improvement are likely to be more effective and successful in responding to client requirements ISO 9001 identifies two broad drivers of improvement opportunities corrective action and preventive action Corrective actions respond to something that went wrong and seeks to minimise the risk of it reoccurring Preventive actions seek to minimise the risk of a perceived failure occurring in the first place The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 8 5 1 Continual improvement The organization shall continually improve the effectiveness of the quality management system through the use of the quality policy quality objectives audit results analysis of data corrective and preventive actions and management review 8 5 2 Corrective action The organization shall take action to eliminate the cause of nonconformities in order to prevent recurrence Corrective actions shall be appropriate to the effects of the nonconformities encountered A documented procedure shall be established to define req
96. ou ensure equipment used to deliver your services is well maintained How do you ensure financial resources to deliver your services are available monitored and secured for the future Note To suit the organisational context the words service delivery services and programs have replaced product realisation and products which appear in the Standard Inputs requirements MEASUREMENT ANALYSIS amp IMPROVEMENT How do you measure the quality of the services you provide Eg conduct annual performance audit to evaluate program How do you measure if your systems and processes are compliant with legal contractual or operational policy requirements Eg conduct compliance audits examining key areas of service delivery PROGRAMS AND SERVICE DELIVERY Do What services do you provide to meet customer requirements Check Outputs programs amp services gt STAKEHOLDER SATISFACTION How do you determine the level of customer satisfaction with the service you are providing Eg customer satisfaction survey consultation feedback systems doc_094 QCTrainingManual_v2_rev_300612 Page 7 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 8 of 113 ISO 9001 Quality Management System linkages with Quality Coordinator Client and stakeholder requirements Funding contracts amp MOU s Legislative requirements Consultation treat
97. r completion This date will be earlier than the training or licensing requirement due date in the training schedule unless the Days to approve audit field is set to 0 Data in this column can be sorted and filtered ID column This column displays the unique identification number automatically allocated to the training or licensing item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register STAFF column This column displays the name of the staff member relating to the training or licensing requirement Data in this column can be sorted and filtered STATUS column This column displays the status of the task An Upcoming status means that the due date for next task in the workflow eg action approval is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered TYPE This column displays whether the item is a training requirement or a licensing requirement Data in this column can be sorted and filtered WORK AREA column This column displays the work area that the training or licensing requirement relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 106 of 113 Schedule a training or licensing requirement 1 Goto the Training and Licensing Register and select Schedule a traini
98. r for an item that has been created in a register You have been nominated as the action officer for an item that has been created in a register You have been nominated as the approving officer for an item that has been created in a register You have been nominated as the officer responsible for reviewing a document or supplier You have been nominated as the officer responsible for approving the review of a document or supplier You have been nominated as the action officer for an action that was submitted for approval but the approving officer has requested further action You have been reminded to attend a staff team meeting that you are involved in You are required to determine if action should be taken who will be responsible and what needs to be done Click on the item description complete the form fields and click save You are required to carry out the instructions provided on the form Click on the item description complete the form fields and click save You are required to review the actions carried out by the action officer and either approve them and close the item or request further action Click on the item description complete the form fields and click save You are required to carry out the instructions provided on the form Click on the item description complete the form fields and click save You are required to carry out the instructions provided Click on the item description complete the form
