Copyright: Made with Shalom Help Maker www.danish-shareware.dk/soft/shelpm/


Easy ISO 9001:2000® help file

Copyright Material and Trade Marks

User Guide & About "Easy ISO 9001:2000"®

Easy ISO 9001:2000 CD ROM

System Requirements

Contact "Easy ISO 9001:2000"®

Easy ISO 9000:2000®  Main Menu

Quality Manual

Changing the location of your SOP folder

Accessing Your SOP's

Changing SOP Link Password

Process Workload Reports

Document Workload

Audit Workload

Calibration Workload

Supplier Workload

Maintenance Workload

CA and PA Workload

Training Workload

All Workload Reports

ISO Registers

Document Register

Add a New Document

Link a Document to the Register

Viewing Linked Documents

Document Review Date

Finding a Document in the Register

Document Register Reports

Audit Register

Supplier Register

Calibration Register

Maintenance Register

Corrective and Preventive Action Register

Add a New Corrective or Preventive Action

Select an Existing Corrective or Preventive Action

Printing the current CA PA

CA and PA  Reports

Close a Corrective or Preventive Action

Training and Skills Register

Exiting "Easy ISO 9001:2000"®

Compacting your database

Back up your data


Contents


Copyright Material and Trade Marks

Copyright.

The Software known as "Easy ISO 9001:2000"®  is copy protected and must not be copied.  Current UK law makes this a criminal offence, even if backing up for your own use.  You must not copy this software or its content onto any other storage medium, including paper copies. This software comes with a user restriction and additional licences must be purchased if you wish to increase the number of consecutive users.


User Guide & About "Easy ISO 9001:2000"®

User Guide and About "Easy ISO 9001:2000"®.

About "Easy ISO 9001 2000®" button on main menu.
The about "Easy ISO 9001:2000®" button opens a screen with a welcome message, it has no function within your ISO9001:2000 system.

Please take time to study this help and user file as it contains important information about this software package, its use, function, protection, backup and limitations.

The help file not only explains its own use but is an exhaustive guide on how to use your Easy ISO 9001:2000®" Quality Management Software package.
You should read the contents of this help file before starting to use your Easy ISO 9001:2000®" package because it explains how it is best used  to your advantage.

To open the help file left mouse click on the "Easy ISO 9001:2000. Help and user guide" button depicted in (Fig 1) above, the following window will be displayed. (Fig 2)

(Fig 2)

Contents tab (Fig 2)

This window shows a number of purple books with subject heading to the right hand side of the book.
To open the book with the subject heading you wish to investigate, double left mouse click on the book.
The book will be opened and either another set of books will open with subject headings or white squares with blue question marks on.
Keep double clicking on the books with the subject headings that you wish to investigate, until you see the white squares with the blue question marks on.
Now double left mouse click on the question mark next to the subject you wish to read about.
The help file information page relating to the subject matter you chose will be displayed.

(Fig 3)

Index tab (Fig 3)

When you left mouse click on the Index tab of the help window the window in (Fig 3) above will be displayed.  This window lists every page subject heading in the "Easy ISO 9001:2000"® help file.
To read the subject double left mouse click on the subject heading and the associated topic will be displayed.

Find tab (Fig 6)

When this tab is left mouse clicked for the first time the help file will display the search window, shown below in (Fig 4).

(Fig 4)

Left mouse click on the radio button next to the type of "Find" you would like to carry out ( Minimise database is the recommended option), left mouse click on "Next"
The computer will now produce a database of search items which reflect the type of "Find" you selected, when complete the following window will be displayed (Fig 5).

(Fig 5)

Left mouse click on "Finish", the following window will be displayed (Fig ).

(Fig 6)

To search for a particular word in the "Easy ISO 9001:2000"® help file follow the instructions on the screen as shown in (Fig 6) above.


Easy ISO 9001:2000 CD ROM

Easy ISO 9001:2000® CD ROM

Your Easy ISO CD ROM should be kept in its protective cover.  When the disk is not in use you should keep it in its protective cover to prevent it from damage.
If the CD becomes dusty clean it with a soft dry cloth moving the cloth from the centre outwards, do not move the cloth in a circular motion around the CD surface.
Do not use chemical cleaners as this will damage the disk.


System Requirements

Welcome to  "EASY ISO 9001:2000" ®  (Version 3.00)

Forward & warnings

This software package has been designed to make both the initial process of ISO 9001:2000 registration and its continuing maintenance as easy as possible.

"Easy ISO 9001:2000" ® uses industry standard software to ensure maximum compatibility with other software you are running on your computer system.

If you wish to take full advantage of the diverse functions built into "Easy ISO 9001:2000" ® it is imperative that you set your computers internal system clock to the correct time and date. If in doubt check with your IT department or system supplier.

Ensure that your operating system has been updated for millennium compliance and that you have loaded the latest service packs for both your operating system and Microsoft ® office software. If in doubt check with your IT department or software supplier.

To view the "EASY ISO 9001:2000" ®  (Version 4.00) at its best your computer should be set to 800 x 600 pixel resolution, this software can also be viewed at other resolutions but some screen distortion and or flickering may occur as each time a screen is opened or closed the software has to recalculate the screen resolution. If you are unsure how to change the screen resolution of your computer check with your IT department or computer system supplier.

It is important to remember that "Easy ISO 9001:2000" ® software comes with it's own uninstall program,.  If you activate this program it will completely remove all elements of "Easy ISO 9001:2000" ® including any associated data which you may have stored.

If using an old or slow networked computer the information screens may take a few of seconds to appear, be patient, this is not an error in your "Easy ISO 9001:2000" ® software but is caused by the slow refresh rate of your computer system.

We recommend that you back-up your "Easy ISO 9001:2000" ®data at least daily, or more frequently if you are carrying out major changes to ensure the minimum disruption to your business should your computer system fail.
Moose Computers Ltd. will not accept any responsibility for lost data, be warned!

