SURVEY ON INTEGRATED MANAGEMENT SYSTEM

Introduction:
The objectives of the survey are to assess the status of Management System (MS)
implementation and investigate the strategies for management systems integration in the
Malaysian companies. This research will be focusing only on the Quality Management
System (QMS), Environmental Management System (EMS), Occupational Health and Safety
Management System (OHSMS) and/ or Energy Management System (EnMS). The results
will be used solely for research purposes and no attempt will be made to identify any
individual involved in any publication by the researcher.

Instruction: This questionnaire consists of five (5) main sections. Please read the
questions carefully before answering them. For further understanding about
IMS, kindly refer to Appendix 1.

SECTION 1: BACKGROUND OF THE COMPANY

This section seeks general information about your company. Where appropriate, please click
on the box and/or complete the answer in the space provided.

1. The company was established since: .................................

2. Type of industry the company involved in:
Agriculture, Fishing
Mining and Quarrying
Food Products,
Beverages and Tobacco
Textiles and Textile
Products
Leather and Leather
Products
Wood and Wood
Products
Pulp, Paper and Paper
Products
Publishing Companies
Printing Companies
Manufacture of Coke
and Refined Petroleum
Products
Nuclear Fuel
Chemicals, Chemical
Products and Fibers
Pharmaceuticals
3. The number of full time employees in the company:
Rubber and Plastic Water Supply
Products
Non-metallic Mineral Construction
Products
Concrete, Cement, Wholesale and Retail
Lime, Plaster, etc Trade; Repair of Motor
Vehicles, Motorcycles and
Personal and Household
Goods
Basic Metals and Hotels and Restaurants
Fabricated Metal
Products
Machinery and Transport, Storage and
Equipment Communication
Electrical and Optical Financial Intermediation;
Equipment Real Estate; Renting
Shipbuilding Information Technology
Aerospace Engineering Services
Other Transport Other Services (Pls specify):
Equipment .................................................
Manufacturing not Public Administration
Classified Elsewhere
Recycling Education
Electricity Supply Health and Social Work
Gas Supply Other Social Services (Pls
specify): ..............................

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 Survey on Integrated Management System
Not exceeding 5
Not exceeding 75
Not exceeding 200
More than 200

4. Annual sales turnover of the company:

4.1. Manufacturing and its related services
Less than RM 300, 000
Less than RM15 million
Less than RM50 million
More than RM50 million
4.2 Service Sectors
Less than RM300, 000
Less than RM3 million
Less than RM20 million
More than RM20 million

5. Which of the following Quality Management System (QMS) standard(s) has/have the
company implemented and what was/were the year of certification? Please tick where
applicable and you may tick more than one item.
Implemented with
Certificati
QMS Standard consultant’s Self-implementation
on Year
assistance
ISO9002:1994 Yes / No Yes / No
ISO9001:2000 Yes / No Yes / No
ISO9001:2008 Yes / No Yes / No
ISO/TS16949:2002 Yes / No Yes / No
ISO/ TS16949:2009 Yes / No Yes / No
ISO13485:2003 Yes / No Yes / No
AS9100 (Rev A/ B/ C) Yes / No Yes / No

If QMS have not been implemented, do you have any plan for QMS implementation
and Certification?
Yes / No

6. Which of the following Environmental Management System (EMS) has/have the

company implemented and what was/were the year of certification? Please tick where
applicable and you may tick more than one item.
Implemented with
Certification Self-
EMS Standard consultant’s
Year implementation
assistance
ISO14001:1996 Yes / No Yes / No
ISO14001:2004 Yes / No Yes / No
EMAS Yes / No Yes / No

If EMS has not been implemented, do you have any plan for EMS implementation
and Certification?
Yes / No

