Work Instruction vs. Reference Only document - Computer software use instructions

E

eohara - 2008

#11
Re: Work Instruction vs. Reference Only document

Ok, I have an idea on how to keep this simple.

I create the templates, and the authors document their instructions within my template. They become the ONLY approver. But, I keep the instructions in a central, controlled location.

Typically, my Work Instructions require 3-4 approvals, but in this case, the author is really the only approver. That keeps the whole process simple.

Hmmm...this just might work!
 
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U

Umang Vidyarthi

#12
Re: Work Instruction vs. Reference Only document

Hello Emily,

The 'instructions' given by the out going person can also be controlled by stamping it 'UNCONTROLLED' (as is being done on Engg.drawings), and the new incumbent can revise and endorse it by showing 'Rev.- 01'.

Hope this helps

Umang :bigwave:
Perhaps I was not able to put across my point properly. Let me retry. We use three stamps to mark our Drawings/documents, id-est :

1. CONTROLLED - Document currently in vogue.

2. UNCONTROLLED - In the process, may/may not qualify as a controlled document, but is good for reference at this point of time. viz :Engineering Drawing is being 'prepared by'....'checked by'....'approved by'.... different people at different point of time. During this journey it is stamped 'uncontrolled' and becomes a 'controlled' copy only after the final approval. Same applies to a lot of documents, like 'Inspection report' etcetra.

3. OBSOLETE - Not in vogue since superceded, yet retained, since may be revived in the future. Again good for reference only at this point of time.

So the 'Uncontrolled' too needs to be 'Controlled', that is the point I was trying to communicate.

Hope the doubts are cleared.

Umang :D
 

Wes Bucey

Quite Involved in Discussions
#13
Re: Work Instruction vs. Reference Only document

Perhaps I was not able to put across my point properly. Let me retry. We use three stamps to mark our Drawings/documents, id-est :

1. CONTROLLED - Document currently in vogue.

2. UNCONTROLLED - In the process, may/may not qualify as a controlled document, but is good for reference at this point of time. viz :Engineering Drawing is being 'prepared by'....'checked by'....'approved by'.... different people at different point of time. During this journey it is stamped 'uncontrolled' and becomes a 'controlled' copy only after the final approval. Same applies to a lot of documents, like 'Inspection report' etcetra.

3. OBSOLETE - Not in vogue since superceded, yet retained, since may be revived in the future. Again good for reference only at this point of time.

So the 'Uncontrolled' too needs to be 'Controlled', that is the point I was trying to communicate.

Hope the doubts are cleared.

Umang :D
Not for me. The definition of "uncontrolled" is faulty. Documents in the creation/approval phase are as much controlled as ANY controlled document. The point of control is primarily to assure an obsolete or as yet unapproved document is not used to perform any process within the organization, especially one which may then result in nonconforming product or service being created.
 

Helmut Jilling

Auditor / Consultant
#14
Re: Work Instruction vs. Reference Only document

Ok, I have an idea on how to keep this simple.

I create the templates, and the authors document their instructions within my template. They become the ONLY approver. But, I keep the instructions in a central, controlled location.

Typically, my Work Instructions require 3-4 approvals, but in this case, the author is really the only approver. That keeps the whole process simple.

Hmmm...this just might work!
Excellent! - Simple, elegant, would work for most most, non-complex, not regulated industries. :applause:
 

Helmut Jilling

Auditor / Consultant
#15
Re: Work Instruction vs. Reference Only document

...The biggest value of a controlled work instruction which is followed by each and every worker performing the task is that it provides a baseline for determining root causes of nonconformance AND simultaneously provides a baseline for potential improvement of the methods used in the process.

The biggest value I see is:

  1. SOP documents should describe the best practices and methods we know about a particular process.
  2. Requiring people to follow those SOPs is simply so we standardize around those best practices.
  3. Controlling the information (documents) is needed to ensure everyone is using the same information.

This combines and satisfies ISO and Lean into a simple concept. I think we ought to add these three sentences to our Doc Control Procedure, under "Purpose" - they would finally explain the intent.
 
