Online Quality Management cum Automation System

ABSTRACT:

This project is mainly developed for the Management division of Quality Control Sector. The Quality Controller is designed to automate the work process in an ISO 9000 certificate-issuing agency. The project keeps track of various activities, like the auditors associated, their affiliations, organizational data, certification information, and surveillance information. This project also generated various reports like: monthly/yearly wise, auditor wise, organization wise, surveillance wise, Quotation wise etc.

PROJECT OUTPUT VIDEO:

PURPOSE OF THE SYSTEM

This document states the requirements of an automated Quality Controlling. The requirements stated serve as a basis for the acceptance procedure of this system.  The document is also intended as a starting point for the design phase of the project. The immediate audience of this document includes client managers and engineers, system end-users, development managers, system architects, and verification personnel.  Other members of the development team should also use this document for planning purposes of their respective pieces of the project.

EXISTING SYSTEM:

DISADVANTAGES OF EXISTING SYSTEM:

• The current system is a manual one where in the company maintains all the information in the form of records. There by collecting necessary information with require a manual search in the record(s).
• Transfer of information between different sections of the enterprise is in the form of documents or letters. Drafting letters will take time.
• Selection of a person for a task is done by manually approaching the person and confirming the availibity of the person.
• Due to mismanagement the work is delayed to later date than the due date.
• Unavailability of proper information to different levels of employees with in the firm.

PROPOSED SYSTEM:

The requirements in this document describe a single product to be referred to as the Quality Controller.  It is intended to automate the work process (from client making an enquiry to maintaining ISO 9000 certificate information) in a ISO 9000 certificate issuing agency. Functionality required to support this need is outlined in reference 1. The certificate issuing agency must be able to manage clients information through enquiry, quotation, audits, certificates issued and RMS managers must also be able to maintain other supporting data (e.g. RMS users).

ADVANTAGES OF PROPOSED SYSTEM:

• The information of the entire firm will be maintained at a centralized data base any changes made by the other departs are known to the higher or lower departments instantly.
• Provide Interactive interface through which a user can interact with different areas of application easily
• Deploy the application on a single system and make is available on all the systems within the network, thereby reducing the maintenance cost of software.

MODULES:

• Enquiry
• Quotation
• Audit info/surveillance
• Auditors
• Reports
• Administration

MODULES DESCRIPTION:

1.ENQUIRY:

Enquiry Module is the initial module in the Registration Management System where the user is provided with three possible options. They are Browse, Create and Modify.

1.1 Browse:

Once the user clicks the Browse option he will be able to view all the information of the registered enquiries with all the details like Enquiry No, Company Name, SIC Code and with a small button Details. Once we click the button details then the detailed information of that enquiry is been displayed.

1.2 Create:

When he clicks the option Create then he will be provided with a form with the following options New / Re-registration / Scope Enhancement / Up gradation. When the user selects the option New then the user will be provided with a registration form with all the details, once he fills the details and says update a new record of enquiry is created. When the user wants to Re-registration / Scope Enhancement / Up gradation the existing enquiry then he has the select the respective option along with the existing Certificate No / File No / Enquiry No then the Detailed Enquiry form of that particular corresponding Certificate No / File No / Enquiry No is displayed then that particular option Re-registration /Scope Enhancement / Up gradation is changed according to the requirement and updated into the database with an button Update. If we want to cancel the transaction then click on the other button Cancel.

1.3 Modify:

When he clicks the option Modify he will be provided with a form provided with the options Enquiry No / Organization Name /SIS code and two buttons Search and Cancel. Once the user provides with any one of the following options and say Search then the Enquiry No / Organization Name / SIS Code of that particular option is retrieved from the database and displayed with the buttons Modify and Add Address. Once we say Modify then that particular record is modified, and if we say Add address then he can add the address to that particular option selected by him.

2.Quotation:

This Quotation module strictly deals with the quotation involved with the enquiry. This module has mainly four options in the form , they are Browse / Create / Modify / Approve.

2.1 Browse:

When the user clicks on the Quotation Module the default option which is selected is Browse. It generally displays all the Quotations of the Enquiries with the following fields as Quotation No / Quotation Date /Enquiry No / Organization Name and a button named Details. Once the user clicks on the button details then the detailed information of that Quotation number is being displayed with all the fee structure involved with it.

2.2 Create:

When the user clicks on the Create Option then the information required to define a new quotation includes an enquiry number for which the quotation is being given, quotation no, date and fee charges (in rupees, dollars) for the various services is being filled and updated with the button update to the data base.

2.3 Modify:

When the user clicks on the Modify Option then the form with Enquiry No / Organization Name / Quotation No is viewed .Once the user fills  in Company Name / quotation no / quotation date , the system will search for the quotation on the search criteria and the details of that quotation is displayed along with a button Modify , once the Modify is clicked by the User then the detailed information of that quotation with its approval status and fee is displayed , so the user can make necessary changes and say  update to Modify the changes and reflect them back into the database.