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 Survey on Integrated Management System
7. Which of the following Occupational Health and Safety Management System (OHSMS)
has/have the company implemented and what was/were the year of certification? Please tick
where applicable and you may tick more than one item.
Implemented with
Certification Self-
OHSMS Standard consultant’s
Year implementation
assistance
OHSAS 18001:1999 Yes / No Yes / No
OHSAS 18001:2007 Yes / No Yes / No
MS1722:2005 Yes / No Yes / No
MS1722:2011 Yes / No Yes / No

If OHSMS have not been implemented, do you have any plan for OHSMS
implementation and Certification?
Yes / No

8. Has the company implemented Energy Management System (EnMS) and what was/were
the year of certification?
Implemented with
Certification Self-
EnMS Standard consultant’s
Year implementation
assistance
ISO50001:2011 Yes / No Yes / No

If EnMS has not been implemented, do you have any plan for EnMS implementation
and Certification?
Yes / No

9. Is there any other uncertified standard adapted by the company? If Yes, please tick in the
box/ specify:
RoHS (Restriction of Use of Hazardous Substances)
REACH (Registration, Evaluation, Authorization and Restriction of Chemicals)
Others (Pls specify): .......................................................................................................

10. Is the company currently implementing Integrated Management System (IMS) or

integrating the QMS, EMS and/or OHSMS and/or EnMS?
Yes (Please precede to Section 2, 3 and 5)
No, but have plan to implement it within the next 3 years (Please proceed to Section
3 and 5)
No, and do not plan to implement it (Please proceed to Section 4 and 5)

SECTION 2: INTEGRATED MANAGEMENT SYSTEMS PRACTICE

Section 2 asks about the IMS practice at your company. Where appropriate, please tick ()
in the box and/or complete the answer in the space provided.

11. Type of management systems the company has integrated:

QMS and EMS OHSMS and EnMS
QMS and OHSMS QMS, EMS and OHSMS
QMS and EnMS QMS, EMS and EnMS
EMS and OHSMS EMS, EnMS and OHSMS
EMS and EnMS QMS, EMS, OHSMS and EnMS

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 Survey on Integrated Management System
12. In which year did the company start implementing IMS?
..........................

13. How did the company integrate the management systems?

Start with implementing the QMS, EMS, OHSMS and/or EnMS individually. Then,
integrate the management systems using standard requirements / model (e.g.
ISO9000, ISO14000, OHSAS18000 and/or ISO50001).
Start with implementing the QMS, EMS, OHSMS and/or EnMS individually. Then,
integrate the management systems using PDCA cycle.
Start with implementing the QMS, EMS, OHSMS and/or EnMS individually. Then,
integrate the management systems using Total Quality Management / Business
Excellence model.
Integrate QMS, EMS and/or OHSMS from the beginning using standard
requirements / model (e.g. ISO9000, ISO14000 and/or OHSAS18000).
Integrate QMS, EMS and/or OHSMS from the beginning using PDCA cycle.
Other (please
specify/describe):.................................................................................. ...............................
..............................................................................................................................................
...............................................................................................................
(If the space provided is not enough, kindly use the back page)

14. Duration for the company to develop the Integrated Management System (From
planning stage until successfully integrates the management systems):
Less than 6 months 1.5 to 2 years
6 to 12 months 2 to 3 years
12 to 18 months More than 3 years

For those answering this section, kindly proceed to Section 3.

SECTION 3: STRATEGIES FOR INTEGRATING THE MANAGEMENT SYSTEMS

This section asks for your opinions on what should be the strategies for integrating the
management systems. Where appropriate, please tick () in the box and/or complete the
answer in the space provided.

