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Sunday Business Systems The Quality Database Features and Benefits Introduction and Tutorial www.SundayBizSys.com Fueling Small Business Efficiency.

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Presentation on theme: "Sunday Business Systems The Quality Database Features and Benefits Introduction and Tutorial www.SundayBizSys.com Fueling Small Business Efficiency."— Presentation transcript:

1 Sunday Business Systems The Quality Database Features and Benefits Introduction and Tutorial Fueling Small Business Efficiency

2 Sunday Business Systems Background  Quality management standards require many things, including  Corrective and Preventive Actions  Internal Audits  Management reviews  ISO 9001:2008 “The Organization shall continually improve the effectiveness of the quality management system through the use of…audit results, analysis of data, corrective and preventive actions, and management review.”  The SBS Quality database was created to ease the complexity of compliance to quality management standards  ISO 9001  AS9100  ISO/TS  ISO 13485

3 Sunday Business Systems Features  Nonconformance Tracking  Corrective Actions (CA)  Safety Corrective Actions  Supplier Corrective Actions  Internal Audit Corrective Actions  Preventive Actions (PA)  Internal Audit Management  Record and track audit findings  Manage Audit Schedules  Document management review meetings  Manage continuous improvement projects  Customer Satisfaction Surveys CAPA = Corrective and Preventive Actions

4 Sunday Business Systems User Interface  Simple, efficient interface  Menu driven  Ribbon shortcuts  Data entry in simple forms  Easy data analysis  A rich set of configurable reports  reports with a single click  Export data to excel, word, or PDF

5 Sunday Business Systems Analysis Tools  Wide variety of detailed reports  Charts, graphs, Pareto analysis  Quality Performance metrics

6 Sunday Business Systems Features  Control user access levels  Link electronic documents, pictures, pdf files, Customer  Supports single and Multi-user network environments  Built on Microsoft Access 2007  A free version of Access is included with the full download  No need to purchase Access if you do not have it  Compatible with Microsoft Access 2010 and 2013  Simple set-up  Enter employee names, passwords, and access levels  Enter Company information  Enter Company locations or sites and departments  Enter CAPA categories (i.e. functional groups within your organization)  Enter Nonconformance defect categories  Enter list of root cause categories  Start using the program!!!

7 Sunday Business Systems Benefits  Complies with requirements of  ISO 9001:2008  AS9100  ISO/TS  ISO  Provides a concise electronic record of historical events, actions, and improvement  No paper to get lost  No files to shuffle  Efficiently maintains quality records  Management reviews (ISO 9001: )  Internal audits (ISO 9001: )  Corrective Action results (ISO 9001: )  Preventive Action results (ISO 9001: )  Supplier Corrective Actions (ISO 9001: )  Customer satisfaction surveys (ISO 9001: )  Improves Customer Satisfaction  Rapidly report results to Customers  report directly from the database  Stay on top of key Customer issues  Rebuild customer confidence when things go wrong  Analyze Customer perceptions and how they change over time

8 Sunday Business Systems Benefits  Efficient and cost effective  Simple, low cost solution  No additional software to purchase  No annual maintenance fees  Concurrent user licensing – not CPU based  Minimal training is required  Saves time and improves efficiency  Reports and analysis  Managers get immediate answers  How many CA/PA Requests are open and why?  How long are CA/PA Requests open?  reminders for open actions  Develop agendas for meetings  Utilizes a proven method of Corrective Action  Organize and track actions from management review meetings

9 Sunday Business Systems Database Set-up and Configuration Add Employee information Set user passwords and access levels Customize set-up parameters

10 Sunday Business Systems Easy Installation  Download the demo database  Save or copy the Quality DB.mde or Quality DB.accde file to a designated folder on your Network File Server  Once purchased, register the demo database (enter the Product Code)  Ensure all Workstations have  Microsoft Access or the free Runtime version of Microsoft Access  Read and write privileges to the designated folder on the Network File Server Note: The above graphic is for stand alone Access databases - SQL configurations are different

11 Sunday Business Systems Login Screen  The login process limits access to the database features  The Demo version includes dummy data and employees  Admin is the default login for demo versions (unregistered)  Admin has full Database privileges  For the demo database, –Employee: Admin –Password: admin –All other employees password = pw

12 Sunday Business Systems Setting up the Database  Add Employees (owners)  Enter Company specific information  Company contact information  Sites  Departments  CAR/PAR Categories  Root Cause categories  Defect categories  Customer List  Supplier Lists  Parts List  Document names

13 Sunday Business Systems Add / Edit Employees and Assign Privileges  Employees are your CAR, PAR, NC owners and action owners Used for automatic s Enter a password to log in to the database Access Level defines standard privileges Specific privileges may also be selected

14 Sunday Business Systems Set-Up Parameters  Organized into one form with multiple tabs  Many tabs contain information used to build drop-down lists on various forms for example  Parts, Customers, Suppliers, etc.

