Transcript Data Entry – Quality Assurance

DATA POPULATION PROJECT
Presented by:
Farzin R. Karma
Safna Global Enterprise
Ph: +65 91868500
Email: [email protected]
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1
DP – PRESENTATION INDEX
(Pl click on a title below to go directly to that slide)
1.
DP-Client requirements
2.
DP Project Presentation Index
3. DP-Project Planning
4. DP-Scope of Work
5. Management initiatives
6. Process Flow – Pictorial Representation
7. DP-Flow Chart
8. DP Process at a Glance
9. Receiving and recording Source data
10. Storage and securing data – QA (1)
11. Inventory of Source data (Pre - Data Entry)
12. Data Entry Process
13. Data Entry Quality Assurance – QA (2)
14. Pre-Import Data Verification – QA (3)
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DP – PRESENTATION INDEX
(Pl click on a title below to go directly to that slide)
1.
Import Process
2.
Import Quality Assurance – QA (4)
3.
Final Data – Quality Assurance – QA (5)
4.
Sample – Component sheet
5.
Sample - Spare part sheet
6.
Sample – Drawing
7.
Sample – Component Import tool
8.
Sample – Spare part Import tool
9.
Sample – Final mdb
10.
Sample – Final Script
11.
Project Delivery
12.
Repacking and Dispatch
13.
Backup
14.
Pricing
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Management Initiatives for ZeroError, On-Time Execution
 QUALITY STANDARDS: Industry recognized standards adopted similar to ISO 9001, ISO
27001
 RECORDS COMPATIBILITY: The registers are all maintained in Microsoft Excel.
Uniform records, easy to use and understand.
 INCENTIVES AND PENALTIES: Well-established and transparent system of incentives
for error-free work and penalties for errors ensures proactive QA amongst entire project
team
 QUALITY TASK FORCE (QTF): A Quality Task Force of 4 experienced and qualified
managers ensure that updates are prompt, errors are documented and incentives/penalties
are applied accurately and continuously It is the responsibility of the QTF to help the
Project Manager achieve the desired quality levels.
 SPOT CHECKS: QTF has the responsibility and authority to tap into the process at any
stage and at any given time, to ensure that processes are being followed correctly and
errors are minimal.
 PERIODIC AUDITS AND REPORTS: QTF has to submit a weekly Internal Audit &
Progress report to the Project Manager and the Management Representative.
 ERROR RECTIFICATION & PREVENTION: QTF analyses the error reports, recommends
improvements to the process, organizes training, and tracks overall improvement in
efficiency over a period of time.
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PROJECT PLANNING
•
Based on discussions and after an in-depth understanding of the project requirements, the
project plan is created
•
The entire project and processes is planned and created in accordance and conformance to ISO
9001 and ISO 27001 requirement
•
Project plan includes and enumerates the decisions taken with respect to the production process,
controls, equipment and software, quality check processes and tools, team strength, team skill
composition, expected production and quality levels, training plans and tentative dispatch
schedules.
•
The project plan may be revisited and changes made if it is so determined during the
implementation of the project, provided the same has been signed off by a Management
Representative.
•
Any modification / addition / deletion of one or more steps/processes that may impact the
project substantially will require the written approval of the Project Manager. The Project
Manager liaises with the Management Representative and the end client to keep them updated
on the status of the project at all times.
•
The production process starts when we receive the source data from the client. Following slides
will depict in details the process flow and the steps/processes involved.
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CLIENT REQUIREMENTS
Identification / Confirmation of Client Requirements for DataPopulation
 Completion of Contractual formalities.
 Client’s requirements for the DP work collected and analyzed, such
as Component Tree structure, Forms and samples including lists of
critical components/spares, list of Alarms and trips, Megger tests,
Vessel particulars, Equipment particulars, etc.
 Additional source information for data population of activities
including generic activities and data migration from existing PMS
systems.
 All relevant machinery lists, inventory records, manuals of
Machinery, Hull, Cargo, and Electrical equipment, etc.
 Existing database or usable data (if any)
 Any special requirements from the client
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SCOPE OF WORK
•
Data identification from Ship’s manuals which will form the Backbone
structure of the Ship’s Database.
