SIX SIGMAPROJECT TITLE :

MODIFICATION OF QA PROCEDURE OF ‘FRP SHELTER’ AGAINST OP TASK ORDERS

FOR ISSUE OF INSPECTION NOTE PROJECT BY : COL VV KADAM

SIX SIGMA

PROJECT TITLE : MODIFICATION OF QA PROCEDURE OF

‘FRP SHELTER’ AGAINST OP TASK ORDERSFOR ISSUE OF INSPECTION NOTE

PROJECT BY : COL VV KADAM

AND

TEAM FROM

SQAE (E) MUMBAI

CONTENTS

* Introduction* Define Phase* Measure Phase* Analyze Phase* Improve Phase* Control Phase* Benefits & Future Recommendations

Introduction & Define

D M A I C

Project Charter

•Project Title: Modification of QA Procedure for issue of Inspection note for FRP Shelter

•Background & Reasons for selecting the

Project: SQAE(E) Mumbai is responsible to carry out Quality Assurance of FRP Shelters at various stages as mentioned

below : a) Vetting of S/O b) Study of Drawings & Specification c) Testing of raw material d) Association in pilot sample QA check with user e) Bulk supply QA check f) Issue of I-Note

D M A I C

These Operational Task orders are generally placed by HQ 15 Corps and HQ 14 Corps, C/o 56 APO under their power for operational work by Engineer Regiments. Since the requirements are of operational nature, hence S/Os are placed with a very short delivery schedule. (as per data available for the S/Os placed during 2006, 2007 & 2008 so far).

As per DGQA standing order all QA Call letters of manufacturer needs to be cleared within 28 days where testing is involved. Due to short delivery schedule, the time duration has been cut down by eliminating various steps of QA checks and application of concurrent engineering to achieve Quality products.

D M A I C

D M A I C

Currently the average total time for issue of I-note on completion of QA of FRP shelters from date of offer / receipt of QA call letter by SQAE (E) Mumbai is 34 days which has been obtained from data held.

The order placing authority i.e. HQ 15 Corps / HQ 14 Corps and Engineer Regiments used to express their urgency due to their programme and climatic condition prevailing and insisted to shorten the QA check and clear the lot at the earliest, so the stores can reach them before the road gets blocked at high altitudes due to winter snow fall. Moreover, they further require some time for erection of these shelters before winter sets in.

D M A I C

The procedure of manufacturing of FRP shelters are is as follows :

•Preparation of moulds as per drawing.

The 4-6 men shelter requires 69 moulds and 8-10 men shelters requires 75 moulds.

•Mobilisation of Raw material like Resin, Gel Coat, Chop strand Mat (CSM), Woven Roving (WR), etc. •Procurement of accessories like - a) Flower picket duly heat treated at show end b) Hardware / Fasteners duly galvanized c) Repair kit d) Electrical installations

D M A I C

e) Bath room / Toilet Chamber accessories and fittings

f) Various tools

Hand Laying of Male/Female moulds of panels as per S/o requirements.

• Curing time on mould.• PUF filling on panels.• Resin filling by RTM process.• QA check by manufacturer of panel.• Repair of delaminated and split panels. • Erection of shelter.• Marking of panels.

D M A I CQA OF BULK SUPPLY : The procedure of QA check for Bulk supply,

carried out before issue of I-note, as under : Quantity Check : Total qty of panels as per shelter as offered are required to be checked. Visual Inspection : Completeness , workmanship, proper fitment after sealing are checked. Dimensional Check : Dimensional check as per drawing. Checking of panels in erected condition for de-lamination, and splits. Weighment check Repair of panels where there are rejection due to de- lamination and splits. Recheck of repaired panels.Checking of spares , accessories & tools. Release and despatch of shelters and Quality Assurance records.

D M A I C

If the checks are found to conform as per governing drawings and specification, the panels are required to be stamped by concerned QA staff. Thereafter , preparation of QA report and finally issue of acceptance Inspection Note.

D M A I CPROJECT CHARTER

Source : Customer i.e. consignee / user complaints External customer (firms) complaints Directive from Higher HQs

Potential savings from the project :

Characteristics : Total clearance time (TCT)

Measures : Time in days for TCT ( LC = 1 day ) Defect Definition : Any clearance letter / issue of I-note

taking more than 10 days is considered as a defect.

