ISO 9001 Process Interaction Map Template

ISO 9001 Process Interaction Map Template: Everything You Need to Know

Understanding the processes that make up your system, and particularly how processes are related and interact with each other is key to being able to successfully implement or maintain a quality management system (QMS) according to ISO 9001. An ISO 9001 Process Interaction Map Template can help with documenting and managing these interactions. In this article you will learn about the importance of a process interaction map for ISO 9001, what it is, how you can benefit from using an ISO 9001 template and how to create one.

ISO 9001 Process Approach

The ISO 9001 standard is built around the idea of a "process approach", and specifically understanding how your processes are connected and interact with each other

What is the process approach?

"The process approach is a way of perceiving an activity as a process, so that activities are related as a network of interdependent processes, characterized by the transformation of inputs into outputs and interactions between these processes."

ISO 9001:2015, Clause 4.4: "Quality Management System and its processes"

ISO 9001:2015 Clause 4.4 sets out requirements for the QMS and its processes, which include:

a) determine the processes needed for the QMS and their application within the organization.

b) determine the inputs required and the outputs expected from these processes.

c) determine the sequence and interaction of these processes.

d) determine and apply the criteria, methods (including monitoring, measurement and related performance indicators) needed to ensure the effective operation and control of these processes.

e) determine the resources needed and ensure that they are available.

f) assign responsibilities and authorities for these processes.

g) address the risks and opportunities as determined in accordance with the requirements of 6.1.

h) evaluate these processes and implement any changes needed to ensure that these processes achieve their intended results.

i) improve the processes and the quality management system.

The determination of the sequence and interaction of these processes mentioned in 4.4g) is where an ISO 9001 process interaction map comes in

What is an ISO 9001 Process Interaction Map?

An ISO 9001 Process Interaction Map, also called a QMS process map or ISO 9001 process interaction diagram is a tool that can be used to display all key processes of an organization's quality management system, and their interrelationships.

As a visual overview of all key processes and the way they support each other, a process interaction map helps to provide an overview of your QMS. It helps to explain how your processes fit together to deliver an effective QMS

Some of the main elements of a process interaction map are:

• The main processes that are part of the QMS (e.g. Sales, Design, Production, Purchasing, HR, Management Review).
  
  

• The connections and interactions between these processes.
  
  

• The sequence in which processes take place.
  
  

• The processes' input and output (often at a high level).
  
  

• Often also support functions (e.g. Document Control, Internal Audit, Corrective Action).
  
  

• In some cases also external interactions (e.g. Customers, Suppliers, Authorities).
  
  

• A legend to explain the different elements used in the process interaction map.

Why you need an ISO 9001 Process Interaction Map Template

While creating a process interaction map can be a challenging exercise, using an ISO 9001 process interaction map template can help to make things much easier

Below are a few reasons why an ISO 9001 Process Interaction Map Template is a valuable tool to have:

• Helps to meet ISO 9001 requirements (Clause 4.4): A process interaction map can help to demonstrate process control and understanding, and is often requested as part of an ISO 9001 certification audit.
  
  

• Serves as a documentation tool for your quality management system (QMS): You can use the process interaction map to explain your processes and their interconnections. Many times, this document is requested by certification auditors during the audit opening meeting.
  
  

• Simplifies communication of your QMS and how it works: Using a visual display of your processes and their interaction, the map makes it easier to communicate your QMS to everyone from new staff to top management.
  
  

• Can help to identify problems and improvement opportunities: Having a visual overview of your processes can also help to identify non-conformities or even just places where things could be done more efficiently. This is also why many companies use a process interaction map to plan ISO 9001:2015 internal audits.
  
  

• Helps ensure that you have a comprehensive view of your processes and how they work together: It may come as a surprise to many, but even large organizations often have trouble providing a detailed description of all processes that are a part of their QMS, and how these processes interact. Creating a process interaction map can help make sure that nothing important is missed out.
  
  

• Makes it easier to update and maintain your process interaction map: As a template, it also helps ensure that it is not too difficult to make changes and keep the document up to date. This is especially important since an organization's processes are constantly evolving.

How you can use an ISO 9001 Process Interaction Map Template

Depending on your processes, there are a few things you may want to consider when building your ISO 9001 process interaction map. A template can help guide you through this process. Below are some of the main steps and considerations:

1. Process identification: As the first step, you will want to list the main processes that are part of your organization's QMS. These could include processes such as Management, Resources, Product Realization, Measurement, Analysis & Improvement etc.
   
   

2. Inputs and outputs: For each process, you will need to determine and document what input is required for the process and what output it will produce. The output of one process often serves as the input to another process.
   
   

3. Interactions: Once you have identified the processes, you will need to establish the interconnections and interactions. How do the various processes work together? You will need to arrange the processes in sequence and show how they are interconnected with arrows. For example, Sales -> Design -> Purchasing -> Production -> Sales etc.
   
   

4. Resources and controls: While not always shown on a high-level process interaction map, some process maps also show which resources are required for a process and controls (related to monitoring and measurement) that are a part of the process.

Some of the essential elements of an ISO 9001:2015 process map template may include:

• Pre-configured boxes and arrows.
  
  

• Clear layout/design.
  
  

• Common processes (e.g. Management Review, Customer Focus, Resource Management, Operations, Performance Evaluation, Improvement) as a starting point.
  
  

• Legend for symbols used.
  
  

• Title block/document control (document name, number, revision, date, author, etc.).
  
  

• Notes/references to other documents that may include more detail about a specific process.

Microsoft Visio, Lucidchart, draw.io and other graphic design tools can be used to design a process interaction map. Below are some tips on how you can create an effective process interaction map.

How to create an ISO 9001:2015 Process Interaction Map

Here are some key considerations when building your ISO 9001 process interaction map:

• Keep it simple: Don't try to include too much detail. A process interaction map should be a high level overview of all key processes and how they are interconnected. More detailed instructions and procedures for completing specific steps should be documented separately in your quality management system.
  
  

• Involve the right people: When creating the map, it is important to involve the right people. The people involved in a process are the ones who understand the most about the process and should be consulted to determine the process' input, output and interactions.
  
  

• Make sure it is properly accessible: The document should be made available to the appropriate people. Consider displaying it in a common area where everyone can see it, or make sure it is included on your QMS website and easily accessible.
  
  

• Update it as needed: Processes evolve over time, and the process interaction map should be updated when changes are made.

Final thoughts

An ISO 9001 Process Interaction Map Template can be a valuable tool, not only for meeting the requirements of ISO 9001, but also for helping you to understand how your processes work together to deliver your products/services, identify problems and improvement opportunities, and streamline your quality management system.