99. r client feedback in the FEEDBACK REGISTER and are used to describe the nature of the feedback received The FEEDBACK REGISTER allows for sorting filtering and report printing based on the items in this list Determine the feedback types relevant to your organisation and add them to this list eg Compliment Responsiveness Program quality etc See above default settings Improvement source Selert art item Improvement Source Enabled Label SAVE v Anecdotal remove v Audit recommendation remove v Client complaint remove v Client incident remove 7 Client suggestion remove i Near miss remove v Non conformance remove v Staff injury remove V Staff suggestion remove Vv Team meeting remove Character count 50 ADD The items in this list appear as options when recording a new continual improvement suggestion in the CONTINUAL IMPROVEMENT REGISTER and are used to identify how the corrective or preventive action being suggested came about The Reports module provides a report that summarises Cl s by the items that appear in this list Determine the sources of suggestions for improvement relevant to your organisation and add them to this list eg Staff Suggestion Client Suggestion Incident Audit Report See above default settings Incident type Solik a i Incident Type Enabled Label SAVE v Act of violence remove J Equipment failure remove v Hazard remove i lliness remove v Incident remove y Injury re
100. r who received the feedback FEEDBACK CATEGORY use the drop down menu to select the most relevant category for the feedback FEEDBACK PROVIDED BY enter the name of the customer providing the feedback Enter anonymous if the customer specifically stated they did not want their name recorded WORK AREA use the drop down menu to select the work area that the feedback most relates to MEETING TO BE REFERRED TO use the drop down menu to select the staff team meeting that is best able to review the feedback and determine what action should be taken Approving Officer use the drop down menu to select the staff member who is best placed and has the authority to determine and approve action to be taken Only people with manager system permissions are able to approve items Click SAVE A task to approve for action will now appear in the My tasks tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 85 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 86 of 113 RESOURCE MANAGEMENT INFRASTRUCTURE AND WORKPLACE HEALTH AND SAFETY The quality of an organisation s physical infrastructure eg consult rooms meeting spaces reception areas and offices generally has a direct impact on the quality and professionalism of the services that can be provided ISO 9001 expects that management will be able to demonstrate formal processes for maintaining the organisatio
101. record OHS repairs feedback and improvements Key actions for implementation 1 Managing quality saftely and risk a Monitor Quality Agenda Report at each team meeting and determine action where required 2 Suppliers Register a Review criteria for supplier review see sys admin dropdown for Suppliers and update as necessary to suit b Identify business contacts who provide goods services that have the potential to impact on service delivery and load these contacts to the Suppliers Register 3 Audit Register a Each program area manager to ensure at least two annual audits evaluations are on the Audit Register one being a compliance audit examing that selected unit work processes are compliant with organisational policy The second audit should a performance audit examing the quality of the unit s service delivery ina particular area 4 Contracts Register a Upload key agreements eg funding contracts or just coversheets schedules MOU s supplier agreements b Create related compliance requirements from these contracts 5 Compliance Register a Identify and schedule key compliance requirements relating to contracts and other relevant sources 6 Document Register a Upload policies procedures plans templates forms checklists and common program resources 7 Continual Improvement Register a Ensure Cl s are being entered driven by audit and evaluation and client feedback 8 Feedback Register a Ensure cl
102. reement finishes A reminder to review and renew the contract will be sent to the relevant officer based on this date and the setting in the Contracts offset field in System setup 8 Use the CATEGORY drop down menu to select the most relevant category for the contract Completing this field is mandatory 9 Inthe AUTHOR field enter the organisation name of the creator of the contract 10 In the COMMENT field enter any comment relevant to this contract that would be useful for the system to record eg reviewed annually and can be subject to CPI increases 11 Use the WORK AREA drop down menu to select the work area that the contract most relates to Completing this field is mandatory 12 Use the MEETING TO BE REFERRED TO drop down menu to select the staff team meeting that is best able to oversee the future review and renewal of the contract Completing this field is mandatory 13 Use the APPROVING OFFICER drop down menu to select the staff member who is best placed and has the authority to approve the contract for display on the CONTRACTS REGISTER Only people with manager system permissions are able to approve documents Completing this field is mandatory 14 Click BROWSE button and select the contract to upload This loads a copy of digital file into the system The file is now located in the system database and can only be accessed through Quality Coordinator The copy on your computer remains in its location is not affected Note if th
