1. Management systems provide different perspectives for management and employees. For management, they provide an overview from above, while for employees they provide detailed guidance like a GPS. 2. Management systems need to be updated regularly to ensure processes remain on the right track, just as GPS software needs updating when roads change. 3. Job descriptions need to clearly distinguish authority from responsibility to avoid ambiguity and confusion about roles.

1. 1

2. Management system For Management is a
Map , but for Employee it is a GPS Device1
Management could use management system (either
Quality, Safety& Health or Environment) as a map to
see how each organization performance not from
the crowd but from above
2
It s means Management need to see
Management systen to know how is the trend
most commont product failure, frequent
complaints, delays, reject rate, cost of poor
quality etc. that management should monitor,
it is only the trend, no need to know in detail.

3. 1
3
Management system for Management is a
Map , but for Employee it is a GPS Device
Management System also gives detail
of process in set of documented
information (Procedures, Objectives,
skills need etc.) It also need review
frequently and at certain interval..
management system for employee is like a GPS
device, it gives a guide to reach a destination or
sets of destinations, completed with detail
direction, and alternate route when one is not fit
with employee needs
the GPS need software up date, inline with road change,
if not so the GPS may put the user in risk of being lost and
trapped, same as GPS, management system also need up
date to make the process is running in correct direction

4. Management System is fit for suppliers, site plant or
branches, but (may) not fit for Holding or Head
Office2
4
Many big companies strickly requires their suppliers, site
plants or branches to implement management system,
but not for themself, It may not 100% true but it is
logically to think because management system is a tool,
top management does not need a tool to control
themself.

5. Sales Dept is stand out and rewarded
when company profit is grow up, but
when profit is sunk there are many
reasons to excuse
Management system is to blame when
something goes wrong3
5
QHSE Dept is aimed when a failure
happens, but when Quality, Health
Safety is in good shape they are not
visible and (sometime) no reward

6. • In Nov 2005, Indonesian national news media was shocked by revealed fact in aviation
bussiness, as an aircraft belong to a National Airline found with more that 50% water
content in its Avtur fuel tank, the standard is below 1 % water content. It is very risky
because in high altitude the water in avtur fuel tank freezed and turn to be ice that can
congest or may stop the fuel supply to aircraft engine
Accustomed to bad habit and resist to new
good change4
6
• Investigation by National Aviation Safety Commitee (DSKU) initiated to find the root cause in
both fuel Supplier and Aircraft operator. The Avtur fuel supplier Pertamina as it has
implemented ISO 9001, it was easy to present the qualty of avtur evidence during fuel
transfer, retain sample and testing report, but not with the Airline, there was critical
Standard Operating Procedure about Water Drain Procedure from Avtur fuel tank is
missing, the Aircraft technician do their job only following how their senior employee do it,

7. Wordings
How is the SOP may make many different
5
7
Human brain easily undestand and absorb
information in pictures and colors instead of
words
Flowchart
Documented information (e.g. SOP)
may usefull as much as possible in
flowcart or pictures

8. Understandable SOP may prevent
violation
It is a common practise the SOP is created
by anyone who knows exactly the
process, and write it in a long and
complex wording SOP,
6
What may happen next is the SOP not an
understandable anymore to be used as
reference for doing the job, but learning by
doing or just watching someone else doing
the job is more prefered as cross cut.

9. Ignore the SOP instead of change it when not fit
Regardless to the
education level ,
background or
employment rank,
(event Top
management) some
people tends to
ignore the unfit SOP
instead of change it
The clue may SOP has
not been changed for
years, even the
operation process has
been reformed many
time is simpton that the
management system is
not well maintained
7
9

10. It is a common practise in order to comply with requirement,
company’s objective is set without considering bussiness
purpose
Objective is set to measure something instead
of to perform against bussiness challenge8
10
So event the objectives has been set and achieved for years,
but it is not leading to a significantly affect to the bussiness
performance
It may be avoided by setting objective based on Service level
required or stated or implied by customers

11. 11
Missleading vision between proper
implementation and certification9
But the proper implementation may
enable company to win sustainable
bussiness
Management system certificate may
lead company to win the Bid, or
achieving the Contract

12. Common mistake in making Job
Description structure10
12
Responsibility
Authority
HighLow
Employment rank
When developing Job Description,
sometime the diferent of authority
and responsibility is an ambigous
thing, it makes the job description is
less usefull to guide employees carry
out their job.
• Imagine a job
description for office
boy has many words
regarding authority,
same number with
Director? It may
confusing

13. It is presumed that if many findings in a
management system audit, it means or
caused by “lack of competency”
of person who incharged for the
management system
11
Expecting happy ending and perfection in
management system implementation
13 of 13Afefa consulting ; balfas.mustari@gmail.com
There is nothing to be worried about findings,
what to be concerned is reason of findings,
whether is less trained employee or
disobedience employee?
Implementation is a lifecycle, it will never reach
perfection, may be until company collaps