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									             XYZ FARMS: PROCEDURES MANUAL
Title page

                Farm management in accordance with the
                        international standard
                        — ISO 9001:2000 —




                           Table of Contents…




                                   1
                           TABLE OF CONTENTS

XYZ FARMS : PROCEDURES MANUAL ..............................1

TABLE OF C ONTENTS .................................................2

SECTIONS 1-4: INTRODUCTION ...................................4
   1. PROCEDURES MANUAL INTRODUCTION .............................................5
   2. MANUAL NAVIGATION G UIDELINES .................................................6
   3. DEFINITIONS AND ABBREVIATIONS .................................................7
   4. DOCUMENT AND R ECORD CONTROL ..................................................8
            Procedure: Document and Record Control 8
            Wor k Instruction: Adding or Editing AMS Documents     11
            External Record: AMS Manual Backup and Historical Versions (CD)            13
            Wor k Instruction: Control of External Documents 14
            Manual Record: External Documents – Control Form       15



SECTION 5: M ANAGEMENT RESPONSIBILITY .................. 16
   5.1 R ESPONSIBILITY AND A UTHORITY ...............................................17
   5.2 MANAGEMENT R EVIEW .............................................................18
   5.3 QUALITY OBJECTIVES ..............................................................19
   5.4 CUSTOMER R EQUIREMENTS ........................................................20
   5.5 LEGAL R EQUIREMENTS .............................................................21
   5.7 BOGUS PROCESS!!! .................................................................22


SECTION 6: RESOURCE MANAGEMENT .......................... 23
   6.1 F INANCES.............................................................................24
   6.2 H IRING AND CONTRACT EMPLOYMENT ..........................................25
   6.3 T RAINING .............................................................................26
   6.4 COMMUNICATIONS ..................................................................27
   6.5 HEALTH AND SAFETY ...............................................................28
   6.6 INF RASTRUCTURE ...................................................................29
   6.7 EQUIPMENT MAINTENANCE........................................................30
   6.8 PURCHASING .........................................................................31


SECTION 7: PRODUCT REALIZATION ............................ 32
   7.1 CROP PLANNING ....................................................................33


                                              2
  7.2 SEEDBED P REPARATION............................................................34
  7.3 PLANTING ............................................................................35
  7.4 CROP MAINTENANCE ...............................................................36
  7.5 HARVEST ..............................................................................37
  7.6 CONVEYANCE AND HANDLING .....................................................38
  7.7 P ROCESSING .........................................................................39
  7.8 S TORAGE ..............................................................................40
  7.9 T RANSPORT AND DELIVERY .......................................................41


SECTION 8: MEASUREMENT, A NALYSIS, IMPROVEMENT .... 42
  8.1 CUSTOMER R ECEIPT AND FEEDBACK .............................................43
  8.2 P RODUCT QUALITY EVALUATION .................................................44
  8.3 P ROCESS EVALUATION AND PRODUCTIVITY ....................................45
  8.4 CONTROL OF NONCONFORMANCE .................................................46
  8.5 CORRECTIVE ACTION ...............................................................47
  8.6 P REVENTIVE ACTION ...............................................................48
  8.7 INTERNAL AUDIT ....................................................................49




                                             3
SECTIONS 1-4: INTRODUCTION
              Add a new:
                Process
               Procedure
             Work Instruction
     Record (Manual, Form, External)




                    4
               1. PROCEDURES MANUAL INTRODUCTION
Our AMS documentation has been divided into 2 manuals. Our commitment to quality
management, the scope of our AMS, and a description of our core business processes are
presented in the Quality Manual. The remainder of our AMS documentation is outlined in this
Procedures Manual.

This manual includes six documented procedures that are required according to ISO 9001:2000 :
   1. Document Control Procedures (Cl. 4.2.3)
   2. Record Control Procedures (Cl. 4.2.4)
   3. Inte rnal Audit Procedures (Cl. 8.2.2)
   4. Procedures for the Control of Non-Conforming Product (8.3)
   5. Corrective Action Procedures (Cl. 8.5.2)
   6. Preventative Action Procedures (Cl. 8.5.3)

This Procedures Manual also includes the procedures, work instructions, and records (or
reference to them) that are documented and maintained to ensure the effective planning,
operation, and control, of our farm business processes — according to ISO 9001:2000,
Clause 4.2.1 General Documentation Requirements, part d.

