SYSPRO Quality Advanced Integration - uniPoint …download.unipointsoftware.com/pdf/syspro/SYSPROAdvanced...(engineering, regulatory, QA, manufacturing, sales and marketing) wins

© 2014 SYSPRO. Special Teams Training Materials SYSPRO Advanced Integratioon Page 1

SYSPRO Quality Advanced Integration

DEC 2014

© 2014 SYSPRO. Special Teams Training Materials SYSPRO Advanced Integratioon Page 2

TABLE OF CONTENTS QUALITY MANAGEMENT SOFTWARE SYSTEMS ARE KEY ................................................................................. 4 MODULE INFORMATION ..................................................................................................................................... 5

Non‐Conformance (NC) .............................................................................................................................................. 5 Corrective/Preventative Action (CPA) ........................................................................................................................ 5 Tool & Equipment Management ................................................................................................................................ 5 Document Control ...................................................................................................................................................... 5 Customer Service ........................................................................................................................................................ 5 Auditing ...................................................................................................................................................................... 6 Education & Training ................................................................................................................................................. 6 Health & Safety .......................................................................................................................................................... 6 Surveys ....................................................................................................................................................................... 6 Trend Analysis ............................................................................................................................................................ 6 Inspections ................................................................................................................................................................. 6 Supplier Management ............................................................................................................................................... 6 Web Modules ............................................................................................................................................................. 6 Web Knowledge Base ................................................................................................................................................. 6 Web Document Viewer .............................................................................................................................................. 6 Web Requests ............................................................................................................................................................ 6 Web Signoffs .............................................................................................................................................................. 6

QUALITY DEFINITIONS EXPLAINED ...................................................................................................................... 7 Non‐conformance ...................................................................................................................................................... 7 Corrective Action ........................................................................................................................................................ 7 Document Control ...................................................................................................................................................... 8 Supplier Management ............................................................................................................................................... 8 Education and Training .............................................................................................................................................. 9 Auditing ...................................................................................................................................................................... 9 Health & Safety .......................................................................................................................................................... 9 Tooling & Equipment ................................................................................................................................................. 9

ADVANCED QUALITY INTEGRATION ............................................................................................................... 10 RECOMMENDED SOLUTION ............................................................................................................................. 11 SET UP OPTIONS – SYSPRO ................................................................................................................................ 12

Lot Traceability ........................................................................................................................................................ 12 Work In Process ........................................................................................................................................................ 12 Inventory Stock Code Maintenance ......................................................................................................................... 13 Bill of Materials Setup .............................................................................................................................................. 14 Electronic Signature Setup ....................................................................................................................................... 16

SET UP OPTIONS – UNIPOINT INSPECTION SPECIFICATION ........................................................................... 19 CREATING FLOWGRAPH FOR PURCHASING QA DEMONSTRATION .......................................................... 32 CREATING FLOWGRAPH FOR WIP QA DEMONSTRATION ........................................................................... 33 SETTING THE SCENE ........................................................................................................................................... 34 PURCHASE ORDER PROCESS FLOW ................................................................................................................ 35

Quality Advanced Integration Demonstration Script

© 2014 SYSPRO. Special Teams Training Materials SYSPRO Advanced Integration Page 3

PROCESS FLOW – PURCHASE ORDER ............................................................................................................. 36 PURCHASE ORDER CYCLE ................................................................................................................................... 36

WORK IN PROGRESS PROCESS FLOW ............................................................................................................. 59 PROCESS FLOW – WORK IN PROGRESS .......................................................................................................... 60

WORK IN PROGRESS CYCLE ............................................................................................................................... 60



QUALITY MANAGEMENT SOFTWARE SYSTEMS ARE KEY A quality management software system that is automated and connects all departments is essential for a regulated or ISO‐compliant company. A QMS or a TQM (total quality management) system can connect each phase in a product's development lifecycle with every department in a company. This gives everyone an opportunity to provide feedback. Automated routing, with escalation, ensures the rapid responses to inputs needed from other departments. By building quality into products as opposed to forcing QA to bear the burden of the responsibility, everyone (engineering, regulatory, QA, manufacturing, sales and marketing) wins.

Quality for SYSPRO’s quality management software system consists of configurable, easy‐to‐use, and connected applications for automating, streamlining, and effectively managing document control, change control, training control, audits, corrective/preventive action (CAPA), customer complaints, and other documents‐ and forms‐based quality and business processes. Hundreds of companies worldwide rely on uniPoint to facilitate compliance with FDA regulations (e.g., 21 CFR Parts 11, 210‐211, 820, 606), and ISO quality standards (e.g., ISO 9000, ISO 13485, ISO 14000, ISO/TS16949).



MODULE INFORMATION Core Modules

Non‐Conformance (NC)

Offers the ability to manage the life‐cycle of non‐conformance events with cost‐tracking and assignment of user responsibility at every stage.

Tracks total costs of non‐conformance Prioritize non‐conformance events Advanced security options

Corrective/Preventative Action (CPA)

Integrated with the NC, Health & Safety and Auditing modules, the CPA module provides a central point to manage continuous improvement items. Track the impact of CPAs and measure reduction over time.

Organize data for external audits Maintain visibility of long‐term events Track cost at every CPA stage Schedule and follow through all CPAs

Tool & Equipment Management

A comprehensive production tool and capital equipment management system that tracks proactive planned maintenance as well as unplanned repair events, and provides detailed scheduling and cost analysis.

