RIBA Quality Management Toolkit Overview

RIBA Quality Management Toolkit Overview Compiled by Keith Snook - September 2006 Updated version – January 2007 QMTKit2006 OVERVIEW version 27/02/0...
Author: Kevin Davis
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RIBA Quality Management Toolkit Overview

Compiled by Keith Snook - September 2006 Updated version – January 2007

QMTKit2006 OVERVIEW version 27/02/06 printed 30/01/07


The RIBA Quality Management Toolkit – Introduction

Background The RIBA Quality Management Toolkit – was originally developed under the supervision of the RIBA Practice Committee and first made available in 1998 on the member intranet discussion forum RIBANet. It was subsequently made available on the member area of the RIBA web site and has since been updated to accommodate revisions to the Quality Systems Standard 1 “BS EN ISO 9001 2000 Quality Management Systems”. It has recently been revised further in support of the requirement for Quality Management in the Chartered Practice Scheme. Principle of ‘Toolkit’ It has been developed to be a self-help tool to assist architectural practices in installing a quality management system appropriate to the practice of architecture (using a generalist practice model). It is in two levels and the full system is compliant with the International Standard if conscientiously applied. It can therefore help produce a system suitable for external assessment and third party certification 2 if desired or required. It provides an acceptable basis for the requirements of the RIBA Chartered Practice Scheme for practices to have an appropriate quality management system 3 . Coverage The Toolkit covers ‘normal’ architectural services (eg 1998 Plan of Work stages A-M/ 2007 Outline Plan of Work stages A - L). We have no immediate plans to extend it to cover other services/activities (such as planning supervision under the CDM regulations or party wall surveys etc) but we do hope to cover these issues in time. Currently there are links to other authoritative information on some of these subjects. A full quality management system concerns itself with both the processes/procedures directly related to running projects and those more related to running the practice. The RIBA Quality Management System (QMS) covers these aspects. Whilst it will be of significant comfort to the client for a small project to know that a practice has good procedures related to all the processes of practice, their principal interest will be that the practice has proper procedures related to their project. In providing the RIBA Project Quality Plan for Small Projects (PQPSP) we have recognised this and it provides a mechanism for us to differentiate on the basis of size and sophistication between small and large practices. The RIBA Project Quality Plan for Small Projects has been prepared based on the Project Quality Plan section from the full QMS so, for practises in growth or taking-on larger projects, a transition to the full QMS will not create difficulties of incompatibility.

Extract from the Chartered Practice Manual

• • •


Small practices (up to 10 staff in total) are required at least to use the RIBA QM Project Quality Plan, or equivalent, on each project. Medium practices (11 to 49 staff) are required to use the RIBA QM Toolkit (incorporating the RIBA QM Project Quality Plan), or equivalent, on all projects and for office procedures. Large practices (50+ staff) are to have an externally-certified BS EN ISO9001-2000 Quality Management System in use. This could be based on the RIBA QM Toolkit or an equivalent system.

Links to other internal and external sources are indicated by blue underlined text. To return use the “Back” button (or green left pointing arrow) in the standard MS Word or web browser toolbar. 2 The term ‘accredited’ is often erroneously used for this process. It is the certification body that is accredited to certify to applicants following thorough assessment of their systems. 3 This can also be achieved by using a proprietary system (such as the Tim Jefferies’ book published by RIBA Enterprises) or other system of similar rigour QMTKit2006 OVERVIEW version 27/02/06 printed 30/01/07 2/5

