A mathematical measurable for document control

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Steve Prevette

Deming Disciple
Staff member
Super Moderator
#12
If you want to do mathematical, numerical, performance indicators for document control (regardless of TS) here are some I would suggest:

Cycle time from the time the need for a document change is identified until the change is fully incorporated into the document.

On the basis of field assessment - what percent of document copies in use are current copies to the current revision/version?

On the basis of assessment - what percent of documents meet document control standards (format, review cycles, etc)

Cycle time from the publishing of a revised document until affected drawings are updated (if applicable)
 
#13
I find it hard to understand why any organization would be interested in any form of measurement relating to document control - management aren't at all interested by it, it's not fun for anyone, not 'sexy', in fact it's pretty much like electricity............no-one cares about it, but watch out when it's not there or working badly!

Jennifer's got it right - "Auditor's gone wild":lmao:

Andy
 
B

Bill Pflanz

#14
Although Steve is correct in that document control can be measured quantitatively, the question then becomes is it value added? The percentage measure should be zero and actual is found during audits. If there is an increase in this finding or it becomes systemic than the audit corrective action will take place. For the other measures, you would have to start tracking the cost of poor cycle time. I doubt if there is enough identifiable cost to justify the effort. Just because it can be measured does not mean that it contributes value.

I agree that the auditor has gone wild.

Bill Pflanz
 

RoxaneB

Super Moderator
Super Moderator
#15
With a company the size of 35 people, doc control mathematical measureables may be rather meaningless, but when you get into larger companies and/or larger numbers of documents, they can help you ascertain the state of the doc control process.

My main ways of determining what's going on in our doc control process are the metrics of:
  • Documents in unapproved state (Goal <=10%)
  • Documents pending approval > 30 days (Goal = 0)
 
2

20110108 Request

#16
The Standard speaks to methods for control. They do not need to be mathematical. Contol can be by: method, measurement, people, materials, machines and/or environment.

It's up to the organization to decide. Auditors should only determine effectiveness.

Document Control by its very nature and the requirement for a documented procedure is a process mainly controlled by method.
 

Jim Wynne

Staff member
Admin
#17
I had an interesting call today where a person was asked, during a TS 16949 registrar stage 1 audit, for a 'mathematical' measurable for document control. I've never been asked for that.

Your comments?
I'm a little late to the party on this one, but it sounds a little :bonk:to me. Document control isn't a measurable variable, it's an attributes thing. It either exists or it doesn't. While there may be some exceptions--the existence of an uncontrolled document that should be controlled, e.g.--it's up to the auditor to determine whether or not there's a systemic problem. There's no way to apply a variable measurement system that's going to make any sense, or be helpful in any way.
 

E Wall

Just Me!
Super Moderator
#19
Our corporate group also defines 'Document Control' as a process. As such it must be measurable and show continual improvement. The measurable used is regarding the timeliness of routing and implementation of document updates (review, approval, distribution and implementation). These are naturally, mathmatical equations based on date differences.

Each site is responsible for their own internal documentation processing as well as response times for corporate office issued documents (some of which we have approval responsibilities and other we only provide the implementation dates) feeding their measurable data up the chain monthly.
 
B

Bigfoot

#20
That's the way I interpreted it Sidney. From the conversation I suggested that there is a general 'communication' issue with the auditor (interpretation issue in this case in my opinion) precisely because of the auditor interpreting document control as a process. There was more to the conversation, which I won't go into here, but that is why I think it's a specific auditor issue. But - I wanted to ask because I thought maybe I'd missed something in TS 16949 interpretations somewhere.
:2cents: If the Document Control System has been identified as "Support Process" then I believe that TS requires it be monitored & measured for effectiveness & efficiency so there may be a need for 2 measurements here, as well as showing Continual Improvement in some form. In ISO 9001 if it were defined as such then it should monitored & measured by some means. If it truly needs to be defined as a "Support Process" find a way to measure it as an attribute. IMHO it is more of a Management Process - Monitored by Mgmt. via the results of Internal Audit N/C's as reported during Mgmt Review. Measurement not required by either TS or ISO 9001.
 
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