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Visit and bookmark our web site today: http://www.WhittingtonAssociates.com This e-newsletter is in HTML format and may not be displayed properly by some email programs. Please click on our web site address above to see the e-newsletter with its proper formatting. Note: RAB-certified
QMS auditors must complete their transition training to ISO 9001:2000 from
an approved provider by 12/15/02. See section 7 for our Auditor Transition
classes in Reston, Atlanta, San Diego, Chicago, Charlotte, and San Jose
over the next three months.
* * Reduced fee of $650 for Auditor Transition class in Atlanta (Auditor Refresher) on August 22-23 * *
Are you using the full power of Microsoft Word in your quality documentation activities? I find many students in my Quality System Documentation classes are unaware of one or more of the following Word functions: 1. Review Comments If you have been asked to review a draft document, don't return your comments in an email note. There is a much easier way to provide your comments to the author. Use the Comment feature of Word to annotate the electronic copy of the document. Select the text for your comment and click on Comment in the Insert menu. Enter your comments for that text in the provided window. Click the Close button to return to the document. Your comments will be identified with your name and become part of the comment log for the document. Any text with "comments" will be highlighted in the document. When the cursor is over that area, the comments appear in a box next to the highlighted text. This view allows the author to see the text and your comments on the same screen. Note: To set up your name and initials for the review comments, click Options in the Tools menu. Then click the User Information tab and type your name and initials in the Name and Initials boxes. 2. Hidden Text A document template can include hidden text to instruct authors on how to write each section. These instructions will not print in the actual document. To create hidden text, select the text to be hidden. Click on Font in the Format menu and check the Hidden box under Effects. To view hidden text, click Options in the Tools menu, click the View tab, and check the Hidden box under Nonprinting Characters. The hidden text will be shown as text with underlined dashes in the displayed document. To omit hidden text in a printed document, click Options in the Tools menu, click the Print tab, and clear the Hidden Text check box under Include With Document. If you plan to distribute the document online, just delete the hidden text as you would any other text. 3. Grammar and Readability Although aware of spell checking, authors may not be aware that Word can also analyze document grammar and readability. Click on Options in the Tools menu and select the Spelling and Grammar tab. Select the Check Grammar With Spelling box and the Show Readability Statistics box. When Word finishes checking spelling and grammar, it will display information about the reading level of the document. The grammar function can verify subject-verb agreement, check for extra spaces, and identify any missing punctuation or capitalization. It will also spot passive sentences (e.g., the document is approved by the manager) that should be rewritten as active sentences (e.g., the manager approves the document). The document statistics include a Reading Ease index and a reading Grade Level. Both readability scores are based on the average number of syllables per word and words per sentence. The Reading Ease score rates text on a 100-point scale; the higher the score, the easier it is to understand the document. For most documents, aim for a score of approximately 60 to 70. The Grade Level score rates text on a grade-school level. For example, a score of 8.0 means that an eighth grader can understand the document. For most documents, aim for a score of approximately 7.0 to 8.0. 4. Watermark A student in one of my documentation classes was purchasing special "Draft" watermark paper because she wasn't aware of the Word support for it. A watermark is inserted into a document header or footer. The watermark is printed wherever you place it on the page. It doesn't have to be confined to the area at the top or bottom of the page. Click on Header and Footer in the View menu. Insert the text, such as "Draft," by clicking the Text Box in the Insert menu and typing the watermark you want to appear on every page. You can size the text box by dragging the sizing handles. To format the text in the text box, select it, click Font in the Format menu, and select the appropriate options. To rotate the text, click Text Direction on the Format menu and select the desired rotation option. Because the text box is a drawing object, you can use options on the Drawing toolbar to format its borders and background color. To view a watermark as it will appear on the printed page, close the Header and Footer view and switch to Page Layout view or Print Preview. If the watermark interferes with the legibility of the text on the page, you can lighten the text by using the Font command on the Format menu to choose another color, such as light gray. 5. Table of Contents Many authors create a table of contents for their quality manual by entering the section titles and page numbers in a manually created TOC page. When the sections and page numbers are changed by document revisions. the author has to remember to adjust the table of contents. Word will automatically create and maintain a table of contents and simplify this task. To create a TOC, you