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TOP-TOPSM: TOPS Maintenance and Control

REV: 04/02/08

SCOPE: This procedure covers the maintenance and control of Trinity Operating Procedures (TOPs). Each department manager is responsible for being sure that all TOPs affecting his/her department are precisely followed. Any changes to the written procedures in the TOPs must be per this TOP.

Section l

STEP WHO WHEN INFO TO USE WHAT TO DO RESULTS
1 Any manager or TOPs Champion* As manager or TOPs Champion recognizes a need to add, modify, or delete a TOP Own judgment, Corrective Action Report; team member suggestion or other source Notify TOPs Clerk to add, modify or delete a TOP by email and a marked-up copy of current TOP. TOPs Clerk notified
2 TOPs Clerk Upon receiving request Trinity Forge Quality Manual, ISO-9001:2000, AS9100; change request Review TOP change; if not in agreement with proposal, negotiate with requester, if necessary using President as arbiter to resolve differences; create a draft of the revised TOP; identify changes by noting for the Statement of Release; email the TOPs Champion with drafted Statement of Release as well as links to the current and proposed TOP.  TOP change reviewed; draft of changes submitted for approval
3 TOPs Champion Upon Receiving drafted TOP E-Mail; draft of TOP Review TOP; compare current TOP to proposed TOP; review for Team Positions and Training Modules that may be affected by the changes; if revision is acceptable or if revision is not acceptable, contact TOPs Clerk for any additional changes. TOPs Clerk will make changes and forward to Training Coordinator to review for Team Position changes and Training Modules that may need updating.

NOTE: No TOP will be kept in draft form for more than one month.

TOP reviewed and approved; TOP Forwarded to Training Coordinator for review
4 Training Coordinator Upon Receiving drafted TOP E-Mail; draft of TOP Review TOP; compare current TOP to proposed TOP; review Team Position and Training Modules that may be affected; if required make changes to Team Positions and update Training Modules; contact TOPs Clerk for any additional changes; if revision is acceptable forward to President for Final Approval. TOP reviewed; changes made if required; TOP forwarded to President for Final Approval
5 President Upon receiving e-mail from Training Coordinator E-Mail; draft of TOP Review TOP;  if revision is acceptable, forward email to TOPs Clerk; if revision is not acceptable, contact TOPs Champion or TOPs Clerk for any additional changes. TOP reviewed and approved by President
6 TOPs Clerk After receiving emailed  approval from President TOP master(s); TOP working master(s) Archive old TOP and change draft of TOP to official TOP; Prepare update for TOPs  appendices or introduction as necessary to reflect TOP changes. TOPs file(s) updated; review and approval obtained
7 TOPs Clerk Upon completion of new TOPs revisions Automatic notification of TOPs update; TOP working masters Update TOPs revision history with noted changes in each TOP; upload changes to the Internet.  Prepare Statement of Release and route via e-mail to all employees with network access; save copy of Statement of Release to TOP Release File. Statement of Release published; updated TOP uploaded to the Internet
8 Anyone (especially managers) Upon receiving TOPs Statement of Release TOP Statement of Release; own judgment Review TOP change(s) to determine if anyone in department needs to be aware of the change and inform them as appropriate. All team members kept appraised of TOP changes affecting their jobs

Section ll

1 TOPs Clerk Each quarter Assignment schedule Assign reviews to each TOPs Champion each quarter via e-mail. TOPs Champion regularly reminded of need for ongoing TOPs review

 

2 TOPs Champion* Assigned review received TOPs, E-mail from TOPs Clerk Review your TOP assigned; reply via the assignment e-mail stating the TOP to be "Correct As Is"  or "Change Needed". If a change is needed mark up a copy of the TOP and submit per Section l. Reviews completed as assigned

 

*A TOPs Champion plays an integral role in the maintenance of our TOPs Manual, providing Trinity Forge with the mechanism for assuring our procedures are a true reflection of our practice.  It is recommended that the champion reviews his/her TOPs on a quarterly basis.  The Champion for each TOP is noted in the TOPs Table of Contents.

 

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

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