Quality Assurance in the standardised field (the ISO series)

Quality Assurance in the standardised field (the ISO series)

ISO • International Standardisation Organization, assembly of national standardisation organisations • No 9000 series (EN 45,000), also No10,000, 14,000, 19,000 series • In Europan Union: European Committee for Standardization CEN, and for electronic issues CENELEC

ISO 9000 • It is a series of standards 9001, 9002 etc.) • Its first variation was adopted in 1987 • Used in more than 100 countries • It is taken as a tool of the global competition • According to it „document what you done, then work in line with the document”

Why standard „series”? E.g. • QA dictionary • general QA principles for manufacturing - purchasing – certifcation model • different standard if there is R&D and if there is none • different if there is final QC • QA of measuring instruments, • QA of software development services, etc., altogether about 50 individual standards!

E.g. • ISO 9000:2000 Quality management systems - principles and terms • ISO 14 050:2002 Environmental QA • ISO 19 011:2002 Guidelines for the audit of quality or environmental quality management systems

How to work with the ISO series • Select from the series the standard, which closely applies to your activities (e.g. manufacturing without development, or providing legal advices, etc.) • Help: introductory part of the individual standards plus a separate standard for this

The ISO total Quality Management (TQM) • In contrast to “Good Practices”, may be applied for everymanufacture or service • E.g. book-keeping, administration

TQM, ISO 8402:1994 • Quality is in the centre • everybody participates • aiming, ensuring the consumer/purchaser satisfaction… • …the long-term success of the Organisation, that… • …is useful for every member of the Organisation, as well as… • …the Society

Specific ISO terminology • QA for manufacture/services, training/education, etc.: TQM • If extended to management (managerial activities): Quality Assurance

In other words Quality Assurance (QA): as it was in the “Good Practices”, but also: how the customer is satisfied, providing assurance in quality = management of quality Typical for the „standardised field”

Quality assurance on ISO basis Definition of terms • Product: result of an activity (production) or of a service • e.g. for this reason: no „Enterprise” butOrganisation we speak about • Contract: accepted and delivered requirements between the provider and the purchaser • etc.

Requirements of an ISO quality standard Main chapters 1. Personnel • Management and its task • Quality manager, • inspections 2. The Quality System • general part • SOPs • planning • Conformity Assessment 3. Contracts continued

Requirements of an ISO quality standard Main chapters 4. Technical planning 5. Documentation and data handling • general • regulating and registering doc’s • Quality Manual • document levels 6. Purchasing 7. Control of the production 8. Process control 9. Consumer services 10. Appendices continued

1. Personnel requirements in ISO • Management: those managers who directly may influence the quality of the product/service • Quality manager: responsible for the TQM, member of the management • Tasks of the management: A. To develop its Quality Policy and explain it to the personnel sometimes it is very difficult to convince the personnel…

Quality Policy (document) • Declares in writing that the Management is devoted to provide good quality (products and services) • Employees should be informed and explained • E.g. “we are devoted to quality, our customer is in the centre. To achieve this, ISO 9000 was introduced and its strict application required...”

Tasks of the Management B. Organisational matters • Responsibilities, organogram:jobs, connections (mainly between those who may identify defects, recommend solutions or control products/processes) his own boss?Matrix-organisation? • Provision of resources (adequate number of staff for the given task) When audit it – irrationally high number of accepted responsibilities? (cont’d)

Organogram example Managing Director Deputy MG, general affairs Deputy MG, financial affairs QA Manager Director, Production Director, QC Director, Support Director, Bookkeeping Section Head Section Head Section Head Section Head Section Head Group leader Group leader

The Organisation itself may be wrong! N.N. Director N.N. Director N.N. Section Head X.Y. Section Head N.N. Group leader May be adequate („temporarily unified responsibilities”) Inadequate! („his own boss?”)

„Matrix Organisation” employees: A B C D E red: supervisor in the given task black: subordinate Domestic activity: A BCDE Export activity: B ACDE Import activity: C ABDE Development: D ABCE

Matrix organisation • Pro: „everybody seems himself/herself a boss in a given field” • Con: • one of the main task of a boss is setting priorities • everybody may not set priorities at the same time! • sooner or later the most respected person’s priorities win: the matrix cees to exist

Tasks of Management(cont’d) • C. Quality manager, member of the Management(Should not have at the same time other „unimportant” responsibilities) • D. Management inspection at pre-determined intervals: how the Organisation works?(avoid „people are learning from each other” – „self-movement of the Organisation…”)

