Doc002 - Policy Manual
![[gordon kirk limited]](gkl002.gif)
Doc002 - Policy Manual |
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This is the top-level document which describes the management system used by Gordon Kirk Limited (aka GKL). This document is produced and approved by Gordon Kirk - the General Manager of GKL.
The business and background to GKL is described on its Web site.
GKL's policy is to provide services which meet the needs of customers, and which comply with all the rules and regulations to which they are subject (eg: statutory, professional). All staff and associates working on GKL's projects are required to comply with this policy and related procedures. It is GKL's policy to seek to make continual improvements to its way of working.
for Tasks which are not audits
Tasks will be defined and specified clearly and carried out accordingly.
Deliverable documents will, generally, be subject to peer review. After review, a document will be revised and again reviewed if necessary (eg: after significant re-work, or if review comments have not been accepted).
for audit Tasks
It is easy to maximise auditee satisfaction: give him an easy time. This is not a desirable objective.
The Quality Objectives and other management objectives are reviewed as part of the management review process.
It is our policy not to discriminate to the disadvantage of people on the basis of age, gender, sexual orientation, marital status, disability, race, or religion.
If any member of staff or potential member of staff feels they have suffered from discrimination, they should raise the matter with the Director.
This management system covers all aspects of GKL's operations. The processes used are described in associated documents.
There is a complete set of all the management system documents in Doc001 - the Master List.
There is an Associates Handbook which provides a view of the management system more appropriate to the needs of associates. This gives pointers to relevant parts of the system.
There is a subset of the management system documents for associates; the subset is called GKL-SS. This is distributed in a zip file named, typically, gklssnnn.zip where nnn is the version number. Thus, the first version is gklss001.zip. The version of gklss is shown by the existence of a file named versionnnn.txt. The file contains nothing; its name gives the data. There is a ~README.txt in the zip file which gives hints on where to unzip it to. GKL-SS is also available as a self-extracting zip file (gklssnnn.exe) for those users who do not have WinZip.
The processes and procedures are described as a collection of pictures and words in html files. These enable them to be viewed readily with a web browser. The pictures are mostly "active", which is to say that you can click on the boxes which they contain; you will then go to an expansion of the procedure represented by the box. The procedures are hierarchical and numbered accordingly. There is an explanation of the notation in Doc021 - guidelines for documenting procedures.
![[overall process - Proc0000]](Proc0000.gif)
The operations are run by from head office at Greenway House. The staff are multi-roled. The General Manager is the director - Gordon Kirk. The organisation chart shows the main roles in the organisation.
![[overall organisation chart]](orgA.gif "[overall organisation chart]")
On an individual project, there will be an ad hoc structure. If this is at all complex, it will be described in the Contract Workplan. Typically, the contract management will be the responsibility of the General Manager, who will appoint a Task Leader for each of the Tasks. The Task Leaders will be responsible for the management of the work of their Task, and for the delivery of the Task "deliverables". Where necessary (and generally), there will be a Review Team appointed for a Task. The reviewers will be a part of the Task team.
![[Task organisation chart]](orgB.gif)
The following roles and their responsibilities have been defined.
| title : | general manager |
| responsibility : | |
| authority : | |
| training : | - |
| experience : | - |
| title : | internal auditor |
| responsibility : | |
| authority : | |
| training : | If the auditor is an IRCA-registered auditor, little training is required other
than to become familiar with the relevant GKL procedures.
If the auditor is not IRCA-registered, he will need to be trained internally within GKL on internal auditing. This training will cover: |
| experience : | none |
| title : | office administration |
| responsibility : | to work to the procedures of the company as defined for admin staff |
| authority : | only that explicitly referred to, or required by the procedures |
| training : | be familiar with those of the company's systems which he uses |
| experience : | none |
| title : | accounts |
| responsibility : | to work to the procedures as defined for accounts staff |
| authority : | only that explicitly referred to, or required by the procedures |
| training : | be familiar with the accounting systems |
| experience : | none |
| title : | systems manager |
| responsibility : | |
| authority : | overall authority over the way that the company computer systems are used (notably for allocation of disc space, comms ports, passwords) |
| training : | be familiar with the relevant procedures and standards |
| experience : | none |
| title : | Task leader |
| responsibility : | |
| authority : | to sign off and deliver the Task deliverables |
| training : | to be familiar with the relevant procedures |
| experience : | that required to do the work |
| title : | reviewer |
| responsibility : | |
| authority : | none |
| training : | to be familiar with the relevant procedures |
| experience : | that required to review the deliverables |
| title : | consultant |
| responsibility : | to work to the Task Plan as directed by the Task Leader |
| authority : | none |
| training : | to be familiar with the relevant procedures |
| experience : | that required to do the work |
All management system documents (procedure descriptions, forms, templates, guidelines, training material) are labelled as DocNNN where NNN is numeric from 001. They are all listed on Doc001 - the Master List.
All these documents are reviewed, and approved by the General Manager before issue.
There is a list of the changes made to the documents in Doc003 - Recent Changes. In addition, most documents have a "document change history" section at their end. This will, usually, link to the change in the document.
There is a subset for associates called GKL-SS.
The master copies of these documents is held on the General Manager's computer (currently Zeta). Any paper copies are marked as being uncontrolled.
The management system is designed to comply with the following standards, statutes, and regulations.
The management system has no third party registrations.
The management system complies with ISO 9001:2000. The following sections are not applicable:
In case a client has a complaint, they are invited in the first instance to make this known to the member of GKL's staff with whom they usually have contact. In any case, if they prefer, they should make known their complaint to GKL's General Manager by any means (see below for contact details).
approved by : Gordon Kirk (General Manager)
document control : document-by-document, soft-copy master
distribution list:
uncontrolled when printed, last updated by Gordon Kirk on
5 April 2006, Doc002, version 3 issued
©
copyright: Gordon Kirk 1991-2006
Gordon Kirk Limited, Greenway House,
Dymock, Glos GL18 2DX, UK
+44-1531-890 235
CONFIDENTIAL : for GKL staff only
Comments on this document should be sent to
Gordon Kirk.