Use the process outlined in the project plan and change request template to document all requested changes. The concept of planning by its very nature is designed to mitigate and manage the unexpected. The purpose of this procedure is to document the aforementioned activities, herein after referred to as the prescribed tasks in terms that. This is a procedure which has been developed to ensure that project staffs, collaborators, and contractors have consistent, complete and correct informationcontinue. 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. A procedure is a specified way of carry out an activity or process. The qmsp for the control of documents relates to clause 4. It also shows how they differ and recommends the best approaches for developing written programs. Project document management docman is defined by the practices and procedures used to create, distribute and store various types of project documentation. A document management system helps automate the control and tracking of documents that are managed according to document control procedures. This document is a generic change control procedure document for use by ida projects. Documentation control procedures are an integral part of project management. It sounds daunting, but its really just a checklist. It also provides a description of the responsibilities pertaining to the process.
Project document management in practice project document management docman is defined by the practices and procedures used to create. Document control numbers are assigned to sesd quality system documents using the following alphanumeric scheme. Purpose to establish a consistent process for controlling the documented information required to maintain qnps quality management system. 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. This is reflected in creating the project file structures. Haas sop standard operating procedure for corrective action for the pm. Project managers or operations department is responsible for working with document control quality assurance for. 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. Select the appropriate document access rights from the tabbed dialog. When you select the publish button your pdf files are encrypted and the document usage and access controls are applied. Please note that for plansheets, files should be consolidated into one 1 pdf file, and not be provided as one file per sheet or. It is controlled according to the procedure for control of records tkqp102. In the absence of clearly established policies and procedures for document control, several problems can arise ranging from mere confusion to grave financial losses.
Appendix b document control and records management procedures. Control of inspection, measuring, and test equipment 12. Mar 04, 2010 the primary role of a project manager is to manage the unexpected. Clear concise user friendly avoid too much detail example. The procedure to return a box or file to butler is the same as retrieval. 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. 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.
Writing the basic procedures should not be a big project. For example the pdf version of the icd utilised as an example in paragraph 5. It is the responsibility of the person obtaining the box from storage to return the box file without undue delay back to butler. Establishing which file or print is the master document is essential. Appendix b document control and records management. Document control, in project management, is a function that involves the tracking of project documents to ensure confidence in their use. Selects files for disposition according to the document management and retention policy. On a global level, document management practices are designed to fill the following goals and objectives. Document control procedure construction and infrastruktur.
Change control process university of california, berkeley. It is important to have standards, policies, and procedures written in simple, clear language to help employees with their job. A nonexistence, unrealized or improper document control plan, will create disorderliness in the project team that may seriously affect the business. 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. If the master document file is managed by software there should be no need for control copies because the software will take care. Procedure for control of documented information trace. 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. 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 one file per section. 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. Edraw flowchart maker is designed to produce visual, creative and professional flowchart with builtin symbols and templates. Document control the process established in this procedure to define controls needed for the management of work health and safety documentation. Similar to a catalog, a document control system consist of identifying documents, assigning control numbers and, in more detailed project structures, classification and.
Dec 23, 2018 the external document control list, qms f 24 is able to store a link to the online location of the document. Report project cost control procedure please fill this form, we will try to respond as soon as possible. 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. The dcc will ensure that the all procedures on the sesd lan and the public access location of the sesd web site are updated. Project control system manual 2 100 introduction a. Enters document disposition data into the document management database, ensuring that the information reflects the corresponding award. Analysis sop standard operating procedure for document control and storage for the pm.
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. Creating a document control plan for your project pm tips. Project managers or operations department is responsible for working with document controlquality assurance for. 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. For detailed use, please refer to the product manual or use the help feature in each tab. Standard operating procedure for document control and storage. Standard operating procedure for document control and. It provides a road map for tracking documents and for adding, archiving, and removing new documentation from the process. 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 form the form used to create or change a document.
Documentation and record keeping this chapter explains the importance of documents and record keeping. An overview of the purpose of the different document types, and their role in the project, is presented. Document control blends the disciplines of library science and office administration. The purpose of this procedure is to document the aforementioned activities, herein after. Pdf project cost control procedure free download pdf. Documentation control process office of the president page 1 rev. Document control is all to do with transferring information between relevant parties. 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. The procedures set forth on this document is in compliance with the company quality management system and relevant international standards. 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. Description download project cost control procedure comments. It provides a road map for tracking documents and for adding, archiving. 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.
Creating procedures for engineering document control. Project participants may use internally hosted software for document, file or records management to maintain their document registers. Encrypted copies of your pdf files are created with the same filename but with a. This document, quality procedures and work instructions, hereafter referred to as qpwi, contains or. The document control plan is an outline or guide on how physical or virtual documents will be managed throughout the life of the project. How to set up documentation control procedures for a project. 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. While these solutions may work well within a single organization, they have serious limitations for document control and collaboration between different organizations. If you select more than one pdf file to secure then the publish all button will be available. 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.
The primary role of a project manager is to manage the unexpected. 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. Controlling documents is a key requirement of iso 9001. A standard operating procedure sop is a document consisting of stepbystep information on how to execute a task. Quality procedures and work instructions manual section page date revision ii. 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. Document control procedure in construction project welcome.