Reduction of Pages in Work Instructions and Procedures

A

ashujanu

#1
During the initial stages of preparing the quality plan, our Coordinator had insisted on preparing separate quality manual for separate divisions – which was prepared. Approx. 10 work instructions / procedures were made for each division (according to their work scope). And for some of the procedures, different files were maintained (by way of hard copy). But during the main audit, external auditors found that documentation is made too exhaustive – which was informed verbally by them.

Now, in the MRM it was decided to reduce the no. of pages in quality manual of each dept – that means again go through all the procedures for every division and see what can be reduced and similarly also reduce the documentation work – everything to be kept in soft copy..

I am struggling to find the logic behind this. I would like to ask the cove members does it make sense that when the quality manual of each division is already audited by external auditors, why should the time be wasted to rework the whole quality manual of each divison. HOW CAN ANYBODY JUST REDUCE / CHANGE THE QUALITY MANUAL JUST BECAUSE THERE ARE TOO MANY PAGES IN THE QUALITY PLAN. This decision was taken by the HODs , but as an MR I have to implememnt it. as per the present quality manual, they are going to follow the procedures / documentation work i.e. implement QMS as per the work instructions / procedures. It would have been okay if there were some major changes in the policy of the company. How to explain this to this stupid HODs? There is absolutely not a single change in the company’s policy or management or decision.

Our coordinator is now saying do what you feel is right, there is no question of asking external auditors.

pls do let me know.
bye
ash
 
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Jim Wynne

Staff member
Admin
#2
Re: Reduction of pages in work instructions/procedures

During the initial stages of preparing the quality plan, our Coordinator had insisted on preparing separate quality manual for separate divisions – which was prepared. Approx. 10 work instructions / procedures were made for each division (according to their work scope). And for some of the procedures, different files were maintained (by way of hard copy). But during the main audit, external auditors found that documentation is made too exhaustive – which was informed verbally by them.

Now, in the MRM it was decided to reduce the no. of pages in quality manual of each dept – that means again go through all the procedures for every division and see what can be reduced and similarly also reduce the documentation work – everything to be kept in soft copy..

I am struggling to find the logic behind this. I would like to ask the cove members does it make sense that when the quality manual of each division is already audited by external auditors, why should the time be wasted to rework the whole quality manual of each divison. HOW CAN ANYBODY JUST REDUCE / CHANGE THE QUALITY MANUAL JUST BECAUSE THERE ARE TOO MANY PAGES IN THE QUALITY PLAN. This decision was taken by the HODs , but as an MR I have to implememnt it. as per the present quality manual, they are going to follow the procedures / documentation work i.e. implement QMS as per the work instructions / procedures. It would have been okay if there were some major changes in the policy of the company. How to explain this to this stupid HODs?There is absolutely not a single change in the company’s policy or management or decision.

Our coordinator is now saying do what you feel is right, there is no question of asking external auditors.

pls do let me know.
bye
ash
The type and extent of the documentation you have shouldn't be determined by counting documents or pages. It should also not be determined by external auditors unless something that's indisputably needed is missing.

If you have unnecessary documentation, get rid of the unnecessary documents. If you need more, add more. System documentation is a process control tool. If your documents help you to control processes, keep them. If they don't, don't.
 
A

ashujanu

#3
Re: Reduction of pages in work instructions/procedures

The type and extent of the documentation you have shouldn't be determined by counting documents or pages. It should also not be determined by external auditors unless something that's indisputably needed is missing.

If you have unnecessary documentation, get rid of the unnecessary documents. If you need more, add more. System documentation is a process control tool. If your documents help you to control processes, keep them. If they don't, don't.
The external auditors in the main audit have approved the quality manual of all the divisions.

the work instructions / procedures were made taking the clauses of ISO 9001:2008 standards as the base. so our formats / work instructions are required.. whcih now these HODs want to reduce it. How can we reduce when the documents help us to implement the QMS? That is my query.
 

Jim Wynne

Staff member
Admin
#4
Re: Reduction of pages in work instructions/procedures

The external auditors in the main audit have approved the quality manual of all the divisions.

the work instructions / procedures were made taking the clauses of ISO 9001:2008 standards as the base. so our formats / work instructions are required.. whcih now these HODs want to reduce it. How can we reduce when the documents help us to implement the QMS? That is my query.
Your documentation doesn't have to follow the clauses of the standard. You need to have the quality manual, the six explicitly required documented procedures, and whatever else is necessary to the function and control of the quality system. If you feel that your all of your documentation is necessary but there are managers who feel that it's excessive, you need to demonstrate to them that a reduction in documentation isn't prudent (if that's indeed the case).
 
P

Polly Pure Bread

#5
Re: Reduction of pages in work instructions/procedures

Hi Ashujanu,
I have two questions.
1. Can you achieve your business objectives even if you reduce the documentation?
2. Can you satisfy ISO 9001 requirements even if you reduce the documentation?
 
P

Polly Pure Bread

#6
Re: Reduction of pages in work instructions/procedures

The type and extent of the documentation you have shouldn't be determined by counting documents or pages.
If the value of your documentation is:
1. communication of intent (customer to organization/top management to organization/organization with itself)
2. consistency of output
3. provision of proper training materials
Your documentation doesn't have to follow the clauses of the standard. You need to have the quality manual, the six explicitly required documented procedures, and whatever else is necessary to the function and control of the quality system.
you need more than the six required documented procedures.

The external auditors in the main audit have approved the quality manual of all the divisions.
the work instructions / procedures were made taking the clauses of ISO 9001:2008 standards as the base. so our formats / work instructions are required.. whcih now these HODs want to reduce it. How can we reduce when the documents help us to implement the QMS? That is my query.
Analyze your processes together with HODs. It’s your processes that will drive on your documentation. Nothing else.
 
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