Transcript Slide 1

Document and Change Management
Systems Training (DMS/CMS)
Course Objectives
At the end of this course you’ll be able to:
Use the DMS to:
 Search and find documents
 Create new document numbers
 Subscribe to individual documents and categories
Create and Edit Controlled Documents
 Learn how to create and revise documents
Use the CMS to:
 Generate and manage an ECN (Initiate, Submit, Edit, Withdraw, Resubmit after Rejection, & Check status)
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What is DMS / CMS ?
 DMS - Document Management System
Repository of all controlled documents
Any status - new, active, old versions, and obsolete
Used to search for, subscribe to and create new documents.
 CMS - Change Management System
Manage approval for changes to both existing and new documents
using an ECN.
 CMS & DMS are Cypress-developed systems that
SunPower is using.
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Document Management System (DMS)
How is it useful?
- Information source for procedures & policies
- Download the latest standard forms and templates
- Read historical product and process reviews
- Get automatically informed when documents you care
about are revised.
- Secure source of the latest revision of documents
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System Features
 Search for documents by a wide variety of attributes
 Document viewing and download
 Full access to history (old versions)
 Update notification (full subscription service)
 Document number assignment
 Numbering system
 001-xxxxx where xxxxx is a number automatically
generated by DMS.
– Documents located by categories
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Retrieve CMS DMS Password / CY Initial
FOR SPML ONLY
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DMS Live Demo
 Login
 Search Techniques
 SunPower categories
 Document Download (source & pdf)
 Document Details page
 Subscriptions
 Sunset Review
 New Document Number
 Reports
 User manual & FAQ
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END OF DMS
 You can now navigate your way through the Document
Management System
 You should be able to:
 Locate documents and have full access to archive information
 Create new document numbers
 Subscribe to individual documents and entire categories
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Creating and Editing Documents
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Document & Change Management
Every process should be documented
Write (or change)
a document
using the proper
template.
Get a document
number from DMS
& add it to the
document.
DMS – Where controlled
documents are kept.
- Search for Documents
- Download documents
- Subscribe to Documents
- Create Document Numbers
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Review content with
others (get consensus).
Submit document
to CMS for review
and approval
(ECN).
After approval,
document is moved
to the DMS.
OUTLINE
Creating a Document
Procedures
Forms
Other documents
Add a Document Number
Editing / Revising a Document
Document Review
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CREATING A PROCEDURE

Procedures that follow step by step instructions should use the
standard “Specification Template”.
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
001-03859 Specification Template is available in the
Document Management System.

Instructions for using the template are on the first page.
<<Delete this page before submitting the document>>.
CREATING A PROCEDURE
1. PURPOSE AND SCOPE
-PURPOSE
– is reason for writing the document,
-SCOPE – identify where the document applies.
2. RESPONSIBILITIES
--defining
the process ,
--performing the process
--keeping the records (if applicable)
3. REFERENCED DOCUMENTS
-All
documents that are referenced within the document including forms.
-List all controlled documents by document number and title
4. MATERIALS AND EQUIPMENT
-List
of materials and equipment required to perform the process
including description or part number, name, model #
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CREATING A PROCEDURE
5. SAFETY
-List
of material hazards, precautions and safety equipment requirements
that are specific to the process.
6. OPERATING PROCEDURES & RESPONSIBILITIES
-Include
complete step by step instructions on how to perform the
process.
-The content must be sufficient for training and qualifying those
responsible for performing it.
7. RECORDS
-Must
define what records will be kept and the responsibility for
completing and storing them.
-Define length of time the records are to be kept.
8. APPENDIX / GENERAL INFORMATION
/ PROCESS MAP
-Flow
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charts and background information
CREATING A FORM

Forms and templates are usually associated with procedures,
but they are separate documents and have unique numbers.

When a form is filled in, it becomes a ‘record’.

Forms are typically made in Word, Excel, or PowerPoint.

Examples:
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
PCR, EPR or SPC template

Checklist

Attendance sheet

Logsheet

Monitoring form

Requisition form

Report format
CREATING A FORM

There are no set templates for creating Forms.

