This document provides guidance on setting up lists and libraries in a specific order for a SharePoint quality management system (QMS). It begins by listing standard reference lists that provide quality standards information. It then lists foundational lists for organizing work centers and job descriptions. Core QMS lists and libraries are listed next, including the main document library which can link to other lists. Optional lists for areas like training and customer feedback are also included. Each list and library is then described in more detail regarding its purpose and design.

1. SHAREPOINT QMS DATA DICTIONARY
QMS SITE: LISTS/LIBRARIES & RELATIONSHIPS
JONES, MELISSA M
https://w w w.linkedin.com/in/melissa-jones-29a5279
NOVEMBER 3, 2016

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TABLE OF CONTENTS
Lists/Libraries with No Connections (Create in This Order)......................................................................................................3
Standard Reference Lists...........................................................................................................................................................3
Foundation Lists/Libraries.........................................................................................................................................................3
The QMS Core Lists/Libraries – with Connections................................................................................................................3
Optional Lists/Libraries..............................................................................................................................................................4
Standard Reference Lists................................................................................................................................................................5
1 API_Q1_9th Edition (List) ........................................................................................................................................................5
2 API-ISO_AbbrevRequirements (List) ....................................................................................................................................6
13 ISO9001-2015 (List)...............................................................................................................................................................7
Foundational Lists and Libraries....................................................................................................................................................8
17 Parent1_Distinct (List)..........................................................................................................................................................8
12 FC1 (List)..................................................................................................................................................................................8
14 JobDescriptions (List)............................................................................................................................................................9
20 Quality Policy (Announcement) ..........................................................................................................................................9
The QMS Core Lists/Libraries – With Connections ..................................................................................................................10
22 QualitySystemDocumentation (Your Primary Document Library) .............................................................................10
21 Quality Records (Library) ...................................................................................................................................................13
26 VendorSurveys (List)...........................................................................................................................................................14
Trainingand Competency Module .............................................................................................................................................15
24 TrainingClassList (List).........................................................................................................................................................15
11 EmployeeList (List) ..............................................................................................................................................................16
25 TrainingHistory (Library)....................................................................................................................................................17
3 Assessment.............................................................................................................................................................................18
Customer Feedback & Satisfaction.............................................................................................................................................20
6 DD_CustomerList (List).........................................................................................................................................................20
5 CustomerFeedback (List)......................................................................................................................................................20
Corrective/Preventive Action and Continuous Improvement ...............................................................................................21
4 CPAR Log (List)........................................................................................................................................................................21
Document and Data Control........................................................................................................................................................22
10 DocumentChangeRequest .................................................................................................................................................22

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The figureabove is the Site Contents page from the SharePointQMS, the Red X arefor additional features notcovered in this series. Green flagged items will becreated first,next
the Orange, and yelloware last. In the next series Trainingand Competencies will becovered shown in Pink. White are optional ca

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LIST AND LIBRARY CREATION – THE ORDER IS IMPORTANT
The firstpart of this document provides a listof the SharePointLists and Libraries we will becreating in SharePoint
for your QMS. The second part of this document provides the details of each List and Library which can be
customized to your needs. You will wantto build your QMS in the order shown below, some Lists will pull their data
from other Lists so itis important to build and populatethese Lists and Libraries beforemovingon. I will outlinethis
requirement at each step.
The number beside each list or library comes from the reference on the previous page. It may be useful to print
these pages so you can check off each Listor Library as you go.
LISTS/LIBRARIES WITH NO CONNECTIONS (CREATE IN THIS ORDER)
STANDARD REFERENCE LISTS
Ref No List/Library Name Type Comments Standard Referenced
1 API_Q1_9th List **Get via email – excel upload API Q1, 9th Edition
2 API-ISO_AbbrevRequirements List **Get via email – excel upload API Q1, 8th Edition, ISO
9001:2008
13 ISO9001-2015 List **Get via email – excel upload ISO 9001:2015
FOUNDATION LISTS/LIBRARIES
Ref No List/Library Name Type Comments ISO
9001:2008
& API Q1
8th
ISO
9001:2015
17 Parent1_Distinct List This is your ‘major’ workcenter
categories
12 FC1 List This is your ‘minor’ work center steps
14 JobDescriptions List Location for job descriptions 6.2.1 4.3.2.1/2
20 Quality_Policy Use “Announcement” Type 5.3 4.1.2, 6.5.1
THE QMS CORE LISTS/LIBRARIES – WITH CONNECTIONS
Ref
No
List/Library Name Type Comments ISO
9001:2008
& API Q1
8th
ISO
9001:2015
22 QualitySystemDocumentation Library Your primarydocumentationlibrary Various Various
21 Quality_Records Library Your primaryrecordlibrary – must
have 22
4.2.4 4.5

