Understanding QMS Documents
AS9100 Rev D is a standard for aerospace Quality Management Systems (QMS), aligning with ISO 9001:2015. It introduces the concept of “documented information,” which encompasses both documents and records necessary for QMS effectiveness
Mandatory Documents
Key documents required by AS9100 Rev D include:
- Scope of the QMS: Defines boundaries and applicability (Clause 4.3).
- Quality Policy and Objectives: Establishes organizational goals (Clauses 5.2, 6.2).
- Procedures for Control: Manages externally provided processes and non-conforming products (Clauses 8.4.1, 8.7.1).
Common Pitfalls
Organizations often create excessive documentation, leading to overly prescriptive processes. This can hinder flexibility and innovation, as processes become rigidly defined in documents rather than adaptable through training. To avoid this, focus on essential documentation and use training to address process nuances, ensuring employees understand and can adapt procedures as needed.
Balancing the need for documentation with avoiding overly prescriptive processes
Balancing the need for documentation with avoiding overly prescriptive processes requires a strategic approach:
- Define Clear Guidelines: Establish clear documentation standards, including format and version control, to maintain consistency and avoid unnecessary complexity.
- Involve Stakeholders: Engage process owners and stakeholders in creating documentation to ensure relevance and accuracy.
- Focus on Critical Information: Document only essential steps and details, using visual aids to simplify complex processes.
- Regular Reviews: Periodically review and update documentation to reflect current practices and eliminate outdated information.
- Leverage Training: Use training sessions to address process nuances that don’t require detailed documentation, promoting adaptability.
Identify the right level of detail
Organizations can identify the right level of detail for different processes by following these strategies:
- Define the Use Case: Determine the purpose of the process documentation and who will use it. This helps tailor the level of detail to meet specific needs, such as onboarding or compliance.
- Adopt a Systems Perspective: View processes as systems that can be mapped at various levels, from high-level overviews to detailed steps. Start with a broad view and zoom in as necessary.
- Utilize Frameworks: Implement frameworks like the APQC Process Classification Framework to categorize processes and determine appropriate detail levels.
- Pilot Testing and Feedback: Test documentation with users to gather feedback on its usefulness and adjust detail levels accordingly.
- Regular Reviews: Continuously review and update documentation to ensure it remains relevant and appropriately detailed as processes evolve.
Effective AS9100 documentation is crucial for maintaining a robust Quality Management System in the aerospace industry. However, organizations must strike a delicate balance between comprehensive documentation and avoiding overly prescriptive processes that can stifle flexibility and innovation.
The key lies in focusing on mandatory documents required by AS9100 Rev D while resisting the temptation to over-document. By involving stakeholders, leveraging training for nuanced processes, and regularly reviewing documentation, organizations can maintain compliance without sacrificing adaptability.
Identifying the right level of detail for different processes is an ongoing effort that requires a strategic approach. By defining clear use cases, adopting a systems perspective, and utilizing frameworks, organizations can tailor their documentation to meet specific needs while avoiding unnecessary complexity.
Ultimately, the goal is to create a documentation system that supports rather than hinders operational efficiency. By continuously refining their approach based on user feedback and evolving needs, organizations can ensure their AS9100 documentation remains a valuable tool for quality management and continuous improvement in the aerospace industry.
