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Version: 8.2

Quality module configurations

Introduction​

The international ISO standardisation institution bases its Quality approach on 7 quality management principles. These principles apply to ISO 9001 as well as to related standards.

The principles are as follows:

  1. Customer orientation.

  2. Management responsibility.

  3. Staff involvement.

  4. Process approach.

  5. Improvement.

  6. Evidence-based decision making.

  7. Stakeholder relationship management.

One of these principles is improvement.

An improvement file will contain the problems or defects that companies face, whatever the origin and whatever the subject. It may be a problem of non-conformity of a product or service, but also a problem of general organisation preventing the expected level of requirements from being achieved.

The opposite view of improvement could be likened to stagnation, or even degradation. The principle of improvement is therefore fundamental to maintaining and increasing performance levels. The PDCA cycle or Deming wheel is the foundation of improvement: Identify → Treat → Correct → Monitor → Capitalise

Configurations​

Create a sequence​

Quality improvement records will be numbered in an automatic sequence.

This sequence does not exist by default, and must be created. It concerns the ‘Quality Improvement’ document. If this document does not exist, it must be created (Access : Application config → General data → Sequences → +).

  1. On the sequence file, fill in the necessary information.

  2. Document concerned: select the document in this field. In the example, here it is ‘Quality Improvement’. If this document does not exist, create it.

  3. Sequence type: select a sequence type. In the example, it is ‘Use numbers’.

  4. Prefix: give a prefix. In the example, it is AQ%YY (aq followed by the year in two characters).

  5. Yearly reset: activate the box to reset the counter yearly.

  6. Save the changes you have made.

Quality module configuration​

Access : Quality → Configuration → ...

In the Configuration list, you will find a list of all the basic data (Quality teams, root causes, tags, etc.).

Status​

Access : Quality → Configuration → Quality improvement → Status

Statuses are used to specify the stages in the life cycle of a quality improvement record. One of these statuses should correspond to a closure stage, and another to a cancellation stage. When you open the ‘Statuses’ menu, you will find a list of five statuses:

  1. New

  2. In progress

  3. To be checked.

  4. Sold out.

  5. Cancelled.

The description of the columns is as follows:

  1. Name: description of the status, for example ‘New’.

  2. Priority: step number of this status (unique value within the different steps).

  3. Closed Status: tick the box. This box is used to specify that a step corresponds to a closed status.

  4. Cancelled Status: tick the box. With this box checked, specify that a step corresponds to a cancellation status.

caution

Please note that you need to refresh the screen with F5 each time you change the status, so that the application takes the changes into account.

Detection​

Access : Quality → Configuration → Quality improvement → Detections

Detection is used to determine who has detected the problem, which will result in the creation of a quality improvement file. Detection will then modify the fields available on the form. You will find a code and a name to characterise the detection, as well as the Origin column.

The fields are described as follows:

  • Code: detection code.

  • Name: detection description.

  • Product: specify that this detection can be used for Product type records.

  • System: specify that this detection can be used for system type records.

  • Causal Analysis: specify that this detection can be used for records linked to other records. As a result, the detection is not linked directly to this record.

tip

It is possible to tick both boxes at the same time, ‘System’ and ‘Causal analysis’.

  • Origin: the ‘Origin’ column indicates the origin of the problem. In the example, in the Detections list, you will find several origins: supplier / internal / customer. The origin is linked to the context, i.e. the customer delivery note is linked to the customer origin. You will need to define whether this detection can be used if the problem is linked to a product. In this case, it will be possible to enter a quantity of products affected by the problem. If not, the detection can be linked to the system, the system often corresponding to a company process.

Analysis method​

Access : Quality → Configuration → Quality improvement → Analysis method

An analysis method can be associated with the causal analysis to find the origin of a problem. It may be different for each sheet depending on the company's internal criteria.The 8M analysis method is proposed by default in the AOS. On the 8M method form, you will find the following fields:

  1. Code: method code.

  2. Name: description of the method.

  3. Company: company associated with this method.

  4. Critical: can be used for ‘Critical’ severity records.

  5. Major: can be used for ‘Major’ severity records.

  6. Minor: can be used for ‘Minor’ severity records.

  7. Product: can be used for ‘Product’ files.

  8. System: can be used for ‘System’ records.

  9. Items: list of steps to follow for the method (see analysis method lines).

You can define whether the method can be used for different types of problem (critical / major / minor). In addition, you can define whether the method applies to product and system problems by clicking on the ‘Product’ and ‘System’ boxes. You then define all the possible steps in this method. One step corresponds to one analysis method line.