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OPTIONAL LISTS/LIBRARIES
The lists and librariesbelowsupportsome additional functionality in your SharePointQMS, they areoptional.
Ref
No
List/Library Name Type Comments ISO
9001:2008
& API Q1
8th
ISO
9001:2015
26 Vendor Surveys List A locationfor returned, completed
vendor surveys
7.4.1.2 5.6.1.2/3
24 TrainingClassList List List of training:
qualifications/certification
6.2.2 4.3.2.1
11 EmployeeList List Used bytraining and assessment
modules
6.2 4.3.2.1/2/3
25 TrainingHistory Library Record of training/certification/
qualification/frequency
6.2.2 e),
6.2.2.1
4.3.2.3 e),
4.3.2.3 c)
3 Assessments List Record of training, on-the-job
training andtrainingassessments
6.2.2 c),
6.2.2.1
4.3.2.1
6 DD_CustomerList List Used invarious locations including
customer feedbackloop
8.2.1 6.2.1
5 CustomerFeedback List Used to capture customer feedback 8.2.1 6.2.1
4 CPAR_Log List Used for continuous improvement,
corrective andpreventive action
reporting
8.5.1, 8.5.2,
8.5.3
6.1, 6.4.1,
6.4.2
10 DocumentChangeRequest List Used to maintain records of revision
approval
4.2.3 4.4.3

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INDIVIDUAL LIST AND LIBRARY DESIGN
STANDARD REFERENCE LISTS
The QMS Standards in the next three Lists can be requested from me in excel format and uploaded. No need to
create them from scratch. Lists and Libraries are SharePoint terms for the type of object to create, noted in
parentheses.
1 API_Q1_9TH
EDITION (LIST)
ListDesign is shown below.
Sample of List

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2 API-ISO_ABBREVREQUIREMENTS (LIST)
This is your ISO 9001:2008 and API Q1,8th Edition ReferenceTable, pleaserequesta copy in Excel and you can upload.
ListDesign is shown below:
Sample Listis shown here:

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13 ISO9001-2015(LIST)
This listhas your ISO 9001:2015 reference tableinformation,its design is shown below:
Sample listis shown here:

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FOUNDATIONAL LISTS AND LIBRARIES
17 PARENT1_DISTINCT (LIST)
One of the more important lists used for grouping, sorting and navigation. This contents of this list will be your
departments and/or work centers. This is where you will organizeyour SOP, Work Instructions,Controlled Forms,
CPAR-CI’s etc. A very critical listto get right.
TIP: Give each Work Center or Department a two character code, you will use this later in your page design and
optionally in your document numbering system.
12 FC1 (LIST)
This listwill contain your major work steps, so within the listyou created above there will besome phases or steps
that are accomplished. For example if your Parent1_Distinct was Welding (WE), your FC1 steps might be
WE_PrepWeld, WE_Weld, WE_Inspection, WE_ChangeOver.
TIP: Use the two letters you designated above at the beginningof each ‘step’

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14 JOBDESCRIPTIONS (LIST)
A List that allows you to attach your job description. The list is a foundational list because it is used in other Lists
and Libararies.
20 QUALITY POLICY (ANNOUNCEMENT)
The Quality Policy is actually stored as an Announcement type of object, from here itcan be used in multipleplaces.

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THE QMS CORE LISTS/LIBRARIES – WITH CONNECTIONS
The lists and libraries below are ‘linked’ to other Lists and Libraries to provide some of their information. Linked
information is highlighted yellowand discussed beloweach figure.
22 QUALITYSYSTEMDOCUMENTATION (YOUR PRIMARY DOCUMENT LIBRARY)
Where you see Choiceabove (green circle) you will providea listof options. The type Person or Group (blue circle)
can be used with your existing Exchange Global Address List – if linked – if not use the Type CHOICE. Lastly the
Lookup Type will get their information from one of the lists or libraries you have already created. Parent_Dept for
example gets it’s information fromParent1_Distinct,FC1 gets it’s information from the FC1 list. The three Standard
references get their information from the first three lists we created. Lastly JobTitleResponsibility pulls its
information from the JobDescription list. Each of these options is shown below in more detail..

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Document Type suggestions from my QMS:
At right is an example of the Document Type,
your listwill represent your needs. You will see
that almost all documents reside in one “table”
in this caseLibrary.
Because we are using METADATA we can
organize our VIEWs in multple ways, see a few
examples below:
By ISO Element shown below:

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21 QUALITY RECORDS (LIBRARY)
See followingpages for Choiceand Lookup details.

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Quality Records areorganized by Type of Record – as shown below: (more on this Listin the video tutorial)
26 VENDORSURVEYS (LIST)
An optional placeto keep your vendor surveys

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TRAINING AND COMPETENCY MODULE
24 TRAININGCLASSLIST (LIST)
Master listof trainingclasses,qualifications,and certifications

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11 EMPLOYEELIST (LIST)
Maintainingyour employee list

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25 TRAININGHISTORY (LIBRARY)
Training History is where you will keep the training certificates, qualifications, licenses so that they are easy to
retrieve for an audit.
It can be viewed a number of ways, shown here by class/certification/qualification:

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3 ASSESSMENT (LIST)
The Assessment Module will haveits own Partin the Step by Step.

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CUSTOMER FEEDBACK & SATISFACTION
6 DD_CUSTOMERLIST (LIST)
A simplelistof customers that is used in a Lookup List
5 CUSTOMERFEEDBACK (LIST)

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CORRECTIVE/PREVENTIVE ACTION AND CONTINUOUS IMPROVEMENT
4 CPAR LOG (LIST)
The CPAR-CI Log is quite extensive and can be used for analysis, reporting, monitoring and displaying. The List
structure follows:

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DOCUMENT AND DATA CONTROL
10 DOCUMENTCHANGEREQUEST