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Omega. Int. J. Mgmt Sci. Vo|. 23. No. 5, pp.

567-575,1995
~ Pergamon Copyright© 1995ElsevierScienceLtd
0305-11483(95)00027-5 Printed in GreatBritain.All rightsreserved
0305-0483/95$9.50+ 0.00

Developing a Quality Costing System:


Key Features and Outcomes
AB PURSGLOVE
Hydro Coatings Ltd, Deeside, Scotland

BG DALE
Quality Management Centre, UMIST, Manchester, England

(Received November 1994; accepted after revision May 1995)

This paper discusses the development and operation of a system of quality costing in a manufacturer
of coatings for industrial applications. The work reported is of particular value since most of the
well-poblicised material on quality costing is in relation to mechanical and electrical engineering type
situations. Attention is drawn to the difficulties encountered in establishing the system, including the
adaptiuns and additions needed to the cost elements which had been identified from the quality costing
literature, deciding what was a quality-related cost, determining the reporting format for quality
costs, the elimination of double counting, and dealing with the operating practices of accountants.
The collection, reporting and uses of quality cost data are also examined. It is also pointed out that
many of the practical findings support much of the quality costing theory.

Key words--quality costing, coatings manufacture, quality cost collection, quality cost reporting,
quality cost uses

INTRODUCTION There are a wide variety of ways in which


organizations can set about collecting and
QUALITY COSTING AS a quality management measuring quality costs. It is usually argued that
technique has been around for nearly four the approach taken is dependent upon the
decades, since the seminal paper of Feigenbaum objectives of the exercise and the audience for the
[9]. Today, there is much interest in the resulting data (see [7] and [18]). However,
subject. A number of organizations are now whether the approach is based on the preven-
seeking practical evidence on quality-related tion-appraisal-failure categorization (BS.6143:
costs and others are developing formalized Part 2 [1]), or it is activity-based to match the
quality costing systems. Organizations are ways in which a business operates (BS.6143: Part
keen to develop theirknowledge of the concept to 1 [1]), or it utilizes the price of conformance and
help them better understand the effectiveness price of non-conformance [5], or is based on any
of their decisions on wastage and to save other form of categorization it should always be
money. This is particularly the case in the tailored to meet the needs of the organization.
automotive industry where major customers Dale and Plunkett [7] outline a number of issues,
are looking closely at the cost base of their in the form of a detailed checklist, which should
suppliers and for evidence of quality cost be considered by an organization in deciding the
collection and use. approach to be taken to quality costing.
567
568 Pursglove and Dale--Developing a Quality Costing System

Whilst there is a reasonable amount of applied to their product, this resulted in a


