Oral Defense Powerpoint Presentation

Production Operations Manual:An approach for the implementation of Quality Management System in a Ceramic Manufacturing Company

By: Calvin Karl R. Garganta

Carlo G. Gomez

What is Quality?

Is the totality of features and characteristics of a product or service in which it conforms to a design or specification (Render, 2012).

It is defined and specified by the consumers who will use the product (or service).

Conformance to specification Manufacturing-Based

definition of quality according to David Garvin is the conformance to customer specification.

Any unconformity from the required specifications tantamount to a reduction in quality and incurs cost.

Asia Ceramics Corporation Asia Ceramics Corporation

believes that in order to survive in the industry, one should always meet the customer specification and exceed the quality expectations.

Asia Ceramics Corporation wants to improve its yearly production performance.

QUALITY MANAGEMENT

Quality Management System Quality Management

System is a set of coordinated activities to direct and control an organization to continually improve the effectiveness and efficiency of its performance.

This involves the QMS overview, policies and objectives, its processes and the work instructions.

Asia Ceramics Corporation

This 2015, Asia Ceramics targets an increase in sales by 60%.

Last 2014, a reject production performance of 14.43%

Culprit Proper recording and documentation of

data Unspecified tools and cycles Unspecified and unfollowed procedures Involvement of workers

DEFECTS / REWORK

MAN

Delay

unnecessarytransportation

innefficientfacility layout

human error

unspecified procedures

unspecified work instructions

uncontrolled documents

work behavior

MACHINE

downtime / failure

work overloadunspecified procedures

unspecified work instructions calibration

Capacity

METHOD

Quality Lapses




Delay


fatigue

innefficientfacility layout



MATERIALS

Quality Lapses



Delay



improperallocation

Objectives:The main objective of this study is to come up with a Production Operations Manual of Asia Ceramics Corporation that will serve as a basis for the implementation of Quality Management System. In order to do so, the specific objectives should be attained:

To provide quality policy and objectives; To provide detailed process diagrams of the production phase; To provide set of work instructions which are specific and

standardized; To provide set of forms which will reflect the controls for

documentation.

Aside from the standardization

Ensuring Customer Orientation (Joseph, 2004)

Increases Productivity (Alsughayir, 2003)

Lowers costs (Ng, 2003)

This study is significant to the following: The company The management The workers The customers Future researchers and other

ceramic industries

IPO Model

Method

Participants PRD Manager Representatives on each production processes Product Specialist Line Managers, Supervisors

Method Instrumentation

Interview Two day quality year-end report meeting Observations Ishikawa Diagram Pareto Analysis Needs Assessment Pre-Assessment Evaluation Post-Assessment Evaluation

Method Procedure

Continuous interviews were conducted Observations with the processes and procedures Data collection Needs Assessment Conceptualization and Construction of Manual

Benchmarking of previous QMS manuals (ISO 9001:2008) Quality Policy and Objectives Procedures and Work Instructions (Production Operations) Forms and Job Descriptions

Research Design A Deming’s cycle (PDCA) was used in

the construction of the proposed manual and solution to the problem.

This tool is primarily used in researches in the integration of new developments, systems products and processes.

This tool is used to promote continuous improvement– that after standards have been established, a next level improvement should be aimed.

• Documentation of gathered data

• Manual construction• Desiging of possible

experiment / validation

• Data analysis• Evaluation of output

through post-assessment

• Direct observations of production flow

• Process mapping• Data gathering and

problem statement• Quality policy and

objective

• Fully implement the proposed manual

• Process Mapping • Continuous Improvement

ACT PLAN

DOCHECK

Data Analysis Descriptive Statistics was use to

interpret the respondents rating on the pre and post assessment evaluations of the manuals.

The results that were analyzed were from the content and relevance, the manual’s user friendliness and its over-all working environment aspect.

Values that were analyzed were calculated through mean averaging.

Results: Needs Assessment

Compliance to existing manual awareness

Manual existence awareness in the

company

Results: Needs Assessment

Need assessment of a new production operations manual.

Results: Pre-Assessment EvaluationTable 1 Weighted Mean and Description of the respondents in terms of Content and Relevance of the existing manual

Content and Relevance Importance Satisfaction M Scale M Scale 1. The contents of the manual are relevant to the need.

4.11 High 3.67 Agree

2. It identifies every people who are to act or responsible to the task.


3. It describes the precise actions required. 3.89 High 3.56 Agree 4. States when the actions are to occur. 3.89 High 3.22 Neutral 5. Reflects the sequence of events 3.89 High 3.44 Agree 6. The procedures are specific and defined 4.00 High 3.33 Neutral 7. It states what forms should be used. 4.00 High 3.33 Neutral 8. As a whole, the manual is specific and defined.

4.11 High 3.33 Neutral

General Weighted Mean: 3.97 High 3.86 Agree

Results: Pre-Assessment EvaluationTable 2 Weighted Mean and Description of the respondents in terms of User-friendliness of the existing manual

User-Friendliness Importance Satisfaction M Scale M Scale 1. The format of the manual is visually appealing.


2 The font size and style in the manual is readable.


3. The process flowcharts of procedure are clear and easy to follow.


4. Easy to understand because it uses short and familiar words.


General Weighted Mean: 3.86 High 3.42 Agree

Results: Pre-Assessment Evaluation

Table 3 Weighted Mean and Description of the respondents in terms of working environment of the existing manual

Working Environment Importance Satisfaction M Scale M Scale 1. The manual contents are helpful in promoting a good work environment.


