ISO 9001 Process Map & Turtle Diagram Template

ISO 9001 Process Map & Turtle Diagram Template Guide

Within the realm of quality management, mapping and documenting processes is key to understanding and controlling them. For ISO 9001, it is impossible to imagine an existing and effective QMS without a clearly defined and continuously improved set of processes, thus their mapping and analysis. In this regard, one of the most comprehensive and simultaneously simple tools, which can be used for this particular task, is the “Turtle Diagram.” In this article, we will discuss the importance of mapping processes for ISO 9001, as well as introduce you to the notion of a ”Turtle Diagram” and explore why a ready-made template might be beneficial for your organization.

Why is the ISO 9001 Process Mapping Important – ISO 9001 Explained

ISO 9001 is the most widespread international standard, which outlines the requirements for a Quality Management System (QMS). These requirements are focused on enabling organizations to meet their customers’ expectations, as well as regulatory and legal demands by consistently providing products and services of the required quality.

ISO 9001 vs. ISO 9000 – What is the Difference?

Although ISO 9001 is part of the ISO 9000 series of standards, which deal with quality management systems, it has a particular focus. ISO 9000, for instance, provides a set of foundational standards, which apply to all organizations seeking ISO 9001 certification.

What is ISO 9001?

ISO 9001 defines specific requirements, which should be met by the QMS of an organization. This standard enables organizations to demonstrate their ability to meet customer and applicable regulatory requirements and therefore to consistently provide products and services that meet specified quality requirements and to strive for improvement. In other words, ISO 9001 helps you achieve customer satisfaction by applying a system of processes, which are oriented towards improvement and meeting the expectations of customers and any relevant legislation.

The ISO 9001 Process Approach – What You Should Know

The key to ISO 9001 success lies in the process approach, which implies that processes should be identified throughout the organization. In turn, this allows for continuous improvement, which is always focused on the customer. More specifically, by defining, controlling and measuring the processes, as well as determining and analyzing the characteristics of the input and output, you will be able to ensure high performance and effective resource allocation. Finally, the process approach drives risk-based thinking in ISO 9001, meaning that you will be able to determine relevant risks and opportunities.

Clause 4.4 of ISO 9001:2015 requires organizations to “Establish, implement, maintain and continually improve the QMS, including the processes needed and their interactions,” which explicitly requires process mapping. The latter plays a crucial role in complying with ISO 9001:2015 and ensuring effective and consistent performance. It is used to document the process flow, which means that the organization’s activities can be fully understood and analyzed.

Introduction to the ISO 9001 Turtle Diagram – Process Mapping Tool

A Turtle Diagram is a tool used to identify and describe a process in detail. This particular diagram is called a “Turtle Diagram” because of its shape and the fact that it reminds a turtle with a body, representing the process, and legs, representing the various aspects related to it.

What is a Turtle Diagram?

A Turtle Diagram originated from the automotive industry, specifically QS-9000/IATF 16949 requirements. The diagram helps analyze the most important characteristics of a process.

A Turtle Diagram considers the following six aspects of a process:

1. What Goes In – Inputs: The items, which should be used as inputs for a process.
   
   

2. What Comes Out – Outputs: The results, which should be achieved as a result of a process.
   
   

3. Who Does It – Personnel/Competence: The personnel, who should perform a process and their competencies.
   
   

4. What Is Used – Equipment/Resources: The equipment, which should be used for a process.
   
   

5. How It Is Done – Methods/Procedures: The methods, which should be used for a process.
   
   

6. How Well It Is Done – Measurements/KPIs: The measurements, which should be used to measure the performance of a process.

Why Should You Use a Turtle Diagram for ISO 9001?

A Turtle Diagram is a very useful tool, which can be used for a wide range of purposes, including ISO 9001. When analyzing processes in an ISO 9001 context, a Turtle Diagram helps ensure that they are consistent, controlled and improve over time.

