Example of documentation template for Management Representative

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The following document templates (tool kits) are provided totally complimentary, free of charge to use as a starting point for Management Representative. As each business is different, additional documents or revisions would be required to meet your organization’s specific needs, requirements, context, risk profile, etc. ​​If after reading through all of these documents, you feel like you still need a consulting partner to help you develop your new documents – Contact Us. We’re always looking for interesting new clients and projects.

1. Document Change Request

Requestor:                                                        DCR No.:         

Department:                                                      Date:   

Document code:                                              Rev. No:        
    
Document title:                                               Rev. Date:      
      
NATURE OF CHANGE REQUIRED:


       
INSTEAD OF:        

SIGNATURE OF REQUESTOR    
CHANGE REVIEW REMARKS:      





   
APPROVED BY    
CHANGE INCORPORATED IN DOCUMENT: Yes /No

MASTER COPY UPDATE:  Yes /No

Revision No: Revision Date:    

SIGNATURE OF MANAGEMENT REPRESENTATIVE      

Iss.No./Date: XX/XX.XX.XXXX
Rev.No/Rev.Date: XX/XX.XX.XXXX

2. New Document Request

Requester:                                                       NDR No.:    

Department:                                                     Date:     
DOCUMENTED  REQUIRED:        



DETAILS:        


SIGNATURE OF REQUESTOR    
NAME OF THE ORIGINATOR:
 
DECISION: ACCEPTED /REJECTED  

APPROVED BY    
REQUIREMENTS  INCORPORATED IN DOCUMENT: Yes /No

MASTER LIST UPDATE:  Yes /No

Document No:

Revision No:

Revision Date:
 
SIGNATURE OF MANAGEMENT REPRESENTATIVE      

Iss.No./Date: XX/XX.XX.XXXX
Rev.No/Rev.Date: XX/XX.XX.XXXX

3. Document Control and Issue Register

Sl No.  Description of Document  Doc No.  Issue# / Rev #  Copy #  Issued To  Receivers’s Sign  Date  Status of Doc.  Withdrawal  Remarks  
Managing Director
           
           
           
Management Representative
           
           
           
Operational Manager
           
           
QA/QC Department
           
           
           
Maintenance
           
           
           
Sales
           
           
           
Procurement
           
           
           
Human Resource
           
           
           
HSE
           
           
           

4. Quality System Documents Amendment Register

Sl No.  Description of Document  Doc No.  CurrentPreviousAmendmentsRemarks  
Issue#  Rev #Date  Issue#Rev #Date  Details of changes
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           

5. Annual Internal Audit Plan/Annual MRM Plan

Month / WeekJANFEBMARAPRILMAYJUNJULAUGSEPOCTNOVDEC
I                                                            
II                                                    
III                                                    
IV                                                            
Prepared byApproved by
DateDate
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx

6. Annual Internal Audit Schedule

DepartmentAuditeeAuditorScope  of the auditTimeDate
      
      
      
      
      
      
      
Prepared By:Approved By:  
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx		 

7. Internal Audit Report

Date: – Dept:Auditor:Auditee:
+ Obs: Positive Observation  OI: Opportunity for Improvement  MN – NC: Minor Non Conformance  MJ – NC: Major Non Conformance  
Sr. No.Standard ReferenceAudit QuestionnaireAudit QuestionnaireCompliance Type
+ Obs  OI  MN – NC  MJ – NC  
        
        
        
        
        
Auditors Signature: Auditee : Signature:  
Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date: xx/xx.xx.xxxx 

8. Internal audit summary report

To:
Cc:
From:
Date:
Audit Description:


Executive Overview


Audit Objective and Scope
Audit Team





Criteria




Positive Observations





Repeated Findings


Audit Findings


Recommendations
Corrective Action Status
Signature Management Representative:
Date:
Iss.No./Date: xx/xx.xx.xxxx  
Rev.No/Rev.Date: xx/xx.xx.xxxx  

9. Non Conformance Report

Originator  NCR Number 
Reference NCR Date 
Department Auditee 
N. C Findings   :                  MAJOR/     MINOR          
 



Signature & Date of Orignator:

Auditee signature

Root cause and correction of non-conformance
Root Cause :
 


CORRECTION:
 


