INTEGRITY THE FEDERATION OF MANAGEMENT SYSTEMS MAGAZINE ISSUE FOUR - APRIL 2014
CLIMATE CHANGE
WHAT ARE WE DOING?
WANTED Freelance Management Consultants The Federation of Management Systems URGENTLY requires qualified and experienced management consultants on a sub-contract basis. http://www.fedms.org/job-search.html
THIS ISSUE
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PAGE 6 - FMS Launches Innovative iConsult Service CONTENTS iConsult is a totally innovative, unique and effective approach to management consultancy. We deliver a "no nonsense" professional consultancy service, online, by the hour, to support your business. Whether you're dealing with a transition through change, or you simply need to get "out of a hole", iConsult is a very effective, flexible solution. iConsult sessions start from just £72/hour; iConsult is an effective alternative to the traditional management consultancy support.
4. Welcome Message 5. In The News - Violence at Work 8. Lookout! - Food Labelling 9. Quality - FMEA 10. Environment - Fines Increased 11. Health & Safety - Crazy H&S 12. Food Safety - Horsegate
PAGE 9 - Failure Mode Effects Analysis (FMEA)
13. Spotlight - Fake Food (Again)
Failure Mode Effects Analysis (FMEA) is possibly the most effective tool for quality improvement; it is a systematic approach to the analysis of products and processes.
14. Workshop - Effective 5S
FMEA allows organisations to foresee potential problems at a very early stage in the product/process development cycle, i.e. before design, development and introduction.
18. Editorial - Improving Quality
Failure Mode Effects Analysis permits the FMEA team to assess the effect of every potential failure according to the severity of the effect, the probability of the occurrence, and the detectability of the failure. FMEA can be used in every process and product to improve quality performance - there are no restrictions.
20. Publications - DEFRA and FSA
17. Features - Climate Change
19. Federation - The Latest News
21. Events - What to See
PAGE 14 - Effective 5S Implementation Most business owners would confess that they don't have enough space, enough time or enough money! 5S can increase all of those, and more. 5S was developed by Toyota Motors to overcome a specific problem - waste! Wasted space, wasted time, and wasted money! 5S is a set of techniques that increase productivity by uncluttering work areas. In reality, the benefits of 5S go further than simply being tidy - it's a culture that improves quality, productivity and safety. 5S creates a safe workplace with minimum waste.
PAGE 19 - Federation News and Coming-Up Quality Management Documentation Templates The FMS recently published a complete set of quality management document templates - a quality manual, mandatory procedures, and forms - these are essential for anyone who is developing a quality management system and needs support. Paperless Management System Documentation The Federation is presently working on a range of options for online paperless management system documents. Online Quality Management documentation has several major advantages over traditional paper-based systems. The online Management System Documentation Pack will be presented in a FREE website with a unique URL and FREE hosting.
Publication Details INTEGRITY, the Federation of Management Systems’ magazine is published four times a year. Readers can access INTEGRITY via the Federation’s website, the Federation’s LinkedIn page, and by email request. Each free issue of INTEGRITY is circulated to over 1m readers.
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WELCOME Dear reader, Welcome to Issue 4 of INTEGRITY, the Federation of Management Systems quarterly magazine. The biggest concerns for all management system professionals right now are the forthcoming new and revised standards - ISO 9001:2015, ISO 14001:2015 and ISO 45001:2016. Unfortunately, there's not a lot to report on the drafting progress in this issue. The next issue of INTEGRITY in July will include extensive details of the Draft International Standard ISO/DIS 9001 - we're already working on a revised Definitive Guide to ISO 9001:2015 and new downloadable training courses. One of the most talked-about topics of 2014 has been the adverse weather conditions, from extreme snow storms in US to severe flooding in UK. The United Nations' (UN) weather agency links these extreme weather events to the effects of man-made global warming. Without actually stating, with certainty, that the weather was caused by global warming, the World Metrological Organisation (WMO) stated that the weather was consistent with what we should expect. So, what are we doing about global warming? The answer lies somewhere between "not a lot" and "no-one knows". Since environmental issues are part of the political agenda and Governments don't publish transparent environmental data, we are forced to measure environmental performance by the effects that we create. That's like measuring service quality by the number of ex-customers - it's too late to do anything about it! ISO 14001:2015 will include a requirement for organisations to develop Environmental Performance Indicators (EPIs) to evaluate and demonstrate performance. This is a major revision; organisations will have to provide evidence that their environmental actions are effective in reducing or slowing global warming and climate change - have a look at the article on page 17. This issue of INTEGRITY also includes in-depth articles on 2 key management tools - Failure Mode Effects Analysis (FMEA) and 5S. In my view, both are ESSENTIAL management tools. Also in this issue we introduce the Federation's innovative iConsult service, which provides management consultancy, by the hour, using online communication tools. iConsult saves time and money! Page 19 highlights what's been happening, and what is planned, within the Federation. We update the FMS website www.fedms.org - on a very regular basis, keeping site visitors up-to-speed with the latest issues. New products are added to our online store on a regular basis - keep visiting to see what's new and what's on offer. To get access to FREE advice, support and resources join - www.fedms.org/join - the Federation of Management Systems today! Yours sincerely
Anthony Wilkinson, Chief Executive, Federation of Management Systems
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IN THE NEWS Violence at Work The number of violent incidents at work has declined over the last decade, with the incident rate remaining stable over the last four years. Findings from the Crime Survey for England and Wales (CSEW) show that in 2012/13. The risk of being a victim of violence at work in 2012/13 is similar to the last few years with an estimated 1.4 per cent of working adults the victims of one or more violent incidents at work (CSEW). In the Crime Survey for England and Wales (CSEW) 2012/13, 323,000 adults of working age in employment experienced work related violence including threats and physical assault. There were an estimated 649 000 incidents of violence at work according to the 2012/13 CSEW, comprising 332,000 assaults and 317,000 threats. This compares to an estimated 643,000 incidents in 2011/12, showing an increase of 1 per cent. This change is not statistically significant. The 2012/13 CSEW found that 1.2 per cent of women and 1.6 per cent of men were victims of violence at work once or more during the year prior to their interview. It is estimated that 60% of victims reported one incident of work related violence whilst 16% experienced two incidents of work related violence and 24% experienced three or more incidents in 2012/13. Strangers were the offenders in 60 per cent of cases of workplace violence. Amongst the incidents where the offender was known, the offenders were most likely to be clients or a member of the public known through work.
