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Fabrication bill format for Quality Assurance

hello and welcome everybody to our webinar quality assurance in manufacturing with workpoint 365. my name is Flora Nicole and I'm responsible for product communication here at work point so thank you very much for joining first of all and I hope you will enjoy this webinar as well I'm very happy to introduce the presenter for this webinar today welcome Simone LaFontaine our very own quality assurance manager at work point Thank you for joining Simona and sharing your knowledge before we start I want to say that I will take care of your questions so during the webinar I will look into you the QA section if you have questions feel free to put them into the QA section and after Simona's presentation we prepared of course a few minutes to answer them so I would say Simona it's the stage is yours so I will send you live and then you can start with your presentation thank you Florian and hello everyone so glad of you that you want to spend a bit of time here in today's afternoon to to hear more about what we can do regarding uh quality management and quality assurance here in work point now let me just share my my slides for today hopefully you can see them very soon I put in live Simona so your slides are live and you can start perfect okay so what I'm gonna talk uh use through today is a little bit uh first of all I want to introduce myself uh as well and already did I a bit of my name is Simon LaFontaine I'm the quality assurance manager here with workpoint um and I've been with work point for quite a few years now in various roles um but today you I will be the face of the today's host almost you could see so I'll take you through a few topics today first I'll start out with sharing a few words about workparent who we are as an organization and a bit about our products and then I'll touch on quality management with work points 365 which is our key product um but I won't hopefully spend too much time on slides because I want to reserve most of today's webinar for a demo of a quality management solution that we have have built to show you what we can do in web point but first of all workpoint is a Danish software company who I have for more than 25 years provided solutions for various organizations who have a strategy to use Microsoft 365. we have been a Microsoft gold partner for a long time and we are an organization that is partner driven and that means that we recognize that our biggest strength is producing software and the biggest strength of our partners is to use the building blocks that we provide to produce solutions that are tailored to meet the needs of your organizations and we have a wide range of customers because of the way that we have structured our product we are not a disciplined specific we are not industry specific um well you can say that we are at an deliver Solutions or deliver products for organizations that are have a Microsoft 365 strategy who are document heavy who have a need to bring structure to their documents they are information and knowledge heavy and they are looking for a business solution so not just a solution that stands alone but something that reflects the business that they are in and and them as individuals um so what the core of uh of weapon 365 are some functionalities regarding security and metadata user management action management triggers modules so we have a core set of building blocks and what we do is that we use these building blocks in various disciplines so for example what we'll search a little bit on today in Risk Management you use the same building blocks for that as we do for life cycle management or it could be life cycle of products or projects or cases regarding depending on what you're working with and then we we use these building blocks for different disciplines and different business areas um and lastly what we do then is to say okay how do we combine our own building blocks with the the tools of the Microsoft 365 platform because Microsoft provide a lot of good products that that you already know but what some of you might already have experience more than once is that they lack in functionality and one for example in in terms of setting up a security model that allows you to differ between what's visible to to one group of people and what's not visible to another group can be a little bit tricky that's one of the places where we really have built on top of the Microsoft 365 platform um boss in workpot is all about handling knowledge we are our Solutions are built to help you produce knowledge but also to save it in the right place to relocate it or find it again once you have saved it and and to share it because if you don't share and work with the knowledge or the information that you have you won't create any value from it um and that's like a core Philosophy from us it had it's not just about producing information or producing knowledge uh working with it use using it sharing it collaborating on it that's where you you create value from information um what we see uh this is just a slide that's summarizes some of the sort of high level uh user values that we can see from our products uh there there is a return on investment because we are not asking you to buy a whole new suite of products if you consider a work point because we build on top of the products and the Investments that you have already made to to the Microsoft 365 platform and then also sort of TAPS over into the fact that your users will be already have a sense of familiarity because they know word they know Excel they know SharePoint at least some of them know SharePoint so there will be a sense of record recognization that and familiarity that we build on on top um and plus uh by building on top of your existing uh IT solutions uh it you will also make your ite management a little bit more happy because it's not completely new set of tools that are about it's new tools but it's not a new platform we are just extending your existing platform so before we dive into to the demo I just want to tie some few words onto our quality management solution and when I say our this is I want to emphasize that this is what I'm going to show you today is an example because we are uh very configurable with our