April 11, 2016 at 15:36Simple automation of the process of managing marriage certificates on SharePoint with examples and pictures
Introduction
This article is aimed at those who have SharePoint and who do not know what to do with it. :)
There is a lot of talk everywhere about the business process, but few people mean by this a truly process approach, rather imagine a certain black box, where, at best, there is an input and output, sometimes even structured - it is determined that we have input and output output. In fact, if more than two people are responsible for the process in the box, easy chaos is ensured for you, and with an increase in the number of people involved, an exponential increase in entropy is also ensured. :)
The process in managing an organization is a set of actions repeated over time with a specific beginning and end, the purpose of which is to create value for external and internal customers. In fact - the transformation of resources at the entrance to the product at the output, the product can be any - both tangible and intangible knowledge. The conversion in the box can be extremely simple, not requiring decomposition, but can be very complex, involving many employees and time, having many conditions and dependencies. The question of the level of decomposition of the process lies in the plane of rationality, expediency and common sense, I like the methodological principle of Occam’s Razor, which states that “You should not attract new entities unless absolutely necessary”, there, where you can do without formalizing the action - formalize the action is not worth it. :)
Essence of the matter
Easy immersion in the theory is over, back to our case. We have a manufacturing enterprise, which, like all others, besides the main product, makes a marriage, where without it. And there is a Quality Department (OK) at that enterprise, the purpose of which is to fix marriage, to promote elimination, to prevent and suppress in every possible way. Yes, that there is a Quality Department, a whole Quality Management System (QMS), implemented at the enterprise, which is relevant and certified according to ISO 9001. It would seem that there is OK, there are QMS, all processes are written on paper, everything corresponds to the international level, work - not want!
But! The marriage certificate or the act of incoming control can go a month or two, taking into account weekends and holidays between departments and employees of the enterprise. How so? The act of incoming control, getting to the legal adviser, was already late for drawing up a complaint to the supplier, all the deadlines for the delivery agreement for issuing the return were reached. And how many such cases? And how many acts do we have in work? And at what stage are they? And at what stage do they get stuck the most? Which unit generates more marriage? And who is the culprit? And who eliminates more often? Which supplier has worse quality? And how many claims are sent to suppliers and without an answer? What are the costs? And many other questions. We will analyze paper magazines and folders with acts, explanatory, costing?
What to do?
- And instead of paper magazines, let's make acts electronic, create a consistent process of working on the act?
- Let's!
- We have SharePoint, is it suitable?
- Of course!
- The whole process has already been described, we just have to postpone it.
- It's easy!
As you can see, the solution was found quickly and the work began to boil.
Documentation!
Taught by bitter experience, I’ll say one seemingly obvious thing that I won’t even argue with anyone, I’ll just say as a fact - always start an automation project by developing a flowchart of the process, along with doing a detailed document describing the circuit and never starting development without these agreed documents!
- Firstly, it will help you in the decomposition of the process, i.e. in the development itself, a visual representation will allow a better systematization of actions, taking into account the maximum conditions and dependencies.
- Secondly, these two documents are required to form the basis of the terms of reference, therefore it is necessary to involve the owner of the process and the sponsor in the work on them, and best of all those involved in the process. Be sure to gather a meeting when you consider that everything is ready for the project - it’s time to transfer it from paper to the shaitan machine. Discuss all stages and states of the process, all possible branches, most likely you have not taken into account all. It is better to take into account at the design stage, so that you do not have to change the foundation of the finished house.
You can not believe me and work without a scheme and a detailed description, endlessly changing the process under the new ingenious ideas of the participants.
Reengineering!
Another point - do not completely rely on the competence of the owner of the process and expect him to become your main consultant. Your common sense should be your main adviser. All actions of the process, all dependencies and conditions should be questioned - ask the questions “Why?”, “What is the reason for this?”, “Can we refuse it?”. The simpler your process is, the more likely it is to start up and remain operational in the organizational plan. It is also likely that the process will have to be transformed taking into account the technical features of the selected automation platform. Your task is to optimize the process, make it as human-independent, transparent, manageable and time-limited as possible to achieve maximum efficiency. This is called reengineering. Occam's Razor to help you!
Go!
