THE SAIOH QUALITY MANAGEMENT SYSTEM & CPD AUDIT STATUS JULIE HILLS - SAIOH SPECIAL AGM – 26TH MAY 2017

SAIOH QMS – WHY DO WE NEED A QMS? A growing organisation Transient volunteer Officers and council members Eases transfer of responsibilities – written procedures and support materials Regional branches and offices – cannot all operate differently – creates alignment Good business practice – ability to prove our capabilities Enhance support of our members

The glove no longer fits! SAIOH QMS Development and origins of the Constitution, policies and procedures date back many years as the institute grew 1st major consolidation into a QMS format occurred 6 or 7 years ago. SAIOH have undergone many changes and rapid growth and this has impacted on how we operate. New systems, strategic plan, full time employees, major upgrades to the certification process The glove no longer fits!

QMS = Good business Continuous update of old, and addition of new procedures has continued and several reviews occurred in the last few years New systems were implemented (e.g. MySAIOH) Volume of content delayed full revision and publication Completion and full communication of the SAIOH QMS system to all members recognised as a major requirement going forward – needs to be user friendly!

But! Alignment to SANS 17024 – end 2015 Council made a decision in 2015 to align the QMS to SANS 17024 – Personnel certifiers for certification of persons SAQA accredited SAIOH as the Professional Registration body for Occupational hygiene – their requirements mimic this system The initial work on collating all SAIOH procedures and documentation, aligning this to SANS 17024 was outsourced. This returned the most comprehensive set of support material and procedures in one document as well as a detailed Gap analysis to help us understand additional work required But!

Finalising the alignment and QMS The single document was large and difficult to work from – not user friendly!; Sections of the document were already good individual guides and documents on the web site – became lost in the bulk; Reviewing and correcting specific sections was difficult and overwhelming for council members and the PCC; Council project underway to simplify the material

Unbundling and finalising the QMS Cost considerations – project being performed by Council members SAIOH councillors know how our ‘business works’ – best people for this job! Main Chapters and the majority of supporting documentation completed and ready for review by portfolio champions The consultant Gap analysis document still needs to be reviewed to allow us to add any other missing procedures or documents

Unbundling and finalising the QMS All guides and documents required for use by our members remain available on the web site These will be updated and replaced if needed, this will be seamless for members Any major changes to common documents or procedures will be communicated – please read your emails! Money is allocated in the budget for expert Quality specialist to help us finalise areas relating to Quality issues where we lack knowledge. Although?

Unbundling and finalising the QMS SAIOH have many members who now have excellent knowledge of Quality management? AIA’s and Implementation of SANS 17020! We are always looking for member input and support and any person willing to share this knowledge would be greatly appreciated?

Time lines It is hoped the aligned and final QMS will be ready before the Conference and AGM in October The QMS will be available in full via the web site The launch of the QMS will be communicated to all members with explanations relating to: Content Member related documentation, procedures and guides Limited access documents – who and why? Member roles and responsibilities

Any Questions?

Continuous Professional Development (CPD) – Points Maintenance The new CPD points system has been distributed to all SAIOH members (and is available on the website) – it is very clear how much one can claim for what, CPD submission called for an audit to be done in accordance with our CPD procedure and SAQA request for proof of audit. Results and outcomes were reported to the PCC at the April meeting. If CPD’s are not submitted (sub-standard response rate) or are false, SAIOH could lose SAQA certification, NARC accreditation – and DoL recognition,

Continuous Professional Development (CPD) – Points Maintenance Members that submit “false” claims will be subjected to disciplinary procedure, Members who ignore the call to submit supporting documentation for verification/audit by SAIOH, will be subjected to disciplinary procedure. If membership is terminated, you must (re) apply, as if you are a new member; sit all assessments and pay all fees – the highest level at which you can (re) apply, is Technologist !

Continuous Professional Development - Audit outcomes The following method of selection and communication occurred: Problem – large number of people still on our member list who are no longer active Reduced the numbers of audited members

Continuous Professional Development - Audit outcomes Response from members requested to provide evidence for points claimed: Problem – members ignored the audit request – despite multiple requests and communication

Continuous Professional Development - Audit outcomes Results for the members who responded and provided evidence: Where did the evidence or claims present problems?

Continuous Professional Development - Audit outcomes Members claim active practice from more than one of the four categories for which practice may be claimed ROHT claim points for management – which is an ROH only category – this is stipulated in the table with justification. Members claim points for being a SAIOH member, although this is defined for membership of other related Institutions – clearly marked as excluding SAIOH? Some members failed to claim for active practice of any kind?

Continuous Professional Development - Audit outcomes Initial audit steps identified problems which need to be understood and refined by the PCC and council to enable finalisation of the audit process A questionnaire relating to the CPD process will be sent to members shortly to help us better understand difficulties and to align the audit process A more defined procedure will be developed to help the auditors complete the process A second audit will be performed later in the year – If you are selected: Please respond and help us to successfully implement this important requirement for maintenance of our Professional accreditation.

End - Thank You Questions?