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Table of Contents Preface ....................................................................................................................................................... 2

Phase 1: Conception .................................................................................................................................. 5

Chapter 1: Ambition to be an entrepreneur ........................................................................................ 6

Chapter 2: Dumbo Wants a Business ................................................................................................... 8

Phase 2: Birth ........................................................................................................................................... 11

Chapter 3: Organization ...................................................................................................................... 11

Step 1: WORKLOAD MATRIX: ........................................................................................................... 12

Step 2: PROCESS MATRIX: ................................................................................................................ 14

Step 3: SUB PROCESS MATRIX: ........................................................................................................ 16

Step 4: MAN HOUR MATRIX: ........................................................................................................... 17

Step 5: DAILY WORK PATTERN: ........................................................................................................ 19

Step 6: PROCESS BASED JOB DESCRIPTION MATRIX: ......................... Error! Bookmark not defined.

Step 7: INTERVIEW SHEET: .................................................................. Error! Bookmark not defined.

Step 8: TRANSPERANT INTERVIEW: .................................................... Error! Bookmark not defined.

Phase 3: Observe & Learn ........................................................................... Error! Bookmark not defined.

Chapter 4: Any Business Basic Structure ................................................ Error! Bookmark not defined.

Need / Idea ......................................................................................... Error! Bookmark not defined.

Vision & Core Values ........................................................................... Error! Bookmark not defined.

Mission ................................................................................................ Error! Bookmark not defined.

Protocol ............................................................................................... Error! Bookmark not defined.

Regulations ......................................................................................... Error! Bookmark not defined.

Management ...................................................................................... Error! Bookmark not defined.

Phase 4: Plan Your Contribution ................................................................. Error! Bookmark not defined.

Chapter 5: Quality Manual...................................................................... Error! Bookmark not defined.

Basics of Quality Manual .................................................................... Error! Bookmark not defined.

The Management's Manual ................................................................ Error! Bookmark not defined.

The Quality Management Plan ........................................................... Error! Bookmark not defined.

The Quality Manual ............................................................................ Error! Bookmark not defined.

Dumbos First Real Meeting ............................................................... Error! Bookmark not defined.

Peters Talk with Quality Management Committee ........................... Error! Bookmark not defined.

Chapter 6: Policy ..................................................................................... Error! Bookmark not defined.

Definite course of action: ................................................................... Error! Bookmark not defined.

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ORPHAN OPERATING PROCEDURE ..................................................... Error! Bookmark not defined.

Chapter 7: Operating Procedures ........................................................... Error! Bookmark not defined.

Phase 5: Enhance Skills ............................................................................... Error! Bookmark not defined.

Chapter 8: The Quality Monitoring System ............................................ Error! Bookmark not defined.

Monitoring Quality Policies, Protocols and procedures ..................... Error! Bookmark not defined.

Phase 6: Self-Reliance Phase ...................................................................... Error! Bookmark not defined.

Chapter 9: AUDIT !! AUDIT!! ................................................................... Error! Bookmark not defined.

Internal Audits .................................................................................... Error! Bookmark not defined.

External Audits .................................................................................... Error! Bookmark not defined.

Chapter 10: Critical Concepts ................................................................. Error! Bookmark not defined.

Change control procedures ................................................................ Error! Bookmark not defined.

Data Analytics ..................................................................................... Error! Bookmark not defined.

Quality Indicators ................................................................................ Error! Bookmark not defined.

Quality Improvement .......................................................................... Error! Bookmark not defined.

Master lists ......................................................................................... Error! Bookmark not defined.

Interrelationship of components of QUALITY MANAGEMENT SYSTEMError! Bookmark not defined.

Final Product & Compliance ............................................................................................................ 24

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Preface I never thought I will land up in the jungle of laboratories as pathologist. The medical practice has

evolved rapidly and technology has gifted us sophisticated instruments to diagnose diseases for

early intervention. Now manual methods are replaced by fully automated systems.

In 1980s people used to believe that doctor is experienced enough to diagnose the probable

cause. But the confirmatory diagnosis was a challenge. As time elapsed, the expensive non-

affordable tests are now affordable due to technological advancement.

The technological evolution has given us excellent classification of diseases, tests to be

performed and treatments. It sounds easy to understand the prognosis. Evolution in living

standard of life initiated the confusion in diagnosis of the diseases as well. The evolution of

microorganisms causing disease contributed to challenge the conventional signs and symptoms

of particular diseases. We may not see the evolution but we are sensing the effects.

The dynamic nature of the test resulted in the evolution of accreditation authorities.

The status of laboratories especially the diagnostic laboratories is not very satisfactory in

developing countries like India. At this point the national regulations have not made it

compulsory for each lab to show the compliance for good laboratory practices.

Ethical medical practices are as essential as pure oxygen to breathe.

