Does anyone have any experience with EtQ software used for Document Control? I currently use MS Word & Excel, and am investigating the pros and cons of transitioning to using EtQ.

Excuse me for my ignorance, but I have never used the software.

-Have you purchased it yet?
-Does it include electronic routing through an intranet?
-Is it just a holding place for documents that are generated through other software packages?
-Can it control external documents?
-What is the cost?
-What is the status of your internal network?
-Do you have a dedicated document control person? (usually MR)
-Does it have read only or touch screen capabilities.

I ask these things because a smaller company can use simple MS programs (or PDF) to document their quality systems where larger companies might need a more robust "personal" type of database or program developed.

ASD...

We have already purchased the software, and some of our plants are using it. We are aware of some of the pros/cons, but we don't have much experience with it. I'm trying to supplement these learnings with learnings from others outside our Company.
I'm unsure of the actual cost, but I can tell you that it wasn't cheap.
EtQ is a Lotus Notes Based software, and can route documents through our intranet. Similar to attaching a document to an e-mail.
We can create documents within EtQ, or import documents previously created in Word or Excel.
We do have a dedicated document control person, me. But my responsibilities are not limited to just document control. Therefore, managing our document control system needs to be quick and easy.
It does have read only capabilities, but not touch screen.
We have approx 450 controlled documents, excluding externals. We employ approx 120 associates.
I guess what would be helpful, would be to understand the risks of using MS word and Excel for document control, and what have people done to reduce those risks. I can then compare this against the risks of using EtQ.

Let me start with a specific concern that I need to address. I need to show how my operation approves a document. This can be done with a signature ofthe approving party. I understand that electronic signatures are acceptable. My question is how do I obtain and record electronic signatures? Are there any other accetable options to show that I have approval?

We use 'electronic' approval for Engineering Change Orders (ECOs) and Deviations. We however have no special program, just route the approval form with the associated documents and use 'approve / reject' buttons on e-mail options (we use Microsoft Outlook). One person is responsible to collect the responses (others have access if needed) then distribute 'approved documents or document rejection' notifications.

As long as you have a verified back-up system to your electronic files, you should be safe.

Best Regards, Eileen

My company uses EtQ for many applications, such as doc control, engineering changes, product deviations, meeting scheduling, APQP, FMEA, and purchasing requisitions. For doc control, approval is handled by requiring an electronic "accept/reject" by each person in the required approval list, which is linked through Lotus Notes. So far, EtQ has been a great time-saver for us, and our documentation is much more consistent than it was with a paper system.

I have used EtQ in the past. Pretty good program with various modules. Cons- developing checklist for internal audits in the system was time-consuming, however a one time development process. Also the training module was not very user friendly. Once again a lot of set up time.

I'm not a fan of EtQ, for document control or anything else.

Too much configuration work to get it right and not user friendly. If Amazon.com gave a user experience like EtQ, they would be out of business.

Cliff,

What would you suggests as an alternative?

Paul

Cliff,

What would you suggests as an alternative?

Paul

Paul,

It depends on the needs of the organization.

If they have, and really want to use, Lotus Notes, a decent Notes application developer should be able to pull a simple and usable system together in less than 40 hours.

Also, schemes using dedicated directories with appropriate permissions work pretty well, especially if you use sensible file names--just make the title of the document the file name. Include the rev level so someone can verify that they have the right level document just from looking it the directory listing and you're pretty much there.

As far as evidence of approval, you can send it around by email if you have lots of approvers. If you have just one, the old signed master copy works well.

The time saving is not in the software. The time saving lies in designing a lean process flow. Put the onus on the authors to do the background work so that approval goes smoothly.

Also for the parent poster, I would be concerned about the volume of controlled documents. The number cited (>400) seems like an awful lot for an organization of about 120 people.

Wow! Amazing how one application can elicit such diverse feedback. Is this due to the diversity in product lines, quality systems, user experience or ??

In any event, I do have a couple specific questions regarding EtQ:

1. Can anyone give me a BALLPARK $ figure of cost for a ~100 person organization?

2. Does EtQ have a seamless, integrated training function for document training. To be specific, once a new, or revised document is released and routed, do all individuals who require training in the new (or revised) document receive and email copy AND is there a way for the recipient to electronically record that he has trained (translation:read, translation: accessed) the document?

3. Is there an "escalation" feature for both approval and training responsibilities?

Knowing these basics will really help us as we need to go electronic with something ASAP!

Thanks to all in advance for what I know will be enlightening feedback!:)

I am not sure about the cost.

I know that the documentation control and corrective action had escalation built in. I would assume that the training module does also. However, I don't know first hand in my past experience the company I was with had not gotten the training module implemented.

2. Does EtQ have a seamless, integrated training function for document training. To be specific, once a new, or revised document is released and routed, do all individuals who require training in the new (or revised) document receive and email copy AND is there a way for the recipient to electronically record that he has trained (translation:read, translation: accessed) the document?
3. Is there an "escalation" feature for both approval and training responsibilities?

Watchwait

If you want to look at a non Lotus Notes based system, check out cebos.com

It does what you ask for, and is now sold as component modules, the price is competitive.

NOTE: Although I am just a user now, I have done some work for them in the past, this can not be considered an unbiased recommendation, please look and judge for yourself!

We are in the mid of developing several deifferent applications on Lotus Notes. NCMR's, CA/PA/SCAPA, Kaizen/CI (just a form), Document Contol, Meetings, we are a 200 people with 50M in sales. I am helping developing the quality department. I believe we are paying around $200 dollars per hour. What I loved about this system coordination automatic closing dates reminders, sometimes you have to get back to review NCMR, CA/PA/SCAPA's and you just pick the date like two months out and you will get and automatic update great. So I researched several software applications master control, QIT, but too costly to customize and we did not wanted to add one more software to the pile. On all answers for any document you can set it up so you cna attached pictures, documents, anything...so far it loks great we will see in a couple of months.

I just sat through the EtQ Doc Control and Training Webinar. And I was very impressed. It appears to have ALL the capabilities we are looking for:

1. Electronic document preparation (either directly through the software or importation of existing docs in MSWord).
2. Electronic routing for approvals to include escalation.
3. Electronic signatures.4. Most importantly (for us) an integrated, seamless TRAINING function-also with escalation.

Once approved (or released) documents are automatically routed to appropriate personnel for training. This includes a feature where one can design a short test (multiple choice, true/false, etc.) for the document recipient. A step above just the "read-and-sign" approach, IMHO.

BTW, we are a 80+ person med dev manufacturer and have 2000+ controlled documents. Approx 50 of those are QSR documents, 50 are device specific travelers & manufacturing instructions & the balance are component documentation.

Now...if I am successful in negotiating the price of this application down to a reasonable amount we may give it a try...