Profile of VET organisation

Name of organization: Centro Studi Bruno Ciari

Country: Italy

e-mail: [email protected]

Type of VET institute: Further education and training

Good practice title

Management of quality documentation

Baseline / problem

The external communications occurred and occur predominantly by project coordinators. Each of them used a communication style different from a graphical point of view and content. Introducing the standardized forms it became possible to communicate with the external organisations ensuring uniformity of corporate communications: important tool to spread the corporate image in addition to the logo, the letterhead, to the web site, newsletter etc. Regarding the content, it could sometimes happen that there were mentioned, in the text of communications, some references to regulations resulted not correct or not updated even in case of use of standardized forms. Finally, as regards the management of external documents, sometimes it could happen that the staff was not aware of changes in legislation; the management of these documents ensures that all stakeholders are up to date on regulatory changes of interest.

Good practice: (Measures, instruments, criteria, indicators)

The documentation of the quality produced by the organisation as part of the activities regulated by the system of quality management of the company includes:
• descriptive documentation and implementation of the System of Quality Management:
Quality Manual, Procedures and Operating Instructions.
• The various documentation of specific use (eg different templates) .

The procedure for the issue of the quality documentation established within the organisation has three formal stages: preparation, checking and approval.
The functions responsible for the activities of preparation, verification and approval vary depending on the type of document.

Managing documents of external origin.
The documents of external origin are represented by laws, procedures issued by public entities for the management of funded projects and quality assurance, regulations, laws, directives, etc.
The responsibility for this type of documents, are limited to the verification that the Company has available edition of valid documents, to the correct storage and internal distribution; such activities are delegated to the competent organizational functionaries identified on the basis of the following criteria:
• directives, regulations concerning the quality assurance are under the responsibility of the Quality Manager;
• laws, directives, regulations, etc. concerning the activities of service delivery are the responsibility of the Directorate;
The above functionaries are responsible for distributing, where necessary, of the documents on their own competence to internal parties and for maintain contacts with organizations issuing documents themselves, in order to ensure that the organization has systematically updated editions.

Problems and constraints encountered and solutions found:

In the initial phase, the organization had to endure a greater amount of work to implement the document management system.