Setup equipment library Automate planned maintenance Estimate versus actual cost comparison Understand downtime costs

Document Control

Automate document control with sign‐off and change control of all document types from a central, secure repository that makes search and retrieval easy during inspections and audits.

FDA 21 CFR Part 11 & 820 compliance Encrypted sign‐off passwords Strict revision control Increased management visibility Advanced search tools Email revision changes to employees

Customer Service

Streamline your complaint process with configurable workflow to provide a closed‐loop mechanism to implement effective, timely resolutions to customer issues. Ensure industry and regulatory compliance with improved product quality and reduced costs associated with customer complaints.

Reduce quality cycle times Improve communication Easy escalation of priorities Integrate with existing quality information



Optional Modules Auditing

Automate and manage internal and external audits that check business process compliance, and link to the Corrective Action module for issues or findings that are uncovered during the audit.

Reduce Audit cycle‐times Set Audit and Audit review schedules Track and record costs Maintain visibility over findings

Education & Training

Effectively manage your training process to ensure personnel are adequately trained to deliver reliable and high quality products and services.

Streamline training communication Define occupations and training requirements Perform gap analysis for individuals or occupation Analyze costs of current or future training needs

Health & Safety

Ensure compliance and avoid potential costly fines, citations or legal liability while promoting a healthy and safe environment for your employees by efficiently storing and managing all of your required employee health and safety records.

Manage life‐cycle of safety incidents Reduce risk of OSHA fines and Workers

Compensation costs Manage/Schedule safety meetings Classify MSDS and link documents

Surveys

Provides the necessary tools to conduct surveys and analyze the results with powerful response management capability. Easily create surveys for customers, vendors, employees or miscellaneous respondents.

Quick and easy to create Unlimited surveys and responses allowed Deploy via email, fax, mail or the Web Analyze and compare surveys

Trend Analysis

Effectively use your Quality and Continuous Improvement data for planning, maximizing profits

Compare budget to actual Identify positive or negative trends instantly Reduce Quality Management Life Cycle

Inspections

Build a database of Inspection Specifications, detailing all product characteristics, inspection rates, and then record the results as the inspection is being performed.

Setup Control Level Warnings Track Inspection Time/Costs Create Automated Action Events

Supplier Management

Suppliers selling goods and services to customers doing business in quality‐regulated environments are only qualified to supply specific and approved products and services. Therefore, it is essential to maintain and track the certification levels of each supplier and approved vendor lists.

Establish Certification Levels Manage Certifications of all Suppliers Maintain Approved Supplier Lists Calculate Supplier Performance with Automated

Ratings

Web Modules Web Knowledge Base

This module provides fast problem resolution with 24/7 web‐based self‐service access. It reduces operation costs and employee training time by helping them acquire job knowledge faster.

Search by Key Words Create Hyperlinks to Documents Configurable Knowledge Base Library Knowledge Base Reporting

Web Document Viewer

Provides instant access to all important quality documents, procedures, and work instructions to your all your employees ‐ without having to purchase full uniPoint concurrent seats.

Access your Document library from any internet‐enabled computer

Search, View, Download and Print your documents with user‐level security

Share your Documents with Employees, Customers, or Suppliers

Web Requests

Ensures you can react quickly to internal/external requests for service and that no request is lost or ignored. Track the status of requests in real‐time, and improve communication from inside and outside your organization.

Create Requests from Outside uniPoint Define Unlimited Processes/Approvals Requests linked to Quality Record Track Request to Action Completed

Web Signoffs

Extends the Education & Training module. It extends the training sign‐off function to any employee or instructor with access to an internet‐enabled computer.

Perform Web Training Sign‐off View Upcoming Training Add Additional Notes per Training Record Signoff



QUALITY DEFINITIONS EXPLAINED Non-conformance

A non‐conformance means that something went wrong – a problem has occurred and needs to be addressed. Product characteristics are not always to specification. You will be able to manage all steps in the nonconformance process. Users can generate corrective actions and other workflows that link right to the original nonconformance. You may find a non‐conformance in a service, a product, a process, from a supplier, or manufacturing process system itself. It occurs when something does not meet the specifications or requirements in some way. Those requirements might be defined by the customer, a regulatory body, or in the internal procedures of the company. A non‐conformance could be identified through customer complaints, internal audits, external audits, incoming material inspection, and manufacturing or simply during normal testing and inspection activities. ISO requires that you document your non‐conformance procedure (clause 8.3) and keep records of nonconformance issues you identify and the actions taken.

The non‐conformance procedure will address how you deal with the problem:

how to decide on what immediate actions will be taken to correct the problem, and who is responsible for the decision. These immediate actions can be seen as “damage control” and need to:

o stop further non‐conformance o assess the effects of the problem – how much, how bad (e.g. scrap / rework), o contain the effects – e.g. quarantine defective items o notify affected customers, if necessary

how reworked items should be checked (if different from normal inspection)

how and where a non‐conformance should be recorded

what steps should be taken to identify any defective product released to a customer

what, if any, concessions/discounts will be given to the customer

how a decision will be made on whether further corrective action is necessary

Corrective Action

Corrective actions are reactive – something has gone wrong and these are the actions taken to deal with the problem. Non‐conformances are resolved through corrective actions. This will include the immediate corrective actions you take to keep your customer happy, e.g. you sent the wrong part and will immediately replace it with the correct part. However, ‘dealing with it’ for ISO means that you eliminate the problem AND make sure it will not happen again, so the corrective actions you take will also include the longer term actions you take to make sure the problem will not occur again. The problem might be identified in processes, materials, suppliers, the product, the service, the workplace, or the management system itself. The ISO standards requires that you have a documented procedure for Corrective Action (clause 8.5.2) and you must also maintain records of corrective actions and their results.

