2002 Oct 2002 Integrated Sy

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REV # 091302-BSI

Introduction to Integrated

Management Systems


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Contents :

Section ne

Introductions

!er!ie" o Business Systems

$rocess Ma%%ing Systems integration

&'ecti!es and (argets

)na*y+ing Ris,


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Course &'ecti!es :

$ro!ide understanding o integrated

systems

Business systems and teir a%%*ication

System Interre*ationsi%s Bac,ground to assist %artici%ants in

&ui*ding integrated systems


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Introductions

(urn to te %erson ne.t to you and

inter!ie" tat %erson or te o**o"ing:

1/ame

2/ Com%any tey "or, or

3/ Current com%any registration to

/ y are tey on tis course

4/ at are te o&'ecti!es tey "is to acie!e

&y ta,ing tis course

5/ $re%are to introduce tis %erson to te grou%

6/ 4 minutes ma.


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Course ut*ine

1/ Course %resentation is troug *ecture and

"or,so%s

2/ $artici%ation is ,ey to *earning7 8uestions are

encouraged

3/ ours are :30 a/m/ to :30 %/m

/ (ere are t"o 14 minute coee &rea,s and a

one our *unc

4/ (imes or eac modu*e can &e ad'usted toma.imi+e *earning


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Business Systems !er!ie"

Business management systems are

esta&*ised and im%*emented to aci*itate

contro* and consistency

Consist o mu*ti%*e unctions;disci%*ines

Metods o im%*ementation !ary


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Business Systems !er!ie"


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Im%acts o Systems

Systems are im%*emented to manage:

$roduction = >ua*ity

ea*t7 Saety = $ersonne*

?inance En!ironment

Inormation


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Im%acts o Systems

Systems contro* &usiness unctions and%rocesses

(ey are %er!asi!e trougout anorgani+ation

Internationa* standards are mode*s orsystem design

Standards -@


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Business management systems a!ese!era* im%acts7 or e.am%*e:

$ositi!es egati!es

Stream*ine BureaucracyIdentiy %ro&*ems Create %ro&*emsEsta&*is contro*s Remo!e entre%reneursi%

Esta&*is accounta&i*ity Ma'or cost area

Im%acts o Systems


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or,so% ne

Esta&*ising Im%acts or,ing in assigned grou%s7 re!ie" te

&usiness scenario in your grou% and

identiy 8ua*ity and en!ironmenta* im%acts

(ime: 4 minutes "it 14 minute

%resentation and eed&ac,


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at is a &usiness system

) &usiness system can &e &ased u%on a

recogni+ed internationa* standard/

E.am%*es o tese standards are: IS 9001

(S 1599

IS 1001

S)S 1001

Standards

IS 9001:2000

IS 1001:1995

IS 1001:1999

IS;(S 1599:2002


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?ocus o Management Systems

$ur%ose is to assist in deining &usiness

%rocesses

$ro!ide rame"or, or %erormance

enancement

Esta&*is accounta&i*ity


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System uestions to consider:


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System


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(y%ica* System ua*ity $o*icy Manua*

$rocedures

Go& or or, instructions

E.terna*


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$rocess ?*o"

) metod o deining te &usiness *o" oacti!ities "itin an organi+ation

)*so ,no"n as mind ma%%ing7 *o" cartingetc/

Can a*so &e used as a %rocedure

Hra%ic re%resentation o *o" o &usinessgenera**y7 or &e detai*ed rigt do"n to tere%resentation o a s%eciic acti!ity


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$rocess ?*o"

1 1a

2

4

No

3Yes

Work Registry

receives MAF from

customer

AJA Clerk

receives CF232 from

customer

!M

revie"s for correct

assig#me#t $ s%ecificatio#sre&uire'

Work (ackage com%lete $

accurate )

(*+

assem,les Jo, (ackage

-

!M

revie"s Work (ackageNo

Yes

.%ecificatio#s re&uire' )

(roce'ure ///

+#gi#eeri#g

(roce'ure ///

+stimati#g

-02

Jo, ssue

?*o"carting is te

essentia* irst

ste%A

E.amine te ty%ica*

"or,*o" Cart it using

standard sym&o*s

Veriy te *o"

