REVIEW APPROVAL AND RECORD KEEPING PROCEDURE. 001-17628 Rev *A REVIEW APPROVAL AND RECORDKEEPING...

REVIEW APPROVAL AND RECORD KEEPING PROCEDURE

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REVIEW APPROVAL AND RECORDKEEPING PROCEDURE Document # 001-12362 Rev*C

Document # 001-12362 Rev*E

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Use Change Management System (CMS) to approve reviews

To shorten the turn around time of obtaining approvals from both SPML and SPSV review committee members

Recordkeeping of passing and non-passing reviews

Control access to presentations using DMS

Objectives

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All product, process, equipment, and test reviews for new designs or changes should use this procedure.

EPR (Level 0 - 4) PCR (Level 1- 4) SPC (Level 1- 6) TLD (Level 1- 4) TCR CROther Related Reviews

NOTE: Stage Gate Reviews are saved in the PMO intranet

Reviews to be logged

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Why Keep Reviews?

The presentation materials includes important information that could be pertinent in the future.

As a tool for tracing what happened in the past.

Previously, reviews were to be e-mailed to DCON after passing and then archived in the Outlook Public Folders. As of Q206, >300 EPRs that had passed still needed to be sent to DCON.

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Passing Guidelines

A presented review with Gating ARs does not pass.

A review is not passed until it is in the DMS (not just uploaded as an ECN).

A logged review should gate passage of the NEXT stage gate review, e.g.SPC5 cannot pass if SPC4 is not logged

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Passing and non-passing presentations are stored in the DMS - Document Management System

Where Stored?

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Whose approval?

Approvers are usually identified in the applicable templates which are located in the DMS.

Presenter must bring the Presentation Review Attendance Sheet (001-09956) to the presentation.

At least 75% of the approvers is needed to start a meeting.

If a quorum is achieved, those who are not present (the 25%) and do not send a delegate approve automatically.

Presenter should get all required hard-copy signatures at the end of the review meeting. (this must be done real time)

People who are on remote like Videocon, conference bridge, must give their verbal approval and the presenter records their approval in the attendance sheet as “Verbal approval by <approver> via <either Videocon, conference bridge> and witnessed by <Name>” with signature of witness (not the presenter).

Presenter then scans the Presentation Review Attendance Sheet (001-09956) paste into the presentation and uploads to CMS with DCON as the only approver.

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Presentation Review Attendance Sheet (001-09956)• Complete this form before presentation, including filling out the names of the Required Attendees base from defined approvers per review

•If 75% of the required attendees (or delegates) were present, proceed with the presentation. The 25% were considered automatically approved

•Ask the actual attendees to affix physical approval (signature) in the attendance sheet. This must be done “real time” (right after the presentation)

•For approver who are on remote access, ask their verbal approval, write their verbal approval opposite to their names, witness must affix signature

•Sign Minutes taker / Verified by portion

•Scan attendance sheet, paste in slide2 of the presentation

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OBTAINING A DOCUMENT NUMBER IN DMS

(before presentation)

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Key-in title “take note of the naming convention”Product = Cell, Module, or SystemsTool = Vendor name, Machine (e.g. MRL Diffusion Furnace)Line = Line applicability (e.g.. Line2, Line8, Line 12, etc.)Review = EPR, CR, SPC etc.Level = SPC6, EPR4, EPR1.5 etc.

Select appropriate Category

Request a Document Number in DMS

All presentations will be registered in DMS

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Request a Document Number in DMS

This step requests final confirmation of entered information. Click appropriately either on Back or Create button.

SUNPOWER CELL REVIEWSUNPOWER

CELL RANTEX L5-6 EPR1

S

T

E

P

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This document number should be included in the presentation before it is presented.

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BEFORE UPLOADING TO CMS

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Complete AR’s and make whatever necessary modifications to slides to reflect AR completion.

Scan the completed Presentation Review Attendance Sheet (001-09956) , paste it in slide 2.

For EPR’s and PCR’s,

Update the AR Status Review Slide - should include AR’s from past and current EPR’s.

Modifications to Presentation

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Non-passing or Failing Review should also be submitted by the presenter as an ECN.

Add gating and non-gating AR’s to the presentation

Add ‘watermark’ on master slide to include “Presented <DATE> Not Passing”

Start ECN. In “Description of Changes” add “Presented <DATE>. “Not Passing”

Include DCON admin as the only approver of the ECN

When ARs are complete, download the presentation from DMS and make necessary changes

If presentation is required, then present to review committee, otherwise send via e-mail

Document the result whether passing or not as a revision to the existing document, updating document number revision to *A

Repeat until review passes

Non-passing Reviews

Presented : May 11, ‘08Result : Not Passing

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UPLOADING PRESENTATIONS INTO THE CMS

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- From the SPML or SPSV intranet, click on “Change Management System”

Key-in Cypress Initials and password.

Access to CMS

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Initiate ECN

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SunPower Cell ReviewsSunPower Module ReviewsSunPower System Reviews

Upload source and pdf files.

All these categories are restricted and have limited access for-viewing. Only selected individuals can view.

Initiate ECN

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Source– .ppt presentation

PDF – .pdf file

Document NumberFormat: 001-xxxxx

Enter exactly as in DMS and on document

File name of the presentation to be uploaded should start with the document number

Example: 001-10056

Initiate ECN

New Rev Enter ** for initial issue. Increment by one level if document is a revision.

Current Rev New document? leave this blank. Revision? Enter current revision level **, *A,*B,*C …

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take note of the naming convention at every slide of the presentation:”

Product = Cell, Module, Systems Tool = Vendor name, Machine (e.g MRL Diffusion Furnace)Line = Line applicability (eg. Line2, Line8, Line 12, etc.)Review = EPR, CR, SPC etc..Level = Level of presentation (eg. SPC6, EPR4, EPR1.5 etc.)

Presentation Naming Convention

Enter presentation Doc # and revision status(document number from DMS)

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In the “Reason for Change” box, specify the date of review and it’s result.

(Reviews w/ gating AR’s are considered “Not Passing.”)

Initiate ECN

-DCON will be the only approver of the ECN

-Submit the ECN for approval

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Upon release of ECN in the Document Management System (DMS) the originator, normal review committee members, and alternate signers will be notified that a certain review had been released in the DMS.

They will also be given an access to the document.

Automatic Notification in DMS

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PROCESS FLOW

Present Review

At the end of presentation, ask for physical signature of the actual attendees (required / alternate approvers) in the Presentation

Review Attendance Sheet (001-09956)

Needs Revision?

Yes

NoYes

Download source file from DMS, update presentation, level up revision status, present

to the board and ask approval.

Presentation is kept in the DMS

Create ECN and upload the presentation with signed

attendance sheet (001-09956) add DCON as the only approver of the

ECN

Release the Review in DMS

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REVIEW APPROVAL AND RECORD KEEPING PROCEDURE. 001-17628 Rev *A REVIEW APPROVAL AND RECORDKEEPING...

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