ISO Publishes ISO 9001:2015 Presentation The ISO committee responsible for revising ISO 9001 (ISO/TC 176/SC 2) has published a short presentation that provides a brief overview of ISO 9001:2015. The presentation was developed by ISO to communicate key information about the ISO 9001 revisions. ADVERT 4 ISO presentation http://www.fedms.org/iso-publishes-iso-90012015presentation.html
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The short PowerPoint presentation covers: http://www.fedms.org/advertisers.html • • • •
The development process; Key perspectives and main changes; Structure; Timeline and transition.
The Federation of Management Systems has published the Definitive Guide to ISO 9001:2015, for details go to http://www.fedms.org/guide-to-iso-9001-2015.html
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IN THE NEWS FMS Launches iConsult iConsult is a totally unique and effective approach to management consultancy. We deliver a "no nonsense" professional consultancy service, online, by the hour, to support your business. Whether you're dealing with a transition through change or you simply need to get "out of a hole", we have an effective, flexible solution - iConsult. Interactive management consultancy sessions are a great way to access online expertise, either as a "oneoff" or on an ongoing regular basis. If, for example, you need guidance on setting up a management review process or you want to improve product quality, we can help. Online consultancy means shorter lead-times, lower prices, and a greater selection of distinguished experts to choose from. iConsult sessions start from just £72 - making iConsult a very effective alternative to the traditional management consultancy support.
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We engage leading consultants, from diverse industries and disciplines, to deliver cost-effective online support. Our experts have all the flexibility and experience to support your business when you need it. Most iConsult sessions are just one or two hours duration. Each of the consultants is supported by leading-edge communication tools, and a massive pool of resources. Our aim is to support your business needs. Talk to us about your concerns, needs, aspirations or problems, and we will provide the online expertise that works. The online consultancy sessions are unique to you and your business. iConsult provides some unique benefits:
• • • •
You save money; we provide support only when you need it, and with no "out-of-pocket" expenses to pay; You save time; we are available whenever you need us - one hour, two hours? We act faster; most assignments are undertaken within a few days of the enquiry. We're flexible; consultancy support can be "one-on-one", or a group session.
Setting up an iConsult session is easy. You simply pay, by the hour, for the consultancy support that you need, as you need it. We will discuss your requirements before the start of the consultancy session, this ensures that the consultant effectively delivers the support you need. It's as simple as that! Cost-effective consultancy support when you need it the most - iConsult. To find out more, go to the FMS iConsult webpage - http://www.fedms.org/iconsult.html
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IN THE NEWS Quality Management Documentation Pack
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Why spend endless days and weeks trying to develop a professional ISO 9001 quality manual when you can simply download this ready-made documentation, with the required procedures and forms? This quality document pack has been developed by the Federation of Management Systems to instantly deliver your Quality Management System documentation in an editable format.
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Included in the pack: 1. One Quality Manual; 2. Six mandatory procedures; 3. One essential procedure; 4. Nine forms. The documentation is available in two formats:
Plastic Packaging Reduces Emissions and Energy Consumption A new study from the American Chemistry Council (ACC) has determined that six categories of plastic packaging made and sold in the United States and Canada can help reduce energy use and greenhouse gas emissions when compared to packaging made from other materials. “We know that plastic packaging plays a critical role in protecting and preserving everything from groceries to electronics. This study demonstrates that plastic packaging makes a significant contribution to sustainability by dramatically reducing energy use and lowering greenhouse gas emissions,” said Steve Russell, vice president of ACC’s Plastics Division. According to the report, if these plastic packaging products were replaced by non-plastic products, 4.5 times the amount of material would be needed to produce the packaging. Energy use would be increased by 80 percent and global warming potential would also be increased by a staggering 130 percent.
As a download: A complete documented Quality Management System in MS Word, priced at just ₤180, including VAT go to http://www.fedms.org/store As a website: A complete documented Quality Management System online, priced at just ₤900, including VAT and 8 hours of support, email us for details - info@fedms.org
Advertising for less than £1 a day Using a combination of social media, e-mailshots, websites, newsletters and INTEGRITY magazine, the FMS engages over 1m management professionals each month across the globe. Following the successful launch and establishment of INTEGRITY magazine, the FMS is keen to fill the available advertising space. For a limited period, advertisers can connect with their potential customers for less than £1 per day (including VAT). That's just US$ 1.65, or Euro 1.20!
