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					              Southern African Development Community (SADC) Cooperation in Measurement Traceability
     Angola, Botswana, Democratic Republic of Congo, Lesotho, Malawi, Mauritius, Mozambique, Namibia, Seychelles,
                                South Africa, Swaziland, Tanzania, Zambia, Zimbabwe




      SADCMET Quality Symposium 15 – 19 November 2004
                               Report to PTB and delegates
1.       Summary of activities carried out during the symposium

         Day 1 and 2
         Quality training – Documenting a quality system / ISO 17025 (provided by
         SANAS)

         Day 3
         Quality training – Documenting a quality system / ISO 17025 (provided by
         SANAS)
         CSIR-NML Laboratory Visits – Mass, Dimensional, Temperature, Humidity,
         Pressure and DC low frequency laboratories
         Informal gathering – including delegates, certain CSIR-NML staff, SADCA
         representatives, and PTB guest.

         Day 4
         Quality System Implementation Workshop
           Franz Hengstberger presented information regarding the global MRA
              (Mutual Recognition Arrangement).
           Dr Karl Jousten (PTB) presented some problems experienced in PTB
              during implementation and how these problems were overcome.
           Diane de Jager (South Africa) presented some information on the
              CSIR-NML quality system, some problems experienced during
              implementation and how these problems were overcome.
           Issues identified to be addressed during the workshop day were
              discussed by the SADCMET delegates, using the skills learned at the
              training received in the first 2,5 days and guidance received by
              facilitators and guests.
           Representatives from CSIR-NML Mass, Temperature, Humidity,
              Dimensional, Pressure and DC low frequency laboratories also
              attended for practical laboratory application discussions regarding
              implementation (all these labs have been assessed to ISO 17025 by
              SANAS)

      Day 5
      SADCMET Working Group for Quality Systems Meeting
      Working Group objectives were discussed as well as a code of practice for
      review of quality systems in SADCMET.
      Attendance certificates were presented to delegates
      Feedback on effectiveness of symposium – questionnaires were returned
      to SADCMET WG Chairman (Diane de Jager – CSIR-NML)

2.    Feedback on activities carried out during the symposium

2.1   On commencement of the symposium on 15 November 2004, delegates
      were asked to introduce themselves and give an indication of their
      progress with implementation of a quality system within their
      organizations.

      The feedback as regards progress with implementation of a quality system
      was as follows:

Country         Progress                                       Additional comments
Angola          Focus on preparing for accreditation in        New to metrology.
                the mass lab.                                  Metrology courses being
                                                               run. No calibration services
                                                               yet available in the country.
                                                               Legal metrology currently
                                                               provides more income.
Botswana        Currently certified to ISO 9001:2000           All SQAM activities are part
                (temperature and electrical functions).        of one organization. There
                Plan to cover the rest of the activities and   is very little manufacturing
                laboratories through ISO 17025                 in the country.
                accreditation.                                 There are 2 staff members
                Methods are in place. Policy and               designated to metrology
                procedures are operating.                      with a low budget.
                Running chemical and microbiological           New facilities are being
                proficiency schemes. Participated in inter-    developed. These should be
                lab comparisons in temperature, mass           completed by April 2005.
                and electrical.
                Focusing on testing areas initially.
Democratic      Traceability of measurement is through
Republic of     CSIR-NML (South Africa).
Congo           Quality system is being implemented,
(DRC)           accreditation goal of December 2005.
Country        Progress                                    Additional comments
Egypt          No labs yet accredited.                     Funding is a problem
               2 labs (mass and thermometry) have
               documentation completed in full
               (including methods).
               Proposed scope of accreditation has been
               determined. Propose to implement quality
               systems within all laboratories by 2009.
Ethiopia       Chemical and microbiological laboratories
               applying for accreditation.
               Mass, temperature, pressure and small
               volume will also undergo assessment to
               ISO 17025. Proposed scope of
               accreditation has been developed.
               Awareness of top management has been
               established. Staff have been assigned to
               preparation of documentation and
               provision of training.
               90% procedures developed
               50% methods prepared.
               All primary NMS are traceable to CSIR-
               NML (South Africa)
Kenya          12 labs in metrology fully developed. 2     Financial constraints.
               labs have been accredited by DKD, but
               these are currently under suspension due
               to technical problems.
               Quality manual and procedures are in
               place for all metrology laboratories.
Lesotho                                                    Delegate never arrived at
                                                           the symposium, although
                                                           participation had been
                                                           confirmed
Malawi         No quality system yet in place.             Establishing national
                                                           metrology laboratory.
                                                           Equipment is a problem.
                                                           Donor funding is required.
Mauritius                                                  No representative attended
Mozambique Still developing procedures and methods.        Not much experience in
                                                           metrology. Mobile lab in
                                                           place.
Namibia        Accreditation is still being planned.       Legal and industrial
                                                           metrology is carried out
South Africa   Quality system implemented across all 18
               laboratories within the NML. 10
Country     Progress                                      Additional comments
            laboratories currently accredited to ISO
            17025, 5 more laboratories have been
            assessed by SANAS (awaiting clearance
            of non-conformances and receipt of
            accreditation certificates). 3 more labs to
            still be assessed by SANAS.
Swaziland   No quality system yet in place.               Mass, volume and length
                                                          measurements being
                                                          performed.