CAR Agreed By: Name/ Title
 
Signature & Date:
Corrective Action:
 

QA/QC Manager : Sign & DateTarget date of completion :
Follow-up audit: Verification of correction and corrective action
 


QA/QC Manager :



Sign & Date
 
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx

10. NonConformities Tracking Sheet

Sl No.  Departments/AreasNon Conformance Report  NCR Number Type DateAuditees Auditors Status MR Sign.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          

11 MANAGEMENT REVIEW MEETING MINUTES

Management Review Meeting Agenda

  1. Quality Policy
  2. Quality Objectives & Targets
  3. Effectiveness of actions resulting from previous management reviews
  4. Results of Audits
  5. Changes that could affect the quality management system, including changes to legal and other applicable requirements (such as industry standards)
  6. Analysis of customer satisfaction, including customer feedback
  7. Process performance
  8. Results of Risk assessment
  9. Status of corrective and preventive actions
  10. Analysis of supplier performance
  11. Review of analysis of product conformity, including nonconformities identified after delivery or use
  12. Recommendations for improvement
Venue:
Date:
Period:
Time:
PARTICIPANTS
 
 
 
 
 
 
 
 Absentees     :
 Management Representative:
Sno.Topic discussedReview of TopicDecision on ImplementationImprovement / Corrective actionResponsibilityTime frame
A.Follow-up actions from previous management reviews
       
B.Results of Audits
 Internal Quality Audit     
 External Quality Audit     
CCustomer Audit
 Customer Feedback     
 Customer Complaints     
DResults of risk assessment
       
 
EProcess performance and product conformity
 Monthly Outgoing Inspection Report     
 Continual Improvement Plan     
FStatus of Corrective  & Preventive Action
       
GSupplier Performance
       
HChanges that could affect the Quality Management
 Organizational Structure     
 Customer specific requirements     
 Legal & other applicable requirements     
 Certification Council     
IAchievement of Objectives and Targets
 Quality Policy     
 Quality Objective     
 Staff Training needs review     
JReview of all elements of the entire Quality System
 Review of Quality Manual     
 Organization Chart     
 Calibration Frequency review     
 Timely Invoicing Review                 
 Resources needs for personnel     
 Product related to customer requirements     
 Recommendations for improvement     
 Effectiveness of all elements in the entire quality management system and its processes     
Prepared by                                                                                                 Approved by                                                                                                                                                                                                
Issue No. / Date : xx/ xx-xx-xxxx
Rev. No. / Date : xx/ xx-xx-xxxx

12. Action Plan

Sl.No.WhatWhereWhichHow many
How much		Why do (Cause)How to do
(Method)		WhoWhen
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
Prepared by:                                                                                                    Approved by:      
Issue.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx     

13) NC Closure – Verification Checklist

NC #Date:
Root Cause Analysis Addressed?Yes/ NO
Actions Taken to Correct Nonconformity Addressed?
Yes/ NO
Actions Taken to Minimize Recurrence Addressed?
Yes/ NO
Documents Revised As Part of Corrective Action?
Yes/ NO
Training Performed As Part of Corrective Action?
Yes/ NO
Training Effectiveness Determined?
Yes/ NO
Corrective Action Closed & Determined to be Effective?
Yes/ NO
 Record Objective Evidence
Include revised documents, training dates, closure dates, effective dates and any other relevant information
Name of the Management Representative:
Signature of the Management Representative :
Date:

14) QMS Self Assessment form

1Is your department working efficiently?

1aIf not why?      


1bWhat is recommendation?      


2Do you have enough resources?

2aIf not describe.          


3Is the applicable section of the QMS is relevant within your department?

3aIf not describe.          


4Is there any customer complaints due to your/department failure?

4aIf yes, what corrective action taken? Is it effective?      

   
5What is your recommendation for overall improvement of the QMS?