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Advertisers have a choice of over 20 placements, and 7 different sizes for their advert - ranging from 65mm x 65mm square to a full A4 page, with affordable prices according to the size and location of the advertisement. "The magazine is targeted at managers, engineers, MRs and technicians involved in quality, environment, health & safety, and food safety." For more details go to http:// www.fedms.org/magazineadvertising.html.
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Construction (Design and Management) Regulations 2007
Federation's Online Store is "Open for Business"
The HSE proposes to replace the Construction (Design and Management) Regulations 2007 and withdraw the Approved Code of Practice. The proposed Regulations implement the requirements of Directive 92/57/EEC on the safety & health requirements at mobile construction sites. To view the consultative document go to http://www.hse.gov.uk/consult/condocs/cd261.htm
The Federation of Management Systems has launched an online store with a vast array of products to download. The online store is aimed at streamlining the purchasing process for customers. The available guides, templates, signs, reports and posters are updated constantly - www.fedms.org/store
Food Labelling Rules From 13 December 2014 the rules on quantity labelling of pre-packaged foods are changing. After that date businesses must comply with the requirements of the EU Regulation on the Provision of Food Information to Consumers (1169/2011) which will have direct effect in the UK. The main requirements under the new regulation are: the quantity of pre-packaged food must be labelled; it applies to foods intended for the final consumer; information must not be misleading on quantity; information must be accurate and clear; information must be marked on the package; quantity must be labelled in same field of vision as name of food and alcoholic strength; • foods below 5g or ml are exempt.
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Under existing UK legislation the vast majority of foods are already required to be sold by weight or volume, but certain foods may be sold by number. There is no scope for the UK to retain existing national rules for pre-packaged foods after 13 December 2014.
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QUALITY Failure Mode Effects Analysis (FMEA) Introduction Failure Mode Effects Analysis (FMEA) is possibly the most effective tool for quality improvement; it is a systematic approach to the analysis of products and processes. FMEA allows organisations to foresee potential problems at a very early stage in the product/process development cycle, i.e. before design, development and introduction. Failure Mode Effects Analysis permits the FMEA team to assess the effect of every potential failure according to the severity of the effect, the probability of the occurrence, and the detectability of the failure. Originally developed in the early 1960s for the US Space Program, FMEA is an essential method of analysis in any management system. However, it is important that users understand how to conduct an FMEA correctly. FMEA output is worthless if the inputs and the analysis are not complete and robust. FMEA can be used in every process, product and service to improve quality performance - there are no restrictions. Purpose The overall purpose of FMEA is to improve performance. However, FMEA can be used to identify and correct specific issues using a simple step-by-step methodology. FMEA can: • • • • • • •
identify potential failure modes; identify the effects of each failure mode; assess and rate the risks from each effect; determine the potential causes of each effect; determine the controls required to prevent the failure; identify the methods required to eradicate, reduce or detect failures; prioritise actions.
A Product Design FMEA is probably the most familiar form of FMEA. Usually called a Design FMEA, it shouldn't be confused with a Process FMEA which can also analyse design. Throughout the design stage, Design FMEA can be used to: • • • • • • •
develop products that minimize the risk of failure; assess the emerging customer or market requirements to ensure that those new features will not increase the risk of failure; identify the product characteristics that might contribute to failure, and redesign them to eradicate or reduce their effects; implement controls to ensure that the risk of any potential failure has been reduced or eradicated; record the risks that cannot be eradicated or reduced immediately - the records can be used to design future products and processes; ensure that the effect of any potential failure is minimised to prevent serious injury; determine the methods and controls required to monitor product quality.
The FMEA Toolkit, comprising a Guide, FMEA Chart, FMEA Ratings Criteria and CAR Form, is available from the FMS online store http://www.fedms.org/store/p171/The_FMEA_Toolkit.html
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ENVIRONMENT Fines for Environment Offences Ramped Up In UK, large companies guilty of serious waste and nuisance crimes will face fines of up to £3 million from 1 July 2014. ADVERT 13 ADVERTISING SPACE
Penalties for environment crimes in England and Wales are set to increase significantly after the Sentencing Council published its first guidance on fines for environment-related offences.
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The new Sentencing Council guideline introduces a tariff system, where the level of the fine imposed is decided in relation to the level of harm caused, the culpability of the offender, whether the offence was committed negligently, recklessly or deliberately, and the (fiscal) size of the organisation. Offenders may have to submit detailed financial records to the court to allow the court to determine their ability to pay large fines.
China's Air Pollution Affects its Global Competitiveness China has the second worst air pollution in the world, after India, according to a Chinese think tank's report on global environmental competitiveness. The recent report, issued by the Chinese Academy of Social Sciences (CASS), concluded that China ranked 87th out of over 133 countries in overall environmental competitiveness, after evaluating each country's ecological status, environmental management capacity and the fine balance between economic growth and conservation. The data in the report was compiled using 16 indicators, including air quality. Switzerland, Germany and Norway topped the list. Brazil was the highest ranked developing country, in fifth place, while the United States was ranked 26th overall. The study evaluated air quality based on levels of four pollutants, including smog-induced fine particles known as PM2.5, using figures from international organisations such as the United Nations, World Health Organisation (WHO) and the World Bank. PM2.5 refers to particles 2.5 microns or less in diameter, which are the most hazardous to public health. Professor Huang Maoxing of Fujian Normal University, said China's smog was a major factor. "This is a newly emerged problem, and the country has only started to monitor PM2.5 particles very recently; China still has a lot of room to improve," he said. The CASS study coincided with the publication of a similar study from India's Centre for Science and Environment (CSE), this study also compared the air pollution in China and India. The CSE report says that although Beijing and Delhi face similar challenges in cleaning up their air quality, "Delhi seems to lack Beijing's scale, stringency and frenetic pace of action," and has seen its air quality decline while Beijing's improves.