103. requency eg 6 monthly annual bi annual Click the Supplier review date wizard and follow the instructions to determine the correct review frequency 9 CLICK SAVE A task to approve for action will now appear in the My tasks tab of the approving officer Completing this field is mandatory doc_094 QCTrainingManual_v2_rev_300612 Page 69 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 70 of 113 MEASUREMENT ANALYSIS AND IMPROVEMENT INTERNAL AUDIT ISO 9001 requires that organisations have systems in place to audit performance and continually improve its processes Processes for continual improvement need to include improvement suggestions arising from adverse event corrective action and improvement suggestions arising from ideas for improving a process before something goes wrong preventive action ISO requires that the organisation establish internal audits that are designed to compare how the organisation is actually carrying out its work to what its procedures state Where a difference is detected the organisation should either change practice or change the procedure Organisations may take a risk management approach to determining their audit program by identifying those processes that carry high levels of risk to the organisation The overall requirements for management review are stated in the following sections of the ISO 9001 Standard 8 2 2 Internal audit The organization shall conduct internal audit
104. rk area that the supplier relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 68 of 113 Add a supplier 1 Goto the Suppliers Register and select Add a supplier 2 SUPPLIER NAME use the drop down menu to select from the list of available suppliers This list is displays suppliers added to the CONTACTS REGISTER where the CONTACT TYPE was business contact 3 ASSESSMENT COMMENTS enter your appraisal of the supplier against the assessment criteria listed below the field These criteria are determined by the organisation through system set up 4 ASSESSMENT CRITERIA use the check boxes to check off the criteria you have evaluated the supplier against Typically the supplier would be assessed against all criteria WORK AREA use the drop down menu to select the work area that the supplier most relates to MEETING TO BE REFERRED TO use the drop down menu to select the staff team meeting that is best able to oversee the future review the supplier and determine any action that should be taken if the performance of the supplier varies 7 APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to approve the supplier for display on the Suppliers Register Only people with manager system permissions are able to approve documents 8 NEXT REVIEW DATE enter the date the supplier should be reviewed based on the recommended f
105. rkflow eg approve for action action approval is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered WORK AREA COLUMN This column displays the work area that the repair item relates to Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 94 of 113 Record a repair item 1 Goto the Repairs Register and select Record a repair item REPAIR ITEM state the name of the item that needs repair or maintenance 3 REPAIR REQUIRED enter a description of the repair or maintenance required Up to 2000 characters approximately 350 words are allowed 4 LOCATION OF ITEM NEEDING REPAIR field state the location of the item that needs repair or maintenance 5 PERSON REPORTING REPAIR use the drop down menu to select the name of the staff member reporting the issue 6 WORK AREA use the drop down menu to select the work area that the repair or maintenance most relates to 7 MEETING TO BE REFERRED TO use the drop down menu to select the staff team meeting that is best able to review the issue and determine what action should be taken 8 APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to determine and approve action to be taken Only people with manager system permissions are able to approve items 9 CLICK SAVE A task to approve f
106. rocesses for ensuring compliance with legal obligations in relation to workplace health safety The OH amp S INCIDENTS REGISTER displays workplace health and safety issues and incidents that have been reported QUALITY COORDINATOR jihad es betu Wier Administrator fly pii i r F nh hianjeranc ea Exisat cons and daiis aducions besg used in the bioran Achreestration Ja CEO Seview saastion ae ZA wie Upcomng Use the OH amp S Incidents Register to Record workplace health and safety incidents that have occurred in the organisation Delegate tasks to a staff member to address a reported incident View all current and past OH amp S incidents and any associated action taken Print reports on OH amp S incidents Workflow Once a OH amp S incident is reported a task appears in the MY TASKS screen of the officer who has been assigned to delegate action With each step the task moves to the MY TASKS screen of the relevant officer Manager can request further work OHS incident recorded in Meeting Agenda Reports Delegated officer gets Manager gets task to Register flag OHS item Manager reminder to respond to approve the action taken gets task to assign OHS incident someone to respond to the Cl Action done OH amp S Incident workflow doc_094 QCTrainingManual_v2_rev_300612 Page 89 of 113 OHS incidents register tabs and columns OH amp S Incidents Register Print E Help All OH amp S
