Stage 2: Assess Continuous Improvement (CI) Opportunity and Register as a NC or OFI
Activity 1 - DEQMS team conduct a quick assessment of the CI and escalate as required.
- discuss the CI and check to make sure a similar CI has not already been registered. If we have seen this problem/opportunity before and there is a significant concern then the CI will be escalated via the CI Escalation Process, a risk assessment will be conducted as required; and
- does the CI have Work Health Safety WHS implications? It's automatically deemed to be severe and must be addressed urgently in accordance with Work Health Safety Act.
Activity 2 - DEQMS team record the CI as a Non Conformance (NC) or Opportunity for Improvement (OFI) and advise originator.
- record the NC / OFI on the Register;
- create an objective folder as per the agreed file structure;
- complete Stage 1 of the CI Registration and Tracking Form and save it in the Stage 1 objective folder; and
- email the originator with a NC / OFI number to confirm it’s been received and recorded.
Activity 3 - DEQMS team organise the CI Stage 2 Assessment meeting to discuss the NC / OFI.
The DEQMS team lead the CI Stage 2 Assessment meeting using the CI Stage 2 Assessment Meeting template with the identified internal and external SME’s/stakeholders.
The meeting will discuss the following:
- overview of the DEQMS CI Process and way forward for the NC / OFI;
- outcomes of the DEQMS quick assessment;
- PRAP outcomes, if relevant;
- does this relate to legislation, policy, process, template or product;
- identify the possible approach to progress the problem/opportunity;
- process mapping, facilitating workshops;
- analysing existing policy or process guidance or the need to address a new Australian Government obligation;
- discuss who the appropriate stakeholders/directorate responsible for addressing CI including if it relates to other areas in Defence i.e. contractor, Group or Service; and
- is there a quick fix to the CI, what is the risk of doing nothing;
- do we need to do a Continuous Improvement Risk Assessment;
- is a CI plan required, who will be the SME Lead assigned the responsibility to develop the CI Plan and date it will be provided; and
- what are our next steps and agreed timeframe's.
If agreement cannot be reached between the SME’s/stakeholders, the CI should be escalated using the CI Escalation Process.
Activity 4 - DEQMS team update the NC / OFI record with the outcomes of the meeting.
- schedule the next meeting;
- complete the CI Meeting Minutes;
- update the CI Registration and Tracking Form with the endorsed CI Meeting outcomes, including the agreed timeframe's and way forward;
- send the SME Lead the updated CI registration and Tracking Form;
- update the NC / OFI Register; and
- save/update records in Objective.
Activity 5 - If required, DEQMS team coordinate detailed assessment.
DEQMS Team will undertake a more detailed assessment of the CI, looking at other data sources as shown below to gather existing information about the CI and assess the frequency of the problem/opportunity.
Data sources include (but are not limited to)
Liaison / engagement / meeting / committees
- Liaison between DEQMS Team members and internal and external stakeholders (verbal and written) regarding CI;
- Senior management feedback during monthly DEQMS management meeting; and
- past decisions format Committees and Forums.
- Formal DEQMS survey responses regarding completeness and accuracy of DEQMS policies, processes, procedures and templates.
- Quality Management Reporting Trends - includes all audit program findings, current/past/closed non-conformances and opportunities for improvement;
- DEQMS Audit & Review Program and associated results; and
- Other audit reports e.g. formal reports provided by third parties documenting audit/review findings.