About Implementations

A change order defines the effective dates of each of the quality system documents connected to it. The effective date of a quality system document can be based on a specific implementation date or on an implementation period. You can implement a quality system document before its effective date, with the understanding that the information in the document is not valid until the effective date.

The quality system document's effective date is configured on the Document Effectivity page of the change order that governs the document. The person who initiates a change order or who is assigned to it as a Change Coordinator can configure the quality system document's effective date.

When configuring document effectivity on the change order, the Change Coordinator can choose:

• A specific date for implementation, which becomes the document's effective date.
• A default implementation period, which is the default number of days is added to the implementation date to calculate the document's effective date.
• A specific period, which is the specified number of days is added to the implementation date to calculate the document's effective date.

When the change action is promoted to Complete, the app notifies the people defined as Implementation Organization Representatives for the quality system document. These people are listed on the Implementing Organizations page for the document. See Implementing Organizations. The quality system document is then listed on the My Implementations tab for Implementing Organization Representatives and Document Center Administrators.

The app automatically promotes the quality system document from Approved to Released on its effective date.

Your Business Administrator defines the default implementation period, and for specific combinations of document type and organization.

For example, a system could include the following organizations. The default period for each type of document for each of those organizations can be specified independently.

Controlled Document Type	Organization	Default Period
Quality System Document	Company	5
	Internal Business Unit	10
	Partner Company	15
Process Document	Company	5
	Internal Business Unit	5
	Partner Company	5
Quality System Manual	Company	0
	Internal Business Unit	5
	Partner Company	5

"0" means that the document is effective and implemented on the same day it is approved.

The implementation period for all document types and organizations is used whenever the combination of document type and organization does not have a specific default defined.

By default, "Quality system document" is the only type of controlled document defined. The other types of documents listed are custom types that are used as examples only.

The app sends out reminders to the Implementing Organization Representatives when the implementation date for a quality system document is near, but the document has not yet been implemented.

The app sends a notification to the owner of the Change Action responsible for releasing the quality system document if the implementation date approaches but:

• No Implementing Organizations have been defined.
• No Implementing Organization Representatives have been assigned to at least one of the organizations.

The default threshold for sending notifications is 10 days before the implementation date. The default frequency for sending notifications is once per day. Your Business Administrator can change either of these defaults.