Instruction: WI Date Printed: 06/23/2011 Approved By: QSA

Transcription

1 Page 1 of 8 1. Purpose & Scope To provide instruction to Machine Operators regarding the proper operation of the inserter machines. 2. Definitions Count Report Job Sleeve Job Work Order Sample TGI Quality Assurance Check List (TGQ 9.6) Unit Placard Work Ticket Titled USPS Qualification Report, this document is generated as required to assist Mail Floor Associates in traying, sorting and separating postal deliveries. Internal documentation generated to provide detailed and specific customer requirements for job processing for specific production departments. Portions of this become part of the Job Jacket for billing purposes and then serves as a history file when jobs are completed. Other pieces, such as Work Tickets, may be retained by the individual departments for a period of time. ProMail generated documentation that defines the steps involved in processing a job from start to finish, as entered by the PM, Sales Rep. or CSR. Typically provided by the client or their agency as a physical sample of a kit, book, product, or a printed piece to mimic for production comparison (color, bindery method, weight of stock, assembly. etc.). An In Process Inspection form that details job information, critical success factors to check, frequency of inspections, pass/fail, comments and the inspection authority. A ProMail generated document used by Warehousing Associates to identify product in the warehouse including physical location of the skid, product name, ProMail ID number and a customer assigned product ID number. An internal document generated via ProMail that provides detailed job instructions to effected departments. This term is used synonymously throughout TGI as "Task Sheet".

2 Page 2 of 8 3. Responsibilities M.O. Machine Operator 4. Authority SUP Supervisor 5. Revision History Revision 16 - ( ) - Changes to Step 7. Re-training required. Revision - ( ) - Changes throughout. Re-training required. 6. Instructions 1. Supervisor/Team Leader Review Job Every job shall be reviewed by the SUP/TL prior to release to production associates. The contents of the Job Sleeve, Work Tickets, Sample and Job Work Order are to be reviewed for any discrepancies or inconsistencies. The SUP/TL will also review any special instructions or job comments. Any questions or problems shall be resolved with Production Control. While reviewing the job, the SUP/TL shall produce a TGI Quality Assurance Check List (TGQ 9.6) noting critical success factors to check. 2. Review Work Ticket and Job Sleeve for Detail The Machine Operator will check the Job Sleeve for a Sample and Work Tickets. If any are missing, report it to the Supervisor. Review the Job Sleeve for detail. This detail will be found in the work description and/or special instructions area of the Work Ticket. Critical information would include: quantity, customer specifications, Count Reports (if other than 1st class mailing), Sample Board, etc. 3. Retrieve Stock Stock to be put into production will be identified in the Staging Area. Ensure stock matches sample on the Sample Board provided. Stock being retrieved from the staging area for a job will only be done by the Machine Operator or delegated associate. Ensure that where versions are to be run, they are separated! The Machine Operator will report discrepancies to Supervisor or Team Leader at once. If more stock is required, advise your SUP/TL as stock pulls are to be performed by qualified Warehouse associates. 4. Set Up the Inserter

3 Page 3 of 8 Instructions (Continued) Set up the inserter(also meter or stamp machine if required). According to customer specifications, check and adjust as needed all sensors, bins, guides, etc. 5. Meter/Stamp Jobs If job calls for postage to be added, fill out appropriate section of the daily postage record. 6. Quality Check and Sign Off A live product will be photocopied along with individual inserts then stapled together in order to match the PM provided sample board. On the front of this operator assembled sample, the machine operator will write the job #, list, name of client, initials and date, before taking to Qualified Associate for final sign off. A Qualified Associate or M.O. will be required to bring the sample board/sample, first piece and task sheet to a Qualified Associate for a 2nd sign-off. If any discrepancies, the job will be stopped and the supervisor or PM will be notified for further instruction. The Qualified Associate will re-review and sign off. This operator assembled sample will be retained in the job sleeve. 7. Sample Retention On certain jobs, a sample of stock will be pulled from each carton and stamped with a date/time stamper. If stock is stacked raw on a skid, a sample will be pulled from each layer. Those samples will be retained in the proper tub/container located in the production area for 90 days. If this is required, it will be stated on the critical success factors to check portion of the TGI Quality Assurance Check List (TGQ 9.6). 8. Run the Job Production may now begin. Every handful of finished product should be checked for blanks, stamp adhesion, proper seal, etc. As finished product accumulates, it may need to be kept in order. Tray tags are used for identifying and/or sequencing items properly. Finished product will be boxed or placed in mail trays as indicated by customer specs. On occasion, jobs will be sorted during processing on the stacker machine. 9. Collect Damaged Labeled Stock The M.O. will collect all pieces of labeled stock that do not conform to customer specs. These will be bundled and given to the Supervisor, who will then give these to the appropriate CA. The Laser Print department or customer will be advised to reprint personalized stock. The SUP/TL will determine whether reprints are required for generic stock. 10. Move Product to Next Production Step and Relocate Extra Stock See Supervisor or Team Leader for placement of finished product. If mailing is straight 1st class, needs to be sorted or is finished, the M.O. will place extra stock in designated area, following the instruction given in the job work order and/or Work Ticket. Otherwise, extra stock travels with the job until completion. 11. Complete Paperwork Any problems encountered are to be noted on the Job Work Order or Work Ticket (task). The Job Sleeve travels with material to the next operation or if job is completed, the Job

4 Page 4 of 8 Instructions (Continued) Sleeve is turned into the Supervisor or Team Leader. If a meter/stamp job, then record all critical information on the Daily Postage Record. Critical information includes: job number, customer name, drop or list number (if applicable), MO initials, postage rate, descending reading, etc. Place completed daily postage record and any unmailable, postage bearing pieces into the designated basket (or Work Ticket). 12. Handling Monthly Jobs All paperwork for monthly jobs will be collected in the machine area or Production office. 13. Insufficient Stock If there is insufficient stock to complete any job, the MO will inform the Supervisor or Team Leader and record this on the job work order. Include the job number, description, initials, date and time, number of pieces short and list or drop (if applicable). SUP/TL will investigate to remedy. 14. Clean Work Area and Perform Preventative Maintenance After job is completed, MO will clean up area as he/she deems necessary to keep area orderly. The Machine Operator will then check and perform any daily maintenance tasks. 7. Procedure References Control of Production and Service Provision QSP Infrastructure QSP 6.3 Monitoring and Measurement of Processes QSP Planning of Product Realization QSP 7.1 Work Environment QSP Instruction References No instructions are referenced by this instruction. 9. Records Count Report CR Retain for a minimum of one year Sample SAM Retain for a minimum

5 Page 5 of 8 Records (Continued) of 3 years TGI Quality Assurance Check List TGQ 9.6 Retain for a minimum of 90 days Work Ticket WT Retain for a minimum of 30 days

6 Page 6 of Addendum - Flow Chart Review Work Ticket and Job Sleeve for Detail Retrieve Stock Set Up the Inserter Meter/Stamp Jobs a

7 Page 7 of 8 Addendum - Flow Chart (Continued) a Quality Check and Sign Off Run the Job Collect Damaged Labeled Stock Move Product to Next Production Step and Relocate Extra Stock b

8 Page 8 of 8 Addendum - Flow Chart (Continued) b Complete Paperwork Handling Monthly Jobs Insufficient Stock Clean Work Area and Perform Preventative Maintenance