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How to manage SOP with Confluence ?

Many companies still rely heavily on paper for their document management and struggle to make the transition to all-digital.

In addition, new frameworks such as Agile methods are causing a lot of apprehension.

Yet these changes, misunderstood as synonymous with time or cost, greatly relieve heavy and time-consuming business services, while allowing optimal compatibility with new technologies and better compliance with regulatory needs.

Confluence allows the adoption of a document management system respecting both the organization put in place and the resulting quality constraints.

Confluence :

  • allows the writing of documents and their organization in associated pages

  • structure of dedicated spaces, with a fully configurable tree structure

  • offers a powerful search module for archived content

  • allows simultaneous modification of documents in real time by several people

  • is based on the use of models to promote the harmonization of documentary practices

  • takes into account access rights and permissions with several levels of granularity considers different versions and status of documents

  • exports each document as needed in different formats such as Word or PDF

  • records the knowledge of each document and the activities of each page assigns tasks directly from its home page

  • manages workflows (review, approval, proof of reading) via Comala-type plugins provides a global vision of each space

  • is secured by electronic signatures, complying with the standard of 21 CFR part 11 becomes Agile through its interface with Jira

Document management with Confluence therefore offers many advantages and a framework for sensitive documents such as SOPs. Jira is a ticket management tool, mainly requests or stories in an Agile framework, which can be natively associated with Confluence pages. Thus, control of the documentation is possible by creating a ticket in Jira requesting the writing/modification/cancellation of an SOP in Confluence.

The progress of the ticket is simplified by a graphic visualization with a Kanban type table.

And many dashboards can be created for personalized and distributable monitoring.

But the most differentiating element remains the integration of Jira data into Confluence via filters, which makes it possible to format Jira data in Confluence pages for signing a set of Jira tickets or stories. Thus a requirement (ex: story) is written in Jira in a unitary way, and assembled in a specification document in a Confluence page to facilitate the review of a set of stories of a Sprint; we can consider similar use cases with change requests, risks and of course traceability matrices.

These new tools therefore bring many advantages through their versatility and the possibility of adding many modules to extend the number of functionalities and their ability to customize. Security and remote access make them powerful tools in the context of teleworking. In addition, their deployment on the Cloud makes it possible to overcome certain technical limitations, to share the responsibilities related to storage and to reduce operating costs compared to an on-premises installation. An appropriate implementation and use of Confluence and Jira quickly meets the needs and constraints of document or project management, with a very good return on investment. The gains in time, quality and compatibility that these tools offer their users allow them a successful first step towards the digital transformation of their services and activities. ADN uses Confluence and Jira for its projects and helps its customers to adopt these solutions for their document management and control. Our services range from the resumption of existing documentation, through the translation of requirements and functionalities in the form of stories, the configuration, validation and deployment of Jira-Confluence in a GxP or 13485 environment.

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