2. What is it?
• There are four quarters in a calendar year at EMC.
1st quarter: January – March
2nd quarter: April – June
3rd quarter: July – September
4th quarter: October – December
• Every year all procedures listed on the Policy and Procedure
Website are up for review according to the quarter they were
either reviewed/implemented in the previous year.
• The purpose of this is to keep all procedures up to date and
get rid of those that are no longer needed.
3. The basics
• A basic and quick outline of how this process works:
– Send out emails to the individuals responsible for the review of
the procedure.
– Wait for their feedback.
– Send weekly updates to the individual responsible for the
upkeep of the procedures as you are provided the proper
feedback.
– Send out emails reminding people that they have a procedure
up for review every two weeks until you hear back from them.
• After three notifications have been sent out and have gone without
response, the notifications will escalate (see slide 8 for an example).
4. Reports
• In order to send out messages you will need a spreadsheet report with all of the
procedures that are up for review that quarter.
• These reports can be located in DCS (Document Control System). If you do not
have access to this you will be provided with the report.
• The report will be broken down into two sections when you receive it. The first
section is the NON GMO procedures and the second section is the GMO
procedures.
• GMO and NON GMO Procedures must be separated because they follow different
guidelines. Specific people are responsible for making the proper updates as the
reports come back (for example, while one person is responsible for creating ECOs
to reflect the updates made to GMO procedures, another person is responsible for
creating the ECOs for the NON GMO procedures).
5. On the spreadsheet
• The spreadsheet that you will be provided with will have five specific categories. These
categories are needed for sending out the emails to those responsible for the review of
the procedures:
– Doc Name
– Doc Title
– Last Reviewed
– Func. Owner
– Contact
*Note: Spreadsheet is set up alphabetically according to the contact
6. Sending out e-mails
• Your next step will be to send out e-mail messages to the contacts that are given with each
procedure.
• To do this you will need to copy and paste from the excel spreadsheet:
– The gray column at the very top of the spreadsheet that says “Doc Name/ Doc Title/
Last Reviewed/ Functional Owner/ Contact”
– As well as all of the information that is given with each contact.
• For example:
• You will want to copy and paste the gray bar along with the row that has all of Boris
Shusterman’s procedure information and paste it into a blank email.
7. Sending out e-mails cont.
• The emails will be sent out in two separate formats. Someone will be responsible for the upkeep
of the GMO procedures and another person will be responsible for the NON GMO procedures.
• In the emails you send out, following the section that is pasted from the Excel spreadsheet will
be the following message:
As required by Sarbanes Oxley, and/or corporate policy # 151, all procedures are to be reviewed annually. According to our records, you are
responsible for one or more of these procedures. Attached is a list of all the procedures due for review this quarter. Please review the
list.
•
• - If the document is still correct, you must reply to (PERSON RESPONSIBLE) via e-mail, so the new review date is recorded. You are not
• required to revise the document as a result of a review, but the review must be recorded.
• - If the document is no longer your responsibility, or needs to be scrapped, notify (YOUR NAME/PERSON RESPONSIBLE)
• - If the document needs to be revised, you have this quarter to revise it and send the updated document to (YOUR
• NAME/PERSON RESPONSIBLE) for processing.
•
• Please kindly respond to us in two weeks, we appreciate your prompt attention to this issue.(If the procedure needs updates, just let me
know this information, then you have the whole quarter to modify it)
•
•
• You could find your procedure through the link below:
• http://www.cq.isus.emc.com/apm/policyappendix.cfm
•
• Thank you!
• (YOUR NAME/PERSON RESPONSIBLE)
• NOTE: For “your name/person responsible” you will provide the name of the individual from Softtek
that is sending out the messages.
8. Sending out e-mails cont.
• After sending three notifications to an individual and not receiving a response
the notification will read the following:
• Hi - (PERSON(S) RESPONSIBLE) have/has sent several messages to you regarding the status of the following
policies/procedures, you have not responded. We require your input by (DATE).
• - If the document is still correct, you must reply to me via e-mail, so the new review date is recorded. You are not
• required to revise the document as a result of a review, but the review must be recorded.
• - If the document is no longer your responsibility, or needs to be scrapped, notify (YOUR NAME/PERSON RESPONSIBLE)
• - If the document needs to be revised, you have this quarter to revise it and send the updated document to (YOUR
• NAME/PERSON RESPONSIBLE) for processing.
•
• You could find your procedure through the link below:
• http://www.cq.isus.emc.com/apm/policyappendix.cfm
•
• I appreciate your prompt attention to this issue.
• Thank you,
• (YOUR NAME/PERSON RESPONSIBLE)
• NOTE: The subject line of the email should read: Need your response by (DATE).
• Also, you should mark the email “Urgent”
9. Examples of e-mails
• Here is an example of what the e-mail
• Here is an example of what the e-mail message will look like after three
message will look like: messages have gone unanswered:
10. After e-mails are sent
• Once you’ve gone through the entire report and have sent out
emails to all of the contacts on the spreadsheet you will need
to wait for people’s feedback.
