Whittington & Associates Newsletter

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ISO 41001 – Facilities Management

Apr 1, 2019 in Newsletter | Comments Off on ISO 41001 – Facilities Management

ISO 41001:2018 specifies the requirements for a Facility Management (FM) system when an organization:

a) needs to demonstrate effective and efficient delivery of FM that supports the objectives of the demand organization;

b) aims to consistently meet the needs of interested parties and applicable requirements;

c) aims to be sustainable in a globally-competitive environment.

The requirements specified in ISO 41001 are non-sector specific and intended to be applicable to all organizations, whether public or private sector, and regardless of the type, size, and nature of the organization or geographical location.

ISO 41001 uses the same common clause structure of the ISO 9001 quality standard.

According to the International Facility Management Association (IFMA), facility management uses many disciplines to help ensure the safety, comfort, and efficiency of a purpose-built environment that includes the people, buildings, processes, and technologies a business depends on to function properly.

Because of this, facilities management is a booming industry. In recent years, it has experienced average annual growth of between six and eight percent — and according to IFMA, the FM global market was worth more than $1 trillion at the end of 2018.

While FM has a broad impact, recognition of its principles and practices at a global level has been lacking. ISO 41001 provides the basis for a common interpretation and understanding of FM and the ways in which it can benefit organizations of all kinds.

In a globally-competitive environment, FM organizations and providers need to communicate among themselves and with interested parties using common principles, concepts, and terms, including assessment and measurement of performance. ISO 41001 is intended to raise the standard of care and increase levels of quality, thereby stimulating organizational maturity and competition for the delivery of FM.

According to ISO 41001, the benefits of an integrated system standard for FM include:

  • improved workforce productivity, safety and health, and well-being;
  • improved communication of requirements and methodologies among and between public and private sector organizations;
  • improved efficiency and effectiveness, thus improving cost benefits to organizations;
  • improved service consistency;
  • providing a common platform for all types of organizations.

ISO 41001 is applicable to any organization that wishes to:

  • establish, implement, maintain, and improve an integrated FM system;
  • assure itself of conformity with its stated management policy;
  • demonstrate conformity with this document by:
    • making a self-determination and self-declaration;
    • seeking confirmation of its conformity by parties having an interest in the organization;
    • seeking confirmation of its self-declaration by a party external to the organization;
    • seeking certification of its FM system by an accredited third-party certification body.

ISO 41001 Certification

According to an NQA InTouch newsletter article, ISO 41001 certification indicates to other businesses and clients that the certified organization is invested in the following factors:

Environmental impact: FM-certified companies demonstrate that they care greatly about the impact their operations have on their local and regional environments.

Financial responsibility: Since the costs associated with managing a facility typically form an organization’s second-highest expenditure, the efficiencies that FM supports demonstrate a business’s financial responsibility, as well as, its commitment to eliminate wasteful practices.

Facility efficiency: Certification is a sign that a business takes proper responsibility for the effective management of its assets to minimize the costs associated with their operation, while at the same time maximizing their use.

Workspace compliance: By ensuring workspaces are healthy, safe, and compliant, FM certification is a clear sign that an organization is committed to providing a quality working environment for its workers.

The 45-page ISO 41001:2018, “Facility management – Management systems – Requirements with guidance for use”, can be ordered online for $158 at this ISO web page.

Quotes on Writing

Apr 1, 2019 in Newsletter | Comments Off on Quotes on Writing

If you’re responsible for developing or maintaining manuals, plans, specifications, procedures, instructions, or even forms, you may appreciate these quotes about writing.   

The most valuable of all talents is that of never using two words when one will do. 
Thomas Jefferson (1743 – 1826)
3rd U. S. President and Drafter of Declaration of Independence 

Either write things worth reading,
or do things worth the writing. 

Benjamin Franklin (1706 – 1790)
Statesman and Inventor 

I have made this letter longer than usual,
because I lack the time to make it short. 

