qm functions in detail

Functions in Detail

mySAP Product Lifecycle Management Quality Management E-Quality . . . dfd

. . . a clever move

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Contents

mySAP Product Lifecycle Management Quality ManagementIntroductionPurpose Key Expressions

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Modern Quality Management: Internal and External Integration Quality Management A Global Perspective Internal Integration External Integration: Quality Management and mySAP.com Quality Management in the Product Life Cycle The Planning Phase of the Product Life Cycle Life-Cycle Data Management Program and Project Management Life-Cycle Collaboration The Implementation Phase of the Product Life Cycle Procurement Production Sales and Distribution The Usage Phase of the Product Life Cycle Service Inventory Management Inspection Planning: Putting Quality Strategies into Action Integrated Inspection Planning Task List Structure Basic Data for Inspection Planning Inspection Characteristic Inspection Method Catalog Sampling Procedure and Sampling Scheme Dynamic Modification Rule Test Equipment Work Center Reference Operation Set Planning Tools

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Quality Inspections: Achieving Reliable Results Inspection Lot Processing Inspection Lot Creation Inspection Inspection Lot Completion Inspection Results Characteristic Results Process-Optimized Results Recording Results Recording on the Web Mobile Results Recording QM Link for External Inspections Defect Data Sample Management Planned Physical Samples Unplanned Physical Samples Manual Inspection Lots for Physical Samples Processing Physical Samples Quality Certificates: Guaranteed Reliability Printed or on the Internet Certificate Processing in Sales & Distribution Flexible Certificate Planning Certificate Creation - Meeting Your Requirements Certificate Processing at Goods Receipt Collaborative Business: Certificate Data for the Whole Company Efficient Problem Management with Notifications Improved Quality Through Targeted Problem Handling Notifications in the SAP Environment Optimized Processing Using Notifications Using Quality Notifications Notification Processing Quality Notifications Made To Measure Elements of the Quality Notification Optimized Usage Analysis of Items and Defects Tasks Support Functions Communication Storage and Documentation

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Contents

Sustained Quality Control - Planning, Evaluation, and Direct Intervention Dynamic Modification of the Inspection Scope On the Right Track with Statistical Process Control (SPC) Vendor Evaluation Evaluations: Keeping you Up-to-Date Results History SAP Business Information Warehouse Quality Management Information System (QMIS) Report Lists Using ABAP Query QM-STI Interface for External Evaluations Quality Costs Appraisal Costs Nonconformity Costs On Target with Efficient Test Equipment Management Calibration Inspections Using SAP Master Data in a Calibration Inspection Planning a Calibration Inspection Calibration Inspection Evaluations for Test Equipment Results history Trend analysis using run chart Usage lists Test equipment history

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Introduction

Dear Reader,Nowadays, an investment in business software is an investment in the future of your company. You must ensure that all internal and external business processes are well managed. At SAP we focus on the active participation of employees and recognize that employees are the focal point of your business processes. With mySAP Product Lifecycle Management (PLM) and Quality Management (QM), SAP AG has turned this vision into a reality. QM allows you to control and maintain the quality of your products and assets throughout the entire life cycle. It also helps you to react to unexpected events quickly and effectively. If you are considering implementing SAP QM in your company, or have already implemented QM and want information on current themes and new developments, then this brochure contains all the information you need.

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Introduction

PurposeThis brochure targets project planners, decision-makers, and people interested in implementing QM. It explains how QM is integrated in mySAP.com - an Internet-based business platform. It provides an insight into the current functional scope of QM, including the new Internet scenarios. It also shows how QM is integrated into Product Lifecycle Management (PLM) and into the business processes of the supply chain. The first chapter explains the integrated QM application and its inclusion in mySAP.com. The second chapter describes the influence of Quality Management throughout the product life cycle and across the supply chain. Further chapters describe how standard quality management tasks are supported by QM inspection planning (chapter 3), quality inspections (chapter 4), quality certificates (chapter 5), the processing of unplanned events using notifications (chapter 6), quality control and different evaluation methods (chapter 7), and test equipment management (chapter 8). For detailed information about Product Lifecycle Management (PLM) and its components, visit the PLM homepage in SAPNet: http://sapnet.sap.com/plm. We hope this brochure fulfills your requirements.

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Introduction

Key ExpressionsmySAP.com An Internet-based platform that can include all SAP products and those of other manufacturers. mySAP Workplace A combination of functions tailored to the specific requirements of the individual user and displayed in a browser MiniApp An application, information, or service that can be displayed in a web browser. MiniApps provide employees with basic information and direct access to their most frequently used functions. Collaborative Business Collaboration between companies using a regulated exchange of information and data on the Internet. Mobile Business Business processes that involve an exchange of data between mySAP.com and mobile devices.

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Overview

Modern Quality Management: Internal and External IntegrationQuality Management A Global PerspectivePLM Quality Management recognizes the importance of e-Business and global communication. Quality Management is no longer simply about integrating internal business processes. The focus has shifted to the employees, their dedication and skills, while efficient business relationships remain critical factors for success. The fast, direct exchange of internal process information and a worldwide information flow are the key to staying ahead of the competition. The Quality Management solution provides the following advantages:s s

s

One QM system covers all your company processes Employees play a central role, can access important information, and thereby perform a wide variety of tasks quickly and efficiently Direct communication and controlled data exchange with employees and business partners is always possible

QM not only offers all the advantages of integrated software; as part of mySAP.com, it also provides you with access to a global business environment. Your company can use QM in the mySAP Workplace and intelligent solutions for Collaborative Business and Mobile Business to exchange information with external sources. The openness of mySAP.com and the seamless integration of QM into a complete business system support you in Total Quality Management, and satisfy the criteria for ISO 9000 or Good Manufacturing Processes (GMP).Global Base for Implementing Norms

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Overview

Internal IntegrationIn the integrated mySAP.com platform, quality management functions are incorporated into other applications and systems, such as Materials Management, Production, Sales & Distribution, and Controlling. You can therefore access all important processes. The exchange of data with other applications prevents information from being duplicated. For example, when a goods receipt is posted, the system automatically starts a quality inspection and transfers any available information relating to material, vendor, and lot size to the inspection lot data record. Quality Management is directly linked to various cross-application functions, which help you to efficiently manage your business processes in Product Lifecycle Management or Supply Chain Management and your standard QM activities. Examples of these cross-application functions include:s

s

SAP Business Workflow - a tool for targeted process control. Using the SAP Business Workflow, you can establish a clearly defined information and processing network to quickly and efficiently process inspection lots and quality notifications. SAP ArchiveLink a tool for storing documents. SAP ArchiveLink stores documents that are linked to application functions in an optical archive. (Such documents include quality records, certificates, customer complaints, and other original internal or external documents.)

