Electronic Approval Demonstration - Use of the voting option in Outlook

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Howard Lee

#1
At my local ASQ chapter I had asked about methods to do electronic approvals on documents and I have also seen some threads about electronic approvals here on the cove. Both places suggested the use of the voting option in Outlook to collect electronic approvals on documents.

I created a PowerPoint show to demonstrate an example of how I see Outlook being used to collect electronic approvals on documents. I would like to share it with the Cove and get opinions. What do you think of the attached presentation?
 

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Craig H.

#2
Re: Electronic Approval Demonstration

Howard, I have never even seen such a system (we use a canned solution) but I think I would have absolutely no problem using the new process, now that you have explained it. Good job!
 
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noboxwine

#3
Re: Electronic Approval Demonstration

Value-Added and Cost Effective ! How many of us have bought stand-alone software to manage this, when it was right in front of us the whole time !

Well Done :agree1:
 
H

Howard Lee

#4
Re: Electronic Approval Demonstration

Value-Added and Cost Effective ! How many of us have bought stand-alone software to manage this, when it was right in front of us the whole time !

Well Done :agree1:
Thank you. I couldn't buy anything new and my goal was to create something workable with what we already owned. I have taken our entire QMS and saved all of the Word files as HTML files and indexed them so that they are all available on our internal Intranet and readable in Internet Explorer. It's workable but I hate that it is not automatic.
 

jradford

Involved In Discussions
#5
Re: Electronic Approval Demonstration

What version of outlook are you running? Does everyone need to be running the same version for the voting option to work? I am running Outlook 2000 and I don't see an option to add voting.
 
M

MIREGMGR

#6
I assume you're running Exchange Server? If not, how are you handling backup of what would amount to a distributed system?

I've been told that Outlook implementations cannot be made revision-secure, i.e. documents can be changed by sufficiently knowledgable persons without any systemic record that the change has occurred. What are the community's thoughts regarding such a system for ISO 13485, in a context where FDA compliance isn't also needed?
 
H

Howard Lee

#7
I assume you're running Exchange Server? If not, how are you handling backup of what would amount to a distributed system?

I've been told that Outlook implementations cannot be made revision-secure, i.e. documents can be changed by sufficiently knowledgable persons without any systemic record that the change has occurred. What are the community's thoughts regarding such a system for ISO 13485, in a context where FDA compliance isn't also needed?
The approved documents are saved in a file accessable to the document manager and one or two other people and the revision level is stated in the subject line of the approval email as a matter of record.

Yes, I know it is cumbersome and there are massive holes in the execution, but it works on our simple level and it is cheap and paid for.

I would never try to suggest such a thing on a system concerning medical devices.
 
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MeatDog

Starting to get Involved
#8
For several years now routing documents for approval has always been a thorn in my side & now, thanks to you I can route those same documents electronically to everyone who needs to see them & get their approval. And best of all I didn't have to purchase anything. Thank you again.
 
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JaneB

#9
At my local ASQ chapter I had asked about methods to do electronic approvals on documents and I have also seen some threads about electronic approvals here on the cove. Both places suggested the use of the voting option in Outlook to collect electronic approvals on documents.

I created a PowerPoint show to demonstrate an example of how I see Outlook being used to collect electronic approvals on documents. I would like to share it with the Cove and get opinions. What do you think of the attached presentation?
It's a good way of doing it Howard - streamlines the process and makes it more likely you'll get responses, usually (though I urge the use of a 'respond by' date). I've used this kind of method in a few different systems.

I've also used the 'no response = approval" method (either in combination with the above, or alone): set a date deadline for responses, and state in the email 'if you do not respond by the due date, your silence will be taken as no objection & thus approval'. You need to put on the 'tracking option' (so you have a record that they did get the email, & keep those), but this has also worked quite well. Setting up an automatic rules filter in Outlook to filter & store the replies for you helps manage the process.
 

MeatDog

Starting to get Involved
#10
Something else that may be helpful. First I created a file named "Documents" in outlook, then I created a template in outlook & I put "Document for Approval:" in the subject line. Next I turned on the voting option & I had this e mail sent to my Documents file. And finally, just as JaneB stated I created a filter so that all replies with Document or Approval in the subject were sent to my Documents file. I am very early in my implementation of this but so far so good. Thanks again for everyone's input.

MeatDog
 
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