Control Document Reg.

No: CD03881
Section:
Instruction Page: 1 (4)
Issue No: 10.0
Replaces: CD03894
Date: 2015-06-29
Issued by: Sundh, Therese - Xylem
Issuing unit: EQS
Approved by: Gavasso, Michele - Xylem
Applicable to: Europe

Description of Management System Processes

Objectives
This instruction describes how to facilitate the development of process maps intended for our
Management System (MS). The process charts should as far as possible have a uniform
appearance in order to maintain a high level of reading comprehension.

Process definition
A process is a logical chain of activities which together create value for external or internal
customers. Processes often cross organizational and/or functional borders. Processes are
repetitive.

A process, sub process or activity:

 Has a duration over time
 Has an input – something that starts an activity
 Has an output – something that has been improved/created by the process activities
 Is controlled by certain rules
 Is not affected by organizational changes

The intersection between two processes/activities is called an interface and is basically

equivalent to input and output.

Process ownership and approval

In the heading of the process map it shall be stated who the process owner is. The MS top
process/page is approved by CEO, the main processes (shown in MS top page) are
approved by CEO or responsible management team member and sub processes by the
owner of the nearest process above.

Responsibilities
Process approver:
 Make sure that there is no conflict with other processes/activities within his/her area of
responsibilities

Process owner:
 Overall responsibility for the process (refer to the Sustainability and Quality manual for
further description).
 Publish a process chart that reflects the actual process in the Management System.
 Seek process chart approval and send the approval to the IMS Coordinator
 Review the accuracy of the process charts on a regular basis.
 Inform the next process owner about his/hers responsibility acc. to Sustainability and
Quality Manual.

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 Control Document Reg. No: CD03881
Section:
Instruction Page: 2 (4)
Issue No: 10.0
Replaces: CD03894
Date: 2015-06-29
Issued by: Sundh, Therese - Xylem
Issuing unit: EQS
Approved by: Gavasso, Michele - Xylem
Applicable to: Europe

Process Issuer (appointed by the process owner):

 Illustrate the process in adherence with this instruction

IMS Coordinator is responsible for:

 Store approved/signed originals or email-approvals for published process maps
 Provide the latest versions of templates for process mapping.
 General support in terms of how to define/illustrate and publish processes

Purpose with MS processes charts

The Management System process charts are meant to give the employees a general
understanding of how the various operations within Xylem Europe are conducted and related.
The process charts are information carriers in terms of associated instructions and templates.

Furthermore the process charts, illustrating the current state, serve as a valuable source of
information for various improvement projects.

Tools for describing/mapping the process

Visio is the most common software for illustrating processes.

To make an overall description of the process it is recommended to do a SIPOC (Supplier-

Input-Process-Output-Customer). SIPOC is a simplified process mapping technique which
gives you a general view over the process. By making the SIPOC as a team exercise it is
possible to reach a consensus regarding the relevant elements that the process is dependent
of. Contact Lean Six Sigma department for more information.

The process owner may choose to complement the process chart with a written detailed
explanation of the activities included in the process Process description template.

The A3 report is preferably used to visualize the activities that the process owner have taken
/ will take to reach process targets/objectives.

Break down of processes

The main processes can be found in the Management System http://oasis.xyleminc.com/en-
us/Home/our-value-center/ims/Pages/default.aspx. Main processes shall be broken down at
least one level.

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 Control Document Reg. No: CD03881
Section:
Instruction Page: 3 (4)
Issue No: 10.0
Replaces: CD03894
Date: 2015-06-29
Issued by: Sundh, Therese - Xylem
Issuing unit: EQS
Approved by: Gavasso, Michele - Xylem
Applicable to: Europe

Process Symbols
The following symbols are to be used when illustrating processes that will be included in the
Management System. The symbols are from the SIS standard: 5807-1985.

Input/Output Decision Connector

Object Colour RGB Decision Colour RGB Colour RGB
R141/G153/B114 R255/G255/B255 (clickable)
R117/G201/B192

Process or activity Document

Process/ Colour RGB Document Colour RGB Flow
Activity R171/G187/B214 R193/G201/B177

Information
Process or activity at Special symbol, not
Process/ higher level (clickable) Stored data according to 5807
Colour RGB Data Colour RGB i
Activity R117/G201/B192 (clickable)
R216/G218/B219 Colour RGB
R117/G201/B192

The green symbols are clickable, i.e. you will be connected to a detailed process map or to
documents that belongs to the process.

Information connected to the processes

When clicking on the symbol “i”, information connected to the process will be available, for
example:
 Instructions controlling the process
 Supplementary process descriptions
 Templates used in the process
 Other documentation

If there are a lot of different instructions, templates and documents connected to the process,
it is recommended to gather all document links at a special webpage. The template for this
web page can be found here:
http://oasis.xyleminc.com/en-us/Home/our-value-center/ims/Documents/Process
templates/Web_page_documents.dot

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 Control Document Reg. No: CD03881
Section:
Instruction Page: 4 (4)
Issue No: 10.0
Replaces: CD03894
Date: 2015-06-29
Issued by: Sundh, Therese - Xylem
Issuing unit: EQS
Approved by: Gavasso, Michele - Xylem
Applicable to: Europe

Guidelines to facilitate reading comprehension:

 Each process starts with a trigger/in-put and ends with a deliverable/ out-put
 Describe activities with a verb
 It is recommended to have maximum 7 process steps/activities per page
 Text size 12 pt
 Connect documents, templates and instructions to the process map.
 Use the below template for developing process chart.
http://oasis.xyleminc.com/en-us/Home/our-value-center/ims/Documents/Process
templates/Visio_template.vst

To do list" for creating/updating a process map

1. Contact the issuer of this document for further information.

2. Install Visio or other Selected software for illustration process charts. Apply for training if
necessary.
3. Draw/update the MS process map
4. Ask for approval from process approver and send the approval (signed copy or email) to the
MS Coordinator. Write/update the process document description. This document is not
mandatory
5. The process chart is uploaded/saved under Processes in the Sustainability and Quality
Management System (SQMS).

In order to get the process “clickable”, create a .vdw version of the process file and the
hyperlink needs to contain http://oasis.xyleminc.com/en-us/Home/our-value-
center/ims/_layouts/VisioWebAccess/VisioWebAccess.aspx?id=/en-us/Home/our-value-
center/ims/Processes/file name

The IMS Coordinator will be able to assist if problems questions arise in connection with
publication of new process charts.

Changes from last issue

Issue no Date Reason for new issue
6 2009-06-30  The instruction is re-written and some clarifications have been added.

7 2010-09-06  Changed issued by and approved by.

8 2011-09-06
9 2013-07-08
10 2015-06-29
 Clarifications for process ownership
 Updated with responsibilities for process approver, process owner, process issuer. Update
of the to do list for updating a process map
 Process approval: CEO or responsible VLT member
 No pdf copies are created .vdw files for the process maps are used instead. The
instruction has been updated accordingly.
 Updated links and explanation to get the process map clickable
 Email approvals are ok as complement to signed process maps
 Links have been updated
 New issuer and approver, issuing unit. Changed from WS to Xylem Europe and IMS to
Management system and IMS manual to Sustainability and Quality Manual

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