QUALITY MANAGEMENT | IT
As a result, data input forms were designed to optimise the amount of information the user must enter, while clearly indicating the minimum of mandatory fields to be filled in. Each element of the input data is described by at least two characteristics: the type of data (text, date, digital value etc) and the data source (import data, existing directory, manual input or system requisites). The most important steps in the initial stages of any digitalisation project are building a data model for each stage of the automated business process, design of data entry forms and printed output forms, and creating analytical reports and formats. There are many examples of system integration. For
example, if the supplier fails to fulfill its obligations to identify and eliminate the causes of a certain nonconformity within a specified period, information is relayed to the procurement system. As soon as the data transfer happens, the participation of such supplier in new procurement procedures is put on hold until all contract obligations related to the nonconformity are fulfilled. UIS-Quality permits connections between organisations
inside Rosatom, but it also connects external users — customers, suppliers, contractors, regulatory authorities and authorised inspection organisations. These are all participants in the Rosatom supply chain. The software solution is not complicated. It automates user actions within relevant business processes, so when designing the system, the project teams faced a major administrative problem — to justify to external organisations that they should work within the system, to organise their registration in the system and to train them. So before the system was launched, standard annexes to contracts were developed, requiring companies to use the system for specified business processes. Agreeing these additions with all the companies took a lot of time and effort by many stakeholders, including purchasing, quality and engineering departments. It is important to say that external organisations that
have contracts with industry enterprises use the system free of charge.
Digitalising the nonconformity management process The key module of the UIS-Quality system is the Nonconformity Management Module. The Rosatom procedure for nonconformity management takes into account Federal rules and regulations, and the best industry and world practices for managing nonconformities based on the 8D methodology (the ‘eight disciplines’ (8D) problem solving approach typically employed by engineers). During the development of the methodology, relevant
practices from industries including automotive, aerospace, railway and food were examined. The approach presumes a step-by-step problem-solving process, with stages including a detailed description of nonconformity, notification of interested parties, elimination of the nonconformity and its root causes and exchange of experience between suppliers and industry organisations. Nonconformities are managed by a multi-functional team
composed of representatives of various functional areas of the supplier and the customer organisations. Managing the entire business process in one information
tool has been very positive. Firstly, all relevant information about a nonconformity is kept in one place and is available
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to any team member at any time. An employee who is required to take specific action is notified by e-mail, and gets access to appropriate information and tasks in the system. Secondly, all decisions made by the team circulate in a single information field. For each task there are target dates and responsible employees and it is impossible to close an event unless implementation has been confirmed. The system also permits users to control actions required by the business process and assess their timeliness. Thirdly, decisions taken by the team in UIS-Quality
are confirmed using an electronic signature. The system streamlines the process, but it also translates it completely into an electronic format – meeting one goals of the digitalisation project, which was completing the transfer of nonconformity management and control processes to paperless document flow. Fourth, since the system is created in the form of a portal solution, having a login and password, the user can log into the system from anywhere in the world and perform actions from any device with Internet access.
Distinctive features of the system software solution In order not to force users to study voluminous instructions for working in the system, the developers tried to make use of an intuitive interface similar to a social network. To help address problems in real time, all participants
in the process can share their thoughts and offer their own scenarios for solving a particular issue. For this, an 8D team ‘chat’ has been developed that allows quick messages to be exchanged. When connecting sub-suppliers to the system, users can redirect nonconformity notifications down the supply chain. The analytical module of the system allows information about nonconformities and the results of the control operations to be processed. It means monitoring efficiency and effectiveness of business processes can be automated in the system. The laborious activity of collecting statistics and preparing analytical reports has become a new skill: setting up reporting forms in the system. Presenting statistical cross-sections in graphical terms allows the team to get an overall picture of problem areas and to make the necessary management decisions. U
Below: UIS-Quality interface
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