Having studied the process of managing acts of marriage described in the QMS and having studied the physical process, it became clear that everything is not so simple.
The process is described very poorly and in general terms, but physically it turned out to be very complicated - at every step a new condition “IF” and every new step brings new dependencies.
By shifting to the diagram two physical processes - the marriage act and the act of incoming control, it turned out that they are almost identical - they use the same data, the same actions, and differ slightly in output. So, it’s not worth it to produce superfluous entities - we unite!
There were a lot of such moments, along the way, we informed all participants involved in the process, and, probably, after the tenth version of the process, the owner and sponsor decided that everything was ready, the option was final, we could finish and launch it.
We decided to convene a meeting, inviting all those involved to tell and demonstrate, going through all the stages, how the new process will work, where and whose responsibility. And they immediately found out with the legal adviser that it is very desirable to control the stage of processing the claim against the supplier under the act of incoming control and, in case of refusal or partial refusal, in case of the expiration of the allotted time, to involve the legal adviser in the work and only in this case, because in the rest In cases, claim processing is an absolutely ordinary process. And they immediately found out that the stage of processing the claim after negotiations with the supplier could change the decision on the act from returning to the supplier to, say, a correction on its own with partial reimbursement of costs by the supplier. Various little things were also taken into account, like,
Either the eleventh or twelfth version turned out to be final and another meeting fully approved it. By the way, without a scheme, your meetings would be boring - those who gathered would simply not understand you, would nod and agree, saying, "Come on, do it, but we'll see."
Boring technical part
I’ll tell you a little about how the process is technically implemented.
The SharePoint site has created custom lists that are used as journals or directories. The relationships between them are ensured through the use of lookup columns and workflows.
Using SharePoint Designer, the standard forms have been finalized and new ones have been created, for example, accumulation of connected data in the form of viewing the marriage certificate, a printed form of the certificate or a printed claim form to the supplier.
Customizing the display of forms is a broad question and there are as many solutions. For example, you can simply hide certain fields in different forms with the ShowInDisplayForm, ShowInEditForm, ShowInNewForm parameters. There are many applications for setting parameters - for example, SharePoint Manager. For convenience, some fields can be displayed in the editing form, but assign the attribute Disabled to the element using simple Javascript. In general, Javascript always saves, for example, you need to create a comment while in the contract viewing card, or execute it according to a memo, click the "Create" button, in which you transfer the ID of the current element to the form for creating a new element. With a script, pick up the ID and select the desired value in the Input element.
You can also create any forms from scratch in SharePoint Designer, but someone might like InfoPath.
In 2007 and 2010 versions, you can use the Office Toolbox extension, where everything is easily and conveniently configured with checkmarks, including the field can be displayed in the editing form, but Read Only.
Workflows (Workflow) created by SharePoint Designer. Workflows provide both the business process itself and data consistency in some cases.
In 2007, SharePoint versions sometimes help Useful Sharepoint Designer Custom Workflow Activities, for example, when after editing you need to leave read-only rights for the item. In the 2010-2013 versions there are no such problems - everything is out of the box, in general, in recent versions, the presence of the impersonation step slightly changes the approach to designing the process logic - greatly simplifying it.
The time limit of stages is organized by creating an additional workflow with a timer that waits for the allotted time and after which it checks the completion of the required fields. If everything is bad, sets the “Deviation is Yes” and sends notifications to all interested parties. For better visualization, you can add a field such as a hyperlink to which to record links to standard indicator images, for example, a yellow icon that has been created that requires a response, a timely completed element is green, and a deviation is red, respectively.
The process is ready!
This is what our documentation looks like, which was put into effect by order:
Scheme of the process of working with marriage certificates
Regulation on working with marriage certificates
Full text
Controller - a person responsible for checking the quality of finished products, materials, raw materials received from production and suppliers (controller or head of the quality department).
Economist - the person responsible for the planning and actual costing of material and labor costs (economist-standardizer or head of the financial and economic department).
Technical department - the person responsible for the design and technological preparation of production (Chief Designer, Chief Technologist or Deputy).
Accountant - the person responsible for accounting for production costs and payroll (accountant for production, cost, salary or Chief Accountant).
Chief Engineer- a person having the right to sign documents, in his absence - a person acting as chief engineer.
