TURKISH AEROSPACE INDUSTRIES INC.

DI-1204
ENGINEERING GROUPS

DEPARTMENT INSTRUCTIONS
THIS DOCUMENT IS SUPERSEDED BY IN.DSG.25.028E

DOCUMENT PROOF READING

THIS DOCUMENT SUPERSEDES DEDI-1204

Abstract: This document describes the process to review the documents prior to release and
guides to fill in a proof reading form.

PREPARED BY APPROVED BY AUTHORIZED BY

Engineering Group Managers:

Integrated Aircraft Group

Date:

Engineering Process
Product Integrity Chief
Assurance Responsible
Date:
Date: 09.09.2009 Integrated Helicopter Group
Date:

Murat
Aerostructure and Space Group
Date:

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THIS DOCUMENT IS THE PROPERTY OF TAI, NO PART OF IT SHALL BE NUMBER OF PAGES ISSUE ISSUE DATE
REPRODUCED OR TRANSMITTED WITHOUT WRITTEN AUTHORIZATION OF TAI,
AND ITS CONTENTS SHALL NOT BE DISCLOSED. ALL RIGHTS RESERVED.
13 2 09/09/2009
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ENDORSEMENT LIST

COMPANY DEPARTMENT NAME TITLE

TAI J-0 Integrated Aircraft Group

TAI K-0 Integrated Helicopter Group

TAI L-0 Aerostructure and Space Group

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RECORD OF ISSUES

Issue Date Prepared / Updated By Description / Reason for change

A 15.02.2008 First Issue
Revised to include all the involved TAI design and
engineering groups to the document
1 10.10.2008
Issue no is changed from letter system to numerical
system to provide compliance with TAI Standards
Practices (TSP) Documentation
Updated as per the feedbacks sent to EPA arising
2, Draft 1 24.07.2009 from the applications in projects.
Proof reading forms have been revised.
P

Endorsement List has been added.

Dates have been added to signature block in the
2, Draft 2 26.08.2009
Title Page.

J1200 and Integrated Helicopter Group dated

29.07.2009 and 25.08.2009, respectively.
2 09.09.2009 Second Issue

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TABLE OF CONTENTS

ENDORSEMENT LIST .................................................................................................... 2

RECORD OF ISSUES ..................................................................................................... 3

1 PURPOSE .............................................................................................................. 5

2 SCOPE ................................................................................................................... 5

3 DEFINITIONS/ABBREVIATIONS .......................................................................... 5

4 GENERAL .............................................................................................................. 6

5 PROCEDURE ....................................................................................................... 10

6 DOCUMENT TEMPLATE ..................................................................................... 12

7 REFERENCES ..................................................................................................... 12

8 RELATED PROCEDURES .................................................................................. 12

9 APPENDIX ........................................................................................................... 13

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1 PURPOSE
The purpose of this DI is to establish responsibilities and provide guidelines for the contribution of the
management/sections under TAI Design Organization in reviewing the new and revised project documents
and procedural documents prior to release.

2 SCOPE
This procedure is applied for the documents generated within TAI Design Organization and for the
subcontractor documents submitted to TAI. This DI is applicable for all sections/managements within TAI
Design Organization regardless of whether the document is submitted to customer or not. Proof reading of
software engineering documents will be made according to -3106
procedure.
This procedure has been prepared in compliance with DI-1201 Procedural Document Management .

3 DEFINITIONS/ABBREVIATIONS

3.1 DEFINITIONS

Distribution: Act of informing the related personnel about the issue / update of a document.
Distribution List: List of personnel who have to be informed about the issue / update of a document.
-02 of DI-1203 procedure.
Document Owner (Author): The person(s) who prepares and compiles a document
Document Approver: The person(s) who checks and ensures the technical integrity of a document
Document Authorizer: The person(s) who authorizes the document so that it can be released to the
related personnel
Endorsement: Support for the validation of the document content in order to provide agreement of
interfaces with other disciplines.
Endorsement List: List of personnel who are responsible to review the document. This list is
-02 of DI-1203 procedure.
Proof reader: Person whose name is written in the endorsement list.
Proof reading: Proofreading is a careful check on a document. It may include comparing the
document with earlier versions to make sure certain corrections have been made and it always
involves finding spelling, grammar and formatting errors.
TAI Design Organization: TAI Design Organization is an organization producing the data for aircraft,
parts and appliances that needs airworthiness approval. This includes the organization inside and
outside of TAI (i.e. design suppliers), inside and outside of the Engineering Group Management
(under Integrated Aircraft Group, Aerostructure and Space Group and Integrated Helicopter Group).