AS WITH ALL ELECTRONIC DATA STORAGE SYSTEMS "REMEMBER TO TAKE REGULAR BACK-UP'S TO PROTECT YOUR DATA"

The minimum system specification to run "Easy ISO 9001:2000" ® is:

A computer system which supports and has installed one of the following operating systems:

Microsoft Windows 98 ®

Microsoft Windows ME ®

Microsoft Windows NT ®

Microsoft Windows 2000 ®

Microsoft Windows XP ®

The system must also be capable of running:

Microsoft Office 2000 ®

 With, as a minimum, Word and Access installed.

At the core of "Easy ISO 9001:2000"  ® is the Microsoft Access ®, Jet database engine.
If you are running the server version of "Easy ISO 9001:2000"  ®  you must ensure that you have sufficient Microsoft Access & Microsoft Word licences for each occurrence.


Contact "Easy ISO 9001:2000"®

Home page of "Easy ISO 9001:2000."®

www.mooseuk.itgo.com/

E-mail your question(s) to us.

postmaster@mooseuk.itgo.com

Please read this help file carefully before sending questions.

If you want to report a problem read this page first.

If you want to report a problem read this page first.

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My Name


Easy ISO 9000:2000®  Main Menu

"Easy ISO 9001:2000" ® Main Menu Screen.
The screen shot below is the main "Easy ISO 9001:2000" ® user interface. You will see this screen every time you open the Easy ISO 9001:2000" ® program.

Though the buttons on this screen are self explanatory, each topic is covered within this help and user guide.


Quality Manual

Quality Manual.

This section of the menu screen allows you to access:-

a) The in-built quality manual.
b) Detailed explanations of each clause of ISO 9001:2000.
c) Access to the standard operating procedure links and their descriptions.

(Fig 1)

Quality Manual and Explanation of the clauses of ISO 9001:2000

The in-built Quality Manual and explanations of each clause of the ISO 9001:2000 standard can be accessed by clicking on the buttons marked 4.0 to 8.0, exhibited in (Fig 1) above.

For example, to display your quality manual, clause 4.0 which describes your interpretation of the ISO 9001:2000 standard, left click button situated just to the left of "4.0 Quality Management System", the following screen will be displayed.

(Fig 2)

To scroll the text in the Quality Manual or Explanation boxes left click your mouse any where within the boxes and text scroll bars will appear to the right hand side of the text.  You can then either slide the scroll bar up or down to read the desired text or you can use the arrows at the top or bottom of the scroll bar to achieve the same result or in fact use the up and down arrows on your keyboard.

To the right of the quality manual box is a second screen which gives detailed information about how that particular clause of ISO 9001:2000 should be interpreted; you can navigate through this text in the same way as navigating your quality manual.

To access the sub-clause of clause 4.0 of the "Easy ISO 9001:2000"® Quality Manual, left click your mouse on the buttons along the bottom of the screen marked,
(4.1), (4.2), (4.21).........(4.2.4).
As each button is clicked the appropriate sub clause of the Quality Manual will be displayed along with the associated explanation of that sub clause of ISO 9001 2000.

To alter the Quality Manual text just place your cursor into the box where the Quality Manual text is held and left click your mouse.  You can now alter the text in this box as if it were a basic standard word processor.

Note:- You can not change the content of the explanation text box.

To print the Quality Manual section (and any changes you may have made to it) left mouse click on the print button situated at the top of the Quality Manual text box. A print previw version of your manual will appear similar to the one depicted below.

Note: When you opt to print a particular section of the quality manual it will print the whole section and not just the section you are viewing.  For example if you are currently viewing section 4.0, the contents page, and you left click the mouse button on the print button, sub-clauses 4.0 through 4.2.4 will be printed.

(Fig 3)

To navigate through the various pages of the "print peview" version of the quality manual use the record navigation buttons shown below.

(Fig 4)

To print this section from the above print preview screen left mouse click on the file menu then left mouse click on print (see fig below).  The section of the quality manual you have selected will be sent to your default printer.
If you are unaware which printer is your default printer contact your IT department or your computer system supplier.

(Fig 5)

When  your print job is complete exit the print preview screen using the "File"  "Close" method as shown in the figure below.

or use the " X " button at the top right hand side of the screen

If you use  any method other than the file, close method your "Easy ISO 9001:2000"® session will be ended.

(Fig 6)

Note:-You can not print the content of the explanation text box, this must be viewed on screen.

To exit the Quality Manual and Explanation page of "Easy ISO 9001:2000"® left click you mouse on the "EXIT" button at the bottom righ hand side of the screen. You will be returned to the "Easy ISO 9001:2000"® main menu.

Note:  If at any time you are unsure of ISO 9001:2000 clause numbers you can click on the "Clause" button situated above the "explanation" text box.  When this button is left clicked a full list of all the clause numbers and their titles is displayed.

(Fig 7)

To exit this screen, left click on the "Exit" button at the bottom right hand side of the page.


Changing the location of your SOP folder

Changing the Location of the Standard Operating Procedures (S.O.P's).

This process must be carried out the first time you use "Easy ISO 9001:2000"®.
Failure to do so will result in you not being able to access your SOP's from your "Easy ISO 9001:2000"® software.

To change, or to set up for the first time, the location of your SOP folder on your  computer or network left mouse click on the "Change SOP Link Folder" button, exhibited in (Fig 1) above.

The following password box will be displayed.

(Fig 3)

The default password is:-"1234"    Without the quotation marks.

Type the default password into the text box and then left mouse click on the button with a tick to proceed.
The following box will be displayed.

(Fig 4)

Navigate to the Folder which contains your SOP's, left mouse click on the folder. Left mouse click on OK.

The following box will now be displayed with the path to your SOP's. In this example the path is shown as C:ISO 9000, the path to your SOP's may well be different.

(Fig 5)

Left mouse click on OK.

Your SOP link folder is now setup and ready for use.


Accessing Your SOP's

Accessing your Standard Operating Procedures (SOP's)

This option is selected using the "SOP Link and Register" button exhibited in (Fig1) below.

