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TOP-SPECS: Reference Specification Library Maintenance

REV: 9/04/07

SCOPE: This procedure covers the maintenance of the reference specification library (see examples at bottom of page).
STEP

WHO

WHEN

INFO TO USE

WHAT TO DO

RESULTS

1

Any team member

Upon receiving a new or updated reference specification

New or updated specifications

Forward new or updated specifications to QA Manager for review.

New or updated reference specifications forwarded to QA Manager for review.

2

QA Manager

Upon receiving a new or updated reference specification

New or updated specifications

Review new or updated specifications; when reviewed  forward to QA Clerk.

New or updated reference specifications reviewed and forwarded to QA Clerk.

3

QA Clerk

Upon receiving new or updated specifications from QA Manager

New or updated specifications

Place new or updated Customer Specifications on line in the Specification Directory. When updating a Customer Specification place the obsolete Customer Specifications in the customer's Obsolete Specification File.

Specification Library updated; obsolete Customer Specifications placed in Customer Specification Obsolete File.

4

Customer Service Representative

As review customer POs specifying a particular revision level of a reference specification

Customer Purchase Order

Verify that all specifications and the current revision level is the same as on the purchase order; notify QA Manager and Engineer* assigned to customer. if specifications and revision levels do not match the purchase order.

Specifications verified: QA Manager and Engineer* assigned to customer notified if specifications do not match

5

QA Manager

Notification from Customer Service Representative that a specification and revision level is not the same as on the purchase order

Customer Purchase Order; referenced specification(s), and possible communication with customer

Compare Router with specifications on purchase order (as needed, have QA Clerk order appropriate documents and have them added to the library per Steps 1, 2 and 3); change Router per TOP-TPSMM if needed and notify the Customer Service Representative.

Router changed if needed; appropriate documents added to library; Customer Service Representative notified

6

QA Manager

At least annually (typically during internal audit of this TOP)

Specification Library

Audit per TOP-IAUDT

Specifications Library audited

*"Engineer" refers to the member of the Engineering Department assigned to the customer. If there is any question as to which Engineer is assigned, the VP-Quality & Engineering decides.

EXAMPLES OF REFERENCE SPECIFICATION SOURCES:

bulletAmerican National Standards Institute (ANSI)
bulletAmerican Petroleum Institute (API)
bulletAmerican Society of Mechanical Engineers (ASME)
bulletAmerican Society of Testing Materials (ASTM)
bulletNational Association of Corrosion Engineers (NACE)
bulletSociety of Automotive Engineers (SAE)
bulletUS Department of Defense (MIL- specs)
bulletUS Federal Supply Service, GSA ("Federal" specs)
bulletCode of Federal Regulations (CFR)
 

 

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