3.2 ABBREVIATIONS

CDRL: Contractual Data Requirements List

EDMS: Engineering Data Management System
EPA: Engineering Process Assurance
MoM: Minutes of Meeting

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4 GENERAL

please refer to TOR 1 Sup 4.

4.1 Proof readers include (but are not limited to) project chief, related project team members, functional
chiefs, specialists who have interface with the scope of the document under review. (For details,
please see DI-

4.2 Project Chief / Leader should provide an electronic site (e.g. project common folders) accessible by all
proof readers where the documents and related proof reading forms will be kept. Proof reading
process will be carried out via this electronic site. Any other possible means to inform proof readers
about the document is not advised due to probable inconveniences. This item holds also for the
procedural documents (DI, WI) where the document owner/approver of the procedure will be
responsible for the electronic site management.

4.3 Project documents and procedures are reviewed using FDI-1204-01 Document Proof Reading Form
(English) (or FDI-1204-02, Turkish form depending on the language of the document and applicable
requirements.)

4.4 This procedure and attached forms can be applicable to project documents and procedures in two
ways:
To proof read new and/or revised documents when they are sent for proof reading.
To inform the document owner about an immediate correction of a faulty data or to submit
information as a contribution rather than detecting an error in the document even if the document
has not been sent for proof reading yet.

4.5 For the first case described in 4 will be handled as a normal proof reading process, which is the
main topic of this procedure and detailed in items from 3.

4.6 The second case under 4 will proceed as follows:

A proof reader realizes a mistake in the document and sends an e-mail to the document owner
with carbon copy (CC) to the document approver and authorizer. E-mail will contain a proof
reading form created by the proof reader.
Document approver decides on what action to take about the proposed change and sends the
evaluation as e-mail to the proof reader, document owner and authorizer.
If accepted, document owner implements the correction in the next issue of the document and
treats it as a follow-up comment. (See 14.1)

4.7 Document owner (author) is responsible for creating and compiling the document proof reading form.
As the first step, document owner fills the form FDI-1204-01 or FDI-1204-02.

4.8 Document owner sends an informative e-mail to the proof readers indicating the deadline for returning
comments and the link of address where the document and related proof reading form can be found.
Important Note: The persons approving and authorizing the document should also be included in this
cycle in order to prevent loss of time and effort.

4.9 All the proof readers, document owner, approver and authorizer are responsible from the document
content (i.e. data consistency, compliance with related documents, completeness and correctness).
Document approver and authorizer are also responsible from the correct preparation of endorsement
and distribution lists.
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Important Note: The name of the author of the document will be listed neither in the endorsement list
nor in the distribution list. Approvers and authorizers will be listed only in the distribution lists.

4.10 Deadline period shall not be less than 3 working days.

4.11 Once the proof readers have received the e-mail, they are responsible to fill in the blue boxes on the
Comments proof reading form. Having done this, the proof
reader sends an e-mail to the document owner to say that his/her comments are available at the
specified location. (The form will not be e-mailed.)

Important Note: The persons in the proof readers list for the document who are obliged to review the
document but do not return any comments until a given deadline, are assumed to be confirming the
document as it is.

4.11.1 When none of the proof readers returns comments by the end of the deadline, the document
owner may choose to issue the document as is or to give extra time.

4.11.2 In the first case, document owner puts the endorsement list table into the document and on top of

-
-

-
-

4.11.3 For the second case of giving extra time to the proof readers, document owner has to follow the
normal proof reading procedure.

4.11.4 In the case descr 11.2, document owner will not attach the proof reading form to the
document when issuing in EDMS.

4.12 After receiving the comments by the deadline, document owner reviews the comments returned and
decides accordingly to accept or reject (rejection case requires rationale for the rejection).

4.13 Document owner compiles the comments by preparing an integrated proof reading form including all
the comments received and evaluations.

4.14 Document owner puts the revised document and integrated proof reading form on the address link
8 and sends an informative e-mail to the proof readers to inform them about the
status of their comments. In the e-mail, document owner specifies a deadline and asks the readers
to return any comments on the comment evaluations and the updated document and also to specify
the final status (closed/open/follow-up) until that deadline.

