WORLD METEOROLOGICAL ORGANIZATION

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1 WORLD METEOROLOGICAL ORGANIZATION FOURTH MEETING OF THE WMO TASK TEAM ON QUALITY MANAGEMENT SYSTEMS (GENEVA, SWITZERLAND, JANUARY 2015) FINAL REPORT

2 (INTEGRATED WITH THE AGENDA / ORDER OF BUSINESS) OBJECTIVES OF THE MEETING: 1.) Review and confirm the current implementation status of Quality Management Systems (QMS) in WMO Member countries; 2.) Review the WMO QMS Task Team Action Log to finalize outstanding action items, and highlight those that will need to be addressed as part of the ongoing development of the WMO Quality Management Framework (WMO-QMF); 3.) Develop a recommendation for the ongoing expansion of the WMO-QMF and the necessary steps to support other WMO Programmes and the Secretariat in developing and implementing QMS; 4.) Develop proposed Terms of Reference (TOR) for a new group to facilitate the expansion of the WMO-QMF; and 5.) Review the new ISO 9001:2015 Quality Management Standard and develop strategies to assist Members in transitioning to this new Standard. Time: Subject: Tuesday, 20 January 2015 Day 1 Primary Discussion Lead: 09:00-09:30 Participant Registration 09:30-09:45 Opening of the Meeting The achievements of the Task Team (TT) and the objective of the meeting were highlighted in the opening remarks by Dr Tang, D/WDS and the TT Chair, Mr Bryan Boase. It was appreciated that all TT Members were in attendance; the List of Participants is attached as Annex I to the Report. The Secretariat announced that all materials for the meeting will be made available on the WMO AEM Website at: Dr Xu Tang (Director Weather and Disaster Risk Reduction Services ) Mr Bryan Boase (Chair, WMO-QMS- TT) Mr Dimitar Ivanov (Chief, Aeronautical Meteorology Programme and OiC, WMO-QMF) 09:45 10:00 10:00-10:30 A.I. 1 and A.I.2 - The provisional agenda for the meeting was adopted without modification. A.I.3 - The QMS-TT Action Log was reviewed. The Majority of the outstanding action items were closed and those remaining were annotated in the log as proposed actions for further consideration in the new WMO-QMF working arrangements that will be established after Cg-17 and RC-67. Refer Action Log: Chair Chair 10:30-11:00 Break All participants 2

3 11:00-12:00 12:00-12:30 A.I.4 The current status of the implementation of a QMS for the provision of aviation services was reviewed (see presentation on AEM meeting website at: The TT noted with satisfaction the significant progress achieved in implementing QMS for aviation during the last 3-4 years. A.I.5 Overview of TT Members and QM partnership/mentor activities. The information presented by the TT provided insight into the extensive body of work being provided to Members developing and implementing a QMS under the WMO QM twinning/mentor initiative. Presentations on the twinning/mentorship activities by TT members are available at: 12:30-14:00 Break A.I.5 (Cont.) The TT noted the progress achieved through the twinning/mentoring activities, in particular in: Mr Scylla Sillayo (Scientific Officer, Aeronautical Meteorology Programme) QMS-TT Members 14:00-15:30 RA I (Africa) Meteorological Association of Southern Africa (MASA) has been very instrumental in assisting Members through training and expertise; RA II (Asia) problems exist, in particular, in South-East (SE) Asia; good cooperation between Commonwealth of Independent States (CIS) countries; RA III (South America) through cooperation between Members assisted by Chile; RA IV (North America, Central America and the Caribbean) with the assistance of Environment Canada; RA V (South-West Pacific) - in the SW Pacific with assistance from Australia (AusAID, BoM; Finland (FINPAC); and WMO); RA VI (Europe) twinning between Austria and Georgia sets a good example. In conclusion a good number of regional experts and QMS practitioners are available for all regions. This expertise should be used in furthering the implementation of the QMS for aviation and also other areas in the delivery of weather services. QMS-TT Members 15:30-16:00 Break 16:00-17:00 A.I.6 - WMO QM Forum and WMO QM web page Ms Helen Tseros provided an update to the QMS-TT on the Bureau hosted WMO QM website: 4-AI6_QMTT%20Online%20Resources% pdf. It was noted that there is a need to rationalize the WMO QM websites (WMO and Bureau) and that this should occur if and when a WMO-QMF group is formed. It was noted that although the QM Forum had been quiet it was felt that this would increase significantly over the coming months with the commencement of ISO 9001: Ms Helen Tseros (Bureau of Meteorology)