practical 'hands-on' advice in the quality major claim against the company.
costing literature (e.g. [10, 13, 15, 19]) there are
few published examples of a practical nature The Managing Director decided that a process
giving specific details on the costs that are of continuous quality improvement was needed
included or excluded in the main element to address problems such as these. This included
groupings in the chosen cost categorization a number of initiatives along with investments
and showing how the costs were collected. The in capital and management time. Early on in
material presented in this paper helps to fill this the improvement process, senior management
gap. sought answers to a number of questions,
The company which is at the focus of the study including:
is a leading manufacturer of a range of advanced
is the investment cost effective?
industrial and protective coatings for use in
what progress is being made?
industry. The coatings have many demanding what benefits are being achieved?
end uses in environmentally unfriendly situ-
ations. The company is located on one site and Quality costing was seen as a way of providing
employs around 300 people. Some seven or so answers to these types of questions. The quality
years ago a number of events caused the costing initiative emanated from the Managing
company's Managing Director to decide that a Director and Technical Manager and not from
radical improvement in quality performance was the Accountant. The reasons for this are
needed, not only to increase profitability but to two-fold:
ensure the survival of the business. These events Much of the work involved in introducing
are summarized below: and developing the quality improvement pro-
cess was the responsibility of the technical
• It was realized that the company had no function through its quality assurance activity.
positive quantifiable measures of customer Extra resources had been made available for
satisfaction. Quality performance was improvement activities and therefore the techni-
measured in terms of number of customer cal function had a vested interest in proving that
complaints, number of rejected batches, the quality improvement process was cost
level of redundant stock and production effective.
yield losses. Most management accounting is based on
• An increase was experienced in the number tried and tested rules and practices that are well
of customer complaints. The company was defined and documented. Very few rules and
in the business of selling technically practices have been developed regarding quality
advanced industrial coatings, at a high costs and those that have are very general. This
profit margin. Their quality image was an ambiguity was the main reason why quality cost
important marketing tool and a significant reporting was not seen by the Accountant as his
rise in customer complaints could under- responsibility.
mine these strengths.
• In conjunction with an increasing level
CONSTRUCTING THE QUALITY
of manufacturing yield losses there was an
COSTS SYSTEM
overuse of undocumented raw materials,
resulting in significant stock losses. These The initial quality cost elements were taken
costs amounted to 1-2% of annual sales from [14], and used as a reference point on which
turnover. the system could be developed. Similar elements
• A major complaint was received from can be found in most of the texts dealing with
one of the company's main customers; a quality costing (e.g. [1] and [2]). Considerable
problem with communications had re- adaptation and additions to the cost elements
suited in a large batch of paint being were needed to fit them to the practical aspects
manufactured incorrectly. The problem of coatings manufacture. In identifying and
was not detected during routine quality defining the cost elements, much attention was
control activities and the batch was given to how the business functioned and what
shipped to the customer and subsequently cost data were or could be made available within
Omega, Vol. 23, No. 5 569

a reasonable time frame. The specific problems When designing a quality costing system
encountered, included: the scope of the system is difficult to specify as
it is not known at the outset what sort of
• The calculation of the cost of re-tests on
accuracy, detail and traceability is needed. The
reworked material was not practical.
system was initially designed with a wide scope
Reworked material was always mixed
covering the whole operation but without much
with good material (the amount dependent
detail. It was hoped that subsequent usage of the
on the circumstances) and this made
system and feedback of information could be
the calculation of the cost of re-test
used to refine and develop the system in clearly
impractical.
identified areas.
• No data were available or likely to be so in
The cost elements decided upon and the
the near future on the machine downtime
sources of information are given in [17].
attributable to quality-related problems.
As already mentioned the first difficulty
• Costs under warranty contracts do not
encountered was deciding upon the cost elements
apply to coatings in the same way as in the
and a suitable format for their reporting.
case of mechanical-type goods.
It was not easy to decide what was or was not
• Stock evaluation in relation to quality-
a quality cost. Dale and Plunkett [7] are of the
related problems was carried out on an
view that definitions is a key issue in quality
ad hoc basis and this made it impractical
costing and devote a complete chapter of their
to cost.
book to a discussion of the issues involved in
• The costs involved, during the early stages
helping to decide this issue. The definition used
of the quality improvement process, with
at the company was "costs that are avoidable by
quality planning in terms of process
improvement action". This would seem to apply
control costs and improvement projects
to all the categories used except for quality
were unclear and not readily available.
control functions under the appraisal costs
• Technical service costs, which are con-
heading.
sidered as prevention costs by writers such
The question of whether testing is a quality
as Juran [14], Campanella [2] and BS.6143:
cost was also the cause of some dispute.
Part 2 [1], were regarded by the company
Carson [4] is positive that testing is about
as external failure costs.
detecting defects, that it is an appraisal cost,
These types of problems were discussed at and there is an onus on the manufacturing
some length with the Accountant who knew department to "get it right the first time".
the likelihood of data being made available Dale and Plunkett [7] acknowledge this
for the cost elements identified. The Accountant argument but balance it with circumstances
also provided invaluable advice in helping to where testing may not be a quality cost but
interpret the various reports from the costing an integral part of manufacturing operations
system. The approach adopted was for the (e.g. state of technology, inability to give
Quality Assurance Department representative to guarantees without testing, inability to get
describe the category to be costed (e.g. yield insurance cover without testing and a contrac-
losses) to the Accountant who would then try tual requirement of the customer). These latter
to extract this information from the costing circumstances, although genuine testing costs,
system data. It was not always clear what systems are not 'avoidable' by the direct action of the
data information was relevant from a quality department or indeed the company. In certain
management viewpoint. In some cases, infor- cases, testing is part of a company's contracted
mation from the cost accounting system would agreement with the customer, in other cases
be combined with other information to give the customers require a test report with each batch
required quality cost. For example, the 'make of coating. These cases fall outside the 'avoidable
cost per litre' for a particular department costs' guidance but it was decided to include
retrieved from the cost accounting system was these aspects of testing costs on the grounds
multiplied by the number of litres rejected of simplicity at least in the first instance,
obtained from the production report, in this way as differentiating between avoidable and
giving the manufacturing cost in monetary terms unavoidable testing costs would have proved
of the rejected batches. complex.
570 Pursglove and Dale--Developing a Quality Costing System