15. What should be the sequence of management systems integration?

First QMS, then integrate with EMS and followed by OHSMS
First QMS, then integrate with EMS and followed by OHSMS and then EnMS
First EMS, then integrate with QMS and followed by OHSMS
First EMS, then integrate with QMS and followed by OHSMS and then EnMS
Simultaneously integrate QMS and EMS at the beginning, and then integrate with
OHSMS
Simultaneously integrate QMS, EMS and OHSMS at the beginning, and then
integrate with EnMS
Simultaneously integrate OHSMS and EMS at the beginning, and then integrate with
QMS
Simultaneously integrate EMS and EnMS at the beginning, then integrate with
OHSMS and then integrate with QMS
Simultaneously integrate QMS, EMS, OHSMS and EnMS from the beginning
Other (please specify): ...................................................................................................
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16. Should the management systems be aligned (partial integration) or should they be
combining into one common management system (full integration)?
(Refer to Appendix 1 for explanation on the types of integration)
Aligned (partial integration)
Combine into one common system (full integration)

17. What approach should be the basis for integrating the management systems?
(Refer to Appendix 1 for explanation on the integration approaches)
ISO9001:2008
ISO14001:2004
OHSAS18001:2007
ISO50001:2011
Total Quality Management (TQM)/ Business Excellence Model
Plan-Do-Check-Act (PDCA) cycle
Combination of ISO9000 and TQM
Systems approach
Other (please specify): ....................................................................................................

18. Which of the following processes/areas should be integrated? Please tick where applicable and
you may tick more than one item.
Documents control
Records control
Employees training
Design and development control
Purchasing
Suppliers’ assessment
Production and service provision
Equipment maintenance
Measuring and monitoring device control
Corrective and Prevention actions
Management review
Internal audits
Other (please specify): .............................................................................................

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 Survey on Integrated Management System
For those answering this section, kindly proceed to Section 5.

SECTION 4: REASONS FOR NOT IMPLEMENTING IMS

This section asks about what is/are the reason(s) for NOT implementing the IMS. Please tick where
applicable and you may tick more than one item.

Not aware about IMS implementation

Doubts about the benefits and added-value of implementing IMS
Existing management systems are sufficient and should remain separate
Lack of pressure from customers or competitors to implement an IMS
It requires long process until concrete results are achieved
High expenses in terms of personnel and costs during the introduction and maintenance of system
Past bad experience with failed quality programs or other management models
Other (please specify): .............................................................................................................................
For those answering this section, kindly proceed to Section 5.

SECTION 5: BARRIERS TOWARDS IMPLEMENTING IMS

This section asks for your opinions/experiences on the barriers towards implementing IMS in your
organization. Please circle the degree of agreement using the following scale:

0 = unsure, 1 = strongly disagree, 2 = disagree, 3 = neutral, 4 = agree, 5 = strongly agree

Barriers towards IMS implementation Degree of Agreement
0 1 2 3 4 5
1. People resist to change
2. Lack of leadership and commitment from top management
3. Lack of trained and experience staff to implement IMS
4. Lack of information and guidance on how to implement IMS
5. Lack of budget for conducting IMS activities
6. Lack of time to devote to IMS initiatives
7. Lack of employees awareness and understanding on IMS
implementation
8. Poor internal communication
9. Lack of involvement and motivation from the employees
10. Difficulties in finding common denominators for diverse business
functions
11. Lack of strategic planning
12. Work culture problems
 Would you like to receive a short summary of this research? Yes* No

 If we would like to conduct a case study on IMS implementation, would your company like to
participate in it? Yes* No Will consider

*If yes, please attach your business card/ contact detail so that we can contact you.
* Thank you for your time and assistance*
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Survey on Integrated Management System

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 Survey on Integrated Management System- Appendix 1

a) Definition of Integrated Management System (as a guide to answer this questionnaire)

An Integrated Management System (IMS) is a management system which integrates all components of a
business into one coherent system so as to enable the achievement of its purpose and mission. Anything
which has an effect on business results should be part of the management system such as quality, safety
and health, environment, personnel, finance and security (IQA, 2004). This research only concentrates on
the integration of Quality Management System (e.g. ISO9001, ISO/TS16949, ISO13485 and/or AS9100),
Environmental Management System (e.g. ISO14001 and EMAS), Occupational Health and Safety
Management System (e.g. OHSAS 18001 and MS1722) and/or Energy Management System (ISO50001)

b) Explanation on types of integration (as a guide to answer Question No. 16)

Partial integration Full integration

(also known as ‘alignment’ or ‘harmonization’) (also known as ‘amalgamation’)
• Common/shared requirements of the • Combine several management systems into
management systems (e.g. internal audits, one common management system.
management review, corrective action, training)
are combined in a core element (shown in the • Systems loose their unique identities, resulting
Figure 1 as ‘common clauses’). in a complete amalgamation to a single
multipurpose IMS.
• Specific/distinct requirements of the management
systems are grouped separately in a functional
sub-module (shown in the Figure 1 as ‘process
clauses’).

