How do I control web-based asp forms/rpts that write to and pull from an Access DB

#1
I read threads all afternoon yesterday, but I just can’t grasp what I need to do. I tried to reply to one thread but thread was too old.

We are a small machine shop servicing the oilfield, 25 employees. I am the QM and IT guy. We have several processes like the one I am going to describe. We Zn Phosphate coat connections that we cut on most oilfield pipe and accessories. The coating is applied by submerging the connection in a Phosphate bath tank for 9-12 minutes. The tank operator is responsible for verifying and logging daily tank temp, free acid %, etc. We had an Excel spreadsheet, Controlled Form # and Rev# that was saved as a pdf , and made available from small company Intranet. The operator would print the form and manually fill it out daily. The operator also does a sample coupon test (coats a small piece of metal) so I can weigh it, chemically strip it, and weigh it again to determine coating weight. After the operators log sheet gets full, usually monthly, he’d turn it in, I’d scan it, put it up as a record and available for retrieval via local intranet.
I wrote a web based asp form that the operator pulls up with his iPhone, fills out and submits, writing directly to the Access table. He has to authenticate and the record he writes is date stamped and stamped with his userid. I then pull that record up with another asp form and add to the record with the test coupon information weights, coupon dimensions, and a macro calculates mg/sq.meter coating weight.

Now all the questions:
(1) Does the web based asp form the operator pulls up, need to be controlled w/Form# and REV # displayed on the form and a revision list and included in my Master List.
(2) Does the web based asp form I pull up need to be controlled with a different Form# and REV # displayed on the form and a revision list and included in my Master List..
(3) From that record for the day, I can pull up the phosphate coating information on an asp web based report verifiying our compliance with minimum coating weight and print if needed for a customer. Does this report need to be controlled?
(4) From that Access table I have a report that pulls up with just the tank information, much like the original manual log sheet. Does this report need to be controlled?

Sorry so lengthy. We are hoping to get our ISO 9001 certification early next year.
 
Last edited:
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Stijloor

Staff member
Super Moderator
#2
Re: How do I control web-based asp forms/rpts that write to and pull from an Access D

I read threads all afternoon yesterday, but I just can’t grasp what I need to do. I tried to reply to one thread but thread was too old.

We are a small machine shop servicing the oilfield, 25 employees. I am the QM and IT guy. We have several processes like the one I am going to describe. We Zn Phosphate coat connections that we cut on most oilfield pipe and accessories. The coating is applied by submerging the connection in a Phosphate bath tank for 9-12 minutes. The tank operator is responsible for verifying and logging daily tank temp, free acid %, etc. We had an Excel spreadsheet, Controlled Form # and Rev# that was saved as a pdf , and made available from small company Intranet. The operator would print the form and manually fill it out daily. The operator also does a sample coupon test (coats a small piece of metal) so I can weigh it, chemically strip it, and weigh it again to determine coating weight. After the operators log sheet gets full, usually monthly, he’d turn it in, I’d scan it, put it up as a record and available for retrieval via local intranet.
I wrote a web based asp form that the operator pulls up with his iPhone, fills out and submits, writing directly to the Access table. He has to authenticate and the record he writes is date stamped and stamped with his user ID. I then pull that record up with another asp form and add to the record with the test coupon information weights, coupon dimensions, and a macro calculates mg/sq.meter coating weight.

Now all the questions:
(1) Does the web based asp form the operator pulls up, need to be controlled w/Form# and REV # displayed on the form and a revision list and included in my Master List.
(2) Does the web based asp form I pull up need to be controlled with a different Form# and REV # displayed on the form and a revision list and included in my Master List..
(3) From that record for the day, I can pull up the phosphate coating information on an asp web based report verifying our compliance with minimum coating weight and print if needed for a customer. Does this report need to be controlled?
(4) From that Access table I have a report that pulls up with just the tank information, much like the original manual log sheet. Does this report need to be controlled?

Sorry so lengthy. We are hoping to get our ISO 9001 certification early next year.
A Quick Bump.

Can someone help with this?

Thank you very much!!

Stijloor.
 

Pancho

wikineer
Super Moderator
#3
Re: How do I control web-based asp forms/rpts that write to and pull from an Access D

Hi tlroberson,

Forms you should control as per §4.2.3 of the standard. Your doc control procedure should define the controls you need for paragraphs (a) through (g) of that article.

(1) Does the web based asp form the operator pulls up, need to be controlled w/Form# and REV # displayed on the form and a revision list and included in my Master List.
The standard does not require placing identification numbers on the forms, or including them in a list (master or otherwise). Folks do it in order to facilitate identifying the applicable version of documents, and to prevent the use of obsolete documents.

Since you are likely to program the server to serve only the current version of the form, then I don't think you need any number and revision displayed on the form itself. The control of this document for your users is taken care of automatically by your software and the server. You may need to control the code itself and its releases. Subversion or something similar might save you the hassle of doing this by hand.


(2) Does the web based asp form I pull up need to be controlled with a different Form# and REV # displayed on the form and a revision list and included in my Master List.
Same as the previous answer.


(3) From that record for the day, I can pull up the phosphate coating information on an asp web based report verifiying our compliance with minimum coating weight and print if needed for a customer. Does this report need to be controlled?
Controlling records is a bit different than controlling other documents, such as forms. Records provide evidence of conformity to requirements. The reports you print to deliver to clients need to be controlled only to the extent that you define following §4.2.4.

Be careful when you define these controls. You don't want to create busywork. For a printed deliverable, you need to make sure that you know what you delivered to the client (identification), but maybe you don't need to store and protect that particular record since your client has it and it was derived from your database. If you need to, you could generate the delivered record again to prove conformity. Of course, the data in the database itself should be stored and protected.

The above is one example of why the standard asks you to "define the controls needed", rather than asking for specific controls.

(4) From that Access table I have a report that pulls up with just the tank information, much like the original manual log sheet. Does this report need to be controlled?
Same as previous answer.

Cheers!
Pancho
 
M

michaelrm

#4
Re: How do I control web-based asp forms/rpts that write to and pull from an Access D

I do nearly the same thing but for weld and materials assigned and performed, as long as you have clearly defined procedures and documentation then like us you should pass the ISO accreditation.
 
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