Forms must contain the following:
 SunPower logo (upper left side)
 Form Number (lower right footer)
 Revision (lower right footer, after the form number)
 Page number and total number of pages (lower right footer)
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CREATING A FORM
Spec# : XX-XXXX Rev.XX
Page: xx of xx
SPECS REVIEW
ATTENDANCE FORM
Date
Area/Section
Originator
Document Title
Specification No.
ECN #
Approver
This document is : (pls tick appropriate box)
New
Revised
Others
Result of Spec review : (pls tick appropriate box)
Approved
Rejected
Pls specify originators ECD upon rejection
ATTENDEES:
NAME(S)
SIGNATURE
NAME(S)
SIGNATURE
If rejected, specify reason for rejection:
Form # 001-xxxxx Rev xx
Form # XX-xxxx Rev yy
Page xx of xx
Page xx of xx
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CREATING OTHER DOCUMENTS

Besides Procedures and forms, there are other types of
documents such as:

Drawings

Material Specifications

Bills of Materials (BOMs)

Approved Supplier Lists, etc.

These do not fit well into the standard Procedure format.

There may be other templates available for use.

Minimum requirements on each page of the document:
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
Document number and revision,

SunPower name or logo,

“Electronically Controlled. Latest revision is in Document
Management System”.

Page x of y.
Add a New Document Number

Use the DMS to get a new document number.

Put the document number into the document (header or
footer) on each page.
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Reduce the Size of large files
 For documents with a lot of photos, the file size
can be very large.
 Here’s how to reduce the file size without
compromising document quality.
 Right click on the photo:
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Reduce Picture File Size
file size will be reduced without affecting
picture quality.
CMS and DMS can accept any file size, but downloading large files can take a long time,
so compressing photos is required.
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Editing an Existing Document
 You now know how to create new documents.
 What about revising an existing one?
– Download the current version of the document from the DMS.
– Save it to your desired location.
– Make edits.
– Get agreement.
– Submit to CMS for ECN approval.
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Downloading A File
 Planning to revise the file and submit to CMS?
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Document Revision
 When revising a document, turn “Track Changes ” ON.
 This will flag all changes you make to the document.
 When approvers are looking at the document they’ll be able to see exactly what
was changed.
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Document Revision
 Increment the document revision
 ** (initial issue), *A, *B, *C, ….
 Check that the “specification template” version is current. If not, update
the document to match the current template.
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Document Revision
In “Reference Documents”,
replace any old spec numbers with
new document numbers.
Find reference document
numbers in DMS, by entering the
old spec number under “Cross
Reference Doc #”.
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Document Revision
When uploading a document in CMS make sure that:
“Track Changes” was ON for the source file during
editing and “View / Markup” is ON so the changes are
visible.
 PDF file is clean (Changes have been accepted).
File name for both PDF and SOURCE FILE begin with the
“DOCUMENT NUMBER”.
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Viewing Restricted Documents
 Send an email to the category owner requesting access and copy the
DCON analyst
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Edit Details of Documents
 Ask DCON analyst to change details as follows:
 Change Title (Status should be NEW)
 Change the Category (Status should be NEW)
 Change Sunset Owner
 Change Type and Site
 Cancel a document number (Status should be NEW)
 Changing the document title and Category can’t be done by DCON once
the document is already ACTIVE; instead the sunset owner should run
an ECN using “Minor Changes –does not affect form, fit or function (i.e.
typo)
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Obsolete a Document
 Why Obsolete a document?
 The document is no longer applicable or being used,
 The product or process has been terminated
 How to Obsolete a document?
 Download the source file from DMS
 Put an OBSOLETE watermark into the document
 Change the revision (i.e. Rev** level up to Rev*A)
 Submit the document via CMS using the same category and same
approvers as the previous revision.
 Once the ECN is approved, the document will be released in DMS
and noted as OBSOLETE.
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DOCUMENT REVIEW
For both new documents and revisions to existing documents:
 Circulate the draft for comments or call a meeting
to get input.


Know your approvers and category.

