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Transcript of context diagram development
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 1
CONTEXT DIAGRAMDEVELOPMENT
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 2
OBJECTIVE
To develop the essential PROCESS flow diagram for the process groups or functions identified for the effective operation of the company business and meeting the quality system standard
RESULTING TASK
Each Process Group Owner to develop the first draft context diagram for the function/s within their responsibility
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 3
TRAINING PROGRAM
• Introduction to Context Diagram
• Context Diagram Development Process
• Exercise
• Review
AM
PM
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 4
SESSION 1INTRODUCTION TO CONTEXT DIAGRAM
• Process Definition
• Context Diagram Definition
• Value of Context Diagram
• Example of Context Diagram- Material Control
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 5
PROCESS DEFINITION
“ A PROCESS is a set of linked activities that take an input and transform it to create a desired output with the available resources.”
Neville Clarke Indonesia
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 6
PROCESSES
CONTROLS
• Procedure• Standards (ISO9000)• Guidelines• Rules• Conditions
RequiredOutput(TO)
(FROM)INPUTS
• Information• Material• Instruction
MECHANISMS
• People• Machine• Tools• Computing
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 7
CONTEXT DIAGRAM DEFINITIONS
A visual flowchart of the essential processes and their interrelationship which define how a function, identified in the Business Process, operates effectively under a defined capability and capacity
Neville-Clarke Indonesia
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 8
VALUE OF CONTEXT DIAGRAMS
• Clarify the processes of a function. (You know what is happening)
• Clarify the Input and Output requirements (You know what are the process requirements)
• Improve communication between processes and functions• Opportunities for Process Improvement• Effective maintenance of QMS Documentation• Ensure an integrated Quality Management System is
achieved
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 9
TYPICAL SERVICE ORGANIZATION
CustomerRequirement
CustomerRequirement
BusinessPlans/Objectives
BusinessPlans/Objectives
Sales/ContractsSales/Contracts
MaterialControl
MaterialControl
Evaluation andPlanning
Evaluation andPlanning
OperationalOperational
Technical SupportTechnical Support
Review andImprovement
Review andImprovementCustomerCustomer
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 10
Receiving& Inspection
ConformingGoods Control
Assessment
MATERIAL CONTROL - CONTEXT DIAGRAM
Evaluation and planning
MaterialIssuePlanning
Operational
SupplierEvaluation &Qualification
SupplierPurchasing
Goods Kitting &Issue
Return GoodsControl
MonthlyInventory
Storage Process
Non
MaterialDatabase
SupplierDatabase
Goods
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 11
• Context Diagram Flowcharting symbol• Context Diagram Flowcharting process• Sample Context Diagram
SESSION 2CONTEXT DIAGRAM
DEVELOPMENT PROCESS
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 12
CONTEXT DIAGRAM FLOWCHARTING SYMBOL
OPERATIONALPROCESS
VERIFICATION/REVIEWPROCESS
FILE STORAGE
ELECTRONICSTORAGE
EXTERNAL PARTY/OTHER PROCESSGROUP
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 13
CONTEXT DIAGRAM FLOWCHARTING PROCESS
1. Identify the various processes involved in the functioning of each Process Group and provide the information required in the Context Diagram Identification Table.
2. Identify the new process/s require to comply to the ISO9001 requirements or improve on current system.
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 14
EXAMPLE: TYPICAL POLICY ISSUESPolicy issues related to MATERIAL CONTROL processes typically revolve around:
1. Need for a Vendor approval process.
2. Need to have a defined housekeeping practices.
3. Need for defective goods to be clearly identified as such, and
segregated.
4. Need for “shelf life” practices and “stock rotation”.
Policy issues arise from the ISO 9001 requirement:
1. Is there any records of the result of vendor evaluations?
2. Is all material identified?
3. Is appropriate level of Goods-In Inspection and test carried out?
4. Is status of all material clearly identified?
5. Are stock locations clearly identified?
6. Is a Quarantine area available?
7. Are handing practices clearly specified?
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 15
QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE
No. Specific Issue Highlighted Recommendation
Current system for selection of supplier is only based on the assessment of submitted quotations (price/ specification). There is no formal system of assessment of suppliers before purchase which is the major cause of reject pools upon receipt. This is also against the requirement of ISO 9001 7.4.1
- To develop and implement the following system in the purchasing function to ensure the quality of incoming material:
1. New Supplier Evaluation and Selection 2. Current Supplier Performance Evaluation and Qualification- To maintain a Approved Supplier List to record
qualified supplier for future purchase
Signed: Process Group Owner Date
Response from Steering Group:
Recommendation accepted. Implement ASAP.