Hospital attached side laboratories are run by the unauthorized personnel. In such hospitals, the

clinicians are conducting unnecessary tests to earn extra money.

The education of laboratory technologist is demonstrable challenge. The under recognition of

pathologists who work in the lab as a black box is a big challenge through diagnosis of diseases

viewpoint. How often we will hear the phrase, we are waiting for the results from the clinician?

Whenever you perceive these phrases, the pathologist is investigating the prescribed tests to

arrive at result. This result will help clinician to diagnose diseases. Yet, whenever a public figure

undergoes a biopsy or has a lab test, we will never find any comments by pathologists who

worked behind the scenes. Instead, we often conclude that the surgeon or internist makes the

diagnosis. While the suggestions may strongly suspect the diagnosis based upon their experience

and skill, the definitive and final diagnosis always rests with a pathologist.

The laboratory is often the largest and most complex department of any hospital. This is where

your blood samples, cultures, Pap smears, and biopsies are sent. This is the place where the

phlebotomist who draws your blood samples.

The condition is so obscene that many patients are scared of going to doctors fearing

astronomical expands for unnecessary diagnostic tests.

The national regulations are certainly lagging behind with the technological advances and

healthcare revolution.

Laboratory is an organized configuration which can be compared with any of the organized utility.

I have used the word organized with an intention. A not established method or task cannot be

defined as organized.

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When I started my own lab, I got closer to the healthcare scenario which was not encouraging.

Each one was trying to snatch earned value. Clinician was snatching money from Super specialists

to refer the patients. The Super specialists and clinicians were snatching the money from

Pathologists to refer the tests. Ultimately, patient is helpless, confused and in pain. Millions of

thoughts & ideas popped up in mind giving me energy to kick off my venture in a year. I reached

Mumbai, the city of hope where I got accustomed to follow ethical diagnostic practices and

demonstrating compliance to national and international accreditations. This work style incubated

the idea to share how we could be successful in business. I was able to explore the concept to run

any business especially in INDIA. I got excellent job opportunity to work for a cord blood bank in

Chennai (South India) where the idea got converted into a desire to write a book. It took almost 3

years to complete my book due to unavailability of time.

This book is dedicated to my father who always respected my desires and supported me at every

moment in my life. He was a family man with extraordinary patience to listen. His decision

making style was very simple but effective. He used to say, Do not get panic when opposite

person is irritable. Do not ask anything, but listen. You will get a chance to talk and the first

sentence you shall say that he is right. He was magician to make people calm down. If time

comes he expressed apology in spite he is not wrong which made the opposite person to realize

his mistake.

One more saying I miss is,

When you are very happy, BE NORMAL,

When you are very panic, BE NORMAL,

When you are normal, Continue to Be NORMAL

This concept of trying to keep the things normal is applicable for every action by us like running

business, living life, maintaining relationships, controlling expenses, perusing career, or any act

which you can think of.

The product when goes through this stringent scrutiny by the organization with the thought of

KEEPING NORMAL will get success in the market.

My mom Pushpalata Virkar taught me to dream big and persistently follow the dream. When in

stress, she was my most sweet and real girlfriend who never expected anything in return except a

wish to take care of myself.

I express millions of thanks to all those who directly or indirectly helped or troubled me as both

perceptions have fueled my efforts to make the complex concepts of Quality Management

System much easier to implement by the common businessman to possess potential to be a giant

one.

Soham and Arnav helped me a lot by helping themselves when I was writing this book. Their

immense enthusiasm always stimulated me to complete this book. Aparna my lovely wife

motivated me through constructive criticism and keeping me healthy.

My all relatives and all friends have always inspired me to contribute best to the community and

celebrated every success I got through passion.

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Enter the den of Corporate Quality Management System

step by step.

Phase 1 Conception

Phase 2 Birth

Phase 3 Observe &

Learn

Phase 4 Plan Your

Contribution

Phase 5 Enhance

Skills

Phase 6 Self-

Reliance

Phase 7 Sustain

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Phase 1: Conception This phase will stimulate you to think right. Conception is a medical word. When millions of

sperms flow towards ovum, only few thousand actually plan to fertilize it. Few hundred could

execute the plan and finds right place on ovum. Finally only one get success to fertilize the ovum

to dream contribution in this world as HUMAN. When we start business similar situation arises

where we have to won against millions. When we think business, our optimism and over

confidence might get us on that island where we are not happy. Realistic thinking aligned with

superb product knowledge blended with meticulous financial analysis could be used for

developing a successful business plan.

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60

80

100

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Phase 1: Conception

Conception

Sustain

Enhance Skills

Self-Reliance

PLan Your Contribution

Observe & Learn

Birth

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Chapter 1: Ambition to be an entrepreneur

Freedom is happiness. Power to make decision is proudness. Positive contribution to the

community is humanity. Dream to start business is courageous. To dare to start business is

endurance. To run the business successfully is victory. To sustain the business for long time is

BIGGEST ENCOUNTER.

