Implementation Tracking – Project Part II

IMPLEMENTATION TRACKING – PROJECT PART IIDennis J Morgan

This is Part 2 of QMS Implementation. This series of slides shows how the QMS Implementation is being tracked from when it begins to reaching the goal of when an area, office, facility, division will become compliant with company, state, federal and industries standards. The whole role for these areas is to ensure nothing is left behind and management will be able to ensure they will meet the registrar/certifying body of ISO in regards to the oil and gas industry.

We have taken a Gantt Chart and modified it for the implementers use by adding different venues required. We have added conditional formatting to create our graphing and to calculate our percentages behind the scene. There’ is only two places data should be entered in n Part and/or Part 2. The objective behind this data tracking is to remove all subjectivity. To many times we guess how far along and how long it takes to implement a system. By these calculations we hope to remove that guess work and subjectivity. Why is this important? When you have numerous facilities, divisions to implement and you have to perform internal audits once implementations are complete this project gives you a time limit/schedule for when an actual audit will be performed. This aids in customer relations, certifying body relations, internal management relations and also gives the implementer(s) a sense of accomplishment.

As these areas are reviewed one must understand how this effects the customer and service providers relationship. In an organization that is seeking to utilizing ISO standards and ensure every area is compliant the goal is to compete to the fullest expectations required by the customer. This system also gives evidence to any certifying body and customer entity the proof required to upon request that the organization complied with the published standards.

Gap AnalysisQuality ManualManagement CommitmentProduct Identification and TraceabilityPreservation of ProductControl of DocumentsControl of RecordsControl of Nonconforming ProductCompetency Awareness and TrainingPurchasingProduct Process ControlsControl of Customer PropertyControl of Monitoring and Measuring Measurement, Analys is & ImprovementMonitoring and Measuring of ProductContinual Improvement

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This is a collapsed view using conditional formatting to show compliance tracking on a grid. This grid is used in conjunction with a previous slide showing Quality Implementation.

Color Legend

Baby Blue- Complete, meets expectations between 90 and 100%

90% to 100%

1% to 89%

Skyblue- In progess working toward

completion.Accomplishments between 1 and 89%.

Dark Blue= Has not started. Reference

equals 0%.0%

The conditional formatting cells are derived from the calculations inputted from the elements showing how much is being implemented. This gives management insight on what is being accomplished and how long it is taking to administer an implementation. Each organization will be different with it’s own check points as they pertain to each element listed under ISO Standards. The percentages obtained from the Implementation rules are transferred to this grid and is tracked on a monthly basis.

This box to the left is simply your legend on what each color is representing on the grid and it’s percentage of accomplishment.

Gap Analysis Compare the organization’s existing quality Quality Manual Ensure BHI QPM and approriate BHI Level 1 & 2 Review existing procedures and Management Commitment Ensure Quality/Performance objectives are Appointing a member of the management team as Ensure the GoM Management Review of the Ensure the BHI Reliability, Quality and Product Ensure that customer needs as w ell as statutory Ensure that processes are established for Ensure that a Management of Change is carried Ensure that responsibility and authority for all Ensure that appropriate internal communication Ensure that the appropriate resources Product Identification and Traceability Ensure positive status identif ication of saleable Material Traceability to lot/batch/serial number, Preservation of Product Protect sealing material (elastomers and non- Ensure thread protectors are in place on CRA Materials properly identif ied, stored and Ensure brass shear screw s and pins are Control of Documents Ensure current revision status,history,review , Control of Records Create Portal and Assign Admins. Establish Master List of Records Establish List of External Records Well f ile creation and Records storage.Control of Nonconforming Product Identif ication and Segregation of Non- Evaluation, Disposition and Reporting of Competency Awareness and Training Ensure QMS orientation of all personnel (QMS Ensure personnel competency requirements are Purchasing Develop list of Suppliers Affecting product or Determine w hich are already in ASL. Those not Initiate ASL w orkflow s as needed for Supplier Evaluate suppliers w ho provide product or Ensure all procurement requirements are Ensure that receiving inspection is conducted Product Process Controls Create Business Process Model Ensure there is a procedure or process flow for Ensure customer requirements and changes to Control of Customer Property Identify, label, store and maintain customer Establish a database or system for tracking Control of Monitoring and Measuring Identify and document a list of equipment or Assign serial numbers to each pieces of testing Establish calibration frequency and acceptance Calibration Database Review calibration certif icates for accuracy and Out of tolerance handling & dispositioningMeasurement, Analys is & Improvement Customer Satisfaction Measurement Ensure QMS Assessment / Internal Audit Monitoring and Measuring of Product Develop Product Inspection and Test Criteria Identify and define special processes and Continual Improvement

DecApr May Jun Jul Aug Sept Oct NovJan Feb Mar

This is an exploded view that list the rules and check points that are required under each element as determined by the organization.

Check points and sub-elements

Note that each check point under each element derives it’s percentages from the QMS Implementation. The main element percentages are obtained from an equation that calculates all the sub-elements to determine a true percentage of what is taking place eliminating as much subjectivity as possible. Once collapsed your main elements is what determines the actual implementation percentages. Reference slide #1.

ISO Elements

Quality ManualManagement Commitment

Ensure the GoM Management Review of the Quality Management System is communicated to the organization. Ensure that processes are established for monitoring and analyzing customer satisfaction

Ensure that appropriate internal communication processes are established and communication takes place regarding the effectiveness of the quality management system Ensure positive status identification of saleable products and rental tools throughout all stages of the product realization process

Protect sealing material (elastomers and non-elastomers) from deterioration, ultra violet light and maintain with batch numbers and cure dates to ensure they are within shelf life Ensure brass shear screws and pins are maintained with proper identification and traceability

Control of Records Establish List of External Records

Identification and Segregation of Non-Conforming product Ensure QMS orientation of all personnel (QMS Training Modules, Procedures)

Develop list of Suppliers Affecting product or service. Evaluate suppliers who provide product or service critical to the process and send out supplier evaluations or conduct supplier audits as required in the ASL process.

Product Process Controls Ensure customer requirements and changes to order requirements are reviewed and communicated throughout the process (Sales JIW,District_Warehouse and Field Workbooks) ensure appropriate work books and forms are used

Establish a database or system for tracking customer property Assign serial numbers to each pieces of testing equipment for identification purposes

Review calibration certificates for accuracy and upload to Docquest Customer Satisfaction Measurement

Develop Product Inspection and Test Criteria outlining processes and procedures specific to the product. (Receiving Inspection,In Process Assembly Verification, Function/Pressure testing, NDE Inspection, Job Load Out Inspections etc)

0.00% 20.00% 40.00% 60.00% 80.00% 100.00% 120.00%

Compliance Tracking

Added is a Compliance Tracking Chart. This chart gives a visual of exactly what is taking place with every element venue. All calculations are based on monthly tracking across all elements. At different points the graph reflects breaks between weeks whereas the implementer's time is set based on what expectations are required during a set time limit by the implementer.