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Quick Reference Guide: Management Review Module

Contents General Information ................................................................................................................................................ 2 Meeting Organizational Data ............................................................................................................................... 3 Team Members and Positions ............................................................................................................................. 3 Meeting Summary .................................................................................................................................................... 4 Meeting Action Items ........................................................................................................................................... 10 Linked Records ....................................................................................................................................................... 11 Documents ................................................................................................................................................................ 12 Print ............................................................................................................................................................................. 13 Meeting Activity ..................................................................................................................................................... 14 Management Review Final Approval............................................................................................................. 14

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Below are instructions for completing the Management Review Module. This module captures the information related to the Management Review process as described in the standard GL-WFT-OEPS-L2-01 Operational Excellence and Performance System.

General Information

1. Select Meeting Level: In this field select from the drop down menu if the Management review is a facility, country, regional or global Review.

2. Initial meeting date: click on the calendar icon and select the date for the initial management review meeting (the entire management review process might need many meetings to be completed. These dates will be captured in the “Additional Meeting Dates” explained in section 4 below.

3. Alternate Meeting Number field: this is an optional field, in case you want to relate to any other meeting record.

4. Additional Meeting Dates: Click on “Add new Record” to enter all meeting dates that the

management reviews occurred. The “Meeting comment” box is optional but it is advised to have a summary of the topics covered on that meeting. You can add as many dates as necessary.

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Meeting Organizational Data

1. Click the “Lookup Org Data” button. Start typing the location in the “WFD Location” box

and select from the options provided in the drop down menu. Select the Business Unit and Product Line from the drop down menus. When done, click on Ok button.

* You can check the “Make These My Default Selections” so the system will keep this information as the default organizational data for all entries you make in WPTS.

Team Members and Positions

Click on the “Add new record” button to add Management Review team members.

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1. In the “Name” field, start typing the person´s last name and then select from the options provided in the drop down menu.

2. Select the position this person holds in the management review team. Click Insert when done.

Meeting Summary In this section you will summarize all topics reviewed.

Click on the “Add new record” button to add records for each topic.

1. Select the topic that will be reviewed from the drop down menu. WPTS list all the minimum management review inputs; so in order to complete the management review process, all topics must be included. In the next page you will find a brief explanation for each input.

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1. Review Topic: OEP Policy

In this section management shall review if the OEPS Policy is available to all employees; if it is being applied effectively ; if employees understand how their job relate to it and verify if the culture in the location, country or region is driven by the Policy statements. Improvements to be done shall be listed as action items.

2. Review Topic: Objectives_Targets

In this section management shall review the targets and SMART objectives that were set up for the current year, identifying achievements and defining action items needed in order to close the gaps of unachieved goals. This information will be used when preparing SMART objectives for the following year.

3. Review Topic: Audit Results

In this section management shall review the results of internal and external audits; verify if nonconformances raised from audits have been closed out and actions items implemented effectively; verify is the OEPS Audit program was complied with (including self-site audits). Outstanding issues shall be listed as action items.

4. Review Topic: Training and Competencies

In this section management shall review the status of employees training and competence (both technical and non-technical); verify if the annual goals were achieved; identify training and competencies that need to be developed; identify actions needed for any unachieved target; identify improvements needed for the implementation of the training and competence program, as per Global T&D requirements.

5. Review Topic: OEPS Standards

In this section management shall review: the effectiveness of OEPS standards implementation; identify gaps that need to be worked on; any change/waiver/variance or exception request to an OEPS standard requirement; review alignment of L4 TWI to OEPS requirements.

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6. Review Topic: Corrective and Preventive Actions

In this section management shall review if nonconformances, corrective and preventive actions have been documented, investigated and effectiveness of actions taken; evaluate the proper use of the WPTS; identify action items in order to improve the control of nonconformances; evaluate nonconformances trend to identify major issues and develop controls needed.

7. Review Topic: Incident Investigations

In this section management shall review if classification, management and notification of all incidents have been done properly, ensuring timely and effective reporting and investigations; identify improvements to be done in the investigation process and define actions to be taken.

8. Review Topic: Customer Feedback

In this section management shall review customer and stakeholders complaints, surveys, feedback etc. in order to determine any positive and/or negative trends that need to be addressed.

9. Review Topic: Risk Assessments

In this section management shall review risk assessments performed and updated during this reporting period, verifying if assessments are properly documented, reviewed and approved by the relevant departments; identify gaps in the execution of risk assessments and define action items to have them closed; ensure risk assessments are applied in the service execution; identify required training; identify improvements for the risk assessment process.

10. Review Topic: Internal and External Communication Processes

In this section management shall review if internal communications are in place (such as communicating failure analysis to affected personnel, corporate announcements down to the proper level, employee boards with HR information, daily activities/services and changes required by the customers, MOC results, etc.) and identification of any actions needed for improvement or to close gaps. External communication review: analyze if communication with customers, suppliers and interested parties are being effective and identify necessary action items to close gaps.

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11.Review Topic: Organizational and Process Performance

In this section management shall review: analysis of effectiveness of facility processes (or country/region, depending on the level of MR being conducted) – such as receiving, invoicing, logistics processes, purchasing, billing, capturing cost, etc. and identification of improvements needed for specific processes (with specific actions items).

12.Review Topic: Product Conformity

In this section management shall review products’ performance and conformance to the customer specifications (internal or external customers).

