Planning process of quality system documents

Quality system documents are in the form of pyramids. As the top of the pyramid, the first-level document is the quality manual, which is the outline of a company. The second-level document is a program document, which is the continuation and refinement of the quality manual. The third-level documents are work instruction documents, that is, work instructions and quality records. In fact, the third-level document is a guide to guide the operators to carry out specific operations. Quality records are actually tables and experience documents.

1. Structural planning

According to this pyramid structure of quality system documents, the arrangement of document compilers is also different, that is, the specific compilers responsible for quality manuals, program documents and work instructions in enterprises are different.

The quality manual should be compiled by the quality management department or the department in charge of quality management, and the management representative and general manager must participate in the preparation of the quality manual, because the quality manual is an outline. If this work is not done well, the next work will be very difficult and will waste a lot of time. The quality manual is compiled by the general manager, management representative, quality system document leader, department manager and members of the quality management department. , and issued by the general manager of the top management of the enterprise.

The procedure documents are compiled by the management representative, the leader of the quality system document, the department manager and the members of the quality management department. In other words, the quality manual and the procedure documents are basically written by the same group of people (the specific text organization can be written by 2-3 people). In the process of writing the document, some meetings must be held for discussion.

Work instructions can be broken down, and after the topic content is planned, they can be assigned to various departments to write. Every employee should be called upon to participate in the preparatory work. If everyone participates and thinks, then the document compiled is most suitable for the characteristics of the enterprise and has the most practical effect. Everyone is involved. For example, the cleaning staff in the cleaning department can participate in the preparation of relevant operating procedures for cleaning, and the maintenance operators in the engineering department can prepare relevant operating procedures for maintenance and equipment operation. In this way, the work is done very carefully and truly in place.

2. Layout design

Quality manuals, procedure documents and work instructions all have corresponding formats and requirements. The format of the document should be ready at the beginning of the plan. Before making the document, you can specify the guidelines or procedures for the preparation of the quality system, such as what the quality manual looks like after completion, the steps to be revised in the future, the numbering, what letters are used to represent the quality manual and what letters are used to simplify the quality manual. All these need to design a program and compile some company quality system documents: there is a header above, a footer below, and two lines in the header and footer, with the company name written on it, indicating that it is a company document. If it is a quality manual, write down the quality manual, and the version is version A ×× modified status. Mark the document number in the upper right corner of the layout: for example, write ××M9002(×× stands for company abbreviation, and M stands for manual). The implementation time is written in the footer, which is the design format of the quality manual. Of course, these formats can be planned by referring to other documents according to the specific situation of enterprises, but it is best to plan all the above contents before the documents are formulated.

3. Content planning

The contents of documents, especially program documents and level 3 documents, should be planned at the beginning, such as what documents should be prepared for project management in property management. First of all, we should plan the documents and contents, and then decompose them into various departments for preparation. Here, we should pay special attention to the contents of the program documents, and we must reflect the industry characteristics of property management. Many property management companies have gone astray in the process of implementing ISO9002, copying the contents of other companies' documents, resulting in the phenomenon of "two skins".