Records and forms are also generated, stored, or referenced within this manual according to the
Record Control Procedures in Section 4. Fourteen records are required according to the ISO
9001 standard, excluding those related to Section 7 Design and Development. This section is not
included in the scope of this AMS as stated in the Quality Manual. The applicable required
records are:

   1. Management review records (Cl. 5.6.1)
   2. Records of personnel education, training, skills, and expe rience (Cl. 6.2.2)
   3. Records demonstrating that the products (and realization processes) meet all
       customer and legal require ments. (Cl. 7.1)
   4. Records of the review of product require ments — prior to realization (Cl. 7.2.2)
   5. Supplier evaluation and selection records (Cl. 7.4.1)
   6. Validation of process for production and service provision records (Cl. 7.5.2)
   7. Product Identification and traceability records (Cl. 7.5.3)
   8. Records of loss or damage to customer property (Cl. 7.5.4)
   9. Calibration verification (Cl. 7.6)
   10. Inte rnal audit records (Cl. 8.2.2)
   11. Records of product conformity to require ments and release to customer (Cl. 8.2.4)
   12. Records of Nonconforming products (Cl. 8.3)
   13. Corrective action records (Cl. 8.5.2)
   14. Preventative action records (Cl. 8.5.3)




                                               5
                  2. MANUAL NAVIGATION G UIDELINES
The primary navigation tools used in this Procedures Manual are the blue text links, the
Table of Contents, and web navigation tool bar arrow buttons. Rather than scrolling
throughout the entire manual simply click on the available links. You will jump directly
to the page or document that you wish to view. The following steps provide a general
example:

   1. KEYBOARD NAVIGATION: Click ―CTLR + Home‖ from anywhere in the
      Procedures Manual to return to the start of the document (Title Page).

   2. INTERNAL HYPERLINK NAVIGATION: Click on the ―Table of Contents‖ text link
      on the Title Page of this manual. Underlined, blue text is often used to indicate the
      existence of a link.

   3. TABLE OF CONTENTS NAVIGATION: Click on any entry in the Table of Contents
      to jump directly to the desired document (Note: these links are not shown in blue text).

   4. EXTERNAL HYPERLINK NAVIGATION: Some of the AMS Documentation will be
      stored outside of the Procedures Manual (in separate files). Reference to these documents
      may be made in this manual using file links, which also appear in blue, underlined text.
      For Example, click on this Quality Manual link to open the associated file.

   5. WEB TOOLBAR NAVIGATION ARROWS: From menu bar select ―View‖, followed
      by ―Toolbars‖. Make sure that the ―Web‖ toolbar is checked and open. You may use the
      aqua-colored back and forward arrows to move through the documents/pages that you
      have recently reviewed (i.e., similar to the back and forward arrows in your Web
      browser).
        




                                                6
                  3. DEFINITIONS AND ABBREVIATIONS

Definitions:

Agricultural Manage ment System (AMS): refers to the quality and environmental
management systems (QMS, EMS) combined in this agricultural business.

Custome r: Individuals or businesses who receive products or services from this farm
organization.

Organization: The farm unit(s) defined in the scope of this manual to which the ISO 9001:2000
and ISO 14001:1996 standards apply.

Product: all manufacturing and service outputs of your organization’s production process.

Supplier: The individuals from which this farm organization receives products (e.g., seed,
fertilizer) or services (e.g., crop consultants) from.

Supply Chain: Sequential steps of product realization as defined in ISO 9001:2000. The chain
starts with inputs (from suppliers) to the production process (i.e., in this organization) to the
customer (via product delivery).



Abbreviations:
AMS          Agricultural Management System
QMS          Quality Management System
EMS          Environmental Management System
P            Procedure
WI           Work Instruction
RF           Record or Form




                                                 7
                   4. DOCUMENT AND RECORD C ONTROL
                                                                           AMS Manual
Procedure: Document and Record Control
                                                                           Section 4
Author:                                     Responsibility:
Approved By:                                Issue Date :

Purpose and General Information
Careful documentation of the important quality and environmental aspects facing the farm
provides a vehicle for process analysis and continual improvement. Records are established and
maintained to provide evidence of conformity to the ISO 9001/14001 requirements, and effective
operation of the quality management system. This AMS manual comprises the documentation
and records (or references where applicable), and it is kept up to date. Four main levels of AMS
documentation are used to ensure effective operation of our business processes.

