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(C) QVW/001 QMS View Wizard setup instructions (0.1 Draft) {M} View is based on: Skilllevel: C, Project type: QMS View Wizard (QVW), [Printfriendly page]

Table Of Contents (Show)

1 : Introduction (Show)

1.1 : Purpose

(A)This document describes all aspects of the setup of the QMS View Wizard application.
It assumes that installation is done and that the project team assigned to the setup uses this document as a work instruction where all mentioned tasks are executed to come to a full-fledged Quality Management System

1.2 : Intended Readers

This document is intended for all team members that participate in the setup of QMS View Wizard. ({{{IntendedReadersCollected}}})

1.3 : Related Documents

Additional document can be found at …. And the website: /documentation

1.4 : Roles, Terms, Definitions, Abbreviations and Acronyms

See: QMS Data Dictionary . Terms

2 : Analyse the existing QMS. {M}

(A)The purpose of analysing the existing QMS is to collect all the information that is used to create e.g. the new QMS View Wizard lookup tables.

2.1 : Get all existing QMS documents and cluster them {M}

(A)To prepare for the analysis you need to collect all QMS documents.

2.1.1 : Get printed copies of all existing QMS documents and cluster them {M}

(A)Get printed copies of all existing QMS documents and cluster them.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAO
Get printed copies of all existing QMS documents and cluster themTACI

2.2 : Analyse the existing QMS for lookup table data. {M}

(A)The purpose of analysing the existing QMS is to:
  • Ccollect all the information for the lookup table.s
  • Scrutinise the lists to look for inconsistency in names.
  • improve the intuitivity of the used codes.

2.2.1 : Collect/Define some global lookup tables {M}

(A)For some lookup tables we probably do not need to analyse the QMS document.
Things we already can define are:
  • The number of skill level values we are going to use and how to name and define them.
  • The states of the QMS document lifecycle. Can also be done in task Collect all other lookup tables related information.
  • The number of project types we have and how to name and define them.
  • The number of project lifecycle phases for each project type and how to name, define and sequence them
  • The (T)RACI-Model (VERI-Matrix) or other responsibility model that defines result/process/task /? information and what items to use.
  • Which Norms we are going to use for task references and how to specify smaller descriptive parts of that norm. E.g. see example of CMMi


  • TRACI Row
    V Tasks V | | | > Roles >SwPjMQMgQAOTeam
    Collect/Define some global lookup tablesTACIT

2.2.2 : Collect all QMS document related information (Document Attributes) {M}

(A)Get all document related information so that you can define the document attributes like: document id, document abbreviation, document version number structure, document mandatory, document type, document title and which project types are valid for the document (for the later you may need the lookup table).

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeam
Collect all QMS document related information (Document Attributes)TACIT

2.2.3 : Collect all other lookup tables related information {M}

(A)The purpose of analysing the existing QMS documents is to collect all the information for the lookup tables.
For each lookup table is collected: used (old) code and source (e.g. document id).
The lookup tables to collect information for are:
  • Roles
    What roles are identifed in your organisation.
  • Quality Records (Types)
    What kind of document do you use/create in projects.
    Categorise them on document type. e.g Module test reports
  • The (T)RACI-Model (VERI-Matrix) or other related items (not the roles!)
    To verify the work done in Collect/Define some global lookup tables


TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeam
Collect all other lookup tables related informationTACIT

2.3 : Analyse the existing QMS document structures {M}

(A)A QMS View Wizard document consist of Chapters, that may have Paragraphs, and Paragraphs that may have Tasks where Chapters and Paragraphs contain descriptions that are not Task specific.
Analyse the existing document and decide what document sections would be candidate for Chapter, Paragraph or Task

2.3.1 : Analyse the existing QMS documents on structure {M}

(A)Analyse the existing documents and decide for each document what sections would be candidate for Chapter, Paragraph or Task. We want to devide the documents in a couple of conversion categories.
  1. Easy conversion
    The document content/structure can be translated to a QMS View Wizard document with no problems.
  2. Moderate conversion
    We need to redirect some sections to move them into the three level QMS View Wizard strategy.
  3. Heavy Conversion
    This document need so much redirection that its purpose, intention, usability, etc. might be in danger
  4. Others
    Any document that is so different that need very special and mutch attention
This is also the order in which we going to migrate the old QMS documents (per category) into the new QMS View Wizard system.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeam
Analyse the existing QMS documents on structureTACIT

Task input document: PPR > Project Progress Report
Task output document: RskLst > Risk List (Part of project phase close exit check),

2.3.2 : Analyse/update the information in the lookup tables {M}

(A)Check/update the created lookup table values for inconsistencies and possible improvements.
Keep track of changes (old value versus new value) to be able to update the old documents with the new values.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeam
Analyse/update the information in the lookup tablesTACIT

3 : Create the lookup tables and first documents {M}

(A)Use the verified lookup table data to create the lookup tables in _setup.xls and create the first document source xls files.

3.1 : Create the lookup tables {M}

(A)Use the verified lookup table data to create the lookup tables in _setup.xls and create the first document source xls files.