The natural precision and attention to detail COLLECTION AND. REPORTING OF


of accountants was another difficulty QUALITY COSTS
encountered. It took considerable effort to The quality costing information necessary to
persuade the Accountant to use assumptions and establish the system was obtained from three
approximations when these were necessary. main sources:
Attempting to tie down every last detail can
seriously hinder the introduction of the quality Normal accounting data
costing system. In the view of the authors it Cost of yield losses
is better to have a figure almost correct than Raw material cost of rejected batches
to have no data at all, provided this is noted Cost of dumping material
as such on the quality cost report. The quality Cost of raw material stock losses
cost report need not have the same accuracy Cost of settlements/credits
as a balance sheet, however it requires to be Cost of writedowns on finished stock values
substantiated by other accounts data in order to Cost of appraisal and prevention
remain credible.
The elimination of double counting (i.e. the Data specifically calculated for quality costing
same cost already counted can be included in Mix variance costs
other complex accounts system data) is much Labour and overhead costs of rejected batches
more difficult than it sounds. The Accountant Transport costs associated with quality
was very helpful in tracing possible cases of problems
double counting. In checking for double Cost of administration of complaints
counting a process flow chart of the movement Estimates of costs
of material was found to be useful. This was These estimates include:
also used in identifying the sources of failure Management of redundant stock usage
costs. Technical Services Department visits to
Certain costs were very difficult or impossible customers to discuss and analyse quality
to measure at the outset and threatened to delay problems
start-up of the system. The alternative was to Work on quality problems by the research
leave them out of the calculations. The decision laboratory.
taken was to brief the appropriate manager
about the data required and ask for as accurate The quality costing information is entered and
an estimate as possible of frequency of stored on a computer spreadsheet (Lotus 1-2-3).
occurrence, the cost of man hours, the volume This facilitates the calculation, analysis, report-
of work, etc. This is not ideal, as experience ing and generation of appropriate graphs and
indicates that these costs do not change after the tables.
initial estimation is made and so can only be used The costs are collected and reported monthly,
to contribute towards the total cost figure. as a joint effort between the Quality Assurance
Sometimes improvement cannot be detected and and Accounting Departments. The current year
people are loath to amend their initial estimates quality costs and departmental internal failure
in the light of changed circumstances. For these costs, on a month by month basis, are detailed in
reasons, estimates should only be regarded as the monthly reports of the Quality Assurance
a last resort or a temporary measure. Department and the Technical Manager. These
The collection of external failure costs reports are distributed to the Managing Director
involved a considerable amount of manual and members of the senior management team.
collating and calculation. Company restructur- Unusual events, adverse trends or deviations
ing, at the time of setting-up the system, with from the norm are highlighted along with the
the inevitable rationalization of personnel led investigatory action.
to difficulties in getting timely and accurate In order to relate the total quality cost to
information as departments adapted to leaner level of production output, total quality costs
staffing levels. The difficulties experienced in as a percentage of raw material usage cost
getting such data provided an indication that is measured and reported. This measure was
some departments viewed the quality costing chosen in preference to metrics such as the
project as a low priority. percentage of production litres or per 1000
Omega, Vol. 23, No. 5 571