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HEALTH & SAFETY Unnecessary Safety Measures Waste Time and Money A new HSE survey has revealed the lengths some small firms mistakenly go to trying to comply with health and safety requirements. One business completed a risk assessment for using a tape measure and another introduced written guidelines for walking up stairs.
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These bizarre and unnecessary actions were uncovered by the UK’s Health and Safety Executive (HSE), which is encouraging small and medium sized employers to get their risk management right by identifying the things they really don’t need to do. HSE’s survey shows how myths about health and safety cause unnecessary confusion, and flagged some of the most absurd things employers had been advised to do. 22 percent surveyed believed they weren’t capable of managing health and safety themselves. 11 percent believed that a qualified electrician must test electrical appliances every year – another persistent myth. Around 30 percent of small businesses surveyed classed themselves as ‘hopeful-have-a-go’s’ when it came to health and safety – aware they have to take some action but unsure where to start or if what they are doing is correct. HSE’s small business lead Kate Haire said: “Health & safety is all about taking reasonable steps to manage serious risks of ill-health and injury in the workplace. If it sounds completely unreasonable, more often than not it will be totally unnecessary too. “We hope employers will realise that health and safety does not have to be complicated or cost lots of money.” The Federation of Management Systems has a vast pool of FREE guides, leaflets, templates and other resources relating to Health and Safety www.fedms.org/resources If you have any queries or concerns about getting started with Health & Safety, drop us a line - info@fedms.org or, visit the Health and Safety Executive (HSE) website - www.hse.gov.uk
Conduct FREE Health & Safety Online Risk Assessments To support smaller businesses in meeting their Health and Safety legal and moral responsibilities, the Federation of Management Systems (FMS) has launched an Online Risk Assessment tool which can be accessed via a PC or tablet device. The assessment of risk is the first critical step in protected the health, safety and welfare of employees and visitors. Health and Safety Risk Assessments are a legal requirement in many countries. The FREE Online Risk Assessment tool guides the assessor around their workplace, examining and recording anything that has the potential to cause harm. The assessor notes what measures are already in-place to reduce the risk, and determines whether these steps are adequate to protect employees and visitors. If not, the assessor establishes the action required to reduce the risk. The tool allows business owners in low-risk environments, such as shops and offices, to conduct a Risk Assessment within 60 - 90 minutes. The Online Risk Assessment tool can be accessed at http://www.fedms.org/free-online-risk-assessment.html
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FOOD SAFETY Millions of Food Products Recalled Due to Serious Failings One of Japan's leading food manufacturers has announced that, due to a food contamination scare, it has recalled over 6 million frozen food products.
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Recent Food Alerts SUBJECT
PRODUCT
COUNTRY
Salmonella
moringo
Germany
Mercury
blue shark
Spain
Aflatoxins
popcorn
Argentina
Norovirus
frozen clams
Vietnam
Mercury
swordfish
Senegal
Ecoli
raw milk
Belgium
Insects
sweetcorn
China
Cadmium
ceramic mug
China
Glass shards
apple puree
Poland
Norovirus
raspberries
China
Carbendazim
fresh pepper
Turkey
Aflatoxins
maize
India
Norovirus
oysters
France
Chlorpyriphos
aubergines
Thailand
Aluminium
baking mix
Vietnam
Salmonella
paan leaves
India
Salmonella
chipolata
Belgium
A complete list of the European RASFF food notifications can be found at: http://ec.europa.eu/food/food/rapidalert/ index_en
Maruha Nichiro Holdings Inc. has warned that a problem at its facility in Gunma Prefecture meant that over 80 different foods could be contaminated with malathion, an organophosphate pesticide used in both agricultural and domestic products. The company said in a press release that it had been unable to identify the cause of the contamination. Six weeks after the first reports of sickness, the company has formed a task force to investigate the incident. Amid claims that malathion has not been detected at the production plant, the company is now investigating the potential for contamination further down the supply chain.
‘Horsegate’ One Year On: EU Promises Fail to Deliver One year after it was revealed that horsemeat had been sold as beef in many meals, including readymade lasagne, questions remain as to the pace at which the EU converts words of reassurance into actions. What happened to the large-scale promises of enhanced control and penalty measures to prevent a repeat and ensure genuine food authenticity, which was the crux of the horsemeat scandal? The European Commission published its commitments in an Action Plan in March 2013. Apart from testing, the three main measures are either on hold or still in debate, these are: • More controls and higher fines; • Tackling food fraud; • Origin labelling for processed meat. Monique Goyens, Director General of The European Consumer Organisation, commented: “The horsemeat scandal was a wake-up call, one which put food fraud on Europe’s radar. These incidents were only the latest in a long line, which shows the current system is too permissive. The measures announced by the Commission to better shield consumers from food fraud have changed nothing on the ground. One year on, and another ‘horsegate’ could easily make the headlines tomorrow. “Last month, meat from lab horses used to produce vaccines entered the food chain in France. Events like this prove fraud remains prevalent, yet many Member States continue to slash food control budgets. Food label checks in the UK dropped by 16.2% as a result of such cutbacks. By piling up arguments against origin labelling for processed meals, the Commission has ignored the 90% of consumers who want to know where their meat comes from. Everyone, from industry to consumers, can gain from a stricter, transparent and a more trustworthy food supply chain. It is the right time to act, so what is the E.U. waiting for?”
