Signing for roles on records

[contigo123]

Hello,
We are implementing an eQMS and wanted to get some feedback.
Currently if we have an NCR that requires roles X, Y, and Z to sign, then our paper form says X signs here, Y signs here, etc., so it is very clear that you have all the roles covered.
In the eQMS the approvers are selected but not the roles. Is this an issue? We could always point to the org chart or role descriptions on file to show that person 1 was indeed role X. Or maybe we need to add a field to document what role each approver is signing for? Add to the complexity that as a very small company sometimes person 1 could cover a couple different roles.
Any thoughts or guidance?
Thank you!

 

[Tidge]

I have implemented two solutions for this problem (different eQMS systems):

1) The approval is routed to individual approvals with a pre-assigned field identifying the role of the approver. The pre-assignment is done by the change owner (or an equivalent role, sometimes a quality one to make sure that all necessary roles are present).

2) The e-signature allows for a comment by the approver; it is procedurally required for the approved to attest to the role they are filling.

Both approaches have "sharp edges."

EDIT: I have a third implementation that is "more robust" but requires configuration (and management of users and accounts)...

3) The system is configured to always route certain records to specified & authorized individuals for particular approvals.

Option 3 doesn't work well in all systems, but for routine approvals this works fine.