Fig. 1-1: Internal and External Integration of QM

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Overview

External Integration: Quality Management and mySAP.comWith QM, you have a global quality management system that covers all aspects of your company. You can use the mySAP Workplace as a cockpit for all your business processes in QM. It is a portal that allows all employees to access business processes on the Internet or Intranet at any time and from any location. In addition to SAP R/3, you can integrate other independent SAP solutions in the mySAP Workplace, such as the SAP Business Information Warehouse (SAP BW) or SAP Knowledge Warehouse (SAP KW). You can also integrate non-SAP products. As a result, you can adapt and enhance your working environment to suit your own requirements. Using clearly defined user roles, users of the mySAP Workplace can access their own work areas. The role describes a specific activity profile and groups together the corresponding functions. Users can then target their involvement in business processes. QM supplies the following roles for the various tasks in quality management:s s s s s s

Personalized Cockpit: mySAP Workplace

User Roles to Suit your Requirements

Quality Manager Quality Planner Inspection Planner Quality Inspector Notification Processor Test Equipment Manager

The flexible mySAP Workplace allows you to adapt the roles to suit your individual needs. With the mySAP Workplace, role users always have immediate access to current information: MiniApps supply you with the key figures relevant for the role, which are easy to work with and interpret.Immediate Access to Information

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Overview

Fig. 1-2: Quality Manual - Integrated in the Work Center Quality Manual in the mySAP Workplace

If you decide to use the SAP Knowledge Warehouse as a solution for your company-specific Quality Manual, the role user can access the most up-to-date version of the manual using the mySAP Workplace. This means that you can immediately access the procedures and work instructions that are relevant for your business processes. The QM Internet scenarios have opened up a new range of possibilities in Quality Management. You can record results directly on the Web during a source inspection at the vendors and vendors can supply a quality certificate on the Internet for supplied goods or electronically transfer certificate data to a specified destination. With mySAP.com, you can establish lasting partnerships and build up trust. Inspection results can often not be directly recorded at the work center: For example, for field inspections in environmental management or for the inspection of machines that are not easily accessible. In such situations, you can use mobile results recording.

Collaborative Business

Mobile Computing

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Overview

Fig. 1-3: Mobile Results Recording with QM

You can use QM to control which inspections should be performed on a mobile basis. The inspector records the results on location using a mobile recording device. Using the docking station, the inspector starts a synchronization run to transfer the inspection results to the SAP System or load the worklist for additional inspections to the mobile recording device. Mobile results recording is both simple and reliable. Employees can enter internal requests or problems on the Intranet and then forward them for further processing quickly and efficiently. This involves all employees in the continuous improvement of business processes in your company.Company-Wide Communication on the Intranet

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Quality Management in the Product Life Cycle

Quality Management in the Product Life CycleSAP QM supports you, both internally and externally, throughout the entire life cycle of a product from product and process planning in research and development (planning phase), through procurement, production, and sales and distribution (implementation phase), to service and usage (usage phase).

Fig. 2-1: Quality Loop According to ISO 9004

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The Planning Phase of the Product Life CycleSAP QM supports the process of quality management in the planning phase of the product life cycle. This phase consists of the following:s

s

s

Life-Cycle Data Management Used to manage product-related data and the exchange of this data with non-SAP systems. Program and Project Management Used to plan, monitor, and control the product development process from project planning (costs, deadlines, resources), to multi-project management and portfolio management. Life-Cycle Collaboration Used to regulate the exchange of information and the collaboration between virtual teams at the product development stage.

Life-Cycle Data ManagementLife-cycle Data Management helps you to plan product-related master data (such as products, plans, specifications, bills of material, and documents).Document Management

An important tool in the SAP System is the central document management system. You can use this central document management system to create links between inspection outlines, design drawings, technical delivery terms, specifications, product specifications, inspection methods, and other qualityrelevant documentation and the corresponding master data in QM. You can manage data within this system according to validity, version, and status. The product-related settings that must be made when using QM during the implementation phase are made in the material master record in the Quality Management view. For the management of quality information related to materials, vendors, and customers, and for the control of vendor and customer related processes, appropriate quality info records can be maintained (such as the assignment of quality assurance agreements, model processing). In material-related inspection plans, you can define either customer or vendorspecific inspection specifications (such as inspection methods, inspection characteristics, sampling procedures, pieces of test equipment). When you are performing an inspection during production, these elements are integrated into the routing or recipes. You can make changes to the master data centrally and you can transfer it from one source system to one or more target systems. In addition, there are tools available for research and analysis of master data that is linked in a hierarchy (for example, central where-used lists and the product structure browser).

Master Data Management

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Changes made to master data are coordinated by a central engineering change management. The changes can be run through an approval procedure (for example, according to GMP requirements). Different versions can be created and then distributed using Workflow. It is also possible to allocate a revision level with regard to a specific valid-from date when a change is made. Using the integrated classification system, you can specify and assign data that is available in the SAP System (such as materials, documents, and inspection plans), in order to be able to locate this data later according to specific search criteria (such as batch characteristics).

Engineering Change Management

Classification

Program and Project ManagementQM provides several tools to help you strategically plan and control the product development process. The QM Manual contains the basic quality policy of a company, a description of the organizational and process structures within this company, and it also lists responsibilities within the company. A central system administration is responsible for data security and data protection. You can assign individual system authorizations for the processing of master data and movement data (so that, for example, a user has to provide a digital signature when performing certain operations). You can use the SAP Business Workflow to control certain complex processes and the output associated with these processes (for example, corrective tasks within a problem notification can automatically be transferred to the organizational unit responsible). Costs related to prevention of defects, inspections, and nonconformity can be recorded, collected, and billed to different account assignment objects using orders in Controlling. With its quality key figures, the Business Warehouse offers a wide range of possibilities for monitoring and controlling your quality process. Efficient catalogs provide a basis for FMEA evaluations and quality audits. The analysis of defects helps to bring problems within a company to light and to improve relationships with vendors.QM Manual

Authorization Management

Workflow

Quality Costs

Key Figure Analysis Quality Audit

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Life-Cycle CollaborationLife-Cycle Collaboration makes it possible for you to transfer product information across the entire supply chain. Partners, manufacturers, vendors, and customers can communicate directly with one another. They can, for example, exchange CAD files, specifications, and inspection results.Internet Scenario: Quality Notifications

In the product development stage, if you are cooperating with customers or partners, SAP QM offers you the opportunity to initiate product ideas or changes to products using quality notifications. Customer complaints that can be entered on the Internet can thereby be used to determine what product qualities the customer requires. Vendors can ask for permission to deviate from specifications if they cannot strictly adhere to customer specifications. You use certificate profiles to plan which characteristics are to appear on the certificate. You work with your customer or vendor to decide this. This certificate data can be exchanged electronically (QDI, Quality Data Interchange) or can be stored on the Internet as a PDF document, for example. You can record inspection results using the Internet or Intranet. Results can be recorded by external service providers (for example, commercial analysts) and internal inspectors (for example, in a source inspection) at their respective work centers. Internet service requests are used to enter and process queries and problems on the Internet. This tool is particularly useful when combined with the solution database and used as an Intranet solution (for example, to report a printer problem, or to send improvements to the internal recommendations department).

Internet Scenario: Certificates

Internet Scenario: Results Recording

Internet Scenario: Service Requests

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The Implementation Phase of the Product Life CycleSAP QM ensures quality across the entire supply chain and beyond company boundaries. It supports your quality management department in the following areas:s

s

s

Procurement It manages vendor-related master data, controls the purchasing process according to certain quality criteria, and handles inspection certificates and goods receipt inspections. Production It integrates inspection specifications in routings and recipes, allows inspections during production and goods receipt inspections for the manufacturing order to take place, monitors the production process using control charts (SPC), and confirms quality, quantity, and costs. Sales and Distribution It manages customer related master data, controls the sales and distribution process according to quality criteria, and handles inspection certificates and inspections at goods issue.Vendor Evaluation

ProcurementMaterials Management provides information for the purchasing agent about the vendors delivery reliability, price record, and service record. QM provides the purchasing agent with information about the quality management system used by the vendor, and the quality of previously delivered goods. In order to do this, the SAP System summarizes quality scores from vendor audits, goods receipt inspections, and complaints against the vendor. In some industry sectors, vendors must have a quality management system (for example, that complies with the ISO 9000 series of standards) in their company and they must have this system certified by an accredited organization. Your QM System checks if the QM system used by the vendor is adequate for certain materials and then either releases or blocks the supply relationship accordingly. You can limit the release of this supply relationship to a specific time frame and a maximum delivery quantity. If the vendor has serious quality problems, you can block requests for quotations, purchase orders, or goods receipts for specific materials supplied by this vendor. QM can also monitor the step-by-step release of a material. Vendor deliveries must sequentially pass through a series of user-defined statuses, such as model, preliminary series, and production series, using appropriately assigned inspection plans.

