Process Specifications: Writing to Meet Your Needs
You’ve been assigned the task of writing a process specification. Where do you start? There are a few things to consider no matter where the process specification you are writing will apply – on site, off site, or on site but performed by a vendor. Then there are considerations that are unique to how and where the process will be performed.
In-House Processes Benefit from Company Infrastructure
When the process specification you write is for use by your facility or facilities operated by your company, you can leverage your company’s existing infrastructure and organization. This simplifies the process specification in several areas. Quality requirements can reference company procedures. Safety precautions can be implemented using the company safety program. Coordination with other processes or logistic requirements can be more easily managed. However, even an in-house process specification needs a level of detail that will assure results are acceptable and that the process can be executed consistently.
If the process specification results in production of a part or system that ultimately becomes part of a product sold to other businesses or consumers, then hazardous materials and safety characteristics associated with the final product need to be contained in the specification. This will assure continued marketability of the resulting product and minimize returns and canceled orders.
Processes Performed Off Site Require Less Execution Details
If the process specification you are writing is intended for use by vendors in their facilities, it is important to minimize the amount of how-to requirements. This may seem to conflict with the task of writing a process specification. You should consider writing a product specification rather than a process specification if the result of the process is a component, system, or product.
If the process involves creating materials for use in production or performing one of the steps necessary for completing production such as applying coatings, then be sure to include enough requirements in your specification to get what you need without over-specifying and taking on liability for the results. Unless there are quality, safety, or regulatory requirements driving you to specify how something is done, you should keep the specification down to input materials – if the vendor isn’t procuring all materials – and the required performance-related characteristics of the output such as ability to withstand temperature extremes or vibration.
The specification should include testing or validation requirements and how proof that the specification is being met needs to be documented. The performance of the process to the specification needs to result in a final product that is consistent with your quality requirements. If inspection by your company’s quality organization is required or if certification of the product or the vendor is required, be sure to include this clearly in the specification. Costs and delivery schedules are significantly affected by these types of requirements.
On Site Vendor-performed Process
Of the three types of process specifications discussed here, this is probably the most difficult type to write. The need to control activities within company facilities must be balanced with the amount of liability the company assumes if there is a problem during execution of the process. Some considerations when writing this type of process specification include:
- Identify clear points of hand-off between company responsibility and vendor responsibility
- Discuss communication interfaces between the vendor and company programs
- Use industry standards to set requirements
- Provide chain of command for reporting operation status and upsets
If it is possible to have responsibility transfers occur based on physical barriers such as operations in a specific building or on one side of a door being controlled by the vendor, you will minimize the potential for confusion. Once the vendor is on site, setting up regular communications between counterparts within programs will keep information flowing and mitigate production upsets. Using industry standards for requirements rather than creating them for the process specification or using company procedures provides easy access to critical information and should result in lower costs. Including the formal chain of command in the specification assures that company personnel with the responsibility and authority to address issues are notified to resolve issues in a timely manner.
Industry Standards Provide Common Ground
No matter which type of process specification you are writing, using industry standards to the extent possible provides the benefit of best practices and consistent expectations. Costs should be lower for the process as well since outside vendors would likely be already following industry standards. If the specification will be used as part of the bid process, there will be more qualified vendors for a process based on industry standards than if company standards or unique requirements are used. This should result in cost-competitive pricing.
There are a few important points to successfully using standards in specifications.
- Be sure you know the content of the standard you are citing. Standards change over time. If you haven’t reviewed the current version of a standard, the information you need may no longer be included.
- Include a detailed citation when referring to a standard. This means not only the version or date of the standard but also the section of the standard. Many standards contain detailed information for a variety of scenarios which may result in confusion regarding what is being specified.
- Once you include a standard in your process specification, stay current. Changes to standards after you have included it in a specification may require changing the specification. Also, many standards are revised to reflect improvements in industry.
IHS Provides Current Standards
IHS maintains the comprehensive databases of standards and employs proprietary processes and technology to collect, manage, and deliver a vast inventory of information. IHS is an ISO 9001 registered company. As a result, use of IHS standards solutions fits within even the most rigorous quality management systems.
IHS Offers Standards Products and Custom Solutions
Contact us at 800.716.3447 (US / Canada), 303.397.2896 (Worldwide) or visit our solutions portal to find out more about standards, standards-related products, and enterprise services applicable to the manufacturing industry.