From version 3.60 onwards, the TQMS (Training and Qualification Management System) software module has at its disposal additional reports for the control of documents. The term document control encompasses the versioning and distribution of documents, the notification of amendments by the user and all associated control and verification functions.
Prior to this, eControl TQMS already had a considerable number of functions at its disposal in this regard. The new reports enable the issue of who has been informed of which document and when, and how they have been informed to be addressed easily and reliably as well as that of who should be, but has not yet been informed. According to the philosophy of the decentralised document and staff management, all control reports can be used independently by each hierarchical superior. Each superior therefore only sees the Read & Sign activities of “his” own employees.
Controlled documents report
This report gives an overview of all controlled documents.
Which documents are controlled in connection with which processes?
Which amendments show the latest document version?
Which older document versions were controlled previously and how have they been amended?
Controlled documents and persons report
This report brings together the controlled documents and the persons who should be informed of these documents.
Which persons should be informed of which documents in the currently valid document version?
In which context were these persons informed of the document version?
Which persons have not yet responded to the Read & Sign requirements by acknowledging receipt of information?
Which document is familiar to which persons in the current version?
Controlled documents verification report
With eControl, verification of which employee has been informed as well as when and of which document version, is available at the touch of a button. This information is particularly interesting with regard to the question of whether all employees have used the correct document at all times and were thereby qualified for the respective processes.
Who was informed and when of which document version?
In which context was the person informed of the amendments to the respective document version?
What information was made available to the employees, in order to be able to understand the amendments?
Were the employees always informed before a new document version came into force and thereby continuously suitably qualified?
Controlled documents statistics report
The control of documents is a complex process, with which many persons are involved who are subject to organisational, scheduling and other restrictions. It is all the more important that summary reports are available, from which one can see at a glance which employees still require information or which employees have not yet complied with the Read & Sign requirements . These “defaulting” employees can be reminded via the system’s mail centre at any time at the touch of a button by means of a personalised email.
Which Read & Sign requirements have yet to be complied with and in which context?
How many Read & Sign requirements have been acknowledged?