The RIBA Quality Management Toolkit – Introduction

The components of the Toolkit

RIBA Quality Management Toolkit Overview RIBA QMS Guidance

RIBA Project quality plan for small projects

RIBA QMS Quality Manual

ISO 9001 – Third party certificate RIBA QMS Procedures Manual

Incorporating Incorporating Short form project quality plan

Forms and instructions

RIBA Quality Management Toolkit

The components of the RIBA Quality Management Toolkit are: 1





RIBA Quality Management Toolkit – Overview: This document covering the philosophy behind the Toolkit approach and briefly explaining coverage and operation. RIBA Project Quality Plan for Small Projects (PQPSP) This covers aspects to do with running individual projects – it incorporates a simple (single sheet) Short Form for very small projects/consultancy/investigations and the like. RIBA Quality Management System – Guidance. This is primarily for use with parts 4 and 5 below for practices installing and implementing systems that can comply with the requirements of the international Standard. It may be of general interest to others also. It is in two sections: 1) Topic Guidance which explains the benefits of having a QMS and discusses the various topics from definitions of terms to the basis of project quality planning: 2) Documentation Tasks which covers the necessary documentation and approach to it both from a general point of view (including guidance on procedure writing) and the approach used in the Toolkit. RIBA Quality Management System – Quality Manual This is pro forma document. The Quality Manual is the declaration by the practice that they operate and are committed to a quality management system and it is designed to bee seen by clients and others. RIBA Quality Management System – Procedures Manual This is a pro forma document providing essential procedures covering both office and project processes. This incorporates templates for the various forms and more detailed work instructions

QMTKit2006 OVERVIEW version 27/02/06 printed 30/01/07


The RIBA Quality Management Toolkit – Introduction

Use The Toolkit has been developed to be primarily used by practices electronically. It comprises MS Word documents and assumes some basic knowledge of the use of MS Word. It is however very simple to operate and will provide benefits to the practice. The presentation provides internal links from enquiry points (bookmarks) to reference points as necessary by way of hyperlinks. Some links to useful external sources are also provided for example: ƒ Web-site of Co-ordinating Committee for Project Information for access to the full text of the Code of Procedure for Production Information. ƒ Web-site of the Usable Buildings organisation for advice on the collection and use of feedback/post occupancy data. ƒ British Standards Institution – reference to the International Standard “BS EN ISO 9001 2000 Quality Management Systems”. NB. It has not been possible to provide full text access to Standards from the RIBA Quality Management Toolkit.

APPLYING THE RIBA QUALITY MANAGEMENT TOOLKIT NB A basic working knowledge of MS Word operation is assumed and it may be helpful to refer also to Microsoft ‘Help’ function. Follow links for more detailed definitions. Updates From time to time the system will be updated on the RIBA web site Procedure for use: 1. Download a copy from the RIBA web site 2. Create a template and make any generic adjustments to suit the practice. The base document contains internal and external links note that these may be affected by any amendment you may make. For project use: 3. Rename a copy using the file identifier for the project. The Identifier is a project number and short version of the project name e.g. Fallingwater 35/123. Enter footer and check that the file is now automatically re named. 4. While in footer manually key version status indicator. The system in the toolkit uses the date ddmmyy with no spaces – you may have your own way of doing this. The ‘printed date’ is simply automatically linked to the computer clock and records the date on any printed version of the document or part of it. 5. Title page: Insert the name and number of the Project and a date of inception of the commission. 6. The tables for Project particulars Consultants Contractors/Suppliers are all MS Word tables and cells will expand to accommodate entries. They are all relatively straightforward. You may already have this information in other files that you can either import or use from that source (instructions for such operations are beyond the scope of this section). 7. The same applies to the other tabular formats Commission/Programme Design Review Report Amendments to Brief Schedule of meetings

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The RIBA Quality Management Toolkit – Introduction

8. The table of activities entitled ‘Project responsibilities ‘ may be amended to create a bespoke version for the project. Similarly a new practice master list can be used to replace the one provided. Again it is a simple MS Word table.

Project 1 RIBA Base document

Download/ Customise >

Your Base document

Rename/ Complete/ Follow >

Project 3

Project 2

Amending the links Adding a link 1 Creating new internal links: 1.1 Create a ‘Bookmark’ at the point to be linked-to either in the same or other accessible document:Highlight one word Choose ‘Insert’ menu and ‘Create bookmark’ Name bookmark in dialogue box and close and revert to document. 1.2 Create a ‘Hyperlink’ to that point Highlight the word to be linked-from Choose ‘Insert’ menu and ‘Create hyperlink’ In the dialogue box browse for the name of the appropriate bookmark and select, close and revert to document. Test the operation of the link. 2 Creating new external links: 2.1 Create a ‘Hyperlink’ to that source Highlight the word to be linked-from Choose ‘Insert’ menu and ‘Create hyperlink’ In the dialogue box type or otherwise insert the URL for the link required. Test the link.

QMTKit2006 OVERVIEW version 27/02/06 printed 30/01/07