15 Sunday Business Systems Set-up Parameters

16 Sunday Business Systems Set-Up Parameters

17 Sunday Business Systems Set-Up Parameters – Document Details  Document #s appear on key forms  to trace forms to your document control system

18 Sunday Business Systems Corrective Action Requests Background: The 8D problem solving process Create a CAR Review reports Measure effectiveness

19 Sunday Business Systems Types of Corrective Action Requests  Internal  Originated from within the company  External  Originated from outside source like a regulatory body or potential Customer  Customer complaint  Defective product shipped to Customer  Late delivery  Internal Audit  Internal audit findings  Safety  Results of Safety audit  Safety incident investigation  OSHA compliance  Supplier  Vendor or supplier failing to perform to specification  Late deliveries, defective parts

20 Sunday Business Systems The 8D Problem Solving Process D0 Plan D1 Build a team D2 Define the problem D3 Contain the problem D4 Define and verify the root cause(s) D5 Determine and verify the permanent corrective actions D6 Implement and verify the permanent solution D7 Prevent recurrence D8 Congratulate the team!

21 Sunday Business Systems

22 Sunday Business Systems Start a CAR – organized into 5 tabs

23 Sunday Business Systems Tab #1: CAR Details - (8D steps 1 & 2)  CAR Type  Internal  External  Customer Complaints  Safety – for OSHA compliance  Internal Audit  Supplier CAR – issued to supplier  Category  User defined functional areas or departments  Status  Automatically set based on the dates entered  Dates  Determine the status of the CAR  Details  (Part #, PO, etc.)  Define the CAR team  Detailed Problem description

24 Sunday Business Systems CAPA Process Flow / Status Process CAR / PAR Status Exceptions Status

25 Sunday Business Systems Tab #2: Containment  Contain the problem  Take immediate and possibly temporary actions to prevent the problem from happening today  For example, Stop shipping and 100% inspect for the defect  Definition: ECD = Estimated Completion Date or due date Establish containment actions with specific owners

26 Sunday Business Systems Tab #3: Root Cause Analysis  Determine the Root Cause (s)  Document the 5 Why’s  The problem may have multiple root causes  Primary root cause  Escape Root cause  Contributing root cause  Corrective actions must be aligned to each root cause Document multiple root causes for a single CAR including Primary, Escape, and contributing root causes Ask why?, why?, why?, why?, why? to determine effective corrective actions

27 Sunday Business Systems Corrective Actions  Record multiple Corrective Actions for each CAR  Management or designate may verify each action to ensure they  Effectively address each root cause  Ensure the problem will not re-occur  Each Action has an  Owner  ECD – Estimated Completion date  First ECD – original ECD (does not change)  Current ECD – may be changed  Status – see corrective Action Life Cycle  Date complete  Comment – used to explain current status  Validation or acceptance criteria  Validation name and date  Once reviewed and approved, the Corrective Action plan is considered “Approved” when a date is entered in the “CA Plan Approved” field

28 Sunday Business Systems Tab #4: Corrective Actions and Validation Establish corrective actions with specific owners Establish Validation criteria and document closure

29 Sunday Business Systems Corrective Action Life Cycle

30 Sunday Business Systems Verification and Validation  Verification  Documented by approving the corrective action plan  Should require management review and approval  Upon completion, each action must be validated  Validation / Acceptance Criteria  Defines pass / fail criteria  For example: –99% of all parts measure < 15mm –Document XX version 02 released on 4-May-2006 –Training records updated and reviewed  Actual Value  the observed or actual value  Record who validated the action, when, and definitively state that the action was effective (or not)

31 Sunday Business Systems Examples of Actions with Validation

32 Sunday Business Systems Tab #5: Preventive Actions  Document any preventive actions to prevent similar occurrences

33 Sunday Business Systems Tab #6: Comments and Files Add comments including customer feedback Link electronic files such as pictures, customer s, etc. the electronic CAR report directly to Management or Customers

34 Sunday Business Systems Professional Reports  Print or the CAR report directly to the Customer

35 Sunday Business Systems Handy Features  Forms may be  Sorted  Filtered  Searched  Export data  Spell check  Directory  Lists a summary

36 Sunday Business Systems CAR Reports  A full set of reports, charts, graphs and analysis Apply filters to reports

37 Sunday Business Systems Preventive Actions PARs use the same process and similar forms as CARs For want of a nail, the shoe was lost,For want of the shoe, the horse was lost,For want of the horse, the rider was lost,For want of the rider, the battle was lost,For want of the battle, the kingdom was lost,And all for the want of a horseshoe nail!

