questionnaire qeenhsms

SURVEY ON INTEGRATED MANAGEMENT SYSTEM

… Continued on next page of 7

Introduction:

The objectives of the survey are to assess the status of Management System (MS) implementation and

investigate the strategies for management systems integration in the Malaysian companies. This

research will be focusing only on the Quality Management System (QMS), Environmental

Management System (EMS), Occupational Health and Safety Management System (OHSMS) and/ or Energy Management System (EnMS). The results will be used solely for research purposes and no

attempt will be made to identify any individual involved in any publication by the researcher.

Instruction: This questionnaire consists of five (5) main sections. Please read the questions

carefully before answering them. For further understanding about IMS, kindly refer

to Appendix 1.

SECTION 1: BACKGROUND OF THE COMPANY

This section seeks general information about your company. Where appropriate, please tick () in the

box and/or complete the answer in the space provided.

1. The company was established since:

............................................................................................................................................................

2. Type of industry the company involved in:

Agriculture, Fishing

Rubber and Plastic

Products

Water Supply

Mining and

Quarrying

Non-metallic

Mineral Products

Construction

Food Products,

Beverages and Tobacco

Concrete, Cement,

Lime, Plaster, etc

Wholesale and Retail

Trade; Repair of Motor Vehicles, Motorcycles

and Personal and

Household Goods

Textiles and Textile

Products

Basic Metals and

Fabricated Metal

Products

/ Hotels and Restaurants

Leather and Leather

Products

Machinery and

Equipment

Transport, Storage and

Communication

Wood and Wood

Products

Electrical and

Optical Equipment

Financial Intermediation;

Real Estate; Renting

Pulp, Paper and Paper

Products

Shipbuilding Information Technology

Publishing

Companies

Aerospace Engineering Services

Printing Companies Other Transport

Equipment

Other Services

…………………………

……….

(Pls specify)

Manufacture of Coke

and Refined

Petroleum Products

Manufacturing not

Classified Elsewhere

Public Administration

Survey on Integrated Management System … Continued from previous page


Nuclear Fuel Recycling Education Chemicals, Chemical

Products and Fibres

Electricity Supply Health and Social Work

Pharmaceuticals Gas Supply Other Social Services

………………………

(Pls specify)

3. The number of full time employees in the company:

Not exceeding 5

Not exceeding 50

Not exceeding 150

More than 150

4. Annual sales turnover of the company:

4.1. Manufacturing and its related services Less than RM250, 000

RM250, 000 to less than RM10 million

RM10 million to RM25 million

More than RM25 million

4.2 Service Sectors

Not exceeding RM200, 000

RM200, 000 to less than RM1 million

RM1 million to RM5 million

More than RM5 million

5. Which of the following Quality Management System (QMS) standard(s) has/have the company implemented and what was/were the year of certification? Please tick where applicable and you

may tick more than one item.

QMS Standard Certification Year Implemented with

consultant’s assistance

Self-

implementation Planned Actual

ISO9002:1994 Yes / No Yes / No



ISO/TS16949:2002 Yes / No Yes / No

ISO/ TS16949:2009 Yes / No Yes / No


AS9100

( Rev A/ B/ C)

Yes / No Yes / No

If QMS have not been implemented, do you have any plan for QMS implementation and

Certification?

............................................................................................................................. ....................

6. Which of the following Environmental Management System (EMS) has/have the company

implemented and what was/were the year of certification? Please tick where applicable and you

may tick more than one item.

EMS Standard Certification Year Implemented with

consultant’s assistance Self-implementation Planned Actual



EMAS Yes / No Yes / No

If EMS have not been implemented, do you have any plan for EMS implementation and

Certification?

............................................................................................................................. ....................



7. Which of the following Occupational Health and Safety Management System (OHSMS) has/have

the company implemented and what was/were the year of certification? Please tick where

applicable and you may tick more than one item.

OHSMS Standard Certification Year Implemented with


Self-


OHSAS 18001:1999 Yes / No Yes / No

OHSAS 18001:2007 Yes / No Yes / No

MS1722:2005 Yes / No Yes / No

If OHSMS have not been implemented, do you have any plan for OHSMS implementation

and Certification?

.................................................................................................................................................

8. Has the company implemented Energy Management System (EnMS) and what was/were the year

of certification?

EnMS Standard Certification Year Implemented with


Self-



If EnMS have not been implemented, do you have any plan for EnMS implementation and

Certification?

9. Is there any other uncertified standard adapted by the company? If Yes, please tick in the box/

specify:

RoHS( Restriction of Use of Hazardous Saubstances)

REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals)

Others.........................