Signed: Date
Context Diagram Title: Material Control Page 1 of 1
01
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 16
• Purchase Requisition• Good Issue Note
• Request for Quotation
• Purchase Order
• Material Requirement Plan
• Material Request Slip
• Purchase Requisition
• Supplier Database• Supplier Catalog
• Supplier Quotation
• Purchase Requisition• Supplier Quotation
CONTEXT DIAGRAM IDENTIFICATION TABLE
PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________
NO PROCESSES/ACTIVITIES TITLE
INPUT OUTPUT ISO9001/2ELEMENT
Material request processing
Material availability checks
Purchase Requisition verification
Supplier Sourcing
Quotation evaluation and selection
Purchase Order Processing
01
02
03
04
05
06
7.4.2
7.5.5
7.4.2
7.4.1
7.4.1
7.4.2
BEFORE SUB-GROUPING
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 17
• Import Documentation
• Purchase Order
• New Supplier Evaluation Request
• Annual Supplier Performance
• Purchase Order• Supplier Quotation
• Purchase Order• Supplier Quotation
• Amendment Request
• New Supplier Request
• Quarterly Supplier Performance
CONTEXT DIAGRAM IDENTIFICATION TABLE
NO
Local Purchase Processing
Import Process
Purchase Order Amendment
New Supplier Evaluation and Selection
Current Supplier Performance Evaluation and Qualification
07
08
09
10
11
PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________
PROCESSES/ACTIVITIES TITLE
INPUT OUTPUT ISO9001/2ELEMENT
BEFORE SUB-GROUPING
7.4.2
7.4.2
7.4.2
7.4.1
7.4.1
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 18
CONTEXT DIAGRAM FLOWCHARTING PROCESS (cont’d)
3. Process Sub-grouping based on common objectives of processes identified
4. Identify the sequence of processes within each Context Diagram
5. Confirm the input and output of each process
6. Map ISO9001 requirement into Context Diagram.
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 19
• Purchase Requisition• Goods Issue Note
• Purchase Order• Import Documentation
• New Supplier Evaluation Report
• Annual Supplier Performance
• Material Requirement Plan
• Material Request Slip
• Purchase Requisition• Supplier Database• Supplier Catalog• Supplier Quotation• Purchase Order
Amendment Request
• New Supplier Request• Quarterly Supplier
Performance
CONTEXT DIAGRAM IDENTIFICATION TABLE
NO
Material Issue Planning (subgroup of S/No. 1 & 2)
Purchasing(subgroup of S/No. 3, 4, 5, 6, 7, 8, 9)
Supplier Evaluation and Qualification (subgroup S/No. 10, 11)
A
B
C
7.4.2, 7.5.5
7.4.1, 7.4.2
7.4.1
AFTER SUB-GROUPING
PROCESS GROUP TITLE : Material Control ELEMEN ISO : 4.6, 4.15 .
PROCESSES/ACTIVITIES TITLE
INPUT OUTPUT ISO9001/2ELEMENT
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 20
MATERIAL CONTROL - CONTEXT DIAGRAM
Evaluation and planning
MaterialIssuePlanning
Operational
SupplierEvaluation &Qualification
SupplierPurchasing
Goods Kitting &Issue
Return GoodsControl
MonthlyInventory
AssessmentStorage Process
Non
MaterialDatabase
SupplierDatabase
ConformingGoods Control
GoodsReceiving
& Inspection
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 21
NO
CONTEXT DIAGRAM IDENTIFICATION TABLE
PROCESS GROUP TITLE : ELEMEN ISO : ____________
PROCESSES/ACTIVITIES TITLE
INPUT OUTPUT ISO9001/2ELEMENT
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 22
QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE
No. Specific Issue Highlighted Recommendation
Response from Steering Group:
Signed: Date
Context Diagram Title: Page of
Signed: Process Group Owner Date
01
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 23
CONTEXT DIAGRAM FLOWCHARTING PROCESS (cont’d)
7. Review the developed Context Diagram against the Business Process Overview to ensure accuracy of interfaces
8. Conduct a Process Group Owner meeting to verify the interfaces between the different Context Diagram
9. Fine tune the Business Process Overview
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 24
EXERCISE 1CONTEXT DIAGRAM
1. Form into your Working Team.
2. Select a Process Group to develop the Context Diagram.
3. Identify the relevant ISO clauses.
4. Identify the individual processes (current practices)
5. Identify the Policy Issues based on the ISO requirements.
6. Identify the NEW processes required.
7. Develop the Context Diagram.
8. Ensure proper linkages between process and other C.D.
9. Review against the Business Process to ensure groups interfaces are included.
10. Ensure all ISO 9001 elements are covered.
Timescale : 3 hours (C.D. Development.); 1 hour (presentation)
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 25
HOMEWORK
• Develop a Context Diagram for every Process Group identified in the Business Process Overview
• Review and finalize Context Diagram between Process Group Owners
• Fine tune Business Process Overview
• Identify the Input/Output, Controls, and Mechanisms for each Process identified using the “PROCEDURE DEVELOPMENT TABLE”
Neville Clarke IndonesiaRev 0.1 - Apr 2001
Slide No. 26
PROCEDURE DEVELOPMENT TABLE
PROCODE
PROCESS TITLE&
KEY STEPS
OUTPUT- Information- Data- Processed Material
TO(PRO
CODE)
INPUT- Information- Data- Material
PROCESS GROUP TITLE : Material Control PROCESS GROUP OWNER : John .
FROM(PRO
CODE)
MECHANISMS- Machine- Special Tools- Special Skills
CONTROLS- SOP (Std. Ops Process.)- Standard- Guidelines- Work Instruction - Performance Criteria
SUPPLIER EVALUATION & QUALIFICATION
Receive & Process Request for New Supplier
Source for new Supplier
Request for Quotation and Specification
Document / Site Assessment
C •New Supplier Request
•Quarterly Supplier Perfor-mance
B
E
• New Supplier Assessment Checklist
• New Supplier Qualification Guidelines
• Current Supplier Qualification Criteria
• New Supplier Site Audit SOP
• Performance Criteria- Quality- Cost- Delivery- Consistence- Support/After Sales
Service
• Trained Quality Auditor
• New Supplier Evaluation Report
• Approved Supplier List
• Annual Supplier Performance
B
B
B