A list is a spreadsheet (journal) that has columns, where each row (record) is a separate element.
List item - a list line with a unique identifier that can contain document attachments, have different user access rights, and start workflows.
Workflow (RP) is a program that determines the logic of actions and is executed automatically when certain events occur, such as the creation or change of an element / document in the list, the occurrence of a given date.
To organize the process of managing electronic marriage acts, lists of the Quality Department node of the enterprise portal are located at portal.domain.ru/SiteDirectory/quality.
Lists can be represented as paper logs, where there are lines and fields to fill in, each line is unique entry with attributes. The difference is that an entry in an electronic list can have attachments, start workflows to automate actions, for example, send a notification, change any value, entries in the list can be dynamically sorted, grouped, calculated any attribute values and take stock.
Using these lists, as well as the automated logic of actions configured through the use of programmable workflows, processes for managing electronic marriage acts (inconsistencies) are created.
For the registration of acts, a list of “Marriage Acts” has been created (https://portal.domain.ru/SiteDirectory/quality/Lists/List). The registration of marriage certificates is carried out by the controller of the quality department in accordance with the rules adopted by the organization.
When you create a record in the "Acts of marriage" are filled with the following fields:
Input control - the choice of Yes / No (specify Yes if registered discrepancy between the input control of materials and finished products from an external supplier)
has been found - the choice of the shop, where a mismatch (required)
There was - selection of the workshop where the discrepancy occurred (mandatory);
Controller - selection of the full name of the responsible controller of the quality department (mandatory);
Products - name of the non-conforming products (mandatory)
Quantity - the numerical amount of non-conforming products (mandatory)
Non-compliance - detailed description of non-conforming products (mandatory)
Route sheet / Operation / Work - listing of production characteristics (mandatory)
Note - optional text field
The record can also have file attachments (photos, drawings, documents).
When editing an entry, the same fields are available as during creation.
After registration of the marriage certificate, an element is automatically created in the list of “Marriage decisions” (https://portal.domain.com/SiteDirectory/quality/Lists/List6) and a notification is sent to the quality department.
The quality manager or responsible engineer must make a decision.
When changing an entry in the “Marriage Solutions” list, the following fields are filled:
Solution - select values from the “Solutions” directory (https://portal.domain.ru/SiteDirectory/quality/Lists/List7) Return to supplier / Correction / Retraction / Disposal (mandatory)
Eliminating workshop - selection of values from the directory "Departments" (https://portal.domain.com/SiteDirectory/quality/Lists/List1) (mandatory)
Correction - description of measures to eliminate the non-compliance (mandatory)
When viewing an item, the following fields are available:
Made a decision - the account of the employee of the quality department who made the decision on non-compliance, the field is filled in automatically after saving the
Term element - within 4 business hours from the receipt of the notification.
After registration of the marriage certificate, an element is automatically created in the list of “Corrective Actions” (https://portal.domain.com/SiteDirectory/quality/Lists/List11) and a notification is sent to the head of the unit where the discrepancy occurred. The status of the Act changes to "Decision of the head of the JCC."
The head of the unit must respond by filling in the required fields.
When changing an entry in the “Marriage Decisions” list, the following fields are filled in:
Reason for non-compliance - selection of a value from the “Non-compliance” directory (https://portal.domain.ru/SiteDirectory/quality/Lists/List5)
Culprit - name of the contractor or name of the supplier
Corrective actions - measures taken or planned to prevent the occurrence of such inconsistencies in the future
When viewing an item, the following fields are available:
Made a decision - the account of the head of the department where the discrepancy occurred, who made the decision on the discrepancy, the field is filled in automatically after saving the
Term element - within 16 business hours from the receipt of the notification.
After a decision on non-compliance is made by the head of the quality department, an element is automatically created in the list of “Approval of the decision” (https://portal.domain.ru/SiteDirectory/quality/Lists/List9) and a notification is sent to the head of the Technical Department. The status of the Act changes to "Coordination by the Technical Department."
The head of the technical department must agree or reject the decision proposed by the quality department.
When changing an entry in the list, the following fields are filled out:
Agreed - select the value Agreed / Rejected (required)
Comment - text field with explanations (required)
Fields available when viewing the entry:
Agreed - the account of the technical department employee who agreed or rejected the decision on non-compliance, the field is filled in automatically after saving the item.