10. Is the company currently implementing Integrated Management System (IMS) or integrating the

QMS, EMS and/or OHSMS and/or EnMS?

Yes (Please precede to Section 2, 3 and 5)

No, but have plan to implement it within the next 3 years (Please proceed to Section 3 and 5) No, and do not plan to implement it (Please proceed to Section 4 and 5)

SECTION 2: INTEGRATED MANAGEMENT SYSTEMS PRACTICE

Section 2 asks about the IMS practice at your company. Where appropriate, please tick () in the box

and/or complete the answer in the space provided.

11. Type of management systems the company has integrated:

QMS and EMS OHSMS and EnMS

QMS and OHSMS QMS, EMS and OHSMS

QMS and EnMS QMS, EMS and EnMS

EMS and OHSMS EMS, EnMS and OHSMS

EMS and EnMS QMS, EMS, OHSMS and EnMS

12. In which year did the company start implementing IMS? …............................................................

13. How did the company integrate the management systems?

Start with implementing the QMS, EMS, OHSMS and/or EnMS individually. Then,

integrate the management systems using standard requirements / model (e.g. ISO9000,

ISO14000, OHSAS18000 and/or ISO50001).


integrate the management systems using PDCA cycle.


integrate the management systems using Total Quality Management / Business

Excellence model.



Integrate QMS, EMS and/or OHSMS from the beginning using standard requirements /

model (e.g. ISO9000, ISO14000 and/or OHSAS18000).

Integrate QMS, EMS and/or OHSMS from the beginning using PDCA cycle.

Other (please specify/describe):

…………………………………………………………………………..…………………

……………………………………………………………………………………………..

.…………………………………………………………………………………………….

.…………………………………………………………………………………………….

. (If the space provided is not enough, kindly use the back page)

14. Duration for the company to develop the Integrated Management System (From planning stage

until successfully integrates the management systems):

Less than 6 months 1.5 to 2 years

6 to 12 months 2 to 3 years

12 to 18 months More than 3 years

15. This question asks for your opinions on the degree of practice for each statement regarding IMS

implementation at the company. Please circle the degree of practice using the following scale:

0 = don’t know/unsure, 1 = very low, 2 = low, 3 = moderate, 4 = high, 5 = very high

Factors Practice

F1. Management Leadership and Commitment

1. Management communicate and interpret IMS policy and objectives to all the employees in the organisation in order for them to understand.

2. Management regularly conduct review of IMS performance.

3. Management provide employees with sufficient resources (e.g. financial, physical and technical) to do their work effectively.

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

Scale: 0 = don’t know/unsure, 1 = very low, 2 = low, 3 = moderate, 4 = high, 5 = very high



Factors Practice

F2. Resources Management

1. Everyone in the organization is responsible to implement and maintain

quality, environment, health and safety, and energy aspects.

2. Pertinent information on IMS is communicated to all staff in the

organization that needs it.

3. Company provides and maintains the infrastructure and equipment needed to achieve conformity to IMS requirements.

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

F3. Focus on Stakeholders

1. Company systematically identifies customers’ needs by asking what they expect.

2. Company systematically identifies the government and/or local authorities’ regulations relating to quality, environment, health and

safety, and energy aspects.

3. Company builds, maintains and enhances its relationships with stakeholders (e.g. customers, suppliers, subcontractors, local

authorities, regulators).

4. Company ensures that suppliers can maintain high technical standards

and meets quality, environment, safety and health specifications.

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

F4. Education and Training

1. Management and employees are trained to ensure that they are aware

and understand IMS.

2. Company regularly reviews the employees training plans to ensure it is sufficient and relevant for IMS implementation.

0 1 2 3 4 5

0 1 2 3 4 5

F5. Performance Measurement

1. Performance of systems processes and products/services are measured and compared to the business objectives.

2. Company performances (e.g. profits, market share) are benchmarked among companies in the same line of trade.

3. Company regularly conducts external and internal audits of its systems

and processes.

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

F6. Systems and Processes

1. All the IMS documentation (e.g. IMS manual, procedures, documents,

forms and records) is prepared and implemented according to what has

been documented.

2. All the IMS documentation is reviewed periodically for relevancy and disposed of when they become obsolete.

3. Production processes that can affect quality, environment, safety and health, and energy performance are identified, monitored and

improved.

4. Corrective and prevention actions have been identified and implemented.

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5

0 1 2 3 4 5



Factors Practice

F7. Continual Improvement.

1. Continual improvements are conducted to improve processes and

systems.

2. Every employee is willing to change and continuously seeks better

ways of doing things.

