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Pixi quality management system at Technical Sciences

The quality management system – in brief

Research-based public sector consultancy and monitoring secures authorities and others access to research-based knowledge to support their decisions and administration. It covers tasks completed at the direct request of public authorities, private organisations and companies.

The quality management system guarantees high-quality services by ensuring quality in the individual steps in the process, and it can also be used as external documentation for quality assurance in public sector consultancy provided by Technical Sciences.

The quality management system consists of 17 procedures and a number of ppendices with different templates.

The procedures are based on the blue arrow below.

You can find the following in a print-friendly pdf here.

Which procedures should be used and when?

  • For actual performance of the task: Procedures 1-9
  • Tools for task performance: Procedures 10-12
  • Improving and maintaining the system: Procedures 13-16 

Should all the procedures be used for all tasks?

No, only the specific procedures relevant for the specific task should be used. However, it is important to know the content of all procedures so that you can determine which procedures are relevant.

Re-read the details every time you use the procedure.

What tasks are covered by the quality management system? (Proc. 1, 2)

All tasks related to research-based academic consultancy are covered, i.e.

  • Public sector consultancy within the framework agreement with the Ministry of Environment of Denmark or the Ministry of Food, Agriculture and Fisheries of Denmark (Procedure 2)
  • Public sector consultancy outside the framework agreement with the Ministry of Environment of Denmark or the Ministry of Food, Agriculture and Fisheries of Denmark, but which is carried out as an addendum to the framework agreement
  • Advice for public authorities, NGOs or private individuals after submitting tenders/offers, irrespective of whether the assignment has been put out to tender.

All tasks must go through the relevant centre unit, regardless of origin.

What are the requirements for starting up consultancy tasks? (Proc. 3, Appendix D)

All the relevant competencies must be involved – the right team must be set up.

  • This means that if some of the content of the assignment may require competences outside the group/department/centre, enquiries should be made to procure these external competencies.

A project plan must be completed, as a minimum for assignments requiring more than 1 month FTE (full-time equivalent).

  • Ensure that the key elements in performance of tasks have been decided, including time schedule, peer review and reference number.

What are the requirements in performing a consultancy task? (Proc. 4, 6, 7, Appendix D)

The project manager is responsible for performance of a consultancy task.

  • Progress in the performance of tasks must be reconciled with the time schedule, possibly with follow-up at status meetings.
  • There must be cohesion between progress and resource consumption
  • The entire project group must be informed of any decisions about changes to the project, including the time schedule
  • Uncertainty about the outcome of the product must be stated
  • If changes are made to the requirements for the task, e.g. the time schedule or the budget, the agreement should be renegotiated or a new agreement should be set up
  • The product must be quality assured by peer review and by the centre unit. Note the order of the elements of quality assurance

Are there any special requirements if the task is performed with a subcontractor or collaboration partner? (Proc. 5)

The collaboration partner/subcontractor must meet the academic and professional requirements for performance of the task

  • Documentation could be references from similar tasks.

A collaboration agreement must be signed

  • The agreement must be signed by both parties
  • Get legal assistance for the agreement

The project manager is responsible for ensuring compliance with the agreement.

The project manager is responsible for an annual evaluation of the subcontractors and collaboration partners used.

Which procedures should be used?

What are the requirements for finalising consultancy tasks? (Proc. 8, 9, Appendix H)

(kopi 8)

The product is published at the same time as submission to the requisitioner.

  • The Ministry of Environment of Denmark or the Ministry of Food, Agriculture and Fisheries of Denmark may request postponement of publication for up to seven working days, and this requires the approval of the centre director.

If the requisitioner wants to see a draft product (memo or report) before publication, this must be agreed in advance, and there are limits to what the requisitioner can comment on.

  • The template for the comments document must be filled in with all the necessary information, including the deadline for submission of comments, and it should be sent to the requisitioner with the draft product.
  • The author's reactions to the comments are entered on the same document. This will then be the final comments document and it will be made available online.
  • Links to the comments document will be included in the product's colophon.

What is important to include in the product?

  • Information about any comments on the draft.
  • Information about possible participation by external parties and a brief description of their contributions.
  • Information about any external funding.

Is there anything that requires special attention along the way? (Proc. 10, 11, 12)

  • All relevant documents must be filed.
  • Data included in the performance of the assignment must be traceable.
  • Data storage must be on network drives.
  • Any errors, omissions or improvement opportunities identified must be communicated.