CHAPTER 3: SOLUTIONS FOR IMPROVING THE EFFICIENCY OF ISO 9001
3.2. Solutions for improving the efficiency of ISO 9001:2015 in Habeco group
3.2.3. Establishment of a software to control Habeco ISO 9001:2015 system
After building an integrated ISO system, with about 600 common documents and more than 100 internal documents for each member company, the total number of documents of the entire Habeco ISO 9001 system estimates nearly 2000 documents. In order to follow the 7.5 requirements in ISO 9001:2015 system (i.e. ISO documents should
be available and suitable for use, adequate protected), the management of document distribution, access, retrieval, use, storage and preservation, control of changes, retention and disposition are problems posed to the ISO Department of head quarter. These could be done by building an ISO system management software. The software should meet some following objectives:
Create an environment that allows information exchange quickly, easily, anytime, anywhere between staffs and member companies.
Improve ISO 9001:2015 efficiency by increasing the quality, reducing cost, managing changes and building centralized and unified reports.
Install on server home.habeco.com.vn to reduce hardware and installation costs and use existing user data.
Ensure security of the system.
3.2.3.1. User decentralization in Habeco to manage ISO 9001:2015 system
Figure 3.2: User decentralization in Habeco group
User decentralization is done as shown in Figure 3.2, in which the specific functions of components are listed in Table 3.8.
DepartmentISO
Departments
in HQ Breweries
Departments Plants
Member Companies
Departments Plants
Table 3.9: Functions of departments in head quarter, breweries and companies Document
issuance Document access User decentralization
ISO department in head quarter
Common and private
documents
All documents in Habeco group
- All staffs in head quarter departments;
- Breweries and companies
ISO representatives in
breweries Private
documents
Decentralized - common and private documents
- All staffs in brewery departments
- Plant foremen ISO representatives in
member companies
- Head of departments - Plant foremen Departments in head
quarter, breweries and companies
Decentralized documents
When a new document is issued, ISO Department in head quarter will upload the document on website https://home.habeco.com.vn and then assign the access to users mentioned in the scope of application. If the document is decentralized to breweries and companies, their ISO representatives are responsible for further decentralizing the document to relevant departments. After decentralization, all users will receive a notification email. At the end of each month, the software will generate an automatic report mentioning the number of new documents, the percentage of decentralized documents, the percentage of on time decentralized documents, etc.
3.2.3.2. Management of changes in ISO documents
Control of change is a very important issue, which is defined in Article 7.5.3.2 of ISO 9001: 2015. For a large system of approximately 2000 documents in Habeco group, in order to control the validity, practical relevance and content consistency among documents, some steps should be done:
Clearly classify the document system as described in Figure 3.1
Relevant documents for each document, e.g. document B has relations to document A, document C has relations to document B, etc.
Build change management software: when new version of a document is uploaded:
The software will automatically update the new document and saves the old version.
The software will notify and set alarm to the person in charge to see, review and change these related documents if needed. For example, when document A changes, documents B1, B2, Bn must be reviewed and changed if needed; when document B1 changes, documents C11, C12, C1m must be reviewed and changed if needed, etc (Figure 3.3).
Figure 3.3: Management of changes in ISO documents 3.2.3.3. Establishment of online ISO reports
Currently, due to the lack of management tools, making reports on non-conformities and preventions to control the quality of input raw materials and problems arising in the production process is not fully implemented in member companies. Therefore, the software is designed to make this process clearer, quicker, and easier. Users from head quarter, breweries and companies can create non-conformity and preventative action reports, track the implementation progress from start to finish according to pre-set up procedures (Figure 3.4). Related departments in the track can exchange attach files, opinions in order to reach the best final goal. After that, based on input data in non-conformity and preventive action
reports, the software will generate periodical reports on defined areas such as suppliers, raw materials, final products, by-products, etc.
Besides, the software should be able to automatically generate periodical quality reports to support leaders and responsible people to ensure its continuing suitability, adequacy, effectiveness, efficiency and alignment with strategic direction of Habeco group. Report contents need to be digitalized are:
The status of issuing, reissuing, modifying, decentralizing and using documents in Habeco group.
Quality of products: total number of defective products, common mistakes in the year, in the comparisons among years.
Quality of raw materials: defective raw materials returning to suppliers;
comparisons on material types, suppliers among years; supplier evaluations.
Internal audit quality: comparison on number and the implementation of non- conformities and among years and companies to see the efficiency of ISO system.
The performance of assigned tasks in terms of quality and time such as issuing, decentralizing documents, implementations of non-conformities, preventions and recommendations.
