Tools in the operation of management systems

Management systems do not run by themselves. The implementation of a standard requirement such as "analysis of the relevant environmental impacts" or "ensuring legal compliance" etc. requires tools. These can be processes, software or special documents. They ensure that the implementation of a standard requirement in practice runs in an orderly manner and that the implementation is also documented at the same time.

Relevance matrix
A good example of how tools can be used in different management systems thanks to the High Level Structure is the so-called relevance matrix. In the EMS according to ISO 14001, it has long been used to designate the significant effects of the company on the environment. Accordingly, the company's activities and processes are plotted against the various environmental aspects in a matrix, and the "relevance" of the company's operations to the environment is marked at the intersections of the rows and columns, usually with a number proportional to this relevance, or simply with "low", "medium" and "high". This tool can now also be used in the context of the new ISO 45001 for occupational safety. Instead of the environmental aspects, the types of hazards according to Suva are used, and in the case of the operational areas, care is taken to ensure that a good granularity is given with regard to workplace situations (cf. Fig. 2). This tool is then an "occupational safety relevance matrix". With little effort, it can be expanded into a risk assessment by examining the relevant workplaces more closely and determining whether all the necessary protective measures for safe working are known and taken there. This risk assessment, in turn, can be presented very advantageously with a so-called "hazard portfolio".

The familiar tools for stakeholder analysis and risk management are also based on a matrix approach. In a stakeholder analysis, all stakeholder groups are entered on one axis of the matrix. On the other axis, their needs/expectations and their possible influences on the company are listed - often together with an indication of their "strength" and with references to opportunities and threats associated with them. Risk management tools typically plot the probability of scenarios against their magnitude, so that the risk of each scenario is graphically visible.

Software support
Well-known tools that can generally be used for the operation of management systems are process mapping and document management software. Of course, you can also draw processes with PowerPoint or Excel, and of course you can also simply store documents in a folder on a drive. But as soon as a system becomes more complex, the manual updating of documents (including numbering, versioning, archiving of old versions, etc.) and especially the updating of hyperlinks between documents becomes increasingly tedious. The various known document management software have automated this work and support the management system management accordingly. Often an audit management system is available together with the document management system. This supports the execution of internal audits with invitations, adapted audit checklists, etc. and ensures that the audit reports are stored and can be retrieved without problems.

E-learning tools are an interesting, time-saving support for in-house training and further education. Especially education and training concerning environmental protection, occupational safety and other behaviours at the workplace often fall victim to a lack of time. With "lessons on the computer", which can be completed individually at off-peak times or during gaps in workload, the level of training can be increased without having to spend "extra time".

Legal conformity and compliance
An increasingly important role is played by tools that enable the company to check and ensure its legal compliance. At the federal level, there are countless laws and regulations that need to be analyzed and checked. In addition, there are decrees from the cantons, the municipalities and documents from Suva/EKAS, fire protection etc. According to information from the Swiss Trade Association (SGV), an SME with up to nine employees spends around 1000 working hours a year in order to comply with the law, and this figure is rising. Depending on the content and scope of the management system, special legislation must also be taken into account, such as regulations concerning foodstuffs, medical devices or data protection. State-of-the-art support tools usually work online and are able to adapt the "legal documents" of an organization to the current state of legislation at any time. However, it is more difficult to automate the process of checking whether the legal requirements are actually met. However, the Legal Compliance Tool can at least record who is responsible in the company for the various inspection obligations, when the last inspection took place and what the result was. This enables permanent proof of legal compliance (vis-à-vis authorities, residents, shareholders or auditors, etc.).

A new generation of management system tools is attempting to take a broadband approach and cover different task areas in one tool. This offers great advantages because data only has to be collected once and can then be used for a wide variety of applications. This avoids duplications in data management and unnecessary additional work. Such systems are usually somewhat more expensive to purchase than "individual tools", but can be worthwhile in the long term if used consistently in favor of an integral management system. An example of this is shown in Fig. 3.

Aids should help, not hinder
The range of management system tools is large and attractive. But it is important: The tools must serve the management system manager in the implementation - not vice versa! Do not use tools that force you into an unloved corset, but those that actually help you.