4 09:00-10:30 Wednesday, 21 January 2015 Day 2 A.I.7 The QMS-TT was provided with information from the WMO Programmes pertaining to QM activities being undertaken. These included representations from the: Disaster Risk Reduction (DRR) Division; Education and Training (ETR) Programme; Global Atmosphere Watch (GAW) Programme; Hydrology and Water Resources Programme (HWRP); Marine Meteorology and Oceanography Programme (MMOP); Public Weather Services (PWS) Division; World Climate Programme (WCP); WMO Integrated Global Observing System (WIGOS); and WMO Information System (WIS). QMS-TT was pleased to note that there were a high number of QM-related activities being undertaken within the WMO Programmes, although not formally recognized. Regardless, there is clearly a sound QM approach being undertaken which is encouraging in terms of expanding the current QM scope. WMO Programme representatives 10:30-11:00 Break 11:00-12:30 A.1.7 (Cont.) Conclusion on A.1.7: QMS-TT recognized that the scope and focus of the QM aspects of the different programmes could vary. For instance, WIGOS QM, as well as Commission for Instruments and Methods of Observations (CIMO) QM considerations were mostly addressing data quality, while the WMO Strategy on Service Delivery and its Implementation Plan was promoting the QMS in a similar way as for aviation. In addition, there were different expert teams and groups in the technical commissions (TCs) dealing with QM (e.g., a WIGOS QM team, a Commission for Climatology (CCl) Expert Team (ET) on QM). The TT felt that all these activities should be considered as part of the broader WMO QMF; a WMO QMF document should contain a systematic description of all QM activities and respective bodies formed by the commissions, to ensure consistency with the overall QMF policy and identify synergies. 12:30-14:00 Break 14:00-14:15 A.I.8 The review of the QMS-related WMO publications and their relation to WMO technical regulations was discussed by the QMS-TT. It was pleasing to note that the new WMO e-library provides excellent access to the Technical Regulations at: ml QMS-TT agrees in general with the proposed restructuring of the WMO regulatory material concerning the QMS and in particular, the transformation of the Technical Regulations, Basic Documents No. 2, Volume IV Quality Management (WMO-No.49) into a chapter in the Volume I General Meteorological Standards and Recommended Practices. With 4 WMO Secretariat

5 regard to the coming new 2015 ISO standard, the Guide to the Implementation of a Quality Management System for National Meteorological and Hydrological Services (WMO- No.1100), will need to be updated soon after the official publication of the ISO standard. The meeting noted that the Bureau of Meteorology had already developed guidance material and resource tools that would be useful for the update of WMO-No :15-15:00 15:00-15:30 A. I.9 The emergence of requirements for a Safety Management System (SMS) has highlighted the need to investigate the integration of SMSs and QMSs to rationalize audit resources. Mr Gerold Fletzer provided a presentation based on Austro Control s approach to integrating SMS and QMS (reference: AI5-QMS_Austrocontrol.pdf). The TT noted that the integration of the QMS and the SMS was an important task for those MET service providers being part of the air traffic services organizations. A. I.10 Review competency and qualification regulations vis-à-vis QMS. Mr Ivanov provided the TT with an overview of the current status of the aeronautical competence framework. It was also noted that work on a competence assessment module has commenced. The Chair also provided an update on the status of the Marine Weather Forecaster competence framework. The TT noted some concerns about the competency assessment roles and responsibilities to be applied to private service providers, e.g., the situation in Poland. Guidance from WMO may be needed to address situations where the aviation MET service would be subject to tender with participation of private commercial entities. With regard to the coming qualification requirements, QMS- TT noted that the Commission for Aeronautical Meteorology Expert Team on Education, Training and Competency (CAeM ET-ETC) should prepare relevant guidance material as a matter of priority. Gerold Fletzer (Austro Control) WMO Secretariat 15:30-16:00 Break A.I.11 As this was the final meeting of the WMO QMS-TT, this item addressed a strategy to expand and enhance the WMO QM Framework in line with the sixty-sixth session of the WMO Executive Council (EC-66, June 2014). 16:00-17:45 The Council agreed that quality management was becoming a requisite function and managerial practice to be promoted through different service delivery areas. This would require further guidance and capacity development by a suitable multi-disciplinary body, supported by adequate resources within the Secretariat; moreover, a new ISO 9001:2015 Standard was coming in 2015 with some fundamental changes, including a focus on leadership and risk management. 5 Chair

