PESAN ISO UPM : ISO 9001 (QMS) - Quality Management System | CENTRE FOR QUALITY ASSURANCE (CQA)
» ARTICLE » PESAN ISO UPM : ISO 9001 (QMS) - Quality Management System

PESAN ISO UPM : ISO 9001 (QMS) - Quality Management System

     

HISTORY OF ISO 9001 STANDARDS

 

 The history of the ISO 9001 standard starting in 1987 is as shown in Figure 1.

Figure 1 : History of the ISO 9001 Standard (1987 -2015)

 

 i) Certification History

Quality Management Systems or better known as QMS, which is 'Quality Management Systems' is a process approach for an organization to function well and meet the needs of customers or stakeholders. ISO 9001 is a set of international standards to ensure the quality management of an organization is always at an optimal level.

The history of the Quality Management System (QMS) at UPM begins with the Faculty of Veterinary Medicine (FPV) where the faculty was awarded MS ISO 9001:2000 certification in July 2000 which made it the first higher education institution in the country to receive comprehensive certification in teaching and professional services. After FPV successfully obtained MS ISO 9001:2000 certification, this initiative was followed by other Responsibility Centers (PTJ) at UPM.

In 2010, UPM has obtained 28 MS ISO 9001:2008 certificates and only four (4) PTJs have not yet obtained certification, namely the Information and Communication Development Center (iDEC), Academic Development Center (CADe), PUTRA International Center (i-PUTRA), and the Office of the Deputy Vice Chancellor (Industry and Community Networks). This is the result of the merger and expansion of the certification scope for PTJ that has an administrative entity under it. The list of PTJs that have successfully obtained certification is as in Appendix 1 while the chronology of 28 PTJ certificates before one ISO 9001 certification is as in Appendix 1a.

In 2010, the University has set Key Performance Indicators (KPI) to the UPM Registrar which is a proposal towards an MS ISO 9001:2008 certification aimed at 2011. This certification means the merging of 28 certificates obtained by PTJ into one certificate for the entire UPM Campus. This approach can save resources to UPM in terms of time, human and financial resources where the frequency of PTJ internal audits can be reduced, audits by certification bodies are centralized, training implementation is coordinated, the use of documentation is standardized and documentation reference sources are centralized.

In order to realize this certification, the University Management Committee (JPU) has appointed Dato' Wan Azman Wan Omar, UPM Registrar at the time as a Management Representative in accordance with the requirements of the Standard which states that a Management Representative must be among the management members of the organization. (Excerpt from the 366th JPU Minute dated April 28, 2010).

Implementation to achieve an MS ISO 9001:2008 certification started in July 2010 and came into effect on January 3, 2011.

This one certification covers all the University's main processes, namely teaching and learning, research and innovation, professional services, and support services. In order to achieve the target of one certification, documentation such as Quality Manuals, Procedures and Support Documents have been harmonized and the same document is used by all UPM people. Documents such as Quality Manuals and Mandatory Procedures are developed and maintained by the Quality Assurance Division, while Main Procedures, Support Procedures and Support Service Operating Procedures are coordinated and standardized by their respective Process Leaders.

After UPM implemented actions as required by the ISO 9001 Standard and passed the audit by the certification body, UPM obtained MS ISO 9001:2008 certification on 27th December 2011 and successfully achieved the KPI of a QMS certification.

Starting in 2017, UPM has started the process of transitioning to the new standard which is the MS ISO 9001:2015 standard through a series of discussions, workshops, briefings and meetings to ensure that the documentation and implementation of the QMS meet the requirements of the standard. As a result of these actions, UPM has been successfully certified with MS ISO 9001:2015 certification after passing SIRIM's 2nd Review Monitoring Audit in September 2017.

 

ii) History of Changes in UPM's Quality Management Structure

Quality management at UPM initially started in the Corporate Planning Division, but the Responsibility Center also has a unit or section that manages quality, including in the Registrar's Office. In line with the University's decision towards one certification and with the appointment of UPM Registrar at that time Dato' Wan Azman Wan Omar as Management Representative, the Quality Assurance Section at the Registrar's Office expanded the scope of responsibility for quality management at UPM by involving the transfer of staff from the Quality Management Section, Division Corporate Planning (BPK) (Excerpt from the 366th JPU Minute dated 28 April 2010).