batches because it keeps the measure in terms of concluded that the packing precision was
money enabling easy calculation of the savings. poor and due almost entirely to the operatives
From the outset it was clear that the major use of the filling equipment. Some equipment was
contribution to quality costs was internal failure. not sufficiently accurate for certain applications.
This fact and requests from management and The packing accuracy data showed that most
director level resulted in a monthly generation of packs were overfilled. This is necessary when
information specific to the internal failure costs filling to minimum fill regulations, but 33% of
of the company's departments. the batches tested were more than 1% overfilled.
When the quality costing system was first The fact that batches are dispensed in 25-205
started, historical data for the previous 9 months litre packs indicates that this level of overfill is
were compiled. The requests for departmentally significant.
specific internal failure costs came approximately From the data collected, it was forecast
six months after launch of the system. This meant that the company were overfilling by approx.
that sufficient data were available for a moving 57,800 litres per annum. The problem depart-
annual total (MAT) graph to be constructed, ments were identified and recommendations
providing an assessment of trends. This periodic made to overcome the inaccuracies. These were
review of cumulative results and trends is actioned by the management team and included
circulated to the Managing Director, members of new filling equipment, new packing methods,
the senior management team and other interested operator training and an increased awareness
personnel. of the importance of accurate filling tech-
niques. One minor modification to the packing
method of a product which was produced in very
USES OF QUALITY COST DATA
large amounts resulted in a yield increase of
Two specific uses made of the quality cost data 2-3% on packing, in addition to an increase in
are now described: accuracy.
Internal failure costs comprise 70% of the total A number of efforts were made to reduce mix
quality costs and within this the largest cost variance costs over a period of time. In one
elements are mix variance and yield variance at department a statistical process control pro-
26 and 19% of the total quality costs respectively. gramme was implemented, in which control
An analysis of internal failure costs over a 16 charts were constructed for initial colour
month period for the three main manufacturing difference to standard and initial viscosity before
departments highlighted specific areas for any tinting to shade or adjustment to viscosity
improvement. was carried out. The object was to make the first
In an effort to reduce yield variance costs a sample as close to the required specifications as
number of initiatives were employed (i) batch possible and so minimize any additions needed.
cards with yield losses over 10% were returned to A system was installed in the department for
the department supervisor for explanation colour matching the batches by computer, which
before filing, (ii) an improvement in cleanliness speeded up the process of colour matching and
and housekeeping was encouraged, this tied in also optimized the amount of expensive stainer
with the work needed to achieve ISO 9002 [12] used to tint a batch to shade.
registration, (iii) the coatings are dispensed into Both these initiatives assisted in ensuring that
tins by weight but are sold by volume, which the actual amounts of raw materials used in a
means that accurate measurement of specific batch, closely matched the agreed formulation,
gravity is necessary for consistency and pack so decreasing the mix or usage variance.
weight accuracy. A number of other means were also used to
A study was undertaken to examine the address the remaining internal failure cost
effect of measurement errors on specific gravity elements. These included improvements in
and the conclusion reached was that greater batch card discipline (i.e. operatives recording
accuracy was needed. Consequently, a more everything they add to a batch). The reporting
accurate measuring balance was purchased for and analysis of the cost of rejected batches
the works laboratory and a study of packing helped in identifying the significant problems.
accuracy and precision was carried out to These aspects were addressed by the use of
quantify the extent of the problem. The study multidisciplinary problem solving teams.
572 Pursglove and Dale--Developing a Quality Costing System