If you have bought this book, I declare that you have all the characteristics either explored or

about to be explored.

BUSINESS BABYSTEPS is everything about establishment of your business and ensuring it sustains

at each dynamic mode. To start a business is easy, initially investment is easier, but very tough to

sustain in this dynamic market. Business giants differ from small businesses because they keep

working on BASICS of BUSINESS. The execution is always in the form of BABYSTEPS. Every step is

put forward with lot of thoughts, anticipation, creativity and confidence. This book is a milestone

in the history of business books. It concentrates on VERY BASIC & COMPLEX CONCEPTS made

VERY EASY for each and every common man who dreams to be a BIG BUSINESSMAN with HIGHLY

SUSTAINABLE QUALITY PRACTISES.

I want to declare that I have tried my level best to simplify the complex concepts of corporate

Quality Management System. I assure each of you who are reading this book shall benefit while

you work for company or for your own business.

Whether you are a STUDENT from ANY FACULTY and STREAM

OR SMALL BUSINESSMAN or WOMAN who wants to GROW NEW BUSINESS

OR If you have got convinced that YOU WANT TO START your OWN BUSINESS

OR An Employee dreaming to be an EMPLOYER

OR A FATHER who wants his SON to be a BUSINESSMAN

OR A proprietor of a JUST STARTED SMALL BUSINESS

OR A Corporate Employee dreaming to get PROMOTION

OR A GIANT BUSINESSMAN who need REVISION in his ORGANIZATON to CLEAR CLOGS in PROCESSES which can SPOIL YOUR GREAT BUSINESS LIKE HEART ATTACK.

OR ANY LEADER who wants a DEMONTRABLE PROGRESS for his Organization

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Let us understand in conventional manner how a typical businessman thinks? Please get messed

up with the following representation. Most of the time is spent in PRODUCTION square and rest

in INFRASTRUCTURE.

The ideal start up businessman has to safeguard some important areas before starting any

business. Please review the commonly neglected priorities which could delay your project or start

up business.

igure 1 Various Areas of Contribution To Start a Business

Documents

Quality Manual Critical Operating Procedures

Anticipated Workload

Finance

Six Months Inventory Six Month Salary Of

Organization Safe Amonut To Deal With Uncertainities

Production Organization

Readiness Resources

Procurement Interviews

Marketting Initiatives Consultants Or

YOURSELF Investment Creativity

Customer Delight

Advisory Similar Business Friends,

Consultancy Etc Target Customers

Infrastructure Consultant Or YOURSELF MOVABLE Or Dettachable ASSESTS

Space Documents Rental Deeds Etc

CONSULTANT Or ENSURE YOURSELF

State License No Objection

Certificates, Deeds, Contracts With Vendors

etc

Yourself If YOU ARE EXPERT & QUALIFIED

DREAM To START A BUSINESS

Available Investment Market Research Expertise Verification

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Imagine you want to start a new business. To start a conventional business is easy but to start a

dream business is challenging task. To manage a dream business is even harder. Dream will

stimulate us to take more risk. Dreamers shall convert their huge risks to calculated risks and

ensure future of business will be safe. Each decision businessman take shall have documented

advantage.

This book is for those who want to start most stable business, sustain their existing business,

wants success as a team leader and expects rapid recognition or promotion.

This book is for working human. We work either for somebody or for the self. You are right

person to read this book and I assure conceptual uplift for performing any job in future through

quality management perspective.

Chapter 2: Dumbo Wants a Business

Dumbo wanted to start the laboratory. He has completed post-graduation. Now he is excited to

start a unique laboratory where every employee and customer is happy. If the employee is happy

then customer is happy. He was keen to select his organization. Meanwhile his relatives from the

town got the news that Dumbo is starting a good lab. They started calling him over the phone

and requested to allow their references to work with Dumbo. Dumbo assumed it's always good

to recruit relatives because they will be faithful and we can get more work done from them.

Dumbo did not have any calculations or man hour matrix. He was not aware how each individual

in the organization is going to spend eight hours a day. How many paid leaves he wanted to give

them to get better productivity. What will be the uncertainties if the employer resigns? He

thought every employed individual may not resign until we terminate them.

Dumbo was lucky. His friend Peter was working with various companies. He was talented and

aware of the guidelines utilized to develop an organization. Dumbo requested Peter to work with

him as a consultant. Peter happily accepted Dumbos offer and assured six months consultancy

services.

It was peters first conversation with Dumbo. Peter asked following questions to Dumbo.

Table 1 Important Business Startup Questions

Important Start Up Questions Yes No Remark/

Explanation if

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Answer is No

Whether you want permission from federal (Government)

regulations

Whether each procedure is following federal (Government)

regulations or guidelines?

