Sohar University Quality Unit Good Documentation Prof (Dr) Yogesh Kumar Sinha 11 November 2008

Structure Purpose of good documentation Why good documentation? Doc & Quality Control Quality Controlled documents Types of document Document Development stages Doc information Doc review Version control Doc dissemination & feedback

Purpose of Good Documentation Primary purpose of good documentation is to help users perform the work as efficiently as possible. It includes: Overcoming problems Understanding tasks Making decisions Performing tasks more efficiently Examples: Good V/s Bad Documentation

Why Good Documentation? because Oral tradition has got no legal tenability. Move beyond tacit knowledge Documents increase in importance in large organisation. Important messages are conveyed consistently, clearly and accurately. Provides an evidentiary trail.

GD and Quality Control NEED to adopt a best practice system for the management of certain documents. enabling full auditing of certain documents: creation, retrieval, withdrawal good quality control over the currency and adequacy of published documents

Quality Controlled documents Some documents require a high level of control. Documents that benefit from control, include: Policy documents; Guideline documents; Procedure documents; Forms; and Manuals.

Types of Documents There are many types of important documents. Policies tell us what ought to be done. They take many forms,, such as bylaws, decrees, rules, etc.. Procedural manuals tell how things ought to be done. They provide step by step instructions on how to implement (deploy) a process.. Guidelines provide ideas and options on how things could be done. They are not strict rules. All are essential components of the “Approach” (in ADRI)

Document Development Stages 1. Identify the need. 2. Benchmark solutions. 3. Draft document. Use the appropriate tools. 4. Consult with stakeholders. Make it real ! 5. Revise the draft (and get it proof-read or edited). 6. Get the document Approved. 7. Disseminate the document effectively. 8. Monitor the effectiveness of the document. 9. Review and revise the document periodically.

Document Information the name of the document, To institute any system of document control we need a certain level of information about each controlled document. This information includes: the name of the document, the author or authorised person to amend, a brief description of contents or purpose of the document, who authorised its publishing, the date of that approval to use, an assigned review period, and the date of the next review. We also need to track all amendment details to the amended document.

Document Review documents can remain effective if they are regularly reviewed for accuracy and validity. Document Review Period Policy 2 Yearly Guidelines 2 Yearly Forms Yearly Manuals Yearly Procedures Yearly

Version control Documents change over time. Each time a new final version is approved it should have a new version number (v1, v2, v3 etc.) Each time a new draft version is circulated it should have a new version decimal number (v1.1, v1.2 etc.) All versions, draft or final, should be dated!! File names and dates should be on every page (e.g. in the footer). Pages should be paginated (using “Page X of Y”) Link to AQH

Version numbering 1.0 21/11/97 Tom Roche Version Date Authorised Officer Amendment Details 1.0 21/11/97 Tom Roche Original issue of xxxx guidelines. 1.1 15/05/98 Add policy/ procedure section to existing guidelines, and an appendix of forms. 2.0 10/02/99 Major revision to combine policy and guidelines sections together with a new index 2.1 4/03/99 Change to Appendix to reflect removal of form 6

Document Dissemination A version has not really been updated until it has been disseminated. Use multiple methods of dissemination, but make sure all versions are the same. For “controlled” documents, do keep a list of recipients. Whatever method of dissemination you use, there must always be a “master copy” which is the official, legally-binding version. To be binding, it must be accessible. The web or an intranet is a good way to do this. Master copies should be “write-protected” by password. A document has not really been disseminated until you have had confirmation/feedback. Link to Microsoft Visual Sourcesafe

Link to important Documents Good Documentation Example Poor Documentation Example Academic Quality Handbook Sohar University Principles Microsoft Visual Sourcesafe

This PowerPoint presentation was created by Professor Yogesh K Sinha Acting Quality Assurance Manager Sohar University © Nov 2008