0 1 2 3 4 5

0 1 2 3 4 5

For those answering this section, kindly proceed to Section 3.

SECTION 3: STRATEGIES FOR INTEGRATING THE MANAGEMENT SYSTEMS

This section asks for your opinions on what should be the strategies for integrating the management

systems. Where appropriate, please tick () in the box and/or complete the answer in the space

provided.

16. What should be the sequence of management systems integration?

First QMS, then integrate with EMS and followed by OHSMS

First QMS, then integrate with EMS and followed by OHSMS and then EnMS

First EMS, then integrate with QMS and followed by OHSMS

First EMS, then integrate with QMS and followed by OHSMS and then EnMS Simultaneously integrate QMS and EMS at the beginning, and then integrate with OHSMS

Simultaneously integrate QMS, EMS and OHSMS at the beginning, and then integrate with

EnMS

Simultaneously integrate OHSMS and EMS at the beginning, and then integrate with QMS

Simultaneously integrate EMS and EnMS at the beginning, then integrate with OHSMS and

then integrate with QMS

Simultaneously integrate QMS, EMS, OHSMS and EnMS from the beginning

Other (please specify):

………………………………………………………………………….............

17. Should the management systems be aligned (partial integration) or should they be combining into one common management system (full integration)?

(Refer to Appendix 1 for explanation on the types of integration)

Aligned (partial integration) Combine into one common system (full integration)

18. What approach should be the basis for integrating the management systems?

(Refer to Appendix 1 for explanation on the integration approaches)

ISO9001:2008 Total Quality Management (TQM)/ Business Excellence Model

ISO14001:2004 Plan-Do-Check-Act (PDCA) cycle

OHSAS18001:2007 Combination of ISO9000 and TQM

ISO50001:2011 Systems approach Other (please specify):

………………………………………………………

19. Which of the following processes/areas should be integrated? Please tick where applicable and

you may tick more than one item.

Documents control Records control

Employees training Design and development control

Purchasing Suppliers’ assessment

Operational control Production and service provision

Equipment maintenance Measuring and monitoring device control

Control of Non-conformity Corrective and Prevention actions

Management review Internal audits

Other (please specify):……………………………………………………………………….

20. Which of the followings would you consider the FIVE (5) most critical factors for successful IMS

implementation? Please tick only top FIVE factors.



Management leadership and

commitment

Measuring results and performance

Effective resources

management

Efficient systems and processes

Focus on stakeholders Continual improvement

Education and training Other

(please specify):…………………………….


SECTION 4: REASONS FOR NOT IMPLEMENTING IMS

This section asks about what is/are the reason(s) for NOT implementing the IMS. Please tick where applicable and

you may tick more than one item.

Not aware about IMS implementation

Doubts about the benefits and added-value of implementing IMS

Existing management systems are sufficient and should remain separate

Lack of pressure from customers or competitors to implement an IMS

It requires long process until concrete results are achieved

High expenses in terms of personnel and costs during the introduction and maintenance of system

Past bad experience with failed quality programs or other management models Other (please specify):…………………………………………………………………………………..


SECTION 5: BARRIERS TOWARDS IMPLEMENTING IMS

This section asks for your opinions/experiences on the barriers towards implementing IMS in your organization.

Please circle the degree of agreement using the following scale:

0 = unsure, 1 = strongly disagree, 2 = disagree, 3 = neutral, 4 = agree, 5 = strongly agree

Barriers towards IMS implementation Degree of Agreement

1. People resist to change 0 1 2 3 4 5

2. Lack of leadership and commitment from top management 0 1 2 3 4 5

3. Lack of trained and experience staff to implement IMS 0 1 2 3 4 5

4. Lack of information and guidance on how to implement IMS 0 1 2 3 4 5

5. Lack of budget for conducting IMS activities 0 1 2 3 4 5

6. Lack of time to devote to IMS initiatives 0 1 2 3 4 5

7. Lack of employees awareness and understanding on IMS implementation 0 1 2 3 4 5

8. Poor internal communication 0 1 2 3 4 5

9. Lack of involvement and motivation from the employees 0 1 2 3 4 5

10. Difficulties in finding common denominators for diverse business functions 0 1 2 3 4 5

11. Lack of strategic planning 0 1 2 3 4 5

12. Work culture problems 0 1 2 3 4 5

Would you like to receive a short summary of this research? Yes* No

If we would like to conduct a case study on IMS implementation, would your company like to participate in it?

Yes* No Will consider

*If Yes, please attach your business card/ contact detail so that we can contact you.

* Thank you for your time and assistance*