Finance QMS Process Document - Documentation Control
PURPOSE
Ensure that all documentation including Forms, Procedures and Policies are kept up-to-date and easily available to our customer base i.e. published on the web site or stored in the Finance shared folders as required by the business need.
It covers the review and control of the Quality Manual and all other documents in the Quality Management
System.
RESPONSIBILITY
Change request is signed off by requestor/supervisor/manager of area.
Finance System Team members are responsible for this process.
PROCEDURE
A Document Change Request is required for changes on all documentation without a revision history.
The follow steps are followed for making document changes:

The owner of the process will check that the change doesn’t affect other areas of operation and amend if necessary

The document is released to the owner of the process/change requestor

The owner of the process or business area makes the document change and completes the Change
Request Form and return it together with a copy of new and old version of the document to the
Systems Team

The request to change is validated for accuracy and that its meets the necessary business requirement for change

If change is not approved the request is sent back to requestor with an explanation.

Changes to Policies should be approved by the Management Committee.

Once the requested change is complete on the documents (Word, Excel, Html, Web Document) the new document is updated and either published on our website and/or stored on our shared Finance folder.

The QMS document control record sheet is updated including new version and updated date.
Main types of documents changed includes the following:

Operational/Functional Finance Forms

Policies and Procedures

Training Guides and Process documents

COA chart & UL hierarchy charts

Quality Documents
Naming Convention for Documents:
All documents are given a name relevant to their use. The document title is the unique tracking method.
Revision Control:
All procedures and guidelines in Finance are given a revision control number, starting with revision 1 for
‘Initial Release’. The revision history is maintained at the end of each document.
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Finance QMS Process Document - Documentation Control
Control of Forms (including Quality Policy) is achieved by assigning a revision date. The revision history for these is maintained in the Document Control Record (Excel Sheet). Web support and help documents are also given a revision date.
Previous revisions of documents are not maintained.
DOCUMENTATION
The Document Control Record is to be updated with any changes to documents under this process.
RECORDS
The Document, policy, form or procedure document is updated and stored on the Finance Quality shared folder.
PROCESS VERIFICATION
An annual review/audit is carried out on the forms and policy documents that are published on our website to ensure that the most up-to-date documentation is available to our customer base.
Evaluation of all Financial Service effectiveness is carried out using internal self-assessment and customer feedback reviews. Evaluation is also carried out via the annual external auditing process by PWC.
REVISION HISTORY
Revision No.
1
1.01
1.02
Date
Dec 2014
Jan 2015
April 2015
Approved by: Details of Change
Prepared by Ber Initial Release
Prepared by Ber Reviewed in line with QMS review
2015
Ber O’Connell Updated Procedure section after self-assessment QMS Audit
Process Owner
QMS Team
QMS Team
Teresa
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Finance QMS Process Document - Documentation Control
QTY01-Document Control Procedure
th
Updated: Dec-2014
Source Documentation Finance Quality Management Outputs
Changes request for Forms
Update Request for
Training Documentation
Changes in COA and UL
Hierarchy structure charts
Change request for Quality documentation
Validate request
– look for authorisation & sign off from Manager/supervisor of area where change is requested
- confirm that change doesn’t affect other operations, if it does agree an amended change
Change approved
No
Look for updates on change or reject with explanation
Yes
Make relevant change as requested
Maintain Document version control
Quality Document control index is updated
Requestor/customer is notified of change completion. As required a general notification of the change is sent to communicate change
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