Whether the product is safe for the consumers

The employees who are involved in production will be safe?

Such table of mandatory fulfillments should be ready to determine the priorities.

Government has product specific regulations. Our production unit or business should fulfill the

federal or government guidelines. These guidelines prepared by concerned governments

committee are available. We must investigate whether the approach of doing business is as per

the government guidelines. We should procure the devoted formats or forms. The completed

forms or formats shall be sent with mandatory attachments. The submitted form is reviewed by

the appropriate government committee. If they have queries, they will communicate with us for

clarifications. Once this committee will assure that the business or process performed by you is

safe for the life and environment, they will send a certificate of allowance of the concerned

business in the form of No Objection Certificate popularly known as NOC. This is right time we

can always start building the organization, infrastructure and recruitments.

Dumbo accepted, Hey! I was not serious on this!!

Peter Asked few more questions, The expert in human resources is a good consultant for

developing strong organization based on the requirements of the business. We should plan to

consult with qualified human resource personnel. If you want to recruit the personnel based on

your own knowledge, please ensure you have data and adequate justifications to recruit right

people for right job. I will recommend consulting with human resource expert who are available

as free lancers. They are not expensive. These consultants know the market trend and are

certainly helpful to establish out startup organization. Initially we are excited to start the business

and might choose wrong people. If we start with good and qualified personnel, it will impact our

business positively. Better start is half done. You shall have following critical clarifications before

recruitment of personnel.

Table 2 Critical Questions before Recruitment of Personnel

Important Start Up Questions Yes No Remark/

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Explanation

if Answer is

No

Whether we have proper man hour matrix?

Whether we have backups of the existing working employees?

Whether we have job descriptions for each individual working in the organization?

Do we have gender specifications related to the job is done in the lab?

Do we have proper classification of full-time and part-time job responsibilities?

Do we have the calculations for recruiting more employees based on the anticipated increase in the business?

If we are not the expert, are we serious on getting a consultant?

Dumbo got surprised. He recognized that he never thought about these things. He was rather

very much overconfident for his business.

Euphoria to start the business make businessman blind. He is incapable of spotting negligence

which could be dreadful in future. Small things are bigger threats and definitely neglected while

we are suffering from Business Startup Mania.

The successful businessmen believe in creating the need and then start a

business.

Dumbo seriously decided to address these important questions and concerns.

Peter has given him an excellent road map to start working on building the organization.

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Phase 2: Birth When baby spends nine long months alone inside uterus, it has perfect plans to survive in this

external world. It has immunity to fight with germs. It has capability to dream & learn for survival.

The more time we spend in conception phase (realistic thinking and appropriate planning), the

better we will be in birth phase. The milestones acquired by full term babies become challenge

for premature babies and struggle starts. This phase you will learn 8 steps to set your team of

business on the path of profit. You also will learn how to achieve immunity against competition

and internal business issues arise due to variations in product quality.

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60

80

100

120

Phase 2: Birth

Conception

Sustain

Enhance Skills

Self-Reliance

PLan Your Contribution

Observe & Learn

Birth

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Chapter 3: Organization Organization is key component for any institution or any business. If we are not planned, the

organization is selected with bias. Relatives are preferred. The face value is considered much

more than the productivity. Organization metrics is the most challenging tasks to initiate any

venture.

The following are MUST FOLLOW BABYSTEPS to create stable organization.

Figure 2 Eight Steps to Create Organization

Step 1: WORKLOAD MATRIX:

Anticipation of Workload

People say workload is dynamic. Few say more customers more workload and some feels

workload is difficult to calculate. Spiritual leaders believe workload depends on GODs wish or

LUCK.

Peter says, Average workload is easy to calculate.

The core knowledge of the business and processes could easily reveal the average

workload. If we are unable to calculate the workload, the uncertainties will increase

administration load to pave the way for economic stress in addition to loss of creativity

and job satisfaction.

Average workload calculations will create space where we can plant some creativity module

when actual workload is lesser than average in initial phase of the business.

Peter gives a very simple example of Tea making. If we expect selling 40 cups of Tea in 2 hours,

the average workload could be calculated by concentrating how much time requires for 1 cup.

WORKLOAD MATRIX

PROCESS MATRIX

SUB PROCESS MATRIX

MAN HOUR MATRIX

DAILY WORK PATTERN

PROCESS BASED JOB DESCRIPTION MATRIX

INTERVIEW SHEET

TRANSPERANT INTERVIEW

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If 1 cup requires 10 min, 40 cups will not need 400 min. The boiling of tea will take 3 minutes. To

calculate average workload mandates understanding approximate time taken for each

procedure. We need to apply creativity when procedure is dynamic. While making Tea we may

not prepare 1 cup each time. Anticipating 10 cups at a time 30 min of boiling water will reduce to

3-5 minutes. So we have to subtract 27 min from total 30 min. Core knowledge of the processes

shall be applied with lateral thinking to exclude overlapping and miscalculations.