107. rstanding and managing interrelated processes as a system contributes Principle 6 Continual improvement Continual improvement of the organization s overall performance should be a permanent objective of the organization Principle 7 Factual approach to decision making Effective decisions are based on the analysis of data and information Principle 8 Mutually beneficial supplier relationships An organization and its suppliers are interdependent and a mutually beneficial relationship enhances the ability of both to create value doc_094 QCTrainingManual_v2_rev_300612 Page 4 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 5 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 6 of 113 STAKEHOLDER REQUIREMENTS What are the main requirements of your customers and stakeholders Eg access training access health care services provide a program in return for funding How do you determine these requirements Eg consultation processes research funding contracts ISO 9001 PROCESS MAP Instructions Plan How do you plan for future service delivery How do you ensure that staff have access to current and approved policies and procedures Continual improvement o QMS and services MANAGEMENT RESPONSIBILITY cS How do do review and implement opportunities for change and improvement RESOURCE MANAGEMENT How do you manage staff performance review and training How do y
108. s at planned intervals to determine whether the quality management system a conforms to the planned arrangements see 7 1 to the requirements of this International Standard and to the quality management system requirements established by the organization and b is effectively implemented and maintained An audit programme shall be planned taking into consideration the status and importance of the processes and areas to be audited as well as the results of previous audits The audit criteria scope frequency and methods shall be defined Selection of auditors and conduct of audits shall ensure objectivity and impartiality of the audit process Auditors shall not audit their own work The responsibilities and requirements for planning and conducting audits and for reporting results and maintaining records see 4 2 4 shall be defined in a documented procedure The management responsible for the area being audited shall ensure that actions are taken without undue delay to eliminate detected nonconformities and their causes Follow up activities shall include the verification of the actions taken and the reporting of verification results see 8 5 2 8 2 3 Monitoring and measurement of processes The organization shall apply suitable methods for monitoring and where applicable measurement of the quality management system processes These methods shall demonstrate the ability of the processes to achieve planned results When planned results
109. sponsibility to monitor the item and consider future reviews Data in this column can be sorted and filtered REVIEW DATE column This column displays the date that the document is next due for review Data in this column can be sorted and filtered STATUS column This column displays the status of the document item An Upcoming status means that the due date for next task in the workflow eg approve for action review approve etc is in the future An Overdue status means that the due date for next task in the workflow has past Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 62 of 113 Add a document il 10 11 12 13 Click on DOCUMENTS on the yellow navigational bar Hover over the ADD DOCUMENTS button and scroll to select ADD A DOCUMENT Complete Mis form tp upload the aocument to the Decumest Regeier Cici sere Browse DOCUMENT TITLE enter a brief title for the document This is the title that staff will see on the register so the title should be short and descriptive eg Staff timesheet or Vehicle use policy Up to 100 characters approximately 16 words are allowed FILE REFERENCE NO enter the physical file reference for where the hard copy of the document is stored on your records management filing system if relevant CATEGORY use the drop down menu to select the most relevant category for the document The drop down options are set by your Sys
110. suoetensespins vane casesevatonsaansiesdees Uesusassgestanpvansunvasseesanauerens 61 SERVICE DELIVERY PURCHASING AND SUPPLIERS ciie E E rant ere A S 66 SUPPLIERS REGISTER sanrio aa a setnesssvonnsyersesendeseGassnisonasvas sede ctesedunebavacdewsssedennees 67 MEASUREMENT ANALYSIS AND IMPROVEMENT INTERNAL AUDIT 00 cece eeeeeeeeeeeeeaeeeeeneeenenees 71 AUDIT REGISTER ssincxnsccstscbusssunnss caste vb acualewaswdceias suse vine aa decposduausunensesevaseuselumaeoueiepseecsueetes 73 QUALITY RECORDS croias ieron a tesscanscesinans vavetons tusencua a aa a a aa aaa 79 SERVICE DELIVERY CHENT SATISFAC NON ws coscsinmajesnuepcniatnciay E 81 CUSTOMER CLIENT FEEDBACK REGISTER isi cist vatseiencetsntaavelsianndsasvas detsvlaa vals antas Ad ele eee 83 RESOURCE MANAGEMENT INFRASTRUCTURE AND WORKPLACE HEALTH AND SAFETY ees 87 OH amp S INCIDENTS REGISTER sisssssscsscvascscscvasazsseseaceagsansanacwenasnaescetadedoamesasstancsancansededvavedesetaasoasavanacenseas 89 REPAIRS REGISTER asiron enai E a e E 93 MEASUREMENT ANALYSIS AND IMPROVEMENT CONTINUAL IMPROVEMENT 97 MEASUREMENT ANALYSIS AND IMPROVEMENT ADDRESSING NON CONFORMITIES sesen 98 CONTINUAL IMPROVEMENT REGISTER sicssscsssescsccssrvesivcssususcsawaceussevnsnestcnsneessevetansseusenescusenecsevesewesetines 99 RESOURCE MANAGEMENT RHUMAN RESOURCES ar E E 103 TRAINING AND LICENSING REGISTER wisi cscnssesesstassnassnvsesavausaneataestsesatesaecsucansccsaseavassucovensaquasonseuac
