This article is part of the How Do YOU CM2? blog series in collaboration with the Institute for Process Excellence (IpX). Although I receive compensation for writing this series, I stand behind its content. I will continue to create and publish high-quality articles that I can fully endorse. Enjoy this new series, and please share your thoughts!
What Prevents Us From Just-In-Time Document Release?
Teams often believe that releasing documents early and frequently will compensate for slow cycle times. This approach assumes that releasing drawings or instructions ahead of schedule will yield results. In practice, it creates rework, version confusion, and unnecessary churn in configuration management. Why?
🚧 1. Lack of control over implementation timelines
Implementation is often reactive rather than adhering to planned timelines, causing execution delays that make released documents less relevant and early releases obsolete before use.
🌀 2. Change Authority is weak or ignored
Weak Change Authority governance leads to ad hoc changes, reactive problem-solving, rework, and diminished trust in configuration management.
📋 3. Lack of effectivity
Without clear effectivity (date, event, unit, lot) for a change, you’re flying blind. Effectivity is a core CM mechanism to avoid chaos.
🔄 4. Frequent changes to planning/manufacturing data
Frequent changes in planning and manufacturing data, along with a lack of ownership, make controlled document release nearly impossible, resulting in documents being released into a moving target.
🍬 5. Informal Workarounds to Bypass Formal Release Processes
When formal release processes are slow, individuals often use informal shortcuts like treats, emails, or side conversations to speed things up. While this seems efficient, it compromises traceability and the purpose of configuration management.
⚠️ 6. Deviations and waivers everywhere
When deviations become the norm, people avoid structured change control. Instead of fixing the underlying process issues, exceptions accumulate until they become too much to handle.
💡 What does good look like
In a successful project, documents are released on time, aligned with key milestones. Each revision is relevant upon release, reducing rework. Change Authority functions as intended, effectivity is well defined, and informal workarounds are avoided.
Practical Steps to Overcome Barriers to Just-in-Time Release
- Ensure good standards in the implementation process to avoid reinventing the wheel with each change.
- Make sure you know and utilize the difference between release and effectivity.
- Assign clear roles for managing approval, change implementation, scheduling, fluctuations, and risk, such as Change Leader and Change Implementation Leader.
- Treat deviations as signals of process gaps, not shortcuts.
- A clear prioritization scheme is used, with high-priority items addressed according to schedules rather than being worked on first.
When we look at why we act the way we do, not just what we should do, we can achieve real configuration control.
🤝 Let’s talk:
Share what holds you back in achieving just-in-time document release?
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Copyrights by the Institute for Process Excellence.