(Fig 1)

Left mouse click on the "SOP Link and Register" button and the following screen will be displayed.

(Fig 7)

There are 100 pre-defined links here for you to link to your existing SOP's or you can left click on one of the buttons to open a blank ready linked word document.
For example if you left mouse click on the button just to the left of the label SOP 1 the following "word document will be displayed.

(Fig 8)

After writing / cutting & Pasting or linking your SOP use the file menu to save your document.

Note:- if you save your SOP 1 document (In this example) with any name other than SOP 1.rtf it will not be automatically linked to the SOP link folder and you will not have direct access to your SOP via "Easy ISO 9001:2000" ® software.

You must therfore ensure:-

SOP 1  is saved as SOP 1.rtf
SOP 2  is saved as SOP 2.rtf
etc.....

When you have saved your document close the word processor and you will automatically be returned to the "Register of Standard Operating Procedures".

All the other SOP's on the "Register of Standard Operating Procedures" are accessed in the same way.

If you cannot remember which SOP number belongs to which SOP you can use the "Add a new description for an SOP" button, shown below.

Note:- this is only a reminder and should not be used as a document control point for your SOP's.

(Fig 9)

Left mouse click on this button and the following box will appear.

(Fig 10)

Use the record navigation arrows at the bottom of the box to navigate through the SOP numbers. When you reach the desired SOP number simply type in a description of the SOP which relates to the selected SOP number.  Now close the "Add A New Standard Operating Procedure Description" box by left mouse clicking on the "Exit Add SOP Description" button and you will be returned to the "Register of Standard Operating Procedures".

Next time you return to the "Register of Standard Operating Procedures" you can use the combo box, (as shown below) to find out which SOP number was allocated to a particular procedure.

(Fig 11)

Left mouse click on the name of the SOP and its corresponding SOP number is returned.  Now simply left click on the button with the returned SOP number to open the document in the word processor.

To exit the "Register of Standard Operating Procedures" left mouse click on the "Exit Standard Operating Procedure Register"

(Fig 12)

You will be returned to the "Easy ISO 9001:2000"® main menu


Changing SOP Link Password

Changing default password used to alter S.O.P Link Folder location

+ + WARNING + +  If you lose your password you will not be able to change the location of your standard operating procedures.
Password recovery is a very expensive and time consuming business.
You may also be asked by your ISO auditor to prove that the password is kept in a safe place and not just in your head.

To change the password type the default password into the text box then left click on the "Change Password" button, the following box will be displayed.

(Fig 10)

a) Type the default (or current) password into the "Old Password" text box.
b) Type your new password into the "New Password" text box.
c) Type your new password into the "Please Re-enter Password" box.

If you typed the same new password into the "New Password" &  "Please Re-enter Password" text boxes then the following box will be displayed stating that your password has been successfully changed.

(Fig 11

Click the "OK" button and you will be returned to the "Easy ISO 9001:2000"/'AE main menu screen.

If however, you type the old password incorrectly the following box will be displayed.

(Fig 12)

If this is the case click "OK" . You will be given another opportunity to re-type the old password.

Similarly if the new password is not typed identically into the last two text boxes on the Change password box you will receive the following message.

(Fig 13)

If this is the case click "OK" . You will be given another opportunity to re-type the new password.


Process Workload Reports

Process workload reports.

The process workload reports give you instant information about the status of your ISO 9001:2000 Quality management system and can be accessed straight from the "Easy ISO 9001:2000"® main menu, see (Fig 1) below.
These reports are designed to ensure that you are able to quickly and effectively determine what work needs to be done; this is an effective way of planning your Quality Management System resources and ensuring that you do not have an insurmountable amount of work to complete on the day before the ISO Auditor arrives.
You should make a habit of checking all the workload reports every time you log into "Easy ISO 9001:2000"®.

(Fig 1)

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Document Workload

Document Workload

(Fig 1)

When you left mouse click on the "Documents Workload" button "Easy ISO 9001:2000"® main menu the report shown in (Fig 2) will be displayed.  This report lists any documents, held in the "Easy ISO 9001:2000"® document register, that are due for review.

(Fig 2)

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Audit Workload

Audit Workload

(Fig 1)

When you left mouse click on the "Audit Workload" button "Easy ISO 9001:2000"® main menu the following report will be opened. This report lists any Audits held in the "Easy ISO 9001:2000"®Audit Register that are flagged as open (planned but not closed).
For ease of viewing in this help file the Audit workload report been split into two sections ((Fig 2) & (Fig 3) below) when viewed on the screen or printed from your "Easy ISO 9001:2000"® software it will be a single page report in landscape format.

(Fig 2)

(Fig 3)

The Audit Workload report is designed to ensure that you are always kept right up to date with the status of your audit programme.
As you can see from the report it shows the area to be audited, the date of the intended audit and the clauses of ISO 9001:2000 to be covered.

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Calibration Workload

Calibration Workload

(Fig 1)

When you left mouse click on the "Calibration Workload" button "Easy ISO 9001:2000"® main menu the following report will be opened. This report lists any Non-Calibrated items held in the "Easy ISO 9001:2000"® Calibration Register.

The Calibration workload report is shown in (Fig 2) below.

(Fig 2)

The Calibration Workload report is designed to ensure that you are always kept right up to date with the status of your equipment calibration programme.
As you can see from the above report it shows the Item identification number, a description of the item, its location, its calibration status and on what date the item is to be re-calibrated.

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Supplier Workload

Supplier Workload

(Fig 1)

When you left mouse click on the "Supplier Workload" button on the "Easy ISO 9001:2000"® main menu the following report will be opened. This report lists any over-due Supplier reviews held in the "Easy ISO 9001:2000"® approved suppliers Register.

(Fig 2)

The Supplier Workload report is designed to ensure that you are always kept right up to date with the status of your approved supplier programme.
As you can see from the above report it shows the date the review is due the suppliers name, contact name, Phone & FAX number, e-mail address and whether or not the supplier is ISO 9001:2000 registered.