U

Umang Vidyarthi

#16
Re: Work Instruction vs. Reference Only document

Perhaps I was not able to put across my point properly. Let me retry. We use three stamps to mark our Drawings/documents, id-est :

1. CONTROLLED - Document currently in vogue.

2. UNCONTROLLED - In the process, may/may not qualify as a controlled document, but is good for reference at this point of time. viz :Engineering Drawing is being 'prepared by'....'checked by'....'approved by'.... different people at different point of time. During this journey it is stamped 'uncontrolled' and becomes a 'controlled' copy only after the final approval. Same applies to a lot of documents, like 'Inspection report' etcetra.

3. OBSOLETE - Not in vogue since superceded, yet retained, since may be revived in the future. Again good for reference only at this point of time.

So the 'Uncontrolled' too needs to be 'Controlled', that is the point I was trying to communicate.

Hope the doubts are cleared.

Umang :D
Not for me. The definition of "uncontrolled" is faulty. Documents in the creation/approval phase are as much controlled as ANY controlled document. The point of control is primarily to assure an obsolete or as yet unapproved document is not used to perform any process within the organization, especially one which may then result in nonconforming product or service being created.
You have re-iterated what I have already stated. May be, you perhaps missed the punch line in my post.

Umang :cool:
 

Jim Wynne

Staff member
Admin
#17
Re: Work Instruction vs. Reference Only document

You have re-iterated what I have already stated. May be, you perhaps missed the punch line in my post.

Umang :cool:
I don't think he missed anything; you're saying that something that is controlled is stamped "uncontrolled." It's self-contradictory and makes no sense.
 

Wes Bucey

Quite Involved in Discussions
#18
Re: Work Instruction vs. Reference Only document

I don't think he missed anything; you're saying that something that is controlled is stamped "uncontrolled." It's self-contradictory and makes no sense.
Precisely! The stamp is the clinker in the grate.
 
U

Umang Vidyarthi

#19
Re: Work Instruction vs. Reference Only document

I don't think he missed anything; you're saying that something that is controlled is stamped "uncontrolled." It's self-contradictory and makes no sense.
["Documents in the creation/approval phase are as much controlled as ANY controlled document." - Wes Bucey]

During the creation/approval phase, these documents can not be stamped as "CONTROLLED". That is why they are being marked as "UNCONTROLLED", yet they are needed to be controlled at par with a controlled document!! I and Wes have said the same thing, to the best of my understanding, and also to the understanding of some of my customers based in USA (TS certified).

You are welcome to hold your opinion, as you deem fit, that is your prerogative.

Umang
 

Wes Bucey

Quite Involved in Discussions
#20
Re: Work Instruction vs. Reference Only document

["Documents in the creation/approval phase are as much controlled as ANY controlled document." - Wes Bucey]

During the creation/approval phase, these documents can not be stamped as "CONTROLLED". That is why they are being marked as "UNCONTROLLED", yet they are needed to be controlled at par with a controlled document!! I and Wes have said the same thing, to the best of my understanding, and also to the understanding of some of my customers based in USA (TS certified).

You are welcome to hold your opinion, as you deem fit, that is your prerogative.

Umang
The point almost all document management systems make is any document not in general circulation, which has no approvals stamped or signed on it should not be used in a process. A document going through the authoring and approval process is NOT in general circulation and does not have such approvals on it; so, ipso facto, it is not usable in the same way a copy of a document which was previously approved, but may now be obsolete, might find its way into the hands of someone performing a process who could mistakenly accept it as a current document. Stamping such an in-process document "uncontrolled" is absolutely unnecessary and may needlessly confuse folks who might think it could be used as a reference when it may contain one or more errors which have not been caught in the approval process, creating havoc for folks who believe "uncontrolled" and "reference" are synonyms.

I find it easy to believe some folks with an "uncontrolled" stamp in their hands (regardless of who they work for) might be eager to stamp it on everything in sight, but that does not make it correct usage as promulgated by most document management experts.
 
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