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SPOTLIGHT Large Quantities of Fake Food Seized Over 1200 tonnes of fake or substandard food, and nearly 430,000 litres of counterfeit drinks, have been seized in an Interpol-Europol coordinated operation across 33 countries in the Americas, Asia and Europe. The operation, conducted throughout December 2013 and January 2014, and supported by the European Commission’s Directorate General for Health and Consumers, involved police, customs, national food regulatory bodies and partners from the private sector, with checks carried out at shops, markets, airports, seaports and private homes. Targeting the organised crime networks behind the illicit trade in counterfeit and unregulated food and drink, Operation Opson III led to the recovery of more than 131,000 litres of oil and vinegar, more than 80,000 biscuits and chocolate bars, 20 tonnes of spices and condiments, 186 tonnes of cereals, 45 tonnes of dairy products and 42 litres of honey. In total, some 96 people were arrested or detained with investigations continuing in many countries. “Most people would be surprised at the everyday foods and drink which are being counterfeited. The volume of seizures shows that this is a serious global problem,” said Michael Ellis, of Interpol’s Trafficking in Illicit Goods and Counterfeiting unit. Fish and seafood represented the largest category of foodstuffs seized. Some 685 tonnes were recovered for offences including poor preservation, being incorrectly labelled and one seizure of 484,000 kg of yellow fin tuna which did not have the required documents for traceability. According to a draft report from the European Union, olive oil, fish and organic foods are at the highest risk of food fraud in Europe – and meat is not in the top ten, despite this year’s high-profile horse meat scandal. The risk of food fraud is greatest when the potential economic gains are large and chances of getting caught are slim, according to the report. Most of the at-risk foods can very easily be integrated or combined with other products that are difficult to detect, such as organic foods contaminated with non-organic items, or powders, pastes and liquids that can be bulked out with fraudulent (often non-food) products. The top ten most at-risk foods are: • • • • • • • • • •
Olive Oil which can be diluted with corn oil, soybean oil, sunflower oil, palm oil, walnut oil, hazelnut oil, etc; Fish is frequently substituted with lower quality fish such as Tilapia for Tuna or Mako Shark for Swordfish; Organic foods which are simply not organic; Milk is possibly the most fraudulent food and can be diluted with melamine, detergent, caustic soda, etc; Grains can be bulked out with cheaper grains such as millet, or even saw dust and ash; Honey and maple syrup are easy targets for the fraudsters they simply add sugar, water or syrup; Coffee and tea are frequently contaminated with twigs, sawdust, sand, and roasted corn; Spices such as saffron - the high value leads to high profits, simply add coloured grass, fibres or other flowers; Wine can be diluted with lower quality wine or simply relabelled as a higher priced wine; Fruit juices can contain corn syrup, other lower priced juices, pulp waste, and water.
The EU report, which has been compiled with input from industry, law enforcement agencies and member states, found that the risk of fraud had been exacerbated by the economic crisis. Other issues contributing to adulteration included the lack of harmonisation across Europe, the lack of cooperation with Europol on cross-border investigations, and relatively low sanctions or large differences in sanctions between member states. Among the key aims of Operation Opson (meaning food in ancient Greek), the third such operation since 2011, are the identification of the organised criminal networks behind the trafficking; development of practical cooperation between the involved law enforcement, food and drug agencies and private companies; and to raise awareness of the dangers posed by counterfeit and substandard foods. “Operation Opson III has allowed the seizure of 278 tonnes of food and 17,364 bottles of liquor with an estimated value of USD 17,280,964. “This operation marks a milestone in further strengthening the cooperation required to tackle the multiple forms of global crime,” said Brigadier General Gustavo Alberto Moreno Maldonado, Colombia’s Director of Fiscal Police and Customs.
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WORKSHOP Effective 5S Implementation Most business owners would confess that they don't have enough space, enough time or enough money! 5S can increase all of those, and more. 5S was developed to overcome a specific problem - waste! Wasted space, wasted time, and wasted money! 5S is a set of techniques that were developed to increase productivity by uncluttering work areas. In reality it goes much further than simply being tidy - it's a culture that improves quality, productivity and safety. Senior executives from Toyota, including Mr Toyoda himself, visited Ford Motor Company in the United States to marvel at the impressive Ford facilities. The Toyota executives were unimpressed; sure the facilities were massive, but so were the piles of waste. This was not just waste in terms of clutter - for example, people seemed to be waiting to complete their task, the workplace was littered with tools, etc. So, as Toyota introduced their Lean concept, they also developed their 5S approach to create an efficient, productive and safe workplace. Waste is mainly generated from 1 of 7 causes:
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Overproduction; Defects; Excessive stock; Unsuitable processing; Excessive transportation; Waiting; Excessive motion.
The elements of 5S overcome these causes and create a workplace with minimum waste.
Exercise 1 This exercise shows how, when faced with lots of un-needed items, it is often difficult to find the items that are needed. This type of problem occurs within workplaces everyday where items that are not needed prevent the needed items from being found. 5S is a great methodology for uncluttering, sorting, organising and maintaining an efficient, productive and safe workplace.
The square on the left contains the numbers between 1 and 49, but two of the numbers have been omitted. How long will it take for you to decide which numbers are missing?