As mentioned above, a Turtle Diagram identifies the critical aspects of a process. It answers six important questions related to the process, allowing you to get an up-to-date picture of it. In particular, a Turtle Diagram helps with:

• Clause 4.4 of ISO 9001:2015: By describing the process, its inputs/outputs, sequence, interactions, criteria and controls, a Turtle Diagram helps comply with this clause, which requires the identification of processes and their interactions. More specifically, the identification of the process sequence and controls should be sufficient for an auditor to understand the scope of a process and the means of its control.
  
  

• Risk-based thinking: A Turtle Diagram facilitates risk-based thinking by identifying resources and methods, which implies that risks and opportunities should also be identified.
  
  

• Continual improvement: By defining the criteria and measurements, which should be used to evaluate the performance of a process, a Turtle Diagram supports continual improvement.

Key Elements of an ISO 9001 Turtle Diagram Template

An ISO 9001 Turtle Diagram template helps standardize the representation of processes. A ready-made Turtle Diagram template usually contains the following eight elements:

1. Process (The Body of the Turtle).

   • Name of the Process.

   • Owner of the Process.

   • Description/Purpose of the Process.

2. What Goes In (Left Leg – Inputs).
   
   

3. What Comes Out (Right Leg – Outputs).
   
   

4. Who (Top Left Leg – With Whom? Personnel/Competence).
   
   

5. What (Top Right Leg – With What? Resources/Equipment).
   
   

6. How (Bottom Left Leg – How is it Controlled? Methods/Procedures).
   
   

7. How Much (Bottom Right Leg – How is it Measured? Performance Indicators/KPIs).
   
   

8. Risks & Opportunities (Optional, but Recommended for ISO 9001:2015).

   • Risks.

   • Opportunities.

   • Connection to Clause 6.1.

How to Use Your ISO 9001 Turtle Diagram Template

Creating a Turtle Diagram involves the following five steps:

1. First, you should identify the processes, which should be mapped using a Turtle Diagram. Although there is a wide range of processes, which should be included in a QMS of an organization, it is a good idea to start with the most important ones. For instance, Management Review, Sales, Design & Development, Production, Purchasing, Internal Audit, Correction Action are some of the key processes in any QMS.
   
   

2. Then, relevant information about the process should be aggregated. During this stage, it is a good idea to consult with the person, who is responsible for the process, as well as other personnel, who are involved in it. This will allow for generating a comprehensive list of relevant aspects.
   
   

3. The third step involves filling out a ready-made Turtle Diagram template. During this step, the information received during the previous stage should be organized according to a diagram.
   
   

4. After that, the created Turtle Diagram should be validated to ensure that it covers all the relevant aspects.
   
   

5. Finally, the Turtle Diagram should be used and applied in practice. To do this, integrate your Turtle Diagrams into your QMS documentation. They can either be included in your Quality Manual or a separate controlled document. In addition, it is a good idea to continually improve the processes using the information provided in your Turtle Diagram.

Benefits of a Standardized ISO 9001 Turtle Diagram Template

Using a standardized Turtle Diagram template has a set of advantages, including:

• Consistency: A standardized template ensures that you will always receive the same information in the same format. This is particularly important for processes, which are related to one another.
  
  

• Efficiency: A standardized ISO 9001 Turtle Diagram template allows for faster and simpler documentation of processes.
  
  

• Communication: A standardized Turtle Diagram template makes it easier to communicate the characteristics of a process to others, including external auditors.
  
  

• Audit-readiness: A Turtle Diagram demonstrates that your processes are understood and controlled, which is always viewed positively by auditors.
  
  

• Decision-making: By presenting a process in a summarized manner, a Turtle Diagram helps management make the right decisions regarding the allocation of resources, including time and money.
  
  

• Risk-Based Thinking: By focusing on the characteristics of a process, a Turtle Diagram encourages risk-based thinking, which is emphasized by ISO 9001:2015.

Conclusion

The implementation of ISO 9001 always involves a particular set of processes, which should be defined, controlled and continually improved. In this regard, a Turtle Diagram is a very useful tool, which helps analyze processes in detail. By using a standardized ISO 9001 Turtle Diagram template, you will be able to consistently document your processes, which will, in turn, help you comply with ISO 9001 and drive improvement.