E pct/ctc/28/3 original: English date: April 1, 2015 Patent Cooperation Treaty (pct) Committee for Technical Cooperation Twenty-Eighth Session Geneva, May 26 to 29, 2015
21.06 Indicate with reference to the organizational chart those bodies and mechanisms management uses to ensure:
(a) the effectiveness of the QMS; and
(b) that the process of continual improvement progresses.
The Improvement of the established processes is at the Office in the phase of the current process model optimization, improvement also comes from recommendations provided by surveillance audits, internal audits, corrective actions, preventive actions etc.
The next phase of improvement of the processes is setting appropriate key performance indicator (KPI) enabling detailed monitoring of the process model functioning. Improvement proposals are part of the management review.
The Office process model comprises a defined process improvement program enabling the way of communicating improvement proposal from all employees to the management.
The quality management unit is responsible for the system of improvement.
Besides performing audits by internal auditors, the integrated management system is inspected by independent certification bodies (CIS and Quality Austria) through the surveillance audits performed on yearly basis and the recertification audit performed every three years ensuring full conformity.
After a successful recertification audit, new certificate is issued with prolonged Validity.
21.07 Indicate how management of the Authority communicates to its staff the importance of meeting treaty and regulatory requirements including:
(a) those of this standard; and
(b) complying with the Authority's QMS
The management of the IPO CZ communicates to the personnel the importance of fulfillment of the QMS requirements.
The communication is conducted via the regularly held meetings. On these meetings the compliance with the QMS of the IPO is also discussed.
The IPO CZ management develops and forms quality goals, directed toward continuous improvement, based on the strategy. Quality objectives are defined during the management review; the process of quality objectives is described and documented in the Office process model.
Objectives are communicated to all employees during periodical trainings and are available on the intranet. Objectives are available to the public/customers on the IPO website.
The quality management unit prepares an integrated management review report, which includes all inputs and outputs defined by ISO 9001:2008, EQMS – CA 57/07, ISO/IEC 27001:2005, OHSAS 18001:2007 and ISO 14001:2004. The management review report is communicated at the management meeting where the report is evaluated by directors of all departments and by the President of the Office. If the report is found complete and correct, the President of the Office approves the report and after the approval, the report is considered as a top management review.
Quality objectives revision and evaluation is a part of the report.
The quality objectives are available for the personnel via intranet and are discussed on staff meetings.
21.09 Indicate whether top management or delegated officers of the Authority perform an internal review of the QMS in accordance with paragraphs 21.25-21.28:
(a) at least once per year (cf. paragraph 21.25);
(b) in accordance with the minimum scope of such reviews as set out in Section 8, namely:
(i) to determine the extent to which the QMS is based on Chapter 21 (cf. paragraphs 21.25, 21.27(a));
(ii) to determine the extent to which Search and Examination work complies with PCT Guidelines (cf. paragraphs 21.25, 21.27(a));
(c) in an objective and transparent way (cf. paragraph 21.25);
(d) using input including information according to paragraphs 21.27 (b)-(f);
(e) recording the results (cf. paragraph 21.28).
The management of the IPO CZ carries out the internal review of the QMS once a year.
The objective and transparent review is using the input information according to paragraphs 21.27 (b)-(f).
The results are recorded and reported on the intranet of the IPO CZ.
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