Documenting the Processes, Confication and ISO 9000

be are thousands of questions that people need to know overall in the organisation and it is bit ~md  to see people asking around for the procedures or rules or methods in an organisation. Eva then one is not sure that what is being done is correct ? Sometimes, tricky sit dons fetch the response that "This may be the way, but don't quote me if things go wrong". 

Some other typical questions normally asked in the materials management department of the organisation  are as under : 

1. How should I rate this vendor ? 
2. Have I typed the Purchase Order compactly ? 
3. From whom should I take the approval for this item to be purchased ? 
4. Am I entitled to stay in a 2-Star Hotel on this inspection trip ? 
5. Where shall I keep this item in the store ? 
6. Where can I find this item ? 
7. Where is the Vendor A? 
8. Is this item a fast moving or slow moving one ? 
9. How do I initiate the disposal of this item ? 
10. This is a new item. How do I code it ? 

A lot of organisation time is wasted in just getting the right answers. While quality products may be an ultimate goal of any organisation and it may take pride that its pod w has got the BIS mark but it is normal for companies to take extra care that the samples being drawn for BIS tests are made well. 

Now, how does this guarantee that every product that the company makes or every work that the company does, it does consistently well ? It can, if it documents its processes, makes it aware and well known across the organisation and constantly updates its processes. 

Even the materials management products or services can be similarly documented. This method of documenting and adopting all processes of the department is what IS0 9000 is all about. An IS0 9000 company or department is a guarantee that its processes and procedures are documented and geared to provide a consistent, self-correcting and improving service in the functions that it is aimed to carry out. 

Codification of an item is an important aspect while documenting the processes and procedures. Codification of an item enables : 

• easy recognition of an item, 
• avoiding lang cumbersome and ambiguous names, 
• systematic logical groupings of similar or related items, 
• elimination of duplicate items, 
• reduction in number of items, 
• facilitate bulk ordering on staggered delivery basis, 
• cutting down lead time, 
• help in simplification and standardization, and 
• facilitate computerization and transfer of stocks among sister organisations. 

The coding method should be documented for easy reference and should be made available to all concerned. Limited copies should be maintained and any updation should be conveyed immediately to all concerned and should be properly authorised.