•
Data entry of components, spares, Model numbers, maintenance jobs and
other relevant data from the Ship’s Manuals.
•
Scanning of drawings from the manuals in the correct format and size so
that they can be used by Ship staff and Office staff to immediately refer
to, with reference to any part in a spare or the job.
•
Verification of the data from Data entry process.
•
Creation of Import tools for import of the data in the form of database.
•
Import of data using the In-house Import tools.
•
Verification of the data
•
Create an Easy-to-use Import Procedure for the client to Import the
Vessel data at their office server.
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Process Flow – Pictorial Representation
Client Requirements
Project Planning
Project Scoping
Receiving /Recording Source data
Inventory Quality Assurance (1)
Data Population Process
Client
Satisfaction
Data Entry + QA (2)
Data Import + QA (3)
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Final QA (4)
Project
Delivery
Repacking & Dispatch
Data
backup
Pricing
Sheet
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DP-PROCESS FLOW
•
 Receipt of Contract/SOW
 Receipt of Source Material
(Manauls, Drawings and other
docucments)
 Receipt of existing Latest
database from Client
 Inventory of Manuals/Source
data
 Data Entry of Spares and Jobs from Manuals into
Excel Templates
 Inventory Checking and
Marking of relevant manuals for
Data Entry
 Scanning of Images in Proper Format and size
 Inventory Quality Assurance (1)
 Data Entry Quality assurance (2)
 Creation of Components/Sub components iand
Model nos in Xls templates
Inventory / QA (1)
Initial Client Requirements
Data Entry / QA (2)
Satisfied Customer
 Delivery of Vessel db to Client
 Customer Satisfaction
 Repacking and dispatch of
Manuals/Source data
 Backup of Process Data and
Final delivered data
 Project closure with Pricing
sheet
Project Delivery/Closure
 Validation/Correction of
Imported data
 Verification of Data Entry by Import team, and
Quality assurance (3) [Pre-Import]
 Capturing the corrections and
inconsistencies in scripts
 Importing Components, and linking spares,
Jobs and images to the Components and Sub components using Import tools
 Creating an exe for corrections
 Final Verification and Quality
Assurance (5)
 Creation of Mdb and exe from the Import tools
after Import
 Data Import Quality Assurance (4)
Final Verification / QA (5)
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Data Import / QA (3. 4)
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DP-PROCESS AT A GLANCE…..1
Following are the key steps of the DP Process:
 Collecting documents, Source data (Includes Technical manuals and other Company
specific lists) from the client and delivering them safely after Data entries.
 Preparing the inventory of the received documents .
 Pre-process – involves identification and Marking of the specific pages in the various
Source data received for Data entry work. This will include Components, Spares,
Drawings, Jobs, Mfgs, Contact details, Account codes, etc
 Data entry of the above in Simplified Excel sheets
 Preliminary Verification of Data entry and corrections in spelling, incorrect data,
restriction of number of characters, removal of unrecognised characters, etc.
 Main Verification to confirm all the data included for effective Database creation:
 a) Verification of various Scanned images for compatibility and picture clarity
 b) Verification of spares and its links to components and images
 c) Verification of jobs and its links to components
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DP-PROCESS AT A GLANCE….2
 Re-entry if required of the Data for various equipments to suit the Database creation
process
 Post Verification to confirm Marking of Ranges, Removal of irrelevant data and
unrecognized characters in various sheets
 Creation of simple tools to import the sheets to the databases and capture this
imported data in the form of mdb (Access file)
 Verification of the database, and carry out the Final Verification and corrections –
This is captured in the form of simple SQL scripts which is then converted into an
Easy-to-execute exe file
 Provide the mdb and the exe file to the Client with instructions of how to import the
same into their Office Server. Provide any further assistance required by the client
for importing the mdb and the exe in Client’s server
 Confirmation from Client for acceptance of each Vessel data.
 Repacking original manuals and source data to respective boxes and cartons for
return to client
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Receiving & Recording Source Data
•
Every source data received is recorded in the “IN” register as soon as it is
received (Either by Hard copies or by Soft copy). This register entry is
verified by at least two different personnel and moved to a secure storage
location.
•
The digitized form of Data received is moved to a Secure File storage server
which has limited access to only the Relevant persons involved with the
Project.
