Structure and authority

The ISO Navigator™ database hyperlinks the ISO 9000:2005 principles and the ISO 9001:2008 requirements; and explains them in plain English with practical guidance.

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ISO 9001:2008: Management representative 5.5.2

By appointing the management representative, one person is clearly identified as being responsible for the day-to-day operations of the quality managemetn system. Those responsibilities should be reflected in that person’s job description.

The naming of the management representative provides a route for direct contact which allows top management, employees, regulatory agencies and the registrar to discuss any aspect of the quality management system. The management representative must have the authority and responsibility to:

  1. Establish quality management system processes
  2. Formally reporting key metrics/data to top management
  3. Promote customer requirements
  4. Under take data analysis
  5. Support the continual development of the QMS

Within small organizations, one person is likely to fulfill both the management representative and the QMS team positions. A large organization, however, would likely assign one person to each position.

To effectively implement or enhance a quality management system, your organization’s management representative must have the authority to implement and manage the system. However, the ultimate responsibility for the quality management system remains with top management.

Not all small or medium-sized organizations have the luxury of choosing among multiple candidates, but your choice of who will be the ‘champion’ of the quality management system is critical. The management representative should have the necessary authority, an understanding of the organization, and project management skills.