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Maintenance Workload

Maintenance Workload

(Fig 1)

When you left mouse click on the "Maintenance Workload" button on the
"Easy ISO 9001:2000"® main menu the following report will be opened.
This report lists any over-due Maintenance held in the "Easy ISO 9001:2000"® Maintenance Register.

(Fig 2)

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


CA and PA Workload

CA and PA Workload

(Fig 1)

When you left mouse click on the "CA + PA Workload" button on the "Easy ISO 9001:2000"® main menu the following report will be opened. This report lists all open corrective and or preventive action reports held in the "Easy ISO 9001:2000"® corrective and preventive action register.  This includes Customer, Audits, In-house, Supplier & Other Corrective Actions.

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


Training Workload

Training Workload

(Fig 1)

When you left mouse click on the "Training Workload" button on the "Easy ISO 9001:2000"® main menu the following report will be opened. This report lists any due training reviews held in the "Easy ISO 9001:2000"® Training Register. This particular report depicts any overdue Training Reviews and those due within the next 30 day period.

(Fig 2)

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


All Workload Reports

All Workload Reports

With one click on the "All Workload Reports" button, on the"Easy ISO 9001:2000"® main menu screen, you can see the exact status of our Quality Management System.
It really is as simple as that.

(Fig 1)

The "All Workload Reports" button opens all the workload reports. This single function gives you on the spot and up to date information about the status of your Quality Management System, no nasty shocks when the ISO auditor arrives.

The workload reports accessed directly from the "Easy ISO 9001:2000"® main menu are designed to give you an information snap-shot about the status of your Quality Management system at that particular time. Print, if required, then close each report in turn. as you close the last report you will automatically be returned to the main "Easy ISO 9001:2000"® page.

There are many other reports which assist longer term resource planning and can be accessed directly from the "Easy ISO 9001:2000"® ISO Registers.


ISO Registers

Area 3) ISO 9001:2000 Registers.

(Fig 1)

The "Easy ISO 9001:2000"® ISO registers are very powerful tools which are used to keep your ISO 9001:2000 Quality Management System up to date.
Many other software vendors charge you for a base ISO 9001 software package and then charge you extra for each module you add.

This is not the case with "Easy ISO 9001:2000"®, everything is included, no extras to pay for and that is why "Easy ISO 9001:2000"® is such good value for money

"Easy ISO 9001:2000"® contains all the registers you need to gain and maintain your ISO 9001:2000 registration.

1)  Document Register.

2)  Process Audit Register.

3)  Approved Supplier Register.

4)  Calibration Register.

5)  Maintenance Register.

6)  Corrective and Preventive Action Register.

7)  Training and Skills Register.


Document Register

Document Register

The Document register is accessed via the first button on the ISO Register section of the "Easy ISO 9001:2000"® main menu.  Left mouse click on the Document Register button and the following screen will be displayed.


Add a New Document

Adding a New Document To The Document Register

Open the document register from the "Easy ISO 9001:2000"® main menu screen, the screen below will be displayed.  However, the first time you open the document register it will not exhibit any documents in the document listing until you have entered the documents you wish to control.

(Fig 1)

Now left mouse click on the "Add new document to the register", the following screen will be displayed.  Notice that all the data entry boxes have been cleared ready for you to enter the details of your new document. (Fig 2)

(Fig 2)

Step 1
Left mouse click in the "Unique number" text box and enter a unique identification number for your document . Important - This number has to be unique.  In practice there are many ways in which you can uniquely identify a document but which ever method you use it must be consistent. A little extra work designing a good document control system at this stage could save you hours and even days at a later sage.

For example the unique identification number could be constructed as follows:

Department code  /  Type of document  /   Issue number  /  Document revision number

So document   "  SA/SOP5/A/2  "  would be from the sales department (SA),   is standard operating procedure number 5  (SOP5),    is at Issue A  (A),   and at revision two  (2).

Listed below are some suggested code for some typical departments from various industries.

DEPARTMENTS

DE  =  Despatch
GR  =  Goods Receiving
MA  =  Manufacturing
SE   =  Servicing
SD   =  Service Desk
LE   =  Legal
AD   =  Asic design
BT   =  Beta testing

DOCUMENTS

SOP  =  Standard Operating Procedures
WI     =  Work Instruction.
DR    =  Drawing
FR     =   Forms
TM    =   Test methods
ST     =   Standards

ISSUE STATUS

A,   B,   C,   D,   E,   F,   G...............

REVISION STATUS

1,   2,   3,   4,   5,   6,   7................

The great advantage of using a method such as this is that documents appear in the order in which they were created.
For example:-

Document   SE/SOP1/A/1  The service standard operating procedure at issue A revision 1 will appear in the listing above
Document   SE/SOP1/A/2  The service standard operating procedure at issue A revision 2 .

If the document is re-issued as SE/SOP1/B/1 it will appear at the bottom of the two above documents.

Once the details of the document and it's unique number are entered into the register it will appear at the top of the list in the right hand side document listing but it will not state whether or not the document is in use (see Fig 3 below), (this is an ideal way of identifying document work in progress).

(Fig 3)

To change the status of the new document to either "in use" or "withdrawn"
left mouse click on the document in the right hand side  document listing on the document register so that it becomes highlighted (as in Fig 3 above) then left mouse click on the combo box arrow, identified as "Change the highlighted documents status". When the drop down box appears select the appropriate "withdrawn" or "in use" (Fig 4). The document will now have moved from the top of the listing  and moved to its alphabetical position in the document listing.

(Fig 4)

When re-issuing or revising a document it is important to re-label the previous version as "WITHDRAWN".