Back to Process Flow Chart
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+
Moving Documents to Central Storage
Area – Inventory Quality Assurance
•
The source data is now moved to a central storage area, which is an secured
and protected enclosed space with restricted access to authorized personnel
only.
•
Security measures are in place to protect the documents from theft and
unauthorized access. Incase of Soft copy source data, the same is moved to
a Secure File server which can be accessed only by Authorised personnel
involved with the Project.
•
High standards of cleanliness is maintained at all times within the storage
area with housekeeping being done on a daily basis.
•
Strict filing procedures, tidiness and organization is observed to ensure that
documents do not mix up and get misplaced as this can cost to search and
locate.
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Inventory of Source Material >>
Pre-Data Entry
•
The Inventory Management and Control (IMC) team conducts a physical
inventory of the batch received, unpacks the boxes, and enters the information
till the unit level.
•
The unit level is a Manual. Each Manual is checked for its Model number and
the number of pages. The digitized lists are electronically compared (with the
inventory list provided by the Client) and any discrepancies are reported. For
each error, the physical inventory is repeated and the errors are reconciled. The
final digitized Master Inventory List (MIL) forms the backbone of the project.
•
The Project Manager has complete rights to update the MIL, with process
owners having restricted rights pertaining to their process alone. Every member
working on the project has access to read the file.
•
Each manual is checked and the pages from where data entry is to be carried out
is Marked – be it Components, Model nos, Maintenance jobs, spares or
drawings.
•
The IMC team then forwards the Manuals to the Data Entry team.
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Data Entry Process
•
The Data entry team starts entering the data in the Excel sheets provided to
them . Any doubts/issues arising during the Data entry process is
registered as a Support issue and the same is immediately forwarded to the
Data entry supervisior with a copy to the Project Manager for clarification.
Data entry continues without interruption for the other manuals.
•
The Data entry team maintains a separate file for all the issues put forth,
along with the solutions provided to them.
•
The Data entry Supervisor and Project Manager analyse each issue and
consults the Client (If required), and provides the team with a resolution for
each issue.
•
Once the Data entry is completed, it is Verified by the Data entry supervisor
before forwarding it to the Import team.
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Data Entry – Quality Assurance
•
Double entry and compare ensures 100% accuracy in inventory data capture
from individual manauls.
•
Incorrect data removal, Corrections for spelling, verification for restriction
of number of characters.
•
Ensures that the excel sheets do not contain any unrecognized characters
and that each excel sheet is properly labelled . Verification for availability
of corresponding files containing spares and drawings are available for
import
•
Scanned drawings are verified for Size, Compatibility (format) and file
names.
•
Re-entry of the relevant pages of manuals (if required) as decided by the
Data entry supervisor.
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Pre-Import Verification & Quality Assurance
•
Import team reviews the data received from Data entry Supervisor and
checks for proper labeling, marking of ranges in each sheet, etc for Import.
•
Drawings are reviewed for picture clarity and proper format
•
Review of spares, confirmation of entry of Part number, and its links to
components and images
•
Verification of jobs, interval types, intervals and its links to components
•
Details of errors, issues, incorrect data are accurately recorded for effective
tracking
•
The Import team supervisor is empowered to send back the Data to the
Data entry team for re-entry incase of serious errors.
•
Refer also to “Management Initiatives for Zero-Error, On-Time Execution”
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Import Process
•
While the IMC team is preparing the MIL, the Data entry supervisor and
Import Supervisor draws up a comprehensive plan for the process, and
ensures availability of physical, technical, software and human resources to
carry out the work
•
The Scanning team is trained for scanning the drawings in proper format
and labelling of the files in the required way so that they can be easily
tracked and linked to the components, spares and jobs.
•
The Import team members import the Components and links the
components with the spares, jobs and Images (drawings) using the In-house
devised Import tools. The import tool also is designed to generate an mdb
of the imported tables. The Import team members have a wide range of
experience on such projects and are capable of turning around the import
of the excels sheets quickly and effectively in a given time with highest
quality levels
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Import Process – Quality Assurance
•
The mdb and scripts are saved by the Import team, the database is restored
and the generated mdb and scripts are Re-imported and verified that there
are no issues during the Import process of mdb.