Forms need only Department manager approval

Procedures, drawings, etc. required approvers depend on category.
Check DMS for required approvers.
After getting and incorporating input from others,

Prepare final source file for upload

Create .pdf file for upload

Upload the source and pdf files in the
Change Management System (CMS)
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Summary
END of ‘Creating and Revising
Documents’
 You’re now ready to submit your created or revised
documents to the Change Management System on an
ECN.
 You should be able to:
 Create new procedures, forms or other documents.
 Revise existing controlled documents
 Get pre-approval for new or revised documents
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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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OUTLINE
Using the Change Management System (CMS)
Log-in
Initiate an ECN
Manage an ECN
Process and re-submit a rejected ECN
Release of an approved document to DMS
PTO Requests & Approval
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DOCUMENT FLOWCHART
Create Document and get document
number in DMS
Pre-review by approvers
Download document from DMS
Revise Document
Need arises for revision
Initiate ECN in CMS (or Re-submit if revised
after reject)
D-Con Review
Reject by any approver. Return to
Originator
Implement Document Requirements
(notify users, training, etc.)
Review by designated
approvers
Release Document
Approved by all approvers
Initiator / Reviser
Effectivity Check (if applicable)
Place Approved document in the Document Management
System
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D-Con Analyst
Approvers
CMS Live Demo
 Login
 Menu Bar
– My Inbox
– My Work
– Search / Reports
– Help
 Quick start Guide
 FAQ
 Full User’s Guide
 Initiate an ECN
– SunPower categories
– Find Employee Initials
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MANAGING THE ECN
• After “Submit ECN”, the ECN goes to
DCON administrator for review and
approval.
• Originator will be notified by e-mail
every time an action is taken by an
approver or DCON:
- approve
- approve with comment
- re-direct
- reject
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MANAGING THE ECN
“Approved with Comment” means:
 DCON made minor edits on the document
(spelling, typographical errors, formatting)
 Approver added comments which can be
incorporated by the originator on the next
revision of the document.
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MANAGING THE ECN
Who has approved, who hasn’t?
- View the history (including approver comments) of your ECN by
clicking on “View Bulletin Board”
- An automatic e-mail reminder is sent every two days to
approvers who have not taken action.
- Originator may also contact approvers in person to ensure their
ECN receives timely attention.
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ECN APPROVAL
Click MY INBOX, all ECNs
awaiting your approval will
appear.
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ECN APPROVAL
Review the document.
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ECN APPROVAL
Review ‘Description of Change’
and ‘Reason for Change’.
Choose one.
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RE-DIRECT AN ECN
 Why re-direct an ECN to another approver?
 More authoritative on the subject matter
 Original approver is not available
The re-directed approver has all responsibilities
of the original approver.
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RE-DIRECT AN ECN
Enter initials of
the person to
whom you wish to
re-direct.
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Enter comment / reason
why you wish to re-direct.
WHY REJECT AN ECN?
 Reject by Doc Control:
 Format numbering not followed
 Obsolete template was used
 Incomplete ECN details
 Referenced documents incorrect
 Reject by Reviewer:
Need to make changes on content for
incomplete or incorrect information.
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REJECTING AN ECN
Choose rejection category
Enter the reasons for rejection.
Enter anyone’s initials besides
the originator who you wish to
inform of the rejection.
Click “Reject”.
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How to Handle Rejection…
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PROCESS A REJECTED ECN
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PROCESS A REJECTED ECN
Check details of rejection in View
Bulletin Board,
Go to “MY WORK” , Click ECN #.
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Edit the source file based on
comments / rejection.
PROCESS A REJECTED ECN
Do not increment the revision
since the ECN was not approved
or released.
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Overwrite the old file by
clicking on “Browse”.
PROCESS A REJECTED ECN
send to DCon for review
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ECN RELEASE
 After all reviewers have approved the ECN, it can be released
 DCON moves the source and pdf files to the Document
Management System.
 DCON releases the ECN.
 Notification
 Originator receives an e-mail stating that the ECN is released.
 Originator is responsible for ensuring that users are notified and
trained on the changes.
 All ‘Subscribers’ to the document or category will be notified
when the document is released to DMS.
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PTO Request & Approval
Save and proceed
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PTO Request & Approval
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Click the dates of
your requested PTO
PTO Request & Approval
Enter the
number of hrs to
use per day
Transfer the total hrs
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PTO Request & Approval
By default, the immediate
manager is the approver of
PTO.
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Thank You for Attending