The Corrective Action procedure will include the steps taken to:

review and document the problem

contain or temporarily fix the problem. e.g. remove the defective product from production and quarantine it in a designated area for later investigation

Investigate the cause of the problem – how did it happen, why did it happen, could it happen again?

Propose an appropriate solution that will prevent the problem happening again. This will often mean a change to the process.

You need to report on what actions were actually taken.

After an appropriate period of time, you will need to assess whether the actions taken were successful in preventing recurrence. Document the evidence to support your decision.



Once you are satisfied the problem is not recurring, you can close the issue.

The documentation for a corrective action provides evidence that the problem was recognized, corrected, and proper controls installed to make sure that it does not happen again.

Document Control

Document control manages the creation, approval, distribution and archiving of all controlled documents, such as manuals, procedures, work instructions, forms, job descriptions, product specifications, inspection specifications, test methods, and much more. Any document used in the application of any ISO standard must be controlled by means of a quality management system (QMS) specific to the company. ISO defines a controlled document as one that meets these criteria, regardless of the standard applied.

A controlled document may be stored electronically, on a disk, on paper, or as a photograph. The QMS ensures each document's integrity by adhering to specific rules for document use and storage. The extent of individual companies' QMS will vary depending on company size, personnel competency, and complexity of the business.

Typically, an ISO standard will have four levels of document structure: policy, procedure, work instruction, and forms and records. Each level is designed for a specific area and applied through all levels of the organization. Each type of document can be applied in virtually any business

ISO requires “documented procedures” for the following six activities:

Control of documents (4.2.3)

Control of records (4.2.4)

Internal audit (8.2.2)

Control of nonconforming product (8.3)

Corrective action (8.5.2)

Preventive action (8.5.3)

Supplier Management

ISO states that you should evaluate and select suppliers based on their ability to meet your requirements. You have to define the requirements that are important to your organization, and select suppliers on those criteria. The list of approved suppliers is part of your quality management system. Evaluation Criteria Obviously cost is an important criterion for selecting a supplier, but it shouldn’t be the only factor – or even the most important one. A reliable and consistent supplier is worth paying extra for, since the less variation coming into your process; the easier it is to keep consistent results. It’s not just the product you need to think about – consistent lead times, good customer support, delivery, and business stability are important too. ISO does NOT say that your suppliers need to be certified to ISO. Even if they are, you should still evaluate their performance. Evaluation Methods Some companies use a questionnaire form with new suppliers, while others deem best to perform a physical audit of the suppliers facility. Another common method is to place a few trial orders to make an assessment. For existing suppliers, you will need to periodically re‐assess whether your suppliers are still meeting your needs. To evaluate suppliers based on their past performance, you’ll need to keep records (e.g. an Incoming product inspection log, records of supplier non‐conformance). If you cannot fulfill your customer’s needs without a particular supplier, then it’s a good idea to include a risk assessment in the evaluation – go through the “what if” scenarios and develop backup plans: What if this supplier could not deliver for 2 weeks or could not meet several shipments in a row? What would happen if this supplier went out of business?



Education and Training Employee Training module helps to manage the identification, responsibilities, authorities, and training and certification requirements for each employee in an easy‐to‐use environment. This provides a simple way to schedule and record training. Manage the following records:

written job descriptions and their competencies,

paper or electronic copies of licenses, certificates, training records, etc, and also the listing you created.

meeting notes with attendees listed (e.g., for a safety briefings),

the gap analysis

training dates (a plan, a calendar), and

training records once training has been completed.

All managed according to your written records management procedures

Auditing An audit is simply another form of inspection and testing – except that in this case the product being inspected is the management system itself. There are two basic audits, internal and external. Internal is auditing the companies own processes, while External audits manage and control your Suppliers.

Like a product inspection, an audit simply compares how things actually are, to how we think they are and how they ought to be. Audits help uncover areas that are in need of attention and they can be an opportunity to draw back from the day‐to‐day details and to take look at the whole process with fresh eyes.

Obviously a great deal rides on a successful external audit so some anxiety is expected. However, a good Internal Audit process can reduce the stress, since you can uncover the problems yourself and resolve them before the external auditor begins.

Quality, safety and environmental management standards all require audits to monitor and report on the effectiveness of the management system.

Health & Safety Health and Safety guides companies through compliance with ISO 14001, ISO 9000, OHSAS 18001 and similar standards for Environmental Health and Safety Management.

monitoring the safety of your plant and equipment through maintenance and inspection activities (e.g. testing and

tagging records, inspection checklists).

process and environment monitoring to ensure the safety of the product (e.g. HACCP for food safety) and to ensure the

safety of your workers (e.g., levels of noise, dust, gas, heat, fumes, radiation, etc).

checking that your workers are following the correct procedures (random inspections, internal audits, meeting minutes)

health monitoring for your employees, if necessary

As part of the process of continual improvement, it is important that all incidents are recorded, investigated, and actions are taken to prevent or reduce the chance of recurrence. This database allows you to set up records of all incidents and to collect the required information to conduct investigations, including a risk analysis.

