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Management system For Management is a

Map , but for Employee it is a GPS Device 1Management could use management system (either

Quality, Safety& Health or Environment) as a map to

see how each organization performance not from

the crowd but from above

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It s means Management need to see

Management systen to know how is the trend

most commont product failure, frequent

complaints, delays, reject rate, cost of poor

quality etc. that management should monitor,

it is only the trend, no need to know in detail.

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Management system for Management is a

Map , but for Employee it is a GPS Device

Management System also gives detail

of process in set of documented

information (Procedures, Objectives,

skills need etc.) It also need review

frequently and at certain interval..

management system for employee is like a GPS

device, it gives a guide to reach a destination or

sets of destinations, completed with detail

direction, and alternate route when one is not fit

with employee needs

the GPS need software up date, inline with road change,

if not so the GPS may put the user in risk of being lost and

trapped, same as GPS, management system also need up

date to make the process is running in correct direction

Management System is fit for suppliers, site plant or

branches, but (may) not fit for Holding or Head

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Many big companies strickly requires their suppliers, site

plants or branches to implement management system,

but not for themself, It may not 100% true but it is

logically to think because management system is a tool,

top management does not need a tool to control

themself.

Sales Dept is stand out and rewarded

when company profit is grow up, but

when profit is sunk there are many

reasons to excuse

Management system is to blame when

something goes wrong3

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QHSE Dept is aimed when a failure

happens, but when Quality, Health

Safety is in good shape they are not

visible and (sometime) no reward

• In Nov 2005, Indonesian national news media was shocked by revealed fact in aviation

bussiness, as an aircraft belong to a National Airline found with more that 50% water

content in its Avtur fuel tank, the standard is below 1 % water content. It is very risky

because in high altitude the water in avtur fuel tank freezed and turn to be ice that can

congest or may stop the fuel supply to aircraft engine

Accustomed to bad habit and resist to new

good change 4

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• Investigation by National Aviation Safety Commitee (DSKU) initiated to find the root cause in

both fuel Supplier and Aircraft operator. The Avtur fuel supplier Pertamina as it has

implemented ISO 9001, it was easy to present the qualty of avtur evidence during fuel

transfer, retain sample and testing report, but not with the Airline, there was critical

Standard Operating Procedure about Water Drain Procedure from Avtur fuel tank is

missing, the Aircraft technician do their job only following how their senior employee do it,

they justify the habit from their senior employee as their SOP

Wordings

How is the SOP may make many different

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Human brain easily undestand and absorb information in pictures and colors instead of words

Flowchart

Documented information (e.g. SOP) may usefull as much as possible in flowcart or pictures

Understandable SOP may prevent

violation

It is a common practise the SOP is created

by anyone who knows exactly the

process, and write it in a long and

complex wording SOP,

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What may happen next is the SOP not an

understandable anymore to be used as

reference for doing the job, but learning by

doing or just watching someone else doing

the job is more prefered as cross cut.

Ignore the SOP instead of change it when not fit

Regardless to the

education level ,

background or

employment rank,

(event Top

management) some

people tends to

ignore the unfit SOP

instead of change it

The clue may SOP has

not been changed for

years, even the

operation process has

been reformed many

time is simpton that the

management system is

not well maintained

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It is a common practise in order to comply with requirement,

company’s objective is set without considering bussiness

purpose

Objective is set to measure something instead

of to perform against bussiness challenge8

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So event the objectives has been set and achieved for years,

but it is not leading to a significantly affect to the bussiness

performance

It may be avoided by setting objective based on Service level

required or stated or implied by customers

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Missleading vision between proper

implementation and certification9

But the proper implementation may

enable company to win sustainable

bussiness

Management system certificate may

lead company to win the Bid, or

achieving the Contract

Common mistake in making Job

Description structure10

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Responsibility

Authority

HighLow

Employment rank

When developing Job Description,

sometime the diferent of authority

and responsibility is an ambigous

thing, it makes the job description is

less usefull to guide employees carry

out their job.

• Imagine a job

description for office

boy has many words

regarding authority,

same number with

Director? It may

confusing

It is presumed that if many findings in a

management system audit, it means or

caused by “lack of competency”

of person who incharged for the

management system

11Expecting happy ending and perfection in

management system implementation

13 of 13Afefa consulting ; balfas.mustari@gmail.com

There is nothing to be worried about findings,

what to be concerned is reason of findings,

whether is less trained employee or

disobedience employee?

Implementation is a lifecycle, it will never reach

perfection, may be until company collaps