products and what we see in in terms of quality assurance and quality management from from breakpoint is that what we can provide is structure to all the policies that you have to your business procedures or process descriptions your forms we can tie it all together in a structure that makes sense so you don't have to just keep it all in one file drive somewhere where nobody will look at it um we have functions where we can ensure that what you move through for example an audit uh and if you have a procedure or policy that says that we all we always need to have a completed checklist for example we can ensure that you can set your orders as as being finalized before you have completed or made your your checklist for example so we have uh tools and controls to ensure that you capture capture and retain the documentation that you need um as a touchstone you have a we have all this functionality and we also have a registers for non-conformities you can where you can build it up and ensure that it's it can be linked to non-conformities found during audits or it can be a non-conformities that have been reported during a daily work of your of your staff we have an option for recording kpis and the kpi measurements so you can keep track on how on how you're doing um and you can also build up flows for monitoring your supply chain so some these are just again a summary of key benefits um your workplace solution is intended to be dynamic it's something that reflects your organization and the way that you work so it's important to stress that this is just our intent is not to create a debt a registry of of materials this is actually a place where you can work with your with your documents I'll show that some examples a bit later on you can Implement your work Point solution in steps it might be that you find that after today you think oh it could be interesting to have uh the odd and all the mod uh module or a registry for our non-conformities but we are not yet ready to uh work with the business processes in such a structured way or we are still developing our framework for this so you can always build on where you are your business Your workpoint solution and that also means that if you already have a work Point solution or you are considering it that they could be interesting to have this in relation to for example projects or contract management then you can add modules to your existing Solutions which have these functionalities you uh and again you can tailor it to to match your organization so to not spend too much time uh on on slides I'll dive into uh to my uh my demo and take you through uh a bit of a our solution so hopefully you could all see my screen still this is the front page of uh my my quality management solution um BubbleBox is my company name my my company name so that's uh that's why you see that so don't stress too much about this um but this is the front page of the of my my solution and what I have here is an overview of not the whole but a lot of my my solution I have some shortcuts here to my company handbook that I'll take you through in a little bit uh shortcut to kpis non-conformities and so forth if I scroll down I have a list of newly published documents I have a bit of overview of some upcoming Audits and some kpis that are in focus but you will also see that I over here have a um a pane that shows me some notifications and I'll demonstrate that uh throughout this uh this demo but it actually informs me about what what has been going on because usually that's what you want to find out when you are in a solution what's new and relevant to me so this won't be notifications for the whole company this will be for me uh as an individual the first thing I'll show you is our handbook functionality so this is intended to be an intuitive interface where you can drill down through your policies your descriptions your procedures just descriptions uh in an intuitive way and the structure that we have here is just a an example you might not have these four over three overall areas that you split your processes into there might be something else there's no problem this is just to give you an example um so how this works is that I can either search for a document or I can drill down um and this pane over here will sort of filter more and more uh as I dived down through my my structure how I have structured my processes so in BubbleBox we have three overall business process areas we have core processes we have management processes and support functions in this case I'm looking for something that relates to my core processes um you'll see I have an additional level here now where I have split my core processes into either development operation or sales um I am trying to find for example something in development and what you'll see is that as I started to drill down here this list filters normal now I'm at the lowest lower most level that's why this this image haven't hasn't changed and this shows me all the materials its instructions policies certificates that are that are relevant for my ah go away um uh sorry about this uh that are relevant for my development processes now as an example I I actually was looking for this cast design procedure that I have here uh I think I was at least let me just check that I clicked it and now I can have a read through it and oh it seemed like it was the right procedure so I can get a preview of my document over here to ensure that that it was indeed what I was looking for um one of the nice functions of of this handbook feature is that it's and that's why we have it on a single page here is that out on your production facilities you may not um have a laptop you may just have a tablet of some sort available for your your staff or even a cell phone so let's have a look at what this looks like if I only have for example 6s and tablet an iPad Air template and you'll see that it actually works quite nice as well I guess this this is what it would look like on the tablet I can still drill down through my uh various documents um I can move back and forth uh if if I want to and we can even have a look at what it would look like on the phone so I'm lucky I have a iPhone 12 Pro in this case um so I can still on my phone access my company handbook I can find my core processes I can drill through all