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Procedure and Process Flow Charts for Better Business Performance

Abstract

Procedure and Process Flow Charts for Better Business Performance. You will find example
process diagram layouts with the most effective flow chart templates to use, what to include in
them so that the flow chart drives business results and personal performance (and you will be
surprised at how easy they are to create).

With the right layout and the inclusion of ACE 3T (Target-Tolerance-Test) quality assurance
standards your process flowcharts and procedures will drive business and workplace performance.
First it is necessary to layout your flowcharts so it is totally clear what must happen in a process or
procedure, who is responsible to make it happen, and how their performance will be measured.

Keywords: process flow chart template, process flow diagram, business process modelling

Many of our ISO 9001 quality system Clients find that no one in management or the shopfloor
reads their business process descriptions, job procedures or work instructions. When that happens
we introduce them to a simple solution: we turn their unread documents into easy to follow flow
charts.

Do not write what you can show people. They will not understand what you describe, and you
surely will bore them with too much monotonous, dull text. For example, instead of me describing
how to create fantastic process flow charts, just look at the three accompanying example flow
diagrams to see their content and get the gist of the technique. Look at the flow diagram layouts
and you will ‘get it’ in about 30 seconds. Had I written and described what you needed to do, you
would never ‘get it’ at all—no matter how often you reread the work instruction.

How to Get the Performance You Want

It is vital that you tell users of process, procedure and work instruction flow chart what the
acceptable job performance is by putting one, and up to four, measurable performance indicators
in every step.

To totally control the process or procedure outcomes add an Accuracy Controlled Enterprise (ACE)
Target, Tolerance and Proof Test (3T) for each measure. For example, in the Level 2 Project
Engineering Process flow diagram performance measures for EQUIPMENT DESIGN AND REVIEW
you can totally lock-down the performance you want by setting specific ACE 3T quality assurance
parameters. Table 1 shows potential examples of ACE 3T standards.

Original Performance ACE 3T Performance Quality Indicator

Indicator
Target Tolerance Test
(Provide a) Workshop Workshop Plan Hours Workshop Plan Hours Work Breakdown
Plan Hours Forecast Forecast within ± 2% Forecast hours within ± Structure detailed in 2%
accuracy 5% accuracy job steps. Each job task
defined to the half hour.
(Provide) Assembly Fully detailed, ACE 3T no- Assembly Procedures with Proportion of task steps
Procedures with > 90% chance-of-error Assembly > 90% Detailed with 3T quality assurance
Detailed Procedures parameters
Table 1 Setting ACE 3T Work Quality Standards
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LEVEL 1 CORPORATE PROCESS

Performance Measures

Submit Deposit
Cost to Win the Identify Client Provide Critical
Invoice < 3 days
Client Drivers and ROI Path Tracking
after Project Start

Predicted Project Submit Project S- Project Sign-off by Actual Profit >

Revenue Outside Have a Pre-call Sales > 90% of 90% of Predicted
Profit Report Curve with Weekly Client
the Funnel Plan Gross Profit Profit
Report

Project Brief < 3 Submit Weekly Formal Client Review Report Service Contract
Revenue in the Have a Next Step Meet Sales 50% Win / Loss Feedback at Project within a Month of with > 20% of
days; Project Plan Report prior
Funnel Plan Revenue Targets Ratio Completion
< 10 days Weekly Meeting Final Invoice Clients

SEEK TO CLIENT PROJECT CLIENT SERVICE

BUSINESS SUBMIT A PROJECT PROJECT PROJECT
UNDERSTAND CLIENT REVIEW
DEVELOPMENT PROPOSAL OFFICE EXECUTION ENGINEERING ACCEPTANCE REVIEW CONTRACT
CLIENT

Gain a thorough Go through in Plan how to Do the project on- See Equipment Investigate project
Seek opportunities Develop a Formal Client
appreciation of the detail with the design, procure time, on-profit, Design, Supply, performance for its Gain a service
from diverse Clients proposal to meet acceptance of
Client and what Client what will be and install the OHS and Manufacture and commercial and contract from the
that use our core the Client project
work they want provided by our Client project for environmental Installation implementation Client
business requirements deliverables
done company maximum profit incident-free, Process lessons

See Control
Engineering and
Software Process
Owner

MARKETING MARKETING SALES GENERAL GENERAL PROJECT PROJECT PROJECT SALES

MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER

1 Identify 1 Determine Client 1 Understand 1 Review Contract 1 Develop and Project Manager By Project Office: 1 Profit Provide:
Procedure / Forms / Work Instructions

prospective ROI using Client: provide: organises:  Process control

Clients Project  Concept 2 Negotiations  Project Plan  Design 1 Is Client 2 Rework  Breakdown
Financials form  Budget with Client  Budget  Procurement satisfied? cover
2 Determine how FRM-001  Tender  Resources loads  Labour 3 Zero safety and  Warrantee cover
can we help requirement 3 Confirm prices resources 2 How could we environmental
them? 2 Is it company 2 Determine  Site access have done incidents
core business? 2 Does it meet our 4 Accept order impact on  Project better?
company existing management 4 What could have
3 What requirements business, controls per 3 Conduct a Client been done
commercial risk and terms? including finance work instruction feedback event better? Use
if we do the WIN-001 with comments Lessons Learnt
Client project? 3 Have we got the 3 Reassess in Client Project form FRM-004
Use Project Risk resources? estimate and set Report FRM-003
Assessment project KPIs 5 Learn from the
form FRM-002 4 Can we meet the 4 Confirm all Client
4 Risk payments due
schedule? assessment: have been 6 Improve our
 Compliance invoiced processes to
5 What can
 Commercial prevent
Project Office
commit to? identified
5 Director review
problems
and approval