Vendor Release

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In many industry sectors, suppliers are middlemen (distributors). Therefore, the quality of produced goods is dictated primarily by the manufacturer and not the vendor. Consequently, you can also apply the following functions to a manufacturer: vendor release, inspection planning, dynamic modification of the inspection scope, and complaints against the vendor.Quality Assurance Agreement Technical Delivery Terms Certificate Requirement Source Inspection

When the purchasing agent requests a quotation and issues a purchase order, the vendors that are released automatically receive information about the technical delivery terms and the current quality assurance agreement. The vendors may also be required to include a quality certificate with the delivery. Occasionally, inspections can be made at the vendors premises to replace a goods receipt inspection. If this occurs, the system takes the target delivery deadline into account, and creates an inspection lot in time for the source inspection. You can now perform a source inspection at the vendors site because it is possible for you to access your SAP System using the mySAP Workplace in an Internet browser. The vendor does not have to have a SAP System. If you have identified a material as requiring a certificate, the receipt of this certificate must be confirmed. The system takes appropriate action if the certificate is missing (for example, posting the goods to blocked stock), it supports the management of the certificate receipt process, and sends reminders if necessary. The certificate can be created manually and stored in the optical archive (SAP Archivelink), or it can be sent in electronic form. Using the electronic quality data exchange system (QDI), certificate data can be transferred directly to the goods receipt inspection lot.

Goods Receipt Certificate

Fig. 2-2: Certificate Processing at Goods Receipt

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If the quality of a supply relationship is consistently high, you may want to waive the goods receipt inspection, particularly if the vendor has a certified QM system. For partial lots, you can set the system to inspect a goods receipt only once for each purchase order, goods receipt, or batch. If you do not want to waive the goods receipt inspection completely, you can reduce the scope of the inspection as far as the quality level allows. The reduction of the inspection scope may lead to a skip lot. If you allow a skip lot and an automatic usage decision for a material, the system processes the skipped lots automatically without user intervention. It then immediately posts the inspection lot quantity to unrestricted-use stock (ship to stock). If the prerequisites for ship to stock are not fulfilled, the system automatically triggers inspection lot processing upon goods receipt. In addition to the goods receipt document, the SAP System also creates an inspection lot record, selects an appropriate inspection plan, and determines the sample size based on the quality level. If goods are delivered in containers, you can take physical samples in accordance with a sample-drawing procedure. The documents you need (such as sample-drawing instructions, sample labels, and inspection instructions) are available for printing immediately. You can then proceed with the inspection. You can record the results for the goods receipt inspection in the form of inspection characteristic values and/or defect data records or texts. If serious problems arise during a goods receipt inspection, a quality notification can be created automatically. Inspection results can also be recorded automatically using electronic measuring equipment. There are costs associated with every inspection and every defect. Appraisal costs are determined by the activity confirmations of the people involved in an inspection. The costs that are calculated on the basis of these confirmations for one or more inspection lots can be collected in several QM orders and then be passed on to the cost object. Costs associated with defects are collected by QM orders assigned to quality notifications. The processing of an inspection lot in QM ends after the inspection is completed and the usage decision is made. The accepted inspection lot quantity is manually or automatically posted to unrestricted-use stock. Special stock postings are available for rejected quantities. This includes posting to blocked stock, transfer posting to a different material, returning to the vendor, or posting to scrap. If the material is handled in batches, the system proposes a batch status that is compatible with the usage decision. When you release the goods receipt lot quantity, QM is no longer responsible for managing the stock.

Dynamic Modification

Receiving Inspection

Physical-Sample Drawing

Recording Inspection Results and Defects

Appraisal Costs

Inspection Completion

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Fig. 2-3: Inspection Lot Processing at Goods Receipt

Once the usage decision is made, the system updates the quality level and the QM Information System and makes the inspection lot quality score available for the vendor evaluation. It also updates material and vendor information in the quality data record. For example, once the inspection lot has been completed, it updates the status of the supply relationship from model delivery to regular delivery. The SAP System can trigger a series of user-defined follow-up actions on the basis of the usage decision. For example, you can print specific inspection reports.Invoice Verification

If invoices for the delivery of goods are received before the usage decision is made for the goods receipt inspection lot, you can prevent an automatic payment during invoice verification. Defects in a delivered material that have been caused by the vendor or manufacturer can be documented in a quality notification. You can use the SAP Business Workflow to pass this notification on to the processor responsible. This processor can then initiate various tasks (such as a posting to blocked stock or the sending of a complaint against the vendor). It is possible to enter the complaint on the Internet on the vendors Web site.

Complaints Against the Vendor

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ProductionQM integrates quality inspections into the production process. It thereby supports different types of production, from order-related, lot-based production and assembly processes in mechanical engineering, through repetitive manufacturing in the automotive industry, to batch-based process manufacturing in the chemical, pharmaceutical, and food industries. It is possible to initiate inspections on the basis of different types of goods movements. Inspection lots can therefore be automatically created when a material is removed or when a product for the production or process order is processed at goods receipt. When you are inspecting raw materials or semi-finished products, the planned duration of the receiving inspection is taken into account in materials planning. Inspection lots for an inspection during production can be created in the following ways: As an inspection lot during production when a production order is released (not stock relevant), or as an early inspection lot for a goods receipt (is stock relevant, that is, the stock in quality inspection in materials management is managed using the usage decision for the inspection lot) s When goods are received from a subcontractor for external processing operations The sample size is calculated and the shop papers (such as sample-drawing and inspection instructions, and sample labels) are printed at previously determined work centers after the valid routing or master recipe has been selected.s

Industry Sector Independent

Manufacturing Order Inspections

Materials Planning Inspection During Production


You can set the system to require a digital signature (electronic signature) from the user who releases the physical-sample drawing or makes the usage decision to ensure that that user has the appropriate authorization.

Digital Signature

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Inspection results can be recorded for the following objects:s

s

s

s

s

s

Inspection characteristics: The inspection results can be recorded in summarized form, in classes, or as single values. Inspection points: Several inspections are performed for each inspection characteristic. Inspection points can be user-defined, and can be planned in advance if necessary. They can be based on production quantities or production times (for example, inspecting a wire basket or silo once during each shift or every two hours). Physical samples: This can be planned in advance using a sample-drawing procedure or it can be unplanned. Partial lots: Production quantities of the same quality can be grouped together. Batches: The inspection results can be used for batch determination at a later stage (for example, they can be applied when choosing products at the delivery stage, or when deciding which sub-components to use for production). Serial numbers: This applies if the inspection results are to be assigned to a single unit. In this case, the serial numbers can be copied from the production order.

Defects can be recorded for inspection characteristics, inspection operations, or inspection lots.Process Control (SPC)

The inspection results are the basis for statistical process control using control charts. A control chart can be valid for several inspection lots and production orders. The warning and action limits of a control chart are calculated using the most recent inspection results or the results of an initial run. If an action limit is exceeded, messages and notifications can be created.

Fig.2-4: Inspection During Production

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When you are recording inspection results, you can also confirm production quantities and costs for the production order. Such confirmations control the subsequent production process (for example, the future release of operations and inspection operations or subsequent work that has yet to be performed).

