Internal Document Request Process - Please Critique

M

MarkJoel

#1
Please critque that attached Internal Document Request Process.

The objective of this process is to provide consistency for all internal documents.
This process applies to anyone submitting a request for an internal document.

Does it make sense?
Usuable?
Did I miss something?

Thanks in advance!
 

Attachments

Elsmar Forum Sponsor

Wes Bucey

Quite Involved in Discussions
#2
I have a hunch you are trying to make too rigid a system for an organization of 60 people (your Profile) - tell us more about the operation:

  1. how many existing, approved documents in the system today?
  2. how many documents made per day/week/month/year?
  3. how many potential document writers?
  4. how many folks in the checking/approval chain?
  5. what kind of documents are we talking about? (plans? process? work instruction? blueprints? inspection reports? records? etc.?)
  6. what is the normal frequency of modification (revision) to a document (day? week? year?)
 
G

Greg B

#3
MarkJoel,

I tend to agree with Wes (as usual). At the beginning of a system it seems like a good idea to have a system whereby anyone can submit their new documents. Eventually, as the system matures, very few documents are submitted, rather they require change to existing documents. Why not design a system that will accommodate what you do now and into the future? We use a suggestion system. Anyone can and does use it to suggest ANYTHING. It has a simple structure that allows people to use it for submitting new documents or suggesting changes to documents that have been reviewed. It also has a built in signatory chain so the person in charge of the document or the area affected can sign off the form. Here is our actual form:

http://elsmar.com/Forums/attachment.php?attachmentid=1729

It also has space for a 'Response Manager' to investigate suggestions and respond to the manager in question. So the manager could ask that the procedure/process be audited before it is accepted. Or an engineer to justify a new project etc

Here is the Procedure:

http://elsmar.com/Forums/attachment.php?attachmentid=1843

I do not disagree with the system that you have but you will eventually have to change it to accommodate changes, reviews etc
 
Last edited by a moderator:

RoxaneB

Super Moderator
Super Moderator
#4
Wes Bucey said:
I have a hunch you are trying to make too rigid a system for an organization of 60 people (your Profile) - tell us more about the operation:
I agree with the comment on rigidity, but sometimes people need to know that the process of A+B+C+D will be strictly enforced to ensure that consistency and effectiveness are achieved. :) I had to do that to our Internal Audit process and after 3 years I'm happy to so that I can finally start to loosen the strings as their experience and familiarity with the process has reached an acceptable level.

Wes Bucey said:
  1. how many existing, approved documents in the system today?
  2. how many documents made per day/week/month/year?
  3. how many potential document writers?
  4. how many folks in the checking/approval chain?
  5. what kind of documents are we talking about? (plans? process? work instruction? blueprints? inspection reports? records? etc.?)
  6. what is the normal frequency of modification (revision) to a document (day? week? year?)
Excellent questions, Wes! And these do tie in with the rigidity required in the process.


Greg B said:
At the beginning of a system it seems like a good idea to have a system whereby anyone can submit their new documents. Eventually, as the system matures, very few documents are submitted, rather they require change to existing documents. Why not design a system that will accommodate what you do now and into the future? We use a suggestion system. Anyone can and does use it to suggest ANYTHING. It has a simple structure that allows people to use it for submitting new documents or suggesting changes to documents that have been reviewed. It also has a built in signatory chain so the person in charge of the document or the area affected can sign off the form.
We have something similar. Anyone with email access can complete a Document Change Request (this means the document affected already exists) or a General Change Request (this means the creation of a document is requested and the requester is not a Document Author).

Both processes allow for the analysis and acceptence/rejection of the DCR or GCR.

We keep items separate, though. Projects follow the capital request (a corporate form and process from South America). Quality Plans are another form. Employee Requests are on another electronic system and focuses more on safety and prodution improvements (e.g., lighting, hose racks, leaking showers, etc.).
 
Q

qinlan

#5
everyone

The above-mentioned what you said are very good, but I think who is responsible for working out the document, who control them .our company does it so, there is not a flow chart for controling the procedure .
I can speak poor english,don't laugh at me. :eek:
 

RoxaneB

Super Moderator
Super Moderator
#6
Welcome to the Cove, qinlan! :bigwave:

qinlan said:
The above-mentioned what you said are very good, but I think who is responsible for working out the document, who control them .our company does it so, there is not a flow chart for controling the procedure .
Many of us have chosen to use flow charts as they are a wonderful tool to visually communicate the sequence of steps within a process. When I first started out in ISO 9000, my boss wanted lengthy procedures written...which, of course, no one read. Now, with flow charts, almost anyone with a secondary school education can grasp the flow of the process. :agree1:

In larger organizations, there can be more than one document author and more than one document approver. My company has around 20 locations in North America and my facility, alone, has about 20 document authors responsible for developing the suitable documentation for their areas.

Having documentation on how we control our document control process is more than just a requirement of ISO 9001:2000, it's also how we help ensure multiple people are trained on the process in a consistent manner. :)

qinlan said:
I can speak poor english,don't laugh at me. :eek:
We will never do that! We may, from time to time, ask you to clarify what you mean. There are some wonderful online translation resources (free of charge) that are great to use when you're stuck! :) And, you could always teach us some of your language...basics like, "hello", "good bye", "have a nice day", "please" and "thank you". :D
 

Ettore

Quite Involved in Discussions
#7
MarkJoel said:
Please critque that attached Internal Document Request Process.

The objective of this process is to provide consistency for all internal documents.
This process applies to anyone submitting a request for an internal document.

Does it make sense?
Usuable?
Did I miss something?

Thanks in advance!
:bigwave:
 

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