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LEVEL 2 PROJECT ENGINEERING PROCESS

Installation Hours
Design Rework > Workshop Plan within 5% of
95% Hours Forecast Budget
Full Commitment of Project can be Work Breakdown Project Commit when Assembly Installation Compliance to Client Invoiced <
Marketing, Projects Done Within ±5% Structure in 50 x Commitment Capability and Procedures with > Rework < 5% Procedures with > Commissioning 24 hours after
and Workshop of Budget 2% Steps Report Cost > 90% Sure 90% Detailed 95% Detailed Plan > 95% milestones

AUDIT DEVELOP EQUIPMENT

PROJECT KICK- IMPLEMENTATION PROJECT MANUFACTURE BUSINESS
ESTIMATED COMPREHENSIVE DESIGN AND INSTALLATION COMMISSION
OFF REVIEW OFFICE AND ASSEMBLY ADMINISTRATION
BUDGETS PROJECT PLAN REVIEW

Review the Consider project Run-up equipment

Fully understand Plan, design Provide project Provide materials, Formal Client Complete
Proposal Estimate Provide a highly within existing and prove project
the complexity and procure and install and equipment labour and work acceptance of Business and
based on project detailed project business scope is
constraints of the the Client project drawings; Review area to make project Project close-out
detailed completion plan commitments and completely
project for maximum profit design compliance equipment deliverables requirements
understanding constraints satisfied

Materials Arrive to
Schedule

Compliance with
Procurement
Policy
PROJECT
SOURCING AND
PROCUREMENT

See Control
Find, cost and
Engineering and
purchase project
Software
items
Process

PROJECT PROJECT PROJECT PROJECT GENERAL PROJECT WORKSHOP PROJECT PROJECT PROJECT
MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER MANAGER
1 Understand: 1 Check: 1 Engineering 1 Review project 1 Concept review Drawing: Workshop Plan: 1 Develop and 1 Develop and 1 Business
 Scope  Engineering Design: plan details work to an work to a administration:
 Cost Design  Mechanical 2 Specification  Set format 3D /  Agreed with Installation Plan Commissioning  Invoice all
 Resources  Drafting  Electrical 2 Commit Review 2D / Sketch Project Manager Plan moneys owed to
 Discover  Materials  Software resources  Signed-off by all 2 Develop us
implications and  Supply / 3 Select Procurement: parties Installation 2 Assess and  Follow-up
requirements Manufacture 2 Workshop specifications Procedures / control OHSE Debtors
 Control / Production Plan and standards  Determine and documents for risks  Pay Creditors
2 Financial Software  Labour order long-lead complex work  Identify
controls  Procurement 4 Drafting items 3 Record warrantee risks
2 Identify project resource load  Set sufficient 3 Assess and commissioning and address
3 Invoice Deposit risks using 3 Have we got the number of control OHSE results
Project resources? 5 Engineering competitive risks
Completion Risk Design Review quotations for 3rd 4 Handover User
form FRM-005 4 Cash Flow Party Equipment documents
forecast  Identify Supply
risks and
5 Critical Path address

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LEVEL 2 CONTROL ENGINEERING AND SOFTWARE PROCESS

Weekly Report
with S-curve

Commissioning Client Handover

Work Plan by
Completed to and Training Plan
Coder Agreed
Schedule Fully Developed

FAT Right First- No Unexpected All Commissioning Client Handover

Client Fully Critical Path
Time > 98% of Product Losses to Problems Completed to
Approves of FDS Identified
Plan Client Resolved Schedule

PROJECT
FACTORY SITE CLIENT
CONTROL SOFTWARE COMMISSIONING
ACCEPTANCE ACCEPTANCE TRAINING AND
ENGINEERING CODING PLAN
TEST (FAT) TEST (SAT) SUPPORT
REVIEW

Run-up equipment
Gain a thorough
Write control Perform FAT until Perform SAT until and prove project Provide agreed
appreciation of the
system code to successfully successfully scope is training and
Control work is to
achieve FDS completed completed completely support
be done in project
satisfied

PROJECT SOFTWARE PROJECT PROJECT PROJECT SERVICE

ENGINEER PROGRAMMER ENGINEER ENGINEER MANAGER MANAGER
1 Understand: 1 Extent of coding: 1 Compile 1 Identify potential 1 Develop and 1 Develop training
 Scope  PLC documentation risks on Control work to a plan
 Cost  SCADA Engineering Commissioning
 Resources  MES Risks FRM-006 Plan 2 Allocate support
 Discover resources
implications and 2 Select coding 2 Assess and
requirements standards to use control OHSE
risks
2 Review URS
3 Record
3 Compile FDS commissioning
results
4 Management of
Change 4 Handover User
documents

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Target is the perfect outcome. Tolerance is the worst outcome acceptable. Test is how you check
what is actually happening.

Use the flowchart to communicate to the reader the procedural task quality and the details needed
at each step, including what forms to complete and what work instructions to follow when
necessary.

The very best to you,

Mike Sondalini
Lifetime Reliability Solutions Global
W: www.lifetime-reliability.com

Plant Wellness Way: world class industrial equipment reliability that lasts

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