QUALITY COSTING OUTCOMES The collection of external failure costs involves


a considerable amount of manual collating and
The total quality costs expressed as a
calculation and the rationalization of staffing
percentage of annual sales turnover for year 1
levels led to some difficulties in gathering
(the year following the launch of the improve-
accurate and timely information. The collection
ment process), year 2, year 3 and year 4 are 4.1,
of internal failure costs is not affected in the
2.6, 2.4 and 2.5% respectively. These figures
same way as the data are largely generated by
compare favourably with the literature estimates
computer. It is clear from the research
of 5-25% [6]. However, whilst the major quality
observations that the Quality Assurance Depart-
costs are included in the analysis it must be
ment give a higher priority to the identification
acknowledged that many of the company's
of quality costs than is the case with other
quality costs remain unquantified and inevitably
departments.
the total quality cost figure must be larger.
Appraisal and prevention costs as a percentage
Quality cost figures taken from the literature of raw material usage remained steady for year
are of dubious value except as a crude 1, year 2 and year 3 and in year 4 showed a
benchmark, since in most cases they are not decrease. In year 4 a decrease in expenditure on
accompanied by details of how they are collected, prevention and appraisal is accompanied by an
calculated, and what is included. Dale and increase in internal failure costs; the extrapolated
Plunkett [7] give strong warnings about the prevention and appraisal costs reduced by 0.5%
dangers of making comparisons as do Eldridge of raw material usage costs, while internal
and Dale [8] who make the point that an failures rose by 0.6% of raw material usage
accounting standard does not exist for quality costs. This finding supports the well-documented
costing leaving the decision on what is included quality costing theory and the assumptions
or excluded to the judgement of the quality costs underlying the notional 'economic' cost of
collector. It is also doubtful that a general figure quality models, see for example [3, 5, 11, 16].
for manufacturing industry is meaningful. An analysis of the inter-relationship between
Effective quality costs performance for one the major cost categories for the 4 years in
industry (e.g. heavy engineering) may be totally which data are available shows that, in general,
different from another industry (e.g. printing). internal failure comprises 68% of total quality
The total quality costs as a percentage of costs whilst external failure costs and prevention
raw material usage also shown a year to year and appraisal costs comprise 14 and 18%
reduction, except for year 4 where the cost level respectively.
is running at the year 3 level. This rise in costs As the process of quality improvement
occurred at about the same time as a significant progressed it is clear from the data reported that
number of redundancies were made along with real cost savings were made. In view of this it
a major change in the company's management was surprising that no requests were made by
structure. The company became less of an members of the senior management team for
autonomous unit with many aspects of manage- the Quality Assurance Department to quantify
ment being carried out under divisional the net cost savings (i.e. amount saved less
control, e.g. Quality Assurance, Quality Control, amount spent) made over a period of time.
Purchasing, Production Management, Accoun- A quantification has nevertheless been
tancy, Marketing and Technical Management. attempted. In quantifying the gross savings
Only Sales and Commercial Management stayed the simple assumption made was that the initial
under the direct control of the company. On total quality costs were 11% of raw material
average, the total quality costs, which exhibit usage and any reduction in this percentage is a
some fluctuation, early in year 1 are about 11% cost saving as a direct result of the process of
of raw material usage costs (see below). quality improvement. The results are shown in
The majority of this decrease in quality costs Table 1.
has been brought about by reductions in internal These figures indicate that the investment
failure costs. External failure costs have also made in quality improvement was paid back
fallen, though part of this may be due to within the first year. The heaviest costs were
difficulties encountered in collecting external incurred during the introduction of the improve-
failure costs after organizational restructuring. ment process and these reduced in each
Omega, Vol. 23, No. 5 573