Important Note: If the proof readers do not specify the final status by the end of the deadline,
document owner has the authority to close the comments at the end of the deadline.

4.14.1 Proof readers check the evaluations of their comments and the updated document to see if the
action taken is satisfactory for them. If they are satisfied with the updated document they close
that comment item on the integrated proof reading form, if not, may choose to set the status as
-

4.14.2 Proof readers check also the status of the rest of the comments for the possibility of presence of
any comments affecting his/her subject of specialty.

4.15 Document owner or proof reader may request to hold a meeting as necessary (if there are conflicts
between the parties or they are not satisfied with the final status of their comments).
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4.16 Document owner or proof reader organizes a meeting for agreement on his/her proposed decisions,
comments needing further discussion or opposing ideas between readers before closing the
comments. The participation of specialists on the subject of disagreement would be beneficial. After
the meeting, when all the conflicts are resolved, document owner modifies the integrated proof
reading form (and document if necessary) in accordance with the meeting conclusions. In case of
an update of the document, not only the meeting participants, but also all the other proof readers will
be informed about the revised document and new integrated proof reading form.

4.17 If there is disagreement on any comment that cannot be solved by the document owner and the
proof reader(s) after meeting, the subject is held and solved by the related function heads. If still
there is no conclusion, the matter is handled by Engineering Group Manager, or by the related
Group Manager.

4.18 In all meetings held to resolve comments, document owner is responsible to keep a MoM as per
TSP 1-29 of the proof reading form.

4.19 When all the items are closed (or agreed to be followed-up) the document is sent for approval and
authorization. (For details, please see DI-

4.20 Finalized integrated proof reading form shall be archived in EDMS together with the document that
has been proof read.

4.21 If the document is submitted to customer, proof reading form is not attached to the copy sent to the
customer unless otherwise requested.

4.22 roof reading is coordinated by the Project Chief / Leader or any other
person assigned by the Project Chief / Leader and the collected comments are forwarded to the
subcontractor by the Subcontracting Section. Comments will be sent to the subcontractors using
FDI-1204-01 or FDI-1204-02.

4.22.1 In reviews of subcontractors (e.g. PMR, design reviews, etc.) TAI comments to milestone
documents (CDRL, program documents, etc.) may (depending on the project management
decision) be sent to the subcontractor in a single integrated proof reading form which contains all
the comments to all the documents submitted by the subcontractor for that specific review.

4.22.2 DI- provides a template for

subcontractors CDRL follow-up. For details, please check the procedure.

4.22.3 In the case of proof reading their own documents, subcontractor should use the
attached forms for proof reading if the quality management system of the subcontractor is not
found compatible with that of TAI.

4.22.4 TAI keeps a copy of proof reading forms of subcontractor documents in EDMS area allocated for
the specified subcontractor.

4.23 Proof reading of software engineering documents will be made according to DI-
.

4.24 How to Fill in the Proof Reading Form:

4.24.1 The form consists of 3 MS Excel sheets and it can be used for both TAI and subcontractor
documents.

4.24.2 All the yellow cells will be filled in by the document owner. All the blue cells will be filled in by the
proof readers.

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4.24.3 Docu -
1204-01 or FDI-1204-02.

4.24.4 Comment sheet, the reader will write both the chapter number and the title of
that chapter in the document under the column Chapter No. and Title . This will enable both the
document owner and the reader to easily follow-up and track changes even if the chapter number
gets changed due to any modifications.

4.24.5 comments given for document issu

serves for the traceability of the comments given. Document owner and the readers can easily
see who has commented to which issue of the document.

4.24.6 Note: In cases of more than one proof reading cycle, the document owner will increment the draft
number by one every time the document is updated with comments. All the comments will be
seen on the same sheet. Detailed example is given on the forms supplied in Appendix A and B.

4.24.7 Document owner compiles the comments and makes the evaluation (
COMMENTS Accept / Reject / Action taken Date

4.24.8 Proof readers assign the status to the evaluations of the document owner.
Column G). Depending on the action taken, proof readers may also choose to set the status as
-

4.24.9 -
-
u -up the postponed comments and
to close them.

4.24.10
the comments.