6 The Chair provided a presentation on the drivers to form a new WMO-QMF group and a set of proposed draft Terms of Reference (TOR) for the new group. Considerable discussion on the format of the new group was discussed and a very strong desire was expressed by the TT to keep the TT together, if possible. The rationale supporting this was that all members of the TT are professional QM practitioners and passionate in their pursuit of excellence for WMO Members in the delivery of their goods and services. It was also noted that the success of the WMO QMS-TT was due to the consolidated knowledge and extensive experience in the field of quality management. The TT was advised that there are potentially two approaches that the new WMO-QMF could take. One as an Inter-Commission Task Team (ICTT) and the other approach as an Expert Team (ET). Concerns were raised that that the ICTT option, could, or would not, ensure experienced QM practitioners were appointed. However, it would appear that to ensure the current TT remained together and that WMO can capitalize on the QMS- TT accumulated knowledge, then the ET offered the best opportunity to ensure this occurs. It was also noted by the TT that it would be highly desirable in the future to have a dedicated QM professional as part of the WMO Secretariat. It is appreciated that this may well be linked to the final decision of the new WMO-QMF group. It was further noted that the ultimate decision would be made at the forthcoming Congress and Executive Council. 09:00-10:30 Thursday, 22 January 2015 Day 3 A.I.11 (Cont.) As a follow-up to the previous day s discussion on the draft TOR a further session was held. Consensus was achieved. The new proposed OR to be considered, in establishing a new WMO body to deal with the WMO QMF-related matters, can be found as Annex 2 to this Report. Chair 10:30-11:00 Break 11:00-11:45 11:45-12:00 A.I.12 A presentation was provided by Ms Tseros on the new ISO 9001:2015 Quality Management Standard and also provided some tools to assist those Members currently certified to ISO9001:2008 make the transition to ISO9001:2015. Refer: AI12-FromISO2008to2015.pdf. A.I.13 General Business: The Chair encouraged TT Members share the QM tools they have developed for posting onto the WMO QM website. Ms Helen Tseros Chair 6

7 A.I.14 The TT was formally closed at 12:05, with the Chair noting this was the last meeting of the group as the WMO QMS-TT, and thanked them and the WMO Secretariat for their hard work over the past four years and achieving outstanding results. Chair 7

8 ANNEX I: FINAL LIST OF PARTICIPANTS NO.: COUNTRY: NAME AND TITLE: ADDRESS: 1. Australia Mr Bryan Lawrence BOASE Chairperson of the WMO QMS Task Team and National Manager Weather Services (Quality), Australian Bureau of Meteorology Australian Bureau of Meteorology 1100 Hay Street WESTERN PERTH, WA 6872, Australia Tel.: Fax: B.Boase@bom.gov.au 2. Australia Ms Helen TSEROS Coordinator Quality Management, Australian Bureau of Meteorology 3. Austria Mr Gerold FLETZER Team and Auditor and Met Operational Staff at Austro Control GmbH 4. Canada Mr Alain Joseph Roger BOISVERT Team and Manager, Quality Management Office ISO Chile Mr Rodrigo Esteban FAJARDO ROSSEL Team and Section Chief, Aeronautical Meteorology Service of Chile 6. Finland Mr Heikki JUNTTI Team and Quality Manager with the Finnish Meteorological Institute Australian Bureau of Meteorology 700 Collins Street MELBOURNE, VIC 3001, Australia Tel.: Fax: H.Tseros@bom.gov.au Austro Control GmbH Schnirchgasse 11 A-1030 VIENNA, Austria Tel.: Fax: gerold.fletzer@austrocontrol.at Meteorological Service of Canada Environment Canada 351 St. Joseph Blvd., 8 th Floor 8082 GATINEAU, QUÉBEC K1A 0H3 Canada Tel.: Alain.Boisvert@ec.gc.ca Dirección Meteorológica de Chile Av. Balmaceda 040 dpto. A43 SAN BERNARDO, SANTIAGO, Chile Tel.: rfajardo@meteochile.cl Finnish Meteorological Institute Rovaniemi Airport, P.O. Box ROVANIEMI, Finland Tel.: Fax: Heikki.Juntti@fmi.fi 7. Hong Kong, China Mr Boon Leung CHOY Team and Senior Scientific Officer, Hong Kong Observatory Hong Kong Observatory 134A Nathan Road, Tsim Sha Tsui KOWLOON, HONG KONG Hong Kong, China Tel.: Fax: blchoy@hko.gov.hk 8

