Evolution of a Process Flow Diagram

1. Evolution of a Process Flow Diagram Some examples for Production Agriculture Click your mouse throughout this slide show to advance the slides and animations…

2. What is a Process Flow Diagram (PFD)? • Why do you need a PFD? The ISO 9001:2000 requirements. • Varying degrees of PFD complexity… It depends on what you do! • Getting Started: Define your business processes. • Categorizing your business processes: • Management Responsibility • Resource Management • Product Realization • Measure-Analyze-Improve. • The ISO 9001 Process Model. • How to build your own PFD. • The evolution of your PFD. Some examples of PFD for production agriculture. Overview

3. Young crop (with weeds) Mature, healthy crop What is a PFD?Process flow diagrams are illustrations of key business processes and their interactions. Planting out in Crop Management out in Harvest The output of one process is often an input to the next. You could also think of a PFD in terms of material flow throughout the production line. This simple PFD contains 3 general Processes The interaction between the processes is the sequence, or order, in which they occur.

4. Reason #2: By creating a PFD for your operations you must actively think about each of your business processes individually, and as part of a system. This is often referred to as process evaluation… Reason #3: A PFD is also an organizational tool. It may be used as a checklist to ensure that you have all of the human and material resources your need to produce your products. Reason #4: A PFD is your road map to continual improvement. With all of your business processes and interactions in plan view you should be able to see where measurement and analysis will most likely lead to improvements in your system. The Bottom Line Your PFD is a roadmap of your business and QMS. It will help you to meet all of the general requirements of ISO 9001:2000. Reason #1: The ISO 9001:2000 standard requires you to identify all of your business processes and their interactions. Why do you need a PFD? • ISO 9001:2000 Clause 4.1 - GENERAL REQUIREMENTS • The organization shall establish, document, implement, and maintain a quality management system (QMS) and continually improve its effectiveness in accordance with the requirements of this International Standard. The organization shall: • a) identify the processes needed for the quality management system and their application throughout the organization (see 1.2); • b) determine the sequence and interaction of these processes; • determine criteria and methods needed to ensure that both the operation and control of these processes are effective; d)ensure the availability of resources and information necessary to support the operation and monitoring of these processes; e) monitor, measure and analyze these processes; and f) implement actions necessary to achieve planned results and continual improvement of these processes.

5. Tillage SHIPPING TO CUSTOMER Crop Management Harvest and conveyance Storage Packaging Processing PFDs for Production Agriculture:We are going to build on the previous example by adding some pre-planting and post-harvest processes. Planting The complexity of the PFD depends on WHAT YOU DO!!! In this example the color coded arrows distinguish product that is shipped: Immediately after harvest, OR click… Following a period of storage, OR click… Following packaging (and possibly storage), OR click… Following processing (and possibly packaging and/or storage)

6. Tillage SHIPPING TO CUSTOMER Planting Crop Management Harvest and conveyance Storage Packaging Processing Storage and/or processing and/or packaging. Slow Down?!?!Don’t worry, you are going to start with the basics… Lets get rid of the fancy stuff for now…

7. Tillage SHIPPING TO CUSTOMER Planting Crop Management Harvest and conveyance Storage and/or processing and/or packaging. That’s better.This looks like a good starting point, but there are a few things missing… What about… Seed Purchases Crop planning Hiring seasonal staff Financials Equipment Maintenance … Just to name a few. You are very busy. Take some time to make a list all of the things that you do as part of your farming operations.

8. Management Responsibilities Resource Management Product Realization Measurement and Analysis YOUR list may include some of the processes shown below. Your processes may then be grouped into categories… customer communication planting pest control product quality analysis purchasing Harvest and conveyance financials infrastructure fertilizer application crop planning Processing and packaging Equipment maintenance storage and shipping tillage hiring seasonal staff Staff training

9. Look Familiar? These categories are also illustrated in the ISO Process Model for a QMS. • Management Responsibility • Customer communication • Crop planning • Measurement and Analysis • product quality analysis • financials • yield/profit maps • Resource Management • Purchases • Equipment/infrastructure maintenance • hiring staff/training • Product Realization • tillage • planting • apply fertilizer/pesticide • harvest and conveyance • process and package • storage and shipping

