Two QMS Questions Answered

How to handle numbering schemes and ‘grapevine’ processes

Wed, 06/04/2014 - 16:58

I frequently get asked questions from clients and readers about how to handle the everyday maintenance of a useful and compliant ISO 9001 quality management system (QMS). I thought I’d address a couple of those questions that I feel many people can relate to.

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Numbering schemes: would a document register help?

A reader recently asked me, “When generating a new form, procedure, or document, how do I know which number to use? How do I know which numbers are available? Let’s say I create a receiving form. Can I reuse a number for this?"

Here are a couple of methods to choose from.

Option 1: For those using a web-based QMS or similar document control system.

Your list of documents in document-control software such as a web-based QMS could be used like a register. All your current procedures, forms, and documents are listed there. Anything not listed there is basically nonexistent.

Here, you would not need to create a document register. If you want to know what is available for quality, for example, just sort the list by document number. If the last number listed is, say, 1013, the next available number is 1014.

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Comments

Submitted by thenson on Thu, 06/05/2014 - 09:57

This is a subject that I have thought about for a long time and have a couple of suggestions you might want to consider passing on.

I consider myself very analytical and many times just anal... and maybe somewhat simple minded in the sence that if I don't understand something or see the logic in something it frustrates me.

My first thought about document naming is, "what is the goal or objective in having a document name or number" and here are the questions that come to mind when I look at a document that I am not familar with.

1. Who is the document owner?

2. What type of document is it?

3. What is it linked to if anything?

So, the first part of my naming convention would be to identify the owner which in the cases I have seen would be by identifying the function of departmental owner. Here are a couple of samples.

(1) Document Owners by Function or logical catagory:

===================================

QA = Quality Assurance

PD = Production

PC = Production Control

MC = Material Control

SLS = Sales

PURC = Purchasing

MGT = Management

CAL = Calibration

(2) Type of document (by type or catagory)

===============================

QS = Quality Systems

PR = Procedure

WI = Work Instruction

FM = Form

CP = Control Plan

II = Inspection Instruction

SW = Standard Work

FMEA = FMEA (failure modes and effects analysis)

VA = Visual Aid

QA = Quality alert

(3) Link (what is this document linked to if applicable such as machine, production line, plant, customer, tool number etc)

==============================

M01 = machine #1

CA = Carrier (a customer)

WH = Whirlpool (a customer)

WH500 = tool number 500 that is owned by Whirlpool

PT3 = Plant #3

With this information you an build the document naming convention that is customized to your needs. In my example, the document name building syntax would look like this [owner].[type].[link].[doc number].[description or name]

=============================

Now, when I see a document I can tell several things. Especially if I wanted to go to the document originator or owner or check a part file, then I can understand the link via the document number/name.

Here are a few examples:

QS.PR.ISO9001.DC001.Document Control = this shows that it is a Quality Systems Procedure, procedure 1 on the subject of document control.

QA.CP.WH595.CP001.Control Plan = this document is owned and controlled by Quality Assurance department. It is a control plan for Whirlpool tool number 595.

PURC.WI.WH.01.Cartons = this is a purchasing department owned work instruction related to

QA.FM.WH595.CP001_FM.Data Collection Form = this document is owned by QA, and is a blank form for Whirlpool tool #595 and by the name you can tell that it is also linked directly to this control plan shown above (QA.CP.WH595.C001.Control Plan)

This would have to be customized for each specific organization and would have to be taylored to the questions you want to be able to answer when you look at a document number. 

Just thought this might be helpful to some people?

thanks,

Terry A. Henson

thenson@wabashplastics.com

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