All withdrawn documents are moved to the bottom of the listing but are still in alphabetical order after the last alphbetically listed "in use" document.
ISO 9001:2000 requires you to retain a history of document changes  just in case you have a warranty claim on (say) a 5 year old product. If this were to happen you would need to know what procedures and forms etc were in use at the time the product or service was supplied.
For this reason the "Easy ISO 9001:2000's"® document register will not let you delete a document out right. (It is possible to amend existing documents if and when an input error is made)


Link a Document to the Register

Link a document so it can viewed from the document register

Highlight the document that you wish to view from the Easy ISO 9001:2000® document register by left mouse clicking on the document in the right hand side document listing window.

Now left mouse click on the button marked "Link the document so it can be viewed here", which can be found at the bottom left hand side of the Easy ISO 9001:2000® document register screen and is shown by the arrow in (Fig 1) below.

(Fig 1)

Once you have clicked the  "Link the document so it can be viewed here"  button the following window will appear on your screen. (Fig 2).

(Fig 2)

Navigate to the folder in which your document is held, left mouse click on the document, it then becomes highlighted as shown in (Fig 2),
then left mouse click on the open button as shown in (Fig 3) below.

(Fig 3)

The following window will be displayed confirming the path to your document (Fig 4).  Note:- the path to your document will most likely be different to the one shown in figure 4.

(Fig 4)

Left mouse click on the "OK" button, you will be returned to the Easy ISO 9001:2000® main document menu.


Viewing Linked Documents

Viewing a Linked document in the Easy ISO 9001:2000® document register

Highlight the linked document you wish to view of edit in the Easy ISO 9001:2000® document register by left mouse clicking on the document in the right hand side document listing window of the Easy ISO 9001:2000® document register.

Now left mouse click on the button marked "view or edit the highlighted document", which can be found at the bottom left hand side of the Easy ISO 9001:2000® document register screen and is shown by the arrow in (Fig 1) below.  Or just double mouse click on the document name in the right hand side document listing window.

(Fig 1)

The highlighted document will be displayed, as shown in the example below (Fig 2).

(Fig 2)

Note:-  When you exit the open document your last Easy ISO 9001:2000® screen will be minimised on the taskbar of your windows screen.  To reactivate your Easy ISO 9001:2000® screen double left mouse click on the minimised box. on the taskbar.


Document Review Date

Adding or changing the document review date

ISO 9001:2000 requires your organisation to periodically review its documents for adequacy, (Are they still fit for purpose).  Your Easy ISO 9001:2000® software package helps you to achieve this task without too much effort.

When you first enter a document into the Easy ISO 9001:2000® document register you are required to enter a date when you next consider the document should be reviewed for adequacy.  You are informed thirty days prior to the document review date on running the overdue document reviews or documents due for review during the next 30 days.

To initially set a review date left mouse click in the date box as shown in the figures below and type the review date for the highlighted document in one of the following formats:

D/M/YY     or      DD/MM/YY

E.g.  1st March 2005 could be typed as:

                    1/3/05     or

                  01/03/05

Which ever method you choose to adopt Easy ISO 9001:2000® will enter the date as:-

"01/03/05"

Once you have reviewed the documents adequacy you can increase or decrease  the next review date using the following buttons exhibited on the Easy ISO 9001:2000® main document register screen. Each click of the button will increase or decrease the review date by one day, month or year.

Initial review date typed directly into the date box as described above.

Increase by one day.

Increase by one month.

Increase by one year.


Finding a Document in the Register

Finding a document in the Easy ISO 9001:2000® document register

The document listed in the document register sorts documents in the following order:-

1) All "uncategorised" documents in numeric then alpha order.

2) All "in use" documents by numeric then alpha order.

3) All "withdrawn" documents by numeric then alpha order.

For example:-

Document   SE/SOP1/A/1  "No category selected".

Comes before

Document   SE/SOP1/A/2  "No category selected".

Comes before

Document   SE/SOP1/A/1  "In Use".

Comes before

Document   SE/SOP1/A/2  "In Use".

Comes before

Document   SE/SOP1/A/1  "Withdrawn".

Comes before

Document   SE/SOP1/A/2  "Withdrawn".

An example of sort order is shown below in (Fig 1)

(Fig 1)


Document Register Reports

Reports accessed form the Easy ISO 9001:2000® document register

There are five document status reports available form the Easy ISO 9001:2000® document register main screen.  These reports are accessed by activating the buttons in the bottom two boxes of the screen, as can be seen from (Fig 1) & (Fig 2) below.

(Fig 1)

(Fig 2)

The five reports are:-

1)  Documents due for review within thirty days.

The documents due for review within the next thirty days is a valuable tool which tracks the status of all the documents registered in your ISO 9001:2000 quality management system.
The report effectively gives you thirty days notice of due document reviews. To manually complete the task of checking document issue status and review can take days or weeks, wading through paper copies of your procedures, work instructions, forms, drawings and test specifications can etc. However, when using the Easy ISO 9001:2000® document register all you have to do is to click one button on your Easy ISO 9001:2000® document register screen.  There will be no more of those nasty shocks "When did you last review this document"?  during the ISO auditor visits.

2)  Overdue document reviews.

If you have not been as diligent as maybe you ought, the overdue document review report lists any document reviews which have fallen due prior to the date and time the report was run.

3)  List all documents in the register.

This report lists every document recorded in the Easy ISO 9001:2000®

4)  List all documents marked as in use.

This report lists every document marked as in use recorded in the Easy ISO 9001:2000®

5)  List all documents marked as withdrawn.

This report lists every document marked as withdrawn recorded in the Easy ISO 9001:2000®

To print preview or print any of the above reports left mouse click on the grey button next to the description of the report you wish to produce.

Depicted below in (Fig 3) is the "documents due for review within thirty days" report, note the report also shows document which are past their review date.

(Fig 3)

After viewing or printing a report you should use one of the two methods shown in Figures 4 & 5 below to close the report

(Fig 4)

(Fig 5)

You can also use the  X  close window box as shown in (Fig 6) below to close the report

(Fig 6)


Audit Register

The audit register is the place where you plan your internal Quality System audits.  Auditing your Quality System is the process by which you check you organizations processes to verify whether or not they are meeting the planned arrangements.

