Original Date: 11/12/2001
Revision Date: 01/18/2007
Information : Document Control Process
Frontier Electronic Systems reallocated tasks and responsibilities in its Document Control Process. As a result, the company eliminated duplicate efforts, decreased manual activities, and reduced its product direct labor costs.
In the past at Frontier Electronic Systems (FES), document control was the combined responsibility of the Data Management (DM) and Configuration Management (CM) Specialists. Approximately 85% of the activities were done manually. Other drawbacks were duplicate efforts in the tracking and maintenance of data items, difficulty in meeting short-term demands, and the Test area having to wait for test procedures. Document control involved three processes: Release process The CM Specialist received the data items, checked them for accuracy, and submitted a request form. The DM Specialist processed the request, rechecked the items for accuracy, reviewed the data items, updated them as required, pulled superceded items, and filed the new items.
Issue process The CM Specialist reviewed the request for accuracy and completed the request form. The DM Specialist reviewed the request form and data items for accuracy, and updated them as required. The CM Specialist copied, stamped, and distributed the data; for production, the Production Work Orders (PWOs) were updated and the Deltek purchasing and accounting system was revised. Last, the DM Specialist updated the data items.
Change Order process The CM and DM Specialists processed the documents as outlined in the Release and Issue processes.
The revised Document Control Process streamlines document control and provides the Purchasing, Test, Production, and Receiving Inspection areas with on-line accessibility of the documents. Other changes are: the CM Specialist is solely responsible for the tracking and maintenance of data items which eliminates duplicate efforts by the DM Specialist; and the DM Specialist processes the data items which eliminates paperwork by the CM Specialist. The Document Control Process consolidated the three processes: Release process The CM Specialist receives the data items, checks them for accuracy, updates them as required, pulls superceded items, and files the new items.
Issue process The CM Specialist reviews the redline, interim, and non-electronic customer data; updates the PWO; and revises the Deltek purchasing and accounting system.
Change Order process Figure 3-2 shows the new process.
The Document Control Process enabled FES to eliminate duplicate efforts, reduce manual activities to approximately 20%; and decrease travel time between the CM and DM areas. In 2000, the reduction of DM Specialist duties produced a total savings of 15 man-weeks. In regard to travel and labor for DM Specialists, these reductions equated to a 785 data items savings of four man-weeks for the Release process; a 517 data items savings of 3.5 man-weeks for the Issue process; and a 650 data items savings of 7.5 man-weeks for the Change Order process.
Figure 3-2. Change Order Process
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