Transcript Document and Change Management Systems Training (DMS/CMS)

Document and Change Management
Systems Training (DMS/CMS)
Sponsored by:
Surinder Bedi,
Vice President Global Quality and Customer Satisfaction
Upgraded & Released: May 2010
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Course Objectives
At the end of this course you’ll be able to use DMS/CMS to:
1. Search and Subscribe to documents
2. Learn how to create and revise documents

Documentation Best Practices

Important features of a document (i.e. Flowcharts)
3. Generate and manage an ECN through the approval
process
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001-06066 *D
Why is a Documentation System important?
Standardization
Documented business processes are a way to
standardize work and ensure repeatability over time
and across sites. Eliminates ‘tribal knowledge’.
System of Record
For storing & accessing Controlled Documents.
Revision control
Latest revision is available for our suppliers,
subcontractors, construction sites and manufacturing
sites
Review & Approval
Appropriate approvals are gained prior to release of
changes
Worldwide availability
Access the system from any SunPower site or while on
VPN.
Security
Documents are secure and backed-up
Intellectual Property
Proprietary documents have restricted access.
Periodic Review
To ensure continuing suitability
Notification of changes
Subscription service for internal and external users.
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Business Process Commitment to Excellence
Utilizing Pyramid Documentation structure and Sunset review for continual improvement and effectiveness.
Documentation Pyramid Policy: Each department led by an
executive must define a documentation pyramid and deploy it to
new and existing employees.
Manuals
& Policies
What documents should be controlled?
Level 1
 Manuals & Policies (Departmental & Global) (Level 1)
 Departmental & Lifecycle business processes (Level 2)
 Product related documents (Level 3)
–
–
–
–
Drawings
Installation Manuals, Warranties, Datasheets
Marketing Requirements Documents (MRD)
Product Requirements Documents (PRD)
 Procedures (Level 3)
–
–
–
–
Desktop Procedures
Manufacturing Work Instructions & Recipes,
Material Specifications,
Construction Standard Work Practices
 Forms and Templates (Level 4)
 Specified Records / Reviews
–
PCR, SPC, EPR, TLD, etc.
(Level 4)
Global and Lifecycle
Business Processes
Level 2
Product Documentation
Desktop, Manufacturing &
Construction Procedures
Level 3 – Work Instructions & Specifications
Forms & Templates (sunset required)
Records (sunset excluded)
Level 4 - Objective Evidence
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SUNSET Review: An Opportunity to Upgrade &
Simplify
Sunset Policy: Controlled Documents
(excluding records) must be reviewed annually for
proper ownership, effectiveness, and incorporation
of PSC principles.
1. Design your procedure with proper Flow Chart – to show
pictorially the intention of a procedure
2. Obsolete documents that are not relevant
3. Consolidate, combine and simplify documents
4. All documents must be reviewed at least annually for continuing
suitability, effectiveness, Prevention, Simplification, Customer Focus,
and proper ownership.
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SunPower’s System - DMS / CMS
 DMS - Document Management System

Repository of all controlled documents
 Any status - new, active, old versions, and
obsolete
 Used to:
 search for documents,
 subscribe to documents and
 create new document numbers.
 CMS - Change Management System
Manage approval for changes to both existing
and new documents using an ECN.
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001-06066 *D
YOUR Roles & Responsibilities
 Document Owners:
– Annual review of documents for effectiveness and continuing suitability. Also
known as Sunset Review.
– Reviewing all proposed changes prior to ECN release.
 Category Owners:
– Ensuring that documents in their category are kept up to date and reviewed at
least once a year.
– Defining the types of documents and access privileges for their category
– Defining the Signer Roles for ECNs on documents in their category
 ECN Initiators:
– Ensuring that the proposed changes are validated and have consensus prior to
submitting for approval.
– Thoroughly completing all the ECN details (category, Description of Changes,
Reason for Changes, Documents with Mark-up are attached, PDF is attached,
correct approvers are selected).
– When ECN is approved, the Initiator is responsible for ensuring successful
DEPLOYMENT of the changes – through user training and/or notification.
 ECN Approvers:
– Reviewing the content of the document(s) and either APPROVE, REJECT, or
REDIRECT to more appropriate person within 7 days.
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001-06066 *D
DMS/CMS Process Flow
Write a new
document using the
proper template.
Get a document
number from DMS &
add it to the
document.
Review content with
others (get consensus).
DMS – Where controlled
documents are kept.
- Search for Documents
- Download documents
- Subscribe to Documents
- Create Document Numbers
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Submit document to
CMS for review and
approval (ECN).
After approval,
document is moved to
the DMS.
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Getting Started – Accessing the System
US & EU MySunPower Intranet
under “Links”
SPML intranet homepage
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Retrieve CMS DMS Password / Login
Login Retrieval
Password Retrieval
US & EU My SunPower Intranet
under “Links”
SPML intranet homepage
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001-06066 *C
Retrieve CMS DMS Password
Enter ALL requested information
then click “Submit”.
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DMS Login
Password