65
Figure 3.4: Suggested new procedure to make non- conformity and prevention report
Preventions
Make report Receive/ Assign code Analyze. suggest
corective/preventive actions
Approve
Record corective/
preventive actions, implemementation units,
expiry date
Not Accept
Accept
Implement actions on time
Confirm the completion Record
Approve
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CONCLUSIONS
In the context of global competition and the strong entry of foreign businesses into the domestic beer market, quality is considered as a vital issue that determines the existence and development of a business. Quality management system ISO 9001:2015 is an useful tool to help businesses achieve that.
With the thesis "Improving the Efficiency of Quality Management System ISO 9001:2015 in Habeco Breweries", the author has achieved following objectives:
Systemize theoretical basis of quality management system ISO 9001:2008, benefits of applying ISO 9001 system to the quality management practices of enterprises, fundamental changes in the new version ISO 9001:2015 compared to the previous version ISO 9001:2008.
Define efficiency and outline a number of criteria to measure the efficiency and factors influencing the efficiency in applying the quality management system ISO 9001:2015.
Analyze situations of building and applying quality management system ISO 9001 and realize reasons for under-expected efficiency in the application of ISO 9001 system in Habeco group.
Suggest solutions for improving the efficiency of applying quality management system ISO 9001:2015 in the entire Habeco group through organizing training courses, building a common integrated ISO 9001: 2015 and establishing software to control Habeco ISO system.
It is hoped that, with the support of the Board of Directors, companies’ leaders together with serious cooperations among departments and employees in Habeco group, the given solutions will be applied to make ISO 9001:2015 system in all companies more efficient. And in the near future, results obtained from these directions will be carefully assessed. Based on that, the author could continue to further apply this model on commercial and packaging companies in Habeco complex.
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72
SUBSIDIARIES 1. HABECO TRADING ONE MEMBER
LIMITED COMPANY 2. HANOI - QUANGTRI BEER JSC.
3. HANOI BEER - ALCOHOL - BEVERAGE INVESTMENT AND DEVELOPMENT JSC.
4. BEER - ALCOHOL - BEVERAGE PACKAGING JSC.
5. HABECO – HAIPHONG BEER JSC.
6. HANOI - THAIBINH BEER JSC.
7. HANOI - HAIPHONG BEER JSC.
8. HABECO PACKAGING JSC.
9. HANOI BEER TRADING JSC.
10. THANHHOA BEER JSC.
11. HANOI - HAIDUONG BEER JSC.
12. HANOI LIQUOR JSC.
13. HANOI – HONGHA BEER JSC.
14. HANOI - HAIPHONG BEER – ALCOHOL - BEVERAGE JSC.
15. HANOI - NAMDINH BEER JSC.
16. HANOI - NGHEAN BEER JSC.
17. HANOI - QUANGBINH BEER JSC.
ASSOCIATED COMPANIES 1. HAREC INVESTMENT & TRADING JSC.
2. HANOI - KIMBAI BEER JSC.
3. HABECO TRANSPORTATION JSC.
4. SAN MIGUEL YAMAMURA HAIPHONG GLASS LTD.
5. HABECO INVESTMENT
$DEVELOPMENT JSC.
6. LILAMA REAL ESTATE JSC.
7. VINH INDUSTRY UNIVERSITY 8. HANOI – HUNGYEN 89 BEER JSC.
9. VIETNAM POTTERY & GLASS JSC.
HR DEPT.
OFFICE OF BOARD OF DIRECTORS
QUALITY MAN.
DEPT.
TECHNICAL DEPT.
PLANNING DEPT.
QA DEPT.
INVESTMENT DEPT.
TECHNICAL INSTITUTE OF BREWING PROCUREMENT
DEPT.
OFFICE OF BOARD OF MAN.
MARKETTING DEPT.
FINANCE &
ACCOUNTING DEPT.
ANNUAL GENERAL MEETING
BOARD OF MANAGEMENT
GENERAL DIRECTOR
BOARD OF SUPERVISOR
VICE GENERAL DIRECTORS
ME LINH BREWERY
HOANG HOA THAM BREWERY
ADMIN.
DEPT.
ACCOUNTING DEPT.
PLANNING AND PROCUREMENT DEPT.
PACKAGING PLANT PROCESSING
PLANT
MAINTAINANCE PLANT TECHNICAL
& QUALITY DEPT.
PRODUCTION PLANT GENERAL
ADMIN.
DEPT.
ACCOUNTING DEPT.
TECHNICAL
& QUALITY DEPT.
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APPENDIX 2