10. Tillage SHIPPING TO CUSTOMER Planting Crop Management Harvest and conveyance Determine your customer’s product requirements OK… now that you have a plan, what do you still need to do before the growing season? Set Objectives Identify legal requirements with respect to the product and/or production processes Hmmm… There may be another interaction between these processes. You may set some of your objectives based on your customer requirements (e.g., delivery dates). What category from the ISO Process Model of a QMS do these processes belong to? Hint: Who is responsible for each step? Good… Now that you know what you are working towards, you probably have some objectives in mind with respect to your cropping season (e.g., yields, profits). Remember, ISO requires you to establish and document measurable objectives. But wait… How do you decide what to produce? You will need to gather this information before planning your crop. You need a plan! Building your own PFD: Our first example PFD included only Product Realization Processes. What do you do before your start farming? Management Responsibility Crop Planning

11. Purchasing (supplies, seed, equipment) Equipment and Infrastructure Maintenance Acquire qualified staff Provide Staff Training You need to obtain RESOURCES in order to produce your crop according to your plan, your customer’s requirements, and your objectives. This requires purchasing material resources… You will also have to manage for HUMAN RESOURCES, which includes hiring and training… What Section of the ISO Process Model do these processes belong to??? … and taking care of the equipment/infrastructure that you already have… Resource Management

12. Tillage SHIPPING TO CUSTOMER Storage and/or processing and/or packaging. Planting Crop Management Harvest and conveyance The next Section of the ISO Process Model is the PFD that we started with earlier. What is this section called??? Product Realization

13. Review Customer Feedback Corrective Actions Process Evaluation, Preventive Actions Product quality analysis Internal Audit of QMS At the end of the growing season you should be evaluating the: What Section of the ISO Process Model do these processes belong to??? At the end of the growing season all of these evaluations should be part of your MANAGEMENT REVIEW. This will help you to plan and IMPROVE your QMS for next year! b) efficiency of your processes… a) quality of your products… c) effectiveness of your QMS. MANAGEMENT REVIEW Measurement, Analysis, and Improvement

14. Put the whole model together…

15. customer requirements Management Responsibility Equipment and Infrastructure Maintenance Crop Planning Set Objectives Purchasing legal requirements Resource Management hiring Planting Tillage Staff Training Product Realization MANAGEMENT REVIEW Crop Management SHIPPING Storage and/or processing and/or packaging. Product quality analysis Harvest and conveyance Product quality analysis Review Customer Feedback Internal Audit of QMS Process Evaluation, Preventive Actions Corrective Actions Measurement, Analysis, and Improvement

16. XYZ Farms Process Flow Diagram Customer and Contract establishment Schedule cropping Services Assemble Supplies/Equipment Set Objectives Crop Planning Hire/Train Staff Crop Plan Purchase seed, supplies and equipment Equipment maintenance Hire/Train Staff crop production Plant Crop Provide contracted service (plant/combine/spray) Tillage and Planting Crop Management Fertilize Transport Harvest Pest management service provision Internal Audits Harvest Crop Customer Receipt and feedback Product and Process Evaluation yield data Internal Audit of QMS Management Review Conveyance Shipping Management Review Processing scrap Financials Packaging Return to top Corrective/Preventive Actions Storage Precision Ag data Analysis KEY POINTS… • The PFD includes processes (boxes) and their interactions (arrows). • Your PFD should be unique to your farm business… Make sure you include what you do! • The level of detail is also dependant on your needs: • It may be simpler that our 1st example (i.e., a linear chronological flow of processes… • Or a more complex web of process interactions and multiple products and services … • Or it may be fancy …

17. Management Responsibility ID Contact and/or Customer Requirements ID Environmental Aspects —— Use the information to plan —— ID Legal Requirements Objectives and Targets Alternatives Evaluation Emergency Preparedness —— Collect the information —— Resource Management —— Human Resources —— Set-up and maintain equipment Acquire supplies, equipment, materials. Employee training Acquire qualified staff/services —— Production Resources —— Product Realization Crop Planning (ID mgt zones, variety selection, etc. Planting Conveyance Seedbed preparation Harvest Storage Crop management (fertilize, pest control) Shipping Measurement, Analysis, Improvement Internal Audit Process Evaluation and Preventative Action Product Quality Product Receipt, Customer Feedback Management Review Corrective Action

18. TIPS for Constructing Your Farm’s PFD… • Write down a list of what you do throughout the year • Categorize the processes under the headings of Management Responsibilities, Resources, Production, and Measurement – Analysis - Improvement. • Evaluate your list. Did you leave anything out? • Draft the PFD by putting the processes into order (on scrap paper). • Look for process interactions (other than the chronological sequence that was done in the above step) and draw them in. • Re-examine the examples in this slide show. Is there anything that you could borrow from them? • Complete Exercise #3 in the Ag-ISO Workbook to generate an electronic version of your PFD. • Accept what you have (for now). Your PFD will evolve and improve over time… especially when you put it to work!