Annex SL Explained: Simplifying Management Systems for ISO Standards

Annex-SL
Introduction

Annex SL is a new management system format that helps streamline creation of new standards, and make implementing multiple standards within one organization easier.

It replaced ISO’s Guide 83, which provided a base structure and standardized text for management system standards (MSS) Guide 83 started to address complaints that many have when integrating current MSS like ISO 9001, ISO 14001 and ISO 27001. While these standards have common elements, they are described and organized differently, making it difficult for organizations to implement multiple standards.

“Annex SL” further addresses these issues by creating a “template” upon which 150 Management System Standards (MSS) are to be built in the future. Written primarily as a guide to those who draft the standards, the core of Annex SL consists of 8 clauses and 4 appendices that encompass a “high level structure” (essentially shared high-level concepts among standards), shared terms/definitions and actual shared clause titles and text. Examples of “high level structure” covered by Annex SL include areas ranging from support to operations, and leadership to planning.

Annex SL solves the problem of potential redundancy in basic structure for companies wishing to deploy multiple standards. It requires that a time/effort-saving common structure be used for recurring quality management standard elements. But it allows more specifics to be added for a given area of expertise, ie. environmental or health and safety.

Who Created Annex SL?

Annex SL is a product of the ISO Technical Management Board’s (TMB) Joint Technical Coordination Group (JTCG). The TMB is charged with managing the technical processes associated with implementing new technical standards. This includes the rules which govern standards creation, checking how the process is working, and managing the technical committees which construct the standards. The ITCG reports to the TMB and specifically manages the activities associated with creating and implementing an MSS. One of its main tasks is to ensure that the input from the various technical committees associated with each standard are represented in the resulting MSS of a given area (i.e. environmental, aerospace, etc.)

Why is Annex SL Being Implemented in Standards like ISO 9001:2015

Annex SL will save any organization seeking to adopt MSS time and cost. Because standards such as ISO 9001 and ISO 14001 have similar intents but different structures, text and terminology, they are more difficult to implement together. In addition, while there are tools such as your own integrated standards documentation (which helps eliminate this duplication effort by creating an Integrated Management System or IMS), there has been a call to streamline the certification process for multiple standards adoption. In addition, there is an opportunity for ISO to infuse new concepts across multiple MSS. These concepts include enfranchising customers, suppliers and impacted communities into the quality process; the shift toward service-oriented businesses; and the extension of digital aids to serve what are often geographically and organizationally dispersed work groups.

An IMS can streamline a business’s operations by merging different areas of compliance. For example, combining quality, environmental and safety into a single IMS requires less resources and is more likely to succeed than maintaining separate management systems for each. Standards can either be combined or integrated. An Integrated Management System integrates two or more standards from different disciplines into one. (Example: ISO 9001, ISO 14001, OHSAS 18001)

Rather than just creating parallel systems, true integration means that similar processes are implemented without duplication or confusion. IMS elements that exist in each system are treated as common resources. They are defined, deployed and managed in the same manner and do not have to deal with multiple, often slightly different interpretations of their roles in executing each standard. Annex SL should make creation of an IMS much easier.

Annex SL: Features and Benefits

As noted, there are many reasons for management system standards (MSS) writers to adopt the foundational Annex SL., including

  • Eliminating conflicts in MSS platforms
  • Faster development of standards
  • Less duplication of concepts, terms and potentially shared text
  • Less low value revisions to common or shared areas
  • Integrating high level, common business management goals, issues, needs

    Annex SL addresses these needs by alignment of similar clauses. This, in turn, fosters easier integration by adopting similar formats and similar terms and definitions. In addition, Annex SL addresses key high-level components which are being driven by market forces such as:
  • Risk Management

Annex SL. now elevates the preventive and corrective action concept into a more encompassing risk assessment process. It proactively wants risks to be anticipated and addressed in the planning phase, not as something to which one reacts. Essentially, it asks the organization to use the inputs it has gained, add its experience and provide a reasonable analysis of risks and successful responses to them. It also asks for a more measurable approach to planning, using metrics of what will be attained that are meaningful to support implementation.