2.4 Approve:

When the user clicks on the Approve Option then the form with Enquiry No / Organization Name is displayed along with the buttons Search and Cancel. Once the user fills the Enquiry No / Organization Name and say search then the detailed information of that quotation is being displayed along with its approval status is viewed. When the Disapproved status is not Approved then a button  named Approve is displayed once the user clicks on it the status changes to Approved and the changes are reflected to the data base.

3.AUDITS:

Audits are the module which deals with the Auditing details of the Enquiries. Once the user clicks the Module Audits a form with Enquiry No / Company Name / Quotation No / Certificate No with the buttons Search and cancel is displayed. Once the user fills Enquiry No / Company Name /Quotation No / Certificate No then search Enquiries will be displayed according to the search criteria with a button File Info. Once the User clicks the button File Info then the complete filed Information of that Enquiry is being displayed with a button Audit Info. Once the user clicks the Audit Info. Button then the complete audit Information regarding that Enquiry is displayed with the following options in that Form and buttons Follow Ups, Update, Reset. They are as follows:

• Document Review.
• Pre-Assessment.

3.3. Conformance

3.4.  Surveillance

  3.1. Document Review:

Document Review is the default option selected when the user clicks on the Audit Info. Button with this Option the User is able to Review the Complete Information of the Companies File regarding the Auditing and also the Status of the Certificate Standards. In this Fomr the user is also provided with the buttons Follow Ups , Update and Reset. With the Update / Reset buttons he can manipulate the data accordingly and reset the data if not necessary. Once he clicks on the Follow Ups then he will be drive to the Screen where he will be provided the information of the Follow Ups and with two possible buttons New Follow Ups and Cancel. When the User want to create New Follow Ups he will click on New Follow Ups button , and Press Cancel if he needs to cancel the data.

 3.2. Pre-Assessment:

When the User clicks on the option Pre-Assessment then the user will be provided with all the detailed Information of the Company with the Enquiry No, Quotation No, Fee Details, Certificate Details , Audit Information and the Auditors involved in this aspect is being Displayed on the Screen. Here the main theme of this Pre-Assessment module is to Review the Audit Information of the Company before going to the Final Audit of the company  for the conformance of the Certification. The user have options to add the Auditors according to the requirement and delete the Auditors with the provided buttons Add Auditor / Add Prov. Auditors / Add Tech Auditors / Delete Auditors / Delete Prov. Auditors , once the entire Audit Information is reviewed by the team of the Auditors and

make necessary  changes then the user is provided with an button Update to reflected the changes in the database and Reset button to set the changes to the old data.

The Pre-Assessment Module is so flexible that it even provides Flexible Options like Feed Back / Follow Ups / Communications.

 3.2.1 Feed Back:

 The user is provided with an option Feedback to give the feedback on the Audit Information. Once he clicks on the button Feed Back then user is being displayed with the entire Audit Information and the Feed Types like Lead Auditors On Auditors / Auditors on Company / Company on Auditors / Lead Auditor Feedback on company /

Company on AQA. Hence from these different types we can get the Feed Back on different level of Hierarchies involved in the Audit on different aspects. Once he Selects the Feed Back Type and say Go he will be driven to the screen with detailed Feed backs, he is also provided with an Button New Entry to give his fresh Feed Back and save to the data base.

 3.2.2 Follow Ups:

Once the user clicks on the button Follow Ups then he will be driven to the Screen viewed with all the detailed Follow ups made earlier and with two option buttons New Follow Ups / Cancel.

Once the user clicks on the New Follow Ups he is allowed to give the necessary Follow ups and Update the database, and say Cancel if he wants to cancel the present Follow Up.

 3.2.3 Communication:

Once the user clicks on the button Communication then the user will be driven to the Complete Audit Information of the Company with different of Communication Types like AQA(I) to Auditors / AQA(I) to Company / AQA(I) to AQA(I)-USA.

i) AQA(I) to Auditors : Communication is made from AQA(I) to the Auditors involved in the Audit of the Company.

ii) AQA(I) to Company : Communication is made from AQA(I) to Company for which the Audit is being done.

iii) AQA(I) to AQA(I)-USA.: Communication is made from AQA in India to AQA in U.S.A.

Once the user selects  the following Communication Type and say Go he will be provided with all the details of that  Communication Type with a button New Entry. Once he clicks on that Button he will able to create a new Communication Entry and save it to the database.

 3.3. CONFORMANCE:

          Once the User Clicks on the Conformance of the Audits Module then he will be displayed with all the detailed information of the Audit Information with all the Conformance details of the Certificate, Fee details with the following buttons . They are Feed Backs / Communication / Follow Ups / Update / Reset.

 The Feed Back / communication / Follow Ups buttons performs the same functions as performed in the Pre-Assessment sub module. Hence once all the Audit Information is confirmed and the Certificate details are correct or if he wants can make necessary changes and say Update then the entire data is reflected and saved into the database, when he says Reset then the Changed data will be reset to the old one.