Blaise Pascal (1623 – 1662)
Mathematician and Philosopher 

If written directions alone would suffice,
libraries wouldn’t need to have the rest of the universities attached. 

Judith Martin
Miss Manners 

Put it before them briefly so they will read it,
clearly so they will appreciate it,
picturesquely so they will remember it and,
above all, accurately so they will be guided by its light. 

Joseph Pulitzer (1847 – 1911)
Journalist and Newspaper Publisher 

Here I am paying big money to you writers and what for?
All you do is change the words. 

Samuel Goldwyn (1882 – 1974)
Movie Producer 

What is written without effort is in general read without pleasure. 
Samuel Johnson (1709 – 1784)
Essayist, Lexicographer, and Poet

Writing comes more easily if you have something to say. 
Sholem Asch (1880 – 1957)
Novelist and Dramatist 

The more you read, the better you’ll write. 
Lynn Bailey
Romance Author 

Hard writing makes easy reading.
Wallace Stegner (1913 – 1993)
Novelist and Literary Professor 

Those who write clearly have readers;
those who write obscurely have commentators. 

Albert Camus (1913 – 1960)
Journalist, Novelist, and Playwright 

Real seriousness in regard to writing is one of two absolute necessities.
The other, unfortunately, is talent. 

Ernest Hemingway (1899 – 1961)
Journalist and Novelist 

Practice, practice, practice writing.
Writing is a craft that requires both talent and acquired skills.
You learn by doing, by making mistakes,
and then seeing where you went wrong. 

Jeffrey A. Carver
Science Fiction Author 

There arises from a bad and unapt formation of words
a wonderful obstruction to the mind. 

Sir Francis Bacon (1561 – 1626)
Essayist and Father of Deductive Reasoning 

Vigorous writing is concise.
(from “The Elements of Style”, 1919)
William Strunk Jr. (1869 – 1946)
Writer and Educator 

If it sounds like writing, I rewrite it. 
Elmore Leonard
Novelist 

Present to inform, not to impress;
if you inform, you will impress. 

Frederick P. Brooks
Computer Science Professor 

This report, by its very length, defends itself against the risk of being read. 
Winston Churchill (1874 – 1965)
British Prime Minister 

Broadly speaking, the short words are the best, and the old words best of all. 
Winston Churchill (1874 – 1965)
British Prime Minister

ISO 9001 Classes in Orlando

Apr 1, 2019 in Newsletter | Comments Off on ISO 9001 Classes in Orlando

Larry Whittington will be the instructor for these ISO 9001:2015 classes in Orlando, Florida:

ISO 9001:2015 Requirements

June 24-25, 2019
August 12-13, 2019
December 9-10, 2019

ISO 9001:2015 Internal Auditor

June 24-26, 2019
August 12-14, 2019
December 9-11, 2019

ISO 9001:2015 Lead Auditor

June 24-27, 2019
August 12-15, 2019
December 9-12, 2019

Click on a course title to view the course description and enroll in a class. If you have questions about the training or registration process, please call 770-862-1766.

New FAQs for IATF 16949

Apr 1, 2019 in Newsletter | Comments Off on New FAQs for IATF 16949

The International Automotive Task Force (IATF) has approved the release of updated IATF 16949:2016 Frequently Asked Questions (FAQs) to clarify existing requirements.

The new Frequently Asked Questions are included below. To view all the FAQs, as well as, the Sanctioned Interpretations, go to the IATF Global Oversight website: http://www.iatfglobaloversight.org.

FAQ 23 – clause 8.5.1.3, Verification of job setups

QUESTION: If first-off/last-off part validation is not performed or appropriate for a specific type of manufacturing process, are such records to be maintained per 8.5.1.3 e)?

ANSWER: As stated in 8.5.1.3 d), first-off/last-off part validation is performed only when it is applicable and appropriate. Where the validation is not performed because it is not applicable or appropriate, there is no requirement to maintain records.