my my levels and I can find my documents and I can still preview them on a phone um so it looks right this is how I would go on the phone and I can close it out up again so it's it's very nice to to have this available on a on a portable device which might be what you only have when you're in the field somewhere or if you're on a on a production floor um another way that you could structure if you you find that oh this this is not up to my way of structuring things I like it a little bit differently is that you could structure your information in various lists and that's what we have done in this place we have for a bumpbox collected all the organizational information it could be org charts certificates policies management evaluations again this is just examples of what you could have shown in your solution um the idea is just to show that this is another way of structuring materials that could also just be one big list that's what you prefer um and it's in this case it's intended to be sort of a a an area where you go to look up something like oh what how is it that our org chart is for for this year or for my staff Association or whatever I'm looking for I move on a little bit and I'll take on two sort of hats you can almost say our perspectives on this first I'll take on the sort of the individual's perspective I just want to look at the processes and policies that are relevant to me and that's why we have created this uh this page called my management system so again I have my my notification I have the business processes that I I am Chris today um that I am either an owner of or maybe I'm just responsible for the process it could also be that I'm just a contributor to a specific process um it also shows that I have some some tasks down here that I need to to take care of at some point um so um this looks across the the organization or across my solution um and it's intended to sort of once you grow your management solution you will have a lot you may have a lot of business processes so procedures you may have a lot of material growing up on you and um if you have a big Workforce they can lose overview so that's the why we have made this uh this overview and we can take a look at the some of uh but we have filled out some lists down here uh we have the business processes that are in Preparation because as you can see here we have a somewhat that are not yet active um but I want to have a look at the Active business processes these are the ones in my case that I have decided are sort of uh working across my organization in this case I have three different business processes but for the company but but for me as as Chris uh that I'm owner of or responsible of or involved in in some way um I can actually see that some of them are due for review and uh and not too too long so let's take a look at one of them um the first one I'll look have a look through is a a process for a cast design that we we're apparently designed casts here in BubbleBox and the front page of the of this that I just moved into this is my business process so think of it as the front page of your file folder if you are sort of going totally analog this is the the first thing I want to get an overview of you could also consider it as if you were only to read up on the the process or the procedure of a cast design and you were not involved in doing reviews of the process you were not involved in reviewing any of the materials you just needed to get an overview of the process itself then you have and have an image of it that I have drawn up here um and you have some published documents and I can see in this case I have two documents that have been published I have a procedure for cast design and I have a checklist for for doing reviews in relation to this process we can put various metadata on on files in here and that's up to you if you're not working with document IDs you don't need to have it you can decide the sort of the string here it's completely up to you if you have your own taxonomy uh it's it's it's up to you this is just some a suggestion from us now um Chris here he was uh he was responsible for this process so um we uh we have some uh some bit of different documents that we have access to here we have published documents you can see that that's the same list as I have here here uh but we also see that we have some working documents and documents for approval let's have a look at the working documents first because here you see that for forcast design this process we have more than just the two published documents we are actually working on quite a lot of of different documents they're just not published yet they might be in a draft stage or needing to be approved before we we can decide to to publish them so you can sort of separate the the final documents those that are official those that you work for should abide to and say they are in the published library and then all of the materials that you're still working on and that you're updating you keep that aside because you it can create confusion for for people if if they go and access a superseded versions or things that you're just uh drafting up but haven't had a management approval for um so uh but uh we we have quite a bit of materials and Let's uh let's pretend that uh that we need to to add some some publish some documents I uh I have this document is uh it's an installation guide for a little log from iv70 and what we have built this is an example I will show you but you can build many similar flows is that we have they build a workflow for reviewable and approval and this workflow takes a look at the document status that I have in this case I have a draft and I say I have marked it and I want to send it to document review and approval and what will happen now I'll show you but I'll just explain is that I'll inform the people who are responsible for this document who have been appointed as reviewer or approver about the document in this case we can see that it was a draft document so the first step is to get it for a review so I click review document review and approval and this starts a process now if I update my machine just one second oh this is where you ask the the demo gods that everything works as it should just run it one more time it's it's what I have set this flow up to do is