Let us study one more example of Bank Cashier who gives cash to those who come with pay slip.

He also deposits or transfer cash online for customers who either intends to send money or save

money. We can anticipate his workload per task if we have procedure knowledge.

Table 3 Man Hours Data Collection

Process Name Sub Process Name Approx. Minimum

Time (Min)

Approx. Maximum

Time (Min)

Approx.

Average

Time (Min)

Giving CASH Natural window period to

entertain previous customer

1 2 1.5

Checking Request Form for

Mandatory Details

1 2 1.5

Log in to concerned account 0.5 0.7 0.6

Check Signature of requester 0.5 0.7 0.6

Verify Identity 0.5 0.7 0.6

Ensure adequate balance 0.5 0.7 0.6

Counting cash to be given 1 2 1.5

Recounting cash to be given 1 2 1.5

Ensuring correct entry of cash to

be given

0.5 1 0.75

Giving cash to customer 0.5 1 0.75

Natural window period to

entertain next customer

0.5 1 0.75

TOTAL 7.5 9.5 14.25

If the average visitors for cash transaction are 30 / day, then 30 X 15 minutes = 450 minutes =

450/60 =7.5 Hours. If the visitors are >40, we have to think adding one more personnel for the

job. This can be anticipated. While starting business we shall have process and sub process details

to calculate the approximate time. This will help us to define the criteria to recruit additional

personnel.

How many of us try to classify processes to calculate average time? The effort to

classify each practice and calculate average time will enable us to calculate man

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hours and figure out when we need more man power. We will be creative to work

on processes which consume more time. It will definitely impact productivity.

If we will ask managers or supervisors to classify each process with average time, we will

get the clear idea regarding recruitment load.

Step 2: PROCESS MATRIX:

Classification of processes

As a post graduate Dumbo was much aware of the PROCESSES. He has worked meticulously with

all these processes. He knew how much time each PROCESS will take. This confidence as a

PROCESS owner put Dumbo on the path where he will buy dissatisfaction as, recruited fresher

employees might not fulfill these timelines. The process expertise is experienced experts and not

fresher. Each time there will be conflict. In spite of valid reason of delay in completion of the

PROCESS by the employee, every time Dumbo will find himself as an expert comparing with his

employees who are fresher. He will say, "If I would have done this PROCESS then, I would have

taken much less time than you. I'll do it better than you." What will be the result of such

communications? Employees will get stressed out. The leadership will be perceived as negative

and insane.

Peter said, Were lucky that we have efficient employees to save our time of processing. New

classification methods are evolving as technology advances. The production could be classified as

manual, semi-automated, and fully automated. As far as fully automated processing is concerned,

the manufacturer will give us exact time to start and complete the PROCESS including man hour

matrix.

The challenge is to classify manual and semi-automated processes. Manual process

will have variables. The most dynamic variable is process performer.

There are plenty of variables for e.g. completely trained or incompletely-trained, full time or part

time status, ready for night shifts or not, do play an important role in understanding the

processes and production.

It's wise idea to classify the PROCESS Time based on the classification of VARIABLES like the

PROCESS performer, method of PROCESS, turnaround time for the PROCESS expected, and

nature of the PROCESS (vital, semi-vital, indirect).

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Table 4 Classifying Processes & Variables Affecting Processes

Process name

Process nature

PROCESS variable Minimum time (Min)

Maximum time (Min)

Average Time

XXX Vital Experience One year (PROCESS performer)

25:00 35:00 30: 00

Experience Two years (PROCESS performer)

20:00 30:00 25:00

Experience Three years (PROCESS performer)

18:00 25:00 22:00

Fresher(PROCESS performer)

35:00 50:00 25:00

YYY Indirect Experience one year (PROCESS performer)

62:00 80:00 90:00

Fresher(PROCESS performer)

45:00 70:00 90:00

QQQ Semi Vital Experience Six Months (PROCESS performer)

110:00 170:00 140:00

Fresher (PROCESS performer)

45:00 70:00 90:00

Initially these calculations might take much time, but bypassing these vital calculations will lead

us into confusion in future. We will be directionless when we want to replace the PROCESS, or

when we want to add new PROCESS.

Dumbo said, "Wow! Its too easy to decide the future. I recognized that it's worth investing good

time to classify the processes based on VARIABLES. I will get man hour matrix, job responsibilities

and many more future directions with finest classification of processes."

DUMBO Classified The Processes Based On Variables. He implemented the brain storming

exercise to classify the procedures. He found that earlier assumptions were wrong. Most of the

calculations were in the mind or intuitive. Now he could see processes are classified as vital,

semi-vital and indirect.

