edms doc: cms-gq-qm-0001 trace-ability of non-conformity ...edms in cms before the integration with...

by P. Cannarsa ETH-Z EDMSUC Meeting 01/25/2001 1

Trace-ability ofNon-Conformity in CMS

Non-Conformity & EDMSIntegration

EDMS Doc: CMS-GQ-QM-0001



Introduction

z Quality Standards in CMSz CMS Realityz Integration of Quality Standards and CMS Reality (some example)z Non-Conformity Processz EDMS in CMS before the Integration with the

Non-Conformity Processz Non-Conformity & EDMS Integrationz EDMS in CMS after the Integration with the

Non-Conformity Processz Step-by-step check-list to Introduce a Non-Conformity in EDMS (some

example)z Conclusions




Quality Standards in CMS

z Quality standard used in CMS

y ISO 9001:1994:E

y ISO/FDIS 9000 Final Draft (ISO 9000 VISION 2000)





x 1.Management responsibilityx 2.Quality systemx 3.Contract Reviewx 4.Design Controlx 5.Document and Data Controlx 6.Purchasingx 7.Control of customer supplied productx 8.Product identification and controlx 9.Process controlx 10.Inspection and testingx 11.Control of inspection, measuring and test equipmentx 12.Inspection and test statusx 13.Control of non conforming productx 14.Corrective and preventive actionx 15.Handling, storage, packing, preservation and deliveryx 16.Control of quality recordsx 17.Internal quality auditsx 18.Trainingx 19.Servicingx 20.Statistical techniques





ProcessSupplier Client

Feedback

Feedback

Input Output

Concept of Process inside the ISO 9000 Vision 2000

By Paolo Cannarsa ETH ZurichEDMSUC 01/25/2001





z ISO 8402 par. 2.10Non-conformity: Non Fulfilment of a specified requirementNon-conformity: Non Fulfilment of a specified requirement

z ISO 8402 par. 2.10Disposition of non-conformity: Action to be taken to deal withDisposition of non-conformity: Action to be taken to deal with

an existing non-conforming entity in order to resolve thean existing non-conforming entity in order to resolve thenonconformity.nonconformity.

Note: the action may take the form of, for example, correction asNote: the action may take the form of, for example, correction asrepair, rework, concession.repair, rework, concession.




CMS Reality

z CMS has a Federative Organisation




CMS Reality

z Some numbers:y 31 Countriesy 147 Institutionsy 2000 People

z Imagine to build a networks with:y Countries: 465 Possible Linksy Institutions: 10731 Possible Linksy People: 2.000.000 Possible Links




Integration of Quality Standards and CMS Reality (some example)

z Introduction of the Production Flow as main tool to optimise the overallproduction process for sub-detectors, applying the Process Concept ofthe ISO 9000 Vision 2000.





z Introduction of the Non-Conformity Processy Definition of Major Non-Conformity for CMSy Definition of Non-Conformity Procedure

y Integration of Non-Conformity Procedure with theEngineering Data Management System

y Issuing of Step-by-Step check list for therecording of Major Non-Conformity in EDMS





y Definition of Major Non-Conformity:x Does the Non-Conformity’s solution have an impact on the level 2

schedule’s milestones? If yes we get Major Non-Conformity.

x Does the Non-Conformity’s solution have an impact on CMS Design atSystem Level? If yes we get Major Non-Conformity.

x Does the Non-Conformity’s solution have an impact on the neighbour’slayout or functionality? If yes we get Major Non-Conformity.

x Does the Non-Conformity’s solution have an impact on the generalcosts? If yes we get Major Non-Conformity.

x If all the answers will be negative then only in that case you canconsider your Non-Conformity as Minor one.