Appraisal Costs, Confirming Production Quantities

Fig. 2-5: Quantity Confirmation and Inspection Point Valuation

The inspection is completed when the usage decision is made for the inspection lot. Users with the appropriate authorizations can, settings permitting, post stock quantities, classify batches according to their quality, and perform follow-up actions. In QM, you can also activate a digital signature requirement for the usage decision.


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Sales and DistributionQuality Assurance Agreement and Technical Delivery Terms

Customer-related quality documents can be stored in the quality info record for Sales and Distribution. In addition, you can use the quality info record to control the time and type of the quality inspection (for example, an inspection prior to a delivery or a model inspection). When the sales order is created, it is possible to enter customer-specific inspection specifications as characteristic values for one of the variants requested by the customer. This information then flows into all inspections during production.

Variant Configuration in the Sales Order

Fig. 2-6: Characteristic Specifications from Variant Configuration Batch Determination

If you manage the stock of a material in batches, QM allows you to select suitable batches at delivery using batch characteristics.

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Inspection lots can be created at the picking stage or at goods issue. After you have chosen a suitable inspection plan, the sample size is calculated and the shop papers (sample-drawing items, inspection instructions, sample labels) are printed. When the inspection results have been recorded, the inspection is completed with the usage decision. At goods issue, you can use a quality certificate to document that the inspection results are in accordance with the customer specifications. You can enter inspection characteristics from the inspection plan, and characteristics that were defined in the batch determination as inspection specifications on the certificate. The form, content, and means of output are customer-specific. These are derived from the specifications made by the recipient of the certificate at picking or at goods issue. The formatted quality data contained in a quality certificate can be sent electronically and then automatically transferred into an inspection lot at the vendor site. It is also possible to make this data available on the Internet. Customer complaints can also be created and processed as quality notifications on the Internet. You can document defects and tasks in a notification. You can also perform various follow-up functions using the action box. You can, for example, process return or repair orders, enter costs, perform stock postings, or trigger inspections.

Inspection for Delivery or for Goods Issue

Certificate at Goods Issue

Quality Data Exchange

Processing Complaints and Handling Returns

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The Usage Phase of the Product Life CycleIn the usage phase of the product life cycle, service providers can process inspections (outsourcing) with QM. They can use QM to identify serviceable items, plan and confirm services, and create invoices for services rendered.

ServiceVariant Configuration in the Sales Order

Internal and external inspection laboratories perform inspections as a service (commercial analysis). When creating the sales order, these laboratories can transfer the inspections requested by the customer from inspection plans into a service order. The inspections can be selected using variant configuration in the sales order, or by selecting inspection operations in the service order. Once the inspections have been selected, inspection lots can be created when the service order is released. Then the inspection can begin and inspection instructions and sampledrawing instructions can be printed. Inspection results can be recorded using mobile devices, or directly in the customer system using the Internet. If required, it is also possible to transfer inspection results in electronic form (Quality Data Interchange [QDI]). After the inspection results have been confirmed, it is possible to invoice the customer for the inspection costs. A calibration inspection is also treated as a service. In the master data for calibration planning (maintenance plan with a maintenance strategy, equipment master records, master inspection characteristics, maintenance task list), you can define how a piece of test equipment is to be calibrated in a planned cycle (timedependent or performance-dependent). The maintenance plan is used to create an inspection lot for the planned inspection date. The inspection results can be recorded for the equipment or for the functional location according to the specifications defined during calibration planning. Results for the calibration inspection can also be recorded using mobile devices or on the Internet. The calibration inspection is completed when the usage decision is made. When making the usage decision, you decide when the next inspection will take place and you release or block the test equipment for use.

Service Order Inspection

Results Recording Using a Mobile Device, the Internet, or QDI Resource-Related Billing Document Calibration Inspection



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Inventory ManagementMaterials Management categorizes inventory by the stock types unrestricteduse, blocked, and in quality inspection. Usually, the specified quantity of a material received is posted to inspection stock for the duration of the goods receipt inspection. This stock can only undergo a transfer posting during inspection lot processing (for example, when the usage decision is made, it can be posted to unrestricted-use stock). In the inspection lot, you can view all of the posting documents that relate to the lot stock. If you use Warehouse Management, Quality Management also manages the inspection lot samples and the units that are created due to the usage decision or while locating a storage bin. The inspection lot identifies each unit and transfer requirement. The system performs the following tasks according to the strategy required for placement in storage: it triggers the transport of samples and partial quantities and it posts the stock. Handling units can also be used as transport units. A handling unit is a physical unit consisting of packaging and the materials or batches stored within or on this packaging. The system allows you to move these handling units, as opposed to just moving the materials. A quality inspection can, therefore, also be performed with reference to handling units. Materials Management can manage stocks for materials in batches and it can recognize the difference between batches in unrestricted-use or blocked stock. You can use QM to monitor the shelf-life of batches and the deadlines for recurring inspections. In addition, you can use it to change the batch status and perform stock postings automatically (for example, post to blocked stock when the expiry date is exceeded). The batch where-used list helps you to determine which raw material batches or semi-finished products make up the batch of a finished product (top-down analysis) or, conversely, which batches of semi-finished or finished products are made up of a particular batch of a raw material (bottom-up analysis). The whereused list also forms the basis for printing inspection results from the previous assembly stages (for example, semi-finished products) for an end product on a quality certificate.Stock Categories

Warehouse Management

Handling Unit Management (HUM)

Batch Management

Batch Tracking

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Inspection Planning

Inspection Planning: Putting Quality Strategies into Action

As Inspection Planner, you implement predefined planning strategies in your company. This includes:s s s s

Defining the trigger, type, and scope of quality inspections Creating and managing task lists as the basis for quality inspections Managing and processing the basic data used in task lists Determining the procedure for statistical process control

To complete these tasks, you can use the reusable basic data as building blocks and flexible planning tools.

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Inspection Planning

Integrated Inspection PlanningWith integrated inspection planning, you can create and process different task list types to adapt quality inspections to suit the respective business processes:s s s s s s

Inspection plan for inspections during goods movements Routing for inspections during production in discrete manufacturing Rate routing for inspections during production (repetitive manufacturing) Master recipe for inspections in the process industry Maintenance task lists for calibration inspections Material specification for simplified inspection planning at the client level

Task lists that differ only slightly in terms of content can be grouped together in common task list groups. The information that can differ within a task list group may consist of the task list usage, vendor assignment, or the validity of certain lot size intervals.

Task List StructureA task list consists of the task list header, operation, characteristic, and production resources/tools.

Fig. 3-1: Task List Structure

3-2

Inspection Planning

You define the following information in the task list header:s

Task List Header

s

s

Material-task list assignments Assignment of a task list to materials (you can assign several materials to a task list and there can be several task lists for one material). Inspection plans can also be assigned to a vendor or customer, in addition to the material. Administrative data (such as the validity date, change status, responsible planner group, task list usage, processing status) Control data (such as the dynamic modification rule for adapting the inspection scope)Operation

You can store the following information for each inspection operation:s s s

Description of operation and control parameters for operation Reference to work a center Specifications for scheduling and calculating the appraisal costsInspection Characteristic

In the inspection characteristic you:s

s

s

s

Specify the characteristic description and define the control parameters for results recording Can reference an inspection method, sampling procedure, or a dynamic modification rule Define qualitative or quantitative specifications for the attributive/variable inspection and results recording, depending on the characteristic type Can define individual specifications for every task list assignment to a material, vendor, or customer. This means you do not have to create redundant inspection plans to modify customer or material-dependent target values and tolerances.Test Equipment

Test equipment is listed for each operation. For each inspection characteristic, you can specify with which equipment the characteristic values must be measured.

