MANAGEMENT REVIEW POLICY

1. Purpose

The purpose of this Management Review Policy is to establish guidelines and procedures for conducting regular reviews of COITB's management systems, processes, and performance. Management reviews are essential for assessing the effectiveness of our governance structure, strategic direction, and operational efficiency.

2. Scope

This policy applies to all levels of management within COITB, including executive leadership, department heads, and team leaders. It covers the planning, execution, documentation, and follow-up of management review activities.

3. Objectives

• To evaluate the achievement of COITB's strategic objectives, goals, and targets.
• To assess the effectiveness of COITB's management systems, policies, and procedures.
• To identify areas for improvement and opportunities for innovation.
• To ensure compliance with legal, regulatory, and contractual requirements.
• To foster a culture of continuous improvement and accountability.

4. Frequency and Timing

Management reviews will be conducted at regular intervals as determined by [Designated Authority/Committee]. The timing of reviews may vary depending on the nature of COITB's operations, changes in external factors, and strategic priorities. However, reviews should occur at least annually, with more frequent reviews as necessary.

5. Participants

Management reviews will involve key stakeholders, including executive management, department heads, functional managers, and relevant staff members. External stakeholders, such as partners, regulators, and customers, may also be invited to participate as appropriate.

6. Agenda and Topics

The agenda for management reviews will be developed by [Designated Authority/Committee] and communicated to participants in advance. Topics for discussion may include, but are not limited to:

• Strategic planning and alignment
• Performance metrics and key performance indicators (KPIs)
• Risk management and mitigation strategies
• Financial performance and budgetary considerations
• Compliance with legal, regulatory, and contractual obligations
• Quality management and process improvement initiatives
• Human resources management, including talent development and succession planning
• Stakeholder engagement and communication strategies

7. Documentation

Minutes or records of management review meetings will be maintained to capture discussions, decisions, and action items. Documentation should be clear, concise, and accurate, and it should include assigned responsibilities, deadlines, and follow-up actions.

8. Follow-up and Monitoring

Action items identified during management reviews will be tracked and monitored to ensure timely implementation. Progress reports will be provided to [Designated Authority/Committee] on a regular basis, and any issues or challenges will be addressed promptly.

9. Accountability and Responsibility

Managers at all levels are responsible for actively participating in management reviews, providing accurate and timely information, and following through on agreed-upon actions. [Designated Authority/Committee] is responsible for overseeing the implementation and effectiveness of management review processes.

10. Review and Revision

This policy will be reviewed periodically to ensure its relevance and effectiveness. Amendments may be made as necessary with the approval of [Designated Authority/Committee].

11. Communication and Training

This policy will be communicated to all relevant stakeholders within COITB. Training on management review processes, expectations, and responsibilities will be provided to managers and other stakeholders as needed.