At the stage of approval of the solution, two scenarios are possible:
After the decision has been agreed, an element is automatically created in the “Costing” list (https://portal.domain.ru/SiteDirectory/quality/Lists/List8) and a notification is sent to the economist-normalizer of the unit selected by the head of the quality department as eliminating. The status of the Act changes to “Costing”.
The employee of the economic department must calculate the costs (material, labor, direct and indirect) associated with this non-compliance, with the implementation of the decision to eliminate the non-compliance.
A record may also have file attachments (photographs, drawings, documents).
When changing an entry in the list, the following fields are filled in:
Semi-finished products - the sum of the costs of semi-finished products in rubles (mandatory)
Materials - the amount of costs of materials in rubles (mandatory)
Salary - the amount of costs of wages in rubles (mandatory)
Description - text field with explanations (mandatory)
Completed - logical field Yes / No (Value Yes (tick) is set at the end of the calculation )
Fields available when viewing the entry:
Pension - the amount of expenses for pension insurance contributions in rubles (calculated field according to the formula "= ROUND ((Salary * 0.321); 2)")
General - the amount of overhead costs in rubles (calculated field according to the formula " = ROUND ((Zarp lata * 2.18); 2) ")
Amount - the sum of all costs in rubles (calculated field according to the formula" = Semi-finished products + Materials + Salary + Pension + General ")
Fulfilled - the account of the employee of the economic department who performed the costing of the discrepancy, the field is filled in automatically after saving the item.
Duration - within 8 business hours from the receipt of the notice.
After the calculation is completed, the conditions are checked and waiting for the corrective actions to be determined from stage 3 of the process.
If the definition of corrective actions from stage 3 of the process is not fulfilled, the status of the Act changes to “Definition of corrective actions”.
After determining the corrective actions by the head of the department where the discrepancy arose, two scenarios are possible:
After checking the conditions for compliance with the type of act “Incoming control” and the decision of OKK “Return to supplier”, 2 scenarios are possible:
After performing the calculation, determining the corrective actions and if the costs are greater than zero, an item is automatically created in the list of “Cost Coordination” (https://portal.domain.ru/SiteDirectory/quality/Lists/List10) and a notification is sent to the Chief Engineer. The status of the Act changes to “Coordination by the Chief Engineer”.
The chief engineer must decide where to include the costs associated with non-compliance.
When changing an entry in the list, the following fields are filled in:
Relate costs - select the value To the culprit / To production / To supplier (mandatory)
Comment - text field with explanations (mandatory)
Fields available when viewing the record:
I made a decision - the account of the Chief Engineer who made the decision to assign the costs associated with the non-compliance, the field is filled in automatically after saving the item.
At the stage of approval of the solution, two scenarios are possible:
Duration - within 4 business hours from the receipt of the notice.
After a decision is made by the Chief Engineer on the allocation of production costs, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Economic Department, Accounting and the Head of the department where the discrepancy arose.
The head of the unit must print out the Act, sign it himself, take the signature from the Culprit, sign with the chief engineer and submit the Act to the accounting department.
Duration - within 8 business hours from the receipt of the notice.
After the decision is made by the Chief Engineer to allocate costs to the supplier or if there are no costs, but with the decision of incoming control to return to the supplier, the status of the Act changes to “Claim processing”, an entry is automatically created in the list of “Claim results” (https: //portal.smz .ru / SiteDirectory / quality / Lists / List12), a link is made to the claim print form, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and the Head of the department where the discrepancy occurred.
The chief engineer must print the Claim, sign, stamp the enterprise and hand over the Claim to the Head of the unit responsible for this delivery of non-conforming products.
Go to stage 10 of the process.
After costing and determining corrective actions, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and the Head of the department where the discrepancy arose.
The head of the unit responsible for this delivery sends a Claim to the supplier, takes all necessary measures related to the return of non-conforming products and, based on the results of the work, makes changes to the corresponding entry in the list of “Claim Results” (https://portal.domain.ru/SiteDirectory/quality / Lists / List12).
