Creating Intelligent SOPs with VKS - Using the DMAIC Approach

By Berenice Mengo
Online Marketing Specialist
VKS - Visual Knowledge Share Ltd
CreatingIntelligentSOPswithVKS
UsingtheDMAICapproach
V I S U A L K N O W L E D G E S H A R E
DIGITAL WORK INSTRUCTIONS FOR SMART FACTORIES

Effective work instructions are the starting point to achieve quality. Equally,
efficient work methods are the core of productivity. How do you ensure
compliance when there are still variations in the way operators make the same
product, even if you’ve provided them well written documentation? The truth is
ambiguous and uninteresting procedures won’t give you results.
The good news is procedures have evolved into digital documentation that visually
renders your best practices into effective SOPs (Standard Operating Procedures).
Collaborate with the end users and give them the visual and intelligent
documentation they are striving for!

SOP - Definition
An SOP (Standard Operating
Procedure) is, according to
Wikipedia, a “set of step-by-step
instructions compiled by an
organization to help workers carry
out routine operations”. In short,
an SOP is a batch of work
instructions, also known as a
guidebook.
SOP

Workflow - Definition
A workflow is the sequence of
industrial, administrative, or other
processes through which a piece of
work passes from initiation to
completion. The workflow is a
complete process.

Process - Definition
A process is a systematic
series of actions directed to
some end.

Other Definitions
Procedure: The sequence of actions or
instructions to be followed in solving a
problem or accomplishing a task.
Procedures are subsequences of a process
and are SOPs.
Work instruction: Describes in detail the
steps required to perform each task. Work
instructions are subdivisions of procedures.
Workinstructions:
Stepsrequiredto
performeachtask

In brief...
SOP = Procedure = Guidebook =
Batch of work instructions

SOP - Types
SOPs can be grouped into 3 main categories:
Administrative TechnicalOperational

SOP - Types
Here are some SOP examples:
- Fundamental SOPs - How to make SOPs of the other categories
- Methodic SOPs - Describe a complete testing system or method of investigation
- Operating various technical equipment
- Quality assurance
- Preparation of reagents
- Receiving and registration of samples
- Health and safety precautions
- Analytical methods
- Archiving and how to deal with complaints

SOP - What Needs to be Mentioned
Here are examples of information intelligent SOPs display:
- The author(s)
- The type of SOP
- The targeted audience (operators, quality / engineering team)
- The reviewer(s)
- The procedure of approval
- The date of implementation
- The person or group of people to communicate with
- The version and revision history

The DMAIC Approach
DMAIC stands for Define, Measure,
Analyze, Improve, Control. DMAIC is
an approach to continuous
improvement often used by
manufacturers to improve, optimize
and sustain process improvements.
Maximize gains from standardization
by leveraging on the DMAIC process
to guide the implementation of best
practices within your factory.

Step 1 - Define the Process
Phase 1: Understand the process
Spend time on the shop floor. The operators
will give you practical and beneficial
information that will make your work
instruction an accurate and valuable
reference.
Collaborate closely with people who work
directly in or with the process.
Define the Process

Step 1 - Define the Process
Phase 2: Understand the audience
Your primary audience is the operator who’s going to read and execute the work
instructions. These instructions must be clear and concise with very little room for
misinterpretation.
Your secondary audience is the quality / engineering team who will be interested
in the data collected during the execution of the work, as well as ensuring the
instruction accurately depicts the process as it was designed. The quality /
engineering team needs to make sure the process is designed correctly. Finally,
they’ll use that information to make decisions about improving the process.

Step 2 - What Do You Want to Measure?
- Quality Control (QC)
Two key aspects: the measurement and its frequency. VKS can help automate both
with smart form display rules.
- Productivity
Productivity monitoring should be seamless and flexible from a reporting
standpoint. Determine the Key Performance Indicators for your operation and
build your custom dashboard.
- Traceability / Accountability
Visibility to the Who, What, When and Where can be critical to accountability and
root cause analysis. Plan where you will need sign-offs, confirmations and other
traceable points of reference.

Step 3 - Analyze the Effectiveness
of Your Guidebook
Make sure the work instructions are effective and
intuitive by talking to the operators. Verify with the
quality / engineering team that they will get the data
they need in the format they need it. Make the
changes according to their input.
Collaboration is again essential. This is the last step
before the actual creation and deployment of the
documentation.

Step 4 - Improve your Process
Documentation
Begin developing the work instructions. As you’re working
with the VKS application, take pictures, videos and other
multimedia material that will make your procedure visual
and interactive.
It is critical to work with both groups - Operators and the
Quality / Engineering team to build a better, more effective
and intuitive work instruction..

Step 5 - Control / Sustain The New Documentation
The Control cycle is where you sustain the changes. It’s the phase where you
see if your documented process actually works and if people execute the
instructions as presented. This phase is important as a system where
procedures are not consistently followed is likely to break down.
Repeat the first 4 cycles (Define - Measure - Analyse - Improve) as many
times as necessary until your process is stable. Enforce compliance on the
shop floor, making sure the team of operators is using the work instructions
at all times during the process. Create a feedback loop to implement changes
and updates.

With VKS, Start Creating
Intelligent SOPs!
VKS helps build successful SOPs, making them
visual and intelligent. Enforce compliance from
your operators by giving them SOPs they will
easily understand. With our user-friendly and
intuitive interface, VKS displays digital SOPs for
you to achieve high levels of productivity,
quality, and efficiency. All this - and much more
- makes VKS the smartest work instruction
solution on the market!

Check out this video!

Create efficient SOPs
with VKS!
Try one of these easy steps:
Book online: vksapp.com/book-demo
Call us: 1-855-201-4656
Email us: info@vksapp.com
BOOK A
FREE DEMO
TODAY!

Sources
- VKSapp.com/blog
- Wikipedia.org
- FAO.org

Learn more in our other Slideshares!
- 10 Good Reasons Why You Should Choose VKS
- Who Can Use VKS?
- The 8 Wastes You Want to Avoid in Manufacturing
- 6 Certifications You Can Get with the Help of VKS
- Lean Manufacturing and Industry 4.0 - Conversation with an Expert
- Quality Management in Industry 4.0 - Taking Advantage of Technology

Creating Intelligent SOPs with VKS - Using the DMAIC Approach

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