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TOP-MREVU: Management Review

REV: 12/02/07

SCOPE: This procedure covers the Management Review process by which the management of Trinity Forge periodically reviews the company's status, risks and opportunities, reevaluates it's strategy and quality system, and sets forth it's corporate and quality objectives.

Procedure:

When: Annually (typically in late fall into early winter), possibly with limited ad hoc reviews mid year

The President announces a timeline for management review and appoints a management review committee composed of managers and key employees, typically not corporate officers. For an ad hoc review, the President also announces the scope of the review.

The Audit Manager gathers the data to provide the Management Review Metrics Packet.  All data listed below are provided for the annual management review, but for an ad hoc review, the President my exclude any that are beyond the scope of that review.

bulletA copy of the Sections I to IV of the Quality Manual
bulletA copy of  Section III of the EMS Manual
bulletThe most recent Corporate Strategic Plan
bulletCEO's situation /risk analysis of along with any other guiding document he deems appropriate.
bulletThe current Op Plans (ie, the "quality objectives", which are the ultimate result of the previous management review process, possibly modified in the interim), including progress to date. Include instructions on how to find the detailed reports of previous management reviews.
bulletA breakout of CARs (including PARs) showing the count by CAR type in each of three categories: open/active, open/held, closed within the last year. As history develops, comparisons to previous years will also be shown. Also, there are to be instructions explaining how to pull up the detail on CARs.
bulletA copy of TOP-IAUDT (for review of audit process)
bulletSummary results of the year’s internal audit program with instructions how to pull up the detail on audits.
bulletSpecific results of the year’s external audits.
bulletSummary results of the year’s customer surveys with comparisons to previous years’ surveys. Include results on how to pull up details of customer surveys.
bulletAn analysis of the year’s on-time delivery performance.
bulletA summary of the employee suggestions submitted during the year by employee, and instructions for pulling up individual suggestions.
bulletA summary report of the year’s scrap and rework results, with reference (as possible) to historical numbers. Include instructions for pulling up the details for scrap and rework.
bulletSummary results of the year’s quoting activity, with instructions for pulling up quote details.
bulletA summary report of customer complaints, including instructions on how to pull up specific customer complaints.
bulletA human resources report,  giving the head count by division/department, including summary of the safety program and results of the training program. 
bulletA copy of the "hammer totals" of job costing results for the year, with comparison sheets for the previous two years. Include instructions for pulling up detailed job costing data for the period.
bulletExecutive summary of Environmental Management System (EMS) Annual Report.
bulletAn income statement and balance sheet for the latest fiscal year plus interim statements for any quarters closed since the end of that year.
bulletAny observations or data that any officer of the Audit Manager may wish to add to the packet.

A copy of the packet thus produced ("Management Review Packet") is distributed to each of the members of the Management Review Committee, each corporate officer and any other manager specified by the CEO.  

The Management Review Committee reviews the packet and meets. They work together to produce a report in which they (a) state the progress they find has been made toward the Corporate Operations Plan, (b) identify risks and changes that could affect the company (and specifically the quality and management systems), and (c) their recommendations for improvement.  For an ad hoc review, the committee limits the review to the scope designated by the President.  All members sign the report and submit it to the Audit Manager.

The Audit Manager then distributes a copy of the Management Review Committee's report to all the officers as an addition to the Management Review Packet.  If appropriate, the Audit Manager may include a commentary on the report.

The officers review the Management Review Committee  Packet.

The CEO calls a Strategic Planning meeting of all the officers plus other managers as deemed appropriate.  The Management Review Packet is a significant part of the input to this meeting.   The agenda and minutes of this meeting are retained, verifying that all information in the Management Review Packet has been reviewed, listing all topics address, all conclusions reached (including any decisions not to act) and all actions required; and verifying that the suitability, adequacy and effectiveness of the quality and environmental management systems have been carefully considered and appropriately addressed.   From this meeting, the CEO develops the Corporate Strategic Plan, or, for an ad hoc review, considers what modifications might be necessary to the Corporate Strategic plan already in place.

The President uses the Strategic Plan, the Management Review Packet and possibly other inputs to develop Operations Plans (Op Plans) looking out roughly one year into the future.  Included in this plan are the company's quality objectives.  In a meeting held twice each quarter, officers and other managers as invited by the President review the Op Plans,  set detailed timelines and report on progress.  The President updates the Op Plans subsequent to each meeting and has them posted throughout the company per TOP-DOCUM(b).

The Op Plans annoted with progress being made is communicated to all employees via bulletin board postings at least once per quarter.

 

 

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