:bigwave: HI!!

I would like your opinion / feedback on the attached process map. This is my first attempt of creating a process map for my company.

I'm more concerned with the actual format, not the process steps.

Thanks for your help,

Jennifer

JSmith:

Hi. Shouldn't the Audit Report, etc. on the very bottom right be tied to the top left, as an input to subsequent reviews?

Craig

Yes your right good point.

I should also tie in the management review process as well.

What do you think about the general format / appearence?

Jennifer

:bigwave: HI!!

I would like your opinion / feedback on the attached process map. This is my first attempt of creating a process map for my company.

I'm more concerned with the actual format, not the process steps.

Thanks for your help,

Jennifer

Jennifer,

I like the actual format. It's simple, to the point, and most importantly - understandable.

Good Job!
:applause:

:applause: Your format is original, comprehensive and highly visual. It includes all the information that will help implement and maintain the process: responsibilities, inputs/ outputs, documentation, measureables and flow of steps.

A couple of concerns:
- Have you thought about how will you deal with long or branched processes?
- You have a title and owner but no revision date. Will you be including this flowchart permanently in your documentation? Will you need to apply a document number? Are there any other document control issues to be addressed?

Opportunity:
Since this document is created with Visio, it is possible to create hyperlinks between the flowchart and other documents like other flowcharts, procedures, forms, etc.

This is my first attempt of creating a process map for my company.
Hey Jennifer... Some first attempt... Thumbs up of course.:agree1: It looks great and is easy to follow. Full marks as far as I'm concerned.

/Claes

Jennifer,

Great work. I too use Visio and recently also got a copy of Adobe Writer so I can post all of my new stuff on our Intranet a lot easier. I think your Flow charts are great. Visually they are not too cluttered and the colour helps segregate the Actions, Responibility and Documentation. The Inputs, Process and Outputs are indicated - although IMHO this is not always possible. I have recently process mapped most of my organsiation and adopted the same process mapping method across the entire organisation although we do not use the flowchart symbols. I have attached some of my basic process charts below:

QSP CIS QA-07.doc (http://elsmar.com/Forums/attachment.php?attachmentid=1843)
QSP 1.3 R01 CIC.doc (http://elsmar.com/Forums/attachment.php?attachmentid=1547)


Greg B

Jennifer,
This "first effort" is VERY SLICK in appearance. I agree with you that you can work out the kinks as you go. I was very impressed with the 3 tiers (input, process, output) visual - very straightforward and plain. I also liked the color code for various aspects.

I think the comment about taking advantage of being able to put links to "daughter slides" (showing details or sub processes) is an excellent one you ought to embrace.
Will you put this on your organization's in-house network, Virtual Private Network, or on the Internet? (Why limit yourself to paper?)

Jennifer,

It is really a user friendly process map, great job.

I am also creating my first process map, would it possible to give me some comments.

Many thanks.

I have to say that this thread is exactly what I was looking for today. I have completed simple process mapping for our TS registration, I am now in the mode of improving them both visually and their usefullness to the organization. I went the route of a matrix style first, which I will attach a copy. I am now looking at using visio and in addition to the mapping, I want to intergrate them right into the work instruction. Like a two column page on the left would be text and the right would be the flowchart.

I have a quality manager that wants to get rid of all of the text and just go with flowcharts. I am not sold on this yet, especially since our system has to work for three different facilities - all doing heat treating but with some slight differences. I have written the text to include the differences and that could get lost on a flowchart. Anyway - thanks for the comments and this thread. It is great to be thinking about something and go to the Cove and BAM! there it is. Thanks.

Thank you for all the feedback! I definetely got some ideas for this process map from this website. It's been a great help!

I will be putting all process maps on the company Intranet. I envision a high-level process flow showing the entire business process and process linkages. From this high level document, anyone would be able to drill down to all other processes, procedures, forms, visual aids, etc.

The process map that I attached is still incomplete. I will be adding the document control information and an additional page showing revision history.


Regarding long or branched out processes; I will be able to make the Visio flowchart as large as possible to accommodate these processes but still be able to fit all the contents onto one page. I'm hoping that by issuing the documents electronically, it won't make a difference how much information is on one page. But this is something that I will have to work out.

I have a quality manager that wants to get rid of all of the text and just go with flowcharts. I am not sold on this yet, especially since our system has to work for three different facilities - all doing heat treating but with some slight differences. I have written the text to include the differences and that could get lost on a flowchart.

