context diagram development

Neville Clarke IndonesiaRev 0.1 - Apr 2001

Slide No. 1

CONTEXT DIAGRAMDEVELOPMENT


Slide No. 2

OBJECTIVE

To develop the essential PROCESS flow diagram for the process groups or functions identified for the effective operation of the company business and meeting the quality system standard

RESULTING TASK

Each Process Group Owner to develop the first draft context diagram for the function/s within their responsibility


Slide No. 3

TRAINING PROGRAM

• Introduction to Context Diagram

• Context Diagram Development Process

• Exercise

• Review

AM

PM


Slide No. 4

SESSION 1INTRODUCTION TO CONTEXT DIAGRAM

• Process Definition

• Context Diagram Definition

• Value of Context Diagram

• Example of Context Diagram- Material Control


Slide No. 5

PROCESS DEFINITION

“ A PROCESS is a set of linked activities that take an input and transform it to create a desired output with the available resources.”

Neville Clarke Indonesia


Slide No. 6

PROCESSES

CONTROLS

• Procedure• Standards (ISO9000)• Guidelines• Rules• Conditions

RequiredOutput(TO)

(FROM)INPUTS

• Information• Material• Instruction

MECHANISMS

• People• Machine• Tools• Computing


Slide No. 7

CONTEXT DIAGRAM DEFINITIONS

A visual flowchart of the essential processes and their interrelationship which define how a function, identified in the Business Process, operates effectively under a defined capability and capacity

Neville-Clarke Indonesia


Slide No. 8

VALUE OF CONTEXT DIAGRAMS

• Clarify the processes of a function. (You know what is happening)

• Clarify the Input and Output requirements (You know what are the process requirements)

• Improve communication between processes and functions• Opportunities for Process Improvement• Effective maintenance of QMS Documentation• Ensure an integrated Quality Management System is

achieved


Slide No. 9

TYPICAL SERVICE ORGANIZATION

CustomerRequirement

CustomerRequirement

BusinessPlans/Objectives

BusinessPlans/Objectives

Sales/ContractsSales/Contracts

MaterialControl

MaterialControl

Evaluation andPlanning

Evaluation andPlanning

OperationalOperational

Technical SupportTechnical Support

Review andImprovement

Review andImprovementCustomerCustomer


Slide No. 10

Receiving& Inspection

ConformingGoods Control

Assessment

MATERIAL CONTROL - CONTEXT DIAGRAM

Evaluation and planning

MaterialIssuePlanning

Operational

SupplierEvaluation &Qualification

SupplierPurchasing

Goods Kitting &Issue

Return GoodsControl

MonthlyInventory

Storage Process

Non

MaterialDatabase

SupplierDatabase

Goods


Slide No. 11

• Context Diagram Flowcharting symbol• Context Diagram Flowcharting process• Sample Context Diagram

SESSION 2CONTEXT DIAGRAM

DEVELOPMENT PROCESS


Slide No. 12

CONTEXT DIAGRAM FLOWCHARTING SYMBOL

OPERATIONALPROCESS

VERIFICATION/REVIEWPROCESS

FILE STORAGE

ELECTRONICSTORAGE

EXTERNAL PARTY/OTHER PROCESSGROUP


Slide No. 13

CONTEXT DIAGRAM FLOWCHARTING PROCESS

1. Identify the various processes involved in the functioning of each Process Group and provide the information required in the Context Diagram Identification Table.

2. Identify the new process/s require to comply to the ISO9001 requirements or improve on current system.


Slide No. 14

EXAMPLE: TYPICAL POLICY ISSUESPolicy issues related to MATERIAL CONTROL processes typically revolve around:

1. Need for a Vendor approval process.

2. Need to have a defined housekeeping practices.

3. Need for defective goods to be clearly identified as such, and

segregated.

4. Need for “shelf life” practices and “stock rotation”.

Policy issues arise from the ISO 9001 requirement:

1. Is there any records of the result of vendor evaluations?

2. Is all material identified?

3. Is appropriate level of Goods-In Inspection and test carried out?

4. Is status of all material clearly identified?

5. Are stock locations clearly identified?

6. Is a Quarantine area available?

7. Are handing practices clearly specified?


Slide No. 15

QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

No. Specific Issue Highlighted Recommendation

Current system for selection of supplier is only based on the assessment of submitted quotations (price/ specification). There is no formal system of assessment of suppliers before purchase which is the major cause of reject pools upon receipt. This is also against the requirement of ISO 9001 7.4.1

- To develop and implement the following system in the purchasing function to ensure the quality of incoming material:

1. New Supplier Evaluation and Selection 2. Current Supplier Performance Evaluation and Qualification- To maintain a Approved Supplier List to record

qualified supplier for future purchase

Signed: Process Group Owner Date

Response from Steering Group:

Recommendation accepted. Implement ASAP.