When changing an entry in the list, the following fields are filled in:
Claim satisfied - choice of Yes / No / Partial / Decision cancellation (required)
Comment - text field with explanations (required)
Fields available when viewing the record:
Decided - account Head of the unit reporting Based on the results of processing the Claim, the field is filled in automatically after saving the item.
At the stage of processing the results of the Claim, three scenarios are possible:
Term - within 30 days from the receipt of the notice.
The claim is fully satisfied, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and Accounting.
The claim is partially satisfied or not satisfied, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department, Accounting and the Legal Counsel.
Marriage Act
Terms and Definitions
Controller - a person responsible for checking the quality of finished products, materials, raw materials received from production and suppliers (controller or head of the quality department).
Economist - the person responsible for the planning and actual costing of material and labor costs (economist-standardizer or head of the financial and economic department).
Technical department - the person responsible for the design and technological preparation of production (Chief Designer, Chief Technologist or Deputy).
Accountant - the person responsible for accounting for production costs and payroll (accountant for production, cost, salary or Chief Accountant).
Chief Engineer- a person having the right to sign documents, in his absence - a person acting as chief engineer.
A list is a spreadsheet (journal) that has columns, where each row (record) is a separate element.
List item - a list line with a unique identifier that can contain document attachments, have different user access rights, and start workflows.
Workflow (RP) is a program that determines the logic of actions and is executed automatically when certain events occur, such as the creation or change of an element / document in the list, the occurrence of a given date.
general description
To organize the process of managing electronic marriage acts, lists of the Quality Department node of the enterprise portal are located at portal.domain.ru/SiteDirectory/quality.
Lists can be represented as paper logs, where there are lines and fields to fill in, each line is unique entry with attributes. The difference is that an entry in an electronic list can have attachments, start workflows to automate actions, for example, send a notification, change any value, entries in the list can be dynamically sorted, grouped, calculated any attribute values and take stock.
Using these lists, as well as the automated logic of actions configured through the use of programmable workflows, processes for managing electronic marriage acts (inconsistencies) are created.
Processes for recording and processing marriage certificates
1. Creation of the Act by the controller
For the registration of acts, a list of “Marriage Acts” has been created (https://portal.domain.ru/SiteDirectory/quality/Lists/List). The registration of marriage certificates is carried out by the controller of the quality department in accordance with the rules adopted by the organization.
When you create a record in the "Acts of marriage" are filled with the following fields:
Input control - the choice of Yes / No (specify Yes if registered discrepancy between the input control of materials and finished products from an external supplier)
has been found - the choice of the shop, where a mismatch (required)
There was - selection of the workshop where the discrepancy occurred (mandatory);
Controller - selection of the full name of the responsible controller of the quality department (mandatory);
Products - name of the non-conforming products (mandatory)
Quantity - the numerical amount of non-conforming products (mandatory)
Non-compliance - detailed description of non-conforming products (mandatory)
Route sheet / Operation / Work - listing of production characteristics (mandatory)
Note - optional text field
The record can also have file attachments (photos, drawings, documents).
When editing an entry, the same fields are available as during creation.
2. Decision of the JCC
After registration of the marriage certificate, an element is automatically created in the list of “Marriage decisions” (https://portal.domain.com/SiteDirectory/quality/Lists/List6) and a notification is sent to the quality department.
The quality manager or responsible engineer must make a decision.
When changing an entry in the “Marriage Solutions” list, the following fields are filled:
Solution - select values from the “Solutions” directory (https://portal.domain.ru/SiteDirectory/quality/Lists/List7) Return to supplier / Correction / Retraction / Disposal (mandatory)
Eliminating workshop - selection of values from the directory "Departments" (https://portal.domain.com/SiteDirectory/quality/Lists/List1) (mandatory)
Correction - description of measures to eliminate the non-compliance (mandatory)
When viewing an item, the following fields are available:
Made a decision - the account of the employee of the quality department who made the decision on non-compliance, the field is filled in automatically after saving the
Term element - within 4 business hours from the receipt of the notification.
3. Definition of corrective actions
After registration of the marriage certificate, an element is automatically created in the list of “Corrective Actions” (https://portal.domain.com/SiteDirectory/quality/Lists/List11) and a notification is sent to the head of the unit where the discrepancy occurred. The status of the Act changes to "Decision of the head of the JCC."
