A good Quality Management System (QMS) provides a centralised mechanism for managing an organisations policies and procedures and is an example of a self-assurance system that sits within your quality framework. Your quality documents are a collection of processes that outline how you do business and meet your customers’ expectations. A core function of a QMS is to manage its document control functions. ASQA expects RTOs to have self-assurance systems and processes in place to systematically monitor, evaluate and continually improve performance and compliance with the SRTOS 2015. The following information offers guidance for RTOs in establishing and updating policies and procedures and the overarching framework they are part of.

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Quality Management System Framework:

The most commonly known framework used is ISO 9001 but unless your RTO is ISO accredited there is no need to create a QMS that reflects the requirements of these standards. At a minimum your QMS should meet what is required of the VET Quality Framework and any other legislative requirements or regulatory obligations you must adhere to. The main components of your system should incorporate your quality manual or policies and procedures; your organisational structure; your document control processes and your internal audit / continuous improvement processes.

Quality Documents:

In addition to policies and procedures your quality documents can consist of but are not limited to work instructions; guidelines; templates; plans and forms. Quality documents such as policies and procedures are usually approved by document owners who are typically in RTO management positions. Other staff can contribute to the development of the documents and provide feedback on the content as it is important to ensure buy in by staff who are going to have to adhere to processes or use the tools.

Document Control Procedure:

Your RTO should have a procedure that sets out the processes for managing your quality documents or your policy and procedure library. This includes how you categorise the documents; the naming conventions used and numbering systems assigned to documents. It should also provide instruction on version control and also detail how often the documents are reviewed and updated to ensure they are fit for purpose. Controlled documents are needed for regulatory compliance purposes and are critical in ensuring your RTOs meets all legislative requirements or regulatory obligations.

Setting up your QMS:

EDministrate can help your organisation design, create and implement a QMS and create an efficient and effective documentation system or help you update your existing QMS to ensure it is fit for purpose therefore ensuring your RTO delivers quality products /services to your customers. Our Compliance Plan and Compliance Plan Matrix Template provides a reference to critical quality documents in your business that you can use to map how your policies and procedures ensure you meet all RTO compliance obligations.

Get expertise:

Retain a Compliance Advisor from EDministrate on a monthly basis to support your RTOs re-registration and other quality projects (think fractional Compliance Manager)
Contract an Internal Auditor to review your self-assurance systems. EDministrate can provide you with an independent, unbiased perspective and valuable data on your RTOs compliance status that will tell you if you are meeting your regulatory obligations and contractual requirements
Book a 1:1 Strategy Session with EDministrate to work through your quality and compliance problems and challenges so we can develop solutions and actionable strategies for you.