3-3

Inspection Planning

Basic Data for Inspection PlanningBasic data consists of reusable building blocks for inspection planning. To simplify your work as an Inspection Planner, you should plan and include this data in your task lists:

Fig. 3-2: Inspection Plan Structure and the Use of Master Data in Inspection Plans

Inspection CharacteristicAn inspection characteristic describes what should be inspected. You can create an inspection characteristic directly in a task list or predefine it as an inspection characteristic master record (master inspection characteristic). Master inspection characteristics can be:s s

Referenced in several task lists or material specifications Linked to characteristics in the SAP classification system, for example, to transfer inspection results for a batch to the batch classification

3-4

Inspection Planning

Inspection MethodAn inspection method describes how a characteristic is to be inspected. You can also assign documents that are stored in the SAP Document Management System (for example, drawings, descriptions) to an inspection method. Inspection methods are assigned to master inspection characteristics or inspection characteristics in task lists. You can assign several inspection methods to a master inspection characteristic.

CatalogA catalog is a summary of codes for content-related terms. Catalogs make it easier to uniformly describe qualitative data (for example, attributes for qualitative characteristics, defect types, or usage decisions). For each catalog, you can:s

s

Define code groups with codes and enter explanatory texts in different languages Select codes from one or more code groups and combine them in a selected set. This allows you to create a value list that applies to a specific application.

Sampling Procedure and Sampling SchemeThe sampling procedure specifies how the sample size is calculated and the inspection characteristic valuated (attributive, variable, or manual). You assign sampling procedures in the material master or in the task list at header or characteristic level. QM supports all common sampling types (for example, 100% inspection, sample based on percentage, fixed sample, sample in accordance with a sampling scheme). If the sampling types and valuation rules provided with the standard SAP System are not sufficient, you can supplement them with your own selfdefined function modules. You can also plan independent and dependent multiple samples and record the inspection results from several samples for an inspection characteristic. Each of these samples may contain several values and each is valuated individually. On the basis of the individual sample results, the SAP System automatically determines the characteristic result, for example, based on the worst-case principle. Ready-to-use sampling schemes are contained in the delivery system in accordance with ISO 2859-1 for qualitative inspections and ISO 3951 for quantitative inspections. You can also create your own AQL sampling schemes and define rules for automatic stage changes up to an inspection skip. You can also implement industry-specific procedures.

3-5

Inspection Planning

Dynamic Modification RuleIn a dynamic modification rule, you define the number of inspections and skip stages, and the rules that control such stage changes, either in accordance with appropriate standards such as ISO 2859-3 or to suit your own requirements. The sample size may vary between a 100% inspection and a skip. When you use a sampling scheme, the system switches between a normal, reduced, and tightened inspection, depending on the quality level. The inspection stage is then changed depending on the inspection results for inspection lots or characteristics. You can control the dynamic modification of the inspection stages either by accepting or rejecting the inspection lot or inspection characteristics. You can also assign a dynamic modification rule to the inspection type in the material master (inspection type level) or at the header or characteristic level in the task list.

Test EquipmentTest equipment consists of fittings, objects, documents, or materials that are needed for a quality inspection. They can be fixed parts of a work center or consist of moveable equipment. In the inspection plan, you can define test equipment at different levels and it can be represented by various master records, such as production/resource tools (PRT), material, equipment, or document. The PRT master record contains administrative data and information relating to status, location, and a possible PRT group assignment. If you use the SAP classification system, you can define additional properties. You can reference document master records from the PRT master record or use document master records as test equipment in task lists. You can access drawings and other documents using the document management interfaces to CAD systems or to the SAP ArchiveLink.

Work CenterThe work center specifies where an operation is to be performed and who should process it. The available personnel and machine capacities are also managed by the work center. You provide the basis for capacity planning and scheduling of operations when you specify the work centers in which the operations are to be performed in the task lists.

3-6

Inspection Planning

Each work center is assigned to a cost center. The activities in a work center are valuated using rates that are determined by cost centers and activity types (for example, working time or quantity). You can record both inspection results and the activities performed in a single step. You can also generate worklists for specific work centers when you record results or make the usage decision.

Reference Operation SetA reference operation set is a task list that defines the standard process flow for performing a task. In a reference operation set, you define frequently required inspection operations and corresponding inspection characteristics. Since a reference operation set does not have a material reference, it can be used universally.

Planning ToolsThe Engineering Workbench is an efficient tool, which you can use to process several task lists simultaneously (routings, reference operation sets, and inspection plans). The data you require can be read from different task lists and restructured. You can perform various tasks using the Engineering Workbench, including the following:s

Engineering Workbench

s s

s

s

Generate worklists for replacing data within task lists (for example, by selecting task lists that use a certain dynamic modification rule or sampling procedure) Process individual operations from different task lists in one work step Simultaneously process complex task lists by blocking objects (at task list header or operation level) Create where-used lists (for example, for production resources/tools, dynamic modification rules, sampling procedures, sample-drawing procedures, selected sets) Display documents defined in the SAP Document Management System in your own screen area (for example, technical drawings)

3-7

Inspection Planning

Fig. 3-3: Inspection Planning with the Engineering Workbench Product Structure Browser

Using the Product Structure Browser, you can display related objects for a product structure hierarchically. During inspection planning, for example, you can determine whether or not task lists or material specifications exist for a certain material. If you expand the product structure further, additional detailed information can be displayed (such as inspection characteristics, and documents). A where-used list shows you in which task lists master inspection characteristics, inspection methods, or sampling procedures are used. With the function Mass data change, you can adapt objects from the where-used list (master inspection characteristics, inspection methods, or sampling procedures) to suit new conditions. You can also use this function to create and change inspection setup data in the material master.

Where-Used Lists Mass Data Changes

3-8

Inspection Planning

The system maintains separate engineering change statuses for each structural element in a task list. When you make a change using a change number, you can determine what was contained in a plan at a specific date, and the date on which a change is to become effective. Using Application Link Enabling (ALE), you can transfer specific basic data (for example, inspection setup for materials, inspection methods, inspection characteristics, or catalog/code groups) from a source system to one or more target systems. This means that it is quick and easy to transfer basic data used in one plant to another plant.

Engineering Change Management

Cross-System Transfer of Master Data

3-9

Quality Inspections

Quality Inspections: Achieving Reliable Results

As Quality Inspector, you have to prove that a material meets predefined quality requirements. With QM, you can show that these requirements have been met. Inspections can be triggered for inspection points during production, physical samples in the process industry, or automatically for goods movements. In addition to a planned inspection for which you can document quality using quantitative and qualitative inspection results, you can also make a record of unplanned events in the form of defect data or quality notifications.s

s

s

For all quality inspection tasks, the mySAP Workplace provides you with the tools you require for the role of Quality Inspector and the opportunity to customize the settings. With collaborative business, it is possible for your internal and external business partners to record inspection results on the Intranet or Internet. Using mobile computing, you can record inspection results on site and later transfer the data to your QM System.