111. t of theregeders n Gald Goordinaior incide drogudewe manus These mene heip oo aior Goel Goordieetar to pour organics Sealed aa deri tia up fremthe dop down tat bel nd eag the efpinaion apace io yir pean Gihti halip for tere wiharinaiic sacs ae Bem Assessment Citera Enabied Labo a Charice coant De ddd em opi E er poor Here ALM Note if an item has already been used in the system eg you created a work area called Finance and allocated to a task to that work area you will not be able to remove it from the system set up list You can stop it from being used in the future by un checking the box to the left of the item doc_094 QCTrainingManual_v2_rev_300612 Page 17 of 113 Drop down menus Assessment criteria ae en S Enabled Label SAVE z Indigenous employment remove V Price competitive remove v Quality assured remove T Terms of trade remove V Track record remove Character count 50 Add an option Enter Option The items in this list appear as supplier assessment options checkboxes when adding a new supplier or reviewing a supplier in the SUPPLIERS REGISTER Determine the criteria you will use when assessing a supplier and add modify these criteria as necessary See above default settings Compliance source a eee Compliance Source Document RY Enabled Label SAVE W Board requirement remove T CATSI Act remove v External financial audit remove V Extemal risk assessment remove W Fund
112. tasks Data in this column can be sorted and filtered STATUS column This column displays the status of the task Data in this column can be sorted and filtered QUICKLINKS The QUICKLINKS are hyperlinks to each of the ten registers in Quality Coordinator MY TOP 5 DOCUMENTS This list displays hyperlinks to your five most frequently accessed documents on the Document Register It is a dynamic list that will change according to the documents you access doc_094 QCTrainingManual_v2_rev_300612 Page 40 of 113 TASKS APPROVE FOR ACTION This step relates only to the following registers Continual Improvement Register Customer client Feedback Register OH amp S Incidents Register Repairs Register Users who have been assigned as approving officer when an item is created will receive an approve for action task in their MY TASKS screen Only users who have manager permissions can be assigned as an approving officer The APPROVE FOR ACTION stage requires approving officers to consider what action should be taken in response to an item and who should be assigned the responsibility to carry out the action The APPROVE FOR ACTION form for each of the registers above is identical with the exception of the Continual Improvement and Repairs registers which asks some additional question about the action to be taken Complete the following steps to initiate action 1 In your My tasks register click the link in the Descript
113. te The items in this list appear in a drop down menu when setting up a meeting in the WEETINGS REGISTER and in each of the registers when creating a new register item Important decisions about quality safety and risk are made at staff team meetings To support efficient use of meeting time Quality Coordinator provides task status reports for each staff team meeting set up in the system Add each regular and recurring meeting in the organisation to this list eg Senior Management Team meeting OHS Committee meeting Finance meeting Administration meeting There are no default settings for this item doc_094 QCTrainingManual_v2_rev_300612 Page 21 of 113 Positions sated i Poet i Enabled Label J Admin Assistant remove 7 Administrator remove 7 CEO remove v Clinic Manager remove v Exec Finance Manager remove v HR Officer remove 7 Healthworker remove Character count 50 Add an option Enter Option Here ADD Additions must be made to this menu for Quality Coordinator to operate The items in this list appear in a drop down menu when setting up staff contacts in the CONTACTS REGISTER Before setting up staff contacts the position titles in the organisation should be set up in this menu Position titles can be edited if the position title is changed over the course of time but the core function of the position stays the same If the position is substantively changes or is removed from the organisation the position should the u
114. tem Administrator AUTHOR enter the organisational name of the creator COMMENT enter any comment relevant to this document that would be useful for the system to record eg this policy has been approved at our team meeting WORK AREA drop down menu to select the work area that the document most relates to MEETING TO BE REFERRED TO drop down menu to select the staff team meeting that is best able to oversee the future review of the document and determine what changes should be made APPROVING OFFICER use the drop down menu to select the staff member who is best placed and has the authority to approve the document for display on the DOCUMENT REGISTER Only people with manager system permissions are able to approve documents NEXT REVIEW DATE enter the date the document should be reviewed based on the recommended frequency eg 6 monthly annual bi annual As a rule of thumb documents that are highly critical to the organisation used often and tend to change should be reviewed every six months or more Documents that don t tend to change often could be reviewed at 12 or 24 month frequencies INITIAL VERSION NUMBER enter the current version number of the document Quality Coordinator will automatically allocate the preceding draft document number until the document is approved eg if the initial version number is 3 the document will be recorded as draft document 2 01 when the document is approved by the Approving Officer it will become