Tanzania    Started the implementation of a quality       Organization includes the
            system 5 years ago. Progress has been         following laboratories /
            slow because the concept is still new to      services: Mass, dimensional,
            the stakeholders. Tanzania kick-started       temperature, volume,
            the process in July 2003, with the            pressure and force.
            intention of accrediting all the
            organization’s laboratories by 2008.          Technical training is
            Tanzania is currently being assisted in the   required to achieve quality
            process by the CSIR-NML (South Africa).       goals.
            Plan to have Mass, small volume,
            temperature and humidity accredited by
            2005.
            First draft of overall quality manual and
            technical procedures in place for the
            above-mentioned fields.
Uganda      Accreditation planned for mass, volume        Other labs, such as
            and dimensional.                              pressure, still need to be
            Policy, procedures are being written, as      established.
            well as best measurement capabilities.
            Testing laboratories will be accredited by
            SANAS.
            Inter-lab comparisons done in mass.
Zambia      Have attempted to apply ISO 9001 in the       Many setbacks have been
            metrology organization, planning              experienced in setting up
            certification for September 2005. Quality     and running laboratories.
            policy completed, Procedures 50%              Hydraulic pressure has been
            completed.                                    set up. In process of trying
                                                          to get donor funding.
Zimbabwe    Quality policy is in place.                   The organization is 6 years
                                                          old. Much donor funding
                                                          was available in the late
                                                          1990’s but this has since
                                                          ceased. Focus areas are
Country   Progress   Additional comments
                     mass and temperature.
                     There is a vital requirement
                     for funding.
2.2   Training was provided in ISO 17025 / documenting a quality system by
      SANAS for 2,5 days.

      The focus of the training, in support of the workshop was designing a
      quality system that is appropriate to the organization, and which reflects
      the organization’s identity. Ownership and self-confidence were
      encouraged.

2.3   The following issues were discussed and addressed during the training:
       Conflict of interest
       Undue pressures
       Document control
       Quality system and documenting a system
       Practical applications for different aspects of implementation
       Purchasing
       Handling of customer equipment and contract review
       Sub-contracting
       Control of non-conforming work
       Corrective action
       Preventive action
       Methods and validation
       Sampling
       Assuring of quality of results
       Accommodation and environment (including on-site calibrations)

2.4   Problems identified by the delegates at the beginning of the symposium,
      which could not be addressed by the training provided during the
      symposium:
       Metrology laboratory in the country not accredited (this is part of the
         purpose of the symposium and the Working group for quality systems,
         so is an ongoing problem within the region)
       Awareness of top management (and funding for awareness of top
         management)
       SQAM issues not clear – training of trainers
       Insufficient or incorrect lab equipment (funding required)
       Insufficient support from government
       Problems with enforcement of metrology legal issues
       Use of National Measurement Standards on a daily basis
       Low status of Metrology in certain countries
       Limited exports in certain countries
       Technical training needs
2.5      The following problems identified by the delegates at the beginning of the
         symposium were allocated for discussion at the workshop day of the
         symposium:

      Problem                  Outcome of the workshop
      Validation (the need     Although much discussion took place around
      for further discussion   validation during the training and workshop, the
      was identified)          delegates still had some concerns therefore it was
                               decided to provide the delegates with a guidance
                               document on different possible approaches to
                               validation in the mass field. The CSIR-NML (South
                               Africa) will distribute such a document to all the
                               delegates.
      Software                 Suggestions were made of how to address software
                               validation in particular
      Measurement              It was determined that training on measurement of
      uncertainty              uncertainties is essential and will be planned for by
                               the SADCMET WG quality Systems
      Evaluation of Best       This issue is related to the problem with determining
      Measurement              uncertainties.
      Capabilities / CMC’s
      No accreditation body    Presentation by SADCAS included information on the
      in the country           plans that are being put in place within the region to
                               address accreditation in countries without
                               accreditation bodies.
      Maximize training and    A web forum will be set up on the SADCMET website
      put theory into          where experiences can be shared and questions
      practical experience     asked. This is to facilitate communication and
                               sharing between delegates.

