Control this document or not? Spreadsheet of all open orders

C

chascoffin

#1
Hello all, I am a relatively new user, new to quality, charged with first time implementation of a QMS in a small job shop environment. I have a materials control background. I have found this forum to be a valuable resource.

My question, the production folks keep a spreadsheet of all open orders, this is for the most part a duplication of the information in the ERP system, but contains some additional information. Every morning the production folks sit down and go over the spreadsheet, determine where the jobs are, update status, etc. Some foremen use this throughout the day to help make decisions on where to place people, what work to put on machines, etc. Specific routings guide the manufacture of product. I'm not sure if this needs to be a controlled document, form and document, or if I can leave it uncontrolled. Any thoughts would be appreciated. Thanks.

Chas
 
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M

morgand - 2006

#2
question

is it a spreadsheet as in printout, carried around, update it throughout the cycle in pencil or is primarily an electric or softcopy item that is occasionally printed out?
 

Cari Spears

Super Moderator
Staff member
Super Moderator
#3
chascoffin said:
...Every morning the production folks sit down and go over the spreadsheet, determine where the jobs are, update status, etc. Some foremen use this throughout the day to help make decisions on where to place people, what work to put on machines, etc. Specific routings guide the manufacture of product. I'm not sure if this needs to be a controlled document, form and document, or if I can leave it uncontrolled...
Hi, Chas - Welcome to the Cove!

This sounds like the Work In Progress lists that I've seen at dozens of shops. I've always found that the date printed is "control" enough for something like this. I never ran around and collected the previous weeks lists from everyone when the new one was printed or given it a document number or anything like that - like I would for a drawing or procedure.
 
C

chascoffin

#4
Spreadsheet Detail

Morgand,

This is an excel spreadsheet, updated by everyone present, every morning during the production meetings, reprinted twice a week with updated information. I thought it might need to be a controlled form as there is specific fields of information. Appriciate the responces.

Chas
 
M

morgand - 2006

#5
Ok. limited control should do

Cari is right, it sure like a "Work In Progress" item. In our shop through two different certification bodies over 9 years, we have called these "records of convenience" Our rules for these types of records are as follows:
the format (i.e. form template is controlled) (normally version)
the output or printed items are not controlled once they are printed
a date (automatically set at the footer) adds a bit more control to establish currency,
and since it is a convince item, you are not required to the keep old or retired copies that would have been generated each day. It is more of a living record.
 
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