Document Control Procedure

(QMS-ISPL-P-DCP)

Version No	V20	Prepared by
Date	30-01-2015	Name	Suman
		Signature
		Date	30-01-2015
Copy No		Approved by
Issued to		Name	Sai Prasad Koneru
		Signature
		Date	30-01-2015

Document Amendment Record

A- A- Added, M- Modified, D- Deleted

Sl.No	Date	Version No	Page No	Change Mode(A/M/D)	Brief description of change
1	15-07-2002	V01	N/A	A	Initial Release
2	06-02-2003	V02	6	M	Updated complete  section 7.3 Documents review and approval
			7	M	Updated complete  section 7.4.2 Documents Change control
			7	M	Included "Feedback Tracker" reference  in section 9 Records
3	06-06-2012	V02	N/A	D	The Company address information is removed from the Footer
4	30-01-2015	V20	N/A	N/A	Reviewed and base lined

Table of Contents

1 Purpose

2 Objective

3 Scope

4 Terms and definitions

5 Entry criteria, Input, Activity, Output, Exit criteria

6 Responsibility for preparation

7 Procedure description

7.1 Document preparation

7.2 Document version and revision

7.3 Document review and approval

7.4 Document control and issue

8 Quality system documents referred

9 Records

1 Purpose

The purpose of this procedure is to establish and maintain a documented procedure to control the documents related to the quality management system of Inooga Solutions and to ensure that all the controlled documents are properly managed.

2 Objective

All documents utilized within the quality management system of Inooga Solutions and related to software development life cycle are controlled to ensure that they are issued to the appropriate personnel, under the correct level of authority, are revised and re-issued as necessary and all obsolete documents are removed from the point of use.

3 Scope

Document control procedure is applicable to all controlled documents under quality management system.

4 Terms and definitions

Abbreviations/Terms	Description
QMS	Quality Management System
ISPL	Inooga Solutions Private Limited.
PIN	Project Initiation Note
CEO	Chief Executive Officer
CTO	Chief Technology Officer
Master Copy	A document marked as ‘Master copy’ is kept in a document library for safe custody. Copies of master copy are made for issue.
Controlled Copy	A document marked ‘Controlled copy’ and issued to users. A controlled copy needs to be revised or reissued whenever changes are incorporated.
Baseline	A formally approved version of a configuration item, regardless of media, formally designated and fixed at a specific time during the configuration items life cycle.

5 Entry criteria, Input, Activity, Output, Exit criteria

Sl.No.	Entry criteria	Input	Activity	Output	Exit criteria
1	Need for preparation of documents	Information for preparation of documents Templates/formats	Document preparation, review and approval	Approved documents review records	Need for documents fulfilled
2	Documents required by the users	Approved documents	Document issue and control	Document Issue records document master index	Documents received by the users

6 Responsibility for preparation

Activity	Responsibility for preparation	Review & Approval Authority	Issuing Authority
Quality Manual	Management Representative (MR)	CEO/CTO	MR
Quality System Procedures	QA Manager	CEO/CTO	MR
Processes, Guidelines and Templates	Head of respective departments	CTO/CEO	MR
Documents generated during Software Development Life Cycles	Project leader or project manager	Project manager / Head of the projects/CTO	MR

7 Procedure description

7.1 Document preparation

Management Representative (MR) prepares quality manual, quality management system procedures, managers of respective departments prepare process manuals, templates, and quality records formats etc.

Project leader or project manager prepares all project related documents as part of software development life cycle. Some of these documents are software requirements specification, design documents, project management plan, and software test plan.

Every document is identified uniquely. Following methods are adopted for document identification.

Sl.No	Document Description	Document type
1.	Quality Manual	QML
2.	Process Manual	M
3.	Procedure	P
4.	Template	T
5.	Form	F
6.	Record/Report	R
7.	Log	L
8.	Checklist	C
9.	Guidelines	G

Quality management system documents are identified as document type followed by document acronym. Document acronym is of three letters. For example document control procedure is identified as “QMS-ISPL-P-DCP”.

Where,

QMS                 -                       Quality Management System (QMS)

ISPL                 -                       Inooga Solutions Private Limited.

P                      -                       Procedure

DCP                  -                       Document control procedure

The coding structure for manuals is: QMS–ISPL-M-XXX

Where  M – Process manual, XXX – Document name

The coding structure for procedures is: QMS-ISPL–P-XXX

Where  P – Procedure, XXX – Document name

Note : if there are  more than one document with similar acronym, then - X may added to differentiate one document from another document.

Eg: SDM-O

The form/log/report/record/Guidelines coding structure is: QMS-ISPL-F/L/R/G-XXX

Where F – Form, L – Log, R – Report/Record, G - Guidelines,   XXX – Document name.

The project Id will consist of 9 characters:    AXA2002-1

Where the first 3 (AXA) characters describe the name of the client in short

Next 4 (2002)numbers describe the year in which the project started followed by "-"(hyphen)

and  the last number(1) indicates the no. of project for that particular client in the year mentioned

During the project initiation, the project documentation is prepared by the respective project managers of the project by creating a project directory in either of the following two methods

Method I or Method II:

Method I :

Project directory structure:

PRD – project root directory (project code).

