quality management system - bureau of meteorology...wednesday, october 12, 2011 tanzania...

Wednesday, October 12, 2011 Tanzania Meteorological Agency 1

Inaugural Meeting of the WMO Task Team on Quality Management System

Innsbruck - Austria

10 – 13 October 2011

Geofrid E. Chikojo

TMA

Tanzania was earmarked by WMO to implement a pilot project of QMS for aeronautical meteorological services

This was a WMO/TMA funded project supervised by a Consultant from MSN, Canada

Consultant Missions in TMA were as follows:

- November 2008 – Introduce the Project

- training on QMS

- January 2009 - preparation of procedures, manuals and other documents

- June 2009 – trained internal auditors

- September 2009 – Handling of documents, NCs, Cor & Preventive action

QMS Pilot Project for Tanzania

Wednesday, October 12, 2011 2 Tanzania Meteorological Agency

TMA started implementing its QMS at 16 Met Stations scattered at various places in the Tanzania

The number of stations was later reduced to 7 to enable TMA manage well implementation process

QMS Pilot Project for Tanzania


1. Dar es Salaam (JNIA)

2. Zanzibar

3. Kilimanjaro

4. Dodoma

5. Mwanza

6. Arusha

7. Mbeya

QMS – Airport Stations involved


Training Initial training (project introduction) was provided in

November 2008

Training of trainers, Preparation of draft manual forms – 8 people from major Airports – Jan 2009

Training to staff was done on 16 stations – May 2009.

Training - QMS Internal Auditing – June 2009

QMS awareness to TMA Top Management – April 2009, April 2010

Training to staff of 7 stations – May 2009 & October 2010

Capacity building training to audit team – Oct 2010 & July 2011


Internal Audits Internal audits have been used to improve the system since

2009 when the trained team started auditing

Four audit rounds have been done to date

June 2009

August-Sept 2009

October 2010

August 2011


Certification Audit


The preparations started in October 2009 when proposals from three different certifying organizations were received

Through procurement procedures a company from Canada was picked as a Registrar -Certech Registration Inc.

Documents were reviewed and onsite audits were done

The certification audits were done in December 2010

A maintenance audit is expected in November 2011

Wednesday, October 12, 2011 9

Auditors

travelling to

audit site

Zanzibar

At Zanzibar

observing

station

At Dar es Salaam

Airport

Audit Results; Non-Conformance


TMA system was audited and found with the following four (4) Minor non-conformities, and

6 suggestions for improvement, one of which I would like for the members to comment

We were officially certified in February 2011

../../Audit/External/CMD02 Stage2 report.doc

Implementation Experiences

Replacement of QMS staff

Training

- Top Management, including managers from 7 stations

- Staff at HQ, CFO, and 7 stations

Documents & Records review

- A committee was formed to review all forms and documents available

Standardization of observing equipment

- Calibration of wind systems, wind dials, barometers, thermometers

Purchasing and Installation of pressure calibration unit


Inspection visits were done with the aim of;

- getting a picture of QMS status

- proving a more training to staff

- preparing them for registration audits and continual improvement of the system

Auditor’s training, and

Auditing of the system

Operational meetings

Quarterly meetings

Now we have weekly meetings

Reports from stations are reviewed

Action items are assigned and others closed


Implementation Experiences

Was transferred to Quality Assurance section in Nov 2007, where I worked under the Manager of the section

Was appointed Manager of Quality Assurance & Network planning in November 2008

Was appointed Manager of the WMO/TMA QMS pilot project in February 2009 So I had a chance of leading the organization in implementation of

QMS as well as towards ISO 9001:2008 certification


Personal Experiences

Trained as internal auditor – June 2009

Attended QMS workshops with the other LDCs in the region of Africa

In South Africa – 2 in 2010

In Nairobi – 2, 2009 and 2010

In Tanzania – 1, August 2011 (as one of the resource persons)

In Zimbabwe – 1, Sept 2011 (as one of the resource persons)

Attended a Lead Auditor training course in 2010

Conducted auditors’ training workshops - 2010 and 2011


Personal Experiences

Tanzania Meteorological Agency 15

Zimbabwe

workshop

participants

Group

discussions at

Zimbabwe

Challenges & Problems faced During the Implementation Process the following challenges and

problems were faced;

1. QMS personnel left for green pastures

Someone else was appointed and filled the position

2. Involving the staff-more complicated for a wide org

Involves money and time

People are reluctant to change to new way of doing things

Others think this will add more work to them

Misunderstandings - some think QMS will be a solution to all problems

3. Availability of funds in time

4. Insufficient number of technical staff at airport stations


Challenges & Problems faced 5. Problems with Controlling of documents

Too many different forms were being filled at stations, some were not even known by Management

Others tried to change or update the controlled documents

6. Communication problems

Most of the stations are not well equipped with modern communication facilities

7. Procedures for addressing the NCs found during audits were not well understood by most of staff and process owners

8. Calibration of meteorological instruments

Wind generators and wind dials

thermometers

Barometers-, etc


The End

Thank you