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WORKSHOP What is 5S? The five Ss are derived from the original Japanese names, and have been transliterated into English forms. Phase 1 - Seiri - Sort; translates to organisation; remove what is not needed. This is the identification and sorting of the workplace - our workplace. Those things that we use frequently are moved closer, and we remove those things that we never use. By removing what isn't needed, we are allowed to see what we need to see. By uncluttering the workplace, we improve quality, productivity and safety. Take this one step further; apply the same mentality to the stockroom or warehouse. By Keeping stocks to a minimum, it reduces the levels of spoilage, damage and loss. It also allows us to find products without excessive searching. One proven method of removing unwanted tools, materials, files, machines, etc, is to put a Red Tag in each with a note describing where it was located, who tagged it, and why it was being moved, then move ALL the Red Tag items to a designated area. Any items that are not required inside the workplace, but are needed occasionally, should be tagged with a Yellow Tag and moved to a central location that is accessible. Sorting is the first phase of 5S; it must be conducted in a strict, vigilant and ruthless manner. If all the items aren't sorted correctly, the other 4Ss won't be effective. Phase 2 - Seiton - Set in order; translates to orderliness; find a location for each item needed. This is a continuation of Sort, when the unwanted items have been removed there is an opportunity to organise the workplace/workstation. There should be a place for everything and everything should be in its place. Use colour codes, locations, labels and storage bins to keep those much-needed items close to hand. Seiton also provides the ideal opportunity to address safety issues such as flooring, cabling, work surfaces, and the working environment. Use this opportunity to improve the working conditions. Don’t start to Set in Order until the Sorting is completed, otherwise you will be ordering the clutter which is counter-productive. Sort then Set in Order. To assist in the process:
• • •
Locate the frequently-used items, closer to the user; Store items together if they're used together; Locate items to prevent excessive stretching, twisting, and bending.
Locating items can be achieved by a few very simple methods of identification or indication such as labels and signs, floor markings, and item outlines (which is especially useful for tools). These simple methods, combined with the use of colours, can quickly and easily transform an operation. When using signs and floor marking, be aware of the prevailing Health and Safety regulations in the region. Regulations often dictate colours, sizes, symbols, etc. Phase 3 - Seiso - Shine translates to cleanliness; keep things clean. This is the next logical step, with the removal of unwanted items and the re-organisation of the workplace, we are now able to clean. This is not a one-off exercise, there should be a routine for cleaning and maintenance. In an office, that routine might be to clear all desks every night. In a manufacturing environment, that might be to clean each machine at the end of the shift, and also to lubricate and maintain the machinery every week or month. A Cleaning Routine has to be developed, with clearly defined responsibilities, and strictly adhered-to. Again, taking this one step further. Seiso is not just about cleaning and maintenance - it's about being prepared for cleaning and maintenance. If 10 minutes have been allocated for cleaning a machine, the operative shouldn't spend that time looking for cleaning equipment and materials. The cleaning materials need to be available when needed.
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WORKSHOP Consider what preventative action could be taken to reduce the amount of cleaning and maintenance; assess the dirt, grime and dust that accumulates, find the source of the filth and eliminate it. The ultimate goal is to keep all equipment in working order, which reduces the risk of breakdown, lowers the cost of maintenance, increases productivity, and saves money. Phase 4 - Seiketsu - Standardise translates to cleaning; maintain cleanliness. With the first three phases now completed, we have to be sure that this new approach is consistent and sustainable. Is everyone working to the same standards, and are those standards clearly defined? Define best practice, and then make everyone aware of what is expected. Develop signs and checklists to show what is expected. In some 5S programmes, the first three phases - Sort, Set in Order, and Shine - are repeated to ensure that nothing has been overlooked. It may be advantageous to conduct audits, using cross-functional teams, to check that standards are not slipping. In many successful 5S programmes, the cross-functional audits have been used to share good ideas and to promote best practice. Don't be afraid of trying a new approach or a new method if it promises to be more effective. Phase 5 - Shitsuke - Sustain translates to discipline; make a long-term commitment to 5S. In phase 4 we standardised the first 3 phases; we defined the best practice and the standards of acceptance. 5S requires real discipline for it to be successful. Everyone has to understand what 5S is, what their role is, why the company is doing 5S, and what the objectives are. Everyone has to show a commitment to 5S, and has to ensure that their personal standards don't slip. Management should use every opportunity to remind people of the importance of 5S - using poster campaigns, refresher training, and personal/departmental recognition of great effort and achievement. The development of simple checklists for each workstation or department can act as a reminder of what needs to be done. Those checklists will have to be developed specifically for each individual workstation. Consideration should also be given to records. People should record what they're actually doing. This helps to remind the organisation of what has been done, and can also be used to plan future 5S activities. The complete 5S Toolkit has been developed to support organisations who are just about to adopt 5S. It can be used as a training aid, as a guide, or as a template. The toolkit contains: • A guide to 5S, with guidance on each S, and the implementation of 5S; • A simple 5S Checklist; • A 5S Game, which is great for training and awareness sessions • An audit checklist for an office and a manufacturing unit. The toolkit gives the organisation a head-start on their journey to improve quality, productivity and safety - the 5S toolkit is available from the FMS online store - http://www.fedms.org/store/p163/The_5S_Toolkit.html
Exercise 2 This exercise shows how, when faced with sorted, ordered and standardised items, it is often very easy to find the items that are needed. This is the same information that was presented in Exercise 1 on Page 14. Here, the information has already been sorted, set in order and standardised. 5S is a great methodology for uncluttering, sorting, organising and maintaining an efficient, productive and safe workplace.
