CONTEXT DIAGRAM

DEVELOPMENT

Neville Clarke Indonesia

Slide No. 1
Rev 0.1 - Apr 2001
 OBJECTIVE
To develop the essential PROCESS flow diagram
for the process groups or functions identified for
the effective operation of the company business
and meeting the quality system standard

RESULTING TASK
Each Process Group Owner to develop the first
draft context diagram for the function/s within their
responsibility

Neville Clarke Indonesia

Slide No. 2
Rev 0.1 - Apr 2001
 TRAINING PROGRAM

AM Introduction to Context Diagram

Context Diagram Development Process

PM Exercise

Review

Neville Clarke Indonesia

Slide No. 3
Rev 0.1 - Apr 2001
 SESSION 1
INTRODUCTION TO CONTEXT DIAGRAM
Process Definition

Context Diagram Definition

Value of Context Diagram

Example of Context Diagram

- Material Control

Neville Clarke Indonesia

Slide No. 4
Rev 0.1 - Apr 2001
 PROCESS DEFINITION

A PROCESS is a set of linked activities that take

an input and transform it to create a desired output
with the available resources.

Neville Clarke Indonesia

Neville Clarke Indonesia

Slide No. 5
Rev 0.1 - Apr 2001
 Procedure
Standards (ISO9000)
CONTROLS Guidelines
Rules
Conditions

INPUTS (FROM) Required

PROCESSES (TO) Output
Information
Material
Instruction
People
Machine
MECHANISMS Tools
Computing

Neville Clarke Indonesia

Slide No. 6
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM
DEFINITIONS
A visual flowchart of the essential processes and
their interrelationship which define how a function,
identified in the Business Process, operates
effectively under a defined capability and capacity

Neville-Clarke Indonesia

Neville Clarke Indonesia

Slide No. 7
Rev 0.1 - Apr 2001
 VALUE OF CONTEXT
DIAGRAMS
Clarify the processes of a function. (You know what is
happening)
Clarify the Input and Output requirements (You know what
are the process requirements)
Improve communication between processes and functions
Opportunities for Process Improvement
Effective maintenance of QMS Documentation
Ensure an integrated Quality Management System is
achieved

Neville Clarke Indonesia

Slide No. 8
Rev 0.1 - Apr 2001
 TYPICAL SERVICE
ORGANIZATION
Customer Business
Requirement Plans/Objectives

Sales/Contracts Evaluation and

Planning

Technical Support

Operational Material
Control
Review and
Customer Improvement

Neville Clarke Indonesia

Slide No. 9
Rev 0.1 - Apr 2001
 MATERIAL CONTROL -
CONTEXT DIAGRAM
Evaluation and planning Operational

Material
Goods Return
Issue
Kitting & Goods
Planning Material
Issue Control
Database

Monthly
Inventory
Purchasing Assessment
Supplier Storage
Supplier Process
Database

Non
Supplier Conforming
Evaluation & Goods Control
Qualification Goods
Receiving
& Inspection

Neville Clarke Indonesia

Slide No. 10
Rev 0.1 - Apr 2001
 SESSION 2
CONTEXT DIAGRAM
DEVELOPMENT PROCESS

Context Diagram Flowcharting symbol

Context Diagram Flowcharting process
Sample Context Diagram

Neville Clarke Indonesia

Slide No. 11
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM
FLOWCHARTING SYMBOL
OPERATIONAL ELECTRONIC
PROCESS STORAGE

VERIFICATION/
REVIEW EXTERNAL PARTY/
PROCESS OTHER PROCESS
GROUP

FILE STORAGE

Neville Clarke Indonesia

Slide No. 12
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM
FLOWCHARTING PROCESS
1. Identify the various processes involved in
the functioning of each Process Group and
provide the information required in the
Context Diagram Identification Table.

2. Identify the new process/s require to comply

to the ISO9001 requirements or improve on
current system.