In order to further strengthen quality management to achieve a single certification, the Registrar's Office held a discussion with BPK on 20 May 2010 to look at UPM's overall quality management function. As a result of the discussion, both parties have agreed to establish a Quality Management Division at the Registrar's Office, which acts as a Trustee to manage the University's quality activities. This decision also has implications for the organizational structure between the two PTJs. The proposal paper was submitted to the JPU and was approved in the 370th JPU Meeting dated 9 June 2010.

1st September 2010 is the effective date of the establishment of the Human Resource Development and Quality Management Division, Registrar's Office, UPM. This division is the result of a combination of the Human Resource Development Division together with the Quality Management Division at the Registrar's Office, UPM.

On 16th March 2011, the 395th JPU Meeting decided that the implementation of QMS was returned to BPK. However, on 23th March 2011, the 396th JPU Meeting agreed to retain the QMS to be managed by the Registrar's Office. In accordance with the decision, on 25th April 2011, the Quality Assurance Division was officially established, led by a Head of Division at the Registrar's Office.

The establishment of the Quality Assurance Division was right on time because at that time the process towards a UPM MS ISO 9001:2008 certification was being actively implemented. With the existence of the Quality Assurance Division, all ISO-related activities are centralized here and this division played an important role in ensuring that UPM successfully obtained a certification on 27 December 2011. The function of the Quality Assurance Division increased after UPM successfully obtained ISMS certification in 2012. 

A few years later, the University Management saw the importance of the Quality Assurance Division function and in line with the need to increase the ISO scope, namely ISMS and EMS and the scope of Academic Quality Assurance, the UPM Management agreed to upgrade the Quality Assurance Division, the Registrar's Officer into Center for Quality Assurance (CQA), UPM.

On 1st November 2015, the Center for Quality Assurance (CQA) was officially established and responsible as a one-stop center for quality and accreditation activities at UPM (based on the 542nd JPU approval). Along with the establishment of CQA, the appointment of the Management Representative has changed from the UPM Registrar, Dato' Wan Azman Wan Omar to the first CQA Director, Prof. Ts. Dr. M. Iqbal Saripan.

 

CERTIFICATION NUMBER

The QMS certification registration number uses the Faculty of Veterinary Medicine's certification number which is AR 2020. UPM developed a general certification scope based on the Scope of the Faculty of Veterinary Medicine as a guide. In 2018, UPM's QMS certification number was amended to QMS 00074 based on the latest ruling by SIRIM.

 

QUALITY POLICY

The Quality Policy has been made by the University's Board of Directors as authorized by section 20(1) of the UPM Constitution. The following is a statement of the Universiti Putra Malaysia Policy (Quality Management System):

Universiti Putra Malaysia employees are committed to achieving excellence through the application of a culture of quality in teaching and learning, research and support services to achieve the goals of the university's strategic plan.

Universiti Putra Malaysia employees will always carry out their responsibilities in achieving the set quality objectives, as well as ensuring that these objectives are reviewed from time to time so that they are in line with UPM's vision, mission and goals.

UPM Policy Information (Quality Management System) is as shown in Figure 2.

Figure 2 :  UPM Policy (Quality Management System)

[confirmed by the Chairman of the University Board of Directors dated 10th December 2019]

 

ISO 9001 CERTIFICATION MAINTENANCE PHASE

Figure 3 shows the phase of maintaining ISO 9001 certification at the UPM level with the chronology of UPM's QMS implementation from 2000 to 2022.

  

Figure 3 :  UPM QMS Implementation Chronology

Date of Input: 13/02/2023 | Updated: 27/04/2023 | aidawati

MEDIA SHARING

CENTRE FOR QUALITY ASSURANCE (CQA)
Universiti Putra Malaysia
43400 UPM Serdang
Selangor Darul Ehsan
03-9769 1508
03-9769 1489
SXDdBAP~