to actually make a sent me an uh a request on teams to uh to approve the document apparently it doesn't want to be approved right now um but the that that's okay I hope I'll ask someone to fix that workflow we have built a workflow where you can submit this for approval I'll just show you um but it will look can't look like you'll see I have received a numerous request for review and approvals these are passed approvals and I can actually receive them directly in themes and they will uh they will come up and and like review my document and they'll send it back to him okay that was unfortunate the distance didn't work sorry about that um when once you have reviewed and approved the document it will switch over to be approved and what we can do then is to say okay let's publish it because as you could see there were a lot less uh published documents so it's my Essential functionality again and this time it's called publish document so right click publish and it opens up this process window and it asked me do you really want to publish this and I say I sure will and then at the sort of converts the document in from a word file to a PDF and it submits it or creates a copy of it that's linked to this document and puts it in the published documents Library um and that was a success so that was nice um so if I go to my sorry my documents here and then click published I will see I have my my brand new published instruction now one thing is that I update stuff I also want to be notified of it so um on the front page you can set up that you will receive notifications um once once things change and once things are updated so you can see here I just had a a document that was published on the business process cast design and that actually allows me to notify users or people who are relevant for this process that there are a new instruction uh or they have there is an update of an instruction and if I say that sounds fine I have written understood it I um you can one thing is that I for myself can see that okay I have sort of uh completed this uh notification but it actually also retains documentation of that I Chris here have a set that I have read and understood the new instruction and that's very useful for going through audits where you can with an auditor where you can demonstrate that yes my my staff they have read my uh uh security policy or they have read their the guidelines for for working within this the specific area so that was a little bit about what you can do uh in the with your process is you can separate your your materials um in honor of time I will jump over and talk a little bit about audits because we also have uh audit functionality here and then we point what I can do is that I can create the various types of audits um again what you'll see here is are suggestions for for audits um it could be that you have another categorization of it or you have some other terms for it that's completely fine you can can put it as you want in this case this is an overview of all of my audits but what I have also built is is a viewable filter a little bit on on my audits you can see here now they are split into orders that I'm just that are being prepared for my organization uh some are active and ongoing and completed audits um in this case I'll have a look at an audit that is ongoing right now and what you can see here is then a similar front page to your your audit that summarizes uh some of the the elements that you have attached to this audit we can see that I actually have some relations to some non-conformities that have been reported um uh regarding uh various things in this case it's some something about the cardboard boxes that are blocking an emergency exit and there are also some scratches so if in this case it could be that Chris or his manager decided that we need to have an audit of our production Unit A and A1 because of these non-conformities in this risk Matrix that the that you can see over here you can you can see that we have actually during this ordered uh found some uh some some risks associated with it um that have been reported and they are categorized uh in this case in our 4x4 Matrix but if you're working with a three by three or five by five or whatever B you can adjust this to it and I can click on the on the individual risk and see okay what is this actually oh okay it's uh that might be a risk for uh regard relating to these cardboard boxes that were had fallen you can have an overview of your risks as well in in this list for example where you get a little bit more information about it and you can see where they sort of plot in um in this case I can see I also have some some documents related to my my audit we have produced an audit a checklist and there's also a form for an audit report that that can be filled in um and then there is this task that tells me that the Chris has yet to commence submitting an ordered report up in the top here we have what we call our top panel and in this case it's uh we can fold it down as a card so if I click on my audit this could also be on my my business processes I get a little bit of information um if you recall from the presentation I talked a little bit about life cycle management and what we have in workpoint is this uh functionality for stage management uh or you could also yeah call it life cycle management the life cycle or for an audit in BubbleBox is that it starts as being in the preparation stage and then it moves to execution and then we have a reporting stage after we have uh completed our audit and then we mark it as as being done um so it can transition between these different stages you if you have another life cycle for your audits or it can also also be a life cycle that you have for your the policies or your business processes uh this can be tailored to fit you as your organization as well and you can decide if it's only possible to move from A to B to C to D if you can move back and forth between these um that's a that's up to you in this case since I can see that we are actually are ready to submit an audit report we are not in the execution stage any longer we are we should go to the next stage so let's try and change the stage of of this audit again you we have a process that that loads um and hopefully it's the ad still loading it seems it's