Documentation Tools
The description of a Management System Documentation can be split into a 4 level hierarchy:
Level 1 – Apex Manual (Policy - The why part of the system)
This level is generally structured aligning to its adopted standard / specification and provides an overview of the company, products and services; The frame agreement to comply with applicable requirements of standards, statutes and regulatory requirements; policy; system scope; exclusions; organization and responsibilities; sequence and interaction of processes; refernce to documented procedures.
Level 2 - Management Procedures / Processes (Sequence and interaction - The who, what, when, where part of a system)
Describes the who, what when and where of processes and procedures and interdepartmental controls that address the standard / specification requirements; may be in the sequence of the standard / specification order or process order; Generally this level provides reference to lower-level documentation.
Any management system mandates six specific procedures that addresses the management approach towards Document Control, Record Control, Internal Audit, Non conformity handling, Corrective action and Preventive action as specified in the adopted standards
Level 3 – Work Instructions (To do - how)
This level of documentation explains details of specific tasks or activities: the how of performing a specific task. This level may include FMEAs, control plans, quality plans, work instructions, drawings, layouts, flowcharts, workmanship standards, signages, product specifications, machine manuals,check lists etc.
Level 4 – Other Documents (Show me - For Evidence, For data gathering to analyse, improve)
Forms, tags, labels, and other documents that prompt the recording of evidence (per levels 1,2 and 3 documentation) of compliance to requirements. Records may be mandatory as specified in standards / specifications or implied for each management procedure requirements.
However, when an organization chooses to include documentation, it should write the documentation based on the defined competency levels for that job. There will be situations when other people who perform the job in the absence of the experienced person, and they might need more documentation, even though they are competent to do the work.
This aspect has to be considered in the documentation. Documents must be available at the point of use and must be accessible to the user.
Also a combination of texts, charts, diagrams, colour codes etc., may provide ease of using a document. They will have to be considered in the way documentation is done.
It is very important that the documents are written in languages that are understandable by the persons who perform the task/ work. When displayed the location, font size, colour scheme etc., must be effective end ergonomically appropriate to the user.
Flowcharts
Written text
Diagrams
System maps
Process maps
Process Turtles
Flow Charts
Process Flow Chart is used :-
- To develop understanding of how a process is done.
- To study a process for improvement.
- To communicate to others how a process is done.
- When better communication is needed between people involved with the same process.
- To document a process.
- When planning a project.
In the context of Management Systems, It is a good idea to describe Mnagement Processes and Work Flow using Flow Charts.
In terms of levels of documentation, Process Flow charts are particularly useful in describing Level 2 Documents Management Processes and Level 3 Documents Work Flow
Written texts
Standard Operating Procedure (SOP)
SOP is a set of written instructions that document a routine or repetitive activity followed by an organization.
SOPs provide all the information necessary to perform a task, and genrally:-
- specific to the equipment used for the procedure
- detailed in its explanation
- “stand alone” for a task
- provides Quality Control information
- provides References
SOPs are also used to train current and future employees
Operational Control Procedures (OCP)
Operational control Procedures are developed and implemented to ensure that the potential for significant negative impacts are minimized.
Operational Control Procedures describe specific operations for controlling and managing the activities, processes, products, and services associated with the significant aspects.
Operational Controls are aimed to:
- Prevent negative consequence
- Comply with legislation and regulations
- Continually improve
- Achieve objectives and targets
System maps
System maps are the visual mapping of a system, identifying the parts and relationships in that system that are expected to change and how they will change, and then identifying ways of measuring or capturing whether those changes have occurred.
Used in this way, system maps function much like theories of change;
They illustrate where changes are expected to occur and help frame and guide evaluations.
They also serve as powerful illustrations when presenting results to evaluation stakeholders.
System maps offer a useful alternative to most conventional theories of change in simple systems
A process is a series of steps or actions performed to achieve a specific purpose.
- A process can describe the way things get done.
- A work involves many processes.
What is a Process Map?
It is a pictorial representation of the sequence of actions that comprise a process.
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E-Qual receives appreciation from Mahindra & Mahindra
for knowledge support in implementing Energy Management System to ISO 50001: 2018
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"We are extremely delighted to have your consultancy for the successful completion of the process
Thank You for all your support and guidance"
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MRV Infra Management
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We are extremely appreciative of the efforts of Management Consultants E-Qual.
As implementing partner of Assist, they developed skills, 20 QEHS Champions (Quality, Environmental, Health and Safety ) in our supply chain and bringingout an excellent QEHS implementation handbook for continued guidance in their day to day implimentation
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