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.1 Risk Management Procedure

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R Ri is sk k M Ma an na ag ge em me en nt t P Pr ro oc ce ed du ur re e
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    RRiisskk MMaannaaggeemmeenntt PPr r oocceedduur r ee  Document No. : GSCWD-QP-ISO-001 Revision Level : Ø Page : Page 2 of 7 Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)  for your updated copy. 1.0   OBJECTIVE This document aims to define the processes involved in identifying Risks and Opportunities on the Quality Management System of GENERAL SANTOS CITY WATER DISTRICT as required by ISO 9001:2015.  2.0   SCOPE This document covers the processes of identifying, analyzing, evaluating and monitoring of risks and opportunities for QMS of GENERAL SANTOS CITY WATER DISTRICT. 3.0   DEFINITION OF TERMS 3.1   Risk  –  is often characterized by reference to potential events and consequences, or a combination of these.   3.2   Significant Risk  –  Risks with an overall rating of 12 and above.   3.3   Risk Tolerance  –  Level of Risk that is considered acceptable.   3.4   SWOT  –  Strength, Weaknesses, Opportunities and Threats.   3.5   SWOT Analysis  –   a tool used to analyze the organization’s  Strength, Weaknesses, Opportunities and Threats.   3.6   Risk and Opportunities  –  Potential adverse effects (threats) and potential beneficial effects (opportunities).  4.0   REFERENCE DOCUMENTS 4.1   Management Review Procedure   4.2   Corrective Action Procedure   4.3   Control of Nonconforming Services Procedure  5.0   RESPONSIBILITY AND AUTHORITY 5.1   Concerned Department / Division shall be responsible for:   5.1.1   Identifying, analyzing and evaluating risks and opportunities of their respective departments.   5.1.2   Determining the need to take action to address risks and opportunities.   5.1.3   Determine, implement and monitor the implementation of actions to address risks and opportunities.   5.2   Department / Division Heads shall be responsible for:   5.2.1   Reviewing the departments’ Risks and Opportunities.   5.2.2   Determining resources needed associated with the actions necessary to address the Risks and Opportunities.   5.3   Top Management shall be responsible for:   5.3.1   Approving actions and resources necessary to address the risks and opportunities.   5.3.2   Ensuring that status of risks and opportunities are reported during the scheduled Management Review.   5.4   The ISO Facilitator shall be responsible to ensure that action plans to address risks and opportunities are integrated on the Organization’s QMS.      RRiisskk MMaannaaggeemmeenntt PPr r oocceedduur r ee  Document No. : GSCWD-QP-ISO-001 Revision Level : Ø Page : Page 3 of 7 Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)  for your updated copy. 6.0   PROCEDURE DETAILS 6.1   Communication and Consultation Process Flow In-charge Process Description Records Top Management & General Manager Shall determine internal and external stakeholders which will be consulted all throughout the risk management process. Note: The concerned department shall constantly communicate and consult with the stakeholders during the course of performing risk management. SWOT Analysis Form Top Management and Department / Division Heads Shall determine the internal and external issues relevant to the organizations strategic directions. Note: SWOT analysis shall be used in determining the internal and external issues. SWOT Analysis Form Top Management and Department / Division Heads Shall determine the Needs and Expectation of the Interested Parties that might affect the production and service provision. Needs and Expectation of Interested Parties Form Start A Determine Internal and External Issues Identification of Needs and Expectations    RRiisskk MMaannaaggeemmeenntt PPr r oocceedduur r ee  Document No. : GSCWD-QP-ISO-001 Revision Level : Ø Page : Page 4 of 7 Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)  for your updated copy. Top Management and Department / Division Heads Shall determine the strategic option of the organization based on the following guidelines and the result of the SWOT analysis:    Strength  –  Opportunities: Ask the question, How can strengths be employed to take advantage of the Opportunities?    Strength  –  Threats: Ask the question, how can strength be used to counteract threats that tend to hinder the attainment of objectives and the exploitation of Opportunities?    Weakness  –  Opportunities: Ask the question, How can weaknesses be overcome to take advantage of or exploit the opportunities?    Weaknesses  –  Threats: Ask the question, How can weaknesses be overcome to counteract threats that tend to hinder the attainment of the objectives and exploitation of opportunities? SWOT Analysis Form Concerned Department / Division Shall determine the risks and opportunities relevant to the internal and external issues (context of the organization) and the Needs and Expectation of the Interested Parties using Risk Registry Form for the assessment of risk and Opportunities Action Plan for all identified opportunities. Risk Assessment Registry Form Opportunities Action Plan Concerned Department / Division Shall consider the following in determining risks and opportunities:    Analysis of Internal and External Issues    Strategic direction of the organization (Context of the Organization)    Needs and Expectations of interested parties Risk Assessment Registry Form Opportunities Action Plan Determining Strategic Options Determine Risk and Opportunities Determine Risk and Opportunities B A    RRiisskk MMaannaaggeemmeenntt PPr r oocceedduur r ee  Document No. : GSCWD-QP-ISO-001 Revision Level : Ø Page : Page 5 of 7 Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)  for your updated copy. Concerned Department / Division Shall assess the risks according to the following risk criteria:    Likelihood (Probability of Occurrence)    Severity    Impact to Water Service Quality    Impact to Operation    Impact to Reputation Note: Refer to Table 1 for the Risk Evaluation Matrix. Note: The risk estimate (overall score) shall be computed by multiplying the Likelihood (Probability of Occurrence) and the highest Severity score among the three (3) factors  –  Impact to Quality, Operation or Reputation Note: All risks with an overall score of 12 and above shall be considered significant. Risk Assessment Registry Form Concerned Department / Division Shall determine Action Plans to address the Risk and Opportunities. Note: Actions shall be categorized based on the following options:    Avoid the Risk    Take the risk in order to pursue an opportunity.    Eliminate the Risk Source    Changing the Likelihood or the Consequence    Sharing the risk    Retain the risk by informed decision  –  This shall apply if rating is below 12. Note: In addressing the Opportunities, the organization shall take into consideration if the action might lead to the following: Risk Assessment Registry Form Opportunities Action Plan B Assessment of Risk C Establishing Action Plans    RRiisskk MMaannaaggeemmeenntt PPr r oocceedduur r ee  Document No. : GSCWD-QP-ISO-001 Revision Level : Ø Page : Page 6 of 7 Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)  for your updated copy. Concerned Department / Division    Adoption of new practices    Launching new products    Opening new markets    Addressing new customers    Building partnerships    Using new technology and other desirable and viable possibilities to address the organization’ s or its customer needs Note: Action Plans shall also be based on the identified strategic options the organization chooses to pursue. Concerned Department / Division Head Shall review the necessary action plans and determine any resources needed for the actions to be implemented. Risk Assessment Registry Form Opportunities Action Plan Top Management Shall approve the action plans and shall ensure that resources are provided. Risk Assessment Registry Form Opportunities Action Plan Concerned Department / Division Shall review the effectiveness of actions taken at least twice a year or during the Management Review. Note: Risk registry shall be reviewed also in case of any of the following would be encountered aside from the scheduled twice a year Management Review:    If a nonconformance was detected during audit    After receiving a complaint from customer or interested parties    Changes in the organization’s processes      After an occurrence of an actual emergency situation. Risk Assessment Registry Form Opportunities Action Plan End Review Effectiveness C Establishing Action Plans Approval
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