D M A I C

TOTAL CLEARANCE TIMET C T (Y) = Detailment of QA Team for Raw material check

( T1) + Time required for Lamination preparation ( T2) + Forwarding of samples to Lab (T3) + Receipt of Test Results (T4) + Detailment of QA Team (T5) + Returned of stores for repair (T6) + Detailment of QA Team (T7) + Second / Third Tier QA (T8) + Stamping & sealing (T9)

+ Preparation of QA report and Issue of I-note (T10)

D M A I CSIPOC

Offer of Raw Material

Raw Material testing

2nd Tier/ 3rd Tier QA check

QA check

Offer of bulk

Preparation of QAReport

Issue of I-Note

Supplier Input Process Output Customer

Firm Delivery Schedule

QA of Bulk Supply

Issue of I -Note

Firm

QA Staff Availability Consignee / user unit

Laboratory Test Results S/O placing Authority

HQs / AHSP

Authorisation / Directives / Tech Specn

AHSP / DGQA

CTQ TreeNeed Drivers Sub-Drivers

Time (T1)Raw Material check

Lamination Preparation

Fwd of samples to Lab

Receipt of Test results

Second/Third Tier QA Check

CTTs

Stamping & Sealing of Samples

Issue of I/Notes

Time (T2)

Time (T3)

Time (T4)

Time (T5)

Time (T6)

Time (T7)

Reduce the Total Time for clearance of FRP Shelters

Total Clear-ance Time

D M A I C

Detailment of QA Team for Bulk Insp

Return of Stores for Repair

Detailment of QA Team

Time (T8)

Time (T9)

Time (T10)

Deployment Flow ChartFIRM QA STAFF SUPPORTING STAFF (Lab / Man Power)

DETAILMENT OF QA TEAM FOR RAW MATERIAL CHECK

LAMINATION PREPARATION

TESTING OF SAMPLES BY LAB

RECIEPT OF TEST RESULTS

SECOND/ THIRD TIER QA CHECK

STAMPING & SEALING OF BUNDLES

PREPARATION OF QA REPORT & ISSUE OF I/NOTE

D M A I C

DETAILMENT OF QA TEAM

REPAIR OF STORES

DETAILMENT OF QA TEAM

Process Flow ChartStart

DETAILMENT OF QA TEAM

COMENCEMENT OF QA

QA CHECK

TESTING OF SAMPLES

SECOND/THIRD TIER QA CHECK

STAMPING OF BUNDLES

PREPARATION OF QA REPORT & ISSUE OF I/NOTE

EndEnd

D M A I C

Summary of Define Phase

Process Owner

A detailed problem statement (Project background)

Process definition in SIPOC form

A CTQ Tree

A measure (for each CTDs)

A target improvement value (Total Clearance Time < or = 10 days)

Take away from Define Phase

• The well defined QA procedure is in existence and there is scope for improvement in its efficiency.

• Hence, need to collect data and analyze the data in the Measure phase.

D

DMAIC

MEASURE

D M A I CDETAILS OF DELIVERY SCHEDULES OF S/O’s OF

2006

Srl No.

S/O No, & Date Recd. On

Item DD of Bulk

Total No. of days

1 1011/14CORPS/60/OT DT. 18.07.06

27.07.06

FRP Shelter 8 – 10 Men 01 No.

24.08.2006

29

2 1011/14CORPS//OT DT. 22.07.06

11.09.06

FRP Shelter 4 – 6 Men 11 No.

09.10.2006

29

3 1400/Job 537/SO/15/ OW DT. 18.07.06

28.07.06

FRP Shelter 8 – 10 Men 03 Nos

30.08.2006

34

4 1011/14CORPS/58/OT DT. 18.07.06

28.07.06

FRP Toilet 28 Nos.

30.08.2006

34

5 50298/SO/05-06/21/OPW DT. 27.02.06

21.03.06

FRP Shelter 8-10 Men03 Nos

25.04.06 36

6 1011/14CORPS/147/OT DT. 23.02.06

21.03.06

FRP Shelter 8 – 10 Men 15 Nos.

20.04.06 31

7 1011/14CORPS/73/OT DT. 23.07.06

11.09.06

FRP Toilet 84 Nos

09.10.06 29

8 1011/14CORPS/72/OT DT. 23.07.06

11.09.06

FRP Shelter 8 – 10 Men

09.10.06 29

9 50298/SO/06-07/84/OPW DT. 26.07.06

11.09.06

FRP Shelter 4-6 Men

20.10.06 40

D M A I CDETAILS OF DELIVERY SCHEDULES OF S/O’s OF 2007

Srl No.

S/O No, & Date Recd. On Item DD of Bulk Total No. of days

1 1011/14CORPS/06/OT DT. 28.05.07

10.07.07 FRP Toilet 20 Nos

29.09.07 81

2 50298/SO/07-08/63/OPW dt. 13.07.07

24.08.07 FRP Toilet19 Nos

25.09.07 32

3 1011/14 Corps/10/OTDt. 14.06.07

10.07.07 FRP Toilet82 Nos

29.09.07 81

4 50298/SO/07-08/85/OPW dt. 11.08.07

17.09.07 FRP Shelter 4-6 Men 25 Nos

10.10.07 24

5 1011/14 Corps/11/OT dt. 14.06.07

10.07.07 FRP Shelter 4-6 Men 05 Nos

13.10.07 96

6 50298/SO/07-08/86/OPW dt. 11.08.07

17.09.07 FRP Shelter 8-10 Men30 Nos

10.10.07 24

7 50298/SO/07-08/18/OPW dt. 10.06.07

24.08.07 FRP Shelter 4-6 Men 06 Nos

15.09.07 23

8 1011/14 Corps/04/OTDt. 28.05.07

10.07.07 FRP Shelter 4-6 Men15 Nos

13.10.07 96

9 1011/14 Corps/12/OTDt. 14.06.07

10.07.07 FRP Shelter 8-10 Men 91 Nos

29.09.07 81

D M A I CDETAILS OF DELIVERY SCHEDULES OF S/O’s OF

2008

Srl No.

S/O No, & Date Recd. On Item DD of Bulk Total No. of days

1 8040/SO/2008-09/02/OPW Dt. 14.06.08

21.07.08 FRP Shelter 8-10 Men 80 Nos

10.08.08 21

2 8040/SO/2008-09/01/OPW Dt. 14.06.08

21.07.08 FRP Shelter 4-6 Men 57 Nos

10.08.08 21

3 3531/SO/28 ID/08-09/ 13/Engrs dt. 16.05.08

06.06.08 FRP Shelter 8-10 Men 14 Nos

20.08.08 76

4 3531/SO/28ID/12/Engrs dt. 16.05.08

06.06.08 FRP Shelter 4-6 Men06 Nos

20.08.08 76

5 3531/SO/19 ID/08-09/ 03/Engrs dt. 16.05.08

06.06.08 FRP Shelter 4-6 Men02 Nos

20.08.08 76

6 3531/SO/CT/08-09/ 2/ Engrs dt. 16.05.08

30.05.08 FRP Shelter 8 -10 Men09 Nos

20.08.08 83

7 3531/SO/CT/08-09/01/Engrs dt. 16.05.08

30.05.08 FRP Shelter 4 – 6 Men07 Nos

20.08.08 83

D M A I CTIME TAKEN FOR ISSUE OF I/NOTE FOR S/Os IN 2006

SrNo.

Call Letter Recd on

Raw material sent to Lab on

Test Report received on

Days taken for clearance

of Raw material

Stores offered on ( Qty )

Stores insp. On

2 Tier /3 Tier Insp completed on

I – Note issued on

Days taken for issue of I-Note

1 28.02.06 10.03.06 19.03.06 20 19.03.06(05)23.03.06 (05)23.03.06 (05)

22.03.0625.03.0629.03.06

24.03.0629.03.0601.04.06

24.03.0631.03.0603.04.06

06/2513/3116/35

2 24.02.06 10.03.06 19.03.06 24 23.03.06 (03)

25.03.06 26.03.06 27.03.06 09/32

3 28.07.06 02.08.06 14.08.06 18 05.10.06 (28)

11.10.06 13.10.06 13.10.06 09/50

4 28.07.06 02.08.06 14.08.06 18 27.12.06 (03)

05.01.07 08.01.07 08.01.07 13/147

5 21.09.06 05.10.06 13.10.06 23 20.11.06 (06)02.12.06 (05)

23.11.0606.12.06

28.11.0611.12.06

29.11.0611.12.06

10/4710/59

6 28.07.06 02.08.06 14.08.06 18 12.09.06 (01)

19.09.06 22.09.06 22.09.06 11/40

D M A I CTIME TAKEN FOR ISSUE OF I/NOTE FOR S/Os IN 2006

7 21.09.06 05.10.06 13.10.06 23 18.10.06 (01)30.10.06 (10)20.11.06 (15)02.12.06 (15)19.12.06 (10)26.12.06 (24)

19.10.0609.11.0624.11.0607.12.0614.12.0627.12.06

23.10.0614.11.0628.11.0611.12.0620.12.0629.12.06

23.10.0615.11.0629.11.0611.12.0621.12.0629.12.06

06/3317/5610/7010/8203/92

04/100

8 12.09.0621.09.06

18.09.0605.10.06

26.09.0613.10.06

1523

12.09.06 (04)05.10.06 (10)30.10.06 (10)02.12.06 (06)19.12.06 (05)26.12.06 (06)27.12.06 (12)

18.09.0616.10.0603.11.0614.12.0619.12.0627.12.0601.01.07

22.09.0621.10.0615.11.0618.12.0620.12.0629.12.0603.01.07

22.09.0623.10.0615.11.0619.12.0621.12.0629.12.0604.01.07

11/0019/3316/5618/9003/92

04/10009/105

9 21.09.06 05.10.06 13.10.06 23 27.12.06 (08) 02.01.07 04.01.07 05.01.07 10/106

Average time for issue of I/Note = 65 days

D M A I CTIME TAKEN FOR ISSUE OF I/NOTE FOR S/Os IN 2007

Srl No.

Call Letter Recd on

Raw material sent to Lab on

Test Report received on

Days taken

for clearance of Raw

material

Stores offered on

(Qty )

Stores insp. On

2 Tire /3 Tire completed on

I – Note issued on

Days taken

for issue of I-Note

1 10.07.07 17.07.07 01.08.07 22 29.08.07 (05) 07.09.07 08.09.07 10.09.07 13/63

2 10.07.07 17.07.07 01.08.07 22 04.09.07 (10) 11.09.07 13.09.07 14.09.07 11/67

3 10.07.07 17.07.07 01.08.07 22 12.09.07 (10) 17.09.06 19.09.07 19.09.07 08/72

4 10.07.07 17.07.07 01.08.07 22 24.09.07 (30) 29.09.07 0510.07 05.10.07 12/88

5 10.07.07 17.07.07 03.08.07 24 12.09.07 (05) 25.09.07 27.09.07 27.09.07 16/80

6 10.07.07 17.07.07 03.08.07 24 25.09.07 (06) 28.09.07 01.10.07 01.10.07 07/84

7 10.07.07 17.07.07 03.08.07 24 24.08.07 (05) 05.09.07 06.09.07 07.09.07 14/60

8 10.07.07 17.07.07 03.08.07 24 04.09.07 (10) 15.09.07 17.09.07 18.09.07 15/71

9 10.07.07 17.07.07 03.08.07 24 12.09.07 (10) 25.09.07 26.09.07 27.09.07 16/80

Average time for issue of I/Note = 74 days

D M A I C

TIME TAKEN FOR ISSUE OF I/NOTE FOR S/Os IN 2008

Sr No.

Call Letter Recd on

Raw material sent to Lab on

Test Report received on

Days taken for clearance

of Raw material

Stores offered on

(Qty)

Stores insp. On

2 Tire /3 Tire Insp completed on

I – Note issued on

Days taken for issue of I-Note

1 29.05.08 06.06.08 20.06.08 23 20.07.08 (07)

22.07.08 30.07.08 31.07.08

12/64

2 29.05.08 06.06.08 20.06.08 23 15.07.08 (09)

18.07.08 19.07.08 21.07.08

07/54

3 29.05.08 06.06.08 20.06.08 23 17.07.08 (02)

18.07.08 19.07.08 21.07.08

05/54

4 06.06.08 06.06.08 20.06.08 15 20.07.08 (06)

22.07.08 30.07.08 31.07.08

12/56

5 06.06.08 06.06.08 20.06.08 15 21.07.08 (14)

22.07.08 25.07.08 26.07.08

06/51

6 11.07.08 25.07.08 04.08.08 25 05.08.08 (10)

06.08.08 09.08.08 11.08.08

07/67

7 24.07.08 25.07.08 04.08.08 11 05.08.08 (15)

06.08.08 09.08.08 11.08.08

07/67

Average time for issue of I/Note = 59 days

D M A I C

PROCESS FLOW CHARTDetailment of QA Team for Raw material check ( T1)

Time required for Lamination preparation ( T2)

Forwarding of samples to Lab (T3)

Receipt of Test Results (T4)

Detailment of QA Team (T5)

Returned of stores for repair (T6)

Detailment of QA Team (T7)

Second / Third Tier QA (T8)

Stamping & sealing (T9)

Preparation of QA report and Issue of I-note (T10)

Start

End

DATA COLLECTION PLAN

• Sample Size: Data collected from the files of close/current supply orders of the same item ( 25 Data points )

• Data collected with the help of QA Staff from closed/current files.

• Data is collected separately from individual S/Ofor which I-Notes have been issued & prepared in the form of log-sheet. ( Actual date of receipt of call letter, Material sent to Lab, Lab report recd, cross check , preparation of QA report / issue of I-Notes )

D M A I C

ACTUAL DATA FOR 25 DATA POINTS D M A I C

SUMMARISED DATA FOR TOTAL CLEARANCVE TIME ( 25 DATA POINTS )

Avg time for commencement of QA Check  5.15 days

Avg time for Complete 1st tier of QA  1 day 

 Avg time for testing of samples 21 days from Pvt NABL Lab 

 Avg time to complete 2nd/3rd tier QA after completion of 1st tier Insp 5 days 

 Stamping of each bundles  1 day

 Preparation of QA report & issue of I-Note 1 day 

 Avg total Clearance time  34.15 = 34 days

D M A I C

DESCRIPTIVE STATISTICS

D M A I C

SIGMA LEVEL OF EXISTING QA PROCEDURE

ACTION EVALUATION

• Process Inspection of Bulk Store• Product of the process I-Note• Metric No. of days taken for issue of

I-Note• Standard Max 10 days• No. of I-Note issued 25• No. of I-Note issued within 7 days Nil• No. of potential action leading 10

to/create defect• The Yield for process 0/25 =0• Defect Rate

• Defect per opportunity• Defect per million opportunity • Sigma level = ZERO

D M A I C

BASE LINE SIGMA LEVEL

TOTAL CLEARANCE TIME

Sample Size (n)

PPM Sigma Level

25 Zero

D M A I C

SUMMARY OF MEASURE PHASE

• Data collection plan (Determining what to collect, who will collect & how many to collect)

• The baseline data are collected as per the data collection plan

• Nature of distribution of data is required to be analyzed using Minitab

• Sigma value calculated ( for Total Clearance Time ) from past data

D M A I C

ANALYSE

D M A I C

VALUE ADDED / NON-VALUE ADDED ANALYSE

D M A I CFISH BONE DIAGRAM

PROCESSRESOURCES

TOOLS

Lack of latest Test Facilities with Est.

Hand laying of Moulds

High Clearance Time for Issue of I-Note for bulk Supply

Task allocation non systematic

Non Utilization of available resources

Delay in Clearance of Bulk Supply

Delay in Testing

Overloading of QA Staff

Shortage of QA Staff with Establishment

Non availability of Man power with firm

Space restriction for erection of stores

MAN

Shortage of QA Staff and Trained Manpower

Overloading of available manpower.

D M A I C

BRAIN STORMING

A detailed brain storming was done with the following present

Firm Management Rep and Manager QC

SQAO

QAO

QA Staff ( 12 Nos )

D M A I CBRAIN STORMING

The following points immerged from this :

•Tasking of QA team to be done keeping In mind any other task assigned to them•QA call letter if received in office after Mon meeting , gets delayed.•Forward of samples to lab gets delayed for two days , if QA undertaken on Friday•Stamping of bulk ( requires 4-6 hrs ) was done after / during 2nd tier QA•Delay in undertaking of QA due to heavy commitment of QA team•Shortage of QA staff.•Insufficient of manpower available with the firm for drawl of samples.•Clearance time of bulk remains same , irrespective of lot size.•Delay in receipt of lab results•Delay from rework and repair

D M A I CTAKE AWAY FROM BRAIN STORMINGProcess needs to be changed to as follows:The firm should preferably offer bulk supply by Fri ( A/N) / Mon ( F/N) for detailment of QA team during Monday meeting.In case of heavy commitment , QA of bulk offered by the firm be undertaken on Sat/Sun.Second tier QA of bulk be carried out along with QA of first tier.Stamping to be done prior to drawl of samples but after verification of offered quantity.Firm should arrange sufficient man power depending on Lot size for drawl of samples.Stamping done prior to drawl of samples is for identification purpose only and if test results found conforming to specification same to be treated as acceptance mark.QA team from different sections of the office be detailed in case of heavy commitments.

D M A I CTAKE AWAY FROM BRAIN STORMINGWith receipt of letter of intent by the firm, firm be asked to offer raw material at their risk and cost, so that by the time the S/O is recd firm can be almost be ready to offer the bulk for insp.Increase in no. of moulds into serviceIncrease of expertise in mould laying through trgApplication of high quality releasing agentMonitoring of laying and curing time

D M A I CSUMMARY OF ANALYSIS PHASEThrough brain storming session , VA/NVA activities have to be identified.Identification of measure causes for increased total clearance time has been identified ( time for QA check and testing of samples ) Through process analysis , approach to solving of problem needs to be identified.From brain storming exercise , summary of various improvements have to be obtained.With receipt of letter of intent by the firm, firm be asked to offer raw material at their risk and cost, so that by the time the S/O is recd firm can be almost be ready to offer the bulk for insp.Increase in no. of moulds into serviceIncrease of expertise in mould laying through trgApplication of high quality releasing agentMonitoring of laying and curing time

D M A I CTAKE AWAY FROM ANALYSIS PHASEExisting process flow chart needs to be modified to remove NVA steps and add other VA steps.Review of specifications to be carried out immediately on completion of Supply Order by AHSP.Tasking of QA team to be done taking into account their other assignments, availability and experience.With receipt of letter of intent by the firm, firm be asked to offer raw material at their risk and cost, so that by the time the S/O is recd firm can be almost be ready to offer the bulk for insp.Increase in no. of moulds into serviceIncrease of expertise in mould laying through trgApplication of high quality releasing agentMonitoring of laying and curing time

ACTUAL DATA FOR 25 DATA POINTS D M A I C

SUMMARISED DATA FOR TOTAL CLEARANCVE TIME ( 25 DATA POINTS )

Avg time for commencement of QA Check  3.5 days

Avg time for Complete 1st tier of QA  1 day 

 Avg time for testing of samples Nil 

 Avg time to understand 2nd/3rd tier QA after receipt of test results 3 days 

 Stamping of each bundles  1 day

 Preparation of QA report & issue of I-Note 1 day 

 Avg total Clearance time  9.5 = 10 days

D M A I C

SIGMA LEVEL OF EXISTING QA PROCEDURE

ACTION EVALUATION

• Process Inspection of Bulk Store• Product of the process I-Note• Metric No. of days taken for issue of

I-Note• Standard Max 10 days• No. of I-Note issued 25• No. of I-Note issued within 10 days 14• No. of potential action leading 10

to/create defect• The Yield for process 14/25 =0.56• Defect Rate 1-0.56 = 0.44

• Defect per opportunity 0.44/10 = 0.044• Defect per million opportunity 0.044 x (10 power 6 )= 4400• Sigma level = 3.25 To 3.20

D M A I C

BASE LINE SIGMA LEVEL

TOTAL CLEARANCE TIME

Sample Size (n)

PPM Sigma Level

25 4400 3.2

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