SBS - The best value in QMS software

Controlling filled out "forms" (eg Operator job specific work instructions)

T

toucan

#1
I have recently started with a young company that is moving toward TS. In my old company I controlled both the "form" or template that gets populated with job specific info as well as controlled the populated form. I am not talking about a quality record here. As an example, we had our operator job specific work instructions. They all followed a specific format, which I'll call a form. The form had its own document id, rev level, and date. The populated version of the form which was specific to a part was also controlled in the same manner. So I had the form perhaps as F0010 and the populated version as WI1234 (job 1234). Both were controlled.

This is how I was originally going to proceed at my new employer. However, we hired a temp technical writer that was questioning why I would need to do that. He suggested that we would control the populated version of the form with its own number and not bother controlling the form/template. Since the part numbering here is very long I found myself thinking....why not? Is this okay/enough? He is not familiar with TS so I don't want to just run with it.

Thanks in advance for your help! :D
 
Elsmar Forum Sponsor

Jim Wynne

Staff member
Admin
#2
I have recently started with a young company that is moving toward TS. In my old company I controlled both the "form" or template that gets populated with job specific info as well as controlled the populated form. I am not talking about a quality record here. As an example, we had our operator job specific work instructions. They all followed a specific format, which I'll call a form. The form had its own document id, rev level, and date. The populated version of the form which was specific to a part was also controlled in the same manner. So I had the form perhaps as F0010 and the populated version as WI1234 (job 1234). Both were controlled.

This is how I was originally going to proceed at my new employer. However, we hired a temp technical writer that was questioning why I would need to do that. He suggested that we would control the populated version of the form with its own number and not bother controlling the form/template. Since the part numbering here is very long I found myself thinking....why not? Is this okay/enough? He is not familiar with TS so I don't want to just run with it.

Thanks in advance for your help! :D
It sounds like what you're describing would be better identified as a template (a type of form). In your documentation you can describe the required format and contents of work instructions, and then provide (as a convenience) a template that may be used. The template doesn't have to be controlled--the controlling factor is the document that describes the required format and contents.
 

E Wall

Just Me!
Super Moderator
#3
Morning Toucan,

Standardizing the template for core work instructions, IMHO, is critical to ensure core information is covered. Having the felxibility to delete or indicate NA for something that is not relevant to a specific job may be needed depending on how detailed your format is.

Additionally, providing uniform formatting provides clear professional looking documentation that is typically much easier to follow whether you are new to the organization or a 20 yr employee. One would assume that your workers will and have changed jobs and knowing what to expect and where to find the core information pertaining to their job can be very reassuring for them and the supervisor/mgmt staff. I bet your HR folks will have some feedback and input to this as well.

How you choose to control the blank template will depend largely on how many individuals are using it. Is someone reviewing to ensure content remains standard? Other considerations: how often does it change? are keeping track of the changes relevant to your process? There are more but I'm sure you get the drift.

We use standard formatting, but as they are used by very few and all documents go thru me, my templates are all set up just by title and a v1, v2 etc, with the obsolete being kept as history for reference.

Good luck going forward,
Eileen
 
T

toucan

#4
Thank you to the both of you! I am going to use standard templates (as a convenience) and just control the format and content of the documents in my document control work instruction (at least that is my plan today :) )
 
