Must All Documents be on a Document Matrix including Each Job Description?

[little__cee]

Job descriptions?

We have a Controlled Documents - Records Master List here which was created in Microsoft Excel. As the name implies, it is the master list of all controlled documents!

My question: we have EACH and every job description listed separately. This takes up approximately 50 rows of my spreadsheet.

I've searched, but cannot find, why this was created in this manner. It seems to me that I could just list "job descriptions" as one item and put who controls it (HR Manager controls all). Does anyone see any problems with lumping all 50+ job descriptions under one heading?

Thanks.

 

[mshell]

We have approved a pre-defined format for all job descriptions and that is on the master list. The format is controlled by the active date and format #, the contents are controlled by the job title and the issue date. This works for us. I am attaching an example.

Hope this helps.

 

[Greg B]

Does anyone see any problems with lumping all 50+ job descriptions under one heading?
.

Little_cee,

The short answer is NO -I don't have a problem with it, because that is exactly what we do. It's your system. If HR is in the scope of your registration then when you audit them you can audit the JDs - if you find them to be astray slap a NC on the HR department. I think too mnay people dump their unwanted Documents on QA and think they will look after it - they will be the master and publisher. I find if people don't take responibility for their documents they tend to let the rest of their system slide (JMHO)

Greg B

 

[Wes Bucey]

My question: we have EACH and every job description listed separately. This takes up approximately 50 rows of my spreadsheet.

I've searched, but cannot find, why this was created in this manner. It seems to me that I could just list "job descriptions" as one item and put who controls it (HR Manager controls all). Does anyone see any problems with lumping all 50+ job descriptions under one heading?

Thanks.

I wonder if the separate listing for each job description was to facilitate revisions of only one job description without having to issue new revision for all. Is there a field on the spreadsheet for listing the revision number? Heck. This is an Excel spreadsheet. What difference does it make whether it is one line, or 50, or 500?

 

[Claes Gefvenberg]

We have a Controlled Documents - Records Master List here which was created in Microsoft Excel. As the name implies, it is the master list of all controlled documents!

My question: we have EACH and every job description listed separately. This takes up approximately 50 rows of my spreadsheet.

No problem... though I must have mentioned before that I like databases? Your master list could then point to the database. That works for us...

/Claes

 

[little__cee]

Thank you

You're right of course that in an Excel spreadsheet it makes no difference if its 50 rows or 150 rows.

I'm finding that this ISO system was set up in an extremely cautious fashion. Some of that cautiousness has lead to more opportunities for the external auditor to "ding" us because of the way we set things up.

I agree with the thought that if we'd revise one, only that one would change and not the other 49 so that makes sense to me.

I am digging into our system and trying to make it more user friendly. You're all thinking "good luck" and I understand that its never going to be easy but some of this was made A LOT harder than it needed to be!

Want an example? There was a hanging file folder marked "internal audits". Each and every audit was crammed into this folder. When an internal auditor asked to see the last Purchasing Procedure audit, I had to dig through a mountain of paperwork to find it. Only once! I created manilla folders with each procedure name clearly noted and now when I need to pull an audit I can go right to that folder. I know there's nothing in ISO to state that you NEED to do it this way but it sure makes things easier on me!

 

[Marla Diaz]

Job Descripstion

We have one masterlist for job descriptions which is also in excel spreadsheet. The file includes the usual document name (job title), rev no., effectivity date, process owner and approving authority and of course the copyholders of the job description.

This is the same throughout all the other masterlist of controlled documents.

/marla

 

[Teknow]

As Quality co-ordinator, I would tend to control the format ( e.g. headings, org chart etc. ) so that all jd's are written in the same style. As far as controlling content, I would argue that this is down to individual dept. managers to ensure accuracy & that they are kept up to date.

 

[db]

As Quality co-ordinator, I would tend to control the format ( e.g. headings, org chart etc. ) so that all jd's are written in the same style. As far as controlling content, I would argue that this is down to individual dept. managers to ensure accuracy & that they are kept up to date.

I would agree, although I really question the value of job descriptions.

 

[Al the Elf]

Wot no job description ?

DB - there's a whole new thread in your comment. I'm keen to hear how you define what people are there to do without job descriptions ? I've met this for low level task type activity where people understand what they are to do by some validated training and a (very) detailed instruction sheet, but not yet seen an approach once you get into the "manage resources to deliver an outcome" type job roles. I'm curious...?

teknow - what value do you get from controlled formats and Jd's all in the same style ?

Al.