ISO-BASED PROCESS MODEL (MAP) A GOOD TOOL FOR STANDARDISATION, QUALITY DOCUMENTATION AND IMPROVEMENT

Transcription

1 ISO-BASED PROCESS MODEL (MAP) A GOOD TOOL FOR STANDARDISATION, QUALITY DOCUMENTATION AND IMPROVEMENT Laura Lukšaitė-Balakauskienė Vilija Lapėnienė Statistics Lithuania 6 1 S T I S I W O R L D S TAT I S T I C S 1

2 CONTENTS Statistical system of Lithuania Quality framework of Statistics Lithuania Process approach according to the ISO 9001 Process model (map) and process documentation Benefits and problems/risks Future improvements 2

3 STATISTICAL SYSTEM OF LITHUANIA Government of the Republic of Lithuania Statistical Council PRODUCERS OF OFFICIAL STATISTICS STATISTICS LITHUANIA Users State and municipal authorities and agencies Politicians PROVIDERS OF DATA Economic entities Other national statistical authorities (ONAs) 21 Bank of Lithuania Representatives of business Representatives of science Media Households and residents Administrative data sources ONAs of European statistics 8 ONAs of national statistics 13 Students and pupils International organisations Embassies Non-governmental organisations PARTNERS Eurostat and other EU institutions Statistical offices of other countries Scientific institutions International organisations Public administration institutions Lithuanian Statistical Society 3

4 QUALITY FRAMEWORK OF STATISTICS LITHUANIA Official statistics are produced following the principles of the European Statistics Code of Practice QMS conforming to the ISO 9001 implemented in 2007 Certified for the fourth time according to the new version of the ISO standard: ISO 9001:2015 in 2016 Scope of certification: organisation of statistical work (surveys), production and dissemination of statistical information 4

5 QUALITY MANAGEMENT PRINCIPLES OF ISO 9001: Customer focus the primary focus of quality management is to meet customer requirements and to strive to exceed customer expectations. 2. Leadership leaders at all levels establish a unity of purpose and direction and create conditions in which people are engaged in achieving the organisation s quality objectives. 3. Engagement of people competent, empowered and engaged people at all levels throughout the organisation are essential to enhance the organisation s capability to create and deliver value. 4. Process approach consistent and predictable results are achieved more effectively and efficiently when activities are understood and managed as interrelated processes that function as a coherent system. 5. Improvement successful organisations have an ongoing focus on improvement. 6. Evidence-based decision-making decisions based on the analysis and evaluation of data and information are more likely to produce desired results. 7. Relationship management for sustained success, organisations manage their relationships with relevant interested parties, such as providers. 5

6 Statistics Lithuania commits itself: QUALITY POLICY OF STATISTICS LITHUANIA To better meet the needs for statistical information of various user groups To develop the dissemination of official statistics through the Official Statistics Portal To strengthen cooperation with respondents motivating them to provide high quality statistical data To strengthen the coordination of institutions managing official statistics, to encourage institutions managing European statistics to implement the provisions of the European Statistics Code of Practice To improve the QMS To enhance inter-institutional and international cooperation in the area of statistics through active participation in legislative processes in Lithuania and the European Statistical System To foster initiative and responsibility, improve qualification and enhance competence, increase staff motivation To use resources responsibly and to implement measures enabling the preservation of the environment. 6

7 PROCESS APPROACH QMS AND ITS PROCESSES According to the ISO 9001, the organisation shall: establish, implement, maintain and continually improve a QMS, including the processes needed and their interactions determine the inputs required and the outputs expected from these processes determine the sequence and interaction of these processes determine and apply the criteria and methods needed to ensure the effective operation and control of these processes determine the resources needed for these processes and ensure their availability assign the responsibilities and authorities for these processes address the risks and opportunities in the processes evaluate these processes and implement any changes needed to ensure that these processes achieve their intended results improve the processes and the QMS 7

8 PROCESSES OF STATISTICS LITHUANIA GENERAL SCHEME OF PROCESS MODEL (MAP) 3 levels Process subprocesses activities 8

9 PROCESS MANAGEMENT Process managers Assigned to each process by order of the DG of Statistics Lithuania Responsible for the organisation and coordination of the process: setting objectives, rules and procedures for a process process monitoring, analysis of improvement possibilities management of risks and improvements assessment of process efficiency reallocation of resources Effective operation of processes Statistical production process managers Head of the Methodology and Quality Division General requirements for processes, monitoring of their implementation Survey/product managers Survey organisation, supervision and control 9

10 PROCESS DESCRIPTION Description in written form (methodological documentation, descriptions of procedures, rules, guidelines, etc.) At the institutional level At the statistical work/survey level Graphical presentation process model (map) (QPR ProcessDesigner) Inputs, outputs Process flow, activities, actors Resources, regulations Guidelines Input Process Activity 1 How the process is managed, monitored and improved Regulations, guidelines Process Activity 2 Activity 3 Output Result +Eligibility Criteria Process Interactions with other processes Resources 10

11 OPERATION OF THE PROCESS MAP 11

12 OPERATION OF THE PROCESS MAP (VIDEO) 12

13 Actors Input PROCESS OF DATA COLLECTION AND PROCESSING OF PRIMARY DATA Descriptions of procedures, guidelines Input Descriptions of procedures, guidelines Output Activities Activities Input Output Descriptions of procedures, guidelines 13

14 ELEMENTS OF GSBPM ON THE PROCESS MAP OF STATISTICS LITHUANIA 3. Production of statistical information Need for additional primary data editing 3.1 Decision to carry out the survey, survey design Survey design 3.2 Preparation of methodology Methodology, questionnaires 3.3 Data collection & processing of primary data Primary data 3.4 Preparation of final statistical information i i i i Specify needs Design Build Collect Process Analyse Disseminate Evaluate Activities and processes of Statistics Lithuania are mapped to the GSBPM It is planned to fully align the process map with the GSBPM in the nearest future 14

15 BENEFITS OF PROCESS MAPPING The process map is a handy tool for standardisation and quality improvement, and can also be used as a basis for the quality documentation system It allows to: systematically define, describe and plan result-oriented processes and activities clearly define responsibilities and interactions between processes and functions standardise processes and their terminology link quality documentation and metadata needed to support the operation of processes and to ensure the quality of results compare processes between institutions or surveys get information on the system s structure and organisation of resources Creates the full view of the system and its intended outcomes better understanding of processes and own contribution to the quality of results; facilitated process management; greater focus on value added processes, their results and opportunities for improvement, process optimisation; more effective allocation of resources 15

16 PROBLEMS/RISKS High process description and documentation burden on responsible staff in the first phase of implementation Continuous ensuring of the relevance of process schemes and documentation especially if they are not automatically linked with the document management system Risk of excessive bureaucracy General statistical process is shown on the process map, and one could miss specific aspects of statistical surveys they are described in the methodological descriptions of statistical surveys 16

17 FUTURE IMPROVEMENTS Project: Standardisation of models used for statistical process documentation, quality measurement and process data management Expected results Full standardisation of the statistical process, its phases and subprocesses according to the GSBPM and respective revision of the process map More structured documentation of the process data and metadata model according to the GSIM and linking it with the process map Simplified quality monitoring through technical means allowing centralised representation (in the process map) and monitoring of quality indicators; forming quality reports 17

18 THANK YOU! Laura Lukšaitė-Balakauskienė Statistics Lithuania 18