Signed: Date

Context Diagram Title: Material Control Page 1 of 1

01


Slide No. 16

• Purchase Requisition• Good Issue Note

• Request for Quotation

• Purchase Order

• Material Requirement Plan

• Material Request Slip

• Purchase Requisition

• Supplier Database• Supplier Catalog

• Supplier Quotation

• Purchase Requisition• Supplier Quotation

CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________

NO PROCESSES/ACTIVITIES TITLE

INPUT OUTPUT ISO9001/2ELEMENT

Material request processing

Material availability checks

Purchase Requisition verification

Supplier Sourcing

Quotation evaluation and selection

Purchase Order Processing

01

02

03

04

05

06

7.4.2

7.5.5

7.4.2

7.4.1

7.4.1

7.4.2

BEFORE SUB-GROUPING


Slide No. 17

• Import Documentation

• Purchase Order

• New Supplier Evaluation Request

• Annual Supplier Performance

• Purchase Order• Supplier Quotation

• Purchase Order• Supplier Quotation

• Amendment Request

• New Supplier Request

• Quarterly Supplier Performance


NO

Local Purchase Processing

Import Process

Purchase Order Amendment

New Supplier Evaluation and Selection

Current Supplier Performance Evaluation and Qualification

07

08

09

10

11

PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________

PROCESSES/ACTIVITIES TITLE


BEFORE SUB-GROUPING

7.4.2

7.4.2

7.4.2

7.4.1

7.4.1


Slide No. 18

CONTEXT DIAGRAM FLOWCHARTING PROCESS (cont’d)

3. Process Sub-grouping based on common objectives of processes identified

4. Identify the sequence of processes within each Context Diagram

5. Confirm the input and output of each process

6. Map ISO9001 requirement into Context Diagram.


Slide No. 19

• Purchase Requisition• Goods Issue Note

• Purchase Order• Import Documentation

• New Supplier Evaluation Report


• Material Requirement Plan

• Material Request Slip

• Purchase Requisition• Supplier Database• Supplier Catalog• Supplier Quotation• Purchase Order

Amendment Request

• New Supplier Request• Quarterly Supplier

Performance


NO

Material Issue Planning (subgroup of S/No. 1 & 2)

Purchasing(subgroup of S/No. 3, 4, 5, 6, 7, 8, 9)

Supplier Evaluation and Qualification (subgroup S/No. 10, 11)

A

B

C

7.4.2, 7.5.5

7.4.1, 7.4.2

7.4.1

AFTER SUB-GROUPING

PROCESS GROUP TITLE : Material Control ELEMEN ISO : 4.6, 4.15 .




Slide No. 20

MATERIAL CONTROL - CONTEXT DIAGRAM

Evaluation and planning

MaterialIssuePlanning

Operational

SupplierEvaluation &Qualification

SupplierPurchasing

Goods Kitting &Issue

Return GoodsControl

MonthlyInventory

AssessmentStorage Process

Non

MaterialDatabase

SupplierDatabase

ConformingGoods Control

GoodsReceiving

& Inspection


Slide No. 21

NO


PROCESS GROUP TITLE : ELEMEN ISO : ____________




Slide No. 22

QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

No. Specific Issue Highlighted Recommendation

Response from Steering Group:

Signed: Date

Context Diagram Title: Page of

Signed: Process Group Owner Date

01


Slide No. 23

CONTEXT DIAGRAM FLOWCHARTING PROCESS (cont’d)

7. Review the developed Context Diagram against the Business Process Overview to ensure accuracy of interfaces

8. Conduct a Process Group Owner meeting to verify the interfaces between the different Context Diagram

9. Fine tune the Business Process Overview


Slide No. 24

EXERCISE 1CONTEXT DIAGRAM

1. Form into your Working Team.

2. Select a Process Group to develop the Context Diagram.

3. Identify the relevant ISO clauses.

4. Identify the individual processes (current practices)

5. Identify the Policy Issues based on the ISO requirements.

6. Identify the NEW processes required.

7. Develop the Context Diagram.

8. Ensure proper linkages between process and other C.D.

9. Review against the Business Process to ensure groups interfaces are included.

10. Ensure all ISO 9001 elements are covered.

Timescale : 3 hours (C.D. Development.); 1 hour (presentation)


Slide No. 25

HOMEWORK

• Develop a Context Diagram for every Process Group identified in the Business Process Overview

• Review and finalize Context Diagram between Process Group Owners

• Fine tune Business Process Overview

• Identify the Input/Output, Controls, and Mechanisms for each Process identified using the “PROCEDURE DEVELOPMENT TABLE”


Slide No. 26

PROCEDURE DEVELOPMENT TABLE

PROCODE

PROCESS TITLE&

KEY STEPS

OUTPUT- Information- Data- Processed Material

TO(PRO

CODE)

INPUT- Information- Data- Material

PROCESS GROUP TITLE : Material Control PROCESS GROUP OWNER : John .

FROM(PRO

CODE)

MECHANISMS- Machine- Special Tools- Special Skills

CONTROLS- SOP (Std. Ops Process.)- Standard- Guidelines- Work Instruction - Performance Criteria

SUPPLIER EVALUATION & QUALIFICATION

Receive & Process Request for New Supplier

Source for new Supplier

Request for Quotation and Specification

Document / Site Assessment

C •New Supplier Request

•Quarterly Supplier Perfor-mance

B

E

• New Supplier Assessment Checklist

• New Supplier Qualification Guidelines

• Current Supplier Qualification Criteria

• New Supplier Site Audit SOP

• Performance Criteria- Quality- Cost- Delivery- Consistence- Support/After Sales

Service

• Trained Quality Auditor

• New Supplier Evaluation Report

• Approved Supplier List


B

B

B

context diagram development

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