The head of the unit must respond by filling in the required fields.
When changing an entry in the “Marriage Decisions” list, the following fields are filled in:
Reason for non-compliance - selection of a value from the “Non-compliance” directory (https://portal.domain.ru/SiteDirectory/quality/Lists/List5)
Culprit - name of the contractor or name of the supplier
Corrective actions - measures taken or planned to prevent the occurrence of such inconsistencies in the future
When viewing an item, the following fields are available:
Made a decision - the account of the head of the department where the discrepancy occurred, who made the decision on the discrepancy, the field is filled in automatically after saving the
Term element - within 16 business hours from the receipt of the notification.
4. Approval of the decision by the Technical Department
After a decision on non-compliance is made by the head of the quality department, an element is automatically created in the list of “Approval of the decision” (https://portal.domain.ru/SiteDirectory/quality/Lists/List9) and a notification is sent to the head of the Technical Department. The status of the Act changes to "Coordination by the Technical Department."
The head of the technical department must agree or reject the decision proposed by the quality department.
When changing an entry in the list, the following fields are filled out:
Agreed - select the value Agreed / Rejected (required)
Comment - text field with explanations (required)
Fields available when viewing the entry:
Agreed - the account of the technical department employee who agreed or rejected the decision on non-compliance, the field is filled in automatically after saving the item.
At the stage of approval of the solution, two scenarios are possible:
- 1. The technical department rejected the proposed solution.
There is a return to stage 2 of the workflow when a solution is re-created for the head of the quality department. The status of the Act changes to "Decision of the head of the JCC." The previous solution is saved for the story. - 2. The technical department agreed on the proposed solution.
Go to stage 5 of the process.
Duration - within 4 business hours from the receipt of the notice.
5. Costing
After the decision has been agreed, an element is automatically created in the “Costing” list (https://portal.domain.ru/SiteDirectory/quality/Lists/List8) and a notification is sent to the economist-normalizer of the unit selected by the head of the quality department as eliminating. The status of the Act changes to “Costing”.
The employee of the economic department must calculate the costs (material, labor, direct and indirect) associated with this non-compliance, with the implementation of the decision to eliminate the non-compliance.
A record may also have file attachments (photographs, drawings, documents).
When changing an entry in the list, the following fields are filled in:
Semi-finished products - the sum of the costs of semi-finished products in rubles (mandatory)
Materials - the amount of costs of materials in rubles (mandatory)
Salary - the amount of costs of wages in rubles (mandatory)
Description - text field with explanations (mandatory)
Completed - logical field Yes / No (Value Yes (tick) is set at the end of the calculation )
Fields available when viewing the entry:
Pension - the amount of expenses for pension insurance contributions in rubles (calculated field according to the formula "= ROUND ((Salary * 0.321); 2)")
General - the amount of overhead costs in rubles (calculated field according to the formula " = ROUND ((Zarp lata * 2.18); 2) ")
Amount - the sum of all costs in rubles (calculated field according to the formula" = Semi-finished products + Materials + Salary + Pension + General ")
Fulfilled - the account of the employee of the economic department who performed the costing of the discrepancy, the field is filled in automatically after saving the item.
Duration - within 8 business hours from the receipt of the notice.
5.1 Verification of conditions
After the calculation is completed, the conditions are checked and waiting for the corrective actions to be determined from stage 3 of the process.
If the definition of corrective actions from stage 3 of the process is not fulfilled, the status of the Act changes to “Definition of corrective actions”.
After determining the corrective actions by the head of the department where the discrepancy arose, two scenarios are possible:
- Costs are zero.
Go to stage 5.2 of the process. - Costs are greater than zero.
Go to stage 6 of the process.
5.2 Verification of conditions
After checking the conditions for compliance with the type of act “Incoming control” and the decision of OKK “Return to supplier”, 2 scenarios are possible:
- Incoming inspection - None.
Go to stage 9 of the process. - Entrance control - Yes.
Go to stage 8 of the process.
6. Decision making by the Chief Engineer
After performing the calculation, determining the corrective actions and if the costs are greater than zero, an item is automatically created in the list of “Cost Coordination” (https://portal.domain.ru/SiteDirectory/quality/Lists/List10) and a notification is sent to the Chief Engineer. The status of the Act changes to “Coordination by the Chief Engineer”.
