Leveraging Quality Management Systems
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www.cebos.com How to do More with Less: Leveraging the Quality Management System
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http://CEBOS.com | How are companies realizing real productivity gains? One answer is through business process automation solutions. With such solutions successfully in place, productivity can increase as much as 50%, and with an integrated system, to as much as 85%.
Transcript of Leveraging Quality Management Systems
www.cebos.com
How to do More with Less:
Leveraging the Quality
Management System
Page 2
State of the Economy
Unemployment • 9.7% as of August 2009
• Approximately 14.9 million people impacted
Recession • Tremendous negative impact
• U.S. and the world
Source: Bureau of Labor Statistics
Page 3
Signs of Improvement
Historically, companies begin to hire to meet
increased orders • Now, finding ways to do more with less
• Delaying or eliminating new hires to stay competitive
Rapid growth in productivity here and abroad • Productivity per hour has increased
2000
2007
Source: Bureau of Labor Statistics
Total hours : 16%
Page 4
Productivity Gains
Software • Helps companies do more with
less
Improve compliance • Customer
• Regulatory requirements
• Quality standard requirements
Use of Business Process Automation (BPA) • Productivity increase: as much as 50%
With integration of BPA Solutions Up to 85%
50%
85%
Page 5
Opportunities
Understand the typical
productivity “wins” of others
Understand where existing
technology can be improved
Places to look: • Communication
• Data and Data Management
• Reporting
• Systems
Page 6
Communication
Rethink e-mail • Labor intensive method of sharing information
Task management • Automate reminders and notifications
Business Process Automation (BPA) Databases • Single, central database
• Pre-defined event notifications
Benefit
• Fewer manual emails sent
• Fewer emails to be read
Page 7
BPM Databases
Automate sequenced order tasks • Examples: document change requests, supplier approvals
Productivity gains through reduction of paper forms
Change logs automatically update; error potential
reduced
Secure record retention with improved accessibility
Page 8
Data and Data Management
Compliance using data management and
warehousing • Standards e.g. ISO 9001:2008, ISO/TS 16949, 21 CFR Part 11
Documentation accessible via one interface screen
and keyword search
Page 9
Integrated Database Systems
Allow for procedure changes
Can be organized and reports generated
More efficient and compliant • Employees complete required work quickly
• Customer and quality standards requirements
Page 10
Reporting
Report format • Satisfy management /customer
requirements
Flexible solution • Write user-defined reports
• Provide standard templates
• Pre-formatted reports
Dynamic reporting • Simple interface screen
• Define report parameters
Query data via one
application • Software solution with
integrated reporting
• Stand-alone data mining tools
Page 11
Systems
Provide enhanced productivity when consolidated
Common systems: • Reduce need for individualized training
• Require less IT staff support
• Provide centralized location for current information
• Enable and enhance communication
Page 12
A Practical Guide
Identifying & acting on specific opportunities for
productivity gains can be daunting
Poorly designed, incorrectly applied or
implemented – can negate gains
Practical framework assists in identifying &
implementing opportunities successfully
Page 13
Discovering an Organizational Need
Consider current state of
automation
Assess organizational
needs/ objectives
Are benchmark tools &
processes being used?
Organizational Need
Page 14
Considerations
Company’s needs for improving compliance • ISO, TS, customer or regulatory requirements
Remember seemingly “minor” issues, e.g.: • Multiple individual spreadsheets with conflicting data from which
decisions will be made
Manufacturer’s past corrective actions & other audit
findings
Any areas of inefficiency or
ineffectiveness should be inspected
Page 15
Set Objectives
Address organizational needs
Analyze resources • What can be saved utilizing new solution?
Build business case to support
reason for change
Page 16
Gap Analysis
Analyze the gap • What is necessary to be
successful with each solution?
Document where
company wants to be
vs. where they are
Define what is
required to reach goal
Page 17
Create a Plan
Critical to getting buy-in
and funding
Carefully describe entire
long-term plan
Page 18
Ideas for Topics
Identified gaps by
priority
Specific timeline &
responsibility
Solutions to fill gaps
Business case
Management approval
Measuring success
Baseline measures &
goals
Criteria & weighting
New solution
marketing &
communication
User training
Page 19
Execute and Measure
Execute the plan • Schedule recurring status meetings
• Set due dates
• Assess timeline
Measure performance • Growth should start slow
• Build rapidly
New tools & processes should not be forced –
should be desired
www.cebos.com
If you would like to learn more about quality management
systems, we invite you to visit our quality management
system resource page:
http://www.cebos.com/quality-management-system/
For a PDF version of this whitepaper, please visit:
http://www.cebos.com/wp-content/uploads/CEBOS
-Whitepaper-How-To-Do-More-With-Less.pdf
Article History and Sources
First published in Quality Magazine, December 1, 2004
Revised by Bob Herdoiza, August 2009
http://www.qualitymag.com/Articles/Feature_Article/
f8bb2620c7c38010VgnVCM100000f932a8c0
Economic data taken from a United States Labor Department publication
from Feb. 2009. See page 98. http://www.bls.gov/opub/mlr/2009/02/mlr200902.pdf
www.cebos.com
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Phone: 810.534.2222
E-mail: [email protected]
Images used with permission from Microsoft.
