Download - Presentation Docu Control TQM Cell
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Document & Data ControlDocument & Data Control
Presented by:TQM Promotion Cell
Knits Division
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OutlineOutline
Definition, Hierarchy, Types, etc. of Documents
Why do we need documents? What is a good
document?
Why are Records essential? Examples of Records.
Advantages of Document Control
Elements of Document Control
Essential Features in a Document
Implementation Steps for Documentation Control
SOP for Documentation Control at Knits Business
Division
Definition, Hierarchy, Types, etc. of Documents
Why do we need documents? What is a good
document?
Why are Records essential? Examples of Records.
Advantages of Document Control
Elements of Document Control
Essential Features in a Document
Implementation Steps for Documentation Control
SOP for Documentation Control at Knits Business
Division
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DefinitionsDefinitions
Documents: written policies, processdescriptions, procedures, and blank forms
Used to communicate information
Records: worksheets, forms, charts, labels,
Used to capture information, activities, orresults when performing a procedure
May be paper or electronic
Documents: written policies, processdescriptions, procedures, and blank forms
Used to communicate information
Records: worksheets, forms, charts, labels,
Used to capture information, activities, orresults when performing a procedure
May be paper or electronic
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Hierarchy of DocumentsHierarchy of Documents
PoliciesPolicies
ProcessesProcesses
Procedures /Procedures /
Work InstructionsWork Instructions
what to do
how it happens
how to do it -
(SOPs)
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PoliciesPolicies
The WHAT TODO
Statements of the organization's intent
Framework for the organizations QualityManual / Pricing Policy, etc.
The WHAT TODO
Statements of the organization's intent
Framework for the organizations QualityManual / Pricing Policy, etc.
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ProcessesProcesses
The HOW IT HAPPENS
Describes the steps involved to achieve
organizational objectives & carry outquality policies.
Usually represented in flow charts
Involves a series of steps, usuallyoccurring over a period of time
The HOW IT HAPPENS
Describes the steps involved to achieve
organizational objectives & carry outquality policies.
Usually represented in flow charts
Involves a series of steps, usuallyoccurring over a period of time
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SOPs / Work InstructionsSOPs / Work Instructions
The HOW TODO IT
The step-by-step instructions for
performing a single activity
The HOW TODO IT
The step-by-step instructions for
performing a single activity
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Why Do We Need Documents?Why Do We Need Documents?
Policies - communicate to customers &to employees
Standardising Processes & WorkMethods
Induction and other training
Instructions / Controlls
Policies - communicate to customers &to employees
Standardising Processes & WorkMethods
Induction and other training
Instructions / Controlls
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Good Documents Are:Good Documents Are:
Clear
Concise
User friendly
Clear
Concise
User friendly
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Avoid Drowning in Detail..Avoid Drowning in Detail..
BAD EXAMPLE: The purpose of thisprocedure is to document the
aforementioned activities, hereinafterreferred to as the prescribed tasks interms that preclude their execution in aninconsistent manner, wherein suchinconsistency may potentially result in theprescribed tasks delivering a result that isnot repeatable or reproducible
BAD EXAMPLE: The purpose of thisprocedure is to document the
aforementioned activities, hereinafterreferred to as the prescribed tasks interms that preclude their execution in aninconsistent manner, wherein suchinconsistency may potentially result in theprescribed tasks delivering a result that isnot repeatable or reproducible
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And Poorly Written ProceduresAnd Poorly Written Procedures
Why use ten words when one will do?
The items hereinunder referenced in
some cases fell excessively outsidenormal parameters.
The procedures contained herein are
applicable to all operations in thefollowing departments within theirfunctional ambit
Why use ten words when one will do?
The items hereinunder referenced in
some cases fell excessively outsidenormal parameters.
The procedures contained herein are
applicable to all operations in thefollowing departments within theirfunctional ambit
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RecordsRecords
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Why are Records Essential?Why are Records Essential?
For continuous monitoring
ForOrder tracking throughout process
To identify failures in equipment
To revisit information; reference
For use as a management tool
For continuous monitoring
ForOrder tracking throughout process
To identify failures in equipment
To revisit information; reference
For use as a management tool
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Examples:Examples:
Inspection Reports
Production Reports
Abnormality Handling Reports Complaint Handling Reports
Machine History Cards
Personnel Records Sales Records
Audit Reports
Inspection Reports
Production Reports
Abnormality Handling Reports Complaint Handling Reports
Machine History Cards
Personnel Records Sales Records
Audit Reports
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Document / Record ControlDocument / Record Control
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Document ControlDocument Control
Advantages:
Assures that the most current version is used
Ensures availability when needed Standardize the Processes & Work Methods
Facilitate improvement and to track the
changes made in Processes / SOPs Ensure we hold on to the gains made through
small improvements
Advantages:
Assures that the most current version is used
Ensures availability when needed Standardize the Processes & Work Methods
Facilitate improvement and to track the
changes made in Processes / SOPs Ensure we hold on to the gains made through
small improvements
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Document Control ElementsDocument Control Elements
A system for formatting and maintainingdocuments Uniform format
Legible and identifiable Approval, distribution, and revision process
Reviewed and updated Master log Availability
Relevant versions at point of use Archive
A system for formatting and maintainingdocuments Uniform format
Legible and identifiable Approval, distribution, and revision process
Reviewed and updated Master log Availability
Relevant versions at point of use Archive
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Documents of ExternalOriginDocuments of ExternalOrigin
Include in your document control system:
Machinery service manuals Industry regulations
ISOstandards
Include in your document control system:
Machinery service manuals Industry regulations
ISOstandards
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Implementation StepsImplementation Steps
Collect existing documents and records
Review and update
Determine additional needs
Develop or obtain
Documents, forms, worksheets, logbooks,reports
Involve stakeholders Notify staff of change / new document
Old documents replaced by new
Master list of documents u dated
Collect existing documents and records
Review and update
Determine additional needs
Develop or obtain
Documents, forms, worksheets, logbooks,reports
Involve stakeholders Notify staff of change / new document
Old documents replaced by new
Master list of documents u dated
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Summary: Document Preparation and
Control Process
Summary: Document Preparation and
Control Process
Approval
Issue /
DistributionReview
Revision
PreparationPreparation
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Document ReviewDocument Review
Regular review
by same function as authorized
Identification of alterations
if possible
Regular review
by same function as authorized
Identification of alterations
if possible
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Practices that could kill
Document Control
Practices that could kill
Document Control Photocopies
Notices on walls
if uncontrolled
Handwritten amendments
if unauthorised
Photocopies
Notices on walls
if uncontrolled
Handwritten amendments
if unauthorised