Document {{ORG_PREFIX}}-017
Management Review Procedure¶
1. Purpose¶
This procedure defines how {{ORG_NAME}}'s top management reviews the IMS: a standing rhythm of sessions (Section 3.1) in which the chair tests whether the system still delivers, still points where the strategy points, and still fits and covers the business it serves, and turns each session into decisions. It implements the leadership commitments of the Quality & OH&S Policy.
Note on this document's approver: the natural approver of a procedure owned and chaired by {{ROLE_TOP_MANAGEMENT}} collides with the owner≠approver rule, so approval is assigned to the {{ROLE_QUALITY_MANAGER}} — a deliberate separation-of-duties judgment call recorded here.
2. Scope¶
The whole IMS, both disciplines, reviewed across a rolling 12-month programme of short monthly slices chaired by {{ROLE_TOP_MANAGEMENT}}. One review serves both standards; a full cycle works through all twelve slices.
3. Procedure¶
3.1 Review programme¶
No single giant annual review: twelve short monthly sessions, each
covering a defined input slice, chaired by {{ROLE_TOP_MANAGEMENT}} with the
{{ROLE_QUALITY_MANAGER}} and {{ROLE_OHS_COORDINATOR}} standing attendees and
others invited per slice. A full cycle works through all twelve slices;
Section 3.2 says how each session's inputs are prepared. Where
review_programme: quarterly is set in the org profile, the same slices run
three-per-quarter.
| Month | Slice | Inputs covered | Records |
|---|---|---|---|
| 1 | Prior actions & system changes | The standing opener taken in depth: where every action from earlier sessions now stands. Then whether the ground has moved since the last pass: a read of the policy against what the business now is; every change in what {{ORG_NAME}} is bound to comply with, whether already landed as a row in the Instruments & Commitments or Compliance Obligations register or still on its way in; and any shift in the organisation's context, external or internal | management-reviews |
| 2 | Quality objectives & KPIs | The company-wide quality rows of the Objectives & Targets register scored against their indicators, read alongside the monitoring plan's trend data on how processes are performing and whether delivered work conforms to requirements | management-reviews |
| 3 | Customer feedback & satisfaction | The Customer Feedback & Complaints register worked through: complaint themes and their closure, the linked CAPA rows, and what feedback and compliments say about how clients and other interested parties see the work | management-reviews |
| 4 | OH&S performance | The OH&S rows of the Objectives & Targets register scored against their indicators; leading indicators from the monitoring plan; and the Incident Register and Hazard Register read together: what happened, what nearly happened, and how freely people are reporting | management-reviews |
| 5 | Audit results | Findings from every audit of the system since this slice last ran: internal audit sessions per the Internal Audit Log and session records, certification audits, and any client or regulator audit of {{ORG_NAME}}; where the CAPA rows they raised stand; and the trend across findings | management-reviews |
| 6 | Risk & opportunity effectiveness | Risk & Opportunity Register health: rows overdue their next review, emerging risks, whether treatments are actually moving inherent ratings to residual, and whether actions taken on opportunities have delivered what they were opened for | management-reviews |
| 7 | Compliance evaluation results | Regulator interactions since the last pass; the latest compliance evaluation records (legal-compliance-evaluations/); and where compliance-driven CAPA rows stand, whatever raised them |
management-reviews |
| 8 | Consultation & participation | Barriers to participation found, removed, or still standing, and what the consultation records (docs/records/consultation/) show workers raised and what changed because they raised it |
management-reviews |
| 9 | Objectives & sleeve review | Objectives in depth: product × market sleeve performance, sleeve adoption and retirement calls, and the Objectives & Targets register snapshot taken for this session | management-reviews |
| 10 | Nonconformity & corrective action | NC and CAPA trends, effectiveness checks, overdue actions | management-reviews |
| 11 | Resources & external providers | Whether the system has the people, tools, and infrastructure its work needs and where it is short; and the Supplier & Contractor Register read for how external providers are performing, open issues included | management-reviews |
| 12 | Improvement & strategic alignment | Whether the IMS still points where the strategy points; the year's monitoring and measurement results in overview; the continual-improvement pipeline reviewed end to end, fresh candidates tabled for it this session as well as what is queued, moving, or stalled; the relevant communications interested parties have sent this cycle; and next cycle's programme confirmed | management-reviews |
Every slice opens with two standing items regardless of topic: safety moment and status of actions raised at earlier slices.