Tooling & Equipment Schedule and record the results of all your calibration activities and costs for each piece of equipment. Maintenance or Repair tickets can be scheduled independently and easy‐to‐read reports and automatic notifications indicate when equipment is due for calibration/maintenance. R&R studies can also be done quickly and uniformly. Maintenance is an intuitive, easy and effective way of recording and tracking equipment that requires preventive and reactive maintenance. Complete with work orders, this module is easy and powerful, minimizing operator input during normal and repair operations.



ADVANCED QUALITY INTEGRATION The Facts

The Benefits of Advanced Quality Maintain high quality assurance standards of delivered goods, reduce costs associated with poor quality,

and drive improved operational performance. Minimize your risk of non‐compliance with complete integration between SYSPRO and uniPoint. Ability to view quality information from SYSPRO as well as viewing SYSPRO data from within uniPoint. Improve efficiencies by automating and connecting all departments is essential for a regulated or ISO‐

compliant company

Advanced Quality for SYSPRO Features Supplier Management

Optionally places Supplier on Hold if their Approval has been rejected in the Ratings Module.

Purchase orders

Automatically associate an inspection specification for merchandise line(s) requiring inspection

Requirement planning generated orders will automate the process by capturing the inspection specification for every inspection item on that purchase order

Purchase orders received into inspection

An inspection record is generated in UniPoint at the time of receipt.

Notifications can flag quality operators of pending inspections. Work in process

Automatically associate an inspection specification for a job that requires inspection

Requirement planning generated orders will automate the process by capturing the inspection specification for each job that requires inspection.

Jobs received into inspection

An inspection record is generated in UniPoint at the time of receipt.

Notifications can flag quality operators of pending inspections. Work In process inspection

Associate an inspection specification for an operation in the bill of material that is marked as inspection required.

When an operation preceding an inspection operation is completed, an Inspection record will be created in Unipoint

Job(s) are placed on hold pending completion of inspection record Non‐conformance

Pass “accepted”, “scrap”, and “rejected” quantities to SYSPRO

When an operation preceding an inspection operation is completed, an Inspection record will be created in Unipoint

Auto‐Lookup

Enables the viewing of quality data within SYSPRO Purchase Orders, Work In‐Process, Inventory RMA, and Dashboards

Integration with SYSPRO Seamless web service integration



RECOMMENDED SOLUTION SYSPRO SYSPRO 6.1 SP1 or higher SYSPRO WCF Services

.net Framework 4.0 SYSPRO Modules:

Accounts Payable Accounts Receivable Inventory Lot Traceability Purchase Orders Sales Orders Work in Process *Note: If Manufacturing required ODBC *Note: ISAM Database only

uniPoint uniPoint 2014.1.0 uniPoint Modules

Non‐conformance Corrective/Preventative Actions Document Control Inspections Supplier Management

Note1: uniPoint/SYSPRO Service needs to be installed on the same server as SYSPRO.

Note2: If the client machine is not on the same domain or network as the SYSPRO Server you will need to have an open port for communication.

Note3: All new site sales will be sold with Advanced Integration.



SET UP OPTIONS – SYSPRO Lot Traceability

Navigate to your SYSPRO Ribbon Bar.

1) Select the Setup Tab, Manufacturing, Lot Traceability

2) Lot Automatic can be turned on or off both will work.

Work In Process


1) Select the Setup Tab, Manufacturing, Work in Progress

2) On the General Tab, WIP Inspection section. The following flags need to be turned on



a. Work in Progress inspection required

NOTE: if you are using the SYSPRO provided demo data set already has items to utilize for your demonstrations:

LOT1212, LOT100,INS100,INS112,SER100,SER112. If you want to build your own, the following needs to be setup in

SYSPRO, and an Inspection Specifications in uniPoint (see next section for this option).

Inventory Stock Code Maintenance

Navigate to your SYSPRO Main Menu.

1) Expand Inventory Module>Select Setup>Stock Codes.

2) On the Tracking tab you must select from the criteria either Serial tracking or Lot traceability control. The

item needs to be flagged with the “Traceable” option “With inspection” or just “With Inspection”.

Note: If these options are flagged on, you will manually have to enter in the serials in uniPoint.

Capture serials at end of WIP inspection Capture lots at end of WIP inspection



Bill of Materials Setup

Navigate to your SYSPRO Main Menu.

1) Expand Bill of Materials Module>Select Setup>Structures and Routings.

2) Select your Bill of Material Stock code, next highlight the Inspection operation and select change.



3) The inspection option needs to be flagged as Full or Sample inspection required.

NOTE: Without this flag the inspection system will not recognize and will not trigger the inspection process in uniPoint. Definitions: Inspection This field is only used for documentation purposes and can be printed on your factory documentation. None Select this if no inspection is required for the operation. Full Select this if a full inspection is required for the operation. Sample Select this if a sample inspection is required for the operation.



Electronic Signature Setup

This is only if you want to show Electronic Signatures in action in your demonstration.


1) Select the Setup Tab, Electronic Signatures

Note: If you are setting this up for a role, you must set up the Electronic Signature from within Role Management

otherwise your Signature will not work.

2) Highlight your operator, scroll to the Purchase order Module and Select PO Receipt into inspection

3) Optionally, you can require that an eSignature or Log only in the Access control level. Typically I have Log only

here.