2. Quality system • General part: a Qality system is operated to assure that defects are avoided • Written Standard Operating Procedures for every important one • Planning • to identify what can influence quality • Operating the Conformity Assessment • timing of checks • acceptance limits

Conformity assessment („quality control”) 1 • Does not improve the quality but helps identify and „filter” the defects • 3 parts: - input quality (starting materials) - IPC (in-process control) - final product control

Conformity control („quality control”) 2 • Important part is the quaranteen! • Colour codes (not completely the same as in GMP!) product product product product to be analysed: no label under analysis accepted rejected

Conformity control („quality control”) 3 Important: what happens if „in non-conformity” occurs? • re-qualification, if it complies with another requirement? • ad hoc authorisation (valid only for this batch)? • reprocessing? (repetition of the purification step) • reworking? (introduction of a new purification step) • wasting?

3. Contracts • Checking the contract – covers all important issues?(e.g. melting point – but the value depends on the measuring method!– Do we know what has been contracted?) • Modification of the contract – the procedure, approval, details should be archived… (which contract was valid when the given delivery was purchased?)

4. Technical planning • The planning must also be planned, in writing(to-day: change control) • What are the relevant laws (e.g. environmental) • What other possibilities do exist? Why this one was selected? (Planning = selection from different solutions – were other solutions taken into consideration? was it documented?)

Technical planning(cont’d) • Modification – what is the procedure • Model calculations E.g. change of the drug reimbursement system – the model calculates as if the consumption structure remains the same. If not, the model calculations may be completely wrong...

5. Documentation and data handling • In general: • everything in writing • Who developed and who approved it • Identification code number • If modified: the same procedure e.g. handwritten changes – who, why, when? What is in force?

Document types • Regulating documents • external, e.g. Foundation Document • internal, e.g. Rules of Operation and Organisation • Registering documents • e.g. purchasing documents, batch manufacturing records…

Quality Manual • Description of conduct of all activities • Structure: • either following that of the ISO standard, • or the life cycle of the product (produced) (e.g. raw material purchasing, assembly, QC, packaging, selling) • Approved by the Management, also its every modification

Document levels Quality Policy ORDERING Quality Manual level 1 Operating Procedures level 2 Plans, technological and maintenance orders and their modifications level 3 REGISTERING level 4 Records, registers

Level 3: general name is process orders, their types • quality • production-technological • supporting activities maintenance

6. Purchasing • Vendor ratingAuditing on the spot. How to select the vendor, that can provide both quality and quantity Old „socialist” system: ampoules produced by „the”íAmpoule Factory”…)

Connections with the vendors • Their selection (assessment) • Their support (e.g. providing a QA system) • Activities after purchasing (e.g. help to identify reasons of defects) All these in a planned way!

Purchasing(cont’d) • Are the requirements unambiguous?(Melting point – see before, “former quality” - ?) • QC of the product purchased – where and when?(HCl, tank car, underground tank) • Identification and spotting of batches (used for which other batches)

7. Control of the „production” • Quality assessment • assessment of the steakholders’ satisfaction • assessment based on quality characteristics (performance indicators) • Regulation of „answering the customer needs” in 3 levels • Process regulation • Customer service • Annexes e.g. organograms, SOPs

8. Process control • Every process should be planned • Plan for maintenance • IPCs…

9. „Customer service” • Before selling: please the customer • Selling: conditions • After selling (spotting sold products, adjustment, maintenance, complaints, product liability within and outside self-life, recall, buying and reprocessing of used products) Planned before!

Summary of the ISO quality management PDCA plan do check act

ACT PLAN COMPARE DO CHECK for continuous improvement

Ishikawa gave the PDCA more detail Ishikawa: Determine goals and targets A P Take appropriate action Determine methods of reaching goals Engage in education and training Check the effects of implementation C D Implement work

Introduction of a Quality System • As a rule: not mandatory, recommended! • Middle size enterprise, outside experts: 10-12 months needed • Small size company, in Hungary: at least 1-2 Million HUF without accreditation

Introduction of QA system, a Questionnaire in Hungary The prestige of the Firm, its marketing abilities, consumer trust, connections of internal procedures Employee satisfaction, their better interest to improve working, cost decrease More paperwork   

What will be in the exam topics?

General characteristics of the ISO quality standard series • What is ISO? • Why „series”?How to select the standard adequate for you? • Total Quality Management and Quality Assurance in ISO • Compare ISO with the „Good Practices”

Personnel requirements in the ISO • Who is „the Management”, its main tasks • The Quality Policy document • Quality Manual, its structure (2 possibilities!) • Documents and their „levels” in ISO

Quality Assurance in the standardised field (the ISO series)