PRD\PROJECT_PLANNING – PMP_1.0, PMP_1.1, records etc.

PRD\REQUIREMENTS – SRS_1.0, review records etc.

PRD\DESIGN – HLD, DDD, test cases etc.

PRD\CODING – bug reports etc.

PRD\TESTING – STP etc.

PRD\INSTALLATION – Project Sign-off, manual etc.

PRD\ACCEPTANCE – Acceptance test report etc.

PRD\CLIENT – Mails, customer feedback etc.

PRD\MARKETING – Proposal, contracts, etc.

PRD\SQA – SQA_1.0.

PRD\DOCUMENTATION – User manual, etc.

PRD\MISCELLANEOUS.

Method II :

Project directory structure:

Sl.No.	Root Directory	Sl.No.	Folder Name	Sub Folder Name
1. 1.	ZZZYYYY-N Where :- {ZZZ} is acronym for {Project id} For Example :-[AXA] {YYYY} is acronym for {Year} For Example :-[2002] {N} is acronym for {Unique id} For Example :-[1] Hence the {project root directory} naming convention would be as follows :- For Example :- [AXA2002-1]	1.1	ADMIN
		1.2	AUDIT REPORTS
		1.3	CHANGE REQUEST
		1.4	CUSTOMER FEEDBACK
		1.5	MEETINGS	1.5.1	PROJECT REVIEW MEETINGS
				1.5.2	TEAM REVIEW MEETINGS
		1.6	MISC
		1.7	PROJECT DOCUMENTS	1.7.1	CUSTOMER DOCUMENTS
				1.7.2	PMP
				1.7.3	REQUIREMENTS_DESIGN		1.7.3.1	TEST PLAN
		1.8	REVIEW DEFECT REPORTS
		1.9	SOURCE CODE
		1.10	SOURCE CODE -REL
		1.11	STATUS REPORTS
		1.12	TEST DEFECT REPORTS	1.12.1		NOTIFICATION
				1.12.2		SDFs
				1.12.3		SUBSEQUENT CALL
		1.13	TIMESHEETS

7.2 Document version and revision

7.2.1 Manual control of documents

Each document has a version number associated with it in the format "VNN", where “V” indicates version and “NN” is a double digit version number. Once the document is ready for release, it is baselined by allocating version number 01. “NN” - is the running version number, once the document is baselined, the approving authority approves the document.

7.2.2 Control of documents using tool

When a tool is used for controlling the documents, the standards allowed by the tool, are followed for the version control of the documents.

7.3 Document review and approval

Quality management system documents and project documents are reviewed and approved by the approving authority. Record of document review and approval is maintained in the following manner:

· As per document review record (QMS-ISPL-F-DRR) or

· In the review record (QMS-ISPL-R-REV) or

· In the workhorse tool under review record

Review and approvals done through emails are recorded in the email folder and are shown as evidence when required. Separate review records like document review record or review records, need not be maintained for the documents, which are approved through emails (apart from the record maintained in the mail folder).

7.4 Document control and issue

All the documents used by the project/department are documented in the document master list. This list is prepared by the projects / functions initially during the initiation phase and is updated on the issue of each document or its revised version. In project teams/functions where documents are maintained using a configuration management tool, the document master list need not be maintained.

When documents are planned to be distributed among the project or across the projects, the same are documented using the document distribution list form from QMS. When soft copies of the documents are distributed, the mail used for distributing the documents can be accepted as evidence of document distribution. All such mails are segregated and placed in a specific folder for easy retrieval.

If the hard copy of the document is the master copy, the document is identified by stamping "MASTER COPY" on the title page of the document. When the hard copies of the document are distributed, each hard copy is identified by stamping "CONTROLLED COPY" in red with the copy number on the title page of the document.

7.4.1 Electronic version of QMS documents

Quality management system documentation is stored and maintained on a local server for easy access and reference. All the employees have reader access, where as MR and his department have editor access (i.e. read, write, delete access) to this database. All the changes to the manuals are implemented simultaneously in the electronic version along with hard copy manuals.

Project documentation is preferably stored in a configuration management tool like visual source safe (VSS) database or any other relevant tool. For each project, the project leader/project manager creates a directory by the project name, in the VSS database or any other relevant tool.

7.4.2 Document change control

All requests for change to QMS documents can be reported by email or in writing to the MR by means of document change requests using the Document Change Request Form(QMS-ISPL-F-DCH). MR or a approving authority analyzes the feedback based on the document change request or the QMS feedback tracker and identifies the impact of the feedback given. If the feedback warrants changes to the QMS documents, the approval authority for the respective documents reviews and approves the changes. Once the documents are baselined, they are released in the next version of QMS.

8 Quality system documents referred

Nil

9 Records

Sl. No.	Required Record	Custodian	Retention Period	Record ID
	Document Review Record	MR	1 year	QMS-ISPL-F-DRR
	Document Master List	MR	1 year	QMS-ISPL-F-DML
	Document Distribution List	MR	1 year	QMS-ISPL-F-DDL
	Document Amendment Record	MR	1 year	QMS-ISPL-F-DAR
	Document Change Request	MR	1 year	QMS-ISPL-F-DCH
	QMS Release- Feedback Tracker	MR	1 year	QMS Release Feedback Tracker