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Using Wiki For Doc Control

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    Notes on slide 1

    In ISO 9001, a QMS Standard, the Documents include these:

    The Quality manual is an Intro and a Table of Contents of your Documentation. Intro must include Quality Policy, Quality Objectives, Scope of the QMS and description of interaction of processes. Glossed over here because we want to get to the wiki part.

    The standard requires 6 documented procedures, including two for “document control” -- One for documents and another for records.
    It also requires procedures for
    Continuous improvement
    Audit
    Handling non-conforming product

    Documents necessary for effective planning, operation and control of processes --
    Process Descriptions
    Procedures
    Policies
    Work instructions
    Records

    QMS documents are critical to ensure quality.
    External docs, obsolete docs and records get special mention and treatment, but all need to be controlled.
    External documents -- Identify and control distribution
    Obsolete documents -- Prevent unintended use
    Records -- Store, protect, retrieve, retain and dispose properly
    Document control has its own special procedure.

    This was actually copied in 2003 or 2004.

    Giv’em copies of all the docs, maybe they’ll need them.

    Write cleanly between reprints. Put a footer that tells what this is.

    Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.

    Maybe just mention that RSS feed goes to process owners

    So, as Bubbles would wonder:

    Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.

    Maybe just mention that RSS feed goes to process owners

    So, as Bubbles would wonder:

    Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.

    Maybe just mention that RSS feed goes to process owners

    So, as Bubbles would wonder:

    Here’s where I would go on into explaining what a wiki is, but this is not the crowd that needs such info.

    Maybe just mention that RSS feed goes to process owners

    So, as Bubbles would wonder:

    With a wiki we can move beyond the traditional document control goals.
    These are 5 new “rules” we’d like to propose for wiki use in Document Control

    Big thing in Quality Management is the interaction and interrelationships of processes. Usually mapped with a “Holistic Map”, but much natural to map with hyperlinks.
    Include and inline commands in PF, our wiki engine, allow content of many pages to reside at a single place.

    Extra step or two to see file -- (1) Download and (2) Open in native software.
    Extra steps to edit files -- (1) Download, (2) Open in native software, (then edit, but that’s not an extra step), (3) upload again.

    Minimalist Approach
    May Lead to “human error” and “lack of training” root causes.
    “The Wire’s” Baltimore Police Department -- 600 pages
    Wiki Approach
    Less effort to maintain
    Geometrica, Inc. -- 2174 pages

    Vandal detection bots are not necessary
    Every edit is signed
    Users know each other
    Employees are experts in their work

    Vandal detection bots are not necessary
    Every edit is signed
    Users know each other
    Employees are experts in their work

    Domes for industrial and architectural applications
    ISO 9001 certified.
    Built in over 25 countries

    Favorites, Groups & Events

    Using Wiki For Doc Control - Presentation Transcript

    1. Using a Wiki for Document Control by Pancho Castano
    2. What Documents? Management System Documents (i.e. ISO 9001) Quality Manual Documents necessary for effective processes (procedures, policies, instructions, records). Documents required by the standard (including a procedure for control of documents)
    3. What is Document Control? How to prepare, use and modify QMS documents: Review, update and approve Identify changes and revision status Make available at points of use Ensure legibility and identifiability
    4. Traditional Document Control
    5. Review, update and approve
    6. Identify changes and revision status
    7. Make available at points of use
    8. Ensure legibility and identifiability
    9. Wiki Document Control -- Almost Trivial Review, update and approve Identify changes and revision status Make available at points of use Ensure legibility and identifiability
    10. Wiki Document Control -- Almost Trivial Review, update and approve RSS feed of changes Identify changes and revision status Make available at points of use Ensure legibility and identifiability
    11. Wiki Document Control -- Almost Trivial Review, update and approve RSS feed of changes Identify changes and revision status Timestamps and History Make available at points of use Ensure legibility and identifiability
    12. Wiki Document Control -- Almost Trivial Review, update and approve RSS feed of changes Identify changes and revision status Timestamps and History Make available at points of use At any PC Ensure legibility and identifiability
    13. Wiki Document Control -- Almost Trivial Review, update and approve RSS feed of changes Identify changes and revision status Timestamps and History Make available at points of use At any PC Ensure legibility and Ok. identifiability
    14. Document Control on Wiki -- Good Practices Organize for availability Make content visible and editable Add detail where needed Empower folks Improve continuously
    15. Organize for Availability Indexes and menus Process interactions -- links Don’t Repeat Yourself -- use “includes” instead Categories and Tags? If you must (didn’t cut it for us) Teach “search”
    16. Make Content Visible and Editable Avoid uploading files. In uploaded files, Every download creates an uncontrolled copy Every edit requires three extra steps When you must upload files, also upload image (saves steps to readers) editable source
    17. Detail What’s the optimal amount of documentation? Minimalist approach is only approach without proper tools. Wiki approach allows documentation to grow in controlled manner.
    18. Empower Folks In a company intranet, all users are trusted users, most are experts in their work, and they all have strong incentives to add value. Let them do so. We make revisions effective immediately. Reviews and approvals are by RSS to process owners. Wiki keeps old versions (of course). Extremely small reversion incidence.
    19. Improve Continuously Allow all to edit wiki Implement CAPA (Corrective Action/ Preventive Action) through issue-tracking software.
    20. QMS on Wiki More info at http://articles.geometrica.com
    21. Geometrica domes in Florida
    SlideShare Zeitgeist 2009

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