Tom,

As far as a flowchart being used to define (or allow for) the slight differences between facilities, how about using a flowchart that branches into three alternative paths (based on the facility) and then illustrates the branches coming back together for the common process steps. You could add enough text (facility labels for each the branches) to define the use of the alternative flows.

Just a thought.

Regarding long or branched out processes; I will be able to make the Visio flowchart as large as possible to accommodate these processes but still be able to fit all the contents onto one page. I'm hoping that by issuing the documents electronically, it won't make a difference how much information is on one page. But this is something that I will have to work out.

Jen,

Regarding long or branched out processes, as has been mentioned before Visio has the capability to use hypertext - so in-lieu of increasing the size of the flowchart to include these branches (or greater definition of them) why not lead the user to the branch then using hypertext allow them to click on that specific branch label and open a more defined flowchart specific to that branch (then they could either use the "back" button, or you could provide hypertext within the detailed branch to take them back to the more general flow).

Tom,

As far as a flowchart being used to define (or allow for) the slight differences between facilities, how about using a flowchart that branches into three alternative paths (based on the facility) and then illustrates the branches coming back together for the common process steps. You could add enough text (facility labels for each the branches) to define the use of the alternative flows.

Just a thought.

That is a good idea - I just am not sold on flowcharts only. I think you can lose the intent and meaning of a requirement with just a box with very little text. I might be overthinking it, but I would rather over explain something compared to under-explaining it. I am intergrating many more visuals to include flowcharts in the documentation to assist in the understanding and the flow of requirements. This could one day lead to more reliance on the visual rather than the text.

Jen,

Regarding long or branched out processes, as has been mentioned before Visio has the capability to use hypertext - so in-lieu of increasing the size of the flowchart to include these branches (or greater definition of them) why not lead the user to the branch then using hypertext allow them to click on that specific branch label and open a more defined flowchart specific to that branch (then they could either use the "back" button, or you could provide hypertext within the detailed branch to take them back to the more general flow).For the print form, you can enhance the hyperlink with a simple reference to the detailed chart by page and document number.

Sorry for the delay in responding, I've been spending most of my time on the road lately.

Jennifer, This looks good. A couple of thoughts.

1) Do you have a higher level map that would show where this fits into the big picture?

2) On your measurables, you show having a closing meeting within 3 days of the audit. Most internal audits I've seen have the closing meeting immediately following the audit (as part of the audit). Could you unpack that a bit?

Thanks,

Hi db,

I have not created the upper level process flow yet. But I would reference this internal auditing procedure as a supporting process, which would be outside of the overall business flow.

Regarding the closing meeting; the lead auditor would normally conduct the audit and informally review the observations & findings with the responsible department manager at the end of the audit. For my audit records, I require the lead auditor to complete an audit report that summarizes the audit (areas audited, non-conformances issued, etc). I also require that all audit findings be recorded on an Internal Audit Non-Conformance report (NCR). Both of these reports need to be signed by the area manager. The reason for the closing meeting being held within 3 days of the audit is to give the lead auditor some time to prepare these documents.


Thank you Wes and ddhartma. I am planning on incorporating your suggestions into my process flows.

Thanks,

Hi db,

I have not created the upper level process flow yet. But I would reference this internal auditing procedure as a supporting process, which would be outside of the overall business flow.

Regarding the closing meeting; the lead auditor would normally conduct the audit and informally review the observations & findings with the responsible department manager at the end of the audit. For my audit records, I require the lead auditor to complete an audit report that summarizes the audit (areas audited, non-conformances issued, etc). I also require that all audit findings be recorded on an Internal Audit Non-Conformance report (NCR). Both of these reports need to be signed by the area manager. The reason for the closing meeting being held within 3 days of the audit is to give the lead auditor some time to prepare these documents.

Thanks,

Okay, that makes sense. It is what we normally do when we perform a gap analysis. We have a closing meeting following the audit, and then a separate meeting when we present the audit report. That's kinda what I was envisioning, but just had to check to make sure.

It sounds to me like you pretty much got this thing figured out! :agree1:

I have to say that this thread is exactly what I was looking for today. I have completed simple process mapping for our TS registration, I am now in the mode of improving them both visually and their usefullness to the organization. I went the route of a matrix style first, which I will attach a copy. I am now looking at using visio and in addition to the mapping, I want to intergrate them right into the work instruction. Like a two column page on the left would be text and the right would be the flowchart.

