RE: ISO9001 recognition/QA procedures

Subject: RE: ISO9001 recognition/QA procedures
From: "Dench, Neal" <neal -dot- dench -at- eds -dot- com>
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Fri, 4 Apr 2003 02:24:47 -0800


Hi Nadine

Yes, we've done exactly this in the group that I work in. The whole QA
procedure isn't done electronically, though a large part of it is. The areas
that I've been directly involved in, more as a user than anything else, are:

* project information (requirements specs, design specs etc.),
* changes to our published API (basically, a review of reference
documentation changes and API
design/consistency),
* changes to the customer documentation

Each of these is implemented using a system that stores information in an
Access database, and uses a web interface to let people access that
information. The interface is written using ASP JScript, and hosted on an
IIS web server (this is all internal, behind a firewall, so there are no
security issues). The details vary for each system (for example, the Doc
change system lets users upload PDFs for review, and the project system lets
users upload Word docs for review, and many other similar details), but
that's the basic architecture. I'm sure it would be possible to implement
this sort of system in a dozen different ways (perl/Apache/Coldfusion/PHP
etc etc) -- why we chose this particular route I couldn't tell you because
it wasn't a process I was involved in.

The basic sign-off process is pretty simple. Taking the Doc change system
that I use as an example, I'll upload a PDF file containing the changes to
the database via the web interface. (The PDF is generated from FrameMaker
with change bars on.) I then specify who I want to review the change, and
circulate it. Those people get sent mail. They then go to the same web
interface, and they each sign off the document by typing any comments they
have into a text box provided, and clicking one of three buttons: Pass,
Conditional Pass, or Fail.

The pros to a system like this: there's no paper! It's dead easy to use. You
can do all sorts of interactive things that aren't possible with paper, such
as send reminder emails, create live links between related info (so that,
for example, you can have a trail that goes from project docs -> API change
-> product doc change), and so forth.

The cons: Someone has to design it, code it, and then maintain it.
Maintaining it means not only maintaining the code base, but also
administering the system. All this is a lot more work than a paper system,
and shouldn't be under-estimated. For a system like ours, figure on perhaps
3 months or more of developer time to get it going and tested, and then half
to one day a week for one person on maintenance thereafter.

My take on it is that our electronic system works far far better than our
paper system ever did. Not only is it easier to use, but things get reviewed
better, with concomitant improvements to our product (a programming library
for software developers). New features that we add to our library are better
thought through, adhere to naming conventions more consistently, and match
customer expectations and requirements more closely. There's also less of
tendency for people to leave all the paperwork to the last minute (it does
still happen, but I think that using an online system mitigates the effect,
because people prefer using it).

Hope this helps.

--
Neal Dench // Neal.Dench @ eds.com
Documentation Manager and O&C Deputy
Component Products, Open Tools
EDS
PLM Solutions
fax 01223 361315 // tel 01223 371540



> -----Original Message-----
> From: Nadine Underwood [mailto:nadine -dot- underwood -at- orchard-systems -dot- co -dot- uk]
> Sent: 04 April 2003 09:35
> To: TECHWR-L
> Subject: FW: RE: ISO9001 recognition/QA procedures
>
>
>
>
>
> -----Original Message-----
> From: Nadine Underwood
> Sent: 04 April 2003 08:55
> To: TECHWR-L
> Subject: RE: ISO9001 recognition/QA procedures
>
>
> Thank you for the responses regarding ISO9001/QA procedures.
>
> I take on board the reasoning behind the paper trails - but
> the idea of
> having reams of paper to store in the office fills me with horror. Has
> anyone tried to implement a QA procedure where everything is reviewed
> electronically? Are there any pitfalls for this procedure?
> Are there any
> advantages to be gained?
>
> I would welcome any comments/thoughts/experience.

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