To Plan and audit an audit in the Easy ISO 9001:2000 audit register you must first add the departments by clicking on the "Add a new department or location" button.  When you have entered the necessary departments you can schedule an audit by selecting a department from the drop down box "Schedule a new audit from the drop down box below".  Next set the planned date for the audit by clicking below the "audit date" label which is located at the top right hand side of the screen; enter the required date.
Now select the clauses of the ISO 9001 standard that you wish to cover during the audit (click on the radio buttons to select a clause.

To close an audit type the date the audit was closed into the "Close selected audit with this date: (dd/mm/yy)" box and then click the button to the left hand side of the date entry box.

Audit reports, Workload reports, Audit cover sheets, resurrecting closed audits etc are all functions are available from this screen.


Supplier Register

The Suppler Register

The Easy ISO 9001:2000 ® Supplier register is the place where your organisation records its approved suppliers.
There are many ways in which a supplier may be selected for your organisation, here are a few examples.

1) Your customer states the materials from a particular supplier are to be used in the products supplied to him.

2) Your own rules say that you will only select suppliers from third party registered  companies which hold ISO 9001:2000.

3) You select suppliers on the basis of their ability to supply the ordered goods on time at the correct price.

Which ever process you choose to select your suppliers you must ensure the ones which appear in your Easy ISO 9001:2000 ® approved suppliers register are in fact approved.  The method of approval must be documented in your procedures.
The  Easy ISO 9001:2000 ® software is password protected to prevent unauthorised suppliers being added to the register.

The left hand side of the Approved Supplier Table

The first box shows the current selected supplier. If you want to add a new supplier just left mouse click in this box and all the data entry fields will be cleared ready for you to enter a new supplier. Underneath this box is a small tick box which can be used, if you wish, to record the fact that your supplier is or is not registered to ISO9001:2000.
Below the tick box is a series of fields where you can enter the suppliers name and contact details.

The right hand side of the Approved Supplier Table

The top box on the right hand side of the approved supplier register is where you select and existing supplier to view its details.
Left mouse click on the downward facing arrow at the end of the drop down box to reveal the suppliers entered into the register.
Left mouse click on the supplier details you wish to view.
The suppliers details will now be displayed on the left hand side of the approved supplier register screen.

Below the "search for an existing approved supplier is a box which shows the date the selected supplier is to be reviewed for their continuing suitability to supply your company with products or service.
IMPORTANT   If you do not initially enter a date when you add a supplier to your Easy ISO  9001:2000 ® register the "overdue supplier reviews report will not flag them up as being due for review.
(Remember to type to type in a review date when you first enter a supplier)

Below this box is a larger free-flow text box which allows you to identify the types of items which this supplier is approved to supply to your company.  You may also wish to identify any exclusions from this suppliers services or products,  they must be clearly marked as "Exclusions".

Moving now to the three buttons at the bottom of the right hand side of the approved supplier register

Button 1
Left mouse click on this button and you will be presented with a list of suppliers which have exceeded their intended review date.  This is to say the date you flagged as the date when the supplier had to be re-evaluated by you company to see if they were still fit to supply you with products or service.

Button 2
Left mouse click on this button to view or print a list of all the approved suppliers in your Easy ISO 9001:2000 ® approved supplier register.

Button 3
"WARNING"  Left click on this button to delete the selected supplier. Once you delete a supplier in this way its details can not be retrieved.  "You have been warned."


Calibration Register

Accessing the Calibration Register

The calibration register is accessed via the Easy ISO 9001:2000 ® main menu screen.  When you click on the "Calibration Register" button from the main menu the calibration register screen will be displayed.

Without wanting to repeating the information contained in the Maintenance register, almost word for word. The calibration register has an identical look and function as the maintenance register, so at this point I will direct you to the instructions for the maintenance register.  Just read Calibration where it mentions maintenance.


Maintenance Register

Accessing the Preventive Maintenance Register

The preventive maintenance register is accessed via the Easy ISO 9001:2000 ® main menu screen.  When you click on the "Maintenance Register" button from the main menu the maintenance register screen will be displayed.

Maintenance register screen

The Easy ISO 9001:2000 ® screen is where you access and enter the information for your preventive maintenance process

Details of item to be entered, or already entered, into the maintenance  register.

After clicking the "Click button to add a new item to the register" button the boxes shown in the figure below will be cleared, ready for you to add a new item to the preventive maintenance register.
Left mouse click in each of the empty boxes, then enter the necessary data relating to the item that you wish to add to the preventive maintenance register.

Maintenance Method

Now click into the free-flow text box shown below and type the maintenance method to be followed for this item.
If the item is to be maintained by an external contractor then you could put the purchase order number here so that any work carried out on the piece of equipment is traceable via the PO number.
Along side of the title to this box is a "PRINT" button, once you have exited the box you can click this button to print the maintenance method for the selected item.

Information relating to the item

The next section of this screen is divided into three distinct area's.

a) Select an item from the register.

b) Information relating to the maintained item.

c) Free-flow text box for general comments and a "PRINT" button

For the sake of flow I will cover these in reverse order.

(c) In this box you can put notes relating to the piece of equipment, for example you may have to inform the equipment owner prior to organizing any maintenance etc.

(b) In this area of the screen you select whether or not the equipment is maintained internally or externally.  Who maintains the equipment, the name of the maintainer or some other identification unique to the person who does the work, and any certificate references etc.

(a) Once you have entered some data into your maintenance register you will want to call it up at some point or other.  Left mouse click on the arrow at the end of the drop down box labelled"Select and item from the register" see figure below

Selecting an existing record form the Maintenance register

Each item that has been recorded in the maintenance register will appear in the drop down box.  The box shows.

a) The items unique Identification number.

b) The item to be maintained.

c) The items location.

This does of course assume that you completed the necessary boxes when entering the piece of equipment to be maintained.