115. ter the Internet site address starting with www of the person s workplace 14 Use the Staff type drop down list to specify the person s system permissions Role Permission Staff member This user can Add items to registers except for Contacts register View items in registers Edit and action items assigned to them Edit their own profile Creator Same as Staff member plus Add contacts Schedule audits Schedule compliance requirements Schedule training and licensing events Set up and edit meetings Approving Officer Same as above plus Manager Edit items in registers Manager level 1 Approve items Manager level 2 Un publish a document in Documents Register Manager level 3 Be assigned as a line manager of other people CEO Higher manager level can be assigned as managers of lower level managers System administrator Same as above Edit system set up 15 In the Username field enter the person s username eg givenname_familyname for logging on to Quality Coordinator 16 In the Password field enter the person s password for logging on to Quality Coordinator Contact Register tabs All contacts tab This tab displays all contacts that have been created in Quality Coordinator Staff contacts tab This tab displays all staff contacts that have been created in Quality Coordinator Contact Register columns Contact type column This column displays the contact type that has been assigned to the contact See instructions for se
116. the CREATE A RELATED ITEM to create a related register item This button is visible on the yellow bar of the INFORMATION FORM of any register item Print 9 Help doc_094 QCTrainingManual_v2_rev_300612 Page 15 of 113 Deleting items from registers While an item cannot be deleted from the system it can be made invisible The system administrator can un check the box see below next to the item The item will then only be visible by the system administrator Improvements in progress Closed improvements All improvements __ Suggest an im ID Visible Description imp 004 Transport clients feedback suggests need to update policy C Status icon The status icon appears in most registers and will automatically change depending on the status of the task in its workflow Due date 0092011 0409 2011 Statusicon Description The task deadline is in the future The task deadline has passed The task has been approved The action carried out has not been and further action has been requested doc_094 QCTrainingManual_v2_rev_300612 Page 16 of 113 SYSTEM SET UP Use System Set up to customise the drop down lists and other features in Quality Coordinator to suit your organisation Quality Coordinator comes with default or example content for most of the drop down lists however you should review the content in each list and customise it to suit your organisation You will need to have items in each list
117. the past and the meeting has not been checked off as having occurred Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 37 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 38 of 113 TASKS The Tasks Register is an inbox of tasks that require your action Tasks or actions for staff are not created in the Tasks Register All tasks are initiated by creating an item in one of the registers Register vr QUALITY COORDINATOR Description Use the Tasks Register to Welcome George F amp A Manager Wy penie Quicklinks P Auat v Compliance requrements re Cortacts ra Continual provement p Customer feedback Q Documents Y OH amp S modents Aensrs Suppers ka Traning and Licenaing gt b gt D gt D gt D gt D DE DD My top 5 documents Review current tasks that have been assigned to you for action Review current tasks being undertaken by other members of your team Review actions currently being undertaken by your team that you will be required to approve in the future when they are completed Access each of the ten registers in Quality Coordinator with QUICKLINKS View your most frequently accessed documents from the Document Register with MY TOP 5 DOCUMENTS If you get this type of task What you have to do Approve for action Approval Approve review Attend meeting You have been nominated as the approving office
118. tle Click the link to be taken to the Information form relating to the item DUE DATE column This column displays the date by which the compliance action is due for completion This date will be earlier than the compliance due date in the compliance schedule unless the Days to approve compliance requirement field is set to 0 Data in this column can be sorted and filtered FREQUENCY column This column displays the frequency of the compliance item in the compliance schedule Data in this column can be sorted and filtered GROUP column This column displays the related group number of the compliance requirement Quality Coordinator automatically assigns a group number to compliance requirements This allows for recurrences of the same compliance requirement to be viewed together on the register by sorting or filtering ID column This column displays the unique identification number automatically allocated to the compliance action by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register doc_094 QCTrainingManual_v2_rev_300612 Page 54 of 113 MEETING column This column displays the staff team meeting given the responsibility to monitor the item Data in this column can be sorted and filtered RELATED IMPROVEMENT column This column displays links to related register items that have been generated SOURCE column
119. to approve the action taken scheduled attend training or produce current licence Training and Licensing workflow doc_094 QCTrainingManual_v2_rev_300612 Page 105 of 113 Training and licensing register tabs and columns Training and Licensing Register Print E Help Description Work area Due date wv A Tabs TRAINING tab This tab displays the training scheduled to occur in the future and the training events that have occurred and are awaiting approval LICENSING tab This tab displays the licensing renewals scheduled to occur in the future and the licensing renewals that have occurred and are awaiting approval CLOSED tab This tab displays all training and licensing items that have been completed and approved STOPPED tab This tab displays all recurring training and licensing items that have been halted in the schedule settings Columns DATE COMPLETED column This column displays the date the training or licensing action was requirement Data in this column can be sorted and filtered DESCRIPTION column This column displays the first 40 characters of the title of the training or licensing requirement It automatically includes the name of the training Roll your cursor over the link to see the entire title Click the link to the taken to the Information form relating to the item DUE DATE column This column displays the date by which the training or licensing requirement is due fo
120. ts records and contracts in the Document Register which have been unpublished Columns ACTION OFFICER column This column displays the name of the staff member who has responsibility to review the document Data in this column can be sorted and filtered APPROVING OFFICER column This column displays the name of the staff member who approved the document when it was uploaded to the register and who has responsibility to approve its future review Data in this column can be sorted and filtered AUTHOR column This column displays the author of the document Data in this column can be sorted and filtered CATEGORY column This column displays the category given to the document Data in this column can be sorted and filtered DESCRIPTION column This column displays a document icon as a link to open the document and the first 40 characters of the title of the document Click the icon to open or save a copy of the document Roll your cursor over the document title link to see the entire description Click the document title link to be taken to the Information form relating to the item ID column This column displays the unique identification number automatically allocated to the document item by Quality Coordinator Each item added to the register is given a number incremented by one for each item preceded by a prefix made up of the first three letters of the register MEETING column This column displays the staff team meeting given the re
121. tting up a contact for information about this field Data in this column can be sorted and filtered Name column This column displays the full name of contact Data in this column can be sorted and filtered Company column This column displays the company name if any relating to the contact Staff added to Quality Coordinator are automatically assigned the organisation s name If the contact is an approved supplier a doc_094 QCTrainingManual_ v2_rev_300612 Page 32 of 113 tick will appear against the company name in this column The Data in this column can be sorted and filtered Landline column This column displays the phone number provided for the contact Mobile column This column displays the mobile phone number provided for the contact Email column This column displays the email address provided for the contact Clicking on the email address will launch your email program and create a blank email to the contact Position column This column displays the job position title of the contact The Data in this column can be sorted Work area column This column displays the work area of the contact The Data in this column can be sorted and filtered Manager column This column displays the person identified as the contact s manager The Data in this column can be sorted and filtered doc_094 QCTrainingManual_v2_rev_300612 Page 33 of 113 doc_094 QCTrainingManual_v2_rev_300612 Page 34 of 113 MEETINGS
122. ty of the services you are able to provide Suppliers must therefore be controlled to ensure staff have access to the most current and approved suppliers The SUPPLIERS REGISTER displays providers of goods and services who have been assessed and accepted as approved suppliers The Suppliers Register provides access to approved supplier contact details and assessment notes aah ri QUALITY COORDINATOR prism pein Wetton Admmintstrabor ty pra Pii Logmi qo eah Sunmchers suis Compliance re queens Cota provement Customer feeicact HES 2imdente Trinieg and Licensing gt Suppliers Register pot es Pait Awaling approval kasa super IoT deme Gesail iita Dale apprrred Piesi parti ETL F Pa Saaai Land pert stl sa ee syp iy iior wis Agnar pam Ti z Siatenery ra rji Pale i apamred n aan i f Use the Suppliers Register to View approved suppliers Recommend and approve suppliers Set and manage the timely review of suppliers Print reports on the approved stored on the system Workflow Once a supplier is recommended for approval a task appears in the MY TASKS screen of the officer who has been assigned to approve the supplier With each step the task moves to the MY TASKS screen of the relevant officer Supplier added to the contacts register Document updated Supplier assessed and Manager gets task to Meeting Agenda Reports Review offic
123. uirements for a reviewing nonconformities including customer complaints b determining the causes of nonconformities c evaluating the need for action to ensure that nonconformities do not recur d determining and implementing action needed e records of the results of action taken see 4 2 4 and f reviewing corrective action taken 8 5 3 Preventive action The organization shall determine action to eliminate the causes of potential nonconformities in order to prevent their occurrence Preventive actions shall be appropriate to the effects of the potential problems A documented procedure shall be established to define requirements for determining potential nonconformities and their causes evaluating the need for action to prevent occurrence of nonconformities determining and implementing action needed records of results of action taken see 4 2 4 and reviewing preventive action taken doc_094 QCTrainingManual_v2_rev_300612 Page 97 of 113 MEASUREMENT ANALYSIS AND IMPROVEMENT ADDRESSING NON CONFORMITIES ISO 9001 requires that the organisation has processes in place to manage where results of processes or service delivery did not match the anticipated outcomes nonconformities Some examples of this include Failure to meet outcome requirements identified in planned goals for the client Inadequate or inappropriate materials and services for healthcare Equipment which is not functionin
124. urence 3 Select end after 1 run Daily audit schedule r Recurrence pattern Daily e Weekly Every 1 day s Monthly wA Yearly Every weekday r Range of recurrence Start Date No end End after 1 Run s has run 0 time s End after Halt schedule ti Monthly audit schedule r Recurrence pattern Daily O Weekly Day 1 of every 1 month s Monthly Bizi 7 i Yearly D The Select x Select ea of every 1 month s r Range of recurrence Start Date No end End after 1 Run s has run 0 time s D End after O Halt schedule emesi oe Weekly audit schedule r Recurrence pattern Daily l Weekly Recur every 1 weeks s on Monthly i E Monday C Tuesday Wednesday Thursday Yearly f E Friday Saturday Sunday r Range of recurrence Start Date No end End after 1 Run s has run 0 time s End after Halt schedule Annual audit schedule R 15 After selecting the frequency and recurrence settings click OK 16 Click SAVE A task to action the audit will appear in the MY TASKS tab of the action officer prior to the audit as per the date settings identified in the audit schedule Audit type note Performance audit and Compliance audit Examples of performance audits in
125. wn menu to select the staff member who is best placed and has the authority to approve the training licensing requirement once complete Only people with manager system permissions are able to approve items 10 HOW MANY DAYS PRIOR TO EVENT TO REMIND THE STAFF MEMBER enter the number of days prior to when the training licensing check should be completed to remind the staff member of the requirement 11 HOW MANY DAYS TO SIGN OFF TRAINING AS COMPLETE enter the number of days the manager will need to approve that the training licensing check is satisfactory The number of days stated here will be subtracted from the due date For example if the due date is the 30th of September and 5 days have been set to sign off as complete the action officer will have a deadline of 25 September to complete the training or submit the required licensing information doc_094 QCTrainingManual_v2_rev_300612 Page 107 of 113 12 SCHEDULE A TRAINING OR LICENSING REQUIREMENT Clicking on the Edit Schedule button allows you to schedule the frequency and recurrence pattern for the task There are four main options daily weekly monthly and annually Within each of these options a variety of parameters can be set Once off events Use the daily screen to schedule a once off event 1 Select Every 1 day 2 Select the date the event is due for completion Date of first occurence 3 Select end after 1 run Daily item schedule Schedule K
126. ximately 350 words fields that identify 150 characters will allow approximately 25 words and fields that identify 100 characters will allow approximately 16 words Email reminders Email reminder to assigned officer Hany Finance Manager The action and approval forms feature an email reminder link Clicking this link will launch an email in your email program eg Outlook ready to send to the staff member related to the specific task The email will include default text about the task which you can edit Automatic related items Create a related Cl Is there any corrective or preventive action the organisation should take to awold or reduce the chance of this ewent occurring again in the future Yes Request a Cl mow pi Ho do not want to geste a related item Cancel Go At certain points throughout the process of completing tasks Quality Coordinator will suggest that a related item be created in another register The purpose of this is to encourage linkages between processes For example after completing an audit Quality Coordinator will suggest that continual improvement items be created so that audit findings can be recorded as proposed recommendations for improvement When the related item windows appear you can select yes which will launch a new item in the related register or NO Then click GO to continue on Self generated items Another way of creating a related item in another register is by clicking

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