FAQ 24.1 – clause 8.4.2.2, Statutory and regulatory requirements 

QUESTION 1: If the organization is not responsible for product design and is therefore only manufacturing products as per the customer´s design, is the organization then exempt from the requirements in 8.4.2.2?

ANSWER: No, all organizations regardless of their responsibility for product design must satisfy the applicable requirements of 8.4.2.2. The applicable requirements address purchased products, processes, and services for which the organization is responsible.

FAQ 24.2 – clause 8.4.2.2, Statutory and regulatory requirements 

QUESTION 2: Is the organization required to request a complete list of countries of destination from the customer if the list was not provided by the customer?

ANSWER: Yes, the organization is required to request a complete list of the countries of destination from the customer if the list was not provided by the customer.

NOTE: The “country of receipt” is where the organization is located (country of the manufacturing site). The “country of shipment” is the customer’s receiving location (country where the manufacturing site ships to). The “country of destination” is the country where the vehicle is sold (country where the final product is initially sold).

FAQ 24.3 – clause 8.4.2.2, Statutory and regulatory requirements 

QUESTION 3: What is the consequence if the customer does not provide the information on the countries of destination to the organization? What is the organization required to document in this situation?

ANSWER: If the organization claims that the customer did not provide the necessary information on the countries of destination, the organization should be able to produce written evidence (e.g., letters, emails, meeting minutes, etc.) of their efforts to obtain it.

FAQ 24.4 – clause 8.4.2.2, Statutory and regulatory requirements

QUESTION 4: What level of detail should be provided by the customer regarding the countries of destination? Would a generic statement like “every country globally” be an appropriate response?

ANSWER: No, a generic statement such as “every country globally” is not acceptable. The customer is expected to provide to the organization a specific list of countries where the vehicle(s) are initially sold.

FAQ 24.5 – clause 8.4.2.2, Statutory and regulatory requirements 

QUESTION 5: Applicable statutory and regulatory requirements are often linked to the relevant use of a product. Some parts might become a safety-related product, depending on its use. Based on the before mentioned statement, is the customer required to provide the organization with detailed information about the intended use?

ANSWER: It is expected that the customer will provide to the organization information of the characteristics that are relevant for the identification of required controls to meet applicable statutory and regulatory requirements (e.g. special characteristics).

FAQ 25 – clause 8.3, Design and development of products and services

QUESTION: What constitutes product design responsibility for an organization?

ANSWER: If an organization receives from its customer a fully defined engineering specification for the parts it is making (make to print), the organization would not be product design responsible.

Where the organization does not receive a fully defined engineering specification for the parts it is making, the organization is product design responsible.

In all cases, the organization is responsible for manufacturing process design.

FAQ 26 – clause 8.5.1.5, Total productive maintenance

QUESTION: What is the intent of including the term “periodic overhaul” in the requirements for Total Productive Maintenance?

ANSWER: The intent of all the line items in section 8.5.1.5 is to include the minimum steps to maintain manufacturing equipment over a long period of usage so it can consistently produce product to specification.

“Periodic overhaul” is rework of manufacturing tooling and equipment needed when regular maintenance steps are no longer enough to keep the tooling and equipment in a condition where it can continue to make product to specification, as detected using Mean Time Between Repairs or other similar metrics.

Periodic overhaul is already defined in section 3 of the standard: “maintenance methodology to prevent a major unplanned breakdown where, based on fault or interruption history, a piece of equipment, or subsystem of the equipment, is proactively taken out of service and disassembled, repaired, parts replaced, reassembled, and then returned to service.”

Perhaps periodic overhaul is not applicable to some types of tooling and equipment. Perhaps some tooling is simply replaced with a new tool at the end of its useful life. However, all tooling and equipment does have a limited life based on usage, time or other known factors.

The tooling and equipment manufacturer would be a good source to determine which factors and to estimate when such major work needs to be completed. Periodic overhaul or its appropriate equivalent (e.g., replacement) would need to be accounted for in the steps of the organization’s maintenance plan.