Documentation in ISO terms means that information is stored somewhere, and it is required that information must be controlled and maintained. There is no requirement regarding format or type. Therefore, in QM365, there are several ways of storing information appropriate to need and usage.
Database elements
Most data are stored in database elements: risks, goals, requirements, cases, actions, audits etc. Storing information in this way makes maintenance easy and reports of many kinds easily accessible. It is also possible to make list views to present the information in helpful ways (see link below for more information on "List views").
Usually, we define documentation as what describes the different processes and documentation connected to the organisation's operation. This table explains where/how such documentation may be stored:
Function | Processmap | Process description | Activities | DWS | Other documents | Additional libraries |
|---|---|---|---|---|---|---|
Tag several processes | X | X | X | X | ||
Easy update | X | X | X | |||
Must read in separete program/tab | X | X | X | |||
Notification / reading confirmation | X | X | X | |||
X | X | X | X | X | X | |
Reformat when transfer | X | X | X | |||
Opens directly in process map | X | X | X | |||
Consultation round | X | X | ||||
Discussion-function | X |
Drawings / Process maps
Drawing processes in the Process Module (PM) creates a visual representation of the processes connected to each portion of the organisation. Each drawing or box can have a Resource Summary, which summarises all documentation for that process in the system. This visual communication of details makes processes easy to understand, navigate through, and you find relevant information within a few clicks. You can populate The Resource Summary of each process with information by tagging each new element in the databases' different lists to one or more of the process list elements. Because they are governing documentation, Process maps/drawings are controlled through Rights Management. Only drawing/map/page owners, co-authors, and Process Administrators can edit drawings. Process maps are also controlled by having a function in Edit-mode for Draft-Approval-Publishing of new versions of drawings. Drawings must be put into "draft mode" to make edits and be sent to approval and publishing before end-users can see the new changes made to a drawing.
Process Descriptions (PDs)
PDs are information holders for processes. They may include text, pictures, tables and videos, and are visible immediately at the top of the Resource Summary. The Process Description placeholder gives quick access to a description of the process, whether its text, video, pictures etc. and is quickly updated within the system (think: what, why, who, when, how often, and where). Because PDs are governing documentation, they also have formal functions in Edit-mode, such as approvement, editing comments, publishing, and publishing notifications. During the implementation of the QM365 system, one will need to go through previously available process documentation and consider transferring it into the system. PDs can replace most traditional documents in the management system. You should communicate internal information through the PD. Each PD has an individual link that you can send to another person who also has access to the system. If you must communicate the information externally, you may consider leaving it in a traditional document file.
Read more about PD’s here: Process descriptions
Activities
Activities are similar to PDs, but there may be many of them per process. They are often used for detailed explanations of processes, which would otherwise have complicated a PD. They can be indexed. A simple check-box indicates approval instead of a formal approval/publication round before they are made visible for the end-user.
Read more about Activities here: Activities
Document Workspace / Governing documents
These are classic documents such as Word, Excel, PowerPoint, PDFs etc. A separate function, Document Workspace, has been created to create, edit, approve and publish such governing documents. You may tag one document to several processes. Your QM365 setup also needs to define the necessary categories of documents, such as job description, template etc. Read more here: Document Workspace
Links
You should add all links relevant to a process separately in the links list (and then tagged to one or more processes). Links will help communicate the online location of a separate system or information source relevant to the process. It is essential to add URL links in the separate links list instead of including them in the Process Description or Activities. If a link changes, it will only need to be updated in one spot (the links List), and the system will automatically show the updated link in each process that it is tagged. As a precaution, do not include links within a document, PD or Activity. It requires much work to maintain and update links as they tend to change over time. Use the link functionality.
Input/Output
The input/output list or Process Relations list allows the documentation of the matter, energy, and information input and output from a process (e.g. materials and resources). Although we have a separate function in QM365 for requirements, you can also document requirements, but we recommend never to repeat a concept twice in the system. Start with choosing to define the inputs or outputs of the processes that need a little extra love, where things always seem to go wrong, to help crystalise for the organisation what needs to be done or created for each process. Learn more about Inputs/outputs in a later chapter in this section.
Other documents
These are good-to-know or result documents of different types, for example, meeting minutes, user manuals, newsletters, training certificates, filled-out templates of different kinds. You can use this document library for storing any document. Make a support ticket, and the QM365 team will help edit the document categories.