3.1.1 : Create the lookup tables in _setup.xls {M}

(A)Use the updated lookup table values to fill the tabs in the _setup.xls file

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Create the lookup tables in _setup.xlsTACITI

3.1.2 : Use _setup.xls for system update {M}

(A)Use _setup.xls file to re-initialise the system by dropping all tables and run Init again.
In case of errors fix them in _setup.xls and repeat the re-initialise process until there are no error messages anymore.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Use _setup.xls for system updateTACIT

3.2 : Create the first documents {M}

(A)Create the first document {source xls} files.
In these steps of the conversion process we only convert existing data.
We do not spend any time on completing the documents with missing attributes (lookup data information like. E.g. norm sections.)
The only attribute we need is the applicable projec types for Document, Chapter and Paragraph and the applicable project type phase for Tasks

3.2.1 : Create the first documents from the Easy conversion category. {M}

(A)Use documents from the Easy conversion category to create your first document {source xls} files.
Use the data from the application lookup functions to adapt the document content when needed.
Do not forget to add project type (and phase for Tasks)

Every new created document {source xls} file has to be added to the DocList tab in the _setup.xls file.
Use the Check source files function to check/update every new added document until there are no error messages reported.
In case you have to update the data in the lookup tables repeat task Use _setup.xls for system update.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Create the first documents from the Easy conversion category.TACITI

4 : Create the other documents {M}

(A)Convert the old QMS documents from the other not so easy categories.

4.1 : Create the Moderate conversion documents {M}

(A)By now you have a fair understanding on how to structure the old QMS documents so that they can be converted into the new system to take on the Moderate conversion category QMS documents.
And as by the Easy category: Do to the conversion of existing text/information only!

4.1.1 : Create the Moderate conversion documents {M}

(A)Not all conversions in this category are from the same complexity, so start with the easy ones.
You will probably move more different chuncks of text between chapters, paragraps and tasks. Maybe do some gramatical rewriting.
If you do context rewriting you should consult the (proces) owner of the document.


Every new created document {source xls} file has to be added to the DocList tab in the _setup.xls file.
Use the Check source files function to check/update every new added document until there are no error messages reported.

In case you have to update the data in the lookup tables repeat task Use _setup.xls for system update. Gained inside during this conversion might trigger improvemts for the documents from the easy category that have been converted already.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Create the Moderate conversion documentsTACITC

4.1.2 : Create the Heavy conversion documents {M}

(A)For this category to will probably have to do a lot of context rewriting you should this together with consult the (proces) owner of the document.
Create and process the document source xls and _setup.xls files as done before.
And again improve already converted documents when needed.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Create the Heavy conversion documentsTACITC

4.1.3 : Create the Other conversion documents {M}

(A)For this category to will probably want to install one or more small teams that will evaluate the content, purpose, etc. of each of these documents.
Based on their conclusion one can decide to rewrite the document, split a document and move parts to other documents or withdraw it from the system.
In the later case (withdrawn) I recommend to put the document information in a document source container with only one Chapter and/or Paragraph (i assume no Task) and mark the status withdrawn.
This makes it possible to use the search/filter functionality to find these document in the odd case you might need them.

And as always improve already converted documents when needed.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Create the Other conversion documentsTACITC

5 : Complement the documents in the system {M}

(A)The documents in the system are available with (almost) the same content. Now we can start to improve them by adding extra information.

5.1 : Complement the documents in the system {M}

(A)The old documents now in the system with (almost) the same content.
In the QMS View Wizard application probably not all lookup table information/attributes have been used in all documents. In this step we try to fill in that extra information.
The step is to see we we have sufficient Task descriptions in all documents and add then if needed.

5.1.1 : Add additional lookup information to the documents {M}

(A)For each document we are going to analyse wich information from the lookup tables is not used in a document and with the help of the document (process) owner we add that information to the document source container.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Add additional lookup information to the documentsACITT

5.1.2 : Add/Improve Task descriptions to all documents if needed. {O}

(A)The biggest benefit of the QMS View Wizard application lies in the fact that we have task descriptions.
In this step we are going to analyse all documents to see if we can improve and add tasks whenever possible.
This should be done under the guidance of the document(process) owner.

TRACI Row
V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Add/Improve Task descriptions to all documents if needed.ACITT

Appendix A : TRACI Matrix

V Tasks V | | | > Roles >SwPjMQMgQAOTeamPrcO
Get printed copies of all existing QMS documents and cluster themTACI
Collect/Define some global lookup tablesTACIT
Collect all QMS document related information (Document Attributes)TACIT
Collect all other lookup tables related informationTACIT
Analyse the existing QMS documents on structureTACIT
Analyse/update the information in the lookup tablesTACIT
Create the lookup tables in _setup.xlsTACITI
Use _setup.xls for system updateTACIT
Create the first documents from the Easy conversion category.TACITI
Create the Moderate conversion documentsTACITC
Create the Heavy conversion documentsTACITC
Create the Other conversion documentsTACITC
Add additional lookup information to the documentsACITT
Add/Improve Task descriptions to all documents if needed.ACITT

Appendix B : Input/Output Documents

Task input document: PPR > Project Progress Report
Task output document: RskLst > Risk List (Part of project phase close exit check),



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