Neville Clarke Indonesia

Slide No. 13
Rev 0.1 - Apr 2001
 EXAMPLE: TYPICAL POLICY ISSUES
Policy issues related to MATERIAL CONTROL processes typically
revolve around:
1. Need for a Vendor approval process.
2. Need to have a defined housekeeping practices.
3. Need for defective goods to be clearly identified as such, and
segregated.
4. Need for shelf life practices and stock rotation.
Policy issues arise from the ISO 9001 requirement:
1. Is there any records of the result of vendor evaluations?
2. Is all material identified?
3. Is appropriate level of Goods-In Inspection and test carried out?
4. Is status of all material clearly identified?
5. Are stock locations clearly identified?
6. Is a Quarantine area available?
7. Are handing practices clearly specified?
Neville Clarke Indonesia
Slide No. 14
Rev 0.1 - Apr 2001
 QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

Context Diagram Title: Material Control Page 1 of 1

No. Specific Issue Highlighted
01 Current system for selection of supplier
is only based on the assessment of
submitted quotations (price/
specification). There is no formal system
of assessment of suppliers before
purchase which is the major cause of
reject pools upon receipt. This is also
against the requirement of ISO 9001
7.4.1
Recommendation
- To develop and implement the following
system in the purchasing function to ensure
the quality of incoming material:
1. New Supplier Evaluation and Selection
2. Current Supplier Performance Evaluation
and Qualification
- To maintain a Approved Supplier List to record
qualified supplier for future purchase

Signed: Process Group Owner Date

Response from Steering Group:

Recommendation accepted. Implement ASAP.

Signed: Date

Neville Clarke Indonesia

Slide No. 15
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________

NO PROCESSES/ACTIVITIES INPUT OUTPUT ISO9001/2

TITLE ELEMENT
01 Material request processing Material Requirement 7.4.2
Plan
Material Request Slip

02 Material availability checks Purchase Requisition

Good Issue Note 7.5.5

03 Purchase Requisition verification Purchase Requisition 7.4.2

04 Supplier Sourcing Supplier Database Request for Quotation 7.4.1

Supplier Catalog

Supplier Quotation
05 Quotation evaluation and selection 7.4.1
Purchase Requisition
06 Purchase Order Processing Supplier Quotation Purchase Order 7.4.2

BEFORE SUB-GROUPING

Neville Clarke Indonesia

Slide No. 16
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : Material Control ELEMEN ISO : ____________

NO PROCESSES/ACTIVITIES INPUT OUTPUT ISO9001/2

TITLE ELEMENT
07 Local Purchase Processing Purchase Order 7.4.2
Supplier Quotation

08 Import Process Purchase Order Import Documentation 7.4.2

Supplier Quotation

09 Purchase Order Amendment Amendment Request Purchase Order 7.4.2

10 New Supplier Evaluation and New Supplier Request New Supplier Evaluation 7.4.1
Selection Request

11 Current Supplier Performance Quarterly Supplier Annual Supplier 7.4.1

Evaluation and Qualification Performance Performance

BEFORE SUB-GROUPING

Neville Clarke Indonesia

Slide No. 17
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM
FLOWCHARTING PROCESS (contd)
3. Process Sub-grouping based on common
objectives of processes identified

4. Identify the sequence of processes within

each Context Diagram

5. Confirm the input and output of each process

6. Map ISO9001 requirement into Context

Diagram.
Neville Clarke Indonesia
Slide No. 18
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : Material Control ELEMEN ISO : 4.6, 4.15 .

NO PROCESSES/ACTIVITIES INPUT OUTPUT ISO9001/2

TITLE ELEMENT
A Material Issue Planning (subgroup of Material Requirement Purchase Requisition 7.4.2, 7.5.5
S/No. 1 & 2) Plan Goods Issue Note
Material Request Slip

B Purchasing Purchase Requisition Purchase Order 7.4.1, 7.4.2

(subgroup of S/No. 3, 4, 5, 6, 7, 8, 9) Supplier Database Import Documentation
Supplier Catalog
Supplier Quotation
Purchase Order
Amendment Request

C Supplier Evaluation and Qualification New Supplier Request New Supplier Evaluation 7.4.1
(subgroup S/No. 10, 11) Quarterly Supplier Report
Performance Annual Supplier
Performance