You should now be able to:
 Use the DMS to search for and download documents,
 Create new documents & revise existing ones, and
 Use the CMS to manage document approvals.
END OF TRAINING
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APPENDIX
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DMS Login
 From SPSV or SPML intranet, click Document Management System.
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DMS Login
Cypress Initials
and password.
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Locate a Document
 Enter data into any one of the fields or a combination of various fields then click on the
“Search” button to return a search of all documents belonging to a particular group
Partial or full title
Old document # in the format
XX-YYYY.
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Locate Document by Number
 Enter a complete or partial document number in the document number
field
 Use wildcards to search partial document numbers:
– *XXX
- if last document number digits are known
– XXX*
- if first document number digits are known
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Document Search Results
 Document search results include only the latest revision.
 Previous revisions can be accessed by clicking the document number hyperlink .
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Document Search Results
 Document Number hyperlink: Launches the document details screen
 View Only hyperlink: Downloads the pdf file
 Source File hyperlink: Downloads the source file
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Document Details
 Find out all details of a document.
 By clicking the ECN number, users will be directed to the CMS where the ECN can be viewed.
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Locate Document by Title or Category
 Search with complete or partial title.
 Choose the Document Category and then Search
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Document Details
 Under “Show” find out
 Approvers
 Comments
 Viewing restrictions
 Where Used
 Subscribers
 Reference Documents
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Downloading A File
 Planning to revise the file and later upload to CMS?
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Downloading A File
 Download a PDF file for viewing
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Subscribe to Documents
•Type document number
OR, Select one or more criteria to subscribe
to multiple documents at once. Click Search
and Subscribe.
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Unsubscribe
 Your subscription list is visible at the bottom of the page:
 To Unsubscribe, select the appropriate check boxes.
 Unsubscribe to execute the request.
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Request a New Document Number
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Request a New Document Number
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Request a New Document Number
•Note : Always use SUNPOWER for Sunset Group and Site
•Internal Cypress Spec or Forms for Type
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Request a New Document Number
 This page exhibits all information entered into the form
 Incorrect data? click Back to return for corrections.
 Correct information? click Create button.
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Request a New Document Number
 The new number can now be used in a document.
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CMS Login
 From SPSV or SPML intranet, click Document Management System.
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CMS Login
- If you are already logged into the DMS you will not
need to log-in again to CMS.
Enter your
Cypress
Initials and
password.
Password expires after 90days
if not used
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INITIATE AN ECN
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INITIATE AN ECN cont….,
Use ONLY “SunPower
Categories.” Type ‘S’ to
scroll down to SunPower
categories.
Upload source and
pdf files.
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INITIATE AN ECN cont….,
Document Number
Format: 001-xxxxx
Title
Enter exactly as in DMS and on document.
Current Rev
New document? leave this blank.
Revision? Enter current revision level **, *A,*B,*C …
Source– Word, Excel, PPT, etc.
PDF – Acrobat ‘viewable’ file
New Rev
Enter ** for initial issue. Increment by one level if document is a revision.
Upload multiple documents on one ECN, as long as they all have the
same SunPower Category.
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INITIATE AN ECN cont….,
Select “Immediate” for making the
document effective immediately
after all reviewers have approved.
Enter an ‘effectivity date’ if a later
date is desired to use up old stock,
allow time for training, or other
reason for setting a definitive date.
new document enter “Initial
Release” or “Initial Issue”.
revision Indicate what was
changed, including page and section
numbers.
new document Enter reason for
issuing the document.
revision Indicate reason why
document needed to be changed.
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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.
Enter initials or name, ‘Find’ then ‘Add”.
Deletes the
ECN.
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E-mail the ECN
to various
people for prereview.
Save the ECN in
“My Work” and
return to it later.
Submit the ECN
to DCON for
review and
release to
approvers.
How to find Cypress initials
1) Use the CMS, OR
2) The Cypress phone book at:
http://npdis.design.cypress.com/headcount/ser
vlet/HeadcountServlet?handler=SearchEmplo
yees
Enter any part of the
person’s name. The
entire Cypress employee
database will be
searched for matches.
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