Continual Improvement Program

Continual Improvement Programs (CIP)

A continual improvement program is a process to improve services, products or processes. In Pustaka Negeri Sarawak continual improvement programs are identified, planned and implemented to initiate and embark on the continual improvement of the business processes.

Process

1.0 Initiation of Continual Improvement

1.1 Based on the analysis and evaluation, perception monitoring and other sources of information, the respective Head of Sector / Head of Division (HOS/HOD) shall identify areas or processes for continual improvement.

2.0 Planning of Improvement Program

2.1 After determining the need for continual improvement, the respective HOS/HOD shall discuss the proposed program with the Quality Management Representative (QMR) and the Chief Executive Officer (CEO) to get the latter’s consent.

2.2 Once the proposed program is consented by the CEO, the respective HOS/HOD shall set up a continual improvement program (CIP) team and appoint its members through e-mail.

2.3 Once appointed, the CIP team establish a CIP by identifying and defining the following details:

a) Title of improvement program; b) Statement of problem / Current situation; c) Objectives of improvement program; d) Analysis of root causes; and e) Action plans including activities, timescales, and responsibilities.

3.0 Implementation of Planned Program

3.1 Upon completion of the CIP, the CIP team shall submit the CIP in hardcopy to the CEO for approval.

3.2 Upon receipt of the CIP, the CEO shall approve the CIP within 1 working day.

3.2.1 If the CEO disagrees with the CIP, the CIP team shall make the necessary amendments and resubmit the CIP for approval.

3.3 When the CIP has been approved, the process owners (PO) or designated officers (DO) identified in the CIP shall implement the planned activities within the stipulated timescales.

3.4 Upon the completion of each planned activity or project, the PO or DO shall prepare a progress report to record evidence of the implementation of the activity.

3.5 At least 6 months after the completion of the CIP, the CIP team leader shall evaluate the program by comparing situations before and after the program.

3.5.1 If the objective of the CIP is achieved, the newly implemented action plans, methods or resources are considered effective and shall be formalized into the existing quality management system.

3.5.2 If the objective of the CIP is not achieved, the planned activities shall then be revised for further implementation/improvement.

4.0 Control of Documented Information

4.1 After the establishment of the CIP, the CIP Coordinator shall immediately place the CIP in the Continual Improvement Program file and keep the file in the Central Registry room.

4.1.1 The CIP shall be categorized as “Open” document and can be accessed by every staff.

4.1.2 The CIP shall be kept for a minimum of 7 years.

4.2 After the completion of each planned activity, the CIP Coordinator shall immediately place the Continual Improvement Program Progress Report in the Continual Improvement Program file and keep the file in the Central Registry room.

4.2.1 The Continual Improvement Program Progress Report shall be categorized as “Open” record and can be accessed by every staff.

4.2.2 The Continual Improvement Program Progress Report shall be kept for a maximum of 3 years.

4.3 After the completion of the CIP evaluation, the CIP Coordinator shall immediately place the Continual Improvement Program Evaluation Report in the Continual Improvement Program file and keep the file in the Central Registry room.

4.3.1 The Continual Improvement Program Evaluation Report shall be categorized as “Open” record and can be accessed by every staff.

4.3.2 The Continual Improvement Program Evaluation Report shall be kept for a maximum of 3 years.

4.4 When the CIP, Continual Improvement Program Progress Report and the Continual Improvement Program Evaluation Report Once have passed their retention periods, the CIP Coordinator shall seek the permission of the CEO to dispose of it in accordance with Pustaka Negeri Sarawak records management guidelines and practices based on Sarawak State Library Ordinance 1999.