CONTEXT DIAGRAM DEVELOPMENT

Neville Clarke Indonesia Rev 0.1 - Apr 2001

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OBJECTIVE
To develop the essential PROCESS flow diagram for the process groups or functions identified for the effective operation of the company business and meeting the quality system standard RESULTING TASK Each Process Group Owner to develop the first draft context diagram for the function/s within their responsibility
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TRAINING PROGRAM
AM Introduction to Context Diagram Context Diagram Development Process Exercise Review

PM

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SESSION 1
INTRODUCTION TO CONTEXT DIAGRAM
Process Definition
Context Diagram Definition Value of Context Diagram Example of Context Diagram - Material Control
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PROCESS DEFINITION
A PROCESS is a set of linked activities that take an input and transform it to create a desired output with the available resources. Neville Clarke Indonesia

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CONTROLS

Procedure Standards (ISO9000) Guidelines Rules Conditions

INPUTS
Information Material Instruction

(FROM)

PROCESSES

(TO)

Required Output

People Machine MECHANISMS Tools Computing

Neville Clarke Indonesia Rev 0.1 - Apr 2001

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CONTEXT DIAGRAM DEFINITIONS

A visual flowchart of the essential processes and their interrelationship which define how a function, identified in the Business Process, operates effectively under a defined capability and capacity
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Neville Clarke Indonesia Rev 0.1 - Apr 2001

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VALUE OF CONTEXT DIAGRAMS

Clarify the processes of a function. (You know what is happening) Clarify the Input and Output requirements (You know what are the process requirements) Improve communication between processes and functions Opportunities for Process Improvement Effective maintenance of QMS Documentation Ensure an integrated Quality Management System is achieved
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TYPICAL SERVICE ORGANIZATION

Customer Requirement Business Plans/Objectives

Sales/Contracts

Evaluation and Planning

Technical Support Operational Review and Improvement Material Control

Customer
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MATERIAL CONTROL CONTEXT DIAGRAM

Evaluation and planning Operational Material Issue Planning Goods Kitting & Issue Return Goods Control

Material Database

Supplier

Purchasing Supplier Database

Monthly Inventory Assessment Storage Process

Supplier Evaluation & Qualification

Non Conforming Goods Control Goods Receiving & Inspection

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SESSION 2
CONTEXT DIAGRAM DEVELOPMENT PROCESS
Context Diagram Flowcharting symbol Context Diagram Flowcharting process Sample Context Diagram

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CONTEXT DIAGRAM FLOWCHARTING SYMBOL

OPERATIONAL PROCESS ELECTRONIC STORAGE

VERIFICATION/ REVIEW PROCESS

EXTERNAL PARTY/ OTHER PROCESS GROUP

FILE STORAGE

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CONTEXT DIAGRAM FLOWCHARTING PROCESS

1. Identify the various processes involved in the functioning of each Process Group and provide the information required in the Context Diagram Identification Table.
2. Identify the new process/s require to comply to the ISO9001 requirements or improve on current system.

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EXAMPLE: TYPICAL POLICY ISSUES

Policy issues related to MATERIAL CONTROL processes typically revolve around: 1. Need for a Vendor approval process. 2. Need to have a defined housekeeping practices. 3. Need for defective goods to be clearly identified as such, and segregated. 4. Need for shelf life practices and stock rotation. Policy issues arise from the ISO 9001 requirement: 1. Is there any records of the result of vendor evaluations? 2. Is all material identified? 3. Is appropriate level of Goods-In Inspection and test carried out? 4. Is status of all material clearly identified? 5. Are stock locations clearly identified? 6. Is a Quarantine area available? 7. Are handing practices clearly specified?
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QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

Context Diagram Title: Material Control
No.
01

Page 1 of
Recommendation

Specific Issue Highlighted

Current system for selection of supplier is only based on the assessment of submitted quotations (price/ specification). There is no formal system of assessment of suppliers before purchase which is the major cause of reject pools upon receipt. This is also against the requirement of ISO 9001 7.4.1

- To develop and implement the following system in the purchasing function to ensure the quality of incoming material: 1. New Supplier Evaluation and Selection 2. Current Supplier Performance Evaluation and Qualification - To maintain a Approved Supplier List to record qualified supplier for future purchase

Signed:

Process Group Owner

Date

Response from Steering Group:

Recommendation accepted. Implement ASAP. Signed:
Neville Clarke Indonesia Rev 0.1 - Apr 2001

Date

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CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : NO
01 Material Control

ELEMEN ISO : ____________ INPUT OUTPUT ISO9001/2 ELEMENT

7.4.2

PROCESSES/ACTIVITIES TITLE
Material request processing

Material Requirement Plan Material Request Slip Purchase Requisition Good Issue Note Purchase Requisition Supplier Database Supplier Catalog Supplier Quotation Request for Quotation

02

Material availability checks

7.5.5 7.4.2 7.4.1

03 04

Purchase Requisition verification Supplier Sourcing

05 06

Quotation evaluation and selection Purchase Order Processing Purchase Requisition Supplier Quotation Purchase Order

7.4.1 7.4.2

BEFORE SUB-GROUPING
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CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : NO
07 Material Control