The chief engineer must decide where to include the costs associated with non-compliance.
When changing an entry in the list, the following fields are filled in:
Relate costs - select the value To the culprit / To production / To supplier (mandatory)
Comment - text field with explanations (mandatory)
Fields available when viewing the record:
I made a decision - the account of the Chief Engineer who made the decision to assign the costs associated with the non-compliance, the field is filled in automatically after saving the item.
At the stage of approval of the solution, two scenarios are possible:
- The chief engineer decided to allocate the costs to Production or to the culprit.
Transfer to stage 7 of the process. - The chief engineer decided to allocate costs to the supplier.
Transition to stage 8 of the process.
Duration - within 4 business hours from the receipt of the notice.
7. Closure of the Act
After a decision is made by the Chief Engineer on the allocation of production costs, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Economic Department, Accounting and the Head of the department where the discrepancy arose.
The head of the unit must print out the Act, sign it himself, take the signature from the Culprit, sign with the chief engineer and submit the Act to the accounting department.
Duration - within 8 business hours from the receipt of the notice.
8. Making a claim
After the decision is made by the Chief Engineer to allocate costs to the supplier or if there are no costs, but with the decision of incoming control to return to the supplier, the status of the Act changes to “Claim processing”, an entry is automatically created in the list of “Claim results” (https: //portal.smz .ru / SiteDirectory / quality / Lists / List12), a link is made to the claim print form, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and the Head of the department where the discrepancy occurred.
The chief engineer must print the Claim, sign, stamp the enterprise and hand over the Claim to the Head of the unit responsible for this delivery of non-conforming products.
Go to stage 10 of the process.
9. Closure of the Act
After costing and determining corrective actions, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and the Head of the department where the discrepancy arose.
10. Claim Handling
The head of the unit responsible for this delivery sends a Claim to the supplier, takes all necessary measures related to the return of non-conforming products and, based on the results of the work, makes changes to the corresponding entry in the list of “Claim Results” (https://portal.domain.ru/SiteDirectory/quality / Lists / List12).
When changing an entry in the list, the following fields are filled in:
Claim satisfied - choice of Yes / No / Partial / Decision cancellation (required)
Comment - text field with explanations (required)
Fields available when viewing the record:
Decided - account Head of the unit reporting Based on the results of processing the Claim, the field is filled in automatically after saving the item.
At the stage of processing the results of the Claim, three scenarios are possible:
- Claim Complaint Result - Yes
Goes to step 11 of the process. - Claim Result - None or Partially
Goes to stage 12 of the process. - Result of Satisfaction Claims - Cancellation of the decision
Go to stage 2 of the process. All changes are canceled and a solution is created for the head of the quality department. The status of the Act changes to "Decision of the head of the JCC." The previous decision, costing, and all reconciliations are saved for history.
Term - within 30 days from the receipt of the notice.
11. Closure of the Act
The claim is fully satisfied, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department and Accounting.
12. Closure of the Act
The claim is partially satisfied or not satisfied, the status of the Act changes to “Closed”, notifications are sent to the Quality Department, the Chief Engineer, the Economic Department, Accounting and the Legal Counsel.
Promised Pictures
The site’s home page contains web parts that target different user groups. Web parts display elements that are addressed to the user and require a response.
The act review page contains an element view form that displays the necessary fields, as well as web parts, linked lists that display all the elements related to this act.
Printed form of the act (for example, necessary in case of recovery damage from the culprit)
Printed complaint form to the supplier (formed in the case of an act of input control and allocation of costs to the supplier)
Summary
The introduction of such a process has reduced the processing time of the act to 1-3 days. Naturally, the transparency and controllability of the process increased. The process has become tangible, measurable and appropriately controlled. As a result, the personal responsibility of the involved participants increased. Significantly reduced the amount of manual labor, even from such a simple thing as printing a claim to the supplier. When processing a claim, the legal adviser can respond in a timely manner, reducing losses, and management can access any real-time reporting on the process.
Labor costs - 2-3 weeks of specialist work. Do you calculate the cost of implementation yourself?
I have a lot of similar cases, continue? :)