Documentation Structure - What Do You Think?

D

Don Watt

#11
The current system(?) I'm working with is certainly over complicated.
Level 1 : Group Quality Manual + Individual Site Quality Manual
Level 2 : Site Quality Operating Procedures + Individual Business Unit Operating Procedures (generally run to several pages of text)
Level 3 : "Work Instructions" - basically single page including photo's / drawings = training documents covering all aspects e.g. from machine parameter adjustment to checking / topping up lubrication oil. In addition "Setter Training Manuals" to cover the in-depth requirements

I like the idea of procedures / instructions being max 2 sides A4 preferably flowchart/visual format- presumably if so the backup detail will be documented elsewhere e.g. in a training document(which would need to be controlled)

Any suggestions on how to sort the maze of documents into manageable chunks????
 
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B

BWoods

#12
Quote from Don:
---------------------------------------------
Any suggestions on how to sort the maze of documents into manageable
chunks????
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I don't know of an "easy" way to make a significant change like that. I am not sure "easy" and "change" are two words that should be in the same sentence when you are talking about changing "the way we always do it" in an OEM environment.

I just firmly believe that we are kidding ourselves when we put multipule page, complicated documents in front of an operator, assembler, etc., and say they are reading and following the Work Instruction. Try to sit at that station yourself and "read" the procedure and keep up with the production flow. It normally doesn't work.

I can only tell you Don, that I think it is worth the effort to break out the detailed, step by step, how too, from an overview. Assume the operator knows their job and just give them an outline in the form of a flow chart. Save the detailed many page procedures for the training manual.
 
D
#13
I too, disagree and agree with these issues. It's very cumbersome to keep up with all these work instructions, but is it not the intent of QS to establish work instructions so everyone is doing things the same way? So an employee off the street can perform the duty? If you are only flowcharting to get a certificate for the standarad and they are useless on the shop floor; then you don't need them at all. Yes, they are cumbersome (and a headache) but when an operator needs them to do their job (which is what they are for) will the flowchart get them through?
 
B

BWoods

#14
Dawn:

You missed our point 100%.

This is not to get QS/TS certified, this is a far better system. Operators don't/can't take the time to look at long, detailed procedures (I know companies with 10 second tach times for their automated production lines).

The baseline for this system is trained/certified operators. The person knows how to do their job and only needs the briefest of a Work Instruction (flow chart) with annotations.

The Training Manual is the detailed document. Assumes you know nothing - walked in off the street.

The Training Manual is available to experienced operators, should they ever need it.

Bottom line: Detailed Work Instructions don't work in most production lines. So if we really want our operators to follow the Work Instruction, then we had better do the following:

[1] Train them very well (certify)
[2] Put very consise Work Instr. in front of them. I like annotated flow charts for this.
[3] Make the training manual available.
[4] Audit them freq.
[5] Retrain/recertify periodically.

I hope this further clarifies the idea.
 
A

abacaxi

#15
Don asked:
>Any suggestions on how to sort the maze of >documents into manageable chunks????

Here's the revolutionary way I am doing something similar ... I'm asking the operators to come to a consensus about what information needs to be together as a single work instruction, what they need to know at each work station, where 1-page setup parameter sheets would be useful, etc.
It's a production line, but they seldom make the same thing longer than one shift before they have to re-set the tools on the line for the next kind of product - lots of very detailed information they would rather NOT have to remember.

I don't know enough about the process to make that sort of decision.
 
D

Don Watt

#16
Thanks for the replies. I plan to move forward by determining what documentation is necessary to actually do any given job e.g. parameters / reference specifications / visual acceptance standards / reaction plans. These will be posted at the work station.

The more detailed "how to" will be compiled into training manuals held in a central location.(Hopefully this will meet the requirement for "job instructions should be available at the time needed without disruption to the job being performed by the operator"
 
A

AJPaton

#17
Jim, your problem sounds familiar.
We've got Bills of Materials (BOM), which are locally controlled documents, and assembly drawings, electonically controlled by a separate entity.
The drawings support the BOMs, but the BOMs don't specify which revision the drawing should be at. Our auditor said that if the assembly drawings are used they should be controlled. Currently they're only controlled when they're on the network. Working on that one.
We could argue that the BOM is the document to build to, and general work instructions which cover families of assemblies cover the level 3 work instructions. Has this worked in the past?
 
I

Inthewind98

#18
The intent of a work instruction (in my opinion) is information that would fall out of the realm of the Job Title. In most cases it should be part specific (or machine specific). I have had very favorable results from combining my work instructiion into a process sheet. It covers all the Quality requirements for the operation that is being performed. It includes all the items that are covered in the control plan for that specific operation. The frequencies. dimensional and statistical requirements as well as any set up information are covered. Some items such as next operation and handling intructions can be covered in a title box format. I incorporate all this into a blueprint format on one page so that it can be placed or as I have done hung at the machine. I found that my operators are more prone to rely on the information in this format. I have had success and more importantly noticed that the operators take ownership because it is directly related to the task at hand.
 
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