Each process is important. We cannot label any process as non-vital; consequently

the process which supports the vital processes could be labeled as indirect process.

Let us imagine we are carrying critical sample form hospital to laboratory. This is an indirect

PROCESS. It is important as it can affect the vital PROCESS of testing.

Transport of sample can be done by fresher more efficiently than an experienced PROCESS

performer who is tuned with processing the samples inside the laboratory than transporting

them to the laboratory.

The indirect PROCESS of transport could be done with training and qualification based PROCESS

capability may not be applied.

Dumbo revealed, Each process whether it is direct or indirect needs attention. If we neglect

indirect processes, the direct processes as well will get negative impact.

This classification of processes filtered the direct processes where Dumbo has right to comment.

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Now Dumbo could revise his organization in such a manner that right person with right

experience with valid ownership is planted.

Step 3: SUB PROCESS MATRIX:

Sub-Classification of Processes

Dumbo started interviewing people with the help of classification of processes. When he initiated

interviews, he was not able to shortlist the people. He reviewed the certificates of graduation or

post-graduation in concerned division. He asked them to share their dreams and aspirations.

Dumbo again stuck because he was unable to grade the people who came for interview. He

found each one is either good or not suitable based on look and communication skills. These

criteria are not enough to select personnel to start the job. He felt this approach is a gamble.

Dumbo called up Peter and asked his opinion.

Peter said, "If he doesnt compel sub-classification of processes it will be a challenge to select

right person for the right job. He might select qualified person for the job but he may not be

perfect for the job.

To choose a perfect person for the job becomes easy if we make sure sub-classification of

processes.

Let's take an example of "tea making" again. If the Tea Making is a process, each one knows tea

making.

What are the sub-processes for TEA MAKING Process?

1. Inventory management (tea powder, sugar, LPG gas, glass cups), 2. Maintenance of Pots, Cups & Containers, 3. Good communication skill, 4. Full-time job, 5. Aware of conventional mathematics such as additions or subtractions, 6. Washing of tools, 7. Driving license, 8. Healthy with no skin disorders, 9. Language skill based on clients' language, 10. Hands on experience of making tea throughout the day

After sub classification of any process we need to classify it again as mandatory, can be

taught, and added requirements. To make it unique we can always sub-classify as follows.

1. M (Mandatory) 2. A (Added) 3. T (Training Possible) DUMBO discovered, Wow! We have developed a compact system which could be labeled as

MAT system. The most important need of the MAT System is it to allow visualizing a

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pattern to shortlist the qualified people. Sub classification of the processes based on MAT

System will certainly help us to work on organization.

Table 5 Classification of Sub-Processes: MAT System

Sr

No

Process Name Employee

Details

Sub-

Process

Number

Sub-Processes Mandatory Added Training

Possible

1 Tea Vending

Machine

Operation

Mr PRT 1. Inventory management (Tea

powder, sugar, LPG gas, glass

cups)

Yes

2. Maintenance of Instrument Yes

3. Good communication skill Yes

4. Full-time job Yes

5. Aware of conventional

mathematics such as

additions or the subtractions

Yes

6. Cleaning of all Tools Yes

7. Driving license Yes

8. Healthy with no skin disorders Yes

9. Language skill based on

clients language

Yes

10. Hands on experience of

making tea throughout the

day

Yes

One of the above sub process Inventory Management suggests that we have potential to train.

The process number 2,3,4,5,6,8 and 10 are mandatory skills which have to be possessed by the

person who intend to do job in the organization. Sub process number seven and nine will help us

to shortlist equally compatible personnel suitable for the job. MAT System has the potential to

shortlist a perfect person for the perfect job.

Dumbo expressed gratitude towards Peter and sub classified his processes. Now Dumbo was

confident at the time of interview and he used to tick the concerned areas of his checklist.

Dumbo has got a super advantage. He could clearly express the causes of rejection to the

expectant employee. Dumbo advised them to work on the areas which they lack. He requested

them to be in touch with the organization. Dumbo ensured future stability. This approach creates

avenue for re-entry of the candidates with better skill set specific to the production or business.

Step 4: MAN HOUR MATRIX:

Calculation of Man-Hours

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Classification of processes and sub classification of processes could give us exact calculation of

man-hours based on the target process.

Table 6 Calculation of Man Hours

Sr

No

Process

Name

Employee

Details

Sub-

Process

Number

Sub-Processes Mandatory Added Training

Possible

Man-

hours /

Day

(Min)

40 Cups

of Tea

1

Tea

Vending

Machine

Operation

Mr PRT

1.

Inventory

management (Tea

powder, sugar, LPG

gas, glass cups)

Yes 10:00

2. Maintenance of

Instrument Yes 40:00

3. Good

communication skill Yes 00:00

4. Full-time job Yes 00:00

5.