2.6      Copies of presentations made at the symposium on the workshop day are
         attached to this report as separate documents.

2.7      The Working group objectives, SADCMET Quality System criteria, and
         SADCMET Quality System review process, as agreed at the working group
         meeting, are attached as Appendix A to this report.

2.8      In addition to the future training identified during the workshop, the
         working group has set the following goal as a tool to ensure 5 mass
         laboratories within the region are accredited within the next 2 years:

                All NMI’s are to submit their quality policy and procedures as well
                 as the methods that describe the calibrations to be accredited
                 within mass in their organization, to the WG Chair, by end May
             2005, for review. It has been indicated by PTB that those
             laboratories that meet the above objective will be
             considered for additional assistance to meet the goal of
             accreditation.


2.8   Success of the symposium
      Delegates were requested to provide feedback at the end of the
      symposium on its success. The results were as follows:

Aspect of the symposium                            Average feedback by
                                                   delegates
Training received                                  Good
Trainer and facilitator                            Excellent
Practical helpfulness of information received      Very good
during the symposium
Inputs from the PTB guest                          Very good
Inputs from CSIR-NML (South Africa)                Excellent
The overall effectiveness of the workshop          Excellent
The working group meeting                          Very good
The overall effectiveness of the quality           Excellent
symposium

      In addition to the main training needs identified following the workshop,
      namely provision of a guidance document on different possible
      approaches to validation in the mass field and training on measurement of
      uncertainties, which will be planned for by the SADCMET WG Quality
      Systems, the delegates also mentioned the following training needs in the
      feedback on the success of the symposium forms:
            Proficiency testing
            Inter-lab comparisons
            Internal Auditing techniques
            Technical training
            Certification requirements
            More training on documentation and implementation
            Project management
            Training of assessors in conformity assessment

2.9   An example of the attendance certificate presented to the delegates is
      attached to this report as Appendix B.
                                          Appendix A

          SADCMET Working Group: Quality Systems

          Objectives of the Working Group (Agreed at working group
          meeting on 19 November 2004)

     1.         Identify quality representative for each organization.
               2004 symposium and working group meeting
               Output: complete list published on SADCMET website
               Timeline for completion: end of 2004

     2.         Working Group: Quality Systems to meet once a year.
               November of each year

     3.         Determine quality related training needs and problems being experienced
                by organizations
               2004 symposium
               Output: Report on training needs and problems identified included in
                Report on 2004 SADCMET Quality Symposium (WG Chairperson)
               Timeline for completion: February 2005
               This will be an ongoing objective of the Working group and will be
                measured continuously

     4.         Plan the provision of training or guidance to address problems /challenges
               Commence with 2004 symposium
               Further planning as required following 2004 symposium
               Outputs that are measurable:              A. Mass Validation guideline
                                                    B. Course on uncertainties
                                                                 measurement
               Timeline for completion:            A. By end of 2004
                                                    B. By end of April 2005

5.              Determine a code of practice for the review of quality systems within
                SADCMET
               See documents SADCMET-QS2 and SADCMET-QS3. These were
                discussed and amended. Updated documents will be available on the
                SADCMET website
               Output: Finalize draft documents, make documents available on
                SADCMET website. Commence reviewing process as NMI’s are ready
               Timeline for completion: March 2005
6.           Measure the effectiveness of activities through feedback from Working
                 Group members (SADCMET WG QS)
            Effectiveness of 2004 SACMET Quality symposium
            Other communication from WG members
            Interim Output: Report on feedback and success of 2004 symposium
                          in Report on 2004 SADCMET Quality Symposium (WG
                          Chairperson) by February 2005

In support of ensuring the goal of having 5 Mass laboratories in SADCMET NMI’s
accredited within the next 2 years, all NMI’s are to submit draft quality policy,
procedures and methods which will be put forward for accreditation in the Mass
field to the Chairperson of the WG Quality systems.
            Timeline for completion: End of May 2005

During the 2004 Quality symposium, the importance of a web-forum on the SADCMET
website was emphasized.
SADCMET Secretariat is to notify all members when the web-forum is established

Report on feedback and success of 2004 Quality Symposium will also be
distributed to all WG QS members (Chairperson to action).

