Management Review Procedure (ASF-QMS-002)

V3.0 — 10-item mandatory review input list, 6-category decision output table, 5 extraordinary review triggers, documentation pack 10 working days in advance, 5-year records retention, 10 references

1. Purpose

Management review is the mechanism through which ASF’s senior leadership evaluates the overall performance of the quality management system, assesses the suitability of ASF’s policies and procedures, and makes strategic decisions about improvements — linking internal audit results, risk management findings, stakeholder feedback, and operational performance to concrete decisions.

2. Frequency

The annual management review is held once per calendar year (recommended: Q1, reviewing the preceding year). An extraordinary management review is convened within 20 working days when: (a) a major nonconformance requires strategic decision-making; (b) a systemic issue is raised through complaints or appeals; (c) a material impartiality concern arises; (d) a substantive change to ASF’s programme or governance is proposed; or (e) external ISQua EEA or regulatory feedback recommends QMS changes.

3. Participants and Quorum

Chaired by the ASF President. Participants: QMS Coordinator (review secretary), SDC Chair, ADC Chair, and others as relevant. Quorum: ASF President + at least two committee chairs. May be conducted electronically with full documentation pack access.

4. Review Inputs — 10 Mandatory Items

The documentation pack (circulated ≥10 working days before the meeting) must include: (1) internal audit results — all audit cycles since previous review, open CARs, NC trend; (2) risk register status — High/Critical risks, changes in ratings; (3) complaints and appeals — numbers, types, outcomes, systemic findings; (4) accreditation programme performance — survey numbers, decision types, CAP compliance, suspensions; (5) surveyor performance — calibration results, performance monitoring triggers, training; (6) stakeholder feedback — satisfaction survey results, consultation responses; (7) status of previous review actions; (8) changes in legal, regulatory, or ISQua EEA context; (9) performance against quality objectives; (10) recommendations for improvement from all contributors.

5. Review Outputs — 6 Required Decision Categories

(1) QMS suitability: statement on whether the QMS remains suitable, adequate, and effective. (2) Quality objectives: set or confirm measurable objectives for the coming period, each with a named owner. (3) Improvement actions: specific actions for NCs, risks, and performance gaps, each with a named person and deadline. (4) Resource decisions: decisions on additional resources required. (5) Document updates: list of governance documents to be revised before the next review. (6) Follow-up schedule: date of next annual review and any extraordinary review triggers. Minutes approved within 5 + 5 working days; actions tracked in the QMS Coordinator’s action log.

6. ISQua EEA Alignment

Supports ISQua EEA Principle 10 (Quality Management System) — systematic process for reviewing QMS performance and making improvement decisions. The ASF ISQua EEA Crosswalk (ASF-EV-004) maps these provisions to the applicable EEA criteria.

Document code: ASF-QMS-002  ·  Version: V3.0  ·  Effective: 2026-09-30  · 
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