General Weighted Mean: 4.00 High 3.33 Neutral

Results: Post-Assessment EvaluationTable 4 Weighted Mean and Description of the respondents in terms of Content and Relevance of the proposed manual

Content and Relevance Importance Satisfaction M Scale M Scale 1. The contents of the manual are relevant to the need.

4.33 Very High 3.89 Agree

2. It identifies every people who are to act or responsible to the task.


3. It describes the precise actions required. 4.33 Very High 4.00 Agree 4. States when the actions are to occur. 4.22 Very High 3.56 Agree 5. Reflects the sequence of events 4.11 High 3.67 Agree 6. The procedures are specific and defined 4.22 Very High 3.78 Agree 7. It states what forms should be used. 4.22 Very High 3.78 Agree 8. As a whole, the manual is specific and defined.

4.33 Very High 4.11 Agree

General Weighted Mean: 4.24 Very High 3.92 Agree

Results: Post-Assessment EvaluationTable 5 Weighted Mean and Description of the respondents in terms of User-friendliness of the proposed manual

User-Friendliness Importance Satisfaction M Scale M Scale 1. The format of the manual is visually appealing.

4.33 Very High 4.33 Strongly Agree

2 The font size and style in the manual is readable.


3. The process flowcharts of procedure are clear and easy to follow.


4. Easy to understand because it uses short and familiar words.


General Weighted Mean: 4.25 Very High 4.39 Strongly Agree

Results: Post-Assessment Evaluation

Table 6 Weighted Mean and Description of the respondents in terms of working environment of the proposed manual

Working Environment Importance Satisfaction M Scale M Scale 1. The manual contents are helpful in promoting a good work environment.


General Weighted Mean: 4.33 Very High 4.22 Strongly Agree

Results: Gap Analysis

Content and Relevance Importance General Mean Rating


Content and Relevance Satisfaction General Mean Rating


User-friendliness Importance General Mean Rating


User-friendliness Satisfaction General Mean Rating


Working Environment Importance

General Weighted Mean Rating

Working Environment Satisfaction

General Weighted Mean Rating

Results: Accessibility Test The accessibility test aims to assess and evaluate the proposed

production operations manual’s standing on how the user can effectively use, read, skim and scan the manual for further and detailed use.

From the total respondents, 37.04% agreed that the assigned particulate from the manual were easy to found. 48.15% stated that it is a bit easy to found and 14.81% attest that it is a bit difficult to find.

The readability of the proposed manual was also evaluated by the respondents through the question about the size of the print used in the context. 44.44% of the respondents stated that over-all, it is easy to read and the remaining 55.56% agreed that it is average to read.

Results: Cloze Test

A cloze test was also initiated in order to evaluate readability and the comprehensive level of the manual. Table 7 shows the result of cloze test among the respondents who evaluated the proposed manual.

Table 7 Frequency Distribution of the Cloze Test Result

Score Percentage Frequency 50 100% 6 45 90% 2 40 80% 1

Discussion

To be able come up with the proposed manual, the proponents conducted an observation and interviews to the supervisors regarding process flow of the company, standards of each process, what forms to fill up, and who would be the responsible person for each process.

ISO 9001 is used to seek and established a quality management system that provides confidence to the company, to provide quality products that fulfill its customers’ needs and expectation.

Proper documentation of the Quality management system is observe by following the four-tier pyramid concept, to describe clearly what constitutes the general set of Quality management system, documents that will directly apply to an effective documentation structure.

Discussion

The manual is tested with its learnability to know if the manual is easy to use and understand by novice user.

Since the managers and supervisors should be the one implementing the manual, the learnability of the manual was evaluated by the managers and supervisors. The managers and supervisors agreed that the contents of the manual are comprehensible, precise and direct. This means that the manual is easy to understand and it can provides learning to the one reading the manual.

Discussion

The following criteria are used to test the manual’s usability:

Visually appealing in terms of structure and format of the manual Font size and style used Easy to follow flowcharts and procedures Logically sequenced and clearly stated procedures Simplicity of the vocabulary and the writing style used

Conclusion and Recommendation

Re-throws:2013: PHP 528,311.002014: PHP 482,322.00

Repairs:2013: PHP 1,712,495.002014: PHP 1,563,425.00

Source: Accounting Department, Asia Ceramics Corporation

Conclusion and RecommendationOptimistically, if the Quality Management System is applied and 32% reduction of repairs were achieved,

PHP 154,343.00should have been saved!

Optimistically, if the Quality Management System is applied and 5% reduction of re-throws were achieved,

PHP 24,116.00should have been saved!

Conclusion and Recommendation

The study proposes an implementation of Quality Management System in the production department of Asia Ceramics Corporation through construction and development of an ISO based Production Operations Manual which consists of quality policy and objectives, defined procedures, definite work instructions and controlled forms.

Conclusion and Recommendation Based on the recommendations given by the

evaluators, the final draft of the proposed production operations manual considered the following to further improve its content to be more precise and comprehensive:1. Use the existing terminologies situated by the case company.2. Make the font size bigger and use ideal spacing (Preferably

each process per page).3. Include table of contents / legend and be more specific to task

assignments.

Conclusion and Recommendation Authors’ recommendation

The company should undertake to a regular review and audit of the policy and objectives for its continual improvement.

Inclusion of pictures on the work instructions are highly recommended in order to increase the comprehensive and illustrative level of the manual.

It is recommended that production operations manual should be laid down to the production workforce for a department wide and implementation of QMS.

The company should initiate an implementation of QMS to all its department for a companywide implementation.

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