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How to keep your
Quality Agenda up to date
                   Part 2
               Andrea Gentil
              Business Expert
             www.oquma.com




                     2010-06-22
OQUMA – Quality Management

OQUMA provides an online software service
    to manage the full quality system.

• Templates and examples
• Documents and records
• Agenda and tasks

        http://www.oquma.com
                     @ 2010 Prieco S.A. - All rights reserved.   2
Team and Roles
In this presentation you can preview how to organize
your team and assign responsibilities to fulfill your
quality management agenda and tasks:

 Team Organization
 Incorporation of new users to the system

 Roles
 Role assignment for document and record management


Reference:
      How to keep your Quality Agenda up to date – Part 1 +
                               @ 2010 Prieco S.A. - All rights reserved.   3
Team and Roles
Manual Process
Every document in your QMS must have defined who
approves it. The approver must be other than the
original author. It is also recommended to have an
intermediate reviewer:

   QMS                   Management                 Management
Responsible             Representative


              To Review                  To Approval                        To Publish
   Draft                    Review                         Approval                       Published
              Improve                     Improve




                                                       @ 2010 Prieco S.A. - All rights reserved.   4
Team and Roles
Procedures and Instructions
Every document in your QMS must have defined who
approves it. The approver must be other than the
original author. It is also recommended to have an
intermediate reviewer:

  Area                    Area                  Area Manager
Employee               Responsible


           To Review                 To Approval                        To Publish
  Draft                  Review                        Approval                       Published
           Improve                    Improve




                                                   @ 2010 Prieco S.A. - All rights reserved.   5
Team and Roles
User types                                  Roles
• System Responsible                          • QMS Responsible

 User who has administrative permissions



                                            •Top Management
                                            •Management Representative
•Regular User                               •Manager/Chief
                                            •Area Responsible
                                            •Area employee
                                            •All personnel




                                           @ 2010 Prieco S.A. - All rights reserved.   6
Team and Roles
Example
QMS Responsible can force a document approval or
publication.

QMS Responsible:             Management Representative:




                             @ 2010 Prieco S.A. - All rights reserved.   7
Setup

Requirements:

• Go to the site and create your account
   http://www.oquma.com
• Log in




                      @ 2010 Prieco S.A. - All rights reserved.   8
Team
To create your team, you must invite users to join the
system.

1.   Invite a member of your
     company as a system user
2.   The new user will receive
     an e-mail with a
     registration code to
     subscribe to your account




                                 @ 2010 Prieco S.A. - All rights reserved.   9
Team
Step 1 – Invite a member of your company
   as a user of the system:




                      @ 2010 Prieco S.A. - All rights reserved.   10
Team

Step 2 – The new user receives an e-mail
   with a Registration Code




                      @ 2010 Prieco S.A. - All rights reserved.   11
Team
Step 2 – New user signs up and creates a user
   with the Registration Code to join your
   account:




                       @ 2010 Prieco S.A. - All rights reserved.   12
Roles
To assign roles, you must edit them:


1.   Go to Role
     Management and
     select an user
2.   Edit the role




                               @ 2010 Prieco S.A. - All rights reserved.   13
Roles
Step 1 – Go to Role Management and select
   an user:




                      @ 2010 Prieco S.A. - All rights reserved.   14
Roles

Step 2 – Select the proper role:




                       @ 2010 Prieco S.A. - All rights reserved.   15
Team and Roles
Task assignment example
Management Representative can ask for improvement.
Area Employee can only read the draft document.

Management Representative:      Area Employee:




                             @ 2010 Prieco S.A. - All rights reserved.   16
Conclusion
In this presentation we’ve reviewed a solution to
organize your team, assign roles, and manage
tasks for your Quality System.