Non-Conformity Process

WE GOT A MAJOR NON-CONFORMITY

NC DESCRIPTION

NC TROUBLE-SHOOTING

NC’s CANDIDATEDSOLUTION

(RETAINED ACTIONS)

SOLUTIONVERIFICATION

NC’s CLOSURE

POSSIBLE ACTION

CANDIDATEDSOLUTIONS

VERIFICATION

Results OK

Not Accepted

Results Not OK

Non-Conformity Process




EDMS in CMS before the Integration with the Non-Conformity Process

z Why did we choose EDMS?y EDMS was and still is an excellent tool to

trace and keep under control theDocuments.

y EDMS is the only tool able to stronglyreduce the geographical distribution of theCMS Collaboration



IN WORK

READY FOR APPROVAL

UNDER APPROVAL

RELEASED

OBSOLETE


EDMS in CMS before the Integration with the Non-Conformity Process

Status of a CMS Document in EDMSbefore the integration between EDMS andthe NC Procedure.




Non-Conformity Procedure & EDMS Integration

z Non-Conformity Procedure & EDMSIntegrationSee annexed Graphic


Integration between Non-Conformity Process&

EDMS

by Paolo Cannarsa ETH-Zurich

WE GOT A MAJORNON-CONFORMITY

NC DESCRIPTION

NC TROUBLE-SHOOTING

NC’s CANDIDATEDSOLUTION

(RETAINED ACTIONS)

SOLUTIONVERIFICATION

NC’s CLOSURE

IN WORK

DRAFT FOR DISCUSSION

PROPOSAL IN PREPARATION

START

UNDER APPROVAL

RELEASED

OBSOLETE REFUSED

POSSIBLE ACTION

CANDIDATEDSOLUTIONS

VERIFICATION

OBSOLETE FAILED

OBSOLETE CLOSED

NotAccepted

NotAccepted

Accepted

ResultsNot OK

ResultsNot OK

Results OK




z EDMS Document Status:In WorkIn Work

zz Non Conformity Phases:Non Conformity Phases:yy NC DescriptionNC Description

x This is the first file and is dedicated to the description of the non-conformity. In this file will be collected all information like: Item’s Part& Serial Number. Applicable specification or drawing number. Whodiscovered the NC, When and Where, together with a brief descriptionof the NC.

yy Possible ActionPossible Actionx The second file contains the proposed activities made by the non-

conformity’s originator. Automatic notification to the CMS TC & CMSQAC “New Non-Conformity” in last 24 hours





z EDMS Document Status:Draft for DiscussionDraft for Discussion

zz Non Conformity Phase:Non Conformity Phase:yy NC Trouble ShootingNC Trouble Shooting

x During these phases the non-conformity passes under the CMS TCresponsibility. For each NC there is a team that never changes:

•• CMS TC, CMS DTC, CMS GLIMOS, CMS QAC, CMS GIC, CMS ESCCMS TC, CMS DTC, CMS GLIMOS, CMS QAC, CMS GIC, CMS ESCand a list of person “ad hoc” defined by the CMS TC that willparticipate to the NC Trouble Shooting.

x It is during these phases the all the procedures related to theconfidentiality starts. During this phase the CMS TC collects all thecomment coming from the people in the distribution list.

x Using EDMS “Discussion” tool with “call for discussion” mails generatedby EDMS.





z EDMS Document Status: Proposal in PreparationProposal in Preparation

zz Non Conformity Phase:Non Conformity Phase:yy NC Candidate Solution (Retained Actions)NC Candidate Solution (Retained Actions)

x After that when he decided that all the possible analysis havebeen made, he closes the discussion and sorts out from thecomments that he received a trouble shooting activity(Retained Actions).





z EDMS Document Status: Under ApprovalUnder Approval

zz Non Conformity Phase:Non Conformity Phase:yy Candidate NC Solutions VerificationCandidate NC Solutions Verification

x The candidate solutions are submitted by the CMS TC to a listthat can be arranged on fly. If the proposed solution are notaccepted, there are two possibilities:

• CMS TC has the authority to call out a meeting to define the finalstrategy and the Document will get the status ofOBOSELTE_REFUSED.

• The Document will get the status of OBOSELTE_REFUSED





z EDMS Document Status: ReleasedReleased

zz Non Conformity Phase:Non Conformity Phase:yy Candidate NC Solutions VerificationCandidate NC Solutions Verification

x The candidate solutions submitted by the CMS TC is acceptedand then ready to be verified by test.





z EDMS Document Status: Obsolete_ClosedObsolete_Closed

zz Non Conformity Phase:Non Conformity Phase:yy NC Solutions VerificationNC Solutions Verification

x The NC solution is verified by test and if the result is ok thenthe NC document will get the status of OBSOLTE_CLOSED.The CMS TC will annex to the NC Document the final reportfile.If the results will not give a positive answer then the NCdocument will get the status of OBOLETE_FAILED.




EDMS in CMS after the Integration with the Non-Conformity Process

Status of a CMSDocument in EDMSafter the integrationbetween EDMS andthe NC Procedure.

IN WORK

DRAFT FOR DISCUSSION

PROPOSAL IN PREPARATION

UNDER APPROVAL

RELEASED

OBSOLETE REFUSED

OBSOLETE FAILED

OBSOLETE CLOSED




EDMS in CMS after the Integration with the Non-Conformity Process

z EDMS in CMS after the Integration with the Non-ConformityProcess changes in the following point:y We have more possible status for a document that makes EDMS

closer to the real situations:x Draft for discussionx Proposal in Preparationx The obsolete status is split now in three status reflecting the real

scenario of a Non-Conformity

y The distribution list can be made on fly reflecting the real needsfor each sub-detector making the system much more flexible

y The confidentiality is an essential point for the non-conformity welldeveloped now in EDMS




Step-by-step check-list to Introduce a Non-Conformity in EDMS (some example)

z Step-by-Step check list


Procedure to Record a Major Non-Conformity in EDMS

By Paolo Cannarsa ETH-ZURICH

2

1. We have a non conformity

2. Classify the non-conformity in agreement whit the following criteria:

Ø Does the Non-Conformity’s solution have an impact on the level 2schedule’s milestones? If yes we get Major Non-Conformity.

Ø Does the Non-Conformity’s solution have an impact on CMSDesign at System Level? If yes we get Major Non-Conformity.

Ø Does the Non-Conformity’s solution have an impact on theneighbor’s layout or functionality? If yes we get Major Non-Conformity.

Ø Does the Non-Conformity’s solution have an impact on the generalcosts? If yes we get Major Non-Conformity.

Ø If all the answers will be negative then only in that case you canconsider your Non-Conformity as Minor one.

3. In order to record your non-conformity on EDMS type the followingurl address

http://edmsoraweb.cern.ch:8001/cedarnew/edmscms.homeor

http://edms.cern.ch/cms

4. Now we are in the EDMS CMS Home Page as shown in the Fig 1

Figure 1



3

5. Click on Log in EDMS as shown by the red arrow in the Fig 1

6. Now EDMS login prompt appears as shown in Fig 2

Figure 2

7. At this point digit your Login, insert your Password then click on OKbutton

Remark: If you do not have any password and you need it pleasecontact EDMS Support at [email protected]. In thee-mail please specify your sub-system and that you needthe account for the Non-Conformities documents.

Remark: Never use the Back Button on Netscape Toolbar

8. Your private EDMS Home Page appears as shown in Figure 3



4

Figure 3

9. Click on Navigator as shown by the red arrow in the Fig 3

10. Now we are in CMS EDMS Navigator page as shown by the Fig 4

Figure 4

Remark: In the Fig 5 is showed an enlarged part of the fig 4 tobetter see the CMS structure inside EDMS.



Conclusion

z Conclusions:y We used ISO Standard for:

x Definitionsx Processesx Documentation Philosophy

• Manuals• Plans• Procedures• Check list

y We integrated successfully the ISO Standard in the CMS Realityy Together with EST Division and thanks to the efforts made by Elena Manola

and her group we have been able to integrate a system already existing atCERN: EDMS, with one of the masterpiece of the ISO 9001: Non-Conformity management.




Conclusion

z Conclusionsy The most important thing is that this integrated system works and we have

already three major non-conformity in EDMS that are following thepredefined procedures.

y From this collaboration Quality become more visible to everybody andEDMS shown that is getting the best candidate to support the QualityImplementation inside CERN Community.

y I and Elena we have some more ideas about the trace-ability of thedocumentation affected by non-conformity but let us to work on that.