ELEMEN ISO : ____________ INPUT OUTPUT ISO9001/2 ELEMENT

7.4.2 Import Documentation Purchase Order New Supplier Evaluation Request Annual Supplier Performance

PROCESSES/ACTIVITIES TITLE
Local Purchase Processing

Purchase Order Supplier Quotation Purchase Order Supplier Quotation Amendment Request New Supplier Request Quarterly Supplier Performance

08

Import Process

7.4.2

09

Purchase Order Amendment

7.4.2

10

New Supplier Evaluation and Selection Current Supplier Performance Evaluation and Qualification

7.4.1

11

7.4.1

BEFORE SUB-GROUPING
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CONTEXT DIAGRAM FLOWCHARTING PROCESS (contd)

3. Process Sub-grouping based on common objectives of processes identified 4. Identify the sequence of processes within each Context Diagram 5. Confirm the input and output of each process 6. Map ISO9001 requirement into Context Diagram.
Neville Clarke Indonesia Rev 0.1 - Apr 2001 Slide No. 18

CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : NO
A Material Control

ELEMEN ISO : INPUT OUTPUT

4.6, 4.15

PROCESSES/ACTIVITIES TITLE
Material Issue Planning (subgroup of S/No. 1 & 2)

ISO9001/2 ELEMENT
7.4.2, 7.5.5

Material Requirement Plan Material Request Slip Purchase Requisition Supplier Database Supplier Catalog Supplier Quotation Purchase Order Amendment Request

Purchase Requisition Goods Issue Note Purchase Order Import Documentation

Purchasing (subgroup of S/No. 3, 4, 5, 6, 7, 8, 9)

7.4.1, 7.4.2

Supplier Evaluation and Qualification (subgroup S/No. 10, 11)

New Supplier Request Quarterly Supplier Performance

New Supplier Evaluation Report Annual Supplier Performance

7.4.1

AFTER SUB-GROUPING
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MATERIAL CONTROL CONTEXT DIAGRAM

Evaluation and planning Operational Material Issue Planning Goods Kitting & Issue Return Goods Control

Material Database

Supplier

Purchasing Supplier Database

Monthly Inventory Assessment Storage Process

Supplier Evaluation & Qualification

Non Conforming Goods Control Goods Receiving & Inspection

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CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : NO PROCESSES/ACTIVITIES TITLE INPUT ELEMEN ISO : ____________ OUTPUT ISO9001/2 ELEMENT

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QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

Context Diagram Title:
No.
01

Page
Recommendation

of

Specific Issue Highlighted

Signed:

Process Group Owner

Date

Response from Steering Group:

Signed:
Neville Clarke Indonesia Rev 0.1 - Apr 2001

Date

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CONTEXT DIAGRAM FLOWCHARTING PROCESS (contd)

7. Review the developed Context Diagram against the Business Process Overview to ensure accuracy of interfaces

8. Conduct a Process Group Owner meeting to verify the interfaces between the different Context Diagram
9. Fine tune the Business Process Overview
Neville Clarke Indonesia Rev 0.1 - Apr 2001 Slide No. 23

EXERCISE 1 CONTEXT DIAGRAM

1. 2. 3. 4. 5. 6. 7. 8. 9. Form into your Working Team. Select a Process Group to develop the Context Diagram. Identify the relevant ISO clauses. Identify the individual processes (current practices) Identify the Policy Issues based on the ISO requirements. Identify the NEW processes required. Develop the Context Diagram. Ensure proper linkages between process and other C.D. Review against the Business Process to ensure groups interfaces are included. 10. Ensure all ISO 9001 elements are covered. Timescale : 3 hours (C.D. Development.); 1 hour (presentation)
Neville Clarke Indonesia Rev 0.1 - Apr 2001 Slide No. 24

HOMEWORK
Develop a Context Diagram for every Process Group identified in the Business Process Overview Review and finalize Context Diagram between Process Group Owners Fine tune Business Process Overview Identify the Input/Output, Controls, and Mechanisms for each Process identified using the PROCEDURE DEVELOPMENT TABLE

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PROCEDURE DEVELOPMENT TABLE

PROCESS GROUP TITLE :
PRO CODE PROCESS TITLE & KEY STEPS INPUT
- Information - Data - Material Material Control

PROCESS GROUP OWNER :

MECHANISMS
- Machine - Special Tools - Special Skills

John

CONTROLS FROM SOP (Std. Ops Process.) (PRO Standard CODE)

- Guidelines - Work Instruction - Performance Criteria

OUTPUT
- Information - Data - Processed Material

TO (PRO CODE)

SUPPLIER EVALUATION & QUALIFICATION Receive & Process Request for New Supplier

New Supplier Request Quarterly Supplier Performance

New Supplier Assessment Checklist New Supplier Qualification Guidelines Current Supplier Qualification Criteria New Supplier Site Audit SOP Performance Criteria - Quality - Cost - Delivery - Consistence - Support/After Sales Service

Trained Quality Auditor

New Supplier Evaluation Report Approved Supplier List Annual Supplier Performance

Source for new Supplier Request for Quotation and Specification

Document / Site Assessment

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