4) Against the Logging and Trigger Options for a controlled environment key elements have to captured and logged in

order to trace back as to who performed what and when

5) Select Triggers> Transaction Successful and flag the above key parameters in the Set Up trigger options. These

options can be used to pass across a PO, SO, Job etc. In this instance we want to pass across the Purchase Order.

So the Parameter would PO %PurchaseOrder Ready for QA.

Hint: If you are not sure what the correct parameter shoulld be See the Variable field picture above this tells you

exactly what needs to be passed across.



6) When you process the transaction in SYSPRO the Message box will display the message

I utilize the Message Inbox because you want to keep whats happening within the 4 walls of the organization separate

from your email faster easier access to information.

Note: You can set up the same electronic signatures for the Job Receipted into Inspection.



SET UP OPTIONS – UNIPOINT INSPECTION SPECIFICATION If you are not using the Inspection Items designed within the system and need to create a new inspection specification

Note: The above items in red or boxed are mandatory fields.

Navigate to your uniPoint Menu.

1) Open the Inspection Specification Module:

2) Click the New or Auto# button



3) Enter the Description of the Specification and all other General information on the General Tab:

a. The Inspection Type(i.e Receipt, In Process, Fist Article etc or you can create your own by clicking on

the add button next to the field.

b. Add the material or item . This is a lookup into SYSPRO Stock Code browse.

c. If you are doing In Process select the Work Center from the drop down list.



d. If you are doing a Receipt select the Supplier from the drop down list.

∙ Manager: Person responsible for ensuring the Inspection is completed. This field is also used for Key Indicator

Metrics

∙ Inspector: Person who is responsible for performing the Inspection. This user will be the default Inspector on the

Inspection Record and they will receive a ToDo item

4) Optionally, you can email the Manager and Inspector by clicking the appropriate email buttons:



5) For enhanced searching/filter capability enter information in the following fields:

∙ Please note that fields with this button beside them means they are user definable. You can enter/change the data in

these drop down fields to whatever suits your organization

∙ Fields that do not have the user definable button means that the data is either defined by uniPoint or it is

information being pulled from SYSPRO.



6) Select an Inspection Sample Rate:

∙ Every Item

∙ Sample: Allows for flexible user definable sampling rates

∙ ANSI Z1.4: A widely used attributes acceptance sampling system. The latest revision of the standard makes optional

the use of limit numbers for reduced inspection.

∙ c = 0: Go to the following web site to learn more about Zero Acceptance Number Sampling Plans: http://www.wisc‐

online.com/objects/index_tj.asp?objid=QLT1804

∙ Percentage: Inspect a user definable percentage amount of items in a batch

∙ Fixed: User definable method to inspect Any, First or Last number of items in a batch

∙ Time: Inspect an item every n amount of minutes

7) Select a Default Attribute Result Determination:

∙ Any Failure Fails Batch



∙ Never Fails Batch ∙ Percentage: A user defined percentage of failed items fails the batch ∙ Fixed: A user defined quantity of items fails the batch

8) Click on the Measurements Tab and click the New Attribute button:

9) Enter the Name of the Attribute and select the Data Type:

∙ Numeric: Allows you to enter a numeric measurement value ∙ Choice List: Allows you to create a pre‐defined choice list of acceptable values ∙ Alphanumeric: Allows number/alpha combination of data ∙ Lookup: Allows you to select a value from a specific Lookup Type such as Customer or Vendor ∙ Time: Record the time that an inspection event has occurred

10) Enter the Input Type. Changing this value will display different entry options below.

∙ Single Value: Select this option if you are only taking one measurement ∙ Multiple Values: Select this option if the inspector is required to make multiple measurements. IE: Measure the width of 1 block at 3 different points



11) Enter the Description and select the Tool used to take the measurement:

12) Select a Sample Rate and Result Determination if you don’t want it to be the same as the default from the General

Tab

13) Select the format for this measurement:

* You can enter other units of measure by click the User Defined button.

14) Enter Validation criteria if applicable (Validation will appear depending on what was selected for Data Type):



* Entering validation can help reduce data entry errors

15) Enter your passing values:

16) If you use GD&T click on the Dimensioning and Tolerancing button:

17) Click the Control Levels button and click the new button:

18) Enter the Name of the level and the Above and Below Base Line values:



* Note that the data in the chart is fictitious data, it is only there to give a possible representation of how your Control

Charts may look

19) To create a Custom Event for only this Specification, click on the Events Tab and click the New Event button:

*Events are used to notify certain staff members of important events that occur in the Inspection Records module.

Either during or once an Inspection has been completed

20) Enter the Name of the Event, select a Perform On option and click the New Condition button:

21) Enter the Attribute, Type, Operator and Value:



* Create as many Conditions as required

22) Click on the New Action button and select New Email:

23) Enter the To, Subject, Body and click OK:

24) Click OK on the Event screen



25) The Event now appears in the Events grid with a “C” beside it to indicate that it is a custom event only for this

Inspection Specification and Inspection Records recorded against it:

* The downside of having Custom events per Inspection Specification is: If an employee leaves the company, you will

have to change the email address in potentially hundreds of Inspection Specifications. uniPoint handles this problem

by using the Standard Actions module:

1. Open the Standard Actions Module:

2. Click New or Auto# and tab out of the field

3. Enter the Name, Perform On and Control Level:

4. Click the New Email button:



5. Enter the To, Subject and Body:

6. Click the Save button.

7. Close the previous Inspection Specification and reopen it. Go to the Events tab. Note that a new Event is listed with

an “S” (for Standard Action):

