[Pansophy] FW: Project WCD Register approval

[Valerie Bookwalter]

FYI

From: Jacob Harris <jharris at jlab.org>
Sent: Monday, December 19, 2022 10:13 AM
To: Tiffany Ganey <ganey at jlab.org>; Adam Grabowski <adamg at jlab.org>; Ashley Anderson Mitchell <ashleya at jlab.org>; Naeem Huque <huque at jlab.org>; Philip Denny <denny at jlab.org>; E. Anne McEwen <mcewen at jlab.org>; Kirk Davis <kdavis at jlab.org>; John Fischer <fischer at jlab.org>; Michael Drury <drury at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; Ed Daly <edaly at jlab.org>; Valerie Bookwalter <bookwalt at jlab.org>; Allen Samuels <samuels at jlab.org>
Subject: Project WCD Register approval

All,
The Project Work Control Document Register is the bridge between Ed's Project Execution program which collects customer requirements and Kirk's Production program which writes travelers and performs work. As an example, "C100R Work Control Document Register.xlsx" can be found in 06 - Process Documents/Travelers (C100R) (jlab.org)<https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-41002>.

Ed's procedure SRF-11-PR-001 Project Execution<https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-260685/SRF-11-PR-001%20Project%20Execution.pdf> requires Project Coordinators (PCs) to pull together the list of travelers, authors, reviewers, NCR/D3 responders from Group Leads, but we needed a way to ensure the WCD Register was reviewed. Following lots of discussion with many of you, we have devised the process listed below.


  1.  PCs informally coordinate with Group/WCLs to make changes to WCD Register.
  2.  PCs update the ChangeLog on a separate tab in the WCD Register spreadsheet.
  3.  PCs email Allen stating the WCD Register is ready for approval.
  4.  Allen routes the WCD Register in DocuShare for approval to five Group Leads (Phil D, Anne M, Kirk D, John F, and Mike D).
  5.  Once the WCD Register is approved by all parties, Pansophy can take actions to address the revision (plan for travelers, reassign NCR dispositioners...etc.).

A few advantages.

  *   Positive confirmation of Group Lead review. Not strictly required by ISO, but a good practice for an important document.
  *   DocuShare approval is already done for WCDs. Group Leads are familiar with the process.
  *   PCs send one email to Allen and don't spend time tracking review/approval of Group Leads.
  *   Pansophy/Allen knows immediately when changes are approved and ready to code into Pansophy.

A description of this process will be written into SRF-11-PR-001 Project Execution, which already describes other requirements of the Project WCD Register. With upcoming ISO audits, there is some urgency to make changes to WCDs and to show we are exercising the process. For that reason, PCs should not wait until Ed's procedure is revised/published before finalizing their WCD Registers and getting them approved.
______________________________________________________________________________
Jacob Harris
SRF Operations Quality Engineer
Jefferson Lab
Newport News, VA 23606
Office: +1 (757) 269-7193
Cell: +1 (334) 345-3248
Email:   jharris at jlab.org<mailto:jharris at jlab.org>

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