At instantiation the twelve slices are seeded as dated Schedule register rows (Category: Management review) and Scheduled rows in the Management Review Log; automation A5 prompts the chair monthly.
3.2 Review inputs¶
The accountable role for each slice prepares its inputs from the live registers and committed records — not from freshly assembled slideware. The input set across a full cycle is the slice table in full; each session's record lists which inputs were actually tabled, so coverage is auditable.
3.3 Review outputs¶
| Step | Action | Responsible role | Output / record |
|---|---|---|---|
| 1 | Decide: no session ends without explicit decisions and actions. The chair settles whichever of these the slice has put in play: recovery actions wherever a target is being missed; objective and target moves, sleeve adoption or retirement among them (the only mechanism that opens or closes a sleeve); changes the IMS itself needs; resources the system needs and does not have; which improvement candidates enter the pipeline; and, across the cycle, the verdict on whether the system still delivers, and still fits and covers the business it serves. | {{ROLE_TOP_MANAGEMENT}} | Decisions in the session record |
| 2 | Record: commit the session record to docs/records/management-reviews/YYYY-MM-<slice>.md (attendees, inputs tabled, discussion, decisions, actions with owners and dates) and update the Management Review Log row (held date, attendees, decisions count, record link, Status: Done). At the objectives slice, snapshot the Objectives & Targets register alongside (tools/snapshot_register.py). |
{{ROLE_QUALITY_MANAGER}} (record); chair confirms | Record + register row |
| 3 | Communicate: outcomes that touch the workforce go out through the channels in the Communication, Consultation & Participation Procedure, to workers directly and to worker representatives where the workforce has them. | {{ROLE_OHS_COORDINATOR}} | Communication noted in the record |
| 4 | Track: actions raised enter the follow-up flow — improvement actions to the Objectives & Targets or CAPA registers as fits, system changes through the Management of Change Procedure, document changes through the PR lifecycle. | Action owners | Register rows; PRs |
4. Records and Registers¶
| Activity | Register (index) | Record (evidence) |
|---|---|---|
| Programme schedule | Schedule (Category: Management review); Management Review Log | — |
| Each session | Management Review Log | docs/records/management-reviews/YYYY-MM-<slice>.md |
| Objectives slice | Objectives & Targets | Register snapshot committed with the session record |
Honest status: docs/records/management-reviews/ is empty until the first
slice has genuinely been held and recorded.
5. Exceptions¶
A slice may be rescheduled within its month, or combined with the following month's slice, at the chair's discretion — at most [ORG-DECISION: combination limit, e.g. twice per cycle], and the cycle must still cover every input. No exception is available to recording outputs or communicating relevant outcomes to workers.
6. Related Documents¶
quality-ohs-policy— the leadership commitment this implements.internal-audit-procedure— audit results feed slice 5.ims-objectives-improvement-plan— objectives and the sleeve mechanism reviewed at slice 9; improvement decisions land in its pipeline.
7. Revision History¶
| Version | Date | Author | Description of Changes | Reviewed By | Review Date | Approved By | Approval Date |
|---|---|---|---|---|---|---|---|
| 0.1 | 2026-07-16 | {{ROLE_TOP_MANAGEMENT}} | Initial draft | — | — | — | — |
8. Document Control
| Document | {{ORG_PREFIX}}-017 |
|---|---|
| Type | Procedure |
| Version | 0.1 |
| Status | Draft |
| Owner | {{ROLE_TOP_MANAGEMENT}} |
| Reviewer | {{ROLE_OHS_COORDINATOR}} |
| Approver | {{ROLE_QUALITY_MANAGER}} |
| Next Review | 2026-08-15 |
| Classification | Internal |
Held in the document frontmatter, mirrored to the Document Register.