Every order
It names the specification and drawings it's placed against, with their revisions, and Bev checks they're still current on the CDE before it goes.
Bev's journey · Procurement · Lesson 3
Ordered off the old spec
Before you start
In the story
The right escalators were on C02. The order was for C01.
Back to the story
The right way
When it changes
The designer's revision to a specification already on order comes to Bev, and on to the supplier.
Delivery day
The right escalators arrive. Rex signs for them, Stevie checks the nameplate, and nobody says "which spec?"
"What the spec said"No revision on the order, the wrong escalators, and sixteen more weeks.
Which spec, written downThe revision on the order, checked before it went, and the right escalators.
Think like Bev
An order is a promise to make exactly what's written. Which revision is it written against, and is that still the current one? Write it on the order.
Continue Bev's journey
Story 4: The product data nobody asked for
The escalators arrive with 40 PDFs. The serial numbers the maintenance team needs aren't in any of them.
The right way, explained
The town's order desk keeps a copy of exactly what was ordered, revision and all. When the plans change, the desk tells the factory, not just the architect.
If you're the subcontractor
Check the revision on the order against the latest one you've been sent. If they don't match, ask before you make anything.
In the town See it in the town: the right escalators were on C02. Why did C01 turn up?
Bev's view: the label says which revision is in the box. The order should say the same.
Labelled. Sorted and sent to the right place.
No label. Stuck in the in-tray.
Read the label
Every part of the label answers a question
It looks like a code, but each part answers a plain question. Pick any part to see what it tells you.
Parcel labelDrawing 042
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Is it the latest?
P03 is the third preliminary revision. While it's being worked on it also carries a version, like P03.02. When it becomes part of the contract it starts again as C01.
- On the label
- P03
- IM calls it
- Revision
- Why it matters
- Without it, four files called FINAL all look equally right.
An order carries information too!
A purchase order carries information, the specification and drawings with their revisions, and it has to be current.
Sam's Heads Up Long-lead items move after you order them
InfoTown good practice: Orders are placed against the current revision.
On your job: On long-lead items the design can still change after the order. Agree with the designer which documents are frozen when you order, and who tells you if they move.
For the audit What the auditor will ask
- Which revision of the specification was this order placed against?
- How do design changes reach orders that are already placed?
For the audit What good evidence looks like
- Orders that name their documents and revisions.
- A link between design changes and open orders.
ISO 19650 Revisions on everything
ISO 19650 expects information to carry its revision and status, and people to work from the current one. Using an order as the example is InfoTown's; how you place orders is your procurement process.
Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 is © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.