8. If a Standard Action does not apply to a certain Inspection Specification, you can disable it or delete it:



26) Optionally you can select the Lot Skip tab to set up lot skip rules for your inspections

Pass Rule: If the selected # of inspection lots (records) pass, skip the next # of lots

Failure Rule: If the selected # of inspection lots (records) fail, force the inspection of the next # of lots

Time Rule: If Inspections haven't been performed for the selected # of days, ignore the Pass Rule and enforce lot

inspection

27) Click on the Attachments tab to add any additional information or documents to this Inspection Specification



CREATING FLOWGRAPH FOR PURCHASING QA DEMONSTRATION Below you will find the list of SYSPRO Programs and uniPoint Programs for the Flowgraph

1) Part Master – INVPST 2) PO Query – PORPEN 3) Inspector ToDo

To call Inspector ToDo Select “Any other application” Program: “SYSPROuniPointTrigger.exe” |MCLIENT %coid |TODO|| %oper Start in: ManagedAssemblies

4) Enter PO – PORP10 5) Receipt PO – PORPRS 6) Perform QA Inspection

To call Inspection Select “Any other application” Program: “SYSPROuniPointTrigger.exe” |MCLIENT %coid |INSPECTION|| %oper Start in: ManagedAssemblies

7) Final PO Acceptance – PORPRI

8) Generate Non‐Conformance

To call Non‐Conformance Select “Any other application” Program: “SYSPROuniPointTrigger.exe” |MCLIENT %coid |NONCONFORMANCE|| %oper Start in: ManagedAssemblies



CREATING FLOWGRAPH FOR WIP QA DEMONSTRATION Below you will find the list of SYSPRO Programs and uniPoint Programs for the Fa

1) Structures & Routings – IMP012

2) WIP Query – WIPPEN

3) Inspector ToDo To call Inspector ToDo Select “Any other application” Program: “SYSPROuniPointTrigger.exe” |MCLIENT %coid |TODO|| %oper Start in: ManagedAssemblies

4) Job Entry – WIPP05

5) Issue Materials – WIPPKI

6) Capture Labor – c:\ShopClock\bin\ShopClock.exe

If the prospect does not require Shop Clock you can right click and add WIPP62 7) Perform QA Inspection


8) Job Receipts – IMP01B

9) Perform QA Inspection


10) Final Job Acceptance – WIPPIN



SETTING THE SCENE To manage compliance in any regulated industry, or just to have better control over the quality of your products shipped to your customers…. SYSPRO Quality enables you to

1) Control your documents from SOP’s

Work Instructions to forms and policies

2) Allow you to monitor, control and audit

not only your suppliers but your internal

processes as well

3) Product Safety & Quality Control

a. Inspections – Documenting the

inspections performed with the test

results

b. Non‐Conformance & Corrective

Actions with Root Cause Analysis

4) Training and certification ensuring that

your employees are properly trained to

ensure adherence to all regulated

industries(GMP, ISO, AS)

5) Tooling & Equipment controls the

maintenance/repair of your shop floor

machines as well as any test/calibration

equipment utilized while performing the

quality testing

6) Surveys both surveys to your customers

for Customer Satisfaction Rating as well

as internally to your employees for on‐

line testing



PURCHASE ORDER PROCESS FLOW



PROCESS FLOW – PURCHASE ORDER PURCHASE ORDER CYCLE

1) Create a Purchase order in SYSPRO(The program goes out and looks for the combination of Supplier, Stock code,

and Customer)

2) Navigate to your Purchasing Quality Flow

a) Enter your PO details(if you want to show Lots use INS112, Serials SER112

In this example we will show lots: Select Supplier 12>Warehouse RM>Stock Code>INS112

b) If it is an inspection item, and c) If the above criteria is met it will pass over the inspection specification.



d) Save the Line. End the Order

3) Select Receipt the Purchase Order

a) Receipt your quantity



b) Select “Post”.

4) The Lot number and GRN are generated, and a call is made to uniPoint.

NOTE: The Receipt is tied to the GRN and the Inspection Record

5) An Inspection record is automatically generated in uniPoint. You have the option to call up the Inspection either in the Inspection Records or the Inspector’s ToDo list in uniPoint.

6) To view this information. Navigate to your Favorites Menu.



In this example we will just call up the Inspection Record. 7) Select “Inspection PO”. 8) Enter your Inspection record and tab off the field.

9) All of the details from our purchase order have come across to the Inspection Record. You can also browse to the

Inspection Specification which is the basis of the inspection characteristics against which we will be recording our measurements.



10) Let’s finish our Inspection. Navigate to the Measurements tab.

11) Select the Measurements Tab of the Inspection Record.

a) Our Quantities from the Purchase Order have been passed from SYSPRO to the Inspection Record



b) And we also have an Inspection Summary, which right now since we have not processed any transactions we are showing none rejected, failed or passed.

12) We can start recording or entering the measurement values and tab out of the field: Some of the criteria is information only

13) We can browse to select our Inspector

NOTE: You can also default to the Inspector who is logged in. The inspection specification can be set with this as the default. You

can also set security that only certain inspectors can inspect certain items.

