Sub-contracting software documents - How to document?

S

sardonyx

#1
We're sub-contracting a software company and at the same time we have software engrs too who are working with them to come up with a program to use in our new device. They have been releasing documents pertaining to our product/device,through their system and per their document format. My question is, how do we incorporate those documents to our system? Do we need to copy the contents and paste to our own template? Or can we use their document and treat them as ours since this is only for our company. Example of documents are: Software Validation Plan, Software Configuration Management Plan, Hazard Analysis, etc. These documents need also approval from our engineers before they release. Some documents include their company plans, procedures and responsibilities. :frust:
Thanks in advance.
 
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Wes Bucey

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#2
sardonyx said:
We're sub-contracting a software company and at the same time we have software engrs too who are working with them to come up with a program to use in our new device. They have been releasing documents pertaining to our product/device,through their system and per their document format. My question is, how do we incorporate those documents to our system? Do we need to copy the contents and paste to our own template? Or can we use their document and treat them as ours since this is only for our company. Example of documents are: Software Validation Plan, Software Configuration Management Plan, Hazard Analysis, etc. These documents need also approval from our engineers before they release. Some documents include their company plans, procedures and responsibilities. :frust:
Thanks in advance.
Many organizations find a simple method is to attach a cover sheet to the outsourced document which "adopts" the document into your document management system. This can mean using your own document numbering system if it is meaningful, with prefixes or suffixes carrying meaning. Part and parcel of this is that you must take the document through the same check and approval process you use for your own internal documents to avoid introducing faulty documents into your system.

If your check and approval system finds fault with the document, it can be referred back to the originating organization BEFORE adopting it into yours.

Part of the deal is that you have to contract with the originating organization to make sure you get all revisions in due and timely fashion.

If you need more detail than this, please write again. We'd appreciate you telling us when and if we've answered your question.
 
S

sardonyx

#3
Thanks! That's a good idea. What I am doing now is to format the whole documents (such as font, revision level, cover page) in to our own format, and this is a waste of time! It will save my time now, by using their documents and just insert our cover page template since we have web-based documentation to take cover of the approval process. :applause:
The problem might be having different revision level from them.
 

Wes Bucey

Quite Involved in Discussions
#4
sardonyx said:
Thanks! That's a good idea. What I am doing now is to format the whole documents (such as font, revision level, cover page) in to our own format, and this is a waste of time! It will save my time now, by using their documents and just insert our cover page template since we have web-based documentation to take cover of the approval process. :applause:
The problem might be having different revision level from them.
It doesn't make any difference what the revision level of their document is. The first time you adopt it, you have no revision level, even if theirs is "L" - when they move to "M" you will change your cover sheet to "A"
 
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