Case Sensitive
 Expires
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1) Document Management System
2) Creating and Editing Documents
3) Change Management System
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DMS Features
 Search for documents by a wide variety of attributes
 View and download documents
 Full access to history (old versions)
 Change notification (subscription service)
 Document numbering and revisions
 Numbering system: 001-xxxxx where xxxxx is a unique number
automatically generated by DMS.
 Revision system : ** is the first controlled version. Subsequent
versions are *A, *B, etc.
 Documents are organized by Category and Type
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DMS – Walk Through
Document Management System (DMS)
Test Site
URL: http://itstg8.cypress.com/
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DMS Test Site Activities
Using the Test Site, perform the following activities:
Search for a key business process in your department
Create a document number specific to your process
Subscribe to the documents that you care about plus the Level 1 and Level 2
Documents.
Download 001-03082 for later use in section 3 – creating an ECN
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Locate a Document
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Document Search Results
 Document search results include only the latest revision.
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Document Details
 Find out all details of a document.
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Downloading A File
Planning
Just wanttotorevise
download
theand
filelater
for viewing?

the file
start an ECN?
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Viewing Restricted Documents
 Send an email to the category owner requesting access to the documents and
copy [email protected].
 Category owners can be found in 001-03067 Category Definition and ECN Approval
Routing.
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Request a New Document Number, Part I
001-03067 Category Definition and ECN Approval Routing
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Request a New Document Number, Part II
•Select the appropriate SUNSET GROUP, TYPE and SITE
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Request a New Document Number, Part III
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Request a New Document Number, Part IV
 The new number can now be used in a document.
 To edit the details of the document, e.g. change the category or title, tick the document
number.
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Subscribe to Documents
enter document number
OR, Select one or more criteria to subscribe
to multiple documents at once. Click Search
and Subscribe.
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Unsubscribe
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Sunset Review Policy
 Controlled Documents (excluding records) must be reviewed
annually for proper ownership, effectiveness, and incorporation
of PSC* principles. This is called Sunset Review.
 Both Sunset Owner and Category owner will be notified by Document
Control for their documents that are due for Sunset
 Sunset Owners determine whether the documents are relevant to
current practices, and whether they need revising or obsolescing.
– Sunset Owners are defined as "document owners" for purposes of
periodic reviews of documents.
 Decisions for document during Sunset Review
– Needs Update
– No Change
– Change Sunset Owner
– Obsolete
*PSC = Prevention, Simplification & Customer Satisfaction
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1) Document Management System
2) Creating and Editing Documents
3) Change Management System
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CREATING A NEW PROCEDURE

Procedures that follow step by step instructions should use the
standard “Specification Template”
001-03859 Specification Template