Table I. Estimates of net savings


tool. Quality costs were not used to set and
Amount spent on
quality improvement
monitor departmental quality targets. Some
Year Costs saved initiatives Net saving initial work was done to introduce target setting
1 0.36% 0.33% 0.03% as an aid to quality improvement but this did not
2 1.10% 0.16% 0.94%
3 1.56% 0.08% 1.48%
get off the ground, mainly due to changes made
4 1.33% 0.05% 1.28% in the management structure of the company.
All costs expressed as percentage of sales turnover. The main use of quality costs data was to identify
improvement opportunities and to demonstrate
the effectiveness of the quality improvement
subsequent year as the process gained momen-
process.
tum. It should be noted that the amount of
money invested in the quality improvement Senior management's views on quality costing
process was impracticable to cost on a monthly
The company's current Managing Director
basis and could only be done retrospectively to
(formerly the Sales and Marketing Manager)
give annual figures.
regards the reporting of quality costs as
essential to the business. One of his first tasks
DISCUSSION AND SUMMARY on taking up his new appointment was to
Did the quality costing system meet its confirm with the re-organized Quality Assurance
objectives? Department, the continuation of the monthly
The initial objectives of the quality costing reporting of these costs. He felt that quality
system were: costs were successful in focusing senior
managements' attention on product and
• To measure the success of the quality service quality. In his former role as Sales and
improvement process. Marketing Manager it gave him the cost effect of
• To justify the quality improvement process holding stocks of product as against making to
in financial terms by showing that the order, helping him to analyse the business in a bid
investment was cost-effective. to reduce stocks and hence reduce redundant
stock and prevent the making of material
These initial objectives were largely met. unlikely to be sold. He also commented that
The quality cost information was a clear whilst more use could be made of the data, they
indicator that the process of quality improve- did show the positive effects of quality
ment was cost effective. These quality cost improvement activities and this in itself was a
reductions were substantiated by other measures motivator.
of quality (e.g. the downward trend in the He felt that quality cost information needed
number of customer complaints and the total to be communicated more to people at lower
quality costs as a percentage of annual sales levels in the organizational hierarchy though he
turnover) showed that the company was moving was not sure what form this should take. He was
in the right direction. also of the view that quality costs should be
As company management became more discussed at the company's monthly manage-
familiar with the concept of quality costing a ment meetings in order to force people to make
number of secondary objectives or opportunities painful decisions particularly as quality costs
became apparent. It was felt that quality costs now seem to have bottomed out and are on the
could also be used in: increase.
• Allocating resources for quality improve- When asked about size he said he was not sure
ment projects. of what size of quality costs to expect before
• Targeting areas in which to focus reporting began, but, on reflection, he considered
improvement effort. that they were larger than he would have
• Helping to set and monitor departmental expected. This is an interesting observation in
quality targets. view of the fact that many protagonists of
quality costing believe that expressing quality
Although some use was made of quality data in money is a means of stimulating
costs in those areas, quality costs were not senior management interest in Total Quality
employed to their full potential as an analytical Management.
574 Pursglove and Dale--Developing a Quality Costing System

Limitations o f the quality costing system Future development of the system


A number of internal failure costs are not The quality costing has concentrated on what
included in the quality costing calculations. are believed to be the company's major quality
The cost of machine downtime is not calculated. costs. The criterion used for cost collection was
A rejected batch means a machine is idle for 'need to know' rather than 'nice to know'. In this
a period of time. This cost should be fairly the strategy was effective in that the investment
easy to calculate with the help of production in a process of continuous process was proved to
management but is unlikely to be significant cost. be justified and specific quality improvement
Disposition costs are also not included. The projects identified.
estimate of research personnel time under It will not require much effort to collect the
prevention and appraisal costs will cover some of remaining internal and external failure costs. It
this but this does not change with time. If an is perceived that most of them are not great but
estimate of cost has to be used it would be more if they are not collected and displayed the the
accurate to relate the unit cost of disposition to truth or otherwise of this perception will not be
the amount of material re-worked in the month. known. The biggest shortfall is not separating
The cost of dumping material accounts for the out prevention from appraisal costs. The
loss of raw material and the cost of the used intention should be always to consider appraisal
packaging. The loss in value from good stock to costs as a target for cost reduction. However, to
raw material cost is recorded under the 'value collect these costs it will be necessary for some
write-downs' element. The cost of the waste staff to record, using for example weekly returns
disposal contractor is not included. This may be on ½day increments (as suggested by Dale and
difficult to cost as some waste is taken free to Plunkett [7]) how they spend their time. Taking
be re-cycled whilst the more noxious substances into account the state of development of the
are removed by a waste contractor, at a price. quality improvement process and operating
Some external failures are not included. Where experience of the quality costing this should not
material is returned for reworking or dumping, present a problem and little suspicion and
the packaging (e.g. tins, drums, barrels) is not resistance to this recording of data is envisaged.
costed. This would not be a particularly difficult
aspect to cost but again is unlikely to be
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