Structure for documenting Step 1; Assign Resources and Budget
1. Title and Purpose:
Provide a clear title that reflects the purpose of the document, such as ‘Resource Allocation and
Budgeting Procedure’. Then, outline the purpose of the document, which is to define how resources
and budget are assigned to support the QMS activities in accordance is ISO 9001 requirements.
2. Scope:
Define the scope of the document by specifying which documents, functions or processes are
covered by the resource allocation and budgeting procedure. This helps ensure clarity regarding the
applicability of the procedure within the organisation.
3. Responsibilities:
Clearly define roles and responsibilities of individuals or departments involved in the resource
allocation and budgeting process. This may include senior management, department heads, finance
personnel and quality management representatives. Specify who is responsible for initiating
resource requests, approving budgets and monitoring resource utilization.
4. Resource Requirements Identification:
Describe the process for identifying resource requirements to support QMS activities. This may
involve assessing staffing needs, equipment, infrastructure, training and any other resource
necessary for implementing and maintaining QMS effectively.
5. Budget Planning and Approval.
Outline the procedures for budget planning, including how budget requirements are determined,
proposed and approved. Specify any budgetary constraints or considerations that need to be taken
into account.
6. Resource Allocation
Describe how resources are allocated based on identified requirements and approved budgets. This
may involve prioritising resource allocation based on criticality, strategic objectives or customer
requirements.
7. Monitoring and Control.
Define how resource utilisation and budget expenditure are monitored and controlled to ensure
they align with planned activities and objectives. This may include establishing performance metrics,
conducting regular reviews and taking corrective action as necessary to address deviations from the
plan.
8. Documentation and records:
Specify the documentation requirements for recording resource allocation decisions, budget
approvals and any related records. Ensure that records are maintained in accordance with ISO 9001
documentation control requirements.
9. Training and Awareness.
Provide guidance on training and raising awareness among relevant personnel regarding their roles
and responsibilities in the resource allocation and budgeting process.
10. Continuous Improvement.
Emphasise the importance of periodically reviewing and improving the resource allocation and
budgeting process to optimise resource utilisation, enhance efficiency and support organisational
objectives.
11. References
Include references to relevant documents, such as organisations quality manual, procedures and
applicable ISO 9001 requirements.