•
The Import team also re-verifies that, after Import of the mdb and exe, the
Tree structure, components, jobs, spares and images are available in the
database without any errors or mistakes.
•
The Import Supervisor is responsible for compilation of all the
mdbs/scripts generated for a particular vessel and merging them to form a
Single mdb and Exe.
•
The Import Supervisor, after creating the Single mdb and exe for a
Particular vessel also verifies that the entire data for the vessel is correct,
and forwards this data to the Project Manager.
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Final Data – Quality Assurance…1
•
The Project Manager is responsible for the Final Verification and Quality
assurance of the entire vessel data.
•
The Project Manager restores the database, and imports the Final mdb and
exe provided by the Import Supervisor. All errors found are resent to the
Import/Data entry team (As applicable), and the corrections done are
captured in the form of Scripts, which are added to the existing exe.
•
Once the Project Manager is satisfied with the vessel data, he writes the
Procedure for Import by the client, and delivers the Data and the Import
procedure to the Client.
•
The Project Manager provides support to the client for any issue involving
the Import of data at the Client’s end. Once the Client provides Approval
for the delivered data, the Project Manager notifies the IMC team for
packing of the Manuals and other source data to send back to the Client.
•
The Project Manager then prepares the Pricing sheet for the Delivered vessel
and provides it to the Client.
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Final Data – Quality Assurance…2
•
Final Quality Check of the files is done, errors if any are recorded in the
Indexing register and errors are corrected.
•
Quality check at this stage is of the highest level.
•
The established system of incentives for error-free work and penalties for
errors encourages proactive and thorough output from the entire team.
•
Documentation of the errors helps in ensuring that the error is not repeated
and also in training and continuous improvement.
•
The chance of any error progressing beyond this stage is almost NIL.
•
After this final QA, deliverables are readied. Final Output is an Zip file
containing a mdb file, a exe file, and a script (if the client uses SQL versions
higher than SQL 2000)
•
The Project Manager also places a Copy of this final Output on a Central
File server with Restricted access only to the Higher Management.
•
Refer also to “Management Initiatives for Zero-Error, On-Time Execution”
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Sample of Component Sheet
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Sample of Spare Sheet
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Sample of Drawing
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Sample of Component Import Tool
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Sample of Spare part Import Tool
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Sample of Final MDB
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SAMPLE OF FINAL SCRIPT (EXE)
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PROJECT DELIVERABLES
STANDARD DELIVERABLES (included in quoted fee):
1 MDB containing all the data in table format as per standard MS Access
tables which will get imported into the system using SQL DTS.
Script for Importing the mdb (Incase of Client using SQL versions higher
than SQL 2000)
EXE containing all the changes/corrections for the subject vessel after
creation of the MDB. This exe will also include Scripts to correct the Database
Inconsistencies in the Client’s server.
(Refer to the Sample sheets)
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REPACKING AND DISPATCH
•
The IMC Supervisor on receipt of the documents checks the MIL status
updates for accurate reporting. In case of any missing data, the IMC
Supervisor advises the appropriate process owners to complete the same.
•
The IMC Supervisor assigns batches to the team for verification of condition of
the Manuals and other source material.
•
The IMC team repacks the Manuals in proper boxes as per the MIL and
readies them for final checking. Any missing documents are rechecked and
added.
•
Boxes are sealed , Labeled and packed for dispatch.
•
The MIL is updated and an email notification is sent to the Project Manager,
along with the AWB number from the Courier company.
•
The Project Manager notifies the client about the Dispatch
•
The Project Manager sends updates for invoicing to Finance department and
the Management Representative.
.
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BACKUP
•
A Data Population project must include a back up plan for all the processed
Data and Images for disaster recovery
•
If media fails or computer crashes, backup is important at every stage where
there is modification of images to avoid redoing previously accomplished
stages
•
Backup is done after each and every process of Data entry, hence there will
be excel files for components, spares and jobs, and appropriate image file
folders after Quality control.
•
A final backup for all the finished documents is done on durable media that
allows easy access such as hard drives and DVDs.
•
Backups are kept for a period of 6 Months after which they are destroyed in
the interest of client IP and confidentiality.
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Sample of Pricing Sheet
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