• You will find that people will respond with the following:
1) The document is still correct and fine as is.
2) The document is no longer their responsibility
3) The document can be scrapped
4) The documents needs to be revised / updated.
11. Responses
• As you get responses from people you will need to keep an organized version of
the reports on a spreadsheet and send it to the person responsible for updating
DCS every Wednesday.
• You should break the spreadsheet down into the four different response
categories (The document is still correct and fine as is; The document is no longer
their responsibility; The document can be scrapped; The documents needs to be
revised / updated)
• You can do this by separating each with a different color. For example, all that are
fine as is could be highlight blue, all that can be scrapped can be highlighted green,
all that need an update can be highlighted red and so on.
• *Note: Dates must reflect response date of the individual functional owner.
• Please see next slide for a picture example of organizing these by color
13. How to handle responses
• For each of the four different response categories
(document is correct, document is no longer their
responsibility, the document can be scrapped, or the
documents needs to be revised / updated), once you have
received the proper response and you have separated them
by color (as mentioned in the previous slide), you will send
the spreadsheet, along with the email responses, to the
person responsible for the upkeep of the procedures.
• Please see the following slides for guidance.
14. How to handle responses continued
• When someone responds to your email you will need to update the
spreadsheet to show that you have received their response.
– You should then attach the email you received saying the document is
fine into the spreadsheet next to the line of their procedure
information.
• To add an email into a spreadsheet:
– You need to save the email (file, save as Rich Text Format; .rtf)
– Open the spreadsheet and go to the “Insert tab”
– Find the “Object” tab, this will say “Insert Object” when you hover
your mouse over it
15. How to handle responses continued
• You then must click on the “create from file” tab
• Select “browse” and click on the email you would like to add
• Click on the box that says “Display as icon” and then hit “Ok”
• You will see the icon appear on the spreadsheet. You can change the size of the
icon to fit in the spreadsheet area
16. When the document is fine as is
• When someone responds to your email saying
that the procedure is fine and requires no
changes:
– You need to update the spreadsheet to show that
you received the response (sort by color as
mentioned in slide 9)
– Save the email response and insert it into the
spreadsheet (as mentioned in previous slide)
17. Not their responsibility
• When someone responds saying that the procedure is no
longer their responsibility you should reply asking them to
suggest who the new contact is.
• You should also document this in the spreadsheet (sort by
color and attach email)
• Once they give you the name of the new contact you should
send an email to that person asking them to review the
procedure and get back to you with the current status of the
procedure
18. The document can be scrapped (NON GMO)
• If someone responded to your email saying that the
document is no longer required and can be scrapped/is
obsolete if the procedure is a NON GMO:
• You should update the spreadsheet (sort by color and attach
email).
• The person responsible for upkeep from here will take care of
creating the ECO to scrap the procedure.
19. The document can be scrapped (GMO)
• If the functional owner of the procedure responded to your email saying that the document
is no longer required and can be scrapped/is obsolete if the procedure is a GMO:
• You should update the spreadsheet (sort by color and attach email).
• You need to respond to their email by sending them a blank Pre-Windchill Approval Form
(which is attached below). They need to fill out this form and get the proper approvals as the
procedure is GLOBAL.
• Please do NOT send the spreadsheet to the person responsible for the upkeep until you have
received the completed Pre-Windchill Approval Form.
• When you receive the completed form you should attach it to the spreadsheet (just like you
would for an email response).
• The person responsible for the upkeep will take care of the procedure from here; they will
create an ECO to scrap the procedure.
• For the background on the Pre-Windchill Approval Form please see the attached document
“GMO-MQA012”
• Pre-Windchill Approval Form: GMO-MQA012:
20. The document needs updates (NON GMO)
• Very similar to the process followed for scrapping a
NON GMO procedures:
• You should update the spreadsheet (sort by color
and attach email).
• The person responsible for upkeep from here will
take care of creating the ECO to scrap the procedure.
21. The document needs updates (GMO)
• If someone responded to your email saying that the document is in need of
updates and if the procedure is a GMO:
• You should update the spreadsheet (sort by color and attach email).
• You need to respond to their email by sending them a blank Pre-Windchill
Approval Form (which is attached below). They need to fill out this form and get
the proper approvals as the procedure is GLOBAL.
• Please do NOT send the spreadsheet to the person responsible for the upkeep
until you have received the completed Pre-Windchill Approval Form.
• When you receive the completed form you should attach it to the spreadsheet
(just like you would for an email response).
• The person responsible for the upkeep will take care of the procedure from here;
they will create an ECO to scrap the procedure.
• For the background on the Pre-Windchill Approval Form please see the attached
document “GMO-MQA012”
• Pre-Windchill Approval Form: GMO-MQA012:
