Document control applications - Be very wary about designing your own

[Claes Gefvenberg]

A word of warning...

As you all know there are lots of document control applications on the market, and many of us are about to make the transition from a paper based to an electronic QMS. Quite a few have already done so.

About a year and a half ago we had examined a bundle of commercial applications, and were about to purchase one. We were quite optimistic about it.

Then lightning struck: Our IT dep decided that they could put a similar application together for us, so in spite of our protests the purchase was put on hold while they set out doing it. A beta version built on the ideas from the commercial product resulted.

We are still at the beta stage. The project has been put on hold. You see, one thing was overlooked: The input of working hours needed from both the quality and IT departments... We simply didn't have it, and we said so from the start, but we still got steamrolled...

I think the lesson from this is crystal clear: Be very wary about designing your own applications ( unless that is your buissnes ). In the end it usually costs more than buying a seemingly expensive commercial package...

/Claes

 

[Marc]

> The input of working hours needed from both the quality
> and IT departments... We simply didn't have it, and we
> said so from the start, but we still got steamrolled...

I agree with this statement, but I highly support development of internal software systems whereever freasible. It depends on the needs. Do most companies really need sophisticated document control software packages?

The point should be - Look at the cause of the project failure. Proper early project planning would have identified employee needs in hours and other issues.

 

[Telefonia]

Hi.
You see, i need yout thoughs about MS SHARE POINT, MASTER CONTROL and TROVE.

I have review it, but i need your expert opinion on that becouse i dont want to make a mistake buying a big software that dosent do what i need it to do.

I need a software that the peaple in mi organization can visualize in their PC in a Adobe Acrobat Reader in a intranet base System.
The software has to work with MS Outlook, to send email to the persons responsabile to approve the document, and then when its all approve send a email replication to all the organization that a new document has been creat it and the XX-XXXX and the XX-XXXX is now obsolote message.

Please send me your ideas!!!

Thax

 

[Marc]

I personally haven't used any of these so I really can't comment. Maybe one of the others have.

 

[Richard Flexton]

With email document approvals - try a web system

We have been looking at several where customers, vendors and our own staff around the world can see, approve and manage documents in a clear and simple way. Deans Hill System in the UK have recently released PROQUIS enterprise. We are evaluating but it does appeard very good and if cost is an issue they offer an ASP facility as an alternative.