SharePoint QMS Data Dictionary

Table of ContentsLists/Libraries with No Connections (Create in This Order)4Standard Reference Lists4Foundation Lists/Libraries4The QMS Core Lists/Libraries with Connections4Optional Lists/Libraries5Standard Reference Lists61 API_Q1_9th Edition (List)62 API-ISO_AbbrevRequirements (List)713 ISO9001-2015 (List)8Foundational Lists and Libraries917 Parent1_Distinct (List)912 FC1 (List)914 JobDescriptions (List)1020 Quality Policy (Announcement)10The QMS Core Lists/Libraries With Connections1122 QualitySystemDocumentation (Your Primary Document Library)1121 Quality Records (Library)1426 VendorSurveys (List)15Training and Competency Module1624 TrainingClassList (List)1611 EmployeeList (List)1725 TrainingHistory (Library)183 Assessment19Customer Feedback & Satisfaction216 DD_CustomerList (List)215 CustomerFeedback (List)21Corrective/Preventive Action and Continuous Improvement224 CPAR Log (List)22Document and Data Control2310 DocumentChangeRequest23

Created By: Melissa Jones 11/3/16

The figure above is the Site Contents page from the SharePoint QMS, the Red X are for additional features not covered in this series. Green flagged items will be created first, next the Orange, and yellow are last. In the next series Training and Competencies will be covered shown in Pink. White are optional ca

List and Library Creation The Order is ImportantThe first part of this document provides a list of the SharePoint Lists and Libraries we will be creating in SharePoint for your QMS. The second part of this document provides the details of each List and Library which can be customized to your needs. You will want to build your QMS in the order shown below, some Lists will pull their data from other Lists so it is important to build and populate these Lists and Libraries before moving on. I will outline this requirement at each step. The number beside each list or library comes from the reference on the previous page. It may be useful to print these pages so you can check off each List or Library as you go.Lists/Libraries with No Connections (Create in This Order)Standard Reference ListsRef NoList/Library NameTypeCommentsStandard Referenced

1API_Q1_9thList**Get via email excel uploadAPI Q1, 9th Edition

2API-ISO_AbbrevRequirementsList**Get via email excel uploadAPI Q1, 8th Edition, ISO 9001:2008

13ISO9001-2015List**Get via email excel uploadISO 9001:2015

Foundation Lists/LibrariesRef NoList/Library NameTypeCommentsISO 9001:2008 & API Q1 8thISO 9001:2015

17Parent1_DistinctListThis is your major work center categories

12FC1ListThis is your minor work center steps

14JobDescriptionsListLocation for job descriptions6.2.14.3.2.1/2

20Quality_PolicyUse Announcement Type5.34.1.2, 6.5.1

The QMS Core Lists/Libraries with ConnectionsRef NoList/Library NameTypeCommentsISO 9001:2008 & API Q1 8thISO 9001:2015

22QualitySystemDocumentationLibraryYour primary documentation libraryVariousVarious

21Quality_RecordsLibraryYour primary record library must have 224.2.44.5

Optional Lists/LibrariesThe lists and libraries below support some additional functionality in your SharePoint QMS, they are optional.Ref NoList/Library NameTypeCommentsISO 9001:2008 & API Q1 8thISO 9001:2015

26Vendor SurveysListA location for returned, completed vendor surveys7.4.1.25.6.1.2/3

24TrainingClassListListList of training: qualifications/certification6.2.24.3.2.1

11EmployeeListListUsed by training and assessment modules6.24.3.2.1/2/3

25TrainingHistoryLibraryRecord of training/certification/ qualification/frequency 6.2.2 e), 6.2.2.14.3.2.3 e), 4.3.2.3 c)

3AssessmentsListRecord of training, on-the-job training and training assessments6.2.2 c), 6.2.2.14.3.2.1

6DD_CustomerListListUsed in various locations including customer feedback loop8.2.16.2.1

