Publicly Available Specification (PAS) 99

PAS 99 stands for Publicly Available Specification for integration of common management systems. It is a guideline on Integrated management Systems from planning, implementation, operations, monitoring till performance improvement stage. This system is developed to help organisations develop and align its processes and systems into one structure. This would ultimately help boost effectiveness. This is applicable for any organisation that have or are in the process of implementing varied management systems standard. This is of course irrespective of size, process and sectors of the organisation. It can used for to combine with standards such as ISO 14001 (Environment Management System), ISO 9001 (Quality management System), ISO 45001 (occupational health and safety management system), ISO 27001 (Information Security management systems), ISO 20000 (IT Service Management System).

BSI i.e British Standards Institution has published the very 1^st version of PAS 99 in 2006.Post that there have been many developments and versions that were released. This was a specification that aimed to cater the need for providing a reference documents when any organisation was looking to implement an effective IMS (Integrated Management System).

The concern with organisations was a lot of confusion on how to navigate through an integrated management systems such a question if only manuals, procedures were needed to integrate or there was something else too. This resulted in ineffective and inconsistent IMS.

The latest version of PAS is published as PAS 99:2012. This version has ensured to include

·         Definitions of Annex L (previously called Annex SL) along with definition of IMS (Integrated Management System)

·         Core text of Annex SL

·         Few requirements listed in PAS 99:2206 but were not included in Annex L

·         Few requirements that were observed to be common in multiple standard

·         Detailed explanation on the intent behind a clause

Categorisation of Framework for the common management systems of PAS and Annex L are same. This revised version follows the same structure of ISO Guide 83 and thus a common structure for all Management Systems Standards. Guide 83 serves a high level structure and texts that are common which will later be used in the new/proposed management system along with revision in existing standards. The structure is as follows:

1. Context of the organisation
2. Leadership
3. Planning
4. Support
5. Operation
6. Performance Evaluation
7. Improvement

These are in lines with Plan Do Check Act (PDCA) cycle.

Benefits Of PAS 99

• Guidance Simplified: A detailed guidance when working with multiple management systems to develop a simple and common management system that is easy to create and implement at the same time saving time and effort both.
  
• Unified Systems: Helps to create a unified management systems with integrated policies, manual, procedures, etc. where organisation can meet the requirements of standard with one consolidated policies and processes.
  
  
• Risk Forecasting: Forecasting risk to the business and taking measures to mitigate. This will help organisation look at business holistically from all perspectives.
  
  
• System Update: PAS covers the updates as well as revision of management system thus easing the process for the organization.
  
  
• HLS Environment: Help organisations align with HLS (high level structure) i.e 10 clauses starting from context of organisation to continual improvement. This way organisations implementing multiple management systems have easier path since the comparison of similarities and unique requirements becomes even more easier.
  
  
• Audit Efficiency: Help audit multiple management system at one time thereby saving time and money. This saves time for the auditees too since they have to spare time to get the audits conducted smoothly.
  
  
• Process Optimization: Improve the efficiency of systems and minimise duplication of activities. Different standards have activities duplicated across processes, this would help either eliminate or optimise the process.
  
  
• Role Clarity: With common objectives in place, roles and responsibilities are clearly defined for a common management system. This helps remove any ambiguity among any personnel and decisions are quicker to be taken.
  
  
• Continual Improvement: Help organisations get on the journey of continual improvement. Once certified, organisation usually get laid back, but the need to continually improve its systems is a push to be constantly working towards the goal. No organisation is 100% compliant to any management system, there will be gaps and it is on the part of the organisation to shrink those gaps over a period of time. Aiming for 100% compliance is definitely one objective and a detailed plan to achieve that year on year is a step to continually improve your management systems.

Process of certification to PAS 99

The process of certification is same as any other ISO standard when an organisation is trying to get certified for the first time. A schematic process flow for certification to PAS 99 is as follows:

1.       Gap Analysis - Usually, organisation either get this one through an external agency or self asses where existing IMS (Integrated Management System) is closely reviewed and compared with PAS 99 requirements. This helps identify gaps that need to be worked upon. Also saving optimising time to be allotted at required areas.

2.       Assessment: Assessment occurs in two stages:

a.       Stage 1

b.       Stage 2

The first step is to review and check if organisation has been able to develop procedures and controls that are necessary for PAS99. Usually, documentations are checked and once reviewed, gaps identified are conveyed to the organisation.

Once these gaps are fulfilled and acted upon, the next part of assessment is done to review the effectiveness of implementation of procedures and controls that have been developed which is required for certification.

The assessment also reviews on the how needs and expectations of the organisation are identified and addressed, how the new system developed has involved stakeholders through trainings or meetings and awareness sessions, enabling teams to undergo certified training courses for effective implementation, create a platform to access the relevant documents, etc

3.       Certification: Once the assessment is done and all findings are closed, organisation is issued with PAS 99. This certificate is valid for a period of three years. Post certification, organisations have to continually improve. One important thing to note is compliance to PAS in itself does not provide any assurance of conformity with any management system standard or even specifications.