Analysis method lines​

An analysis method line is used to describe the different stages of an analysis. It is associated with a cause (see the ‘Causes’ configuration). Each step has a name and a code, and is linked to a company. You can define as many steps as you wish. Here are the fields available for an analysis method line:

  1. Code: method line code.

  2. Name: description of the method line.

  3. Company: company associated with this method line.

Process​

Access : Quality → Configuration → Quality improvement → Processes

The list of processes can be used in relation to the problems identified in the quality improvement sheets. You have a code and a name, with the associated company, and you can enter the person in charge (Manager) of this process.

Defects​

caution

The menu 'Defects' was translated by mistake as 'Defaults'. The work is in progress in order to change that. Thank you for your patience.

Access : Quality → Configuration → Quality Improvement → Defects

A defect is used to characterise a problem. Defects are specific to each company in the application. From this menu, you can create all the defects you are likely to encounter.

Several defects can be associated with a single quality improvement record. A defect is always associated with a company, and may concern a product or a system. It may also be of a documentary nature.

The following fields are available in the Defect menu:

  1. Code: defect code.

  2. Name: description of the fault. For example, ‘Downgrade’.

  3. Company: company associated with this defect.

  4. Product: allows you to specify that this fault can be used for Product type records.

  5. System: allows you to specify that this fault can be used for System type files.

  6. Documentary: used to specify that the defect is documentary and that there will be no notion of quantity for this defect.

Once the defects have been identified, it's going to be necessary to find a decision.

Decisions​

Access : Quality → Configuration → Quality improvement → Decision

A decision is an action that is created to find a solution for a defect. Use this menu to create all the decisions that can be made about a defect. As with defects, decisions can relate to Product / System / Document problems.

You can also specify whether the decision should be taken as part of a corrective and/or preventive action. You can also decide whether a decision is to be distributed internally or externally (for example, to customers and suppliers). You can specify whether the distribution requires the approval of a third party before being implemented (‘Acceptance required’ field).

The following fields are available on the Decision file:

Code: decision code.

Name: description of the decision.

Product: can be used for ‘Product’ records.

System: can be used for ‘System’ records.

Internal / external diffusion: a summary document must be distributed internally and/or externally.

Acceptance required: the third party receiving the distribution must accept the decision before it is implemented.

Corrective / Preventive: defines whether the action can be used for correction and/or prevention.

Fixed amount: fixed amount associated with the decision.

Editable: the fixed amount can be modified on the file if this box is ticked.

Causes​

Access : Quality → Configuration → Quality improvement → Causes

Causes are closely linked to analysis methods.

You can create a set of causes that you will already encounter, so as to classify defects and subsequently be able to derive statistical indicators from them. A cause is used to define the possible origin of a defect.

A cause is defined by its code and name, and is linked to a company. You will also need to associate the cause with one of the analysis method lines.

Branch: in the ‘Branch’ column, you will find an analysis branch. The same branch of analysis may be associated with several causes (for example, ‘Labour’ and ‘Equipment’).

You can fill in the following fields:

  1. Code: method line code.

  2. Name: description of the method line.

  3. Company: company associated with this method line.

  4. Branch: link to an analysis method line.

Actions​

Access : Quality → Configuration → Quality Improvement → Actions

An action is a step in the preventive action plan aimed at preventing the problem from recurring. Once you have identified the root causes of your problem, the aim is to ensure that the problem never happens again. To do this, you can define one or more actions to achieve the result. An action has a code, a name and is attached to a company. You can also specify whether this action concerns Product or System problems.

Fill in the following fields:

  1. Code: action code.

  2. Name: action description.

  3. Company: company associated with this method line.

  4. Product: tick this box if this action can be used for ‘Product’ records.

  5. System: tick this box if this action can be used for ‘System’ records.