The purpose of the project was the design, development and installation of the Management Adequacy System of the Municipality of West Mani in accordance with the 1429 standard with parallel coverage of the implementation guidelines ELOT 1431-1, 1431-2, 1431-3:2008, as Final Beneficiary of the NSRF programs and recording and analysis of all necessary actions for compliance with the requirements of the existing framework of the Management Adequacy Standard of Final Beneficiary and the improvement of its operating procedures. The certification body addressed by the Municipality of West Mani for the audit of the management adequacy system is the Managing Authority of the Region of Peloponnese.
Scope of application
The Certification Scope will cover the design, development and implementation of technical projects, studies, procurement and services (category A & B).
Phases of the project
The phases of the project will be as follows:
- Diagnostic Study
- Staff information
- Development of the ELOT 1429 Management Adequacy System and the implementation guides ELOT 1431-1, 1431-2, 1431-3:2008
- Staff training
- Test application
- Certification
Phase 1: Diagnostic Study
During the diagnostic study the following will be performed:
- Gap Analysis between the existing situation and the requirements of the ELOT 1429 standard and the application guidelines ELOT 1431-1, 1431-2, 1431-3:2008.
- Develop an Action Plan with defined responsibilities and accountabilities to address discrepancies.
- A detailed project programme that will include:
- The timetable of the whole project.
- The procedures to be developed.
- The people who will be involved.
- The schedule of meetings.
Phase 2: Staff briefing
The initial briefing of staff aims to:
- Informing them about the requirements of ELOT 1429 and the implementation guides ELOT 1431-1, 1431-2, 1431-3:2008.
- Understanding their own contribution to the project.
- Clarification of the project objectives .
- Reduction of physiological resistance to any changes that will be required due to the standard.
The initial update is considered a critical point for the success of the project not only during the initial development of the System, but especially in its maintenance after the first certification.
Phase 3: Development of the PPP.
The development of the S.D.E.P. was carried out gradually through consultative meetings held in the premises of the Municipality.
During these meetings :
- The way of working is discussed in detail and all records kept are checked.
- Practices are proposed to meet the requirements of the standard.
- Improvements are proposed for a more efficient and effective flow of processes.
- The procedures are recorded and the documentation required by the standard is developed.
All procedures and documents to be developed must be approved by the City Administration.
Phase 4: Staff training
The following training sessions will be carried out:
- Quality System
- All staff involved will be trained in the procedures and record keeping required by the S.D.E.P. as well as in the implementation and proper compliance with the procedures for the management of NSRF programmes.
- Internal Inspectors
- At least 2 members will be trained as internal inspectors to audit the S.D.E.P. after the City is certified.
Phase 5: Test implementation
This is the phase where the IAPS will be put into practice by all staff involved. A prerequisite is the approval of the procedures and documentation by the management. During this period the following will take place:
- Changes/adaptations to the IACS: Practical implementation usually reveals difficulties in maintaining procedures and records, on the basis of which the IACS is amended accordingly.
- Conducting Internal Inspections: at least one (1) cycle of inspections will be conducted by the Technical Advisor, in order to thoroughly check the system and: a) to cover possible gaps, b) to familiarize the staff with the inspection, c) to train the internal inspectors practically.
Phase 6: Certification
Our company undertook the completion of Standard Form I of the circular of the Ministry of Transport and Communications.
- 08-09-2014