first apply the built-in heading styles (Heading 1 through Heading 9) to the document headings you want to include in the table of contents. The Style box is on the Formatting toolbar. Once you've applied the heading styles, you can choose a design and build the finished table of contents. To set up the TOC, place the cursor at the desired TOC location in the document and click on Index and Tables in the Insert menu. Then click on the Table of Contents tab and select the TOC format and the desired number of heading levels to be displayed. When you build a TOC, Word searches for headings with the specified styles, sorts them by heading level, references their page numbers, and displays the table of contents in the document. The TOC can be modified by clicking within the table of contents and then pressing F9. Once you build a table of contents, you can use it to quickly navigate an online document. Just click any page number in the table of contents to jump to the corresponding heading in the document. 6. Tracking Changes To track changes while you edit a document, click Track Changes on the Reviewing toolbar. If the Reviewing toolbar is not displayed, click on Toolbars in the View menu and check the Reviewing toolbar box. Make the changes you want to the text and its formatting. Word uses revision marks to show where a deletion, insertion, or other editing change has been made in a document. Word can track changes in one of two ways: by marking the revisions as you make them, or by marking the revisions later when it compares two document versions. To specify whether Word should show tracked changes and how you want the inserted, deleted, and changed text to appear, click Options in the Tools menu and click on the Track Changes tab. You can change the
way revision marks look and work in a document by changing the marks and
their colors. For example, inserted text could be underlined and deleted
text marked by a strikethrough. To add review comments, see the Review
Comments section of this article.
The Environmental Protection Agency (EPA) has issued a Position Statement on Environmental Management Systems (EMS). The statement promotes broader use of the systems, which are described as effective management tools to help companies and other organizations fulfill their environmental responsibilities. The use of an EMS complements needed regulatory controls and enables a facility to comprehensively manage the environmental footprint of its entire operation. This includes unregulated aspects such as energy, water use, climate change, odor, noise, dust, and habitat preservation. It encourages pollution prevention through source reduction and fosters continuous improvement of the facility's environmental performance. EMS are viewed as a valuable tool for accomplishing EPA's mission, because they apply a multi-media approach, help facilities assure compliance, and promote cost savings, operational efficiency, and improved supplier performance. The EPA will encourage the use of recognized environmental management frameworks, such as the ISO 14001 standard, as a basis for designing and implementing EMS that aim to achieve outcomes aligned with the nation's environmental policy goals and the principles of this position statement. The EPA commits
to leading by example. The agency will implement EMS in its own facilities
and operations, while encouraging widespread use of EMS across other institutions
and organizations. The agency is also working with state and local governments
to promote EMS. In addition, the agency will support training and research
on the costs and benefits of the systems.
The International Automotive Sector Group (IASG) issued new QS-9000 Sanctioned Interpretations on May 28, 2002 that became effective on July 1, 2002. A new interpretation was added on Requirements and another regarding Registration. Entry C10 was added on Ford Motor Company specific requirements. Unless waived in writing by Ford for a supplier site, third party registration to QS-9000 or ISO/TS 16949 is required to meet the "capable quality management system" element of Q1 2002. In the past, Q1 did not require registration. Q1 2002 became effective February 1, 2002 and requires registration for production suppliers in North America and Europe. Ford also states their QOS Assessment Guideline (specified in QS-9000 Specific Requirements) does not identify suitable metrics. Some QOS metrics are given by the Manufacturing Site Assessment of Q1 2002, available at: <https://web.bli.ford.com>. Ford tier 1 suppliers are authorized to use the Manufacturing Site Assessment for sub-supplier evaluations. See the C9 interpretation for clause 4.6.2.1 on Supplier Development and the Ford letter of authorization at: <https://web.bli.ford.com>. Entry R8 was added on the expiration of ISO 9001:1994 and ISO 9002:1994 on December 15, 2003. Any new or renewed QS-9000 certificates must not reference either of those standards, except to state either:
If your organization needs to retain dual registration to QS-9000 and ISO 9000, then you will need to obtain a separate, interim registration to ISO 9001:2000, or switch from QS-9000 to ISO/TS 16949:2002 (which QS-9000 systems must do by December 14, 2006). QS-9000 certificates must not show an ending date later than December 14, 2006. This also applies to the QS-9000 Tooling & Equipment and Semi-conductor supplements. QS-9000 certificates cannot reference ISO 9001:2000, since it requires a separate certification. These interpretations
are a binding extension of QS-9000:1998 and can be accessed at <http://qs9000.asq.org/sancl.html>.
