Creating the scope of a Quality Management System (QMS) is a crucial step in implementing ISO 9001 or any other quality standard within your organization. The scope defines the boundaries and extent of your QMS, specifying what processes and activities are covered. Here are the steps to create the scope of your QMS:
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Understand the Organization: Start by gaining a comprehensive understanding of your organization's structure, products, services, processes, and objectives. This information forms the basis for defining the scope.
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Identify Stakeholders: Identify all the internal and external stakeholders who are relevant to your QMS. These could include customers, suppliers, employees, regulatory authorities, and other interested parties.
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Determine Boundaries: Clearly define the boundaries of your QMS. Consider what processes and functions are within scope and which are excluded. The scope should be precise in delineating what the QMS covers and what it does not.
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Identify Products and Services: List all the products and services that your organization provides, including any specific characteristics, features, or variations. This helps determine the range of activities covered by the QMS.
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Consider Locations: Specify if your QMS covers multiple locations or is limited to a specific site or division within your organization. If applicable, make it clear which locations are included in the scope.
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Determine Applicable Standards and Requirements: Identify the relevant quality standards and regulatory requirements that your organization must comply with. Ensure that the scope aligns with these standards and requirements.
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Involve Key Stakeholders: Consult with key stakeholders, including top management, department heads, and quality representatives, to ensure their input and agreement on the scope.
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Write the Scope Statement: Craft a concise and clear scope statement that summarizes the essential elements of your QMS. The statement should include:
- A description of the organization's core activities and processes.
- A list of products and services within the scope.
- A statement indicating the geographic locations covered.
- Any specific exclusions from the scope.
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Review and Approve: Circulate the scope statement among relevant stakeholders for review and approval. It's essential to obtain buy-in and consensus from all concerned parties.
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Document and Communicate: Document the scope statement as part of your QMS documentation, such as your Quality Manual or Quality Policy. Communicate the scope to all employees and stakeholders so that they understand the extent of the QMS.
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Keep It Current: Periodically review and update the scope statement to ensure it remains accurate and aligned with your organization's evolving needs and activities. Changes to your QMS may necessitate updates to the scope.
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Monitor Compliance: Regularly assess whether the processes and activities within the defined scope of your QMS comply with the established quality standards and objectives.
Creating a well-defined and accurate scope for your QMS is crucial for establishing clarity, consistency, and alignment with your organization's quality goals. It provides a clear framework for managing quality and serves as a reference point for audits and assessments.