The DEQMS Style Guide Templates aims to:

1. achieve visual uniformity for business processes and business support tools published on the DEQMS intranet and internet sites
2. assist all Technical Authorities (TA), Subject Matter Experts (SME) and any personnel responsible for mapping business processes and/or drafting business tools for upload onto the DEQMS; and
3. facilitate the process of DEQMS Business Process Workshop Methodolgy and on-line publishing.

Please note: Minor editorial updates to Business Process/Documents can be provided directly to the DEQMS Web Manager via email or alternatively, you can mark your changes on a hard copy and deliver to BP3-2-A068.

1. New Processes / Documents
For  advice on drafting processes and/or documents for NEW processes/documents, the DEQMS Team provides advice on the standard DEQMS templates including;

• Visio - Swim Lane Process Map Template; (please contact the IT Help Desk if you do not have access to VISO software)
• Visio - Stencil; (visio style icons, boxes etc)
• MS Word - Process Home Page and Key Steps Template (simply copy and paste your process into the generic MS Word template and amend where necessary). 

2. Existing Processes / Documents
For advice on drafting processes and or/documents for EXISTING processes/documents, the DEQMS Team provides advice on how to:

• update the process and/or documents using the following options:;
  •  you can save off the documents, amend and send back to the DEQMS Team for re-loading;
  • you can copy and paste the contents of a page into MS Word and send updates to the DEQMS Team for re-loading;
  • you can printout the page and red pen minor updates and give to the DEQMS Team for re-loading;
• continually improve the process/documents with relevant customers using the Business Process Mapping Methodology;  
• develop alternative process mapping tools to enhance process user understanding (this includes flowcharts).

Web formatting will occur by the DEQMS Web Manager in line with the DEQMS Style Guide. Advice can be provided by the DEQMS Team.

The agreed DEQMS Version Control Process (in conjunction with the DEQMS Review Schedule) enables the DEQMS Team to uphold Clause(s) 4, 4.1 4.2, 4.2.1, 4.2.2, 4.2.3 and 4.2.4 of the AS/NZ ISO 9001:2008 Quality Management Standard.

To support clause(s) 4.2 Documentation Requirements, and in particular clause(s) 4.2.3  Control of Documents and 4.2.4 Control of Records, the DEQMS team actions items 1 – 4 below:

Version numbers | details  and control

• The DEQMS Team will update the Version Number of any DEQMS document or web page as per Major or Minor change requirements (see Version Control – Sponsor Responsibilities).
• For example, Major changes for Version 1.1 (document or DEQMS webpage content) will become V2 and Minor changes for Version 1.1 (document or DEQMS webpage content) will become V1.2. 
• If a new or revised document or MAJOR webpage content changes are sent to the DEQMS Team by a TA or SME , the following details should be noted in the footer (or body) of the word document or internal correspondence:

Version number | Creation date | SME name | TA name | Process Name | Author if different from the SME/TA  | relevant OBJECTIVE Reference(s)

DEQMS Latest Updates page

• The DEQMS Web Manager updates the DEQMS Latest Updates page to track DEQMS content and document versions.

  Quality Management Tracker and OBJECTIVE

• The DEQMS Team updates the Quality Management Tracker (QMT) to record the “history” of major changes / new DEQMS updates.  
• QMT records may note the relevant OBJECTIVE folder(s)/file(s) that contain document(s) versions, DEQMS content revisions and stakeholder correspondence (i.e. TA/SME supporting information).
• Pending the complexity of updates and/or new processes, a dedicated QMT Task number will be raised with a corresponding OBJECTIVE folder
• All TA/SME supporting information will be saved to the appropriate QMT OBJECTIVE folder to assist with future updates and continuous improvement of the content and processes published on DEQMS 

DEQMS Review Date(s)

• The DEQMS Team aligns the DEQMS Review Dates with the DEQMS Audit Review Schedule (see Version Control - Sponsor Responsibility) 

Every published page on DEQMS should display a heading bar as per Figure 1.1. This heading bar assists the DEQMS team to meet documentation, record keeping and version control requirements as per Clause 4 (and sub-clauses 4.1, 4.2, 4.2.1, 4.2.2, 4.2.3 and 4.2.4) of the AS/NZ ISO9001:2008 Quality Management Standards.

Figure 1.1 – Banner Bar example on each DEQMS page

Figure 1.1 defines the currency of each business process, tool and resource as it displays key dates, TA/SME details and trigger dates for internal reviews and validation processes undertaken by the DEQMS Team.
Figure 1.1 - An explanation

The Sponsor | Technical Authority (TA) | Subject Matter Expert (SME)

• Individual web pages within the DEQMS have a designated Sponsor.
• The Sponsor is also referred to as the TA.
• The SME is responsible for developing and maintaining published content within the DEQMS structure. 
• Fig 1.1 provides an example of required SME, TA details alongside version control information for each DEQMS page.  

The Version Number

• The version number will change when major changes and updates to content occur as the DEQMS Team will update the file number as per Major or Minor change requirements.
• For example major changes for V1.1 will become V2; and Minor changes for V1.1 will become V1.2. 

The Issue Date

• The issue date defines the date any amendments were made.
• The issue date will include minor and major changes made to both the content and the web related structure.

The Review Date

• The review date aligns with the DEQMS Review Schedule as defined within the DEQMS Management area.
• The DEQMS Review Schedule outlines the Compliance Review process as per AS/NZS ISO 9001:2008 management requirements.
• The review process allows for the DEQMS processes and tools to be assessed against actual projects.  
• When you become a Sponsor for information published on DEQMS, you will be notified via email when your Review Date is due.  
• Once the Sponsor/TA/SME accepts the proposed Review Date, the DEQMS Team will arrange a meeting to discuss Major or Minor amendments.