9 8. Malaysia Mr LIM, Ze Hui Team and Meteorologist, Malaysian Meteorological 9. Morocco Mrs Fatima Zahra BENSAID Team and Quality Manager, Direction de la Météorologie Nationale Morocco 10. Poland Mr Jerzy CZAPROWSKI Member of the QMS Task Team and Head of the Meteorological Services for Civil Aviation, Institute of Meteorology and Water Management - National Research Institute (IMGW-PIB) Malaysian Meteorological (SABAH), 7th Floor, Wisma Dang Bandang KOTA KINABALU SABAH, Malaysia Tel.: Fax: zhlim@met.gov.my Direction de la Météorologie Nationale Bc du complexe administrative Hay Hassani B.P Casa Oasis CASABLANCA, Morocco Tel.: Fax: fzbensaid@gmail.com Institute of Meteorology and Water Management - National Research Institute (IMGW-PIB) 61, Podlesna Street WARSAW, Poland Tel.: Mob.: Jerzy.Czaprowski@imgw.pl 11. Russian Federation Ms Olga PETROVA Team and Expert in International Issues, ROSHYDROMET Aviamettelecom of ROSHYDROMET 2/12 Prokudinsky Lane, Building 1 Postal Box MOSCOW, Russian Federation Tel.: Fax: olpetrova2004@yandex.ru 12. South Africa Mr Chuene Albert MOLOTO Team and Compliance Officer, Aviation, South African Weather Service South African Weather Service 3 Rondeboscht Road Crystal Park BENONI, South Africa 1501 Tel.: Fax: s: albert.moloto@weathersa.co.za albert-moloto4@gmail.com 13. United Republic of Tanzania Mr Geofrid Evarist CHIKOJO Team and Manager Quality Assurance & Network Planning (MQAN), Tanzania Meteorological Agency Tanzania Meteorological Agency Morogoro Road, Ubungo Plaza Building 3 rd Floor, Room No. 312 P.O. Box 3056 DAR ES SALAAM, United Republic of Tanzania Tel.: Fax: s: gchikojo@meteo.go.tz gchikojo@gmail.com 9

10 WMO SECRETARIAT 7 bis, avenue de la Paix, Case Postale No CH-1211 GENEVA 2, QMS Website: WMO HQ, 15. WMO HQ, 16. WMO HQ, 17. WMO HQ, 18. WMO HQ, 19. WMO HQ, 20. WMO HQ, 21. WMO HQ, Dr Xu TANG Director, Weather and Disaster Risk Reduction Services Mr Dimitar IVANOV Officer in Charge, Quality Management Framework (OiC/QMF) and Chief, Aeronautical Meteorology Division, Weather and Disaster Risk Reduction Services Ms Haleh KOOTVAL Chief, Public Weather Services Division, Weather and Disaster Risk Reduction Services Mr Paul PILON Chief, Hydrological Forecasting and Water Resources Division, Hydrology and Water Resources Branch, Climate and Water Dr Oksana TARASOVA Chief, Atmospheric Environment Research Division, WMO Research Mr David THOMAS Chief, Information and Telecommunication System Division, Observing and Information Systems Dr Isabelle RUEDI Head, Instruments and Methods of Observation, Observing and Information Systems Dr Lars Peter RIISHOJGAARD WIGOS Project Manager, WMO Integrated Global Observing System Branch (WIGOS), Observing and Information Systems Tel.: Fax: XTang@wmo.int Tel.: Fax: DIvanov@wmo.int Tel.: Fax: HKootval@wmo.int Tel.: Fax: PPilon@wmo.int Tel.: Fax: OTarasova@wmo.int Tel.: Fax: DThomas@wmo.int Tel.: Fax: IRuedi@wmo.int Tel.: Fax: LRiishojgaard@wmo.int 10

11 22. WMO HQ, 23. WMO HQ, 24. WMO HQ, 25. WMO HQ, Mr Amir H. DELJU Senior Scientific Coordinator Climate Coordination Activities, Climate Prediction and Adaptation Branch, Climate and Water Mr Gabriel ARDUINO Scientific Officer, Hydrological Forecasting and Water Resources Division, Hydrology and Water Resources Branch, Climate and Water Mr Scylla SILLAYO Scientific Officer, Aeronautical Meteorology Division, Weather and Disaster Risk Reduction Services Mr Tim GOOS Adviser (Scientific Officer), Marine Meteorology and Ocean Affairs Division, Weather and Disaster Risk Reduction Services Tel.: Fax: Tel.: Fax: Tel.: Fax: Tel.: Fax:

12 ANNEX II: DRAFT TERMS OF REFERENCE FOR A PROPOSED EXPERT TEAM ON WMO QUALITY MANAGEMENT FRAMEWORK (WMO-QMF) (for consideration by Cg-17 and EC-67) 1) To review and assist in developing further the WMO-QMF to reflect the context of the evolving environment in which Members deliver their goods and services, as well as relevant WMO strategies; 2) To facilitate and provide guidance to WMO Programmes, constituent bodies and Members on the implementation of the Quality Management approach through different service delivery areas; 3) To assist technical commissions in developing their QMS-relevant existing and proposed technical regulations, manuals and guides with the aim to harmonize their content and align with the policies insofar as a part of the WMO organization-wide QMF; 4) To promote, through the regional associations, capacity building cost-effective approaches to sustainable QMS implementation taking into consideration regional specifics and with focus on developing and least developed Members; 5) To continue to develop a framework for twinning/mentor arrangements between Members with a well-developed QMS and other Members embarking on a QMS implementation; 6) To provide guidance to ensure smooth transition to the new ISO 9001:2015 quality management standard, and, in particular, on its implementation for the provision of aeronautical meteorological service and to other service delivery areas, as appropriate. 12