AFTER SUB-GROUPING

Neville Clarke Indonesia

Slide No. 19
Rev 0.1 - Apr 2001
 MATERIAL CONTROL -
CONTEXT DIAGRAM
Evaluation and planning Operational

Material
Goods Return
Issue
Kitting & Goods
Planning Material
Issue Control
Database

Monthly
Inventory
Purchasing Assessment
Supplier Storage
Supplier Process
Database

Non
Supplier Conforming
Evaluation & Goods Control
Qualification Goods
Receiving
& Inspection

Neville Clarke Indonesia

Slide No. 20
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM IDENTIFICATION TABLE

PROCESS GROUP TITLE : ELEMEN ISO : ____________

NO PROCESSES/ACTIVITIES INPUT OUTPUT ISO9001/2

TITLE ELEMENT

Neville Clarke Indonesia

Slide No. 21
Rev 0.1 - Apr 2001
 QUALITY SYSTEM DEVELOPMENT - POLICY ISSUE

Context Diagram Title: Page of

No. Specific Issue Highlighted Recommendation
01

Signed: Process Group Owner Date

Response from Steering Group:

Signed: Date

Neville Clarke Indonesia

Slide No. 22
Rev 0.1 - Apr 2001
 CONTEXT DIAGRAM
FLOWCHARTING PROCESS (contd)
7. Review the developed Context Diagram
against the Business Process Overview to
ensure accuracy of interfaces

8. Conduct a Process Group Owner meeting to

verify the interfaces between the different
Context Diagram

9. Fine tune the Business Process Overview

Neville Clarke Indonesia

Slide No. 23
Rev 0.1 - Apr 2001
 EXERCISE 1
CONTEXT DIAGRAM
1. Form into your Working Team.
2. Select a Process Group to develop the Context Diagram.
3. Identify the relevant ISO clauses.
4. Identify the individual processes (current practices)
5. Identify the Policy Issues based on the ISO requirements.
6. Identify the NEW processes required.
7. Develop the Context Diagram.
8. Ensure proper linkages between process and other C.D.
9. Review against the Business Process to ensure groups
interfaces are included.
10. Ensure all ISO 9001 elements are covered.
Timescale : 3 hours (C.D. Development.); 1 hour (presentation)

Neville Clarke Indonesia

Slide No. 24
Rev 0.1 - Apr 2001
 HOMEWORK
Develop a Context Diagram for every Process Group identified
in the Business Process Overview

Review and finalize Context Diagram between Process Group

Owners

Fine tune Business Process Overview

Identify the Input/Output, Controls, and Mechanisms for each

Process identified using the PROCEDURE DEVELOPMENT
TABLE

Neville Clarke Indonesia

Slide No. 25
Rev 0.1 - Apr 2001
 PROCEDURE DEVELOPMENT TABLE

PROCESS GROUP TITLE : Material Control PROCESS GROUP OWNER : John .

PRO PROCESS TITLE INPUT FROM CONTROLS MECHANISMS OUTPUT TO

CODE & - Information (PRO - SOP (Std. Ops Process.) - Machine - Information (PRO
- Data CODE) - Standard - Special Tools - Data CODE)
KEY STEPS
- Material - Guidelines - Special Skills - Processed Material
- Work Instruction
- Performance Criteria

C SUPPLIER EVALUATION New B New Supplier Trained Quality New Supplier B

& QUALIFICATION Supplier Assessment Auditor Evaluation Report
Request Checklist
Receive & Process Approved Supplier B
Request for New Quarterly E New Supplier List
Supplier Supplier Qualification
Perfor- Guidelines Annual Supplier B
mance Performance
Source for new Current Supplier
Supplier Qualification Criteria

New Supplier Site

Request for
Audit SOP
Quotation and
Specification
Performance Criteria
- Quality
- Cost
Document / Site - Delivery
Assessment - Consistence
- Support/After Sales
Service

Neville Clarke Indonesia

Slide No. 26
Rev 0.1 - Apr 2001