5CustomerFeedbackListUsed to capture customer feedback8.2.16.2.1

4CPAR_LogListUsed for continuous improvement, corrective and preventive action reporting8.5.1, 8.5.2, 8.5.36.1, 6.4.1, 6.4.2

10DocumentChangeRequestListUsed to maintain records of revision approval 4.2.34.4.3

Individual List and Library DesignStandard Reference ListsThe QMS Standards in the next three Lists can be requested from me in excel format and uploaded. No need to create them from scratch. Lists and Libraries are SharePoint terms for the type of object to create, noted in parentheses. 1 API_Q1_9th Edition (List)List Design is shown below.

Sample of List

2 API-ISO_AbbrevRequirements (List)This is your ISO 9001:2008 and API Q1, 8th Edition Reference Table, please request a copy in Excel and you can upload.List Design is shown below:

Sample List is shown here:

13 ISO9001-2015 (List)This list has your ISO 9001:2015 reference table information, its design is shown below:

Sample list is shown here:

Foundational Lists and Libraries17 Parent1_Distinct (List)One of the more important lists used for grouping, sorting and navigation. This contents of this list will be your departments and/or work centers. This is where you will organize your SOP, Work Instructions, Controlled Forms, CPAR-CIs etc. A very critical list to get right. TIP: Give each Work Center or Department a two character code, you will use this later in your page design and optionally in your document numbering system.

12 FC1 (List)This list will contain your major work steps, so within the list you created above there will be some phases or steps that are accomplished. For example if your Parent1_Distinct was Welding (WE), your FC1 steps might be WE_PrepWeld, WE_Weld, WE_Inspection, WE_ChangeOver.TIP: Use the two letters you designated above at the beginning of each step

14 JobDescriptions (List)A List that allows you to attach your job description. The list is a foundational list because it is used in other Lists and Libararies.

20 Quality Policy (Announcement)The Quality Policy is actually stored as an Announcement type of object, from here it can be used in multiple places.

The QMS Core Lists/Libraries With Connections The lists and libraries below are linked to other Lists and Libraries to provide some of their information. Linked information is highlighted yellow and discussed below each figure.22 QualitySystemDocumentation (Your Primary Document Library)

Where you see Choice above (green circle) you will provide a list of options. The type Person or Group (blue circle) can be used with your existing Exchange Global Address List if linked if not use the Type CHOICE. Lastly the Lookup Type will get their information from one of the lists or libraries you have already created. Parent_Dept for example gets its information from Parent1_Distinct, FC1 gets its information from the FC1 list. The three Standard references get their information from the first three lists we created. Lastly JobTitleResponsibility pulls its information from the JobDescription list. Each of these options is shown below in more detail..

Document Type suggestions from my QMS:At right is an example of the Document Type, your list will represent your needs. You will see that almost all documents reside in one table in this case Library.Because we are using METADATA we can organize our VIEWs in multple ways, see a few examples below:

By ISO Element shown below:

21 Quality Records (Library)

See following pages for Choice and Lookup details.

Quality Records are organized by Type of Record as shown below: (more on this List in the video tutorial)

26 VendorSurveys (List)An optional place to keep your vendor surveys

Training and Competency Module24 TrainingClassList (List)Master list of training classes, qualifications, and certifications

11 EmployeeList (List)Maintaining your employee list

25 TrainingHistory (Library)Training History is where you will keep the training certificates, qualifications, licenses so that they are easy to retrieve for an audit.

It can be viewed a number of ways, shown here by class/certification/qualification:

3 Assessment (List)The Assessment Module will have its own Part in the Step by Step.

Customer Feedback & Satisfaction6 DD_CustomerList (List)A simple list of customers that is used in a Lookup List5 CustomerFeedback (List)

Corrective/Preventive Action and Continuous Improvement4 CPAR Log (List)The CPAR-CI Log is quite extensive and can be used for analysis, reporting, monitoring and displaying. The List structure follows:

Document and Data Control10 DocumentChangeRequest