Management system guidance

5.0 Leadership

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5.3 Roles, Responsibility & Authority

Each employee needs to know who is responsible for the various elements of the management system to ensure a successful implementation. You should develop and make available to all employees a list of key personnel and their job descriptions, responsibilities, along with an organization chart of key employees as they relate to the management system.

This should effectively define, document, and communicate the organizational structure of the management system. Please note that this method is a suggestion, and other ways of meeting the requirement for organizational structure may be used.

Develop an organization chart and create job descriptions to satisfy the requirements in order to clearly define roles, responsibilities and authorities and communicate those responsibilities and authorities throughout your organization.

There is no longer a requirement for appointment of Management Representative, though the duties currently assigned to the MR under ISO 9001:2008 or ISO 14001:2004 must still be undertaken but can be assigned to different personnel, or to the quality system manager. Examples of objective evidence to verify implementation might include:

  1. Communication of roles, responsibilities and authority;
  2. Processes and procedures to fulfil requirements are adequately resourced;
  3. Awareness of expectations is demonstrated in all relevant levels of the organization;
  4. Reporting on the operation (audits & inspections) and performance of the management system is done (business meetings, KPI reviews, etc.).

You should seek evidence that your organization’s personnel have not only been advised of their management system responsibilities and authorities, but also that they understand these in the context of the overall purpose of the management system.

You should also ensure that Top management have assigned responsibility and authority for preserving the integrity of the organization’s management system during changes.

More information on PDCA


4.1 Understanding Context 4.2 Interested Parties 4.3 Determining Scope
4.4 Management System Processes  
5.1 Leadership and Commitment 5.2 Policies 5.3 Roles, Responsibility and Authority
6.1 Address Risk and Opportunity 6.2 System Objectives and Planning 6.3 Planning for Change


7.1 Resources 7.2 Competence 7.3 Awareness
7.4 Communication 7.5 Documented Information
8.1 Operational Planning and Control 8.2 Requirements for Products and Services 8.3 Design & Development
8.4 Externally Provided Products and Services 8.5 Product and Service Provision 8.6 Release of Products and Services
8.7 Non-conforming Outputs 8.8 Emergency Preparedness 8.9 Accident and Incident Investigation


9.1 Monitor, Measure, Analyse and Evaluate 9.2 Internal Audit 9.3 Management Review


10.1 Improvement - General 10.2 Non-Conformity and Corrective Action 10.3 Continual Improvement

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