The square on the left contains the numbers between 1 and 49, but two of the numbers have been omitted. How long will it take for you to decide which numbers are missing?
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Extreme Weather Link To Climate Change The United Nations' weather agency has linked 2013's extreme weather events to the effects of man-made global warming. Looking back at 2013, the WMO (World Meteorological Organization) states it was the sixth-warmest year since records began, matching 2007. Across the world, unusual weather occurrences were widely experienced. In Cairo, for example, snow fell: the first of its kind since the early 20th century. In Russia, the December temperatures were warmer than ever before while in the United States several unprecedented tornadoes developed. The World Meteorological Organization stops shorting of stating, definitely, that these all happened because of climate change. However, "...many of the extreme events in 2013 were consistent with what we should expect as a result of human-induced climate change", explains the WMO's secretary-general, Michel Jarraud. Why is this significant? Besides the obvious devastating effects of the extreme weather, climate change is now recognised as an environmental effect. Users of the environmental management standard ISO 14001 will, in the future, have to demonstrate how their activities impact (and reduce) climate change - this is significant! ISO 14001:2015 will include a requirement for organisations to develop Environmental Performance Indicators (EPIs) to evaluate and demonstrate performance. This is a major revision; organisations will have to provide evidence that their environmental actions are effective in reducing or slowing climate change. The revised ISO 14001 standard requires the demonstrable effectiveness of environmental actions taken by organisations. 2013 Weather: Climate Change Highlighting this 2013 weather-climate change connection, the latest WMO global weather report has a special section on Australia, whose 2012-2013 summer was exceptionally hot. "Comparing climate model simulations with and without human factors shows that the record hot Australian summer of 2012/13 was about five times as likely as a result of human-induced influence on climate, and that the record summer of 2013 would have been virtually impossible without human contributions of heat-trapping gases, illustrating that some extreme events are becoming much more likely due to climate change", the report writes. 2013: Extreme Weather Events To date, no other years since 1850 have beaten 2005 and 2010 for warmth. Key 2013 extreme weather events identified by the WHO include Typhoon Haiyan, which ravaged the Philippines, devastating droughts in Botswana, Namibia and Angola, a major drought in southern China and heavy floods in Somalia and Sudan. The majority of greenhouse gases are released during industrial fossil fuel incineration processes. Carbon dioxide - the foremost greenhouse gas - reached historic levels in 2013. Worldwide CO2 output isn't forecast to drop in the shortterm, says the WHO, so unusual weather activity will correspondingly become "much more likely due to climate change."
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EDITORIAL How to Improve Quality The Federation receives a substantial number of questions that relate to the basic improvement of quality. Most of those questions are fundamental, for example, "According to ISO 9001, what should I be measuring to reduce the number of rejects?" ISO 9001 is a great management tool, BUT without a basic understanding of quality management and the processes that generate the products and services, the standard can be a burden. To help to alleviate some of the misunderstandings and confusion relating to quality management and ISO 9001, we present a layman's guide on how to improve quality. Step 1 At the heart of every effective management system is a firm commitment from the very top of the organisation. Leadership or “top management” (the term used in ISO 9001:2008) should be promoting quality at every opportunity by establishing a quality culture. Top management should have a set of clear objectives relating to quality performance (or improvement) and should communicate those to all staff, and suppliers. Step 2 The quality objectives are the organisation's destination. To be able to plan a route to the objectives, the organisation needs to know where is it now. By measuring performance across the customer-critical processes, the organisation can determine how well it is doing in relation to the objectives. Typical measures might include: • • •
Number of customer complaints against the number of products sold; Percentage scrap or waste against the total products made; Number of product recalls; etc.
Step 3 If the current position is known and the objectives are clear, this step is simply a matter of developing a plan to get from one to the other - the quality plan. A quality plan is a list of key characteristics of a product or service that need to be measured or monitored to ensure that the characteristic conforms. It is not complicated! Simply for each key characteristic, determine what is to be measured/monitored, the limits of acceptance, how it is to be measured, by who, how often, where the result should be recorded, and what should happen when the characteristic is outside the limits of acceptance. Step 4 Remember: Managers PLAN the changes - workers MAKE the changes! People are naturally wary of change; it brings uncertainty. Top management should involve staff and suppliers in their efforts to improve quality from the outset. Listen to their ideas, encourage them to suggest improvements. Some large organisations form quality circles where workers meet and discuss quality issues - this approach doesn't need to be so formalised. Simply motivate workers to make improvements by providing recognition and rewards for their efforts. Make sure that every person in the organisation is capable of doing what is expected of them - provide the necessary training where performance can be improved. Introduce appropriate management tools to improve quality, such as FMEA or 5S for example. Both are covered in this issue of INTEGRITY. Management toolkits are available from the FMS online store - www.fedms.org/store Step 5 Go back to Step 1. Being good is not enough. Be the BEST! No matter how many times an organisation conducts quality improvement activities, it always finds ways to improve. To get access to FREE advice, support and resources join the Federation of Management Systems today! www.fedms.org/join
THE FEDERATION
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What Have We Been Doing? Since the publication of INTEGRITY Issue 3 we’ve been further developing the Federation website www.fedms.org - by adding lots of interesting and useful content. Official Guidance Management system professionals need access to the latest authoritative information, such as Health & Safety Codes of Practice, Food Safety Guides, etc. The FMS website presently contains over 100 individual guides and documents from their official sources http://www.fedms.org/free-official-guidance.html Quality Management Documentation Templates The FMS recently published a complete set of quality management document templates - quality manual, mandatory procedures, and forms - these are essential for anyone who is developing a management system and needs support http://www.fedms.org/quality-managementdocumentation-pack.html NEW Management Toolkits The Federation has launched new management toolkits that contain the essential resources for performance improvement. The first to be launched are The FMEA Toolkit and The 5S Toolkit, both include a detailed guide, the necessary forms and other valuable resources http://www.fedms.org/store/c9/Management_Toolkits_% 28Prices_include_VAT%29.html
What's Coming Up! We still have a lot in the pipeline, we have many new ideas that will come to fruition over the next few weeks. Paperless Management System Documentation The FMS is presently working on a range of options for paperless management system documents. Online Quality Management documentation has several major advantages over traditional paper-based systems: • • • • •
Accessible to a wider audience; No need to print and distribute; Access can be controlled by passwords; Control of documents is easily managed; Distribution of documents takes seconds.