 Date of analysis: 
 Name of customer: 
 No of order carried out during last 3 months: 

15) Record of Management of Change

Process/Process  Area:                                                                                                          Initiated or Identified by:  MOC No.
 Date:
CHANGE IN THE SYSTEM NEEDED
Proposed or identified changePresent Process/Function
 


 
MOC PROCESS
Change in Organizational Structure  Yes        No
Change in Critical Supplier                 Yes        No
Change in Key Personnel or Essential Personnel           Yes         No   
Change in Management System Procedure                   Yes         No  
Others, Please Specify:

Reviewe by :Management Representative (MR)Date: 
RISK ASSOSCIATED WITH THE CHANGE
#RiskImpact onSignificanceAction/Elimination/ Mitigation
High (H) Medium (M) Low (L)
1    
2    
3    
4    
5    
Note: High = Required change in QMS, process, technology, knowledge, personnel or supply chain partners/process, time constrains Medium = Required implementation, resources planning/allocation, or training but possible within the set time frame; Low = none of H or M
RECOMMENDED / NECESSARY ACTIONS FOR THE MITIGATION OF RISK
#ActionTargetResponsibility
1   
2   
3   
4   
5   
APPROVED BY: Date: 
MOC  IMPEMENTATION
#ActionStatusComments
1   
2   
3   

16. Risk Assessment & Management

   Cross Functional Team
RA Performed on:  
Prepared by: Risk Assessement & Management 
Approved by: Define the process:Doc No.:  SOS / MR / 18 
Process Function    Potential Failure Mode    Potential Effect(s) of Failures  s e vC l a s s  Potential Cause(s)/Mechanism(s) of FailuresO c c u r    Current Process Controls Prevention    Current Process Controls DetectionD e t e c t  R P N    Recommended Action(s)  Responsibility & Target Completion Date  Action Results
  Requirements  Action TakenS e vO c cD e tR P N
                  
                 
                 
                 
Issue / Rev. No.:Date:Summary of Changes:Reason for Revision
    
    
    
    

17. Contingency Planning

    Sl. No.Process / Function in the Organization  Identified Critical activity in the OrganizationOutcome of Risk Assessment – Identified Risk    Impact  Contingency Plan    Responsibility / Authority  Internal Communication Control  External Communication Control    Remarks
WhatWhenWhereWhyWhoHowHow much?
                
                
                
                
                
                

18. Corrective and/or Preventive Action Request

REQUEST RAISED FOR

CORRECTIVE ACTION  
PREVENTIVE ACTION  
TO:

PAR/CAR NO:


DATE:


Incident Details:Identified by: (source/employee)Potential Risk/Opportunity
     


  
Action Planned:Responsibility & Target (for action):Action Taken:
       

  
Action Details:




   




Completed by (Signature & Date)


 		Verified & Accepted by: (MR/Top Management) 
Follow-up:Effectiveness:Status: Closed / New CAR/PAR
     
Action Details: 
Completed by (Signature & Date)  Verified & Accepted by: (MR/Top Management) 

19. Quality Performance Analysis Report

  1. Quality Objectives
S. NODepartmentObjectivesTargetCurrent StatusRemark
S. NOPerformance ParameterCurrent StatusRemark
2Review of Quality Policy:
3Effectiveness of action resulting from previous MRM:
4Result of Audits:
a) Internal Audit:
b) External Audit:
5Changes that could affect the quality management system, including changes to legal and other applicable requirements:
6Customer Complaints:
7Customer Satisfaction Survey Data:
9Order Summary (Process Performance):
10Internal and External issues, Needs and Expectation of Interested parties,
11Results of Risk Assessments and Contingency planning:
12Product/service Non conformances, including non conformances identified after delivery or use:
13Status of Corrective & Preventive actions:
(NCR / NCMR)
14Supplier Performance Summary:
15Resource needs:
a) Quality Improvements:
b) Recommendation for Improvement:
Prepared by:   Approved by: 
Name: Name: 
Sign: Sign: 
Date: Date: 

20 Monthly Key Performance Indicator (KPI)

Department : Month/Year :__________ / 20____
Person responsible : 
 
Sr. NoTaskCompletionRemarks
TargetActual
     
     
     
     
     
     
     
     
Approved By :  _________________Verified By : ___________________

21. Standards User Register

S. NoDescription of the StandardsNameReceived onReturned onSignRemarks
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date:xx/xx.xx.xxxx

22 Minutes of Meeting

Subject:
Venue:
HSE Regulation:
Minutes taken by:
Attendee:Department:Signature:
 
 
 
 
 
 
 
 
 
 
 
Distribution List:
Agenda:

Issues		Actions
ActioneeDue DateStatus
   
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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