The standard specifies that 7 controls should be defined within the procedure. It also provides a description of the responsibilities pertaining to the process. This document is a generic change control procedure document for use by ida projects. Document control blends the disciplines of library science and office administration. The primary role of a project manager is to manage the unexpected.
Control of inspection, measuring, and test equipment 12. The projectplace online file sharing application streamlines this capability for you. Please note that for plansheets, files should be consolidated into one 1 pdf file, and not be provided as one file per sheet or. Document control the process established in this procedure to define controls needed for the management of work health and safety documentation. Enters document disposition data into the document management database, ensuring that the information reflects the corresponding award. Use the process outlined in the project plan and change request template to document all requested changes. This is the one that is kept up to date and is the one that is officially authorized if the master document file is managed by software there should be no need for control copies because the software will take care of only displaying the authorized master copy. Selects files for disposition according to the document management and retention policy. Pdf project cost control procedure free download pdf. Purpose to establish a consistent process for controlling the documented information required to maintain qnps quality management system.
For example the pdf version of the icd utilised as an example in paragraph 5. Document control procedures set the framework for how documents are approved, updated or amended, how changes are tracked, how documents are published internally or externally, and how documents are made obsolete a document management system helps automate the control and tracking of documents that are managed according to document control procedures. It also shows how they differ and recommends the best approaches for developing written programs. This document, quality procedures and work instructions, hereafter referred to as qpwi, contains or. Procedure for control of documented information trace. Writing the basic procedures should not be a big project. The qmsp for the control of documents relates to clause 4. Jefferson science associates, llc jsa is a southeastern universities research associationcomputer sciences corporation limited liability company created specifically to manage and operate jefferson laboratory for the department of energy. If the master document file is managed by software there should be no need for control copies because the software will take care. Sep 19, 2014 the purpose of this procedure is to ensure that those personnel requiring access to project documents will have the most uptodate revisions and are aware of the document control process. Printed copies of obsolete, external documents that are retained for legal andor knowledge preservation shall be marked obsolete andor held in a binderfolder marked obsolete. Standard operating procedure for document control and storage. Creating a document control plan for your project pm tips.
Documentation control process office of the president page 1 rev. Document control numbers are assigned to sesd quality system documents using the following alphanumeric scheme. Project document control procedure is formally about the control of content, naming convention, numbering sequences, change control, authorization, distribution, access, archiving, securing and withdrawal or disposal of documents. An existing sop may need to just be modified and updated, or you may be in a scenario where you have to write one from scratch. It sounds daunting, but its really just a checklist. Select the appropriate document access rights from the tabbed dialog. It is the responsibility of the person obtaining the box from storage to return the box file without undue delay back to butler. Documentation and record keeping this chapter explains the importance of documents and record keeping. The purpose of this document is to provide the project manager, sponsors, steering committee members and all other stakeholders with the standard process for managing changes on the project name project. Project managers or operations department is responsible for working with document control quality assurance for. By using smart drawing tools, automatic connectors and the complete set of flowchart symbols, you can create flow charts of processes, algorithms and procedures with just a few minutes. Creating procedures for engineering document control.
The procedures set forth on this document is in compliance with the company quality management system and relevant international standards. It provides a road map for tracking documents and for adding, archiving. Haas sop standard operating procedure for corrective action for the pm. The scope of the project name has been defined in the approved project charter. Dec 23, 2018 the external document control list, qms f 24 is able to store a link to the online location of the document. A document management system helps automate the control and tracking of documents that are managed according to document control procedures. Similar to a catalog, a document control system consist of identifying documents, assigning control numbers and, in more detailed project structures, classification and. Analysis sop standard operating procedure for document control and storage for the pm.
Document control, in project management, is a function that involves the tracking of project documents to ensure confidence in their use. Controlling documents is a key requirement of iso 9001. Please note that for plansheets, files should be consolidated into one 1 pdf file, and not be provided as one file per sheet or one file per section. While these solutions may work well within a single organization, they have serious limitations for document control and collaboration between different organizations. The purpose of this procedure is to document the aforementioned activities, herein after referred to as the prescribed tasks in terms that. Project document management in practice project document management docman is defined by the practices and procedures used to create.
