J
playing the numbers game...
In my company, we not only have numbers for every single form but now I'm being requested to assign form numbers for every template (proposal, technical writing, project quality plan....) that we use, and also even to the Excel workbooks that are used to derive project cost tracking and bid preparation.
Do you think this is a good thing?
I thought that simply by having these templates in the secured folder for approved forms and templates, everyone should know and accept that these templates are the current approved ones. But my boss wants them numbered and revision level kept because he says there is no difference between a form and a template and has challenged me to distinguish the two. I thought I gave him a convincing answer (such as the "form becoming a quality record") but he correctly pointed out that the project quality plan is a record of project planning, as are the project specific procedures that we write, and the proposal is a record of customer and other requirements, etc.
Also with two offices in other countries, they tend to alter the forms and templates for their own use, so even our vacation request form has a number and revision level so that we can be sure that they are using the right one. By using a number and not just a name, I can indicate the regional differences by using Form 52 as the corporate one, 52s for Singapore, etc. and we can rev them separately. I guess we could do the same with naming but it seems to flow better with numbers.
With the first Excel Workbook that I numbered here, the first sheet was also issued as a stand alone. It is the informational sheet that is completed by our regional offices to send us with the information that is needed for the proposal which we generate. So we have a Form 85 and Form 85a (the first sheet). If we ever see a need to spin off another separate sheet, it could easily be done.
As a newbie, I'm still feeling my way around this and creating things as I go. Without a doubt, within a couple of years after we get this whole registration thing behind us, I'll be ready to reinvent what we're doing. But I'm trying to get it as right as I can on the first shot
In my company, we not only have numbers for every single form but now I'm being requested to assign form numbers for every template (proposal, technical writing, project quality plan....) that we use, and also even to the Excel workbooks that are used to derive project cost tracking and bid preparation.
Do you think this is a good thing?
I thought that simply by having these templates in the secured folder for approved forms and templates, everyone should know and accept that these templates are the current approved ones. But my boss wants them numbered and revision level kept because he says there is no difference between a form and a template and has challenged me to distinguish the two. I thought I gave him a convincing answer (such as the "form becoming a quality record") but he correctly pointed out that the project quality plan is a record of project planning, as are the project specific procedures that we write, and the proposal is a record of customer and other requirements, etc.
Also with two offices in other countries, they tend to alter the forms and templates for their own use, so even our vacation request form has a number and revision level so that we can be sure that they are using the right one. By using a number and not just a name, I can indicate the regional differences by using Form 52 as the corporate one, 52s for Singapore, etc. and we can rev them separately. I guess we could do the same with naming but it seems to flow better with numbers.
With the first Excel Workbook that I numbered here, the first sheet was also issued as a stand alone. It is the informational sheet that is completed by our regional offices to send us with the information that is needed for the proposal which we generate. So we have a Form 85 and Form 85a (the first sheet). If we ever see a need to spin off another separate sheet, it could easily be done.
As a newbie, I'm still feeling my way around this and creating things as I go. Without a doubt, within a couple of years after we get this whole registration thing behind us, I'll be ready to reinvent what we're doing. But I'm trying to get it as right as I can on the first shot
Look at all the $$$ you can save. Go for it!