Aware of

conventional

mathematics such as

additions or the

subtractions

Yes 60:00

6. Cleaning of all Tools Yes 120:00

7. Driving license Yes 00:00

8. Healthy with no skin

disorders Yes 00:00

9. Language skill based

on clients language Yes 00:00

10.

Hands on

experience of

making tea

throughout the day

Yes 180:00

Peter said, These calculations should be ready before interview. While finalizing the employee,

the organization should be aware of detail job description based on sub processes. Sub-

classification of processes gives us perfect job descriptions.

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Dumbo started interviewing personnel for his organization based on above matrix. He was

comfortable because he ensured ease of employee before joining the organization.

Step 5: DAILY WORK PATTERN:

To develop a daily work pattern

Dumbo was ready with processes and sub classification of processes with interview sheets and

organization as well. He consulted with Peter, about right time to start working on infrastructure

of the organization.

Peters smiled, Dear Dumbo, I don't think its a right time to consider infrastructure of the

organization. Mere sub classifying processes and completing organogram is not enough to start

working on infrastructure of the organization.

Peter asked Dumbo to imagine the first day of working with selected employees.

Dumbo was unable to visualize the first day of production.

Peter said, Development of a daily work pattern is essential part of any organization. If daily

work pattern is not established before starting the organization, it will cause systemic errors at

each level of process and sub processes. The employees will be habitual for the systemic errors. 1

hour lunch time will be the rule when 30 minutes is the norm. Managers will not be able to

produce exact data to management.

Every employee will try to prove himself from the day one and if they are not

directed in the right direction, jealousy will replace the healthy competition. Human

has natural tendency to compare. The prime task in any business is keeping

employees busy.

Dumbo asked Peter, What will be the workload on the first day? How should I get the idea?

Peter said, "Exactly! Its difficult to decide the work pattern without projections and task matrix.

Peter Continued, The work pattern requires anticipation of the projected work. You need to

work on probabilities. You should imagine from no work to largest work spectrum. Please review

the following pattern.

The workload is planned as projects. Each department head sub classifies and complete the tasks

in time.

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Figure 3Daily Work Pattern Development Responsibilities

Let's think tea making again. Either nobody will come for the tea or more than 10 customers. So

we can have three to four values means four probable projections, for e.g. 0, 10, 50 and 100.

These assumptions based on processes and sub-processes help us to calculate organizations

ability of production. The following example is just a small coverage. This might require extensive

discussions to determine scenario based contribution capability from the organization. The level

of automation as well impact these calculations.

Receptionist Training

SOPs

Government Communication Drafts

Houskeeping SOPs

Core Values Alignment

Mission Statement / Mission Bullets

QMS Alignment

SOPs

Training

Equipment Commissioning

Preparation JDs

QMS Alignment

SOPs

Salary Structure

Training Process

Competence Assessment Human

Resource Department

Production Department

Administration Department

Quality Department

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Table 7: Process & Sub-Process Based Capability Analysis To Handle Work Load Scenarios

Sr

No

Process

Name Sub-Processes

Man-hours /

Day (HRS : Min)

0 Cups of Tea

2 Employees

Man-hours / Day

(HRS : Min)

10 Cups of Tea:

2 Employees

Man-hours / Day

(HRS : Min)

50 Cups of Tea:

2 Employees

Man-hours / Day

(HRS : Min)

100 Cups of

Tea: 2

Employees

1. Tea

Making

1. Inventory

management

(tea powder,

sugar, LPG

gas, glass

cups)

00:00 00:10 00:30 01:00

2. Maintenance

of all pots 00:00 01:00 01:30 01:00

3. Daily

Accounting 00:00 00:20 01:00 01:00

4. Washing is of

all tools 00:00 01:00 04:00 06:00

5. Making tea

throughout

the day

00:00 01:30 06:00 12:00

Most of the organizations start working and then set up Quality

Management System. I will recommend setting up Imaginary Quality

Management System first and start working to get a REAL GOOD START.

In zero work areas at the first phase of the project, we could delegate pending tasks related to

Quality Management System. Until we will visualize the work pattern, we will never know how to

use employee power to finish tasks.

Dumbo accepted his mistake. He never thought of establishment of Quality Management System

before actual start of business. He supposed to start production first and then establishment of

QMS. After explanation by Peter he developed excellent task matrix which will make sure every

employee is busy. He instantly took the project plan and determined probable work pattern by

utilizing probable projections. He changed his plans and Quality Management System got the

priority over production. This approach will reduce the unexpected errors. It will save time &

money spent on corrective actions and preventive actions.

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All employees have the daily task sheet. The notice board has productivity matrix based on task

completion report. Every employee started fighting with his own limitations and poor skills. The

work pattern determination changed the work environment to competitive self-improvement

efforts.