14) Select SYSADM:



15) Next step asks us to verify the receiving employee(usually this is recorded on the packing slip that goes with the information

packet) NOTE: This is just the way that I have set up this specification. You need to set up yours based on the prospects

information

This is just like the previous step to browse for your selection. This is also reading the SYSPRO Employee table

16) The next criteria is Certificate of Conformance received this is a Yes Or No:



17) Notice that the R (Result) column both changed from white to green because the measurement top half of the square in

the R column is green, and the bottom half is white. This is because the top half represents the measurement

pass/failure and the bottom half represents the entire batch pass/failure.

18) Enter our next criteria Visual Inspection which is a Pass or Fail

19) Our last measurement is going to record a dimension with a tolerance. We can see the Baseline and our Passing Values, and

that a Tool is required to process this attribute

20) If we enter a measurement within our tolerance the R (Result) column changed from white to green because the Value is a

Passing Criteria



21) If we enter a measurement outside our tolerance the R (Result) column changed from white to red because the Value is a

Passing Criteria

NOTE: Our Calc Result reflects a Fail

Here I say that we see that we have the Failure, and we have a choice we can log as a failure and create a

Non‐Conformance or we can resample and retest to see if we get the same results.

(1) If we re‐sample it will generate another Inspection Record and link the 2 together

(2) Or we can Fail and generate a Non‐Conformance which links all of the records together

22) For our demonstration we are going to make this Record a Pass and then I will record a failure on another item, so we can see

what happens when we have to process a Non‐Conformance.

23) First we save the record.



24) Next we navigate back to the General Tab, and we need to mark the “Status” of the record as “Complete”, and Save the

record.

25) Once we flag this option, the record is completed and the quantities are written back to the Purchase order sitting in

Inspection. Close uniPoint.

26) Navigate back to your Flowgraph and Select Final Acceptance.



27) Select your GRN(if you forgot to record it should be your last GRN). You will now see that all quantities are updated and the

inspection is tied to an Inspection Record in uniPoint. In the uniPoint Drilldown you will see the Inspection record. If you

double click on the inspection record, it will launch the record.

28) We can now accept them into stock to finish our receipt.

Let’s process a failure and create a Non‐Conformance. NOTE: The Non‐Conformance has the option(s) of defining built in work flow, when your organization requires multiple steps/procedures to be completed by multiple different users prior to moving to the next tab. We can have this set up that each user assigned a tasks can process simultaneously and can complete in any order or sequentially where each task has to be completed in order. Each task user gets notified of their “pending tasks” on their To‐Do list. This is a Setup option in the uniPoint Options for NC or Non‐conformance.

We need to track time against each process in the Non‐Conformance 1) if needed pass those costs back to our supplier, and 2) roll those costs into our Cost of Quality.

In this example we will show serials: Select Supplier 12>Warehouse RM>Stock Code>SER112

29) Navigate to your Flowgraph> Purchase Order Entry



a) Enter your PO details

Let’s Process the Purchase Order Receipt.

30) Navigate to your Flowgraph> Receipt PO



a) Receipt your quantity and record your serials.

31) Enter the range of serials. Select ok.



32) Select ok. Accept and close, then post. 33) The GRN is generated, and a call is made to uniPoint

34) An Inspection record is automatically generated in uniPoint. You have the option to call up the Inspection either

in the Inspection Records or the Inspector’s ToDo list in uniPoint. 35) To view this information. Navigate to your Flowgraph.

In this example we will just call up the Inspection Record.



36) Select “Inspection PO”. 37) Enter your Inspection record and tab off the field. 38) All of the details from our purchase order have come across to the Inspection Record. You can also browse to the

Inspection Specification which is the basis of the inspection characteristics against which we will be recording our measurements.

39) Let’s finish our Inspection. Navigate to the Measurements tab. We can see that the serials are passed to the

Measurements tab

40) Run through the measurements, and cause an out of tolerance.

41) Create a Non‐conformance.



42) This will generate a new Non‐conformance. From the drop‐down box select Supplier.

a) Entire Batch

b) All Failed Items

c) Selected Item

43) Select OK.

44) We now need to generate a Nonconformance number, we have the choice of creating from a template, or auto‐numbering.

Select the Auto‐number option, and Add.

45) This has now added an NC or Non‐Conformance.



46) Our details from the Inspection record pass over: Supplier, PO and Line as well as the details of the failure in the notes.

* The NC Type is the definition of the Origination. It was either caused by ‘In Process’, your ‘Vendor/Supplier’, your ‘Customer’ identified the problem to you or ‘Other’. ‘Other’ could be used to identify a different problem such as ‘shipping’

Optionally, you can click the Origin Email button to send out an email to certain users that an NC has been raised:

47) On the Attachments tab, the Inspection Record and Inspection Specification are linked to the NC Record

48) Navigate back to the Origination, Click the calculator button to add hours to the Origination tab:

* Please note that if you have entered too many hours by mistake, you can enter negative numbers to reduce the hours. These hours are used by the Trend Analysis module.



49) To complete the Origination tab and move the NC process forward, click the Origination Complete checkbox:

50) The assigned User is then prompted with the following:

51) Select Yes, and the following message box will appear, and enter the person responsible for investigating the NC:

52) Enter the Investigation notes and Origin / Root Cause:

* Origin / Root Cause information is heavily used for Trend Analysis and Reporting

53) If you want to associate this NC to a CPA, there are 3 different methodologies:



a) Click the Request CPA button

b) Create a new CPA and associate it

c) Associate to an existing CPA

54) Click the calculator button to add hours to the Investigation tab (These hours are added to the Accounting tab, just like

the Origination hours): To complete the investigation and move the NC process forward, click the Investigation Complete

checkbox.

