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Informal Assessments

As current quality system trends now show us, a corporate quality function produces a unique opportunity for an organization to do third party assessments internally. This group does not report to a traditional functional hierarchy and therefore is in a good position to see the corporation without any bias. One of the most valuable exercises in preparing for ISO 9001 was the documented process of informal quality system assessments performed by Corpo­rate Quality. This allowed for each assessed area to have a current state or baseline to the ISO requirements. Once this was established, the functional areas could put to­gether concrete plans for gaps or noncompliance's.

The informal assessments gave feedback on the readiness for the ISO audit giving an unbiased view of progress toward certification. The assessment was also useful to give the corporation a "feel" for what a real systems audit was like. The assessor helped employees with audit proto­col ease prior to the ISO audit.
The informal assessments were different than the tradi­tional internal audits that classically focused on noncompliance auditing. This process allows the corporation to experience quality system audits similar to the registra­tion body. The assessments were targeted at areas where a system was implemented to meet ISO requirements and would like feedback regarding their current compliances.

Using a systematic approach, Corporate Quality identified the following process for deployment.

• Requirements for auditor/assessor qualifications identified.
• Corporate Quality is trained and certified for lead assessor of ISO auditing.
• Process for assessments documented.
• Tools for assessments are developed.
1. Standard initial request form
2. Standard audit planning form
3. Standard report form for conformance's/non-conformance/suggestive corrective action.
4. Quality system assessment checklist by element. Includes the questions to ask, what to look at and what to look for.

• Assessment schedule by key processes.
• Cumulative matrix of assessment results to determine weaknesses and strengths of the entire organization.

Functional representatives were encouraged to shadow corporate quality in this process. This helped to ensure buy-in, an understanding of the non-conformances and an ongoing assessment practice within the functional area.
Corporate Quality's function continued after the initial assessment in the corrective action plans to ensure compli­ance. The organization was appreciative to get specific feedback for action plans with ISO elements written in such a general format. This was the beginning of a consistent understanding of the standard for our organization.

Conclusion

StorageTek employees performed admirably in hosting the BSI (British Standard Institute) auditors during the registration audit resulting in recommendation for registration to ISO 9001 in August of 1993. Passing the initial audit was an accomplishment because a recent survey found that 60% of companies seeking ISO 9000 registration failed to be imme­diately recommended. Recognition was given to all employees by the steering committee as well as teams receiving special recognition.

Where Are We Today?

The fever has passed. The relief is lingering so now we can all sit back and enjoy the fruits of our labor, right? Wrong. Now we have to maintain our quality systems.

Maintenance of our quality system means two things. It means consistently hosting BSI (British Standard Insti­tute) audits every six months. We have recently completed our second follow-up audit, which continues to add value and suggestions for improvements to our quality system. The continuing assessments focus on our system rather than compliance.
The second maintenance includes the continuing internal quality system audit process. This is a new approach that allows corporate quality, functional organizations and internal audit to work together in cross-functional teams. Now that we have achieved ISO 9001 registration, these teams have begun to put an increased emphasis on assess­ing the effectiveness of the management system in accom­plishing the objectives most important to the audited organization's success. Our next goal for our organization has already begun, the "Malcom Baldrige Award."