ISO 9001 - Is there a need to document all of the processes or just parts of it?

K

kcmomde

#1
We are currently working on ISO 9001 and I have a question on documenting a process. I'm finding out that process owners have decided not to document the whole process, just parts of it and I'm not sure if that is okay or not. More specifically, the process is purchasing and the issue is that sometimes they send out a letter of intent to a supplier and sometimes not, but that is not documented anywhere in their process and the letter of intent template is not controlled. Is this okay? Thanks for the help.
 
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Jim Wynne

Staff member
Admin
#2
Re: Document all of the process or just parts of it?

We are currently working on ISO 9001 and I have a question on documenting a process. I'm finding out that process owners have decided not to document the whole process, just parts of it and I'm not sure if that is okay or not. More specifically, the process is purchasing and the issue is that sometimes they send out a letter of intent to a supplier and sometimes not, but that is not documented anywhere in their process and the letter of intent template is not controlled. Is this okay? Thanks for the help.
If you could tell us more about what the letter of intent is intended to accomplish, and how it might have the potential to affect product quality, we could be more helpful. If the letter is standardized, and says that your company intends to fire-bomb suppliers' facilities if they send you nonconforming material, you probably shouldn't bring attention to it. :tg:
 
K

kcmomde

#3
Re: Document all of the process or just parts of it?

The letter of intent is used to inform the supplier that we intend on ordering parts from them so they can be assured they will get paid.
 

Helmut Jilling

Auditor / Consultant
#4
Re: Document all of the process or just parts of it?

We are currently working on ISO 9001 and I have a question on documenting a process. I'm finding out that process owners have decided not to document the whole process, just parts of it and I'm not sure if that is okay or not. More specifically, the process is purchasing and the issue is that sometimes they send out a letter of intent to a supplier and sometimes not, but that is not documented anywhere in their process and the letter of intent template is not controlled. Is this okay? Thanks for the help.

The best approach is to document the kind of information that is beneficial to help you control the process. Purchasing can be a complicate dprocess, so there may be some things you want to capture.

There are things in cl. 4.1 which must be addressed. The clauses in 4.2.1 c and d address the doc control requirement. If the form is used to support the process, it probably should be controlled.
 

Stijloor

Staff member
Super Moderator
#5
Re: Document all of the process or just parts of it?

We are currently working on ISO 9001 and I have a question on documenting a process. I'm finding out that process owners have decided not to document the whole process, just parts of it and I'm not sure if that is okay or not. More specifically, the process is purchasing and the issue is that sometimes they send out a letter of intent to a supplier and sometimes not, but that is not documented anywhere in their process and the letter of intent template is not controlled. Is this okay? Thanks for the help.
Hello kcmomde,

Attached are some tips on how to document a process.
A very important part is determining the scope of the procedure. The scope defines what is included in the procedure, and sometimes it's just as important to determine what is excluded.

You must do and document what makes most sense for your business.

Good luck! :bigwave:

Stijloor.
 

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Q

qualitychic

#6
Re: Document all of the process or just parts of it?

I think you have some good inputs here already.

My rule of thumb is I will document all processes that I believe is important to produce quality and consistent outputs within my organization. I would raise a question of each "process" whether it will affect my outputs if we do not follow it. If the answer is yes, then I will document it. I'm being realistic here that each employee probably will have their "own" ways to do things and you probably won't be able to document them, however, document the important steps that they all must do consistently to ensure a consistent and quality outputs. That's how I decide whether to document processes.
 
J

James Gutherson

#7
Think about outcomes. A process needs to be controlled so that problems are eliminated. Documentation is one form of control. Are there problems occuring now? If so what and where? Look at what is happening and then adjust the controls as required. One of these adjustments might be more documentation in one area (combined with training). Another adjustment might be more automation (such as using a controlled template).

BUT first look at where the problems are occuring otherwise your efforts might be wasted (or introduce more problems).

Remember the whole 'quality' idea is about continious improvement, small changes moving towards the goal - Plan-Do-Check-Act.
 
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