3.4. Surveillance:

Surveillance is a Audit Check report for the certification , Surveillance check is done to every company within a specified periods like for 3 months / 6 months / 9 months. Surveillance is left to the company for how many months the check should be carried for the Certificate. Hence depending upon how many times the surveillance check carried for the company , that would be reflected for that Enquiry as Surveillance –I / Surveillance –II  and son on…….

4.AUDITORS :

Auditors Module is the fourth module in the Registration Management System where the user is provided with three possible options . They are Browse, Create and  Modify.

4.1Browse :

Once the user clicks the Browse option he will be able to view all the information of the registered Auditors with all the details like Auditor Type, Auditor Name , Auditor SIC Code and with a small button Details. Once we click the button details then the detailed information of that Auditor is been displayed.

4.2 Create:

 when the user clicks the option Create then he will be provided with a form with the following Auditor Information fields like Auditor Type , Auditor Name , Qualification ,Experience , IRCA No , LACourseDate , Lacert  and the complete personal information of that particular Auditor. Once he fills the details and says Update, a new record of that Auditor is created. If we want to cancel the transaction then click on the other button Cancel.

4.3 Modify:

When he clicks the option Modify he will be provided with a form provided with the options Auditor Type / Auditor Name /SIS code / Is Active  and two buttons Search and Cancel. Once the user provides with any one of the following options and says Search then the Auditor Type / Auditor Name / SIS Code of that particular option is retrieved from the database and displayed with the buttons Modify and Add Address. Once we say Modify then that particular record is modified, and if we says Add address then he can add the address to that particular option selected by him.

 5.Administration:

Once theUser clicks on the Admin Module, then the module is being displayed with all the registered users in this Project with two buttons Modify /Delete, to modify the required record or delete it. The Entire Module Administration is provided with 8 options. They are

5.1   Users

Accre Body

Certificate

Audit Frequency

Auditor

Communication

Feedback

Audit

 5.1. Users:

Once the user clicks on the Administration module he will see the User sub module as default. The user is provided with all the details of the Users involved in this project like User Name / User Type. They also have an option to Modify the changes by providing button Modify and New Entry button to create a new User with all the information and save it to the database.

5.2Accreditation Body:

Once the user clicks on this option then he will driven to the screen with all the information of the Accreditation with the following fields Accreditation Type / Description. They are also provided with buttons Modify  , to modify the changes in any required record and New Entry to create new Accreditation with  all the information and save it to the database.

5.3. Certificate:

Once the user clicks on this option then he will driven to the screen with all the information of the Certificate with the following fields Certificate Type / Description . They are also provided with buttons Modify  , to modify the changes in any required record and New Entry to create new Certificate  with  all the information and save it to the database.

5.4   Audit Frequency   :

Once the user clicks on this option then he will driven to the screen with all the information of the Audit Frequency with the following fields Audit Frequency Type / Description (whether the audit is done once 3/6/9 months). They are also provided with buttons Modify, to modify the changes in any required record and New Entry to create new Audit Frequency with all the information and save it to the database.

5.4Auditor:

Once the user clicks on this option then he will driven to the screen with all the information of the Auditor with the following fields Auditor Type / Description. They are also provided with buttons Modify, to modify the changes in any required record and New Entry to create new Auditor with  all the information and save it to the database.

5.5 Communications:

Once the user clicks on this option then he will driven to the screen with all the information of the Communications with the following fields Communication Type / Description. This Option will be able to explain the user with all the possible communications whether the communications are from AQA(I) to Auditors or AQA(I) to Company or AQA(I) to AQA(U.S.A). Hence this is the key option for the communication in the company.

5.6 Feed Back:

Once the user clicks on this option then he will driven to the screen with all the information of the Feed Back with the following fields Feed Back Type / Description. This Option will be able to explain the user with all the possible Feed Back whether the Feed Back is from Lead Auditor on Auditor, Auditors on Company , Company on Auditors , Lead Auditor Feedback on Company, Company on AQA. Hence this is the key option for the communication in the company.

5.7Audit:

Once the user clicks on this option then he will driven to the screen with all the information of the Audit with the following fields Audit Type / Description. This Option will be able to explain the user with all the possible Audits like Documentation review, Pre-Assessment,Conformance, Surveillance, Special Audit information.

SYSTEM REQUIREMENTS:

HARDWARE REQUIREMENTS:

• System : Pentium IV 2.4 GHz.
• Hard Disk : 40 GB.
• Floppy Drive : 44 Mb.
• Monitor : 15 VGA Colour.
• Mouse : Logitech
• Ram : 512 Mb.

SOFTWARE REQUIREMENTS:

• Operating system : Windows XP/7.
• Coding Language : net, C#.net
• Tool : Visual Studio 2010
• Database : SQL SERVER 2008