Thread starter Similar threads Forum Replies Date
R Controlling Quick Reaction Checklists Document Control Systems, Procedures, Forms and Templates 1
C Identifying and Controlling External Documents Document Control Systems, Procedures, Forms and Templates 3
qualprod Controlling documents in two different Applications ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 10
M AS9100d Controlling External Provided Processes (purchasing 8.4) - The customer want us to use supplier X AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 3
qualprod Minor non-conformance for not controlling local regulation laws? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 20
Q Controlling Multi-Tab Microsoft Excel Forms Excel .xls Spreadsheet Templates and Tools 5
C Controlling Software Versions that are part of a medical device IEC 62304 - Medical Device Software Life Cycle Processes 2
A ISO 13485 - Controlling Production and Service Provision - Product Catalogues ISO 13485:2016 - Medical Device Quality Management Systems 3
M Difficulties Controlling Foreign Suppliers Supplier Quality Assurance and other Supplier Issues 8
R OHSAS 18001:2007 Section 3 - Controlling Work Place Risks Occupational Health & Safety Management Standards 3
T Controlling an Excel Spreadsheet (Database) ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 3
C ISO 9001:2008 4.2.3(f) - Controlling Documents of External Origin Quality Manager and Management Related Issues 9
M Controlling Flow Charts that are hung in workplace. Quality Manager and Management Related Issues 6
N Controlling Records query that may cause some serious trouble for me ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 8
T Controlling Manual - Control of 10 Printed Manuals throughout our 9 Branches Document Control Systems, Procedures, Forms and Templates 8
Fender1 Controlling Documents and Records in a Custom Weld/Fabrication Company Document Control Systems, Procedures, Forms and Templates 10
C Tool Monitoring - Controlling a Process with Better Tool Monitoring Manufacturing and Related Processes 4
C Controlling QMS - We are expanding globally and want to keep our QMS Confidential Quality Manager and Management Related Issues 20
C Controlling Documents: Beyond the standard, how do we truly define what to control ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 9
R Referencing and Controlling Labels & Stickers used internally throughout Production Document Control Systems, Procedures, Forms and Templates 1
Q Controlling Prints in Shop - Audit Finding Question ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 4
L Controlling "Stamps" used throughout our processing Records and Data - Quality, Legal and Other Evidence 16
T Requirements - Controlling and Maintaining Sheet Metal Templates for Production Use ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 5
P Controlling Solidworks model, CAD & Gerber files Document Control Systems, Procedures, Forms and Templates 3
M Defining and Controlling External Documents (Documents of External Origin) Quality Tools, Improvement and Analysis 5
M Controlling Temperature and Time - Do I need to calibrate the thermostat? IATF 16949 - Automotive Quality Systems Standard 4
S Controlling Documentation - Which procedures to control Document Control Systems, Procedures, Forms and Templates 12
C HACCP in Egg Production - Controlling hazards at the farm level Food Safety - ISO 22000, HACCP (21 CFR 120) 6
M Controlling Data Labels on Graphs - Number of Decimal Places Reported - Minitab Using Minitab Software 7
I Controlling Minitab by vba (visual basic) or vb Using Minitab Software 6
T Procedure for "Controlling Nonconformity" for a software company Document Control Systems, Procedures, Forms and Templates 2
R Controlling and monitoring of measuring devices - AS9100 General Measurement Device and Calibration Topics 3
D Establishing and controlling process capability - Meaning of Phrases Capability, Accuracy and Stability - Processes, Machines, etc. 2
E Controlling CNC Machine Programs - Your recommendations appreciated Manufacturing and Related Processes 12
B Controlling Reference Material Document Control Systems, Procedures, Forms and Templates 1
J Controlling Temperature and Humidity in the CMM Room and does anyone use Artifacts? Inspection, Prints (Drawings), Testing, Sampling and Related Topics 8
R Procedure for Controlling Transmitted Technical Data - ITAR compliance Document Control Systems, Procedures, Forms and Templates 18
S Identifying and Controlling External Documents Document Control Systems, Procedures, Forms and Templates 8
Raffy Controlling Handler, Tester, Computer and other Equipment Manuals. Document Control Systems, Procedures, Forms and Templates 2
H Controlling Continuously Changing Forms IATF 16949 - Automotive Quality Systems Standard 12
W Controlling Revisions of External Documents - Documents of External Origin Document Control Systems, Procedures, Forms and Templates 10
A Controlling Humidity in a Textile Testing Laboratory General Measurement Device and Calibration Topics 10
M Polyurethane Foam Testing and Controlling the Foaming Process Manufacturing and Related Processes 6
G Controlling a male 6% Luer with permanent collar according to EN1707? General Measurement Device and Calibration Topics 5
C Controlling External Customer Documents (Documents of External Origin) Document Control Systems, Procedures, Forms and Templates 5
L "Document Controlling" Queries run to obtain information reported to customer Document Control Systems, Procedures, Forms and Templates 7
A Still Confused About "Controlling Suppliers Records" AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 3
A Controlling the records of suppliers - AS9100 Rev B Clause 4.2.4 AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 2
S Controlling external processes - Alternatives ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 3
K Controlling Forms made in word .doc, excel .xls, and lotus Document Control Systems, Procedures, Forms and Templates 14

Similar threads

Top Bottom