  • Accessible Documentation

Recognizing the reality of more modern methods of information dissemination, Annex SL outlines additional, specific requirements to both document and communicate the quality management system. An example is making sure that there are true work instructions written down for everyone in the organization, even if a set of tasks seem obvious. The idea is reasonable since documentation not only helps maintain consistency of tasks between workers, it helps the organization plan for growth in adding or replacing resources. 

This expanded approach to documentation is meant to allow and support other means of viewing, storing, revising and distributing documentation such as via internal and external networks (ie. cloud computing) and a wider array of formats.

  • Wider Involvement

Annex SL asks standard drafters to consider the “Context of the Organization.” This requires the company (and the auditors who are being asked to certify their quality system) to listen not only to customers, employees and suppliers, but also to those whose operations may also affect such as the communities in which they operate or have significant influence. 

Quality planning then becomes a broader search to uncover potentially relevant issues that may affect operations, and the development of a quality policy for a “newer age” for instance as a deeper information base to decide how risks might be better anticipated.

High-level structure

The major clause numbers and titles of all management system standards will be identical. They are

Introduction 

  1. Scope 
  2. Normative references 
  3. Terms and definitions 
  4. Context of the organization 
  5. Leadership 
  6. Planning 
  7. Support 
  8. Operation 
  9. Performance evaluation 
  10.  Improvement.

The Introduction, Scope and Normative references will have content that are specific to each discipline and each standard.

Overall, there is a reorganizing of management system requirements into this structure that may be unfamiliar to those using and assessing current MSS. However, some management system standards (such as ISO 22301:2012 Societal security – Business continuity management systems – Requirements) have already successfully migrated to this new structure.

When will Annex SL Take Effect?

ISO 9001-2015 will not be the first ISO management standard to employ Annex SL, nor will it be the last. But it may be the most significant to date. This means it has survived the scrutiny of half a dozen technical committees and may be ready for the wider use that the newest ISO 9001 update will bring. The following is a list of standards that already employ Annex SL.

  • ISO/IEC 27001, Information technology: Security techniques, Information security management systems
  • ISO 30301:2011, Information and documentation: Management systems for records
  • ISO 22301:2012, Societal security: Business continuity management systems
  • ISO 20121:2012, Event sustainability management systems

ISO 39001, Road-traffic safety (RTS) management systems ISO 55001, Asset management (Currently on CD ballot with publication scheduled for 2014 and in line with Annex SL)

The following are ISO management standards which are slated at this point to employ the Annex SL foundation:

  • ISO 9001:2015 (General Quality Management)
  • ISO 14001 (Also expected in 2015)
  • ISO 13485 (Currently under revision)

And there are some sectors that have yet to decide upon implementing revisions based on Annex SL including:

  • International Automotive Task Force (IATF) – ISO TS 16949
  • International Aerospace Quality Group (IAQG) – AS9100/10/20
  • British Standards Institute (BSI) – OHSAS 18001
Conclusion

Annex SL is revolutionizing the way organizations implement and manage multiple ISO standards. By providing a common structure, shared terminology, and a focus on risk management, it simplifies the integration of standards like ISO 9001 and ISO 14001. This not only saves time and resources but also enhances overall efficiency and compliance. As more standards adopt Annex SL, organizations can look forward to a more streamlined and effective approach to quality, environmental, and safety management.

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FAQs

What is Annex SL?
Annex SL is a framework that provides a common structure and terminology for all ISO management system standards (MSS), making it easier to implement and integrate multiple standards like ISO 9001 and ISO 14001.

Why is Annex SL important?
It eliminates redundancy, reduces confusion, and simplifies the process of implementing multiple standards within one organization, saving time and resources

How does Annex SL improve risk management?
Annex SL emphasizes proactive risk assessment during the planning phase, helping organizations anticipate and address risks before they become issues.

Which standards already use Annex SL?
Standards like ISO 27001 (Information Security), ISO 22301 (Business Continuity), and ISO 20121 (Event Sustainability) have already adopted the Annex SL structure.

Will Annex SL affect ISO 9001:2015?
Yes, ISO 9001:2015 is one of the most significant standards to adopt Annex SL, making it easier to integrate with other standards and focus on risk-based thinking.

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