The scoreboard, and what is not on it. The hard targets, how often each is actually
looked at, and the quiet signals that never reach a dashboard.
Reduction in Documentation-Related Audit Findings
The number of non-conformances (NCRs) or observations raised by internal or external auditors specifically related to documentation control, accuracy, or availability.
Target · Reduce documentation-related NCRs by 30% year-on-year. Last year, we had 10 minor NCRs related to outdated work instructions. Your target would be to bring that down to 7 or fewer this year through proactive reviews and improvements.
Average Time-to-Close for CAPAs
The average number of days it takes to formally close a Corrective and Preventive Action (CAPA) from its initiation to the verification of effectiveness.
Target · Close 90% of minor CAPAs within 60 days, and 80% of major CAPAs within 120 days. If we open 10 CAPAs in a month, you'd aim for 9 of them to be fully closed, including effectiveness checks, within two months.
Document Review & Approval Cycle Time
The average time it takes for a new or revised document to go through its full review and approval workflow, from submission to release.
Target · Maintain an average document review and approval cycle time of less than 15 working days. A new procedure submitted on 1st January should, on average, be fully approved and released by 22nd January at the latest.
QMS User Satisfaction Score (Documentation)
Feedback from internal users on the usability, accessibility, and clarity of QMS documentation and the document control process.
Target · Achieve an average satisfaction score of 4.0 out of 5 in annual QMS user surveys for documentation-related aspects. If users consistently report difficulty finding the right version of a form, that would negatively impact this score, prompting you to improve searchability or indexing.
Proactive System Improvement
Identifying and implementing improvements to the QMS documentation system without being prompted by audit findings or management requests.
- You'll be bringing ideas to the Quality Systems Manager, like proposing a new workflow for external document control, or suggesting a better way to link procedures to training records. We'd see documented proposals, implemented changes, and positive feedback from users on these improvements.
Mentorship & Knowledge Transfer
Effectively guiding and developing junior team members or new starters in document control best practices and QMS usage.
- Junior colleagues will be able to confidently handle routine tasks after your guidance. You'll be seen as a helpful resource, and we'd hear positive feedback from those you've mentored about your support and clear explanations. This isn't formal management, but it's about sharing your expertise.
Audit Preparedness & Confidence
The ability to confidently and efficiently present required documentation during internal and external audits, demonstrating a deep understanding of the QMS.
- During audits, you'll be able to quickly retrieve specific records, explain document lifecycles, and answer auditor questions without hesitation. Auditors will note the professionalism and organisation of our documentation system, and the Quality Systems Manager will feel confident having you represent parts of the QMS.
Stakeholder Engagement & Collaboration
Building strong working relationships with departmental leads to ensure timely document reviews, approvals, and accurate content.
- Departmental managers will respond promptly to your requests, and you'll be proactively included in discussions about process changes that impact documentation. They'll see you as a partner, not just someone chasing them for signatures. We'd hear comments like, 'They always make it easy for us to get documents reviewed.'