Identiy te critica*

contro* %oints


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Fin,ing $rocess ?*o"carts to

$roceduresMETHODSTEPS

1 42 63 5

OPERATING PROCEDURE

2

3

1

METHOD

STEP KEYPOINTSRESOURCES > $I0(S

23e flo"c3art is

li#ke' to t3e .4(

to5

Indicate te actionsta,en at eac ste%/

Identiy te resources

and %eo%*e in!o*!ed/

C*ear*y identiy te

critica* contro*%ointsA

Q Quality

S Safety

E Environmental


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$rocess ?*o"

en *o" carting %rocesses7 consider te

igest *e!e* ste%s irst7 ten &rea, do"n tose

ste%s into su&-%rocesses as re8uired/ ?or

e.am%*e:

Customer

Re&uireme#ts Fill or'er

Commu#icate

re&urieme#ts

to %erso##el

(erform

%rocess(rese#t to

customer

Eac &o. de%icted in te a&o!e *o"cart can&e urter &ro,en do"n into su&-%rocesses/ I

necessary7 %rocedures or "or, instructions or

eac %rocess ste% can &e created to urter

e.%*ain o" to %erorm tat ste%/


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$rocess ?*o"

nce a mode*J o te &usiness *o" as

&een constructed7 use tis mode* to deine

te &a*ance o te documented system

It is a useu* too* to identiy "ea,nesses or

redundancies "itin %rocesses

ee% *o"carts current


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or,so% ("o

$rocess Ma%%ing In your res%ecti!e grou%s7 using te

assigned scenario7 %*an out and create a

%rocess *o" cart o te descri&ed

organi+ation

(ime: 4 minutes "it additiona* 14 minutes

eed&ac,


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Integration - y Boter

Customer com%*aints "ere root cause is

inter-unctiona* mis-communication

Interna* audits tat ocus %ure*y on intra-

unctiona* issuesIncreased time and eort &eing s%ent

ser!ing interna* customers

$ersonne*7 saety7 *ega* or en!ironmenta*

re8uirements tat are not com%*ied "it

(ur "arsJ due to o!er*a% or ga%s


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Integration - )re e Ready

Maturity required includesMaturity required includes6

7 ua*ity7 ea*t = Saety7 En!ironment7Inormation Systems7 ?inance

- )&i*ity to ocus on te %rocess irst7

o"nersi% second

- )&i*ity to organi+e and accom%*is cross

unctiona* interna* audits


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Integration - )re e Ready Cont/

- Consistent rame"or, or setting and

re!ie"ing goa*s across unctions


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Business Im%acts

Consider o" management systems

-im%act &usiness:

Sa*es

Costs $roducts

Customers

$roduct or Ser!ice


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Business Im%acts

Sa*es im%acts on many unctions7 or

e.am%*e:

$rice - ?inance

ua*ity

End use saety re8uirements - = S

Customer recyc*ing re8uirements -

En!ironment Ho!ernment regu*ations


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Business Im%act;Ris, o!er*a%

Ris,s are managed troug %rocess contro*

$rocess contro* "i** in!o*!e se!era*

unctions

Standards are "ritten to manage ris, &yunctiona* disci%*ine

By deinition ten7 tere is o!er*a%

%%ortunity to o%timi+e system!er*a% e.am%*e - (raining o %ersonne*


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$rocess Im%acts

Im%acts on $roducts ; Ser!ices:


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$rocess Im%acts

StandardJ $


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$rocess Im%acts

Plan

DoChec

k

Ac

ISO9000

ContinuousIm

provement


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$rocess Im%acts

(e design %rocess aects a** ,ey

&usiness ris,s;im%acts:

En!ironment

>ua*ity ea*t = saety

Inormation

?inance

en designing a %roduct or ser!ice7 oren designing a %roduct or ser!ice7 orte manner in "ic it is to &e made7te manner in "ic it is to &e made7

is critica* to te &usiness/is critica* to te &usiness/


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$rocess Im%acts

Im%acts on $roduct Manuacture:

$rocurement o materia*s

$rocurement o 8ua*iied %ersonne*

Ensuring sae "or, %ractices or em%*oyeesand sta,eo*ders

Fie cyc*e designed into %roduct

$roduct dis%osa* at end o *ie cyc*e deined


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$rocess Im%acts

Im%acts on ser!ice %ro!ision:

en a ser!ice is &eing %erormed7 consider

te o**o"ing im%acts:

$o**ution as a resu*t o ser!ice %erormedta.iKs

ea*t and saety o ser!ice %ro!idersood;&e!erage ser!ers

o" te ser!ice is to &e deined

at training is re8uired to %erorm ser!ice

at records are re8uired


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Management System Su%%ort

a!ing an eecti!e &usiness system

means integrating su%%ort metods/

E.am%*es are:

$erormance Re!ie" Com%*aint Management

Customer satisaction;%erce%tion

)ccident;s%i**;emergency management

onconormance management Regu*atory aairs


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System Su%%ort E.am%*es Cont/

Inormation (ecno*ogy inrastructure and

access

Interna* audits Statistics

Communication

(raining and de!e*o%ment


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$erormance or Management re!ie"

%rocess inc*udes:

)na*ysis o &usiness %erormance

- >ua*ity- En!ironment

- $eo%*e

- ?inance

- $rocess %erormance

- E.terna* issues- )udits - Interna*L customerL tird %arty


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(raining co!ers areas suc as:

Com%etence o %ersonne*

Records

Re8uirements to i** a %osition Indoctrination %rocess

Cross training matri.


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Records

)** systems re8uire records/ e a!e records

to demonstrate conormance to s%eciied

re8uirements/ Records can consist o:

onconormance re%orts

Correcti!e actions

(raining


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Correcti!e )ction:

- Initiated to reso*!e an issue

- Reacti!e not %roacti!e

- Iso*ate occurrence or containJ- Identiy immediate7 mid and *ong term action

-


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$re!enti!e )ction:

- Initiated to a!oid a Correcti!e )ction

- $roacti!e to trends7 statistics and ana*ysis

- Management too* or Continua* Im%ro!ement- Ste%s are te same as or Correcti!e )ction


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Interna* audits:

- %ro!ide management "it re%ort on ea*t osystem

- are a too* "en te um&ersJ indicate

in!estigation is necessary

- %ro!ide o%%ortunity or

cross unctiona*

understanding


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or,so% ?i!e

Im%acts o system re*ated issues re!ie" te out%uts rom or,so%s ne7

(ree and ?our/

determine tose su%%ort acti!ities tat "i**

&e necessary to de*i!er

identiy te standards and e*ements tat are

a%%*ica&*e0

(ime: 30 minutes %*us 10 minutes grou%

eed&ac,


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or,so% Si.

!era** ana*ysis o re8uirements


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Measura&*e &'ecti!es = (argets

at are o&'ecti!es and targets

&'ecti!es and targets are te out%ut rom

strategic %*anning o te organi+ation

(e im%act o setting o&'ecti!es crosses a**reerence standards and a** &usiness

unctions

?


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at are o&'ecti!es and targets

&'ecti!es and targets are *ayered - set at

re*e!ant unctions or *e!e*s o an

organi+ation

Cor%orate &'ecti!es and (argets "i** &e

*in,ed to tose set or indi!idua*s o a**

*e!e*s

&'ecti!es and (argets are te

"ay to determine i strategy;

%o*icy is "or,ing ?


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(y%ica* considerations in setting &'ecti!es

and (argets:

?inancia* %erormance re8uired

Customer demands

Se*-assessment resu*ts

Bencmar,ing resu*ts

Current %roduct ; %rocess inormation

?uture %roducts

Com%etitor %rogress

Su%%ort %rocess ca%a&i*ity

Communication and de%*oyment


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or,so% 6

Esta&*ising &'ecti!es = (argets In your assigned grou%7 re!ie" te assigned

scenario and esta&*is re*e!ant o&'ecti!es

and targets

(ere is no minimum or ma.imum num&er7

set "at your grou% ee*s a%%*ies to tescenario

$re%are a %resentation o your o&'ecti!es

and targets or grou% %resentation

(ime: 30 minutes to %re%are and 14minutes grou% eed&ac,


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or,so%

Measuring &'ecti!es = (argets In your assigned grou%7 re!ie" te assigned

scenario and te o&'ecti!es and targets tat

a!e &een set

$re%are a %resentation o te

measurements you a!e esta&*ised or teo&'ecti!es and targets7and %re%are or

grou% %resentation

(ime: 30 minutes to %re%are and 14

minutes grou% eed&ac,


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$o*icy Statements

Consider ne Integrated Statement

addressing a** re8uirements

(ings to consider:

Matcing stated re8uirements in tereerence standard

Redundancies

Best it or te organi+ation

(oo many "ords7 not enoug meaning


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$o*icy Statements

$o*icy statements need to address

- &usiness concerns o te organi+ation

- te re8uirements o te reerence

standards

eeds to &e understanda&*e;re*e!ant ate!ery unction and *e!e*

$ro!ides a rame"or, to set and re!ie"

o&'ecti!es and targets


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or,so% 9

Setting %o*icy statements Re!ie" te %o*icy statement in te assigned

scenario


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System eiciencies

en *oo,ing to integrate management

systems7 one sou*d consider te

o**o"ing:

E*imination o redundancies Stream*ining o re8uirements to &e more

eicient

Mode*ing system ater &usiness

re8uirements7 not standards Reduce &ureaucracy to a minimum


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)na*y+ing Ris,

Business is ris,

Successu* &usiness is contro**ed ris, ris,s

rgani+ations and management need to &ea"are o ris,s

(ere are too*s tat can &e used to %erorman ana*ysis o ris, and measure or ran,ris,s identiied


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)na*y+ing Ris,

Some e.am%*es o genera* ris,:

a+ardous cemica* s%i**

Si%%ing nonconorming %roduct

Re*ease o %o**ution )ccidenta* in'ury

$roduct ai*ure

Im%ro%er ser!ice de*i!ery


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)na*y+ing Ris,

ere are some s%eciic e.am%*es o

identiied ris,s:

a+ardous cemica* s%i**

(an, containment ai*ure Re*ease o %o**ution

Stac, scru&&er ai*ure

)ccidenta* deat

?a**ing rom scao*ding


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)na*y+ing Ris,

ere are some s%eciic e.am%*es o

identiied ris,s:

)ccidenta* dismem&erment

$*acement o *im& into acti!e macine $roduct ai*ure

Im%ro%er manuacture or testing o %roduct

&eore re*ease to customer

Im%ro%er ser!ice de*i!ery $oor training o ood ser!er resu*ting in

customer dissatisaction


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)na*y+ing Ris,

Ris,s must &e considered in &ot norma* anda&norma* conditions

?ai*ure Mode Eect )na*ysis is a good too* to

use in te design or re!ie" o a %rocess


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or,so% 10

)na*y+ing Ris,

In your grou%7 re!ie" te ris,s generated ator,so% ne

Re!ie" te "or, rom te oter or,so%s7

in %articu*ar7 te %rocesses

$re%are a 4 minute %resentation o any ris,s

no" %ercei!ed dierent*y

Dse orms %ro!ided in your course &inder




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Measuring Ris,

(ere are a num&er o metods to measure orran, ris,s/

(e %ur%ose is to identiy te ris,7 ten ran, te

ris,/ Ran, can &e esta&*ised &y a sim%*e matri./

Im%act . Contro*s O Ran,

Create a numerica* ran,ing system rom 1 to 10

or e.am%*e/ Ran, te im%act o an identiied ris,7

te contro*s in %*ace or tat ris,/ Mu*ti%*y teim%act &y contro* to esta&*is te ran, *e!e*/


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Measuring Ris,

Ran,ing o ris,s %ermits management%rioriti+ation

igest ris, dea*t "it irst or root cause

and mitigation


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or,so% 11

Measuring Ris,

In your grou%7 re!ie" te assigned scenarioand ran, te ris,s identiied in "or,so% 10

$re%are a i!e-minute %resentation o ris,

ran,ing or grou% %resentation

Dse orms %ro!ided in your course &inder




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?eed&ac, orm

(lease com%lete t3e fee',ack form as atool to 3el% us im%rove0

23a#k you for atte#'i#g t3is course0

2002 Oct 2002 Integrated Sy

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