document control solution

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Sunday Business Systems Ground Control™ Document Control and Training Manager Features and Benefits

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An efficient document control system using the SBS Ground Control database.

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Page 1: Document Control solution

Sunday Business Systems

Ground Control™

Document Control and Training ManagerFeatures and Benefits

Page 2: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Document Control and Training

Documents and training are inter-related Standard operating procedures provide the basis for training New documents often require training in order to be effective Very often, document changes require additional training for effected

personnel Documenting the training for regulatory compliance can be challenging

For this reason, SBS has bundled Document Control and Training management

The Product Easy to use, Menu driven Intuitive Process flow Requires very little training to begin using Built using Microsoft Access

Runtime version of Access is included No need to purchase Microsoft Access separately

Page 3: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Training Module - features and benefits

Tracks training classes and class rosters Defines employee Positions

Prerequisites, Previous qualifications Roles and Responsibilities Required Training for the position

Tracks training requirements By department By manager By individual employee

Tracks re-certification requirements Identifies delinquent training Rich set of reports and analysis

Measures the effectiveness of your training management system

A full introductory presentation on the Training Module may be found from our website http://www.sundaybizsys.com/TDB_Intro.pps

Page 4: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Document Control

Complete document lifecycle management Controls any electronic document including

Microsoft office files: Word, Excel, PowerPoint PDF, AutoCAD, SolidWorks

Control document releases New documents Revisions to existing documents Obsolete documents

Ensure approvals are documented Capture electronic signatures

Organize Documents Organize by Type, Department, and Owner Group related documents for quick reference

Simple, effective reports Measure the effectiveness of your document control system

Page 5: Document Control solution

Sunday Business Systems

Document Control Setup

Page 6: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Document management set-up

Process Overview Create Departments Create Document categories Create Locations Enter employees Create approval loops Choose the desired revision format Configure automatic e-mail messages

Page 7: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Add or Edit Departments

Documents may be assigned to various departments This helps organize documents and Improves search capabilities

Page 8: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Define Employee Types

Employee types help organize employees into groups Improves organization and search capabilities

Page 9: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Define Training Class Categories

Helps organize or group training classes Improves organization and search capabilities

Page 10: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Define Training Class Types

Helps organize or group training classes Improves organization and search capabilities

Page 11: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Define Document Categories

Document categories are used to group or organize documents Improves organization and search capabilities Find documents faster Filter forms for appropriate document types

Page 12: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Add or Edit Document Locations

Document locations May refer to electronic copies only May refer to physical distribution points or “Spec Books” May refer to documents posted at workstations

Page 13: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Enter your Company Information

Used in specific reports

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Sunday Business Systemswww.SundayBizSys.com

Select the Revision Format

Different revision formats may be selected Lettered revisions Numbered revisions Note: Change must be saved before continuing

Page 15: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Enter Employee Information

E-mail address is important for e-mail

distribution lists

Enter general employee information

Enter one or more positions (for training

management)

Page 16: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Define Employee Training Requirements

For Training Management, enter any employee specific training requirements

Page 17: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Set-up User Privileges

Defines access levels for users

Page 18: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Add or Edit Document Approval Loops

Once employees have been added Enter the Approval Loop Name Select employees from the list

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Sunday Business Systemswww.SundayBizSys.com

Define email distribution lists

Enter the list name Provide a description for the list Select one or more employees to define the email list

Employees and e-mail addresses must be previously entered

Page 20: Document Control solution

Sunday Business Systems

Managing Documents

Create new documents Revise existing documents Obsolete documents Edit documents Approve or reject documents Release documents

Page 21: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Initial Login

Password protected Login Restricts access to the program Enables or restricts access to sensitive functions within the program

Electronic signatures Users must re-enter their passwords to approve or reject document

revisions

Select employee name and enter

password

For the demo version, use Employee: AdminPassword: admin

Page 22: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Using the Document Control manager Process flow-

style navigation buttons

Related reports, forms and functions

Page 23: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Document Flow

Simple, intuitive document flow The document has a status The document revision also has a status

Requested

In Progress

Approved

Released

Document Revision Status

Rejected

All Reviewers approve?