4-1

Quality Inspections

Inspection Lot ProcessingSupported by quality planning specifications, the inspection supplies important data for quality control purposes. The inspection lot is the central element for the quality inspection in QM. It also contains all information related to the quality inspection, such as, inspection specifications, inspection results, and usage decisions. The material master record is the basis for the control of inspection lot processing. The control is defined in Customizing for material-independent inspection processes (for example, calibration inspections). The SAP Business Workflow can trigger follow-up steps using the processing status of the inspection lot.Inspection Type

There are different variants for inspection lot processing. In QM, these are defined as inspection types (for example, goods receipt inspection, inspection during production).s s s

s

Inspection with/without a task list or material specification Recording of inspection characteristic results/defects Manual/automatic specification assignment, sample determination, and usage decisions Control of inspection stock posting

Fig. 4-1: Stages in Inspection Lot Processing

4-2

Quality Inspections

Inspection Lot CreationThe system generally creates inspection lots automatically, but they can also be created manually. Inspection lots may be created as a result of the following:s

Inspection Lot Creation

s s

s

Goods movements (for example, goods receipt, goods issue, stock transfer, and return delivery from a customer) Deadline monitoring for batches (recurring inspection) Release of production orders, process orders, maintenance orders, service orders, and production versions Delivery creation in shipping

Fig. 4-2: Inspection Lot Creation

For inspections with an inspection plan, the system selects the corresponding inspection specifications (for example, inspection plan, material specification, or batch characteristics). If a customer has specific product requirements, these can be copied from the sales order to the inspection. Shop papers are printed and inspection results recorded on the basis of the inspection specifications. Examples of shop papers are:s

Inspection Specifications

Shop Papers

s

s

Sample-Drawing Instructions Contain the information required for the physical-sample drawing and for distributing samples to work centers or laboratories. Physical-Sample Labels For labeling of physical samples. Inspection Instructions Lists information about the test equipment and inspection characteristics for each inspection operation, and specifies the inspection methods, specifications, and sample size for each inspection characteristic. The Quality Inspector can record inspection results on the inspection instruction, if the layout is suitable.

4-3

Quality Inspections

InspectionDuring the inspection, you can:s s s

Record, valuate, and close inspection results for characteristics Record defect data and quality notifications Confirm activities

Direct transfer of results is possible if you link electronic test equipment to QM. Inspection results can also be recorded for serial numbers and batches. The inspection results recorded in QM can be transferred to the batch class. As a result, the system can search for a batch with specific characteristic values at goods issue.

Inspection Lot CompletionAfter results recording is completed or the inspection is cancelled, the Quality Manager makes the usage decision for the inspection lot. An automatic usage decision can be made if no inspection characteristics have been rejected and no defects recorded.

Fig. 4-3: Inspection Lot Completion

If a material requires documentation, a comment must be entered for the usage decision if the inspection is cancelled or the usage decision differs from the valuation for the inspection results.Stock Posting

If materials are posted to inspection stock using an inspection lot, they can only be posted from this stock using the usage decision (for example, posting to unrestricted-use stock or return to vendor). If the usage decision has been made, the system determines the quality score for the inspection lot using a procedure defined in the inspection setup for the material master record and updates the vendor evaluation.

Quality Score

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Quality Inspections

The quality level is also updated. Consequently, the inspection stages for the next inspection are determined. The usage decision can also trigger a chain of automatic follow-up actions (for example, sending a mail to purchasing if an inspection lot is rejected). In addition, the statistical data for the inspection lot is updated in the information system. QM logs all user actions using the name, date, and time. This means all actions can be tracked. An electronic batch record can also be created for materials that are managed in batches. The usage decision has significant consequences and therefore, requires a special authorization concept (for example, material-specific authorizations). Using digital signatures, you can ensure that the usage decision can only be made by authorized users.

Quality Level Follow-Up Actions

Authorization for the Usage Decision

Inspection ResultsThere are two types of inspection results in QM:s

s

Results for the planned inspection of inspection characteristics (characteristic inspection results) Unplanned defects defined during the inspection (defect data)

Characteristic inspection results are generally recorded for each operation. For this, inspection specifications must be assigned to the inspection lot and sample calculation must be completed. Both characteristic inspection results and defect data can be recorded for an inspection lot with a task list. If characteristics were rejected as a result of negative inspection results, the system can create defect data records automatically. Defects can also be recorded in an inspection without inspection specifications (for example, inspection plan).

4-5

Quality Inspections

Fig. 4-4: Types of Inspection Results

Characteristic ResultsYou record and valuate characteristic results according to inspection specifications.Characteristic Types

You can record inspection results for the following types of characteristics: Qualitative characteristics Non-numerical characteristic values or variables stemming from these values (for example, the number of defects) are entered as results. s Quantitative characteristics Measured values or variables stemming from these values (for example, the mean value) are entered as results. Depending on the detail you require, you can choose from the following recording forms for a characteristic:s s

Recording Forms

s s

Summarized values (for example, the mean value and standard deviation of several measured values, or an individual measured value) Classed values (number of results within value classes) Single values (for example, several measured values) In addition to single values, you can note the serial numbers of the items to be inspected.

4-6

Quality Inspections

Within results recording, you can also: Define unplanned characteristics Process conditional characteristics. This deals with planned characteristics that must only be inspected if a corresponding controlling characteristic has either been accepted or rejected. s Record inspection results for characteristics that are in a skip stage s Calculate results using calculated characteristics. For calculated characteristics, results are calculated using the results for other characteristics If the sampling procedure specifies independent multiple samples, you can record results for more than one sample for each inspection characteristic. The number of samples may then be greater than the number specified in the sampling procedure.s s

Additional Functions

Samples

In an attributive inspection, you can also plan dependent double and multiple samples. If the result for the current sample lies between the acceptance and rejection numbers, the sample size is increased according to the sampling scheme. Once you have recorded the results for this new sample, the sample is valuated again using the updated valuation parameters. You can confirm the characteristic inspection results recorded in different inspection operations. During results recording, an inspection characteristic undergoes a series of status changes. The authorization management function controls who has the authorization to record, valuate, or close results. To fulfill special security requirements (for example, Good Manufacturing Practices, GMP), you can define that a digital signature is required. You can use the following valuation modes to accept or reject an inspection result:s s

Valuation

s s s s

Manual valuation Attributive inspection based on the number of nonconforming units or defects Decision based on the attribute codes of qualitative characteristics Decision based on the tolerance range of quantitative characteristics Variable inspection with single-sided or double-sided tolerance limits Valuation based on the action limits of a control chart

Characteristics with independent multiple samples are valuated at sample level, for example, based on the worst-case principle, last-case principle, or best-case principle. Inspection points must also be valuated.

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Quality Inspections

Inspection Points

You can use inspection points to perform several inspections on one characteristic. You can define various inspection points in the system: Time-dependent (for example, one inspection every hour) Quantity-related (for example, an inspection after 100 units have been produced) s Freely-defined (for example, one inspection per shift) After results recording, the system determines the fraction of nonconforming units for all inspection characteristics and uses this information to estimate the fraction of nonconforming units in the inspection lot. The most common mathematical distribution methods are supplied in the system (normal, binomial, and Poisson distribution).s s

Distribution Functions

Statistics

You can display the following graphics in results recording:s

s

s

Histogram A histogram illustrates the frequency distribution of the sample results in the form of a bar chart. In this chart, you can identify typical and extreme values for a sample, as well as the location, dispersion range, and form of the distribution. Run Chart This displays the run of measured values for a characteristic over a period of time as a line chart. You can identify the dispersion and systematic location changes, and display trend analyses. Control Chart The control chart shows the time run of characteristic values in the production process with warning and action limits.

