Schedule for SOP Review - Listing by Names of Process Owner versus Job Titles?

T

TracyShirley

#1
I have been given the task of setting up a schedule for SOP reviews by listing all the procedures for the different manuals and setting an "Owner" and due date. Is there anything within ISO that sets a requirement when listing the "Owner" by just Job Title or their Names? I know this sounds kinda... well, dumb I guess, but I was presented with this question by one of my bosses so I figured I would ask. The schedule is just for this year so it is not something that is necessarily set in stone and would change year to year (or when a new procedure is added/removed).
Thank you in advanced!
 
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Stijloor

Staff member
Super Moderator
#2
Re: Names versus Job Titles?

I have been given the task of setting up a schedule for SOP reviews by listing all the procedures for the different manuals and setting an "Owner" and due date. Is there anything within ISO that sets a requirement when listing the "Owner" by just Job Title or their Names? I know this sounds kinda... well, dumb I guess, but I was presented with this question by one of my bosses so I figured I would ask. The schedule is just for this year so it is not something that is necessarily set in stone and would change year to year (or when a new procedure is added/removed).
Thank you in advanced!
Smart thing to do is make references to titles.
Of course, responsibilities and authority for that position (role) must be defined.

Stijloor.
 

RoxaneB

Super Moderator
Super Moderator
#3
Re: Names versus Job Titles?

I have been given the task of setting up a schedule for SOP reviews by listing all the procedures for the different manuals and setting an "Owner" and due date. Is there anything within ISO that sets a requirement when listing the "Owner" by just Job Title or their Names? I know this sounds kinda... well, dumb I guess, but I was presented with this question by one of my bosses so I figured I would ask. The schedule is just for this year so it is not something that is necessarily set in stone and would change year to year (or when a new procedure is added/removed).
Thank you in advanced!
Nope, not a dumb question at all! :D I think many of us have struggled with this dilemma at least once and, as much as this does not answer your question, it really depends on what works for your organization.

A smaller company may prefer to use names. A larger company may prefer to use titles.

I am one of those people who is quite happy to sit on the fence, right in between both opinions. Why? Because people come-and-go, and having the title is good way for a new person replacing the former person to know which documents fall under his/her umbrella. A title is also an excellent way to show that the person reviewing/approving a document is the most suitable person. For example, in most organizations, the Quality Manager would not be the most suitable candidate to approve the content/format of the HR Orientation Checklist.

Having names, however, is good to include that bit of a "personal touch" and accountability. To show that the HR Manager must approve something is great, but to show "Jane Doe, HR Manager" is responsible...wow, now that's something.

And should Jane leave, to be replaced by John Smith, don't worry about having a mass blitz to change your documentation. Simply include, in your document control protocols, the process that the correct name/title will be added at the time of the next review.

That's my take on your situation. :D
 
P

phloQS

#4
Re: Names versus Job Titles?

Nope, not a dumb question at all! :D I think
....
And should Jane leave, to be replaced by John Smith, don't worry about having a mass blitz to change your documentation. Simply include, in your document control protocols, the process that the correct name/title will be added at the time of the next review.

That's my take on your situation. :D
On the one hand this gives you a good chance to do a review on your documents more often ( every time a new colleague arrives), on the other hand you have to review the documents each time. Otherwise auditors will find n.c. very easily.
This is why I would always prefer jobtitles. I think there are documents which are not reviewed very often and do not need it in every company. So, why not the job title? The only document which must fit than is the organigramm.

Regards

phloQS
 

Marcelo

Inactive Registered Visitor
#5
Re: Names versus Job Titles?

Please note that, whatever you do, it has to be done at an individual level, i.e., if you go thru the job title way and have more than one person with that title, you need to differentiate between them (Engineer 1, Engineer2, etc). This is true with responsibilities and authorities, and would be the same to process or document "owners" (the term owner refers to a responsibility of a person)
 

Jim Wynne

Staff member
Admin
#6
Re: Names versus Job Titles?

Please note that, whatever you do, it has to be done at an individual level, i.e., if you go thru the job title way and have more than one person with that title, you need to differentiate between them (Engineer 1, Engineer2, etc). This is true with responsibilities and authorities, and would be the same to process or document "owners" (the term owner refers to a responsibility of a person)
It doesn't have to be done at an individual level if all individuals with the job title in question are given the responsibility and authority for review and approval. Most times it probably will be best to identify an individual, but that doesn't mean it has to be done that way.
 

Statistical Steven

Statistician
Staff member
Super Moderator
#7
Re: Names versus Job Titles?

I have been given the task of setting up a schedule for SOP reviews by listing all the procedures for the different manuals and setting an "Owner" and due date. Is there anything within ISO that sets a requirement when listing the "Owner" by just Job Title or their Names? I know this sounds kinda... well, dumb I guess, but I was presented with this question by one of my bosses so I figured I would ask. The schedule is just for this year so it is not something that is necessarily set in stone and would change year to year (or when a new procedure is added/removed).
Thank you in advanced!
The issue with using names is that you could have people change roles, leave the company or be out on medical leave when the review and approval are planned. I like to use titles when possible. I have even seen companies use verbiage like Manager, Process Engineering or their delegate. Just make sure that you do not put yourself into a compliance quadry.
 
J

JAltmann

#8
Re: Names versus Job Titles?

I prefer titles, simply so i don't have to change the documents as often. But if i was in a relatively small company where people where multiple hats or titles i wouldn't think it a bad thing to use names.

Ultimately it falls into that dreded catagory of "it depends". Go with the method that works best for you, both should be accetable to an auditor.
 

Marcelo

Inactive Registered Visitor
#9
Re: Names versus Job Titles?

It doesn't have to be done at an individual level if all individuals with the job title in question are given the responsibility and authority for review and approval. Most times it probably will be best to identify an individual, but that doesn't mean it has to be done that way.
Not to begin a parallel discussion, but as far as I understand, responsibility (what someone is expected to do) and authority (what someone is allowed to do) are for individuals, not groups. You may need to have people performing the activities of others (for example, if someone goes on vacation), however this has to be planned at the individual level.
 

Jim Wynne

Staff member
Admin
#10
Re: Names versus Job Titles?

Not to begin a parallel discussion, but as far as I understand, responsibility (what someone is expected to do) and authority (what someone is allowed to do) are for individuals, not groups. You may need to have people performing the activities of others (for example, if someone goes on vacation), however this has to be planned at the individual level.
It's good to always be careful to distinguish between what's required under the standard, and what's prudent but might not be specifically required. Assuming that the OP is referring to ISO 9001, there is no requirement to identify individuals who are responsible for document review/approval. The requirement (ISO 9001-2008 4.2.3 (a) and (b)) is review and approval. There is also no general requirement that states that R&A must be assigned to specific individuals as opposed to groups of people with the same job title.

It's not unusual for review/approval requirements to be expressed at different levels, depending on the nature of the change or review. For example, for a new process document, the requirement might be for a process owner to review and approve, while periodic review or review of minor changes might be assigned at a lower level (any quality engineer, e.g.).
 
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