The theme for the 22nd Annual Southeastern Quality Conference is "Quality Through Technology". The conference will be held at the Cobb Galleria Centre on October 21-22, 2002 in Atlanta, Georgia. The Southeastern Quality Conference is sponsored by the Greater Atlanta Section of the American Society for Quality, Lockheed Martin Aeronautics, the Institute of Industrial Engineers, and the Programs in Quality Assurance and Industrial Engineering at Southern Polytechnic State University. You can select from 30 speakers in multiple tracks for only $275 (if you register before September 9). This is a great value and includes lunch on both days. Larry Whittington will be one of the presenters and discuss the new ISO 19011 auditing guidelines. Please contact Larry
Aft at 404-786-1541 or < laft@bellsouth.net> to register for the conference.
You can download a copy of the conference brochure from <http://www.asqatlanta.org>.
A map for the conference facility can be viewed at <http://www.cobbgalleria.com/local_area/map/map.html>.
If your organization is not responsible for design, then it can exclude ISO 9001:2000 clause 7.3 from its system. Of course, this exclusion must be identified and justified in the quality manual. If your customer is fully design-responsible, then your organization's role in product development will be very limited, or even non-existent. So, if you've excluded clause 7.3, how will your organization ensure product fitness-for-use as required by clause 7.2.1.b? Clause 7.2.1.b states an organization must determine any requirements not stated by the customer, but necessary for the specific or intended use, where known. If not excluded, this clause will place a burden on the manufacturer to ensure fitness-for-use, even if it had no involvement in the design and development process. Determining fitness-for-use requirements should be part of the design and development process. If your organization is not involved in this customer process, does clause 7.2.1.b really apply to your system? Perhaps you should consider excluding clauses 7.3 and 7.2.1b as a related set of requirements. Note: This
entry was based on an article by James Kolka in the June issue of The
Informed Outlook.
Moving from QS-9000:1998 to ISO/TS 16949:2002 may involve more than conforming to new and changed requirements. Your organization may be subject to additional on-site auditor days under ISO/TS 16949:2002. Audit Days The number of on-site
auditor days for the initial audit, and the first two years of surveillance
visits, have not changed from QS-9000:1998 to ISO 16949:2002. However,
most organizations will require more days in Year 3 for the ISO/TS 16949:2002
re-certification audit.
Multiple Sites Appendix H in QS-9000 provides for a reduction in on-site auditor days for multiple sites under a single certificate (Corporate Audit Scheme). However, the Auditor Day Adjustment Table is not included in ISO/TS 16949:2002. Instead, it has been placed in Annex 3 of the IATF Rules for Certification Bodies to ISO/TS 16949:2002. Notice below that
the new reductions may result in more auditor days being scheduled. Check
with your registrar to see if your registration budget will be affected
due to additional on-site auditor days.
To enroll in any of these public classes, go to the Class Schedule at our web site, or call us at 800-404-7585. The classes taught by Larry Whittington are shown in gold. ISO 9001:2000 Lead Auditor (ANSI/RAB-NAP Accredited) - CEEM, Inc.
ISO 9001:2000 Internal Auditor (ANSI/RAB-NAP Accredited) - CEEM, Inc.
ISO 9001:2000
Auditor Transition (RAB-Approved)
Implementing ISO 9001:2000 (for New Systems)
Understanding ISO 9001:2000 Requirements
ISO 9001:2000 Conversion (for Existing Systems)
Quality System Documentation (Revised for ISO 9001:2000)
To arrange an
economical on-site class, please call us at 800-404-7585.
Conference
On Quality In Commercial Aviation 11th Annual
Service Quality Conference QuEST Forum
Best Practices Conference 10th National
Quality Education Conference World Quality
Congress 22nd Southeastern
Quality Conference APICS International
Conference and Exposition 12th International
Conference on Software Quality Society for
Advancement of Material and Process Engineering Customer-Supplier
Division Conference ASQ's 3rd
Six Sigma Conference ASQ Quality
Audit Division Conference ASQ Quality
Management Division Conference 25th International
Conference on Software Engineering 57th Annual
ASQ Quality Congress
© 2000-2002 Whittington & Associates, LLC. All rights reserved. You may copy this e-Newsletter provided you copy it completely, do not change it, and include this copyright notice. |
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