Figure 1: Partial integration (Source: Kirkby, 2002) Figure 2: Full integration (Source: Kirkby, 2002)

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 Survey on Integrated Management System- Appendix 1

c) Explanation on integration approaches (as a guide to answer Question No. 17)

(i) ISO9001:2008
ISO9001:2008 is the latest version of the standard for Quality Management System (QMS). It consists of
five major clauses which are: (1) Quality Management System, (2) management responsibilities, (3)
resources management, (4) product realisation and (5) measurement, analysis and improvement. The
ISO9001:2008 model links all these five clauses. Customers’ requirements are the input while the
customer satisfaction is the output of the model. At the same time, all the quality management system
needs to be improved continually (ISO, 2000).

(ii) ISO14001:2004
ISO14001:2004 is the latest version the standard for Environmental Management System (EMS). It
consists of five major clauses which are: (1) environmental policy, (2) planning, (3) implementation and
operation, (4) checking and corrective action, and (5) management review. All these clauses
implement a cycle of continuous improvement (ISO,1996).

(iii) OHSAS18001:2007
OHSAS18001:2007 is the latest version of the standard for Occupational Health and Safety Management
System (OHSMS). It consists of five major clauses which are: (1) Occupational Health and Safety policy,
(2) planning, (3) implementation and operation, (4) checking and corrective action, and (5) management
review. All these clauses implement a cycle of continuous improvement.

(iv) ISO50001:2011
ISO50001: 2011 is the newly released standard meant to be a standard for Energy Management System
(EnMS). It consists of seven major clauses which are: (1) General Requirements, (2) Management
Responsibility, (3) Energy Policy, (4) Energy Planning, (5) Implementation and Operation, (6) Checking,
(7) Management Review. All these clauses implement a cycle of continuous improvement.

(v) Systems approach

Systems approach views a problem as a whole, rather than as separate parts. A system consists of
interlinked processes that function harmoniously, share the same resources, and are all directed towards
the achievement of a set goals or objectives. This concept starts from the determination of objectives and
desired outputs, through system design, allocation of resources and system implementation, to the
comparison of actual and desired outputs (Karapetrovic, 2002).

(vi) Total Quality Management (TQM) / Business Excellence Model

TQM is a management philosophy embracing all activities through which the needs and expectation of
the customer and community, and the objectives of the organisation are satisfied in the most efficient and
cost effective way maximising the potential of all employees in a continuing drive for improvement
(BS4778:Pt. 2, 1991). The examples of TQM elements are management commitment and leadership,
employee involvement, education and training, continual improvement, supplier quality assurance and
management, customer focus and resources management. One of the ways to measure TQM
implementation is by using Business Excellence criteria/model. The examples of quality award are
Malcolm Baldridge National Quality Award (USA), European Foundation for Quality Management
(EFQM)(Europe), Deming Application Prize (Japan), and Business Excellence Framework(BEF)
(Malaysia).

(vii) Plan-Do-Check-Act (PDCA) cycle

PDCA cycle consists of four components, each of which can be divided into continuous step-by-step
activities (Goetsch & Davis, 2003). Components of the cycle can be described as follows:
 P (Plan): Develop a plan to improve  C (Check): Examine the results
 D (Do): Carry out the plan  A (Act): Adjust as necessary
ISO9001, ISO14001, OHSAS18001 and ISO50001 are developed based on the PDCA cycle.

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