I   Manuals (2): Quality Manual and Procedures Manual
     Our Quality Manual defines our commitment to a product quality management. It includes
      a description of our farm organization, our business processes and their interactions, the
      scope of our management system, and our commitment to quality (Quality Policy).
     The Procedures Manual includes six documented procedures that are required according
      ISO 9001:2000 and additional documentation which is required to ensure the effective
      planning, operation, and control, of our farm business processes.

II Procedures (P) describe the general steps of a business process. Procedures include:
    Header (title, manual reference, author, responsibility, approval, date of issue);
    Purpose and General Information (i.e., how the procedure fits into the AMS and its
      relevance to the business process);
    Scope (i.e., the activities that the procedure applies to);
    Frequency at which the general procedure and/or specific components, are completed;
    References that provide further information outside of the AMS documents. This may
      include web site links, or other reference material;
    Related AMS documents. These will include AMS documents mentioned in the steps of
      the procedure (see next bullet);
    Steps (i.e., A chronological description of the tasks to be completed for the procedure).

III Work Instructions (WI) provide detailed instructions for specific tasks (i.e., steps) within
    the procedure. For example, a procedure called ―Harvest‖ may refer to a work instruction that
    details the steps of yield monitor calibration. WIs contain the following:
     Header, Frequency, References, Related AMS Documentation (Same as procedures. See
        above);
     Specific activities are clearly outlined. Note: If these ac tivities are outlined in external
        documents (e.g., equipment users’ manuals) the WI may refer to them in the reference
        section described above.




                                                8
IV Records (R) that contain information affecting product quality or environmental aspects are
   controlled and stored/referenced in one of the following three ways:
    Manual Records (Rm): The record and all data is located in this electronic AMS
      Procedures Manual. All data/information is added/edited in the Rm document (below the
      header). No hard copies are printed or stored elsewhere.
    Form Records (Rf): Only the blank record (i.e., form) is stored in AMS Procedures
      Manual (below the Rf header). The record is printed for distribution and data collection.
    External Records (Re): These are external records that were not created in the AMS
      manual (e.g., supplier’s quotes, bills, and customer receipts). They are referenced (i.e.,
      their name, storage location) in the AMS Procedures Manual by completing the Re
      header.
Records contain the following:
    Header (same as for procedures and work instructions);
    Sub Header. Under the main header there is information regarding:
           - The Active Record Location: Where the active record (i.e., most current, such as a
               form that is not yet complete) is stored. (e.g., Rm = AMS Procedures Manual, Rf
               = location where forms or are filled in, and Re = location of storage).
           - Protection: How the active record is either backed up (Rm) or protected from the
               elements (e.g., binder/clipboard for forms or file cabinet for external records).
           - Retrieval: (i.e., time of) For example, Rms are retrieved from the current AMS
               Procedures Manual when needed. Rfs may be collected periodically or when
               complete. Res may be collected when they become obsolete.
           - Completed record storage: Where completed/outdated copies are stored (e.g.,
               Rms are retained in the AMS Procedures Manual backup files on CD, and Rfs,
               and Res may be kept in the farms files.
           - Minimum Storage Retention Time: Minimum duration of records archival.
           - Related AMS Documentation: to which the record is related (i.e., where the user
               may access more information about the record).
    Data, Form, or reference location depending on the type of record (i.e., manual, form, or
      external).

Scope
Documents that provide instructions or data relating to the quality of our prod uct or
environmental aspects through our business processes at this farm must be correctly documented
and controlled according to these guidelines. The Quality Manual constitutes a single, controlled
document, while the AMS Procedures Manual is a collectio n of controlled documents.

Frequency: continuous

References
This document includes two of six procedures that are mandatory according to the ISO
9001:2000 standard. Refer to ISO 9001:2000 sections 4.2.3. and 4.2.4.

Related AMS Documentation
WI – Adding or Editing AMS Documents
WI – Control of External Documents

                                                9
Rm – External Documents-Control Form
Re - AMS Manual Back-up and Historical Versions

Steps
   1. The AMS Coordinator documents/edits the Ps, WIs, and Rs that define our farm’s AMS
      in the Procedures Manual. The AMS Coordinator and the Manager are the only
      individuals with the password (and authority) to edit the AMS documentation. Everyone
      else must open the current version of the manuals as a read-only document.
   2. The new or revised Ps, WIs, and Rs are approved, issued, and identified by the AMS
      Coordinator (or higher authority) following the instructions in ―WI – Adding or Editing
      AMS Documents‖. This process is controlled as approval is limited to those with the
      Manual password.
   3. The electronic AMS Manual on the primary computer’s hard drive is the only current
      version that is modified for revisions (i.e., not back-up copies). The electronic AMS
      manual is backed up electronically on CD (―Re - AMS Manual Back-up and
      Historical Versions‖) every time that a significant change is made.
   4. External AMS documents refer to any active document that is either printed from the
      AMS manual (e.g., Rfs and WIs that are made available at point of use). They are
      controlled according to ―WI – Control of External Documents‖ using form ―Rm –
      External Documents-Control Form‖.




