Availability: Document analytics are visible to all Quality Users.
Current pages and graphs:
Status Overview Page
See how your team is progressing with the management of their documents. View a breakdown of current document statuses across all document versions created during a given (yet editable) period of time. This data is also filterable by tags and groups.
Data does not include Retired or Deleted documents, only open statuses. If a document is in a status of For Periodic Review it is technically also in Effective status and will appear in the Effective metric.
At a glance you can see that there are 4 documents waiting for Approval.
How many of the document versions created in the last 6 months are currently Effective? 154
At a glance you can see how many draft documents exist. Is it time for a clean-up?
See how documents may be related to specific tags to determine where attention is needed. This bar chart visual displays how document versions are tagged and their current status.
Restricted tags will be displayed on this chart.
The Employee tag is used the most. What other tags are highly used?
How many ‘Auditor’ tagged documents are effective vs. drafted, for review, and for approval?
How many documents have no tag? Tagless documents are listed as ‘Unspecified.’
Periodic Review Page
Due and Overdue
Determine if review timelines are being met to help ensure the accuracy, quality, and relevance of your documents. You can select a bar to adjust to different timeframes and use the filter to specify document type(s).
Are we keeping up with scheduled periodic reviews? There are still 15 overdue reviews from last quarter (Q2 2023).
Currently, how many periodic reviews can we expect for each quarter next year?
Identify potential issues that may be hindering the timely completion of reviews, such as resource constraints or workload distribution. Select a bar to drill down by document owner and/or use the filter to specify document type(s).
Are certain team members consistently failing to complete periodic reviews on time? Do they need training on periodic reviews?
Do any periodic reviews need to be reassigned if the owner is on leave? Would any users being absent for an extended period of time cause significant delays in documents being reviewed?
Process Efficiency Sheet
The rate at which documents are being reviewed and approved by your team. Gain insight into the effectiveness of your team’s document management process. Highlighting this metric during an audit or management review can help others understand the amount of work that goes into keeping your document stack up to date.
What is the average number of document versions that are reviewed and approved in a given time frame?
March had a significantly higher number of reviews and approvals than average. Were we doing some Spring Cleaning, preparing for an audit, etc.? And should we expect this size workload every March?
The time taken from document version creation to approval. Ensure that documents are moving through the review and approval lifecycle swiftly by identifying delays and addressing bottlenecks. Changes in cycle time could indicate that a process may need to be evaluated (if cycle time increases) or that adjustments put in place to decrease the approval burden have been effective (if cycle time decreases).
Documents are bucketed by their approval date. Meaning if a document was created on January 29, but was approved on February 3, the metric for Feb would increment by one. That is also why you may see that some months have a cycle time longer than a month (31 days).
On average, how many calendar days are there between the initial creation of a document version and its approval? The dotted line indicates 26 days is the average time it takes to draft and approve a document.
Our average Cycle Time is 26 days. We implemented a new change in procedures related to laboratory facilities in Q2 2023 and did not observe a change in approval time.
Cycle Time by Duration
Compare your processing speed for each document type.
Which document types are taking over 90 days to process? And do we need to consider ways to streamline and make them more efficient?
In the last 6 months, what document types did we process fastest?
Cycle Time by User
Knowing cycle times per user drives accountability and helps you determine how you can best allocate workload based on individual processing capacity.
If it isn't a specific document type taking a long time to process, is it a specific user or users? And if it is, can we adjust workload or reprioritize some of their responsibilities?
Document Versions Created
Track document creation activity to quickly uncover emerging patterns. Use the top filters to see specific document types.
Our throughput was really high in March. If 76 document versions were reviewed and approved (see the Throughput metric), how many were created?
January also had a high number of document versions created. What events occurred in January and March that could have resulted in this increase?
By Document Type
Compare activity across specific document types. Some may show increased versioning activity, signaling potential quality concerns.
Is this boost in Risk Management Files in March due to the document template revision or something else we need to investigate?
Open Actions Sheet
By Action Owner
Track pending work on documents to improve collaboration and ensure documents are processed in a timely manner.
Who has documents to review and or approve right now?
Who is working on the most draft documents right now? How many?