Who is the author of your procedures and work instructions?

B

Benjamin28

#1
I am curious who authors work instructions and procedures in other organizations. Is it handled by the Quality Department, Technical Department, Management?

Currently we have a goal of revising our quality manual, in essence, removing descriptive portions from the quality manual and placing them into more detailed effective procedures. However, no one wants to really take responsibility for this task. Typically it should be handled by the technical support group with collaboration from quality and management...but tech is not interested...management talks about pursuing this goal, but doesn't want to push the task onto tech, in fact I think he'd more likely assign responsiblity to quality.

:mg: Will anything ever get done!

How futile it feels to know where improvements can be made but not having the means or cooperation to implement them. Certainly more so when your job is to identify and initiate improvements. Sorry, needed to vent! :mad:
 
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Z

Zuggy

#2
Re: Who is the author of your procedures?

Hi,
Although it is true that the owner of the process should be the author of the procedure, it is not a bad idea that quality puts its two cents into the process. Once the process is defined and put down on paper as a first draft, the quality person should be able to make the procedure conform to the quality system format (which most employees have not idea about). However, the final approval and final stamp before issuing to a document control system must be reviewed by the process owner for correctness. As in most areas of quality it has to be a team approach.


Just my thoughts.

Tim
 

GStough

Staff member
Super Moderator
#3
Re: Who is the author of your procedures?

I'll bite....

In my last position as document control specialist, I was heavily involved in developing the QMS and due to staffing and knowledge limitations, it became necessary that someone undertake the writing of procedures, work instructions, etc. So, I interviewed production folks and management alike and wrote many of the work instructions and procedures, as well as some of the upper level procedures at our facility (we called them "department quality procedures"). I also developed forms that became records for many of the departments.

Was this an ideal arrangement? No. Was it "technically" my responsibility to do this? No. Did we have what we needed when the FDA visited? Yes. Was the necessary documentation established and maintained? Yes. (Note: this was not an ISO registered company.)

Fortunately, it's not necessary for me to do that so much now in my present position, although I do assist whenever called upon. :)
 
C

Craig H.

#4
Re: Who is the author of your procedures?

While I have been able to get managers to accept the annual review duties, with just a few exceptions I have "ghost written" the majority of our procedures. This is not necessarily a bad thing.

First, the procedures are fairly consistent. For the most part, same fonts, formats, etc.

Second, by working with the guys on the floor, the procedures really represent what happens. In cases where there are 4 Operators over 3 shifts, the exercise helps to make sure folks are really doing things the same way. I have, without fail, had each group of Operators tell me that they all work the same way. I have, without fail, found tasks and process orders that differed within each group. This is an opportunity to make sure the tasks are performed the same way.

Third, if you don't who will? Sit down with the Manager and/or the Operators and get something written down. Then, toss it to the Manager, with copies to the Upper Managers who want to get this done. Ask for an edited copy within 2 or 3 days, and gripe when they are late (Ok, a gripe could be "have you had a chance to...?" copied to the Upper Managers, aka the subtle sledge hammer).

I know its frustrating, but you are most certainly not the first Q pro to be facing this type of situation. The difference is that you have the Cove, with LOTS of people who have been there, done that.
 

RoxaneB

Super Moderator
Super Moderator
#5
Re: Who is the author of your procedures?

Who ever owns the process or is involved in the process should be, in my opinion, the author of the document. Nothing against technical writers, but if there is a template to follow (i.e., provided by a software), let someone else do the writing and you can provide assistance as needed.

If there is a big concern about quality issues, have someone from Quality as an approver. Ditto for safety and environment...have reps from Safety and Environment on the document approver list for the affected documentation.

Department Manager, as well, where practical.

If you're unsure who should be an approver, send it out to the Department Manager, Quality, Safety and Environment for review with the request that if they feel they should not be an approver, you should remove their name before submittinng the document for final approver.

At lot of it depends, however, on company size and resource availability. What I have described is ideal for my own location but may not be practical for a smaller organization.
 
C

CoKoOPERATOR

#6
Re: Who is the author of your procedures?

I am curious who authors work instructions and procedures in other organizations. Is it handled by the Quality Department, Technical Department, Management?

Currently we have a goal of revising our quality manual, in essence, removing descriptive portions from the quality manual and placing them into more detailed effective procedures. However, no one wants to really take responsibility for this task. Typically it should be handled by the technical support group with collaboration from quality and management...but tech is not interested...management talks about pursuing this goal, but doesn't want to push the task onto tech, in fact I think he'd more likely assign responsiblity to quality.

:mg: Will anything ever get done!

How futile it feels to know where improvements can be made but not having the means or cooperation to implement them. Certainly more so when your job is to identify and initiate improvements. Sorry, needed to vent! :mad:
The company I work for ,is small enough and the management is doing everything (1 person).
But, but , but , in two months that will change.
I will change the quality policy , the quality manual (it is huge 28 pages), the processes and the procedures.
By gods and managers will ,of course.

As for your question about feelings on change... it feels bad:( .
I want to change things but I can't right now.
:magic:
 
F

fireonce

#8
In our company these work instructions and procedures are edited by technical department, which is professional.
 
N

noboost4you

#9
I have been interviewing department managers/supervisors for the past couple of months and writting work instructions for each department. Once complete, the manager/supervisor will review the work instruction and verify its accuracy. Then the MR will review the document, and if he accepts, will approve the document to be used on the floor.

Until now, we've never really had any work instructions. We train everyone in accordance with our product's standards and requirements. Our work instructions will be available for personnel to reference if they forgot how to do something as well as additional training material for new hires.
 

SteelMaiden

Super Moderator
Super Moderator
#10
I, like Craig, wrote the procedures after sitting with the individual managers who would "control" the process. They reviewed, made any changes and approved. Work instructions are all written by the people performing the job, lead people, or supervisors. Initially, almost everything was written by the metallurgists, but now we get a lot of input from supervisors. Whenever someone is trying to document a process and needs help, I sit with them and ask the right questions to help them out.
 
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