Quality Assurance > QMS Document Style Guide
Authorised by Chief Executive Officer
Approved Date: 23 March 2023
This guide informs how to format documents such as policies and procedures for the Quality Management System (QMS) and organise information in a policy and/or procedure.
Formatting Documents
The standard format for QMS documents is Arial 10pt.
Main title:
•Font Arial
•Font size 14 pts
•Bold
•Color - black
Headings are:
•Font Arial
•Font size 10 pts
•Bold
•Color - blue
Subheadings are:
•Font Arial
•Font size 10 pts
•Bold
•Color - black
QMS document placement and approvals (the colored information under the main title)
Where in the QMS system is the policy/procedure to be placed? For example:
•Fundraising Policy
Governance > Board Policies > Fundraising Policy
Authorised by Board of Management
Approved date: [insert date]
Date of next review: [insert date]
•Font Arial, size 10 pts
Colors – blue file path, pink authorisations, red for date
NB: Some documents are authorised by the Board of Management
Policy & Procedure Standard Layout
Under the policy/procedure statement include:
•This procedure explains how Kyeema will implement the [policy/procedure title]. This procedure supports Kyeema to apply the NDIS Practice Standards & Quality Indicators, in particular: Standard [number]: [name].
Policy
Policy is used by Kyeema to show how the laws or other requirements are applied.
Includes:
•Policy statement
•Scope
•Relevant legislation
•Definitions
Procedure
Document explaining to workers how to put a particular policy into real life practice. Work instructions that explain to workers how to undertake a specific task are based on procedures.
Includes:
•Scope (if no policy included on the document)
•Detailed actions/work instructions
•Awareness & Training
•Responsibilities
•Record Keeping
•Complaints & Feedback
•Review & Evaluation
•Related Documents e.g policies, procedures & forms
•Include hyperlinks to forms and systems within the procedure
Hyperlinks
Hyperlinks may be:
•Internet hyperlinks, which take the reader to a web site
•QMS hyperlinks, which take the reader to another Policy or Procedure
•Form hyperlinks, which open a Kyeema Form - these will begin with the form number (E.g., QAF-01 Document Add/Edit Form)
Add/Edits QAF-01
When submitting add/edits (QAF-01) to admin, ensure you place all related add/edits together with a clip. This helps admin to streamline the process of uploading documents onto the QMS and will ensure add/edits are uploaded in a timely manner.
Related Policies, Procedures and Documents:
Document Add/Edit Form QAF-01