THE INTRANET AS A METHOD OF INTEGRATING PROCEDURES INTO THE METHODS OF WORKING
The old fashioned sets of Quality Procedures gathering dust on a bookshelf are disappearing as on-line systems take-over. Introducing an intranet (the internal company version of the web site) is a simple cost effective way of making this change. The beauty of the intranet is that it does not require any special software that needs continually updating. All you need is a browser such as Microsoft Explorer or Netscape, plus simple tools to update the information held. Whether you like it or not the internet is here to stay and anything built using web site design tools will have a cost effective and ongoing upgrade path.
The intranet does not just provide a simple solution to on-line Quality Systems it provides a method of collecting information scattered around the network in a structured way, for example product details or internal telephone numbers, email addresses etc. The intranet should be active not passive but how you use it may depend upon the size of the company. For big companies it is likely to be used, short term, mainly for information, for smaller organisations by use of links to spreadsheet and database applications it can become the central software system to run the organisation.
QIS are now documenting and structuring all new management/quality systems in an intranet and printable format. We are also using this methodology as a simple cost effective means of upgrading companies to the requirements of the new version of ISO 9000 ( ISO 9001:2000).
The current format of the documentation does not matter. Some companies have structured the procedures according to the original ISO 9000 clauses, twenty clauses, twenty procedures, a poor way of structuring the documentation but not a problem. If the original Word Processor file had been lost, the documents can be scanned and converted to "text" format.
Where documentation exists, our first task is to make any minor changes where practices and titles had altered. If the company wishes to meet ISO 9001:2000 requirements we will review the documentation and add the extra information required. If you do not have any documentation we will produce it. Our approach remains the same which is not to waste money rewriting the procedures unless essential.
The next step is to use the procedures to produce flow-charts for the processes, e.g. dealing with a sales order, raising purchase orders. We work from the procedures in order to identified omissions, errors and issues that just need clarifying. One of the advantages of using the intranet is that you can keep the flow charts simple and link to the procedures or text that clarifies the requirement. Next we add indexes, cross-references to related forms, flowcharts, templates etc. The links can be used to open the forms, spreadsheets etc, so the details can be entered and the document completed and saved without leaving the intranet.
It is now possible to start using the intranet and to continue to refine it, for example links to the clauses of ISO 9001:2000. We have also found it useful to incorporate a reference section with breakdowns by job title, department and subject that is linked to the relevant text.
Our intranets are deliberately kept simple, the objective is to have the ability to easily find your way around and to move quickly from screen to screen so there are no fancy graphics. There is a home page with a link to sections for each department, also links to the forms, procedures, flowcharts and templates. Short cuts to suit the organisation can then be added.
The department sections can now be expanded, and with basic training, staff are able to add the information in a format and structure that suits their needs.
Our advice is to get the information onto the intranet as quickly as possible and not to worry too much about the format, as updating a section of the site is relatively quick. If possible we are including all the staff suggestions, minimum debate maximum action. What QIS believe will happen is the useful information that is often used will get tidied up and the "good ideas" that did not work can be deleted.
Where do we go from here? We have a very powerful tool where we have only used the basic functions. Most software companies are adding web front ends to their products and we believe that with time the intranet will be at the centre of most companies systems. The intranet will be used daily by all staff from MD to office junior and the quality systems and procedures will become an inherent but transparent part of the methods of working.
email
enquiries