Dreams are meant to give you a GOOD SENSATION. DREAMERS NOT ONLY SENSE

GOOD but ALSO EXECUTE GOOD. THEY TRANSFORM DREAMS into REALITY.

Purposefully deleted middle chapters

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Phase 7: Sustain Phase The successful young adults are now happy, stable and experienced citizens concentrating on

contributing to the community through philanthropic approach which gives them peace and

popularity. They become health conscious and starts spending more time to meditate,

performing yoga and helping young generation to be like them for strengthening their

surroundings. In this phase you will learn methods which will enable you to determine level of

success and modulate your business. You will gain supreme pathway to make your business a

brand which will live longer than you.

0

20

40

60

80

100

120

Cheers !! You Reached Phase 5: Enhance Skills

Conception

Sustain

Enhance Skills

Self-Reliance

PLan Your Contribution

Observe & Learn

Birth

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Final Product & Compliance Dumbos organization received acclamations for his business as MOST IMPRESSIVE

ENTREPRENEUER. The start-up organizations initiated inviting him for guest lecture. Dumbo was

too busy now.

He could not give adequate time for his family. He was sensing family issue in future when he

analyzed time spent since last six months. He found following distribution of his lifestyle as a

BUSY CORPORATE comparative to IDEAL LIFESTYLE of CORPORATE EMPLOYEE.

Table 8: Work Life Balance

Life Style Particulars Ideal

Corporate (%)

Ideal Per week Hours

Ideal Per Month hours

Ideal Per Day Hours

Busy Corporate

(%)

Busy Per week Hours

Busy Per Month hours

Busy Per Day

Hours

FAMILY 11% 19.2 82.1 2.7 11% 18.5 79.2 2.64

Health 4% 6.7 28.8 1.0 0% 0.0 0 0

Miscellaneous (Morning Time & Eve Party)

9% 14.3 61.2 2.0 16% 26.9 115.2 3.84

SOCIAL 4% 6.7 28.8 1.0 1% 1.7 7.2 0.24

Spiritual (Meditation) 1% 2.0 8.6 0.3 0% 0.0 0 0

STRESS (Phone & Work at Home)

4% 7.1 30.2 1.0 12% 20.2 86.4 2.88

WORK 34% 56.3 241.2 8.0 35% 58.8 252 8.4

SLEEP 33% 55.8 239.0 8.0 25% 42.0 180 6

Dumbo was shocked finding himself at huge risk with important fronts like health, spiritual

development and stress. He conveyed his fear to Peter. He asked Dumbo to send the graphical

representation of his data analytics. Dumbo immediately prepared the graph as follows and sent

an E mail to Peter.

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Figure 4: Work Life Balance

Peter answered his e mail, This is shocking news. While following our dream, we forget our

health, family and social commitment. The high stress level seems to be a sign of success. I am

happy that you have analyzed and compared your life style with ideal data. Your approach

towards preventing the future health & family issues is excellent. I appreciate your proactive

steps to restore your personal loss. Please start working against 4 enemies. I wish you all the best

to take yourself on the track of GOOD HEALTH, HAPPY FAMILY, PROFITABLE BUSINESS & STRESS

FREE FUTURE.

11%

4%

9%

4%

1%

4%

34% 33%

11%

0%

16%

1% 0%

12%

35%

25%

FAMILY Health MISC(Morning

time & EveParty)

SOCIAL Spiritual(Meditation)

STRESS(Phone &Work atHome)

WORK SLEEP

The TOP 4 Enemies of a BUSY CORPORATE EMPLOYEE

Ideal Corporate (%) Busy Corporate (%)

This is diagrammatic representation of work hour contribution by a BUSY CORPORATE & IDEAL CORPORATE EMPLPOYEE. The TOP 4 ENEMIES 1. Excessive Evening Parties 2. Talking of Phone 3. Extra Work at Home & 4. Lack of Healthcare & Meditation

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Equation 1: The Successful Businessman

The business heads concentrate on PROFIT and get definite LOSS at personal & social front. The

supreme criterion of compliance to FINAL PRODUCT is HAPPINESS of the organization including

business head. We shall have data analysis of indicators of job satisfaction and happiness. The

organization shall strive for uplifting the social, personal & spiritual level of organization.

Philanthropic drives by the organization fuel long term stability and customer delight. The

organization shall travel with an aura of long term stability and sustainability to help the new

generation and community in constructive and virtuous manner.

Dumbo, today I am closing my project to search one more Dumbo who needs my help. If you

miss me, review THE QUALITY MANAGEMENT SYSTEM and you will find me in every policy and

every word. Learning new things is essential for staying ahead of competition. We are tiny part of

the divine evolution with potential to glow this universe with CONTENTMENT and ENDURANCE.

Dumbo Answered to Peter, I thank you and assure best contribution to this universe.

Good Health

Happy Family

Stress Free Life

Profit The Successful Businessman