Organizational Development for Knowledge Management at Water ...

version must be collected and destroyed to assure that all employees are performing work based on the
most recent version of the process document.
1.14. Creating Links to QBD Documents
At Colorado Springs Utilities, many processes are dependent on or are referenced in other processes. It
may be helpful to create links from the Intranet or within documents that will take the user to another
specific document or Process Tool.
For instructions on creating links, refer to attachment I04-00002, Linking to QBD Documents.
1.15. Changing Documents
The initial issue of a document establishes a baseline for a process. However, as continuous improvement
opportunities are identified or processes are changed, it is necessary to change documents and/or Process
Tools (Refer to 6.9). The Document Control system utilizes a numeric version system. As documents are
changed they are updated from version 01 to 02 to 03, etc. The Process Owner is the focal point for all
changes. The basic steps for a version change are:
• Process Owner is made aware of process changes or improvement opportunities that lead to
changes in the current approved document.
• Individuals who are recommending changes contact the Process Owner to share their
recommendations. The changes can be shared verbally, through a marked up hard copy, or
through a redlined soft copy. If not sure who owns the document, check the Master
Document List in the Approved Process Documents Database.
• If the Process Owner reviews the changes and does not agree with the change
recommendations, he/she explains to the originator the reasons why the changes are not
feasible.
• If the Process Owner agrees with the change recommendations, he/she moves a copy of the
current document version from the Approved Process Documents Database into the Draft
Process Documents Database and incorporates the changes. This is done by opening the
document to be moved and clicking on the “Copy to Draft Db” button at the top of the page.
• The Process Owner updates the document and records each major change in a Document
Change Notice (DCN). A DCN is created by clicking on the “DCN” button at the top of the
window and then selecting “Add DCN”. There should be only one DCN for each version
change.
• The Process Owner follows the instructions in Sections 6.2 and 6.3 to route the revised
document for approval. As stated before, the review cycle is optional.
• If the change affects an attachment used to record process outcomes, the Process Owner
making the change decides whether to remove all previous versions from use and replace
them with the new version or deplete current available stock first.
1.15.1. Potential Impact of Changes
The Process Owner may need to contact potentially affected interests in order to determine what
effects the proposed change may have upon other systems or process documents. Some potential
impacts include operations, regulations, contract requirements, cost, materials, and the customer.
Continuous Improvement can assist in this effort, especially in evaluating the impact on other
quality system requirements.
1.15.2. Minor Changes
Minor changes in editorial style, typographical errors, layout, and/or any change that has no
detrimental effect on the quality of the product or service can be accumulated over time. The
changes should be collected and incorporated during the next change or at the next scheduled
evaluation date. (Refer to 6.10)
1.15.3. Multiple Documents Affected
If a change affects multiple process documents, a change process and document approval is
required for each affected process document.
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