CREATING DATABASE SOFTWARE WITH MICROSOFT ACCESSjourneau/Rapports/RT/RT … · Web viewa solution for improving processes. in a Quality Control laboratory-Technical report-Swallowfield

START UP OF DATABASE OF TESTS RESULTS:A SOLUTION FOR IMPROVING PROCESSES

IN A QUALITY CONTROL LABORATORY

-Technical report-

SWALLOWFIELD PLC WELLINGTON

Process improvement in a quality laboratory thanks to start up of database

GIRAUD Elise IFI 2007

May-July 2005



ACKNOWLEDGEMENTS

First of all I would like to thank M. Rob HELPS, my industry tutor and Quality Control manager, and M. David FAULKNER, Quality Manager, for their help throughout this placement.

I would also like to express thanks to everyone in the Quality Control department for their help and to all the employees at Swallowfield for making me feel so welcome!

Finally, thank you to Ms. Caroline MAY who really facilitated my accommodation in England and who, as well as her partner Mr. Tim LONG, lodged me for three months.

GIRAUD Elise IFI 2007i


SUMMARY

Swallowfield is an international toiletries and cosmetics group, which is a contract manufacturer. Their two production sites are in the United-Kingdom. One is specialised in toiletries, Aerosols ltd, and the other one is specialised in make-up, Cosmetics Plus ltd. With the setting up of their Chinese site in 2004, they are opening their market to the Far East. To keep their status as a market leader, they have to be irreproachable regarding their products. That is why the Quality department has an important place in this industry. To be sure of their product quality, they combine manual and automatic tests throughout the production process.

The Quality Control laboratory is the department where all chemical and physical tests are done. In view of the lack of employees in the Quality Control laboratory, they need to be very quick and efficient, especially in their work processes. The latter are not efficient because technicians have to work both on computers and on paper sheets. This juggling between these two methods is a waste of time.

Firstly, aluminium content in antiperspirants, its perspiration-reducing agents, needs to be controlled. Much too aluminium might represent a risk to human health. The method for determining aluminium content in Whitman antiperspirants is very complex and long. To make this method easier to do for technicians, the test has been done several times to see if some steps can been removed. Indeed, this technique made it possible to change the test method and made it quicker. Nevertheless, this technique is not really scientific.

Secondly, the process for Raw Material testing is very long. This is mainly due to the many steps needed to manually record the results. By creating a database to record these results, the process is quicker because the data is only entered once. Besides, this database allows the user to research data with criteria and to print reports for customers. When data is entered, the database is locked and cannot be modified. This is a customer requirement to make sure the database is secure. Before launching the database, instructions were given to the technicians to use it without difficulty.

Finally, the customers’ complaints process is complicated. The same information needs to be recorded three times, but for several purposes. By exploring database capacities and by using excel queries, two out of three recording steps are now done automatically by computer. Furthermore, there are several sources to find the reference of the product, and this step is complex. By modifying the database, the reference is automatically found by describing the product. As a result of all these adjustments, the process became quicker.

In using these new databases, technicians spend less time recording results. They work with more efficiency for the industry.

GIRAUD Elise IFI 2007ii


TABLE OF CONTENTS

Acknowledgements______________________________________________iSummary_______________________________________________________iiTable of contents_______________________________________________iiiIntroduction____________________________________________________1

1 Swallowfield, a leading cosmetic manufacturer in Somerset____________21.1 A company which values innovation___________________________________________2

1.1.1 General presentation of the Swallowfield plc group_______________________________21.1.2 Swallowfield history_______________________________________________________31.1.3 Products offered by this industry_____________________________________________4

1.2 An opening industry to the international market__________________________________41.3 General process: from the manufacturing rooms to the finished product_______________51.4 Products quality makes it possible to still stay competitive__________________________7

1.4.1 QC laboratory: essential department where the quality is checked from upstream to downstream of the production_______________________________________________________71.4.2 Regular and automatic control along the process of production______________________8

2 Improvement of the method to determine the Aluminium Oxide content in antiperspirants_____________________________________________________9

2.1 Aluminium in antiperspirants reduces the sweat but can cause some damage__________92.1.1 The formulation of an antiperspirant __________________________________________92.1.2 The role and consequences of Aluminium in an antiperspirant_____________________10

2.2 The method used in the laboratory imposed by WITHMAN________________________102.2.1 Instructions given by WITHMAN___________________________________________102.2.2 Problems about this method for the laboratory__________________________________112.2.3 What happens during the test?______________________________________________12

2.3 Suggestions for improving the method and test results___________________________132.3.1 The pH adjustment: reaction between strong acid and strong base.__________________132.3.2 Additional suggestion for improving the method________________________________152.3.3 Recapitulation results tests in changing one step________________________________15

2.4 Final method____________________________________________________________172.4.1 Improvements about the method_____________________________________________172.4.2 Validation of the method suggested__________________________________________17

2.5 Is this technique really valid?_______________________________________________18

3 Computerizing a recording process of raw material testing results______193.1 The method used in the Quality Control laboratory_______________________________19

3.1.1 Process for testing raw material_____________________________________________193.1.2 Problems raised by this method_____________________________________________203.1.3 The solution: use a database________________________________________________21

3.2 Start up a database for raw material testing results thanks to Access________________213.2.1 The tables______________________________________________________________21

3.2.1.1 For regrouping all tests results_______________________________________________213.2.1.2 For products’ information__________________________________________________21

3.2.2 The queries are essential for doing a research__________________________________223.2.3 An easier way for technicians to enter data: the forms____________________________223.2.4 A special presentation for customers: the reports________________________________24

3.3 Starting the use of this database in the QC____________________________________253.3.1 First condition to use the database: the data needs to be locked.____________________253.3.2 Validation of the database by Quality manager_________________________________253.3.3 First problems met with the technicians_______________________________________25

3.3.3.1 A real change for the technicians_____________________________________________25

GIRAUD Elise IFI 2007iii


3.3.3.2 A little frustration from some technicians______________________________________253.3.4 With more explanations, the process became easier for all________________________26

4 Improvement of the checking process of the Marks and Spencer’s customers complaints______________________________________________27

4.1 Method used in the QC laboratory___________________________________________274.1.1 General process__________________________________________________________274.1.2 Some words about the necessity of each recording step.__________________________28

4.1.2.1 The Quality report________________________________________________________284.1.2.2 The Complaint database____________________________________________________28

4.1.3 Problems linked with this method____________________________________________294.2 Improvements brought to this process for finding ITEMS__________________________294.3 Improvements brought to this process for recording results________________________30

4.3.1 Make the most out of the database___________________________________________304.3.2 Avoiding copying the list in importing data with Excel queries____________________31

4.4 New process for checking complaints: an easier recording!________________________31

Conclusion____________________________________________________32Table of figures________________________________________________33Bibliography___________________________________________________34Appendix______________________________________________________36

GIRAUD Elise IFI 2007iv


INTRODUCTION

Swallowfield was created in 1950 and was the first industry to commercialize the first aerosol in the United Kingdom. They are manufacturers for others companies of toiletries products. Their specialized field is aerosols for shaving gel, shower gel, deodorants and shampoo.

Nowadays, recruiting technicians in the Quality Control is not an easy task. Indeed, despite many job offers in newspapers, nobody applies for this type of job. Another way of recruitment is to train manual workers already working in Swallowfield plc. However, often these workers do not have the ability to work in laboratories as technicians, or refuse to take on certain responsibilities in their work and go back to manufacturing. Consequently, over a five year period, only two technicians have stayed in the Quality Control laboratory. The other technicians come and go all the time. This laboratory really lacks technicians and with Swallowfield’s flourishing business, work is accumulating. Moreover, the manager does not have time to manage his team. For that reason, technicians have to do extra hours everyday to finish their work, which is represents a considerable cost for the company.

Therefore, this laboratory needs to have a perfect organization and efficient working process. Nonetheless, for five years, nobody has had the time to improve the working process in the laboratory by using technology. All their work methods are on two supports : manual and computers. It is very confusing for technicians to use both. These processes need to be reviewed.

My work during this technician workplacement was to improve three different processes. First, I improved a chemical method to determine the Aluminium content in antiperspirants. Secondly, I created a database to make it easier to record test results about raw material at upstream of the production. Finally, I improved the software tools in order to facilitate the checking process of Mark and Spencer’s customers’ complaints.



1 Swallowfield, a leading cosmetic manufacturer in Somerset

1.1 A company which values innovation

1.1.1 General presentation of the Swallowfield plc group

Swallowfield, international toiletries and cosmetics group, offers a complete service to multi-national brands and retailers. There are three manufacturing sites: Wellington (Somerset, UK) and Bideford (Devon, UK) and SHANGAI (China). In addition to these sites, there is one office in Paris.

Figure 1 : Diagram of the society Swallowfield plc.1

Swallowfield plc is a contract manufacturer and as such makes products for others companies. Its customers range from leading international brands to retailers offering own label products.

Swallowfield positions itself as a leader in its specialist fields, formulating and manufacturing quality products and constantly innovating, to provide its customers with leading edge products and packaging. By understanding the market, consumer trends and customer requirements, Swallowfield aims to provide a product development service that is second to none.

Aerosols International Limited is one of the two companies which belong to the Swallowfield group. Aerosols International Limited was created in 1950 and is located in Wellington in Somerset. This company specialises in aerosol production. Figure 2 : Anti-perspirants

IMPULSE produced by Wellington site.2

1 Swallowfield’s picture taken by the Sales department the 13/04/2005.2 Swallowfield, URL address: www.swallowfield.com


Swallowfield plc

UK:Wellington

& Bideford

China: SHANGAI

(Sourcing centre)

France:Paris

(Office)

2

http://www.swallowfield.com/


The other company which belongs to the Swallowfield group is called Cosmetics Plus Limited. It’s located in Bideford (in Devon), not far from Aerosols International Limited. Cosmetics Plus Limited specialises in Cosmetics production, as indicated by its name.

Figure 3 : Make up produced by Bideford site. 1

Figure 4 : Map of Wellington and Bideford sites. 1

Swallowfield has three main competitors in the UK. The leader of them is CCL which has a site in the UK, Portugal and Japan. That is why they need to be on top to keep their market share.

1.1.2 Swallowfield historyAerosols International Limited introduced the first commercial aerosol into

the UK in 1950 and since then, they have kept investing in new products and new technologies. In 1968 it was the first factory to install bulk hydrocarbon propellant tanks in the UK. Innovating is their key word. Here are some examples of their progress:

1992: they introduced innovating solutions for compressed air propelled products.

1998: they produced the first post foaming shower gel using Bag-on-Valve technology

1999: developed crackling body spray technology 2001: developed their first food product: a butter oil spray 2002: invested in ‘computer controlled’ state of the art mixing equipment.

In August 2004, this company changed its name. It is now called Swallowfield instead of Aerosols International.



1.1.3 Products offered by this industry Most of the products they make are toiletries like shower gels, antiperspirants and shave gels. But they also produce home care as we can see below:

Toiletries

hairstyling haircare shaving mens grooming bodycare facial skincare fragrance depilatories personal wash Figure 5 : men-u

moisturizing conditioner.

Home care

home fragrance air fresheners surface cleaners triggers laundry aids stain remove

Figure 6 : Mark and Spencer home care spray

Most of their products are packaged in aerosols but they also can make other product formats such as roll-ons, glass bottles for perfumes, sticks, pumps, trigger packs…So they can offer a wide choice of toiletries and home care products.

1.2 An opening industry to the international market

Aerosols International Limited employs about 380 people at present. It’s a contract manufacturer so it makes products for other companies. It works for some big companies like Next, Boots, Hema, RB but also for some supermarkets like Sainsbury or Tesco. All their products bear the brand of their customers.

However, they are starting to open up to the international market, especially to France and to the USA, who are their biggest foreign customers. With the new Chinese production site, they are widening their market to the Far East.

Swallowfield turnover was £48,763,000 in 2004.



26%

69%

1%3% 1%

UK

Continental Europe

North America

Far East

Other

Figure 7 : Turnover of Swallowfield in 2004 by region.1

1.3 General process: from the manufacturing rooms to the finished product

Most of their products are packaged in aerosols2. It’s their field. They buy all the components needed (cans, valves, caps, actuators) and also the raw materials (chemical products…). But they manufacture the different products themselves. This process takes place in seven rooms. In each one, several tanks are used to mix and heat or cool the product.

A new microbiological laboratory has just been built. It is for all the water based products (body creams…). Customers are more and more particular about the water quality used in the products. It is harder and harder to respect their requirements. But to stay competitive, companies have to make efforts to satisfy them, even if their requirements are not always logical. That is why this laboratory has been built.

If the product is not right, some ingredients can be added to the mixture to modify it. Once it has been checked and it has passed controls, the product can be used on the line. The lines differ according to the product which is going to be filled. But we can find some similar steps on each line:

Put valves on the cans Crimp valves on the cans Fill the can with the product Fill the can with the gas Weigh the full cans Immerse the cans under water at about 55°C Put the actuators on Put the caps on Package

The bath is needed to be sure that there are no leaks (if there are leaks you can see some bubbles in the water). Moreover the water is between 50 and 60°C in order to check if the aerosols do not have any problem at such a high temperature.

1 Personal chart from data from the Swallowfield plc report and account 2004. 2 Confer Appendix 1, pp: I-II, Introduction about aerosols.



The following figure shows an example of a production line. The necessary steps and the average number of required operators are indicated.

The number of operators varies according to the product which is being made. Most of the lines work with about 8 operators.


Cans

BATH(from 50 to 60°C)

Capper

Packaging

Valves

Check weigher

ConcentrateFiller

Actuators

Supervisor

Conveyor

Operator

Figure 8 : production line example

6


A white board is hung near each line. Supervisors have to fill this board, by indicating what they should produce, what they have really produced, the units per operator per hour and the efficiency. They also write on it the time of breaks and if they have had some trouble with a machine or anything else. They fill this board at the end of each shift.

Figures written by the supervisors are recorded in 2 systems to have some archives and to compare the production figures to those which were expected. But there is an issue because figures recorded in these two computer systems differ instead of being the same.

1.4 Products quality makes it possible to still stay competitive

1.4.1 QC laboratory: essential department where the quality is checked from upstream to downstream of the production

This department is mainly testing department. It ensures the quality of each product. The tests are done at several times during the production:

Raw materials are tested chemically and physically to assure an optimal quality of concentrate filler, and hence the finished products. Before the production: at every delivery, each raw material is tested to be sure its quality is good enough.

Figure 9 : Photograph of measurement machines (pH, chloride content, …) in the lab1

Products on production lines are tested each hour to be sure all the batch is the same.

Consumer complaints are checked too. For products which are returned: if one problem has been detected by a consumer, the product has to be retested and if possible a cause found.

1 Personal photograph taken on 22/06/2005.



The quality control laboratory works eight-hour shifts; its personnel is composed of three teams of two people each. Working twenty four hours a day allows tests to be carried out at each moment of the production (because the production works in shifts too).

1.4.2 Regular and automatic control along the process of production

In adding the quality controls, on production lines, several automatic checks assure the best quality of products.

Supervisors have to check if people work properly and if there is no problem on the line (for example trouble on a machine). They check the components every hour to be sure they use the right ones. They also examine the aerosols at the end of the line to check if cans have not been damaged by a machine and if the right code is printed under it. They also have to fill in some sheets about their checks but also their output.



2 Improvement of the method to determine the Aluminium Oxide content in antiperspirants

2.1 Aluminium in antiperspirants reduces the sweat but can cause some damage

It is unquestionable that deodorants have helped many people to mask bad body odour since they were introduced at the end of the 19 thcentury. Masking of body odour is a natural part of the human species, common even among the Ancient Greeks, and probably something un-changeable. Deodorants were regarded as “cheap miracle-products” that helped humankind to get rid of body odour. Since then, the use of deodorants has flourished rapidly, with the increasing emphasis on personal hygiene among people. The deodorants seemed to have no harmful effects on humans. The truth instead has appeared to be totally different and many re-searchers are now trying to produce less harmful products.

The ideas are divided among the scientists, but they all agree about one point; in the long run consumption of antiperspirants may and probably does have harmful effects on the human body. Antiperspirants are complex solutions containing many chemical products, such as aluminium, with different properties and behaviours. Why is the aluminium there? Does it affect the human body?

2.1.1 The formulation of an antiperspirant 1

Each customer chooses the formula of its antiperspirant.

1.1. Silicone: it dissolves all products, it makes the solution liquid. 1.2. Bentone: it makes the product thicker.1.3. Aluminium Chloride (AlCl36H2O): antiperspirant agent. 1.4. The perfume: it is chosen by the customer.

1.5. IPM (Isopropyl Myristate): binders (substances which are added to cosmetic formulation to provide cohesion) / solvents (to dissolve others components). 1.6. Ethanol: it brings charges delta+, so the solution is thicker. Without ethanol, the antiperspirant is thinner. New antiperspirantsdon’t contain ethanol, because it is cheaper to produce. The product is, in a liquid state, when the gas is added to the aerosol. It doesn’t change anything.

1 Confer Appendix 3; pp: V-VI, Examples of formulation of antiperspirants.


The components are always present in an antiperspirant.

These ones can move owing to customers, just proportions change.

9


2.1.2 The role and consequences of Aluminium in an antiperspirant

Aluminium contained in antiperspirants acts in blocking sweat ducts: pores. So the sweat is reduced, even stopped. The difference with deodorants1 is deodorant agents kill bacteria and stop the odour.

However, aluminium is toxic for the body if it comes into the skin and can cause many diseases. Moreover, aluminium compounds are easily absorbed through the skin. That is one of the main reasons why aluminium is occurring in deodorants. Many studies relate aluminium intake and Alzheimer’s disease. The link is based on the fact that patients suffering from the disease have high levels of aluminium in their brains. Development of breast cancer is also related to high rates of aluminium. Scientists are currently investigating suggestions of a link between the use of deodorants and breast cancer rates. We have to be aware of the fact that nothing about the connections between these diseases and aluminium are proven yet. Some scientists claim that there is a certain link while others say the opposite.

Nevertheless, the undeniable fact is that the brains of many of those who die from Alzheimer’s disease have characteristically shown a high concentration of aluminium in their cells. As a consumer, it is hard to reduce the exposure to aluminium. Many scientists claim that avoiding the use of deodorants or aluminium pans will not make any difference, because most of our exposure to aluminium comes from things we cannot avoid, such as food and water. Whether or not the metal is a cause (the diseases may have several causes) or the effect of Alzheimer’s disease and breast cancer, the question is whether it makes sense to place one’s health in jeopardy by increasing the intake of aluminium. It does not seem reasonable to make an already bad situation worse by using deodorants with high aluminium content. It does not really matter whether aluminium is the cause or the effect of the diseases, the answer is clear.

The best solution would of course be to avoid the consumption of deodorants as much as possible. If we feel that it is impractical to avoid deodorants, we would at least shift to the product with the least amount of aluminium. That is why aluminium content measurements need to be respected very strictly.

2.2 The method used in the laboratory imposed by WITHMAN

2.2.1 Instructions given by WITHMANThis test has to be done only for the customer WITHMAN, ESTEE LAUDER’s

subsidiary. To sell this product in Japan, they must know the quantity of Al2O3 in the antiperspirants. This method of determination is imposed by the customer.

Swallowfield are not able to test for Al but can test for Al2O3.

1 Confer Appendix 4; p:VII, Example of formulation of deodorant.



Here are the instructions for determining the Aluminium Oxide content in antiperspirants owing to WHITMAN method2.

Method

1. Turn on the steam bath ready for use.

2. Accurately weigh about 0.1 g of sample, add 5mls of hexane and swirl to mix. Add exactly 25mls of deionised water and swirl to mix.

3. Disperse the sample by stirring, followed by 30mins in the ultrasonic bath.

4. Transfer into a centrifuge tube and centrifuge for approx. 10mins at 3000rpm.

5. Transfer the lower layer into a clean beaker by Pasteur pipette. (Hexane evaporates easily, sometimes only one layer remains.)

6. A blank must be analysed at the same time as the sample replacing the sample with 5mls of deionised water.

7. Pipette a 5ml aliquot into a conical flask; add 1ml of conc. nitric acid and approximately 20mls of deionised water.

8. Heat on a steam bath for 5 mins.

9. Cool and add exactly 20mls of 0.01M EDTA disodium titrant.

10. Adjust the pH of the solution to about pH3 with 10% (w/v) ammonia TS. (TAKE CARE, it is very easy to over-shoot the pH. Bring back with nitric acid.)

11. Heat the solution for 5 mins and cool.

12. Then add 10mls of acetic acid-ammonium acetate buffer (pH5.0), 20mls of ethanol and approx. 5mls of dithizone TS. Swirl to mix.

13. Titrate with freshly made 0.01M zinc acetate until the colour changes from grey to a fluorescent pink end point.

2.2.2 Problems about this method for the laboratoryThis method presents some difficulties for the management of the laboratory.

Indeed, it is very long and requires a technician for a long time, about two and a half hours, and moreover, the results are not reliable. Because more steps are contained in a test, more mistakes can be done.

The major problems are:- Many dishes move, which carry away some waste of products. - Heating and cooling is carried out many times which is a waste of time.

2 Confer Appendix 5; p: VIII-X, Whitman method: Determination of Aluminium Oxide content.



2.2.3 What happens during the test?

Hexane dissolves the sample. And then water dissolves again. Once it is well blended, the hexane stays on the top, and the blend of water and the sample stays on the bottom.

The role of EDTA (EthyleneDiamineTetracetic Acid) is to break the complex AlCl3, owing the equation1:

AlCl3 + Y4- 3Cl- + AlY-

Indeed, EDTA reacts indiscriminately with essentially all 2+, 3+ and 4+ metal ions. However, this is a slow reaction kinetics, that is why the solution must first be heated with an excess of EDTA.

The pH needs to be readjusted because the EDTA is strongly dependent on the behaviour on pH. At low pH values all these four groups are stable that will stay in the form R-COOH. These molecules will not form complexes with metal ions since they are not charged. The higher the pH the more protons are released. Since pH is different for different metal ions it has to be sufficient enough to form complex bonds. And as at high pH, about 10, it will preferentially form an insoluble Al(OH)3. Therefore pH must to be about 3, which is the most suitable pH for the majority of metal ions, so that the four carboxylic groups are protolysed, that will stay in the form R-COO¯. These four negative charges will form a strong complex with the metal ions. Furthermore, EDTA complexes become weaker with increasing acidity, so it is highly important that proper pH value is attained before the titration.During the adjustment, the acid-base reaction2 is:

HNO3- + NH3 H3O+ + NH4

+

The excess of EDTA is back-titrated with Zinc, owing to the following reaction2:

AlY- + Zn2+ Al3+ + ZnY2-

During this titration, the Dithizone TS is the indicator: it changes the colour from grey to fluorescent pink. The titration is the main stage to know the quantity of EDTA. From this result, the Aluminium quantity can be found. If the aluminium content is small in the antiperspirant, we have to add a lot of zinc because we are titrating on the amount of EDTA not bound to aluminium.

That is because the analysis was not clear-sighted enough, the improvement was done only by tests. That is to say the test has been done several times in moving only one step every time to check which step is necessary or not. If tests results are suitable, the step is considered unnecessary.

2.3 Suggestions for improving the method and test results

1 ADAMS (Peter), “EDTA reactions”, The Fisher Scientific Chemicals, Bristol, AURORA, 2003, pp: 203-223. 2 Confer paragraph 2.3.1:The pH adjustment: reaction between strong acid and strong base.



2.3.1 The pH adjustment: reaction between strong acid and strong base.

Stage 10 is an adjustment of pH between the sample and ammonia.

Actually, what reacts is nitric acid, which is a strong acid, with the ammonia, which is a strong base. That is an acid-basic reaction. The strong based is added until the pH is 3.

Figure 10: Mixture of Nitric acid by Ammonia

The reactions in acting are:

Strong acid HNO3-: HNO3

- + H2O H3O+ + NO3-

Strong base NH3: NH3 + H2O NH4+ + HO-

Neutralisation reaction: H3O+ + HO- 2 H2O

Let us investigate the pH evolution during this reaction.

0123456789

1011121314

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31

V poured (mL)

pH

Figure 11 : pH = f(V) during a reaction between nitric acid and ammonia 0.1M.1

As we can see on this curve, there are three parts. Firstly, pH increases quickly about pH 1.5, part 1. Secondly, the pH stays constant from 1 to 18 mL poured, part 2. Finally, the pH goes up sharply, that is the inflexion, part 3. 1 Personal chart from test done.


1 2 3

13


To adjust the pH is a delicate manipulation, because pH 3 is in the third part. The pH rises briskly when ammonia is poured. By adding just one drop, the pH exceeds the limit. If the pH is overshot, nitric acid must be added to correct the pH.

It should be easier to adjust the pH about 3 with a weaker solution. Indeed, the pH jump is slower when a less concentrated form of ammonia is added. On the curve underneath, the pH is twice as long because the ammonia is half as concentrated as the ammonia advised. In this case, the precision is doubled because by adding the same quantity of ammonia the volume is twice as much.

0

2

4

6

8

10

12

14

1 4 7 10 13 16 19 22 25 28 31 34 37 40 43 46 49 52 55 58 61

V poured (mL)

pH

Figure 12 : pH = f (V) during a reaction between nitric acid and ammonia 0.05M1

Using a weaker solution avoids overshooting the pH, therefore bringing back with nitric acid. It can hence avoid making one step more (find nitric acid, use another pipette…).

With some measures, 22mL of ammonia 0.1M must be added to the solution. So, the operator can add first 19 or 20mL of ammonia solution 0.1M and after use a weaker solution to adjust the pH.

2.3.2 Additional suggestion for improving the method

Step 5: it is just an unnecessary dish move, the sample can be taken directly from the first centrifuge dish.

Reduce time of stirring.

1 Personal chart from test done.



Reduce time of heating and cooling.

2.3.3 Recapitulation results tests in changing one stepThis test was realized with the same sample each time, ARAMIS antiperspirant

24h. The Aluminum content allowed for this antiperspirant is from 16.60 to 21.12%. The test is always done with two samples (sample A and sample B) to ensure the

accuracy of the result.

Example of calculation for the method in changing nothing and for the sample A1 : T1= 3.7 mL, T2= 10mL, W= 0.1009g.

% Al2O3 = (10- 3.7) X 1 X 0.2549 = 16.98 %0.0946

With:- T1 is the titration for the sample. - T2 is the titration for the blank. - W is the weight of the sample taken.

Test results would be considered as correct if they are in the specification. The symbol √ means the test succeeded. The symbol X means the test failed.

This table regroups all tests done with results of the two samples, A and B.

Step changed SAMPLE A : % Al2O3

SAMPLE B : % Al2O3

Comment about results

None 16.98 % 16.68 %No transfer in a beaker (step 5).

16.97 % 17.01% √

Ultrasonic bath for 10mins (stage 3).

16.82 % 16.82 % √

Centrifuge for 5mins (stage 4).

17.04 % 16.58 % √

Centrifuge for 3mins (stage 4).

17.23 % 16.75 % √

No adding of 1mL of acid nitric (stage 7).

29.03 % 31.02% X

No adding 20mLs of deionised water (stage 7)

25.04 % 24.58 % X

No heating (stage 8) 16.02% 16.05% √Use more concentrated EDTA

45.08% 46.06% X

Without adjusting the pH No correct result 17.44 % XUse weaker ammonia 16.09% 16.25% √No adding acetic acid-ammonium acetate buffer

10.56 % 9.23% X

1 The calculation is given on the WITHMAN method.



No adding of 20mLs of ethanol

12.06% 12.53% XTable 1 : result tests summary

As we can notice on the table above, all these modifications do not change the results (still between 16.60 to 21.12 %): - Decrease of time in centrifuge to 3mins, - time of stirring to 10 mins,- Without heating, - Using weaker ammonia.

Let us see now if modifications combining together do not change results:

Steps changed SAMPLE A :% Al2O3

SAMPLE B :% Al2O3

Comment about results

Without heating (stages 8 & 11).

16.835 % 16.598 % √

Electronic bath: 10mins, centrifuge: 3mins, without heating and using a weaker ammonia solution.

17.23 % 16.75 % √

As we can note on the table above, with all these modifications, test results are still valid. Let us carry out the validation of the method suggested.

2.4 Final method

2.4.1 Improvements about the method

Here is the method suggested from the tests:



Method suggested

1. Accurately weigh about 0.1 g of sample, add 5mls of hexane and swirl to mix. Add exactly 25mls of deionised water and swirl to mix.

2. Disperse the sample by stirring, followed by 10mins in the ultrasonic bath.

3. Transfer into a centrifuge tube and centrifuge for approx. 3 mins at 3000rpm.

4. A blank must be analysed at the same time as the sample replacing the sample with 5mls of deionised water.

5. Pipette a 5ml aliquot of the lower layer into a conical flask (Hexane evaporates easily, sometimes only one layer remains.); add 1ml of conc. nitric acid and approximately 20mls of deionised water.

6. Cool and add exactly 20mls of 0.01M EDTA disodium titrant.

7. Adjust the pH of the solution to about pH3 with 5% (v/v) ammonia TS : Add approximately 20mls of ammonia, and then make fine adjustment with a pipette.. (TAKE CARE, it is very easy to over-shoot the pH. Bring back with nitric acid.)

8. Then add 10mls of acetic acid-ammonium acetate buffer (pH5.0), 20ml of ethanol and approx. 5ml of dithizone TS. Swirl to mix.

9. Titrate with freshly made 0.01M zinc acetate until the colour changes from grey to a fluorescent pink end point.

2.4.2 Validation of the method suggestedTo validate one method, the same operator must do both methods with the same

aliquots. If the results are the same, the method is approved.

Results with Whitman’s method: Results with the method suggested:

W= 0.0996T1= 19.7mlTA= 12.4 mlTB= 12.6ml

Sample A % Al2O3= 18.66 %Sample B % Al2O3= 18.17 %

W= 0.1031T1= 20.1mlTA= 12.5 mlTB= 12.5ml

Sample A % Al2O3= 18.79 %Sample B % Al2O3= 18.79 %

Both results are very similar. We could not calculate the percentage of mistake, because the first result cannot be considered like the perfect solution. The method suggested is thus considered acceptable for QC use.

2.5 Is this technique really valid?



This improvement has been groped around for. This method of improvement might be contested. Indeed, this method was not really scientific. It was only owing to the results. Also, according to scientific teaching one should always be careful about test results, because there are always mistakes in manipulation.

3 Computerizing a recording process of raw material testing results



My next mission in Swallowfield was to transfer all the data from files to a database, which I needed to create. These data were about raw material testing results.

3.1 The method used in the Quality Control laboratory

3.1.1 Process for testing raw materialThe raw material testing is done every day after each delivery. Its aim is to check

the raw material in order to be sure that it would be a good quality and efficient enough for the request.

By adding product tests, the process for recording results contains several steps, as we can see in figure 5. First, recording is still done manually. All raw material data are classed into folders owing to their R number. The R number is characteristic of raw material and is composed of six figures (for example R02.005.1). These references go from R02 to R10. There are about two thousands different raw materials.

There are filed by product sort: - Perfumes & dyes (reference R02).- Waxes (reference R03).- Hazardous liquids (reference R04).- Solvents (reference R06 and R07).- Propellants (reference R08).- Powders (reference R09).- Others (reference R5 and R10).

There is one result sheet by product, classed by R-number. Every result is written underneath the previous one.

R02.002.1

Date Batch number

AILLot

Quantity (kg)

COA pH SG IR RI Odour Appearance Operator

12/04/99 CH32156 1236455 55 X 5.65 1.023 A203 1.016 As std White pellet JK23/12/99 CH36589 1238744 110 X 5.68 1.026 A203 1.015 As std White pellet GB05/06/02 CH45612 5654344 55 X 5.69 1.025 A203 1.019 As std White pellet BB15/08/02 CH48923 5698742 55 X 5.62 1.019 A203 1.018 As std White pellet CC23/08/03 CH89536 7895135 55 X 5.65 1.024 A203 1.015 As std White pellet GB

Figure 13 : Example of presentation of worksheet used in the QC laboratory.


Do not sample, do

not test.

19


Figure 14 : Raw material testing process.1

Steps done on paper sheets.

3.1.2 Problems raised by this method

Following a meeting with Quality Control manager, this process revealed a lot of disadvantages. This process should have been changed four years ago. However, the lack of employees in the quality department has two consequences:

- Technicians need to be very quick and efficient, especially for their work process.

- But not enough time to think up about process improvement.

1 Personal diagram.


Print the raw material in inspection

list from 4S

List previous couple

batches

Check which test must be

done to know how much to sample

Sample raw

materials

Once a week:

Count how many tests are done.Send to

customer result

woksheet

Write test results in folders

Add to tally how many tests are

done each week.

Transfer raw material

from inspections to on hand

Do tests

A concession form is filled out to know

if the material can be used or

not.

If batch wasn’t tested before

If batch tested previously

If results are not within the specifications.

If results are in the

specifications

20


As we can notice on the scheme above, this process requires entering the same data several time:

- Once to enter in the Swallowfield database (4S) that the test has been done ( to specify the product is valid) ,

- Once to enter the tests’ results.- Once to count how many tests are done each week.

Moreover, the two latter steps are done on paper. So, for each product the technician needs to look for into a file, search the right page: this is a waste of time. This process has to be changed and computerized.

3.1.3 The solution: use a databaseThe solution is software which allows data to be entered, to make a search of

results with criteria and print results by product. Access is the Microsoft database management program, part of the Microsoft

office programs. A database management program enables you to maintain databases1. The structure makes the information easy to select, sort, display, and print in a variety of formats. This software enables one to create databases. Access is a general-purpose program that works with almost any kind of information. Access can also handle complex databases that contain a lot of types of information and lots of customized programming. This software might be really adapted for this case.

3.2 Start up a database for raw material testing results thanks to Access

3.2.1 The tables

3.2.1.1 For regrouping all tests resultsA table is quite similar to an Excel table. Each column is a field. All results are

recorded in the same table. In each table the following information is specified : the product’s name, the date of the test, AIL lot, batch number, quantity and every chemical or physical test.

3.2.1.2 For products’ informationThis table makes the relation between R number, product name and supplier

name. So, even with one of these criteria, the others are associated.

These two tables make the “skeleton” of the database. A primary key makes the link between the tables. It can attribute for each R-

code, the product name and the supplier.

1 Database: collections of data arranged to a fix structure.



Figure 15 : the link between two tables.

3.2.2 The queries are essential for doing a researchQueries are means to slice and dice data. The queries are used to research one

type of data from all tables with one or more criteria. It makes the use of the database more manageable. The user has to answer to some questions to define the criteria of the research.

Figure 16 : query to define the research of records.

Technician can do a search with one or more criteria such as the date, the R-number, the product name, the supplier name or the operator.

3.2.3 An easier way for technicians to enter data: the formsThe user of this database needs a simple way to enter data. This form is really

useful to enter data. This form is divided into three parts:

Data about product: R-number, Product name and supplier. The technician just needs to select an R-code in the scroll. And the product name

and the supplier appear directly.



Figure 17 : form used to enter results.

Data about tests like date, batch number… Results tests: SG, IR, RI, Melting point, H2O content, pH, Chloride content,

TVC, Solids content, Odour, Appearance and operator.

When a technician is filling out the form if he forgets one piece of information, a message box1 pops up telling him he needs to fill out this case. For example, if the technician forgets the date, the message box as shown underneath appears on the screen.

Figure 18 : Message box for entering the date.

1 Confer Appendix 7, p: XII, Programming for message boxes in Macro.


Scroll

23


However, this form presents a main difference with the paper work sheet2: technicians do not see the previous result test. They used to check if the result was similar to the last one to be sure it was in accordance with the specification. Whereas when using the form, they cannot see the previous result. This obliges technician to check the specification every time to be surer about the requirement.

3.2.4 A special presentation for customers: the reports

Some customers require having the results tests for a specific product on a paper sheet. Reports are used like queries by technicians to selection the product, and permit to print. To print the results tests, the technician needs to enter the R-number in the message box, as we can see on the picture underneath.

Figure 19 : Message box to selection the product wished.

The format of the report is fixed: the report header contains the product name, R number and supplier name. Underneath the head, the page header gives the test’s data name. And once the R-number selected, the results are directly entered in the detail.

Figure 20 : Results raw material print with report.

2 Cf. Figure 15: Example of presentation of worksheet used in the QC laboratory.


Report header

Page header

Detail

24


3.3 Starting the use of this database in the QC

3.3.1 First condition to use the database: the data needs to be locked.

Once the database was finished, I discovered that I needed to ensure that the database locks the data once they are entered. This customer’s requirement is to be sure that data are not changed after being entered.

The database needed to be validated by the IT department and by the Quality manager to be used by the Quality Control laboratory.

3.3.2 Validation of the database by Quality manager

Here is the new process suggested:

: Steps done thanks to the database.

3.3.3 First problems met with the technicians

3.3.3.1 A real change for the techniciansSome technicians had been using the old method for more than ten years.

3.3.3.2 A little frustration from some technicians


Print the raw material in inspection

list from 4S

List previous couple

batches

Check which test must be

done to know how much to sample

Sample raw

materials

Once a week:

Find the number of

tests done.

Send to customers the list of

tested materials

Write test results into the

database

Transfer raw material

from inspections to on hand

Do tests

25


The technicians did not understand why they had to change all their organization

When they had been shown the database, they do not understand why the old method was not good.

They did not accept that the old method was bad and the new one better. They thought it was absolutely normal to record all results three times, and in three different ways: on paper, in a database four shift, and on a excel table. The form on the screen was not exactly the same as the paper worksheet, so they were really lost.

Even if the old method was longer, it was easier for the technicians to do the same.

3.3.4 With more explanations, the process became easier for all

QC technicians didn’t know a lot about Access, that is certainly why they were quite reluctant to use it.

I wrote some instructions to use this software. This report explains what a database is and how to use it for each case. Moreover, some instructions can be used to create a database themselves quite easily.



4 Improvement of the checking process of the Marks and Spencer’s customers complaints

This method really needs to get better because it takes up a lot of the technicians’ time. Big quantities come back in Swallowfield. Indeed, Marks and Spencer’s policy is “Customers are always right”. They do not check what is returned even if there is no problem with the products.

4.1 Method used in the QC laboratory

4.1.1 General process

When Marks and Spencer’s consumers want to complain about a product, they return the product to the shop where they bought it. Then, all shops return the products to the central. And then, all complaints are sent to Swallowfield. Once the products are at the manufacturer’s, here is the process done:

1. Open all packets from the M&S central.2. See each complaint on the piece of information of each product. 3. Check the source of the complaint. It is in general a problem with the

actuator1 of the can which is either blocked or non existent. 4. Jot down the problems found, the product name and the batch code.5. Find the reference of the product to find it more easily at a later date.

References can be found on several lists, but there are not updates. 6. a. List all complaints and the matched problem to make the Quality report to

the Quality Manager weekly. This list contains the product name, the product problem found by QC laboratory and the quantity.

6. b. Enter each product on the database “Consumer complaints”. This database is composed of a table where there are all complaints with product reference, date, batch code and problem found by QC laboratory. 6. c. List all products received and checked and return it to Marks and Spencer.

1 Confer Appendix 1, p: A, Introduction about aerosols.



Figure 21 : Checking process of the customers’ complaints in the QC laboratory.1

4.1.2 Some words about the necessity of each recording step.

4.1.2.1 The Quality reportThe Quality report makes the link between the manufacture, the Quality Control

laboratory and the Quality manager. Indeed, this report is within the reach of everybody, because it is shared on the Swallowfield network on an Excel format.

It is mainly for keeping the Quality manager up-to-date on every quality problem listed every week. The problems listed are the problems on production lines, twelve in Wellington site, rejections and customer’s complaints.

Thanks to this regular report, he can take some measures to avoid the problems listed the week before.

4.1.2.2 The Complaint databaseThe Complaint database is within the reach of technicians only for recording new

complaints. Necessary information about complaints is product item, call type, complaint, product, date, batch and the quantity.

When complaints are recorded and product item entered, product information appears on the screen, confer figure 21.

1 Personal diagram.


1. Open packets

2. See the complaint

3. Check the

problem

4. Write down the problem

5.Find the reference

of the product

6.a. Write on quality

report (Excel)

6.b. Enter on the

database (Access)

6.c. List all products

checked for customer.

28


Figure 22 : Form for recording new complaints.

This database was made by an IT manager, and that is why there are some practical problems. They have never done this process and have never filled out the database as a user.

4.1.3 Problems linked with this methodContrary to first work of the database, no solution was suggested before I worked

on this process. To really understand problems on this process, I personally checked complaints. It allowed me to see exactly which point could be improved. There is no regular technician for checking complaints, so information could not be known by one’s impressions.

The major problem on this process is to enter your results: four actions to enter the same data: step 4, step 6.a, step 6.b and step 6.c. So, these steps have to be changed and entirely computerized. Indeed, to alternate between computers and paper files is really confusing for technicians.

4.2 Improvements brought to this process for finding ITEMS

To find items, technicians needed to juggle betweens paper lists and research on computers.

In Swallowfield, a network system, Fourth Shift, is used by most of the departments. For example it is used by the stores to record the stock variances. It is also used by the production department to record all the figures concerning the line work. Those are just examples. It is in fact an important database.


Product information

29


Marks & Spencer items are recorded in it. That is with Fourth Shift that description of products appears when an item is entered.

In fact, the most useful for technicians should be the contrary: to have a scroll with product description (name and quantity). And when the latter is chosen, the item appears on the screen. Because when technicians check products, they just have the description and not the ITEM.

4.3 Improvements brought to this process for recording results

Three ways are needed to record results, each one for a different aim. However, as we see above, each record is necessary. The numbers of steps cannot be reduced but only the easiness of steps can be increased.

4.3.1 Make the most out of the database

A database was already created for entering each product checked. It was the only function of this database. However, Access database can do much more. In creating one report from queries to select a date, the database is able to print the list of products checked every day. This report avoids copying the list of products for returning to Marks and Spencer (step 6.c). The technician selects the date of checking and the list is directly printed from the database.

The user needs to enter the date into a message box, and the list is ready to print.

Figure 23 : List ready to print to return to the Mark and Spencer central.



4.3.2 Avoiding copying the list in importing data with Excel queries When customers’ complaints are entered in the database, the list can be

imported to an Excel table. By creating excel queries from the table of complaints, it avoids the technician

having to copy the list once again. Indeed, the list is directly copied into the Quality report from the database in Excel format. The technician just needs to select a depart date, for example the date of the last Monday.

4.4 New process for checking complaints: an easier recording!

Thanks to these new tools, the way for recording complaints is easier and quicker. Once every complaint is checked, the technician needs to record into the database the list by choosing the product in a scroll. Then, he enters the list in the Quality report with queries by selecting the date. Finally, he prints the list of every product checked thanks to the report by selecting the date, for returning to the Marks and Spencer central.

Here is the new process after checking the complaints (step 3):

Figure 24 : New process after checking the complaints (step 3)

Thanks to the computerized tools, complaints just need to be entered once in the database. The other document ensue the database.


4. Write the

problem

5. Enter the

complaints into the

database (Access)

6.a. Extract the list from the database.

6.b. Print from the database

the list checked for

the customer.

31


CONCLUSION

During this twelve-week workplacement in the Swallowfield Quality Control laboratory, I worked on three projects which are related to improving processes.

The first project was to modify a chemical test method designed to determine the Aluminium Oxide in antiperspirants, to make this test quicker. This improvement proved successful. This test was reduced by about half of the time.

The second project was to create a database for recording results of chemical tests in order to make it easier to record test results.

The third project was to improve the means of checking customer’s complaints. This process was long and laborious for technicians. The improvement involved matching the computerized tools already used.

All these improvements enable the laboratory to work with a minimum of employees and still be competent.

However, the process might not be changed before big problems are noticed by the manager or technician themselves. The Quality Control laboratory should take the time to improve the process regularly to maintain a good organization and hence remain efficient. Even if it can be interpreted like a waste of time, this time would be made up for as the process would be quicker.



TABLE OF FIGURES

Figure 1: Diagram of the society Swallowfield plc. 2Figure 2: Anti-perspirants IMPULSE produced by Wellington site. 2Figure 3: Make up produced by Bideford site. 3Figure 4: Map of Wellington and Bideford sites. 3Figure 5: men-u moisturizing conditioner. 4Figure 6: Mark and Spencer home care spray 4Figure 7: Turnover of Swallowfield in 2004 by region. 5Figure 9: Photograph of measurement machines (pH, chloride content, …) in the lab 7Figure 10: Mixture of Nitric acid by Ammonia 13Figure 11: pH = f(V) during a reaction between nitric acid and ammonia 0.1M. 13Figure 12: pH = f (V) during a reaction between nitric acid and ammonia 0.05M 14Figure 13: Example of presentation of worksheet used in the QC laboratory. 19Figure 14: Raw material testing process. 20Figure 15: the link between two tables. 22Figure 16: query to define the research of records. 22Figure 17: form used to enter results. 23Figure 18: Message box for entering the date. 23Figure 19: Message box to selection the product wished. 24Figure 20: Results raw material print with report. 24Figure 21: Checking process of the customers’ complaints in the QC laboratory. 28Figure 22: Form for recording new complaints. 29Figure 23: List ready to print to return to the Mark and Spencer central. 30Figure 24: New process after checking the complaints (step 3) 31



BIBLIOGRAPHY

Swallowfield plc general documentation

Swallowfield plc staff handbook Wellington site.I used this file to have more information about Swallowfield plc group and Wellington site.

Swallowfield plc reports and account 2004.I used this documentation to have the turnover of industry.

Scientific documentationWENNINGER (John), “Monographs”, International Cosmetic Ingredient dictionary, WASHINGTON, volume 1, TCTFA, 1995, pp: 195-221.

BRADLEY (Phil), Official journal of European Communities, LONDON, CATP, 1996, pp: 15-59.

I used this cosmetic documentation for my personal culture and having some information about chemical agents in deodorants and antiperspirants.

ADAMS (Peter), “EDTA reactions”, The Fisher Scientific Chemicals, Bristol, AURORA, pp: 203-223.

This chemical source of information gave me data about the reactions of EDTA with any chemical products.

Student report

COITE Marine, La mise en place d’une base de données des articles de conditionnement: une solution aux problèmes de réglage des machines, Albi (FR), ECOLE DES MINES D’ALBI CARMAUX, Rapport technique de stage, 2004.

Internet ressources

Introducing Swallowfield plc, (page consulted the 17/05/2005), SWALLOFIELD PLC, [online], URL address: www.swallowfield.com

Swallowfield website gave me some information about general information about the industry.

AccesSolution, (page consulted the 11/07/2005), MICROSOFT OFFICE HELP, [online], URL address: http://www.microsofty-accesssolutions.co.uk/


http://www.microsofty-accesssolutions.co.uk/

http://www.swallowfield.com/


The official website of Microsoft gave me some answers for some problems for my software elaborations, for programming the message boxes for example.

IPCS INCHEM, ( page consulted the 13/07/2005), Environmental Health Criteria:Aluminium, [online], URL address: www.inchem.org/documents/ehc/ehc/ehc194.htm

It introduces me Aluminium as well the chemistry properties as the dangers in environment and the use in cosmetic products.

WEB ELEMENTS, (page consulted the 14/07/2005), Aluminium chemical reaction data, [online], URL address: http://www.webelements.com/webelements/elements/text/Al/chem.html

SHD, (page consulted the 14/07/2005), Kinetics of the zinc anodic dissolution reaction in neur neutral EDTA solution, [online], URL address: http://www.shd.org.yu/HtDocs/SHD/Vol68/No3/V68-No3-06.pdf

This site gave me some notion about reactions between Zinc and EDTA.


http://www.shd.org.yu/HtDocs/SHD/Vol68/No3/V68-No3-06.pdf

http://www.webelements.com/webelements/elements/text/Al/chem.html

http://www.inchem.org/documents/ehc/ehc/ehc194.htm


APPENDIX

1. Introduction about aerosols………………………………………………………...............

2. Aluminium…………………………………………………………………………………………….........

3. Introduction about antiperspirants and deodorants……………………..

4. Examples of formulations of antiperspirants…………………………………..

5. Example of formulation of deodorant………………………………………………..

6. WHITMAN method: Determination of Aluminium Oxide content...

7. EDTA………………………………………………………………………………………………..................

8. Programming for message boxes in Macro …………………………….........

I

III

V

X

XII

XIII

XVI

XVIII


Documents

CREATING DATABASE SOFTWARE WITH MICROSOFT ACCESSjourneau/Rapports/RT/RT … · Web viewa solution for improving processes. in a Quality Control laboratory-Technical report-Swallowfield