How to do More with Less: Leveraging the Quality Management System

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State of the Economy

Unemployment
9.7% as of August 2009 Approximately 14.9 million people impacted

Recession
Tremendous negative impact U.S. and the world

Source: Bureau of Labor Statistics

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Signs of Improvement
Historically, companies begin to hire to meet increased orders
Now, finding ways to do more with less Delaying or eliminating new hires to stay competitive

Rapid growth in productivity here and abroad

Productivity per hour has increased

2007
Total hours : 16%

2000
Source: Bureau of Labor Statistics

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Productivity Gains
85% 50%

Software
Helps companies do more with less

Improve compliance
Customer Regulatory requirements Quality standard requirements

Use of Business Process Automation (BPA)

Productivity increase: as much as 50%

With integration of BPA Solutions

Up to 85%
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Opportunities
Understand the typical productivity wins of others Understand where existing technology can be improved Places to look:
Communication Data and Data Management Reporting Systems

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Communication
Rethink e-mail
Labor intensive method of sharing information

Task management
Automate reminders and notifications

Business Process Automation (BPA) Databases

Single, central database Pre-defined event notifications

Benefit
Fewer manual emails sent
Fewer emails to be read

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BPM Databases
Automate sequenced order tasks
Examples: document change requests, supplier approvals

Productivity gains through reduction of paper forms

Change logs automatically update; error potential reduced Secure record retention with improved accessibility

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Data and Data Management

Compliance using data management and warehousing
Standards e.g. ISO 9001:2008, ISO/TS 16949, 21 CFR Part 11

Documentation accessible via one interface screen and keyword search

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Integrated Database Systems

Allow for procedure changes

Can be organized and reports generated

More efficient and compliant
Employees complete required work quickly Customer and quality standards requirements

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Reporting
Query data via one application
Software solution with integrated reporting Stand-alone data mining tools

Report format
Satisfy management /customer requirements

Flexible solution
Write user-defined reports Provide standard templates Pre-formatted reports

Dynamic reporting
Simple interface screen Define report parameters

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Systems
Provide enhanced productivity when consolidated

Common systems:
Reduce need for individualized training Require less IT staff support Provide centralized location for current information Enable and enhance communication

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A Practical Guide

Identifying & acting on specific opportunities for productivity gains can be daunting Poorly designed, incorrectly applied or implemented can negate gains Practical framework assists in identifying & implementing opportunities successfully
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Discovering an Organizational Need

Consider current state of automation

Assess organizational needs/ objectives

Organizational Need

Are benchmark tools & processes being used?

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Considerations
Companys needs for improving compliance
ISO, TS, customer or regulatory requirements

Remember seemingly minor issues, e.g.:

Multiple individual spreadsheets with conflicting data from which decisions will be made

Manufacturers past corrective actions & other audit findings Any areas of inefficiency or ineffectiveness should be inspected
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Set Objectives
Address organizational needs

Analyze resources
What can be saved utilizing new solution?

Build business case to support reason for change

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Gap Analysis
Analyze the gap
What is necessary to be successful with each solution?

Document where company wants to be vs. where they are Define what is required to reach goal

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Create a Plan
Critical to getting buy-in and funding

Carefully describe entire long-term plan

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Ideas for Topics

Identified gaps by priority Measuring success Baseline measures & goals Criteria & weighting

Specific timeline & responsibility Solutions to fill gaps

Business case

Management approval

New solution marketing & communication

User training

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Execute and Measure

Execute the plan
Schedule recurring status meetings Set due dates Assess timeline

Measure performance
Growth should start slow Build rapidly

New tools & processes should not be forced should be desired

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If you would like to learn more about quality management systems, we invite you to visit our quality management system resource page: http://www.cebos.com/quality-management-system/ For a PDF version of this whitepaper, please visit: http://www.cebos.com/wp-content/uploads/CEBOS -Whitepaper-How-To-Do-More-With-Less.pdf

Article History and Sources First published in Quality Magazine, December 1, 2004 Revised by Bob Herdoiza, August 2009 http://www.qualitymag.com/Articles/Feature_Article/ f8bb2620c7c38010VgnVCM100000f932a8c0 Economic data taken from a United States Labor Department publication from Feb. 2009. See page 98. http://www.bls.gov/opub/mlr/2009/02/mlr200902.pdf

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