The online Management System Documentation Pack will be contained within a FREE website with a unique URL, and FREE hosting. ISO 9001, ISO 14001 and ISO 45001 Guides We are continuing the development of the definitive guides to these important standards. ISO/DIS 9001 is due to be published in April; this will herald the start of the transition process. The revised Guide to ISO 9001:2015 will be available four weeks after DIS 9001 is published.
URGENTLY WANTED The Federation of Management Systems is presently looking for qualified, knowledgeable, experienced and highlymotivated people to join our successful team. In return, we promise excellent remuneration, and never a dull moment! Specifically, we're looking for: Freelance Editor (P/T) - for INTEGRITY, the Federation's magazine, and the e-newsletter. Freelance Trainers (P/T) - to develop and deliver Quality, Environment, Health & Safety, or Food Safety training courses. Freelance Consultants (P/T) - to deliver robust & effective management support relating to Quality, Environment, Health & Safety, or Food Safety. Sales & Marketing Coordinators (P/T) - to plan and execute all sales and marketing initiatives. Must have B2B, events and exhibition experience. Technical Coordinators (P/T) - to provide back-up guidance and support to Federation staff, partners and members. If you think that you've got what it takes and want to work with a winning team, drop us a line - job.search@fedms.org.
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PUBLICATIONS Green Claims Guidance DEFRA Defra’s green claims guidance provides advice to business for clear, accurate, relevant and substantiated environmental claims on products, services or in marketing and advertising. Environmental claims must be credible to consumers, clearly understood, and genuinely reflect a benefit to the environment. This guide provides links to a range of tools and resources for both mandatory and voluntary schemes to help all types of business provide constructive and accurate information, which is fair and not misleading. This free booklet is produced by DEFRA; a PDF version is available from the FMS website - http://www.fedms.org/defra-guidance.html - or the GOV.UK website - https://www.gov.uk/government/publications/green-claims-guidance
Food Hygiene - A Guide for Businesses Food Standards Agency This free booklet is aimed at restaurants, cafes and other catering businesses, as well as shops selling food. It tells the business owner about the key laws that affect their business, what they require you to do and how they are enforced. However, individual food businesses are each responsible for checking how the law applies to them in practice. This booklet also explains about good food hygiene practice, which is essential to sell food that is safe to eat - to protect the business and comply with the law. This booklet is produced by the Food Standards Agency; a PDF version is available from the FMS website - http://www.fedms.org/fsa-guidance.html - or the FSA website - http://www.food.gov.uk/business-industry/caterers/
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EVENTS
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Safety and Health Expo 17-19 June 2014 ExCel London UK Run exclusively with the support of IOSH, RoSPA and the BSIF, the Safety & Health Expo has quickly established itself as the definitive UK industry event consistently attracting health and safety decision makers from multiple sectors and with responsibilities across UK, Europe and international markets. Coinciding for the first time ever with the IOSH conference, CoreSkills+ and LiftEx, Safety & Health Expo 2014 is designed to meet the needs of the UK and international health and safety industry. This event provides three days of educational programmes alongside the latest innovative products. http://www.safety-health-expo.co.uk/
Got an event coming up? If so, we want to hear from you. Write to us today with a brief summary of your event, and our editorial team will find the best way to publicise your event for FREE! integrity@fedms.org
World Standards Day 14 October 2014 "Standards level the playing field" We are presently living in a world that is undergoing profound transformations at all levels. Economies have never been more interdependent. Today, products that are consumed in one market are no longer made in one country; they are made in the world. Before they get to the end-consumer, they transit through many countries where manpower or parts add value to the final product. Small and medium enterprises (SMEs) that use international standards will find it easier to get their products certified and are better able to compete and sell anywhere in the world. With international standards, SMEs are able to take part in global value chains and benefit from technology transfer. http://www.iso.org/iso/home/news_index/events/world-standards-day2014.htm
China International Food Safety and Quality Conference 5-6 November 2014 Shanghai, China The China International Food Safety & Quality (CIFSQ) Conference + Expo in Beijing is an annual event that brings together food safety professionals from across China and from around the world for two intensive days of learning and networking. The educational program features a distinguished portfolio of top regulatory, scientific, academic and industry leaders who put food safety into action. The CIFSQ Conference program is also packed with useful information for developing new skills and discovering the latest food safety best practices, trends, developments, products and services. CIFSQ Conference + Expo is also the year's best networking opportunity, the ideal venue for exchanging ideas and cultivating new relationships. The China International Food Safety and Quality Conference - taking a step forward with every event. http://www.chinafoodsafety.com/
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