                                             10
Work Instruction: Adding or Editing AMS                            AMS Manual
Documents                                                          Section 4
Author:                                   Responsibility:
Approved By:                              Issue Date :

Frequency
Documents may be added or edited as required.

References
n.a.

Related AMS Documentation
P- Document and Record Control
WI – Control of External Documents
Re- AMS Manual Back-up and Historical Versions

Activities
General Instructions for Adding/Editing AMS Documentation
1 Edit an existing AMS document as required OR
2 To add a new P, WI, or R navigate to the appropriate Section of the Procedures Manual.
3 Click on the ―Add a new Procedure (or Work Instruction or Record)‖ link (blue) to open the
   document template (open as read only).
4 In the P, WI, or R template select the entire document (Ctrl + A) and Copy it (CRTL + C).
   Close the template.
5 Return to the Procedures Manual and navigate to the process where the new document is to
   be added. Either
   a Paste (CTRL + V) the template that you copied below the Process title OR
   b If you are placing the template after an existing P, WI, or R already under this process
       title create a page break (Ctrl + Enter) and then paste (CTRL +V) the template.
6 Fill in the document in the space provided (below the header). Follow the information
   provided in P - Document and Record Control and WI – Control of External Documents
   to ensure that the document details are complete according to the documentation and record
   control procedures in this AMS.
7 Give the document a title and complete the header.
8 The document is then approved by the AMS coordinator (or higher authority) and issued (or
   in the case of edits, re-issued) with a date in the header.
9 References made to external documents (i.e., not generated in this AMS Manual) are
   controlled according to ―WI – Control of Exte rnal Documents‖.
10 Update the Table of Contents and verify that the new document has been added.
11 Save the AMS Manual.
12 Create a back up version of the new AMS Manual version on the CD (Re - AMS Manual
   Back-up and Historical Versions). Each version is identified by the save date.



                                                11
13 The back-up CDs (all volumes) are to be stored in a safe location — away from the main
   computer.


Note How to identifying the Revision Status and Historical Changes to AMS
Documentation:
To review the revisions those have occurred for any controlled document:
1. Refer to the Issue Date of the current document.
2. Open the historical version of the AMS Manual with a save date prior to the issue date of the
    current document (i.e., from R – AMS Manual backups and Historical Versions -
    CDROM).
3. Compare the 2 documents to review the changes made.
4. To find earlier revisions of the same document follow the same step as above with the
    previous issue date.




                                               12
External Record: AMS Manual Backup and                                   AMS Manual
Historical Versions (CD)                                                 Section 4
Author:                                    Responsibility:
Approved By:                               Issue Date :
Active Record Location: on CDROM (give location)
Record Protection: CD is stored separately from computer containing current AMS
documentation.
Retrieval: historical versions may be reviewed when needed.
Completed Record Storage: on CDROM (give location)
Minimum Storage Retention Time: all versions are retained on CDs indefinitely
Related AMS Documentation: P- Document and Record Control, WI – Adding or
Editing AMS Documentation.



Reference
CDs titled ―Record: AMS Manual Back-up and Historical Versions – Volume #‖ (ordered
chronologically). The files are historical/backup versions of the AMS Manual, and they are
distinguished by their save date. Refer to the header, above, for CD location.




                                              13
                                                                           AMS Manual
Work Instruction: Control of External Documents                            Section 4
Author:                                      Responsibility:
Approved By:                                 Issue Date :

Note: All AMS documentation in the electronic Procedures and Quality Manuals are
―controlled‖, as they may only be edited, printed, and distributed by the AMS coordinator or
higher authority (with the password). They are easily identified by their respective headers. All
documentation that is printed and distributed outside of the electronic AMS Manual or Quality
Manual — and is required to ensure effective operation of the AMS and business processes —
must be identified as such and controlled according to this work instruction. Controlled external
documents include, but are not limited to:
 Documents which are generated and printed from the AMS Manual or Quality Manual that are
  identified as controlled documents (see below) (e.g., forms to be filled in at point of use).
 Documents generated outside of the AMS Manual or Quality Manual, which are referenced in
  a procedure or work instruction and identified as controlled documents (see below) (e.g.,
  equipment user’s manual).