38 Sunday Business Systems  PARs are handled nearly the same as CARs PAR

39 Sunday Business Systems PAR Reports

40 Sunday Business Systems Nonconformance Tracking Track non-conformances Failure Analysis Analyze defects for continual improvement

41 Sunday Business Systems Nonconformance Tracking Enter General Nonconformance details Classify the Nonconformances based on the defect category

42 Sunday Business Systems Failure Analysis Perform Failure Analysis Assign multiple root causes – later, analyze by root cause Produce professional Failure Analysis reports

43 Sunday Business Systems Disposition Document what is to be done with the material: Release, Return, or scrap Produce a concise nonconformance report Escalate any Non- conformance to a CAR with a click of a button

44 Sunday Business Systems Nonconformance Analysis  Rich set of configurable reports and charts

45 Sunday Business Systems Internal Audits Schedule audits Document audit findings Convert findings into a CAR and / or PAR Report and analyze results

46 Sunday Business Systems Internal Audits Generate audit reports Document general audit details Enter dates; an audit is “open” if there is no completion date

47 Sunday Business Systems Internal Audits - Findings Document detailed audit findings Create a CAR or PAR Linked to the Audit with a click of a button

48 Sunday Business Systems Manage Audit Schedule

49 Sunday Business Systems Internal Audit CARs

50 Sunday Business Systems Audit Reports and Analysis

51 Sunday Business Systems Management Reviews Quality Management System Reviews Document meeting minutes Track and manage actions Drive Continual Improvement at the management level

52 Sunday Business Systems Quality Management System (QMS) Reviews  Document a QMS Meeting  Who attended  What was the agenda?  What was discussed?  ISO9001:2008 establishes the basic agenda  What were the resulting actions taken?  Are the actions complete?  QMS review organized in 4 tabs  QMS Details  Data Review  Actions and Validation  Comments and files

53 Sunday Business Systems QMS Details

54 Sunday Business Systems QMS - Data review

55 Sunday Business Systems QMS - Actions and Validation

56 Sunday Business Systems Simple Surveys Create Customer Satisfaction surveys Create Vendor Qualification surveys Manage & analyze survey results

57 Sunday Business Systems Simple Survey Features  Easily create custom surveys  Simple, intuitive interface  Print out or a professional looking survey directly from the program  Ask different types of questions  True or False / Yes or No  Rating (on a scale of one to ten)  Text response (let the customer provide feedback in his own words)  Create an efficient quality record

58 Sunday Business Systems Simple Survey Features  Customer Satisfaction  Directly quantify customer satisfaction  Monitor Customer perceptions  Analyze trends with grafts and reports  Vendor qualification surveys  Measure vendor suitability  Monitor vendor improvement  Employee opinion polls  Measure job satisfaction  Solicit continual improvement ideas  Measure and track long term results print

59 Sunday Business Systems User Interface  Simple, efficient interface  Menu Driven  Data entry in simple forms Enter General Information Organize the survey into topics List all Survey questions & define types

60 Sunday Business Systems Creating Surveys  Enter general survey information  Create a survey Category (i.e. Customer Service, General, Engineering Support, etc.)  Create a question and establish the order in which it will appear on the survey  Select the question type.  Yes/no and true/false questions are rated as either 0 or 10  Text response questions have no score  Rating types receive a number rating from 1 to 10 with 1 being the lowest or worst level.  If the question was yes/no or true/false, you must determine if a positive answer (yes or true ) carries the maximum score.  Check the check box labeled "PositiveIsTen" if a positive answer receives the maximum score.  Leave the "PositiveIsTen" check box unchecked if a positive answer should receive the minimum score.  Each question may be weighted differently (not all questions were created equal).  The "Weight" field is used to score each question where Score = Rating * weight.  The user must determine appropriate waiting factors.

61 Sunday Business Systems Produce Professional Looking Surveys

62 Sunday Business Systems Survey Analysis Tools  Variety of customizable reports  Charts, graphs

63 Sunday Business Systems SBS Quality Database Best in class software solution

64 Sunday Business Systems Summary  The SBS Quality Database is a cost effective tool to  Ensure effective training compliance with Quality standards  ISO 9001:2008  AS 9100  TS  ISO  ISO  Manage Corrective and Preventive Actions  Manage Management Review meetings  Monitor Customer perceptions  Maintain paperless quality records  Analyze performance and develop improvement strategies  Save time and effort

65 Sunday Business Systems About SBS  Sunday Business Systems is engaged in software sales and consulting services.  Applies Lean Manufacturing principles to Quality Management Systems  Sells affordable and efficient software solutions to help implement ISO9001:2008 compliant systems  Document Control  Corrective and Preventive Actions  Audit Management  Employee Training  Control of calibrated equipment  Vendor Management  SPC  Communication / Continual improvement  Provides Training and instruction  Will customize the software for specific Customer needs  We build a custom solution for your specific business processes Sunday Business Systems

66 Sunday Business Systems © 2013 Sunday Business Systems. All rights reserved. This presentation is for informational purposes only. Sunday Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. Fueling Small Business Efficiency Visit for:www.SundayBizSys.com Additional information Free product demos Pricing Links to purchase software


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