Process-Optimized Results RecordingWorklists

The results recording function can be adapted to fulfill functional or organizational requirements. As a result, you can select inspection lots using personalized worklists. Examples include the following:s s

Results recording for physical samples during laboratory inspections Results recording for equipment or functional locations during calibration inspections

4-8

Quality Inspections

You can also record inspection results in tabular form:s

Tabular Results Recording

s

s

Processing characteristics for several inspection lots In this view, you can record results for the inspection characteristics that occur in several inspection lots. In the recording table, the inspection lots selected in the worklist are displayed in columns, the characteristics are displayed in rows. Processing several inspection points in an operation In this view, you can record results for several inspection points in an operation. In the recording table, the inspection characteristics are displayed in columns, the corresponding inspection points are displayed in rows. Processing master inspection characteristics for all inspection lots In this view, you can record the results for a specific master inspection characteristic for all inspection lots. In the recording table, the inspection lots are displayed in rows for the master inspection characteristic that has been selected.

Results Recording on the WebThe Internet provides you with new possibilities for results recording. Results recording for source inspections is one such Web scenario. You provide your vendor with access to a specific Internet or Intranet page. This requires special authorizations. The vendor records inspection results directly on the Web and saves the data. As a result, the QM data can be processed further in your QM System.

Mobile Results RecordingThe mobile results recording function in QM supports you when performing quality inspections in inaccessible locations (for example, inspections for cracks on tankers). You plan when mobile results recording should be used for inspections and transfer this data to the mobile recording device. As a result, the inspector can record measured values, codes, nonconforming units, and the number of defects. When these inspections are completed, the data is transferred to QM using a docking station. Using status control, you can always identify who performed which inspections and when they were performed.

4-9

Quality Inspections

QM Link for External InspectionsQM has other interfaces to connect to external systems for special tasks within quality inspections:Keyboard Interface

Test equipment, such as electronic caliper gauges, barcode readers, or laboratory balances, can be linked using a keyboard wedge. There are various interface boxes on the market that differ in the number and type of test equipment that can be connected. Keyboard interfaces convert the measured values that have been entered into keyboard entries. You can transfer inspection results from a measuring device to QM using a file transfer. The results transfer can be triggered from both external systems and from QM using driver programs. SAP provides examples for the driver programs. QM IDI supports data exchange with external quality systems (CAQ/LIMS). You use these interfaces to process inspections in a subsystem. You decide in inspection planning in which system an inspection operation should be processed. The inspection specifications are transferred to the external system during inspection lot creation in QM. After results are recorded in a subsystem, the inspection results or usage decisions are confirmed in QM. Your capital is protected using a certification program for a subsystem provider.

PC Interface

Inspection Data Interface (QM-IDI)

Defect DataDefects recording provides information to control quality and optimize processes. It enables pareto analyses of types of defects or their causes, according to their weighting or how frequently they occur. It also provides empirical values for risk indicators in failure mode and effect analysis (FMEA). You record defects with reference to an inspection lot, inspection operation, or inspection characteristic. To record defects, you do not need inspection specifications. If an inspection plan is available, the defect data records can be assigned to an inspection characteristic contained in the plan. The system then suggests the type of defects recording that is suitable for the material, work center, or user. Qualitative defect data can be described with the help of cataloged terminology (for example, defect type, defect location, or defect cause), and additional text.Activating a Quality Notification

A defect data record can be converted into a quality notification. As a result, the whole range of functions in notifications can be used (for example, link to SAP Business Workflow).

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Quality Inspections

Sample ManagementIn many branches of the process industry (especially in the chemical, pharmaceutical, and food industries), products are inspected several times during the manufacturing process to ensure they fulfill the required quality criteria. To perform these inspections, physical samples are drawn during production, or when goods are received. The QM sample management component uses the inspection planning, inspection processing, and results recording functions. With sample management, you can draw and inspect physical samples either at goods receipt or during production, and to manage the sample data in the SAP System.

Fig. 4-5: Types of Planning and Processing for Physical Samples

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Quality Inspections

Planned Physical SamplesSample-Drawing Procedure

Planned physical samples are samples that you plan in a sample-drawing procedure and are created automatically at inspection lot creation. You define the following information in the sample-drawing procedure:s

s

s

Instructions for physical-sample drawing (for example, the number of physical samples to be taken, the size of each physical sample, or the physical-sample container to be used) Types of samples to be formed: x Primary samples (one-stage physical-sample drawing) x Primary and pooled samples (two-stage physical-sample drawing) x Reserve samples (to be stored for subsequent inspections) Whether the system should calculate the physical samples on the basis of the lot container type, or the lot quantity, and whether the drawing of the physical samples needs to be separately confirmed. If materials are delivered in different types of containers, you can define different sample-drawing items in the sample-drawing procedure, based on the physical-sample container.

You assign the sample-drawing procedure to the inspection plan, routing, or master recipe. The items in a sample-drawing procedure apply to all materials that are assigned to the respective task list.

Unplanned Physical SamplesUnplanned physical samples are samples that are not planned in a sampledrawing procedure and are therefore not created automatically at inspection lot creation. In sample management, you can:s

s

s

Supplement an existing physical-sample drawing that contains planned physical samples by creating physical samples manually Create physical samples manually without reference to an existing physicalsample drawing or inspection lot Create a new physical-sample drawing manually, with reference to an existing inspection lot, production order, process order, or production version

4-12

Quality Inspections

Manual Inspection Lots for Physical SamplesWhen you create inspection lots manually for existing physical samples, the system creates an inspection lot for each physical sample. You can use this function to:s s s

Check the stability of reserve samples Inspect samples from competitors Inspect samples from a customer complaint

The manually created inspection lots cannot manage stock.

Processing Physical SamplesA unique physical-sample record is created in the system for each physical sample. The physical-sample record contains the following information for the sample: Physical-sample number Physical-sample type (for example, sample from goods receipt, production, or customer complaint) s Physical-sample category (primary sample, pooled sample, or reserve sample) s Information for the physical-sample drawing with data on the sample origin (such as, material and order) s Detailed information about the physical sample (for example, the inspection lot or storage information) s Processing status for the physical sample For automatically created physical samples, the system can print a sampledrawing instruction at inspection lot creation. This instruction contains information from the inspection plan and physical-sample drawing procedure about drawing, processing, and distributing samples at work centers or laboratories.s s

Physical-Sample Records

Sample-Drawing Instruction

The system assigns a unique physical-sample number to all physical samples that were automatically created for an inspection lot. This number helps you to identify how many physical samples were drawn from the lot, and how many pooled and reserve samples were formed. The physical-sample number is stored in all physical-sample records. The physical-sample drawing allows you to:s


s

s

Release physical samples and record comments for the physical-sample drawing Lock physical samples (this prevents you from recording inspection results for the samples) Set a deletion flag for the physical samples

4-13

Quality Inspections

Label Printing

You can trigger label printing for physical samples using the physical-sample drawing. The labels contain important information and can be used to identify the sample containers. The labels can be printed with bar codes. You can use a bar code scanner to quickly enter information. For automatically created physical samples, the system can print labels at inspection lot creation. With the physical-sample data record and the physicalsample drawing, labels can be reprinted or manually printed.

Confirmation Requirement

When physical samples are automatically created, the sample-drawing procedure controls whether the physical-sample drawing is to be confirmed manually or automatically. If a physical-sample drawing requires confirmation, all physical samples contained in the sample drawing are released. If physical samples are created manually, they must always be released manually, irrespective of whether they have been added to an existing physical-sample drawing, or belong to a new sample drawing. A digital signature may be required when a physical-sample drawing is confirmed (for example, in accordance with Good Manufacturing Practices [GMP]). This signature guarantees that only specifically authorized users can perform certain activities. Planned physical samples are displayed automatically in a worklist for results recording. You can process these physical samples immediately, provided that they have the appropriate status. If you want to record results for an unplanned physical sample, you must first release the sample manually and then record its results. Once you have recorded all the results for a physical sample, you valuate the physical sample based on the operation (for example, accepted or rejected). When all physical samples in the inspection lot are valuated, you make the usage decision for the lot.

