Case Study : QMS Implementation for a Leading Door Lock Manufacturer.

Client Overview :

Virat Services was engaged by a renowned manufacturer of door locks and handles with a strong brand presence in India and select international markets. The client's operations spanned several departments, including sales, purchasing, production units (press cutting, machining, CNC, washing, electro-platting, marking, assembly, final inspection, packing, design, and die-repairing machine shop), which each department working in isolation.

The client sought to improve internal coordination, establish efficient processes, and implement a QMS (Quality Management System) to enhance operational efficiency and product quality. The engagement lasted for 8 months.

Challenges Identified before QMS Implementation :

1. Lack of Coordination: There was minimal communication between departments, leading to inefficiencies, delays, and quality issues. Each department worked in silos, resulting in inconsistent workflows and unaddressed problems.
2. Inconsistent Stock Management: There was no effective tracking or management of inventory across the store and production units. Discrepancies between actual stock and records were frequent, causing delays in production and shipment.
3. Quality Control Gaps: Materials entering the factory were not subjected to a consistent inspection process. The incoming inspection lacked structured documentation, and issues with material quality were not communicated effectively to suppliers.
4. Lack of Standard Operating Procedures (SOPs): Several processes lacked defined standards, especially in machine maintenance, die repairs, and overall shop floor organization.
5. Operational Inefficiency: Departments did not have proper performance tracking systems in place for staff, machines, and tools, leading to issues such as unaccounted downtime and lack of maintenance for tools and dies.
6. Non-Compliance with 5S: The factory and office spaces were not adhering to 5S principles (Sort, Set in order, Shine, Standardize, Sustain), leading to a cluttered and inefficient workspace.

Approach And Solution :

Phase 1: Initial Assessment and Gap Analysis

The Virat Services team began with a thorough audit of the existing systems and processes across all departments. Key areas assessed included stock management, material inspection, production workflows, and employee performance. The audit revealed the gaps mentioned above, and the need for a robust QMS to improve operations.

Phase 2: Implementation of QMS and Operational Overhaul

1. Inventory Management System:
• Random checks were introduced to verify stock quantities in the ERP system against the actual stock in the warehouse. This helped to eliminate discrepancies and streamline the inventory process.
• A clear labeling and location system was implemented for better tracking.
2. Incoming Material Inspection:
• A standardized inward inspection sheet was introduced for all incoming materials, ensuring every item was inspected upon arrival.
• Materials were classified as Accepted, Accepted with Deviation, or Rejected, with thorough inspection reports to document the quality of each batch.
• A Non-Conformance (NC) report system was introduced for handling defects in incoming materials. These reports were sent to suppliers, and a follow-up mechanism was established to ensure supplier accountability and corrective actions.
3. Production and Shop Floor Organization:
• 5S Implementation: A systematic 5S approach was adopted across various departments, including stores, offices, and shop floors. This resulted in a cleaner, more organized, and safer environment, boosting efficiency and reducing the risk of errors.
• Daily Maintenance Checklist: A daily maintenance checklist was implemented for all machines to ensure regular upkeep, minimizing downtime and improving equipment reliability.
• Tool, Die, and Punch Maintenance Records: A detailed record-keeping system for tool, die, and punch life cycles was established, ensuring timely maintenance and replacements, preventing production delays.
4. Performance Monitoring and Reporting:
• Attendance Monitoring: Attendance percentages for both staff and workers were tracked to improve workforce discipline and productivity.
• Plan vs. Actual Sheets: These were introduced to track the effectiveness of production planning and to ensure that actual output met planned targets.
• Breakdown Records: A system was implemented to document machine breakdowns, helping to identify recurring issues and implement corrective actions.
5. Communication and Safety:
• Display/Communication System: Visual displays were set up across the facility to communicate key performance indicators (KPIs), safety protocols, and work-related updates to staff and workers.
• Workplace Safety: Regular safety audits and awareness programs were conducted to ensure a safe working environment. Safety signage was installed, and safety protocols were followed diligently.
6. Design and Die Repair:
• A dedicated tool or die repairing register was introduced to ensure that die repairs were tracked, scheduled, and completed on time, minimizing delays in production.
7. Document Control:
• Proper documentation procedures were set up to ensure that all critical documents, including drawings, inspection reports, and NC reports, were securely controlled and easily accessible.

Results And Benefits :

1. Improved Coordination: With clearer workflows, regular communication, and better integration across departments, coordination improved significantly. This led to more streamlined operations and reduced errors.
2. Enhanced Inventory Management: The company achieved better control over its stock and inventory, eliminating discrepancies between recorded and actual stock levels.
3. Better Quality Control: The QMS enabled a more robust and structured inspection process, leading to better material quality control and improved relationships with suppliers.
4. Increased Operational Efficiency: The implementation of 5S, daily maintenance checklists, and breakdown records significantly reduced downtime and improved equipment life.
5. Workplace Safety and Staff Engagement: With an enhanced focus on safety and communication, workplace accidents decreased, and employee engagement increased.
6. Cost Savings: Efficient material handling, reduced breakdowns, and better tool and die maintenance resulted in significant cost savings for the company.

Conclusion :

Virat Services' QMS implementation brought about a significant transformation in the client’s operations. By focusing on process improvements, departmental coordination, inventory management, and quality control, the client was able to enhance overall efficiency, reduce costs, and improve product quality. The success of this 8-month engagement is a testament to the importance of a well-structured QMS in manufacturing environments.

Through these systematic interventions, the client was able to streamline operations, enhance coordination across departments, and establish a culture of continuous improvement. This case study demonstrates the value of professional consultation in transforming manufacturing operations and setting the foundation for sustainable growth.