Frequency
External documents should be available at their respective points of use within 1 week of:
 their date of issue (if they are a form generated in the AMS Manual)
 the date of issue on related documentation that refers to the external document (e.g., a WI that
  refers to a user’s manual — the controlled external document).

References
na

Related AMS Documentation

Activities
     1. Controlled external documents are identified with the ―Controlled Document‖ stamp,
        which is then labeled with a reference to the related AMS procedure or work instruction.
        This identifies it as part of the AMS documentation, and therefore should be identified,
        distributed, stored, used, and retained as specified in the related procedure or work
        instruction.
     2. Before distribution, controlled documents are recorded in ―Manual Record: External
        Documents – Control From‖.
     3. Replace outdated copies with the new ones (or add new) at points of use. The location
        should be specified in the AMS manual under the header (for printed forms) or in a
        related procedure/work instruction.
     4. Controlled external documents that are collected from a point of use (e.g., a completed
        form record) are labeled as complete/obsolete and stored/disposed of as specified in the
        related AMS documentation.



                                                14
Manual Record: External Documents – Control                           AMS Manual
Form                                                                  Section 4
Author:                                   Responsibility:
Approved By:                              Issue Date :
Active Record Location: In current version of the AMS Procedures Manual.
Record Protection: Electronic Manual Records are backed up with AMS Manual to CD.
Retrieval: When required for review.
Completed Record Storage: Indefinite. Older data may be retrieved from CD historical
versions of the AMS Procedures Manual.
Minimum Storage Retention Time: each row in the table below remains as long as the
external record to which it refers exists.
Related AMS Documentation: ____


                                                                          Initial for
                                                               Curre nt
                               #                                          each copy
     Document Name                    External Location(s)      Issue
                             Copies                                       added (or
                                                                Date
                                                                          replaced)




                                             15
SECTION 5: MANAGEMENT RESPONSIBILITY

                   Add a new:
                     Process
                    Procedure
                  Work Instruction
          Record (Manual, Form, External)




                        16
5.1 RESPONSIBILITY AND AUTHORITY




               17
5.2 MANAGEMENT REVIEW




         18
5.3 QUALITY OBJECTIVES




          19
5.4 CUSTOMER REQUIREMENTS




           20
5.5 LEGAL REQUIREMENTS




          21
5.7 BOGUS PROCESS !!!




         22
SECTION 6: RESOURCE MANAGEMENT
                 Add a new:
                   Process
                  Procedure
                Work Instruction
        Record (Manual, Form, External)




                      23
6.1 FINANCES




     24
6.2 HIRING AND C ONTRACT E MPLOYMENT




                 25
6.3 TRAINING




     26
6.4 COMMUNICATIONS




        27
6.5 HEALTH AND S AFETY




          28
6.6 INFRASTRUCTURE




        29
6.7 EQUIPMENT MAINTENANCE




           30
6.8 PURCHASING




      31
SECTION 7: PRODUCT R EALIZATION

                 Add a new:
                   Process
                  Procedure
                Work Instruction
        Record (Manual, Form, External)




                      32
7.1 CROP PLANNING




       33
7.2 SEEDBED PREPARATION




          34
7.3 PLANTING




     35
7.4 CROP MAINTENANCE




         36
7.5 HARVEST




    37
7.6 CONVEYANCE AND HANDLING




            38
7.7 PROCESSING




      39
7.8 STORAGE




    40
7.9 TRANSPORT AND DELIVERY




            41
SECTION 8: MEASUREMENT, ANALYSIS,
           IMPROVEMENT
                  Add a new:
                    Process
                   Procedure
                 Work Instruction
         Record (Manual, Form, External)




                       42
8.1 CUSTOMER RECEIPT AND FEEDBACK




               43
8.2 PRODUCT QUALITY EVALUATION




              44
8.3 PROCESS EVALUATION AND PRODUCTIVITY




                  45
8.4 CONTROL OF N ONCONFORMANCE




              46
8.5 CORRECTIVE ACTION




         47
8.6 PREVENTIVE ACTION




         48
8.7 INTERNAL AUDIT




        49

								
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