It has come to the notice of the management that sufficient headway has already been made in the quality control process and it is commendable that the quality issues have been taken seriously by all concerned. However since a quality audit by the clients AA of all the processes is due in the next four months, the process of ensuring a Total Quality Control should be given a top priority and hence this memorandum.
The company should be fully equipped with its quality control measures not only to satisfy the Quality Audit by the client but also to ensure that our product meets the highest quality standards not to land the client in a disastrous situation as has been done by the previous supplier of the client.
As first step to review the quality standards of the products and processes, the R& D conducted an analysis of the existing quality control measures and it is disheartening to note that several mistakes have been committed in the past by the various departments/processes of the company. Especially there were mistakes that happened in the packing, storing and shipping processes which were serious enough to make the product totally unusable in the hands of the client. Definitely we would have had serious troubles with the client even in the first shipment of our product had this study been not undertaken. Hence R&D has been advised to undertake similar studies in all the departments/processes to identify the inefficiencies/weaknesses associated with the processes.
Past Mistakes and Improvements effected:
To point out some of the mistakes, there were wrong labeling, spelling mistakes and incorrect expiration dates on labels; products were stored in wrong refrigerator, wrong warehouse and there were no proper records for the product locations; this led to shipping incorrect quantities to incorrect locations and products too close to expiration dates were shipped.
Several quick steps like studying the staffing requirements of these processes and providing them with adequate education and training were taken immediately.
In the packing process, various quality measures like random checking by the supervisor of the correctness of the labels, recording of the number of mistakes being committed by the worker to pull up the erring workers were implemented.
To remove the problem of spelling mistakes in labels the company has procured a new software for printing labels and the company has organized a training programme for the executives, supervisors and staff of the various processes concerned with the labeling and packing. This training is being coordinated by Sharon from R&D.
In the Storing process quality control measures like prominent display of stores and refrigerator locations, classification of warehouse locations and marking the locations on the store inward documents by the supervisor has already been implemented.
In the shipping process, control measures like final inspection of the consignments before shipment for identifying the quality issues and making possible