WG QS members to also be placed on distribution list for SADCMET newsletter
(SADCMET Secretariat to action)
     SADCMET GUIDELINES FOR ACCEPTING A QUALITY SYSTEM (SADCMET QS2)


The CIPM global mutual recognition arrangement (global MRA) requires national metrology
institutes (NMIs) to have in place a recognised quality system in order to,

establish the mutual confidence in measurement and calibration certificates issued by the NMIs,
and thereby provide governments and other parties with a secure technical foundation for wider
agreements related to international trade, commerce and regulatory affairs.

Paragraph 7.3 of the global MRA indicates the requirements for a quality system to be
recognised. It was left to the regional metrology organisations (RMOs) to develop guidelines for
acceptable quality systems.

This document gives the SADCMET guidelines for accepting a quality system, and the evidence
required to demonstrate compliance with the guidelines.

1.       Basic Requirement

In order for the SADCMET to accept a quality system of an NMI as satisfying the requirements
of the global MRA, it requires evidence demonstrating

The implementation and accreditation of a quality system satisfying ISO/IEC 17025 (or for
reference material producers, ISO Guide 34 or ILAC Guide 12) with a scope of accreditation
that supports the NMI’s CMC’s.

2.       Compliance

Compliance can be demonstrated through; Third party accreditation

Notes:

Third party accreditation must be from an accreditation provider operating to ISO 17011 and is a
signatory to the ILAC MRAs.

3.       Evidence

NMIs must submit the following evidence to SADCMET;

            Copies of accreditation certificate(s).
            Scope of accreditation.
            Names and affiliations of technical assessors.


4.       Other Requirements

            Review of continued compliance to the requirements of the MRA will be conducted at
             least once every five years by SADCMET.
5.      Requirements for technical experts used in accreditation process

           Technical peers must be independent of the NMI being assessed.

           Technical peers must be acceptable to the relevant Technical Working Group. It is
            recommended that this acceptance, be obtained in advance by the NMI.

           It is expected that technical experts will be selected from NMIs with capabilities
            similar to or higher than the NMI being assessed.

        The technical experts must have the relevant technical competence for what they will
        assess as part of the accreditation process
     _________________________________________________________________________

                    SADCMET Quality System Review Process (SADCMET QS3)

            1. NMI completes the SADCMET Quality System Questionnaire QS1 and submits it
               to the SADCMET Secretariat with all the required information.
            2. SADCMET Secretariat assigns a “review number” to each questionnaire and
               then forwards questionnaire and related information to the Chairperson of the
               Working Group for Quality Systems.
            3. The Chairperson WG QS carries out the following;
                   a. Confirms that the accreditation provider operates to ISO 17011 and is a
                       signatory to the ILAC MRAs and reports back to the SADCMET
                       Secretariat.
            4. SADCMET Secretariat reports to JCRB.

        In the event that CMC’s are being submitted the following process is followed:

            1. NMI completes the SADCMET Quality System Questionnaire QS1 and submits it
               to the SADCMET Secretariat with all the required information.
            2. SADCMET Secretariat assigns a “review number” to each questionnaire and
               then forwards questionnaire and related information to the Chairperson of the
               Working Group for Quality Systems.
            3. The Chairperson WG QS carries out the following;
                   a. Confirms that the accreditation provider operates to ISO 17011 and is a
                       signatory to the ILAC MRAs
                   b. Allocates responsibilities for technical confirmation that scope of
                       accreditation supports CMC’s, to relevant technical working group
                       chairpersons (who will circulate to all representatives of the technical
                       working group, with a deadline for feedback. The technical chairperson
                       will consolidate technical feedback from representatives and present
                       feedback to the Chairperson WG QS.)
                   c. Receives feedback on technical aspects from technical working groups
                   d. Compiles a report including what was reviewed and by whom and a
                       conclusion regarding concerns raised or the sufficiency of the quality
                       system based on SADCMET requirements.
                   e. Report forwarded to relevant NMI and SADCMET Secretariat
            4. SADCMET Secretariat reports to JCRB.
Appendix B

				
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Description: Report to PTB and delegates