Transcript Slide 1

REVIEW APPROVAL AND RECORD
KEEPING PROCEDURE
Objectives
 Use Change Management System (CMS) to approve
reviews
 To shorten the turn around time of obtaining approvals from
both SPML and SPSV review committee members
 Recordkeeping of passing and non-passing reviews
 Control access to presentations using DMS
2
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Reviews to be logged
All product, process, equipment, and test reviews for new
designs or changes should use this procedure.
 EPR (Level 0 - 4)
 PCR (Level 1- 4)
 SPC (Level 1- 6)
 TLD (Level 1- 4)
 TCR
 CR
Other Related Reviews
NOTE: Stage Gate Reviews are saved in the PMO
intranet
3
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Why Keep Reviews?
 The presentation materials includes important information
that could be pertinent in the future.
 As a tool for tracing what happened in the past.
 Previously, reviews were to be e-mailed to DCON after passing
and then archived in the Outlook Public Folders. As of Q206, >300
EPRs that had passed still needed to be sent to DCON.
4
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Passing Guidelines
 A presented review with Gating ARs does not pass.
 A review is not passed until it is in the DMS (not just
uploaded as an ECN).
 A logged review should gate passage of the NEXT stage
gate review, e.g.SPC5 cannot pass if SPC4 is not logged
5
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Where Stored?
 Passing and non-passing presentations are
stored in the DMS - Document Management
System
6
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Whose approval?
 Approvers are usually identified in the applicable templates which are located in the DMS.
 Presenter must bring the Presentation Review Attendance Sheet (001-09956) to the
presentation.
 At least 75% of the approvers is needed to start a meeting.
 If a quorum is achieved, those who are not present (the 25%) and do not send a delegate
approve automatically.
 Presenter should get all required hard-copy signatures at the end of the review meeting.
(this must be done real time)
 People who are on remote like Videocon, conference bridge, must give their verbal
approval and the presenter records their approval in the attendance sheet as “Verbal
approval by <approver> via <either Videocon, conference bridge> and witnessed by
<Name>” with signature of witness (not the presenter).
 Presenter then scans the Presentation Review Attendance Sheet (001-09956) paste into
the presentation and uploads to CMS with DCON as the only approver.
7
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Presentation Review Attendance Sheet (001-09956)
• Complete this form before
presentation, including filling out the
names of the Required Attendees base
from defined approvers per review
•If 75% of the required attendees (or
delegates) were present, proceed with
the presentation. The 25% were
considered automatically approved
•Ask the actual attendees to affix
physical approval (signature) in the
attendance sheet. This must be done
“real time” (right after the presentation)
•For approver who are on remote
access, ask their verbal approval, write
their verbal approval opposite to their
names, witness must affix signature
•Sign Minutes taker / Verified by portion
•Scan attendance sheet, paste in slide2
of the presentation
8
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
OBTAINING A DOCUMENT
NUMBER IN DMS
(before presentation)
9
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Request a Document Number in DMS
 All presentations will be registered in DMS
 Select appropriate Category
 Key-in title “take note of the naming convention”
Product = Cell, Module, or Systems
Tool = Vendor name, Machine (e.g. MRL Diffusion Furnace)
Line = Line applicability (e.g.. Line2, Line8, Line 12, etc.)
Review = EPR, CR, SPC etc.
Level = SPC6, EPR4, EPR1.5 etc.
10
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Request a Document Number in DMS
S
2 T 3
E
P 4
SUNPOWER CELL
REVIEW
SUNPOWER
CELL RANTEX L5-6
EPR1
11
001-17628 Rev *A
 This document number
should be included in the
presentation before it is
presented.
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
 This step requests
final confirmation of
entered information.
Click appropriately
either on Back or
Create button.
BEFORE UPLOADING TO CMS
12
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Modifications to Presentation
 Complete AR’s and make whatever necessary modifications to slides to
reflect AR completion.
 Scan the completed Presentation Review Attendance Sheet (001-09956) ,
paste it in slide 2.
 For EPR’s and PCR’s,
 Update the AR Status Review Slide - should include AR’s from past and current
EPR’s.
13
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Non-passing Reviews
 Non-passing or Failing Review should also be submitted by the presenter as an ECN.
 Add gating and non-gating AR’s to the presentation
 Add ‘watermark’ on master slide to include “Presented <DATE> Not Passing”
Presented : May 11, ‘08
Result : Not Passing
 Start ECN. In “Description of Changes” add “Presented <DATE>. “Not Passing”
 Include DCON admin as the only approver of the ECN
 When ARs are complete, download the presentation from DMS and make
necessary changes
 If presentation is required, then present to review committee, otherwise send via
e-mail
 Document the result whether passing or not as a revision to the existing
document, updating document number revision to *A
 Repeat until review passes
14
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
UPLOADING PRESENTATIONS
INTO THE CMS
15
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Access to CMS
- From the SPML or SPSV intranet,
click on “Change Management
System”
Key-in Cypress Initials and
password.
16
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Initiate ECN
17
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Initiate ECN
SunPower Cell Reviews
SunPower Module Reviews
SunPower System Reviews
Upload source and pdf files.
All these categories are restricted and have limited access forviewing. Only selected individuals can view.
18
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Initiate ECN
Document Number
Format: 001-xxxxx
Current Rev
New document? leave this blank.
Revision? Enter current revision level **, *A,*B,*C …
Enter exactly as in DMS and on document
New Rev
Enter ** for initial issue. Increment by one level if document is a revision.
Source– .ppt presentation
PDF – .pdf file
File name of the presentation to be uploaded should start with the
document number
19
Example: 001-10056
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
001-17628 Rev *A
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Presentation Naming Convention
take note of the naming convention at every slide of the
presentation:”
Product = Cell, Module, Systems
Tool = Vendor name, Machine (e.g MRL Diffusion Furnace)
Line = Line applicability (eg. Line2, Line8, Line 12, etc.)
Review = EPR, CR, SPC etc..
Level = Level of presentation (eg. SPC6, EPR4, EPR1.5 etc.)
Enter presentation Doc # and revision status
(document number from DMS)
20
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Initiate ECN
In the “Reason for Change” box, specify
the date of review and it’s result.
(Reviews w/ gating AR’s are considered
“Not Passing.”)
-DCON will be the only approver
of the ECN
-Submit the ECN for approval
21
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
Automatic Notification in DMS
Upon release of ECN in the Document Management
System (DMS) the originator, normal review committee
members, and alternate signers will be notified that a
certain review had been released in the DMS.
They will also be given an access to the document.
22
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
PROCESS FLOW
Present Review
At the end of presentation, ask for
physical signature of the actual
attendees (required / alternate
approvers) in the Presentation
Review Attendance Sheet (00109956)
Create ECN and upload the
presentation with signed attendance
sheet (001-09956) add DCON as
the only approver of the ECN
Release the Review
in DMS
Yes
Download source file from DMS, update
presentation, level up revision status, present
to the board and ask approval.
Yes
Needs Revision?
No
Presentation is kept
in the DMS
24
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E
- END -
25
001-17628 Rev *A
REVIEW APPROVAL AND RECORDKEEPING PROCEDURE
Document # 001-12362 Rev*C
Document # 001-12362 Rev*E