Yes

NO

Create a New Document

Release revision

Obsolete

Document Process Flow

Revise a Document

Approved?

Yes

New Document

Released

Obsolete

Document Status

Page 24: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Create a new document General document

information

Detailed information split

into six tabs

Yellow fields are required fields

Filters display only desired documents

Send Automatic emails

Function buttons

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Sunday Business Systemswww.SundayBizSys.com

Revise an existing document

Detailed Revision history

Revise a Doc, request a revision, or Obsolete a doc

Link to electronic file

Enter a Detailed Revision description

Page 26: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Document Approvals

Electronic sign off for approvals or

rejections

The Approval Loop populates the required

approvals

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Sunday Business Systemswww.SundayBizSys.com

Document Group

Group related documents

together for easy reference

Page 28: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Create a Training Class linked to the document

Training will be required each time a

revision of this document is released

Creates a training class linked to this document

Page 29: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Email Lists

Choose the email list to notify when all approvers

have approved a document revision

Choose the email list to notify when a new release is

made

Page 30: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Revision Requests

Request a new revision, document a problem, or

close an open issue

Page 31: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Approve a Document

Only designated users may access this form Document data can be viewed, but not edited Only documents with the status of “In progress” or “Rejected"

appear on this form Status is changed to “Approved” once all approvers have approved

the rev.

Click to approve a document

Click to reject a document

Password verification is required to

approve or reject

Page 32: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Release a document

Only designated users may access this form Document data can be viewed, but not edited Only document revisions with the status of “Approved" appear on

this form

Page 33: Document Control solution

Sunday Business Systems

Ground Control™ 2007

A separate version based on the Microsoft Access 2007 software

Page 34: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Background

Sunday Business Systems offers a version of Ground Control built on Access 2007 (same features with added functionality)

There are many improved features in Access 2007 that allow us to provide a better product to our customers.

FeatureGround Control

(Full Demo)Ground Control (Database Only)

Ground Control 2007

Training  Management Yes Yes Yes

Document Control Yes Yes Yes

Manages links to documents (electronic files)

Yes Yes Yes

Stores electronic files in Database

No No Yes

Microsoft Access 2003 free runtime included

Yes No No

Runs using Microsoft Access 2003

Yes Yes No

Runs using Microsoft Access 2007

Yes Yes Yes

Built onMicrosoft Access

2003Microsoft Access 2003 Microsoft Access 2007

Page 35: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Comparison

There are very few differences between Ground Control and Ground Control 2007

Same interface Same Process flow Same functionality

Some key improvements include: Calendar selections for date fields Rich test memo fields Improved document management

Store documents directly in the database Archive old files Retrieve archived files with a click of a button Store multiple documents in a single version (document group) NOTE: The Ground Control is limited to 2GB max file size

Page 36: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Saving electronic files in GC 2007

In addition to the hyperlink to the electronic file, you may store the complete file in the database

Page 37: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Convenient features

Date selection calendars

Page 38: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

Summary

The SBS Ground Control is a cost effective tool to Ensure effective training compliance with

ISO 9001:2008 AS 9100 TS 16949 OHSAS 18001 ISO 14001

Manage Document revisions and releases Manage Employee Training records and schedules Maintain paperless quality records Analyze performance and develop improvement strategies Save time and effort

Download a free demo from our website

Page 39: Document Control solution

Sunday Business Systemswww.SundayBizSys.com

About SBS

Sunday Business Systems is engaged in software sales and consulting services.

Applies Lean Manufacturing principles to Quality Management Systems

Sells affordable and efficient software solutions to help implement ISO9001:2008 compliant systems

Corrective and Preventive Actions Employee Training Control of calibrated equipment Communication / Continual improvement

Provides Training and instruction Will customize the software for specific Customer needs

Page 40: Document Control solution

Sunday Business Systems

© 2012 Sunday Business Systems. All rights reserved. This presentation is for informational purposes only. Sunday Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED,

IN THIS SUMMARY. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries.

Fueling Small Business EfficiencyFueling Small Business Efficiency

Visit www.SundayBizSys.com for:•Additional information•Free product demos•Pricing•Links to purchase software