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TOP-SPECS: Reference Specification Library Maintenance

REV:07/16/10

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; Purchase Order (PO) review New or updated specifications; Customer information and Purchase Order (PO) Forward new or updated specifications to Customer Service Rep; If specification revision on PO does not match what is in the Specification Library, notify QA Manager to obtain new specification. New or updated specifications forwarded to Customer Service Rep; or QA Manager notified
2 QA Manager Notification of a new or revised reference specification requirement Customer information and PO Obtain correct revision level specification and forward to Customer Service Rep for processing. Obtained specification; forwarded to Customer Service Rep
3 Customer Service Rep Upon Receiving new or updated specification; Notification from customer; New or updated specification; Specification Review Spreadsheet (SRS); Customer notification; PO review Verify specification is new or updated; fill out Specification Review Spreadsheet (SRS); forward new or updated specification to Engineering Assistant. Specification verified; SRS filled out; new or updated specification forwarded
4 Engineering Assistant Upon receiving new or updated specifications New or updated specification Put updated specification information online in the Engineering shared file; send email to QA Manager, Engineer, Customer Service Rep, QA Assistant; review SRS daily and twice a week to send email notification Updated specification online; email sent with notification; SRS reviewed, notification email sent
NOTE: If Specification is new; Go to Step 6
5 Engineer* Upon receiving notification that new or revised specification added to SRS New or updated specification, previous specification; emails; personal knowledge Review specification; verify changes to SRS, if any; update documentation in M2M if required; add any notes to SRS; sign off on the SRS Specification reviewed; documentation updated if required; notes added; SRS signed off
6 QA Manager Upon receiving notification of new or updated reference specification added to SRS Updated specifications; SRS Review updated specifications; sign off on the SRS; for new specification when reviewed forward to QA Assistant. SRS signed off; new or updated reference specifications reviewed and forwarded to QA Assistant.
7 QA Assistant Upon receiving new or updated specifications from QA Manager; SRS notification New or updated specifications; SRS Place new or updated Customer Specifications on line in the Specification Library; when updating a Customer Specification place the obsolete Customer Specification in the customer's Obsolete Specification File; sign off on the SRS. Specification Library updated; obsolete Customer Specifications placed in Obsolete Specification File; SRS signed off
8 Customer Service Rep Notification of SRS routing completion Customer Purchase Order; SRS Verify that all specifications and the current revision level is the same as on the purchase order; notify QA Manager and Engineer*; if specifications and revision levels now match the purchase order, sign off on the SRS; release any pending orders Specifications verified; SRS signed off; pending orders released
9 Engineering Assistant After Customer Service Rep sign off SRS Print revision review slip as PDF and save in Engineering Records; delete specification file from Engineering shared file.> Revision review slip saved; Specification deleted from Engineering shared file
10 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:

  • American National Standards Institute (ANSI)
  • American Petroleum Institute (API)
  • American Society of Mechanical Engineers (ASME)
  • American Society of Testing Materials (ASTM)
  • National Association of Corrosion Engineers (NACE)
  • Society of Automotive Engineers (SAE)
  • US Department of Defense (MIL- specs)
  • US Federal Supply Service, GSA ("Federal" specs)
  • Code of Federal Regulations (CFR)

For information on a document or record, including definition, primary responsibility and retention, refer to the Document and Record Master List.

Documents are controlled only when viewed on-line in the original English -- printed copies or translations are not controlled documents.
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