13.Review Topic: Recommendations for Improvement

In this section management shall review the employee suggestion program, including OFIs, the organization commitment and the falls and benefits of the program as it is implemented.

14.Review Topic: Behavior Observations

In this section management shall perform an analysis of the behavior observations identified throughout the year and identify if actions taken were effective and list any necessary actions to be taken.

15.Review Topic: planned changes that could affect the management system

In this section management shall review the validation of changes implemented through the MOC process; the effectiveness of those changes; the need for new MOCs; review if all changes have been properly communicated and implemented in all impacted areas.

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16.Review Topic: Follow-up actions from previous reviews

In this section management shall review the results and follow up on action items identified during previous management reviews

17.Review Topic: Performance Metrics

In this section management shall perform an analysis and trend KPI´s measured for performance evaluation and identify actions to be taken for improvement (e.g.: HSE KPIs, NPT rate, utilization rate, inventory count, etc.)

18.Review Topic: Annual Budget and Variances

In this section management shall compare actual finance results with planned budget; identify the variances and define impacting factors; review actions needed to recover; gather relevant data for the following year budget planning.

19.Review Topic: Supplier Performance

In this section management shall review supplier performance (product or service attributes); review if they fulfill contract requirements; responsiveness to queries; accuracy of invoicing; flexibility (ability to respond to changing needs); customer complaints related to the supplier; review of critical suppliers´ quality plan.

20.Review Topic: Development in Legal and other requirements

In this section management shall review any update on existing legal requirements; compliance to all applicable legal requirements; identify any necessary action to close a gap; review legal issues that may have been raised.

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Meeting Summary cont.

2. Add a summary of the topic being reviewed in the Summary Notes. If you would like to add an attachment as evidence or to add information you can do it in the Documents section, as described later in this guide.

3. Person Responsible field: add the name of the person who will ensure that the topic has been completely reviewed, all necessary action items, if any, have been identified (with task owner and due date – see Meeting Action Items section for details), and will add the close date when this is done.

4. Date Closed: this is the date when the topic has been completely reviewed, any necessary file attached and all action items identified. This may be done during the meeting or may be added in a later date. Note: you don´t need to wait until all action items have been closed to enter this date, since action items closure dates are captured in the Meeting Action Items section.

21.Review Topic: OEPS Enterprise Systems

In this section management shall analyze if enterprise systems (called out by corporate) are effectively implemented and identify actions needed for gaps and systems not yet in place. (JDE, ASL, CMS, WPTS, Econnect, Acorde, Stellent, etc.)

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5. Need Upper Level Review: this box shall be selected for all topics that need further attention at a higher level (this could be items that cannot be solved or are a high risk category that need to be reviewed at a higher level).

Meeting Action Items In this section you will list and track all action items identified during the management review process.

Click on the “Add new record” button to add a new action item.

1. Tasks field: Describe the task/action item identified

2. Select the person responsible for completing this task. Stat typing the person´s last name and select from the drop down menu provided. Note: Once a person is selected and the “Insert” button pressed, WPTS will send an e-mail notification to this person, with the description of the task and a link to it. A checked box showing “Email sent” will be in the main screen, as shown in the following picture.

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3. Define the due date for task completion. Once this information is added, click on Insert.

4. During the completion of an action item, the person responsible will edit the item in order to

enter the steps taken to complete the task. This can be done by clicking on the ‘pencil’ icon of each task:

5. Completion Date: to be added by the person responsible for the task, once completion is achieved.

Linked Records This section is to be used if you would like to link a WPTS record such as job tracking, incidents, meetings or audits.

Click on the “Add new record” button to add a linked record.

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1. Enter a valid Record ID. This ID number needs to be an existent record ID issued by WPTS.

2. Linked Module field: Select if the record being linked is a job tracking, incident, meeting or an audit.

3. Type a comment related to the record being linked. Click Insert when done. Note: All the fields on this page are mandatory. If you try to insert a record without any of these fields being completed, a red dot will appear indicating the missing field:

Documents The “Documents” menu is where you will upload all files that are relevant to the Management Review.

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1. Select the file category for the document being uploaded from the drop down menu. Select ‘other’ if you can´t find the specific category.

2. Describe the file being uploaded. This field is optional but it helps to identify the files when reviewing them.

3. Click on Browse to search for the document in your library. Once the file is selected, click on Upload.

4. While the file is being uploaded, the status will be visible on the Upload Status bar.

5. All documents uploaded to the management review module will be listed in the Uploaded Documents section. You can “View”, “Edit” or “Delete” a file though the menus in the main page, as identified in the picture above.

Print You can print a management review report by clicking on the “Print” menu:

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1. Keep this check box marked to print the management review report.

2. If you want the report to be in word format, keep the “Output to MS Word (2007+)” check box marked. Otherwise the report will be generated in pdf.

3. Select the page size that you would like your report to be: Letter or A4. Then click on Create Report button. Once the report is generated, click on Cancel/Done to return to the main menu.

Meeting Activity All the activities done for each management review form will be recorded in the bottom of the page, under the Meeting Activity section

Management Review Final Approval Once the management review process has been completed (i.e.: all inputs have close dates, all necessary files are uploaded and the report is ready to be reviewed by the higher level), the Final Approver shall sign the form by adding his/her name and the approval date. The final approver will be the highest ranking personnel, depending on the level of review:

Facility management review – Highest ranking manager on site Country management review – Country Manager Regional management review – Regional Vice President Corporate management review – Vice President of OEP