1.   Team and Roles
2.   Setup
3.   Team
4.   Roles
5.   Tasks
                          @ 2010 Prieco S.A. - All rights reserved.   17
Thanks you for your attention


                     How to keep your
             Quality Agenda up to date
                                Part 2
                                           Andrea Gentil
                                          Business Expert
                                         www.oquma.com




                    @ 2010 Prieco S.A. - All rights reserved.   18

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How to keep your quality agenda up to date - part 2

  • 1. How to keep your Quality Agenda up to date Part 2 Andrea Gentil Business Expert www.oquma.com 2010-06-22
  • 2. OQUMA – Quality Management OQUMA provides an online software service to manage the full quality system. • Templates and examples • Documents and records • Agenda and tasks http://www.oquma.com @ 2010 Prieco S.A. - All rights reserved. 2
  • 3. Team and Roles In this presentation you can preview how to organize your team and assign responsibilities to fulfill your quality management agenda and tasks: Team Organization Incorporation of new users to the system Roles Role assignment for document and record management Reference: How to keep your Quality Agenda up to date – Part 1 + @ 2010 Prieco S.A. - All rights reserved. 3
  • 4. Team and Roles Manual Process Every document in your QMS must have defined who approves it. The approver must be other than the original author. It is also recommended to have an intermediate reviewer: QMS Management Management Responsible Representative To Review To Approval To Publish Draft Review Approval Published Improve Improve @ 2010 Prieco S.A. - All rights reserved. 4
  • 5. Team and Roles Procedures and Instructions Every document in your QMS must have defined who approves it. The approver must be other than the original author. It is also recommended to have an intermediate reviewer: Area Area Area Manager Employee Responsible To Review To Approval To Publish Draft Review Approval Published Improve Improve @ 2010 Prieco S.A. - All rights reserved. 5
  • 6. Team and Roles User types Roles • System Responsible • QMS Responsible User who has administrative permissions •Top Management •Management Representative •Regular User •Manager/Chief •Area Responsible •Area employee •All personnel @ 2010 Prieco S.A. - All rights reserved. 6
  • 7. Team and Roles Example QMS Responsible can force a document approval or publication. QMS Responsible: Management Representative: @ 2010 Prieco S.A. - All rights reserved. 7
  • 8. Setup Requirements: • Go to the site and create your account http://www.oquma.com • Log in @ 2010 Prieco S.A. - All rights reserved. 8
  • 9. Team To create your team, you must invite users to join the system. 1. Invite a member of your company as a system user 2. The new user will receive an e-mail with a registration code to subscribe to your account @ 2010 Prieco S.A. - All rights reserved. 9
  • 10. Team Step 1 – Invite a member of your company as a user of the system: @ 2010 Prieco S.A. - All rights reserved. 10
  • 11. Team Step 2 – The new user receives an e-mail with a Registration Code @ 2010 Prieco S.A. - All rights reserved. 11
  • 12. Team Step 2 – New user signs up and creates a user with the Registration Code to join your account: @ 2010 Prieco S.A. - All rights reserved. 12
  • 13. Roles To assign roles, you must edit them: 1. Go to Role Management and select an user 2. Edit the role @ 2010 Prieco S.A. - All rights reserved. 13
  • 14. Roles Step 1 – Go to Role Management and select an user: @ 2010 Prieco S.A. - All rights reserved. 14
  • 15. Roles Step 2 – Select the proper role: @ 2010 Prieco S.A. - All rights reserved. 15
  • 16. Team and Roles Task assignment example Management Representative can ask for improvement. Area Employee can only read the draft document. Management Representative: Area Employee: @ 2010 Prieco S.A. - All rights reserved. 16
  • 17. Conclusion In this presentation we’ve reviewed a solution to organize your team, assign roles, and manage tasks for your Quality System. 1. Team and Roles 2. Setup 3. Team 4. Roles 5. Tasks @ 2010 Prieco S.A. - All rights reserved. 17
  • 18. Thanks you for your attention How to keep your Quality Agenda up to date Part 2 Andrea Gentil Business Expert www.oquma.com @ 2010 Prieco S.A. - All rights reserved. 18