Projects of all sizes use document control to track the important technical documents that the project depends on the accomplish its objectives although we focus more on the project s technical documents in this article, the project management function. Document control procedure in construction project welcome. Project document management docman is defined by the practices and procedures used to create, distribute and store various types of project documentation. It provides a road map for tracking documents and for adding, archiving, and removing new documentation from the process. Everything from the document control procedures manual itself, to all the documents and files governed by the document control program, are managed within the centralized system. Change control process university of california, berkeley. The purpose of this procedure is to document the aforementioned activities, herein after. Standard operating procedure for document control and. The procedure to return a box or file to butler is the same as retrieval. In the absence of clearly established policies and procedures for document control, several problems can arise ranging from mere confusion to grave financial losses. This could be a law firm sending a report to a client, a construction firm receiving technical drawings from a designer, or a bakery giving an employee a recipe to follow. If you select more than one pdf file to secure then the publish all button will be available. As such, project document management may not be particularly glamorous, but it is a key factor of project success.
How to set up documentation control procedures for a project. An overview of the purpose of the different document types, and their role in the project, is presented. This is a procedure which has been developed to ensure that project staffs, collaborators, and contractors have consistent, complete and correct informationcontinue. On a global level, document management practices are designed to fill the following goals and objectives. The dcc will ensure that the all procedures on the sesd lan and the public access location of the sesd web site are updated. When you select the publish button your pdf files are encrypted and the document usage and access controls are applied. It is controlled according to the procedure for control of records tkqp102.
Document types and naming conventions abstract the purpose of this document is to identify the types of document used for the construction of the lhc and to define the naming conventions applicable to documents. Project participants may use internally hosted software for document, file or records management to maintain their document registers. Appendix b document control and records management procedures. A standard operating procedure sop is a document consisting of stepbystep information on how to execute a task. Document control form the form used to create or change a document. Writing down how you control documents will make it much easier to train staff and to audit the process, so even though its no longer a required procedure in iso 9001. Document control is all to do with transferring information between relevant parties.
A procedure is a specified way of carry out an activity or process. As a part of the planning process, most project managers would agree that the project document plays a central role in strategically developing the best possible plan and to effectively. Establishing which file or print is the master document is essential. The purpose of this procedure is to ensure that those personnel requiring access to project documents will have the most uptodate revisions and are aware of the document control process. A document control plan is an essential component of the project plan that guides the project team regarding the control of documents, including their creation, version control, retention, and other important issued related to documentation. Mar 04, 2010 the primary role of a project manager is to manage the unexpected. Encrypted copies of your pdf files are created with the same filename but with a. The purpose of this procedure is also provide guidance on the numbering of all technical and management documents generated in this project to ensure each document has a unique reference and may be prepared, tracked and managed effectively. For detailed use, please refer to the product manual or use the help feature in each tab. Documentation control procedures are an integral part of project management. However, a written procedure detailing your approach to document control is not enough.
Document control procedure construction and infrastruktur. Appendix b document control and records management. Clear concise user friendly avoid too much detail example. Edraw flowchart maker is designed to produce visual, creative and professional flowchart with builtin symbols and templates.
It provides guidance and template material which is intended to assist the relevant management or technical staff, whether client or supplier, in producing a project specific change control procedure document. Project control system manual 2 100 introduction a. Project managers or operations department is responsible for working with document controlquality assurance for. Description download project cost control procedure comments. The concept of planning by its very nature is designed to mitigate and manage the unexpected.
A nonexistence, unrealized or improper document control plan, will create disorderliness in the project team that may seriously affect the business. The document control plan is an outline or guide on how physical or virtual documents will be managed throughout the life of the project. It is important to have standards, policies, and procedures written in simple, clear language to help employees with their job. Project controls contributions and responsibilities during project execution are described in the following sections which provide an overview of cost, estimating and schedule functions, and their role in the project risk management and the progress and performance measurement processes. This is reflected in creating the project file structures. Report project cost control procedure please fill this form, we will try to respond as soon as possible. Quality procedures and work instructions manual section page date revision ii.
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