Select the item you wish to view the details of from the drop down box.. As soon as you select an item the drop down box closes and your information is displayed on the screen.

Maintenance reports etc.

On this area of the screen you are presented with a bank of buttons.  To look at these in order from the top:

a) "Maintain item with today's date".  When you left mouse click on this button it sets the last maintenance date to today and automatically recalculates the "maintenance due date".

b) "List all items due for maintenance within 30 days."  With a single left mouse click on this button you will be presented with a report which details any equipment maintenance due within the next thirty days. And anything which may have fallen overdue.
This report is designed to help you plan your preventive maintenance and to give you sufficient warning.  You should make a habit of accessing this report either form this screen or the main menu every time you log into your "Easy ISO 9001:2000® system.

c) "List all items past maintenance date."  This report lists any items which are overdue for maintenance.

d) "List all items in the maintenance register."  Left mouse clicking on this button produces a report which itemises every item which has been logged into the "Easy ISO 9001:2000" ® maintenance register.  This report is useful when taking stock of what items are being maintained.

e) "Click button to add a new item to the register."  Left mouse clicking on this button clears all the details from the description of the item to maintained area, ready for you to add a new item to the maintenance register.

f)  WARNING   "Delete this record permanently."  If you left mouse click on this button it will delete the displayed item permanently.  This deleted information can not be retrieved, you have been warned.

Maintenance next due.

This area of the screen shows the next maintenance due date for the displayed piece of equipment.  It can not be altered manually.  The date is calculate from the last calibrated date and the frequency of maintenance (in days) boxes.


Corrective and Preventive Action Register

Accessing the corrective and preventive action register

To access the corrective and preventive action register select the "CA and PA Register button from the "Easy ISO 9001:2000"® main menu, as shown in the figure below.

The corrective and preventive action register is probably one of the most diverse registers within the Easy ISO 9001:2000® software package. It enables your to log, record, follow-up and chase corrective and preventive actions from any source.


Add a New Corrective or Preventive Action

Adding a new corrective or preventive action to the register.

To add a new corrective or preventive action to the register left mouse click on the "Add a new CA / PA to the register" button as shown in the figure below.

You will now notice that the boxes that record the details of your corrective or preventive action have been cleared ready for you to enter the new information.

Now left mouse click in the "Unique  complaint number box and type in a unique number.  In the example below the complaint number is "0005" but you can choose any number you like.
For ease of retrieval and having a logical system you may wish to keep the numbers consecutive.

Continue left mouse clicking in the boxes in this section and completing the necessary information relating to your corrective or preventive action. (see the next four figures below)

Type in the origin of the action request.

Type in the type of product or service which has been affected.

Tpe in the date the action request was received by your organization.

Type in the details of the person who is to action the complaint.

Now you need to assign a priority to this action. In an ideal world all corrective and preventive actions are equally as important. However, in the real world your resources are finite so by setting a priority to the action you can determine which ones are to be looked at first.
Left mouse click on the downward facing arrow at the end of the priority box and you will be presented with three possible categories to choose from.  These being "HIGH" "MEDIUM" and "LOW", choose the one appropriate to the action. Note: the priority can be changed as time progresses or the action becomes less or more important.
See figure below.

The next and final stage in the logging of a corrective or preventive action is to document its source.  The "Easy ISO 9001:2000" ® corrective and preventive action register lets you log one of five possible sources.  These are: "CUSTOMER", "AUDIT", "OTHER", "IN-HOUSE", or "SUPPLIER".
This categorisation is completed to enable you to sort your actions by source.

See figure below.

Your Corrective / Preventive action is now logged into the "Easy ISO 9001:2000" ® corrective and preventive action register.

The next stage of data entry is the "Complaint Details" Left mouse click on this tab to reveal a free-flow memo page where you can type in the required information, see figure below. (The free-flow memo pages act just like most other work processors, use the slide bars to the right hand side of the screen to scroll your text).

When you start work on the action request you will need to record what you are doing to resolve the issue(s) raisd.  Left mouse click on the "corrective action tab" and record the necessary detail(s).  See figure below.

Finally when the immediate corrective action is complete ISO 9001:2000 requires that you (if required) take preventive action to ensure the same issue does not occur again.  Click on the "Preventive Action tab" to reveal a free-flow memo field.  In this section you record the precautions you have taken and the results of verification activities.  That is to say it is of no use waiting to see if the issue is re-raised before investigating it again and again and again, I think you get the idea.  You must check the corrective action you have made to your systems and procedures to ensure that it is effective.

 Note, (for information only):
You can add an intended preventive action to the register without first raising a corrective action.  However, the preventive action must still be given a unique number.


Select an Existing Corrective or Preventive Action

Selecting an existing corrective or preventive action from the register

To access an existing corrective or preventive action in the "Easy ISO 9001:2000" ® register, left mouse click on the number of the complaint to reveal its detail.  Once selected you can change the data as required.  The changes are automatically saved as you exit each box and on exiting the "Easy ISO 9001:2000" ® register.


Printing the current CA PA

To print the current corrective or preventive action form

To print the current corrective or preventive action form left mouse click the "Print this complaint form."
See fig below.

A form detailing the information entered against this action is printed for review.


CA and PA  Reports

The Easy ISO 9001:2000 ® Main CA and PA register page.

To access the workload reports and the print functions of the corrective and preventive action register you must first left mouse click on the "Print reports" tab.
See figure below.

(Main Corrective and Preventive action screen)

The reports shown in the first boxed area of the print reports tab come in two flavours and are further filtered by the use of the so called "Radio buttons" shown in the next two figures below.
When the radio button is cleared the reports printed from the boxed area will only show closed reports.
Using the radio button is a very useful way of filtering your search results.
See figure below.

Radio button off

However, when the radio button is checked (has a black dot in) the reports printed from the boxed area will only show open reports.

Radio button on

The following screen shots show you how to access the various reports (Remember to switch the radio button off or on to review only open or only closed reports of the type selected.
View all corrective and preventive actions from all sources, either open or closed.

