|Quality Centre – a quality document management application
The main deliverable of this application is efficient electronic document management supporting the implementation and running of quality assurance systems. Taking into account the versatile structure of quality related issues, this application will enable the management of any documentation complying with ISO as well as any other quality systems and internal corporate regulations (e.g. banking regulators, production procedures, etc.). This quality assurance document management tool is facilitating team work of specifically designated employees at the same time enabling company management to control the course of procedure implementation. It also allows to reduce redundant documentation and save time spent on preparing documents. It quickens and controls document delivery cycles additionally supplying delivery and reading reports.
Quality system document management:
registration, creating, developing,
Dynamic database structure:
automatic distribution (information on new/modified documents is sent to users)
document updating and archiving,
printing managing and registration of quality documents printed,
managing reports on delivery of information on modifications done to quality documentation,
managing reports on user’s reading of quality documentation.
creating scalable databases, modifiable to mirror the structure of quality related documentation, with unlimited number of databases for storing specific quality system document types(types of documents stored in databases include forms, tables, descriptions, etc.). The dynamic nature of database structure allows for detailed adjustment of the application to the structure of quality related documentation instead of adjusting documentation to software tool.
Security of quality system documentation:
defining and controlling access authorisations to any document and database,
Automatic, electronic document approval cycle:
each quality documentation database can be defined with specific access authorisations for documentation stored in that database,
additionally, each document in database can be subject top general access authorisation settings (defined per database) or have access defined individually (more restricted),
control of quality documentation printout, each document printout registered in the system.
the system allows to assign each user authorised to create/modify Quality Centre documentation to related department(s),
Creating history and document status tracking:
assigning users to particular department allows for automatic identification of individuals whose approval is required for a new/modified document before it can have status ‘approved’,
the hierarchy of document approval cycles is defined by the Quality Centre system administrator,
assigning users to each approval level in department is defined centrally by the Quality Centre system administrator.
the system performs comprehensive archiving functionality for older documents, once a revised version is approved the old version (valid until that moment) is transferred to the archives, all document versions are kept stored by the system (from first to most updated version),
Automatic sequence and version numbering of documents:
each document contains approval/modification history with document information on edition and approval cycle for that document,
the system automatically assigns a new (sequential) number to each document version.
Supplying quality management documentation with other documents (attachments):
the system allows to insert attachment from other sources into document content (documents created outside of Lotus Notes environment).
Creating and viewing document lists arranged per functional group, date created, document priority or other categories defined:
multi-level viewing of documents stored in the system,
Key word definition:
defining (three) own document categories with names and key words defined per category.
the system allows to define user-specific key words such as: names of departments, processes, procedures, etc.
Dynamic linking of documents from various Quality Centre databases within a single process
the system enables creating dynamic links between documents describing a process
Managing reports on delivery of information concerning new/modified quality-related documents,
established links allow to automatically transfer a user viewing a process or procedure to a selected instruction or a form related to that process or procedure as defined by the author.
the system supports the distribution of information on new/modified quality-related documents to a group of users (as defined by the author of document),
The system enables the users who received notice on new/modified quality-related document to send conformation after they have read the document contents (action on the recipient’s part by using a key placed in the received notice).
the system collects revert confirmations of delivery to mailboxes of recipients (automatic – no involvement on the recipient’s part)
This software application manages documentation created during implementation and sustaining of quality assurance systems complying with ISO norms as well as other quality systems or regulations by providing activities including registration, creating, development, distribution, updating, and archiving of documentation. Using standard databases delivered (these include Quality Book, Procedures, Instructions, Forms) combined with creating user’s own databases facilitate swift and easy establishment of required documentation. Highly precise, documentation developed in this way is therefore easily acceptable to auditors. This application will also enable the company management to control the course of raising documentation required for implementing and sustaining a quality assurance system in the company.
SYSTEM AND HARDWARE REQUIREMENTS: consistent with requirements of Lotus Notes/Domino R5.02b release or higher, operation enabled using a web browser, cooperation with MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Visio and MS Project, MS FrontPage, MS Access, Adobe PDF Reader, MS Internet Explorer, Lotus Approach, Lotus WordPro, Lotus 1-2-3, Lotus Freelance Graphic, Autodesk AutoCAD, Bentley MicrosStation.