Instructions for using the template are on the first page.
<<Delete this page before submitting the document>>
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Documentation Best Practices:
Requirements for a Specification, Part I
1. PURPOSE AND SCOPE
1.1. Purpose: To define the procedure for (describe the reason for writing this document).
1.2. Scope: This procedure is applicable to (describe the areas, groups, processes,
equipment, departments, and or facility to which this specification applies).
2. RESPONSIBILITIES
2.1. Responsibility for defining the process (who is the owner of the document?)
2.2. Responsibility for performing the process (who is to follow the document?)
2.3. Responsibility for record keeping (if applicable)
3. REFERENCED DOCUMENTS
3.1. (All documents including forms that are referenced within the document or are
required to complete the operation are to be listed in this section. List all controlled
documents by document number and title. Do not list the revision. Referenced
external documents (manuals, standards or customer documents) must include title,
revision # and year.)
4. MATERIALS AND EQUIPMENT
4.1. (A list of materials required to perform the process including description or part
number.)
4.2. (A list of equipment required
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Documentation Best Practices:
Requirements for a Specification, Part II
5. SAFETY
5.1. (A list of material hazards, precautions and safety equipment requirements that are
specific to the process. For general safety precautions you may reference the
applicable Safety Manual here and in section 3.)
6. OPERATING PROCEDURES AND RESPONSIBILITIES
6.1. (Section 6 should include complete step-by-step instructions on to how perform the
process. The procedure must be sufficient for training and qualifying those
responsible for performing it. The procedure must meet the requirements of the
Quality Manual. It should include the following as applicable.)
7. RECORDS
7.1. This section must define what records will be kept, and the responsibility for
completing them and storing them. It must also define the length of time that records
are to be kept.
8. APPENDIX / GENERAL INFORMATION / PROCESS MAP
8.1. Process maps or flow charts depicting the process are also included here.
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Documentation Best Practices : SIPOC
Suppliers provide inputs to the process.
Inputs define the material, service and/or information that are used by the process to produce the
outputs.
Process is a defined sequence of activities, usually adds value to inputs to produce outputs for the
customers.
Outputs are the products, services, and/or information that are valuable to the customers.
Customers are the users of the outputs produced by the process.
Suppliers
Inputs
(Providers of the
(Resources
required
required by the
resources)
process)
Process
(Top level description of
activity)
Outputs
(Deliverables from the
process)
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Requirement
Customers
Output
(anyone who
requirements of
receives a
Customer from deliverable from
the process
the process)
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Documentation Best Practices: Flowchart
Stop Work Process:
Example of a Flow Chart
Best practice to have a flow
chart in your procedure
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CREATING A FORM
PRESENTATION REVIEW ATTENDANCE
& APPROVAL SHEET
Date of Review
:
Venue
:
Review Title
:
Review Type /Level:
Time:
Product = Cell, Module, Systems
Tool = Vendor name, Machine (e.g MRL Diffusion Furnace)
Line = Line applicability (eg. Line2, Line8, Line 12, etc.)
Review = EPR, TLD, SPC etc..
Level = Level of presentation (eg. SPC6, EPR4, EPR1.5, etc.)
% of Required Attendees represented during the Review
If at least 75% of the Required Attendees (or representatives) are present, proceed with the presentation.
The remaining (up to 25%) required attendees are considered to automatically approve.
ACTUAL ATTENDEES
REQUIRED ATTENDEES (Required or Representative of the
Signature
Pass
Fail
Required Attendees)
NOTES:
>List the Required and Actual Attendees
>Actual attendees must sign on the same row as their names.
>If approved via videocon or conference call, add a note next to the actual attendee's name, "Approved via
videocon. Witnessed by : 'employee name' ." The witness then signs in the "Signature " column.
>Reviewers must mark Pass or Fail.
Other Attendees:
Minutes Taker
Verified by:
Signature over Printed Name
Signature over Printed Name
Form # 001-09956 Rev*B
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Quick Tip - Reduce the Size of large files
 For documents with a lot of photos, the file size can be very large.
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Editing an Existing Document
Download from DMS
After approval, the new version
is moved to the DMS.
Make edits
Pre-review
Submit for approval by starting an ECN in the
CMS (001-03067 Category Definition and ECN
Approval Routing).
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Editing an Existing Document - Requirements
1) When revising a document, turn ON “Track Changes ”
2) Check that the template version found in the footer is current. If not, download the
latest from DMS.
3) Increment the Revision of the document you are editing in the header.
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Editing an Existing Document – continued
4) Before uploading a document in CMS:
 PDF file is clean (Changes have been accepted)
 File name for both PDF and SOURCE FILE begins with
the “DOCUMENT NUMBER” (001-xxxxx).
Edit Details of Documents & Minor Changes
 Owners can edit the details of the documents that are NEW in DMS like Title,
Category, Type, Sunset Group and Site
 If you no longer want to use a document number that is in the NEW status,
contact Document Control to CANCEL it in DMS.
 For ACTIVE documents, note the changes in the next ECN.
 To correct a typographical error or change the title of a document, you may start
an ECN using the “MINOR CHANGE CATEGORY”.
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Obsolete a Document
Apply an Obsolete
watermark and submit the
document for an ECN.
After approval, the
document status will be
marked as OBSOLETE in
DMS.
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1) Document Management System
2) Creating and Editing Documents