55) Fill in the Disposition and Disposition Notes: NOTE * You can create as many Disposition types as you want by clicking the user

defined button.

56) Select the Disposition of Scrap, Quantity and any Disposition Notes: Once the Disposition is complete.



57) The status will be set to completed unless you are utilizing the Verification Tab.

58) Navigate back to the Origination Tab.

59) When you Close the record you are presented with a Pop up box to disposition each serial.

60) Right click on the selected serial and choose the disposition for each serial

61) Right click on the discrepant serial(s), and select disposition



62) Select Ok. We have now finished our Disposition of the serials

63) Next we navigate back to the Origination Tab, and we need to mark the “Status” of the record as “Closed”, and Save the

record.

64) Once we flag this option, the record is completed and the quantities are written back to the Purchase order sitting in

Inspection. Close uniPoint.

65) Navigate to your Flowgraph and Select Final PO Acceptance



66) Select from your call up your GRN(if you forgot to record it should be your last GRN). You will now see that all quantities are

updated and the inspection is tied to an Inspection Record in uniPoint. In the uniPoint Drilldown you will see the Inspection

record. If you double click on the inspection record, it will launch the record.



NOTE: If you want to view the attributes, meaning what was determined from our NC. Drill into the Inspection record, highlight a line, and right click which allows you to view the Attribute Notes.



WORK IN PROGRESS PROCESS FLOW



PROCESS FLOW – WORK IN PROGRESS WORK IN PROGRESS CYCLE

1) Create a Job/Work Order in SYSPRO(The program goes out and looks at the Bill of Materials Operations). In this

example we are going to use a lot item.

2) Navigate to your WIP QA Process>Job Entry

a) If it is an item is flagged as inspection required and has a valid inspection specification for the WIP Inspection process this will be displayed against the job/work order.

b) The Final Inspection Specification will populate, as this is for the finished good. The in‐process will be captured during the labor posting.



3) Select Create Job.

4) Our Job is created.



5) Select Close.

6) Next Issue Materials. Navigate to Job Issues on the Flowgraph.

7) Enter the Job and tab off.



8) Select Materials only, as the labor portion is required in order for uniPoint to trigger off

9) We have all of the necessary items to assemble.



10) Post the materials.

11) Navigate to your Flowgraph and select Labor Posting . Labor is where our next transactions occur. Here you can

use the standard labor posting in SYSPRO or utilize ShopClock.

12) Enter your job number, quantity completed and run time. Select Post



13) An Inspection record is generated and automatically in uniPoint. The reason for this is that it checks the next operations and sees that it is an inspection operation. The job is put on hold to await the completion of the Inspection process. Select Ok.

14) To view this information. Navigate to your Flowgraph, and select WIP Query



15) Enter your job number. Here you can see the job is flagged for hold and in the drill down window is our Inspection

record. We could dynamically drill in from here to view the Inspection Record or dynamically the inspector could complete his inspection from here.

16) Let’s finish our process. Navigate back to your Favorites Menu. Select Perform QA Inspection.



17) This will launch uniPoint Inspection Records. 18) Enter your Inspection record and tab off the field.

19) Let’s finish our Inspection. All of the details from our job/work order have come across to the Inspection Record. You can also browse to the Inspection Specification which is the basis of the inspection characteristics against which we will be recording our measurements.

20) Select the Measurements Tab of the Inspection Record…



a) Add our quantities from the Job/Work Order.

b) And we also have an Inspection Summary, which right now since we have not processed any transactions we are showing none rejected, failed or passed.

21) Click on the Measurements tab and click the New Measurements button:

22) You have the choice to Add item, Add Items or Add Lots/Serials. Select Add Item( at this point we do not have a lot as this is in

process). If we had more than one, we would select Add Items.

23) New Measurements have been created:

24) Enter the measurement value(s) and tab out of the field: Some of the criteria is information only. Enter all attributes



25) Notice that the R (Result) column changed from white to green because the measurement top half of the square in the R

column is green, and the bottom half is green.

26) For our demonstration we are going to make this Record a Pass and then I will record a failure on another item, so we can see

what happens when we have to process a Non‐Conformance.

27) First we save the record.

28) Next we navigate back to the General Tab, and we need to mark the record as “Complete”.

29) Once we flag this option, Select Save. The record is completed and the Job is removed from hold and allowing us to finish our

manufacturing process.



30) Navigate back to your Flowgraph. Select WIP Query.

31) Call up the Job.

Our Job is released from Hold, and our inspection record reflects a Complete Status with a Passing Result.

32) Finish posting our labor to move through our manufacturing process.

33) Navigate back to your Favorites Menu. Select Job Receipts.



34) Call up the Job. Enter in our quantities, and mark job as Complete. Select Post.

35) The Receipt is tied to the GRN and the Inspection Record. This is the final QA Inspection before we process through WIP

Inspection in SYSPRO.



36) Navigate to your Favorites Menu. Select Final Testing.



37) Enter your Inspection Record, and process your Inspection criteria..

38) Record a Pass.

39) Navigate back to the General tab and mark the Status as Complete, and Save the record.

40) Once we flag this option, the record is completed and the Job is removed from hold allowing us to finish our Final Acceptance

process.



41) Navigate back to your Favorites Menu, and select Final QA Acceptance.

42) In our options criteria, select the Job and start the review.

43) The job is inspected, and accepted .



