HG/MR/SOP/CO/03

Hannan Group Standard Operating Procedure Issue 2

Page 1 of 4
(Hannan Fashion’s Ltd./Fancy Fashion Sweaters Ltd./Hannan Knit & Textiles Ltd./Hannan Knitwears Ltd.)

Procedure for Roles, Responsibility & Authority

Purpose:
The purpose of this procedure is to establish a system for defining and understanding roles,
assigning responsibilities, accountability and authorities and for ensuring that the adequate
resources essential for effective management are provided. It is to ensure that personnel are
appointed in writing and that appointed persons perform all required activities and
responsibilities regarding the Quality Management System whilst complying with all
company, corporate and statutory requirements.

Scope:
This procedure will be formally applied to third parties or contractors, contract
manufacturers, suppliers or distribution centers etc. that are operated by the Hannan Group
directly. However, all affiliates of the organization in any capacity will be required to comply
with the minimum legal requirements and as far as possible, international standards and best
practice.

Details of Procedure:
1. Top management needs to ensure that the responsibilities and authorities for relevant
roles are assigned and communicated within the organization. Top management needs to
assign the responsibility and authority for ensuring that the Quality management system
conforms to the requirements of this international Standard, including the reporting on the
performance of the Quality management system. Top management should assign
responsibilities and authorities to ensure the QMS is maintained. The organization’s
documented information should define individual responsibility and authority for
maintaining the QMS.

2. Examples include responsibility for reporting the performance of the QMS, authority for
communicating with regulatory bodies and the public, releasing hazardous waste
manifests, and approving reports to regulatory bodies. The successful implementation of
Quality management system calls for commitment from all employees in the
organization.  

3. The purpose of this sub-clause is to ensure that personnel are assigned responsibilities for
part of the Quality management system and have a clear-cut reporting structure. Job
descriptions, or project responsibilities from the management program, may cover this

Revision
Prepared by: Signature Approved by: Signature Revision Date:
No:
Head of Quality Managing 14.07.2018
01
Department Director
 HG/MR/SOP/CO/03
Hannan Group Standard Operating Procedure Issue 2
Page 2 of 4
(Hannan Fashion’s Ltd./Fancy Fashion Sweaters Ltd./Hannan Knit & Textiles Ltd./Hannan Knitwears Ltd.)

requirement. For your QMS to be effective, roles and responsibilities must be clearly

defined and communicated. In a small organization, the commitment of all employees
is needed.

Role:
The Hannan Group set the roles for evaluation of performance of Quality Management
System. The Hannan Group Evaluate the QMS policy. Achievement of QMS Objectives,
Compliance Evaluation, Operational Control etc.

Responsibilities:
It is Top Management’s responsibility to ensure that only competent people are appointed to
roles that will have an impact on the Quality Management System. Competency will need to
be determined by the organization. There are several levels of Responsibility and Authority
and they can be broken down as such:

1. Top Management:
Responsible for providing / ensuring:
a. Formulation and monitoring of Policies, Objectives and overall direction of the
organisation with regards to QMS
b. Financial resources
c. Human resources
d. Knowledge and specialised skills resources
e. The availability of technology
f. That all personnel are informed of their authority, responsibility and accountability
in terms of QMS in the organisation
g. The on-going provision of support to personnel to achieve QMS objectives
h. The implementation of the Quality Management System
i. Control and enforcement of the Quality Management System
j. Achievement of the QMS objectives.
2. Middle Management:
Responsible for providing / ensuring:
a. Attendance at the QMS Committee meetings (if they are an appointed committee
member)
b. The management of financial resources in their area of work or operation
c. The management of human resources in their area of work or operation

Revision
Prepared by: Signature Approved by: Signature Revision Date:
No:
Head of Quality Managing 14.07.2018
01
Department Director
 HG/MR/SOP/CO/03
Hannan Group Standard Operating Procedure Issue 2
Page 3 of 4
(Hannan Fashion’s Ltd./Fancy Fashion Sweaters Ltd./Hannan Knit & Textiles Ltd./Hannan Knitwears Ltd.)

d. Application of knowledge and specialised skills resources in their area of work or

operation
e. Managing the available technology in their area of work or operation
f. Assisting in the implementation of the Quality Management System
g. Control and enforcement of the Quality Management System requirements
h. Assist management in the achievement of the Hannan Group Quality objectives.
3. Coordinator of QMS:

Responsible for providing / ensuring:

a. Development, control and maintenance of this, and all procedures and all related
documentation
b. Resource requirements are established
c. Resource requirements are implemented and maintained
d. QMS performance is reported to top management for review and improvement,
especially for the Management Review meetings
e. The development of standardised practices throughout the organisation to assist
with compliance
f. Assist in the establishment and appointment of the QMS Committee and members
g. Assist in determining how many appointments need to be made to provide
sufficient management support
h. Periodic audits are conducted of the Quality Management System to ensure its on-
going appropriateness and suitability to the organisation
i. Assist in determining which appointments need to be made for the compliance
with legal and other requirements and the implementation of the Quality
Management System
j. At all times aim to achieve the QMS objectives alongside Management.

The QMS Coordinator will also periodically review the results of audits, internal / external
communication and any other relevant data, to determine the effectiveness of the roles,
responsibilities, accountabilities and authorities. Once these have been reviewed and
analysed, a process to initiate corrective and preventive actions can be started as per Clause
5.3 Procedure. The QMS Coordinator will identify and report trends and related
recommendations to top management for review and action during management reviews.

4. All Other Employees:

Revision
Prepared by: Signature Approved by: Signature Revision Date:
No:
Head of Quality Managing 14.07.2018
01
Department Director
 HG/MR/SOP/CO/03
Hannan Group Standard Operating Procedure Issue 2
Page 4 of 4
(Hannan Fashion’s Ltd./Fancy Fashion Sweaters Ltd./Hannan Knit & Textiles Ltd./Hannan Knitwears Ltd.)

Responsible for ensuring:

a. Assist (comply and co-operate) management in achieving the QMS objectives;
b. Procedures and work instructions are adhered to and complied with; and
c. For reporting non-conformances and completing required corrective actions.

Position Descriptions / Job Descriptions:

For each and every position in the organisation there will be a documented job description
that outlines the principal responsibilities and skills required and to be demonstrated. The
Human Resources Manager will maintain a master list of all approved position descriptions /
job descriptions and a copy of each employee’s position description is maintained in the
employee’s personnel file.

Organizational Structure:
The organisation will develop a hierarchical Organogram specific to the workplace defining
each area of work / department etc. with regards to the appointed, responsible persons in that
area. The Organogram may be displayed where necessary and will be updated and reviewed
annually by the Coordinator or as a management change occurs.

Related Documents:
Documents Name Document Number
Responsible Matrix Level HG/STR/F/ACS/01
Letter of Coordination HG/STR/F/ACS/02

Revision
Prepared by: Signature Approved by: Signature Revision Date:
No:
Head of Quality Managing 14.07.2018
01
Department Director