3) Change Management System
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Change Management System (CMS)
How is it useful?
- Routes documents for review and approval by the appropriate
people
- Parallel routing
- e-mail notification to approvers and submitters
- Description of changes and reason for changes are listed
- “Mark-up” of Word documents shows exact changes
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CMS Login
Password expires if not
used in a 6 month period
Retrieve CMS DMS Password
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CMS – Walk Through
Change Management System (CMS)
Test Site
URL: http://itstg7.cypress.com/changeMgmt-ecn/servlet/ChangeManagementServlet
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INITIATE AN ECN
001-03082 Document Control General Procedure
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INITIATE AN ECN
Emergency ECN
Experimental Process
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INITIATE AN ECN cont….,
Use ONLY “SunPower Categories.”
001-03067 Category Definition and ECN Approval Routing
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INITIATE AN ECN cont….,
Source– Word, Excel, PPT, etc.
PDF – Acrobat ‘viewable’ file
Upload multiple documents
on one ECN
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INITIATE AN ECN cont….,
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INITIATE AN ECN cont….,
Two or more people listed in each box?
Choose the one that is most appropriate
Add any others you wish to review your
document who are not required signers
Deletes the
ECN
E-mail the ECN to
various people
Save the ECN
in “My Work”
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ECN is submitted
to DCON
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ECN Approval & Cycle Time
 ECN Approvers responsibility:
– Approve
– Approve with Comment
– Re-Direct
– Reject
7days - Delinquent
14 days - Escalation
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MANAGING THE ECN
Who has approved, who hasn’t?
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ECN APPROVAL
Shows the list of ECN’s pending for approval
Choose one
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RE-DIRECT OR REJECT AN ECN
reason for
rejecting the ECN
reason why you
wish to re-direct.
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How to Handle Rejection…
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PROCESS A REJECTED ECN
 CMS automatically sends a rejection notice via email to the submitter,
reviewer and the Document Control Administrator if an ECN is
rejected.
 You do not have to start a new ECN. You can just re-upload the
document by clicking “add-edit affected items”.
 Do not increment the revision status since the ECN was never
approved and the document was not released in DMS.
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ECN RELEASE
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Thank You!
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Quiz: Part 1 of 3
1. What is the system that manages approval of documents before release?
a.) DMS
b.) CMS
c.) Oracle
d.) CATSWeb
2. Which DMS menu should you use to select the documents you want to receive
change notifications about?
a.) Locate Document
b.) My Subscriptions c.) New Doc Number
d.) FAQ
3. What is the template that is most commonly used for procedures, policies & recipes?
a.) SunPower Form b.) Procedure Form
c.) Specification Template
4. If an ECN gets rejected, a NEW ECN must be created to re-submit the document.
a.) TRUE b.) FALSE
5. When revising an existing procedure, Level up/Increment the revision letter in the:
a.) Header
b.) Footer
c.) Mark up
d. ) Track Changes
6. The system that manages My Subscription, Document Search, New Document
Number is:
a.) Document Management System
b.) Change Management System
7. When Managing an ECN, check who has approved and who hasn’t by clicking:
a.) View Bulletin Board
b.) Item Number
c.) Source file d.) My Subscriptions
8. What type of ECN should be used if the document is due for SUNSET review ?
a.) SUNSET OWNER
b.) ECN SUNSET
c.) EECN
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d.) ECN Experimental
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Quiz Part 2
9. To whom you should send a request for issues like: password problems, or changing
details of a NEW document?
a.) [email protected]
b.) [email protected]
c.) [email protected] d.) [email protected]
10. What SunPower Category should you use if the change does not affect the process
or function like need to change the title, update the reference documents,
typographical error?
a.) Minor Change
b.) SunPower Forms
c.) SunPower Cell Reviews
11. What is the document pyramid level for a document type (record) that does not need
to be Sunset Reviewed?
a) Level 1 b) Level 2 c) Level 3 d) Level 4
e) All of the Above
12 . Which part of an ECN lists the details of proposed changes to the document/s
a.) Description of Change
b.) Reason for Change
c.) Email ECN
13. We turn this ON to record all the edits made (deleted /added) in a Word Document
prior revising an ACTIVE spec.
a.) Track Changes
b.) Page Layout
c.) Water Mark
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d.) Password Protection
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Quiz Part 3
14. What should the ECN reviewer do if they have no direct involvement in the
document submitted?
a.) Escalate
b.) Re-Direct
c.) Reject
d.) Approve with comment
15. The three main uses of DMS are:
a.) Search for documents, Subscribe and Create new doc. number
b.) Create ECN, Route ECN for approval, Process rejected documents
c.) Retrieve DMS/CMS Password, Edit details of Spec, View History of ECN
16. Which category has documents with the following criteria - only needs originator’s
manager approval on ECNs, must have SunPower Logo, document number, page
numbers, and has no standard template.
a.) SunPower SPC Charts
b.) SunPower Forms
c.) SunPower Cell Reviews
17. Where can you find the full details of a document including: Revision status, Status
of Change, previous ECN’s, Sunset Owner, Date Released and links to source and
viewable pdf files of both past and current revisions of the document?
a.) Search Details
b.) Revision History
c.) Document Details
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d.) Access List
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