a little bit slow in this afternoon we will be able to select okay what the what stage should I move to yeah not today is this it's a it's not a really a jumping up and down today but you can change your stage and you can move between your your stages and your life cycle now uh while we still have a little bit of time uh we can see that there were some non-conformities related to this audit so let's have a look at how you can make a non-conformity register here in work part we have uh well for BubbleBox we have set it up as as sort of a big registry where uh people can register non-conformities that they have seen um uh you can uh sort of decide them for how to split them up this is a general overview but I can also have an overview of the non-conformities that I have reported um if they have been reported non-conformities where they haven't been assigned and responsible to follow over them and you can see open unconformities it could also be that you want some other views that's totally up to you let's have a look at this unconformity regarding cardboard boxes blocking the emergency exit so once again I get this front page overview where I get the uh a large overview of what's related to this non-conformity um again as I see the relation uh to uh in this case uh and a business process so because this is an uh a non-conformacy relating to emergency exits it's related to my evacuation uh policy uh we saw the the order that was just in and had a look at the an A1 production audit so I have my relation to that I can also see that I have some some tasks uh that have been uh associated with the what they reported uh non-conformity um and I have some documents that have been prepared we can also see that we have the risk Matrix once again um and you can decide what sort of information that you want in in your solution in this case we have uh various metadata associated with our risks um and the let's see if it wants to to let us report another one because there might be more than one risk associated with this non-conformity so in this case uh I have just decided that the pre-made some some info uh that that is there is also a risk of cardboard boxes falling on employees I can describe a bit more about the risk and then I can select the risk type you can see that for those of you who are familiar with ISO 27 uh thousand and one we have in BubbleBox we are categorizing our risks in to to these availability integrity and confidence confidentiality in this case it could be an availability type risk and there are various impact types in this case it might not look too good on our image if if there is a cardboard boxing falling on our employees and that would be unacceptable uh if if that happens because it could be that the employees they get hurt the probability of this happening in this case could be high because we have observed it I mean that's why we have this non-conformity um so I'll just elaborating on that that uh it it is it has been seen and it happens because in this case we have decided that there are no rail on the waste storage so I can elaborate further and further on on all of these uh various meets data fields to capture my the risks that I have in this case I think it's fine what we have now um so I am submitting the risk and then it will be created uh in in breakpoint and if we refresh it 'll see that it appears right here so lastly while we just have a few minutes left I want to touch on kpis because I briefly mentioned that in my presentation we have the opportunity to Define kpis for our our company or as an organization in this case we have three different kpis identified one of them is this called V70 controller uptime and I have decided I have a goal of 95 of time for this this unit if I have a look at it you can see that I have made reports throughout the year of how much time that the presenters of the time that it's it's up and running and you also get that graph displayed over here this is just one way of tracking it maybe a little bit simplistic for some but you can elaborate this as you want I think we are still within time flow and if there are any questions have have come in so we're let there thank you very much Simone for this great presentation first of all I want to also highlight that we saw I think the first time brand new stuff with automation notifications and everything else so I think this was very very nice I know not everything worked perfectly Simon but I think it's very nice just to see them and also to yeah experience how we can use them in a in a very nice use case so very thank you very much Simone this was very nice I think now it's time also for our attendees to to ask questions um but like if you a little bit of time um I want to highlight as well one thing and it's our YouTube channel so the 1.365 Explorer where we have a lot of nice tips and tricks which you can use in our product but also we have nice case stories and also interviews with employees and also partners and customers so check this out um stay tuned on this because um we upload I would say every week new videos which are very very useful so um yeah check this out we would love to have a like um on our YouTube channel as well another great thing is of course that we will record this webinar and you can watch them once again also on the YouTube channel so you will not forget this webinar as well so until now Simone I have to say once again every time when I have a webinar with you it's like that we have no questions because the presentations are just too good so until now we have no question we will just wait a few seconds more that people have time to to type them in if not I want to highlight as well that you can of course contact us directly over our home page um if you have questions if your suggestions as well of course and um yeah we can then arrange a one-to-one or a personal demo session as well I think this is also sometimes very useful still no question Simona but I think I will end this webinar and if you have any questions like I said you can contact Simona I think in person you can contact me or our sales team as well on our website you will find the contact details so thank you very much for joining this webinar and I hope I see all of you once again in the next webinar so stay healthy and have a nice day bye