Quality improvement sheet

Create a quality improvement form

Access : Quality → Quality improvements

In this menu, find all the existing quality improvement sheets. Navigate among different types of views (Kanban/Grid). In the Kanban view, for example, these sheets will be classified by status (New / In progress / To be checked / Closed / Cancelled).

In the Kanban view, view the labels. For example, determine which files are internal or external (suppliers). If not, use the Grid view. The Grid view displays all the lines, with the option of searching in the columns.

Access : Quality → Quality Improvements → +

1. Create a new record by clicking +New.

2. Fill in the essential information.

3. Type: select the type. In the example, the type is Product.

4. Detection: fill in the Detection field. In the example, it is the Detection ‘Internally, during an order reception’.

tip

Each Detection will have an influence on the rest of the content of the file. Depending on your choice, other fields will appear. As soon as you save the initial information, other fields and tabs will appear on the quality improvement file.

5. Gravity: select the gravity (critical / major / minor) of the issue. In the example, it is ‘Gravity - Major’.

6. Analysis method: select an analysis method. In the example, it is ‘8M method’.

7. Save the changes you have made.

8. Sequence: after saving, a sequence number will be assigned to the record. You will also notice that the other tabs have appeared:

• the Identification tab.

• the Resolution tab: consult existing issues ; find the decisions that will remedy the problem.

• the Analysis tab: contains the planning of the Quality Action Plan, the efficiency criteria, the analysis of causes and the various stages of this action plan.

• the Analysis costs tab: track the financial impact of this problem.

Identification tab

1. Enter the information that will affect the third party in the ‘Partner’ section.

2. Customer: specify the customer who will be associated with the third party.

3. Supplier: enter the supplier information. Subsequently, enter a supplier contact.

4. Supplier Order: enter the supplier order that will be associated with this supplier.

5. Supplier order line: enter the supplier order line. It can be useful to select an order line when the entire order is not affected.

6. Then fill in the information in the ‘Internal’ section.

7. Detected by (internal): in this field, enter the person who detected the issue.

8. Document reference: add a document reference here.

9. Written by: add the person who written the file.

10. Manufacturing order: enter the manufacturing order info (if you wish to link this file to the manufacturing order).

11. Product: enter the product in question.

12. Project: if necessary, link the file to a project.

13. Quantity: enter the batch quantity.

14. Non-conforming quantity: enter the non-compliant quantity (may differ from the quantity).

15. Quality control: if you have created the quality control file beforehand, you will be able to add the information on the quality improvement file.

16. Source QI: add a quality improvement file which led to the creation of this file. In general, when an issue has to be broken down into several ones, it may be advisable to create a file for each issue.

17. Save the changes you have made.

Resolution tab

Next step : add the information on the Resolution tab.

1. Default written by: in this field, enter the person who wrote about the issue. You will then be able to add one or more defects to the ‘Defects’ table.

2. Defaults: in the ‘Defaults’ table, click on + to add a defect line. A pop-up window will appear. Here you can enter the name, quantity, type of defect (for example, ‘Marking’ or ‘Shock during transport’), criticality, etc. The ‘Identification’ field allows you to indicate how you physically identify the affected product. Identification can be manual or by tracking number.

3. Decision making: once you have entered all necessary information about the defects, you need to move on to decision making.

4. Decisions: enter a decision in the ‘Decision’ table by clicking on +. A pop-up window will appear, where you can enter the necessary information (fixed amount, direct cost etc). The decision will be associated with the issue. Next, enter a manager in the ‘Manager’ field and then specify the name of the manager in the ‘Manager name’ field.

5. Fixed amount: specify the cost of dealing with the problem.

6. Direct cost: used to indicate the cost of dealing with the problem. Direct cost is used to describe the cost impact of producing/modifying the product.

7. Accepted quantity: enter the accepted quantity.

info

It is possible to stop at this point. In other words, you make a decision about a problem and inform the supplier. You can also carry out a cause analysis.

Analysis tab

Then, apply a plan to analyse the problem.

1. Earliest/latest date: enter the dates to indicate the deadline for resolving the problem.

2. Plan owner: enter the person who will be leading the plan.

3. Objective: enter the objective of the plan. For example, write ‘no more marking problems’.

4. Efficiency criteria: indicate here the efficiency criterioa. For example, ‘no more marking errors’.

5. Efficiency: in the Efficiency section, you can indicate whether or not the plan was effective by selecting between ‘Yes’ and ‘No’. If the plan has not been verified, you can indicate ‘Not verified’.

6. Efficiency checked by: enter the person who verified the efficiency.

7. Efficiency checked on: enter the date on which the verification was carried out.

8. Check: enter your comments about the check (control) that has been carried out.

9. Cause analysis: as soon as you have finished with the check (control), move on to the cause analysis.

10. Causes written by: enter the person who wrote the cause here. For example, Admin.

11. Causes written on: enter the date on which the cause was written.

12. Causes: add a cause line in the table by clicking on +. A pop-up window will then appear, where you can enter information about the cause. If you need to, you can add several causes for the same issue.

13. Action plan: once you have finished adding the causes, move on to creating an action plan. To do this, you can add tasks.

14. Tasks: click on + to add a task line. A pop-up window will appear. Specify the issue, decision, action and process concerned. For example, you can select ‘Supplier Audit’ in the Action field, and ‘Purchases’ in the Process field.

15. Fixed amount: In the task pop-up window, define the fixed amount in this field. Then, move on to the Cost Analysis tab.

Analysis cost

Here, you will find the various costs associated with the improvement sheet. Depending on the information entered, you will find the ‘Costs list of per decision’ table. For example, in the table you will find decisions such as ‘Decommissioning’ or ‘Review of procedures’ with the associated amounts. On the right, in the form of a graph, you will find the same information with the breakdown of costs by decision.

Final stage: end of the audit

Once you have completed an audit, open the Analysis tab on the quality improvement sheet.

1. Task: here, when you have finished carrying out the audit, click on the line contained in the ‘Task’ table. A Task pop-up window will appear.

2. Advancement: before the audit, progress was defined as 0 (Task window), and once the audit has been completed, you can indicate another value (100%) in this field. Click on ‘OK’.

3. Efficiency: indicate the effectiveness. From ‘Unaudited’ to ‘Audited’.

4. Check: leave a comment. For example, write ‘Complies with our expectations’.

5. Save the changes you have made.

6. Closed: if you have finished, you can change the status on the quality improvement file. Click on ‘Closed’ in the workflow bar.