I have a quality manager that wants to get rid of all of the text and just go with flowcharts. I am not sold on this yet, especially since our system has to work for three different facilities - all doing heat treating but with some slight differences. I have written the text to include the differences and that could get lost on a flowchart. Anyway - thanks for the comments and this thread. It is great to be thinking about something and go to the Cove and BAM! there it is. Thanks.

Tom,
This is probably the most downloaded of all of the attachments that I have submitted to the cove. It is my procedure on our 'Continuous Improvement Suggestion Scheme'. It has a flow chart accompanied by text that is used as prompts. I still need to include a reference in all of my stuff to competence levels because a person using a flowchart only must have a level of competence that allows them to understand the 'smaller' issues that a flowchart skims over. We believe that Training and the use of Work instructions/Flowcharts have to go hand in hand. We are still aiming at a lot of low level Work instructions (for our part time and caual operators) that will involve step by step digital photos and text, in two column format because these operators cannot be expected to have the same training as long term experienced operators. It is always a battle to evaluate the needs of the users and the system against the wants of management.

http://elsmar.com/Forums/attachment.php?attachmentid=1843


Greg B

Attached is a contract review process that we currently use for QS 9000. It is a 3 part procedure that incorporates a flow chart with listed responsibilities and a comments section that I use for clarification purposes.

Attached is a contract review process that we currently use for QS 9000. It is a 3 part procedure that incorporates a flow chart with listed responsibilities and a comments section that I use for clarification purposes.

Jen,
Welcome to the Cove.
I like the idea of Flowchart, Responsibility and Text. It is very effective. :applause:
I have always wondered though why companies have all of their approvals and revision status in their documents. I have no signatures in my documents other than the policy. They are approved and reapporved ,on change, by other means. I also maintain the overall revison status separately. We are moving to the process mapping technique I attached previously and have 'decluttered' our entire system so that a user can pick up a procedure and see it directly and not have to wade thru many pages of 'QA' stuff that does not interest them (their words). Our standard WI used to have five separate chapters (pages) before the Action page (Procedure). These included a Contents and Revision page with approvals, dates etc, a Safety page, Tools page, Associated Documents and a couple more than I cannot remember. When we asked our operators what they wanted they asked that all of the clutter be removed. Sorry, if this may sound like I am criticising your procedures (I AM NOT) I am just showing why ours may seem so sparse. This works for OUR company and OUR registrar.

Greg B

Hi Greg and thanks for the welcome.

I completely understand the reasoning for removing the revision history, approvals, etc. I would say that 99% of the folks that use the procedures never look at the first two pages anyways.

Do you maintain a seperate list that shows all the items that have been changed for each process / procedure? Could you tell me more about how your system works?

The last procedure that I attached (Contract Review) is what we currently use with our QS 9000 system. I am in the process of developing process map templates for TS and would like to make them as simple and user friendly as possible. Maybe I would be able to use something simular to what you use.

Thanks,

Excellent examples!

The intergrated documents (those with text and flowchart / drawings) is where I am heading. I am also looking to revise the Process Parameter Matrix that I attached earlier to this thread. The new version is still under development but this will give you and idea of what I am looking at for process mapping.

The table on the left would be filled out with the info on the current PPM.

Hi Greg and thanks for the welcome.
I completely understand the reasoning for removing the revision history, approvals, etc. I would say that 99% of the folks that use the procedures never look at the first two pages anyways.
Do you maintain a seperate list that shows all the items that have been changed for each process / procedure? Could you tell me more about how your system works?
Thanks,
Jen,

The system we use is a 'Freeware' document register. We have been using it for about 18 months. It is located at:
http://dms.markuswestphal.de/about.html
The system is constantly being upgraded by the developer and our IT guy downloads the updates on a regular basis. I have attached a screen shot of one of the pages in the system and you can see that the system keeps a copy of the updated document each time a new revision is uploaded. In this way I do not have to monitor changes as the system does it automatically. It is maintained on our intranet and most of our documents are in 'Word' or Excel' but it basically will publish any document. Here is the link to a previous post, I started, on the Document Regsiter:
http://elsmar.com/Forums/showthread.php?p=52059#post52059
Here is a post with 'User Guides' I made for the System Users and Administrators:
http://elsmar.com/Forums/showpost.php?p=66719&postcount=16

PS: I have recommended this system in a number of threads and I do not know trhe guy that designed it nor do I recieve any type of kick back. I just think it is a VERY good system and it is FREE.

I hope it helps someone.

Greg B