All corrective and preventive actions

View all "OTHER" corrective and preventive actions, either open or closed.

All "OTHER" corrective and preventive actions

View all "SUPPLIER" corrective actions, either open or closed.

All "SUPPLIER" corrective and preventive actions

View all "IN-HOUSE" corrective actions, either open or closed.

All "IN-HOUSE" corrective and preventive actions

View all "CUSTOMER" corrective actions, either open or closed.

All "CUSTOMER" corrective and preventive actions

View all "AUDIT" corrective actions, either open or closed.

All "AUDIT" corrective and preventive actions

The following sort action, accessed by the "All closed corrective actions by priority," allows you to sort your corrective / preventive actions by the priority you set when you entered the data.

All corrective and preventive actions by "PRORITY"

The final report allows you to select all the complaints from a single customer, with an option of displaying either open or closed action reports.

All corrective and preventive actions by "CUSTOMER"


Close a Corrective or Preventive Action

To close a corrective or preventive action in the "Easy ISO 9001:2000" ® register

To close a corrective or preventive action in the "Easy ISO 9001:2000" ® register left mouse click on the "Close this complaint with today's date" button.
When you click on this button four things happen automatically.

1)  Today's date in automatically entered into the "Date this complaint was closed" box.

2) The non-editable "Number of days open" automatically stops its daily increment.

3)  The box which states if the action is open or closed is automatically set to "closed."

4) The action is automatically removed from the "open workload report."

See figure below.

Note 1: If you want to close the report with any other date than today's date.

i)  Type the date directly into the "Date this complaint was closed" box.

Note 2: If you need to change an existing date.

ii)  Using the mouse highlight the text in the "Date this complaint was closed" by holding down the left mouse button and dragging it across the text.  If done correctly the text in the box will now be highlighted. Press the delete key on your keyboard.  The box is now empty, follow note 1 to enter a new date.


Training and Skills Register

The training and skills register is a versatile tool which helps you control the employee training requirements of ISO9001:2000

Before you can use this training Register effectively you must enter the relevant employees names, training categories, trainers and departments.
This data can be entered via the buttons located on the bottom right hand side of the training screen.
Press each button in turn and add the necessary information.  Don't worry if you do not enter all the necessary data because you can return to the input screens at any time.

Adding training records

To add a training record to the training register left mouse click on the drop down box shown in the picture above, highlight then left mouse click on the employee's name. The display situated to the right of the drop down box will change to reflect the selected employee.

Below the blue text is a data sheet, left mouse click in the white area of the "Training Received" box.  Now left mouse click on the small down facing arrow in the white box you just left mouse clicked in. A list of types or categories will be displayed, select the correct one for the type of training received by the employee.
Note that as soon as you selected the type of training received the employees unique number was completed for you automatically.
Next select the person who trained the employee, this box has the same drop down feature and shows the trainer and what area they can train in.
Finally complete the date the person was competent in the subject and the date which re-training is required, if necessary.

This register as all registers contained in the "Easy ISO 9001:2000"® software has extensive reports which are available from the bottom left hand side of the training register screen.


Exiting "Easy ISO 9001:2000"®

Area 5) Exit "Easy ISO 9001:2000"®

By left mouse clicking on this button you will close your "Easy ISO 9001:2000"® session and be returned to your windows Easy ISO 9001:2000"® desktop.


Compacting your database

Compacting your Database

At the end of every session you should click on the "Compact and Optimise database" . Failure to carry out this process periodically will result in an ever expanding database which will become prone to errors and will expand exponentially as data is added and deleted.


Back up your data

Making a back up of your Easy ISO 9001 2000"® data file

Making backups of your data on a regular basis will prevent you from losing data.
No matter how well your computer software is written it can not cater for faulty equipment such as a hard disk failure, static discharge or even a cup of coffee being spilt on your computer.

For this reason we recommend that you back up your data file at least daily, if you are carrying out major updates you should backup the data file more frequently.
Easy ISO can not be held responsible for loss of data on your computer system.

BE WARNED REMEMBER TO TAKE REGULAR BACKUPS OF YOUR DATA.

To make a backup of your Easy ISO 9001 2000"® data file we recommend:

1)  Close your session of Easy ISO 9001 2000"®.

2)  Open "Windows explorer"

3)  Navigate to " C:\Easy ISO 9000\Data " where you will find a file called  " ISO9000_Tables " do not attempt to run this database.

4)  RIGHTmouse click on this file and left mouse click on "Copy"

5)  Now navigate to C:ISO 9000\Backup Data

6)  RIGHT mouse click on the folder and click on "Paste"

7)  Close "Windows explorer"

This process has copied your Easy ISO 9001 2000"® data file to the back up directory.
If your database is damaged you can carry out the reverse procedure to copy the last known good backup back to the "C:ISO 9000" directory.

Okay so now you have a copy on the same hard drive as the original data file but what if the hard disk drive fails on your computer?  Both copies are lost!

For this reason we recommend that you also copy your Easy ISO 9001 2000"® data file to removable media such as a ZIP disk, CDR, CDRW, DVD, DVDRW, tape Drive or have the data file mirrored to another computer via your network.

It is also very good practice, and advisable, to use at least three separate back tapes, CDR's etc in rotation; this helps reduce the risk of loss due to damaged media.
It also allows you to remove at least one piece of media to another location, should the worse happen and your media storage area is subjected to flood, fire or some other disaster.

Important note 1:
As these records form part of your Quality Management System you will be required to document your data backup process in a formal procedure.  This requirement also applies to any computer records that you use in the operation of your business related to providing the customer with product.

Important note 2:
If your computer hard disk drive fails or you completely reinstall your operating system your Easy ISO 9001 2000 package will cease to function, even if re-installed from the CD and Floppy disk.
This is due to an copy protection measure incorporated within the software.  If this occurs you must e-mail Easy ISO 9001 2000 to obtain a new disk set.