Digital Signature

Results Recording

Valuation

4-14

Quality Certificates

Quality Certificates: Guaranteed Reliability Printed or on the Internet

Certificate Processing in Sales & DistributionYour company produces high-quality products. As Quality Manager, it is your responsibility to provide evidence of the quality of your goods for your customers quickly and reliably using quality certificates. Whether you require certificates of analysis for the chemical or pharmaceutical industry, or certificates of conformity, test certificates, works test certificates, or inspection certificates for material inspection laboratories in the steel industry the SAP quality certificate will fulfill all of your requirements. In addition to the usual output forms for certificates (printer or fax), you can make certificates available to your customers on the Internet or transfer certificate data electronically for further processing.

5-1


Flexible Certificate PlanningYou define the layout and content of a certificate in certificate planning. The form determines the layout of the document that is, the appearance and logo, for example. You define the content that you require in the copy model. As a result of the flexible interaction of the certificate profile and form, you can meet multiple requirements using few forms.Certificate Profile

You specify the data origin for each characteristic in the certificate profile. For each characteristic, you can include texts (such as inspection methods) and values (specification values and inspection results) in the certificate. The system selects data from inspection lots, batch specifications, or characteristic master records. Texts for characteristics can also come straight from the certificate profile. Only those inspection lots that meet specific selection criteria that have been defined in the certificate profile are considered for data formatting. Consequently, inspection lots that have, for example, reached a predefined quality score can be selected. If there is no inspection result for a characteristic due to a skip, the system looks for other data sources using predefined strategies. The data procurement functions and replacement strategies that are available in the system can be enhanced using function modules programmed by the user. The form master record allows you to tailor your certificates to your companys needs. The standard SAP System contains an example of a form to simplify this process.

Data from Raw Materials and Semi-Finished Products

In addition to printing characteristics that are directly linked to the product requiring the certificate, you can also define that characteristic data from raw materials and semi-finished products used when creating the finished product are printed on the certificate. At this point, you can refer to inspections or batch classifications. The system selects batches for data formatting that are linked to one another by production orders, process orders, or production versions. The characteristic values for these materials in the production chain can also be taken from other plants.

5-2


Apart from the characteristic data defined in the certificate profile, the certificate can also be structured to contain all other information that is available at certificate creation; this includes, for example, data from the sales order.

Fig. 5-1: Example of a Quality Certificate for a Finished Product with Characteristic Values from Raw Materials and Semi-Finished Products

Certificate Creation - Meeting Your RequirementsFor single delivery items, certificates are issued automatically when goods are shipped, together with delivery notes. These certificates are then included with goods deliveries. You can create certificates at any stage of the shipment process, as long as the data required is accessible, for example, when picking is completed or goods are issued. If you want to make certificates available to customers before goods delivery, you can make them accessible on the Internet or send them electronically. The system finds the correct certificate profile, recipient, and shipping terms with the help of the flexible condition technique. The system can search for the address of the certificate recipient by using, for example, the sold-to-party, the ship-to-party, delivery type, or shipping point, and then decide whether the certificate is to be issued in printed form, by fax, or electronically. It then searches for the corresponding profile for the material group, material, customer, or a combination thereof. All the information required for these searches is contained in data for the delivery.

5-3


As a last step, the system determines the contents of the certificate based on the requirements in the certificate profile, such as characteristic values in picking batches. It structures the information according to the specified form, and transfers the resulting certificate to the output medium, and, if required, the optical archive. You can also manually trigger the creation of certificates for deliveries, inspection lots, or batches, and control their output. You can create a print preview to check the contents of the certificate, before it is finally issued.Shipping Status

The processing status of delivery item data is consistently maintained so that you can always tell if a certificate was created properly.

Certificate Processing at Goods ReceiptAs Quality Inspector, you are responsible for monitoring the receipt of certificates during the procurement process. If you have marked a material as requiring a certificate, you must confirm that a quality certificate has been received for purchase orders or goods receipts. This is generally confirmed at goods receipt. However, you can wait to confirm that a certificate has been received until the usage decision is made for the incoming inspection lot. If a certificate has not been received, the system may post the stock to restricteduse stock. You can store certificates that have been received using SAP ArchiveLink, send reminders for missing certificates, and monitor reminder statuses. You can also process the receipt of certificates before the goods have actually been received. This is often the case with certificates that are sent electronically. If you receive an electronic certificate with reference to a delivery, you can copy the quality data from the certificate for further processing in your system.

5-4


Collaborative Business: Certificate Data for the Whole CompanyAs the vendor, you can allow your customers to access the SAP System over the Internet and call up a quality certificate for their purchased goods. Depending on the customers needs, it is possible for them to access a certificate created on call, or one that was created for a delivery item and is already stored using SAP ArchiveLink.Certificate Access on the Internet

Fig. 5-2: Quality Certificates on the Web

If you want a recipient to be able to use the quality data displayed on your certificate, you should send the certificate electronically to the target system. If the quality certificate refers to a delivery to a customer, the inspection results printed on the certificate can be automatically transferred to a goods receipt inspection lot, or manually copied to another inspection lot, for example, a source inspection lot.

Quality Data Exchange

5-5


The certificate data can also be transferred to a recipient system without a link to a specific delivery and be processed further there. In such cases, the certificate data refers to the inspection lot or batch.

Fig. 5-3: Quality Data Exchange

It is possible to transfer data to your business partners that do not use a SAP System using the SAP Business Connector - a system that uses XML format.

5-6

Notifications

Efficient Problem Management with NotificationsImproved Quality Through Targeted Problem Handling

To optimize business processes in a company, you must respond to requests or problems quickly and efficiently. As Notification Processor, you coordinate the processing of incoming requests or problem notifications and propose suitable tasks. You can therefore ensure that all problems are correctly assigned and solved. You are involved in the analysis, cause determination, and handling of problems, and also check the implemented tasks for their effectiveness. In this way, you are involved in continuous process improvement within your company.

6-1

Notifications

Fig. 6-1: Notification System for Continuous Process Improvement in a Company

Notifications in the SAP EnvironmentThe integrated notification system supports you when you create and process various subjects and problems. As a special feature of the Quality Management component, you can record quality-relevant problems, document defects and causes, and implement corrective tasks for quality improvement using the quality notification. The following notifications are available in addition to the quality notification:s

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s s

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General notification for recording and processing general requests or subjects (firstly without a business assignment) Maintenance notification for recording and processing problem notifications for technical objects (for example, equipment or functional location) Service notification for processing service activities within Customer Service Feedback notification for recording and processing requests or problems when using the SAP System Claim for recording and processing deviations from a project plan (for example, schedule deviation or cost variance) Change notification for recording changes to product data within engineering change management

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Notifications

Optimized Processing Using NotificationsNotifications are an efficient tool for processing exception situations. Using quality notifications, you can deal with both simple problems and problems related to complete processes in the logistics supply chain (for example, complaints processing for deliveries or processing of returns).

Using Quality NotificationsThe subjects defined in quality notifications generally refer to exceptions in everyday business processes. If you create a notification, you use the notification type to define the subject from a business viewpoint. This then determines the remainder of the process flow. The following quality notification types are supplied in the Standard System:s s s

Notification Types

Customer complaint Complaint against the vendor Internal problem notification

Fig. 6-2: Quality Notification Types

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Notifications

Requests or problems are created using the general notification that cannot, at first, be

qm functions in detail

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