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5 PROCEDURE

5.1 PROCESS

5.1.1 PROOF READING PROCESS

Step Responsible Activity

Fills in the title page of FDI-1204-01 or FDI-1204-02 and sends an e-mail
1.1 Document owner
to the proof readers to give the link and the deadline.
Returns comments by filling in the form and sends an e-mail to the
1.1.1 Proof reader document owner to say that his/her comments are available at the
specified location.
Evaluates and accepts or rejects comments. Gathers all the comments
and evaluations in an integrated proof reading form and sends an e-mail
1.1.1.1 Document owner to the proof readers. Specifies a deadline and asks the readers to return
any response on comment evaluations and the updated document and
also to specify the final status (closed/open/follow-up).
Check the comment evaluations, if satisfied, close the item; if not leave
1.1.1.2 Proof readers
the item as open; if not follow-up.
Document owner /
1.1.1.2.1 May request to hold a meeting for open items. Go to step 1.2.
Proof readers
Close the comments on the form and informs the document owner. Go
1.1.1.2.2 Proof readers
to step 1.4.
Document owner & Agree on the comment to be evaluated in the next issue of the
1.1.1.2.3
Proof readers document. Go to step 1.4.
1.1.2 Proof readers None of the proof readers return any comments.
1.1.2.1 Document owner Go to step 1.5.
1.1.2.2 Document owner Gives extra time. Go to step 1.1.1.
1.2 Document owner In case of any conflict, organizes a meeting with all the proof readers.
1.2.1 Document owner Writes the MoM and attaches it to the form.
Having resolved conflicts, close the comments on the proof reading
1.2.1.1 Proof readers
form. Go to step 1.3.
Submit the unresolved subjects to Engineering Group Manager or the
1.2.1.2 Document owner
related Group Manager. Go to step 1.2.1.1.
In case of an update of the document, informs the meeting participants
1.3 Document owner
all the other proof readers.
Finalizes the integrated proof reading form with all the comment status
1.4 Document owner
given and the MoM attached, if any.
1.5 Document owner Sends the document for approval and authorization.
Issues the document together with the finalized integrated proof reading
1.6 Document owner
form in EDMS.

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5.2 FLOWCHART

5.2.1 PROOF READING PROCESS

Actor Inputs Activity Output

Document to
Fills in the title page of FDI-1204-01 or FDI-1204- O1.1: Proof
be proof-read;
Document 02 and sends an e-mail to the proof readers to readers informed
owner give the link and the deadline. about proof reading
matrix (DI- 1.1 cycle.
1203)

Document to
Proof be proof-read; Fills in the form and sends O1.1.1: Filled proof
N No one
Readers proof reading the comments back to the 1.1.2 reading form
document owner. replied?
form 1.1.1

Y O1.1.1.1:
Integrated proof
Document Evaluates and accepts or rejects the comments
O1.1.1 reading form and
owner Combines all comments in one form, proof-read
Puts the integrated proof reading form and revised
document
document in the specified location and inform
readers. 1.1.1.1
O1.1.1.2: All
Proof
O1.1.1.1 comments with
Readers
definite statuses.
Check the comment evaluations. 1.1.1.2
Proof
Readers O1.2.1.1: Resolved
and/or O1.1.1.2 comments
Document
owner Comment status closed /
O1.2.1.2:
open / follow-up? Unresolved
O comments
C
F Organize a O1.4.1: Finalized
Document meeting 1.2 integrated proof
O1.2.1.1
owner reading form
Finalizes the integrated
proof reading form with all O.1.4.2: Updated
the comment statuses Write MoM 1.2.1 document
given and the MoM
attached, if any. 1.4

Y
Conflicts
Comments are closed. resolved?
N O1.5: Approved
and authorized
Document O1.4.1 + Approval and authorization document.
owner O1.4.2 Resolved by the
1.5 Engineering
O1.6: Document
Group Manager or
the related Group issued in EDMS.
Manager. 1.2.1.2.
Issue in EDMS 1.6

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5.3 PROCESS DATA

Input(s) Provider(s)

1. The document to be sent for proof Document owner

reading EPA responsible and project chief/leader (for
2. Proof reading form FDI-1204-01 or FDI- Item 3)
1204-02
3.

Output(s) Customer(s)

1. Filled proof reading form Proof readers

2. Proof-read document Project team
3. Issued document Subcontractors

Key Performance Indicator (KPI)

1. Number of proof reading cycles to release a document to be less than 3.

2. Number of faulty data detection and /or contribution in a document that is not in the proof
reading cycle to be less than 5.
3. Number of change requests for a certain issue of the document to be less than those of the
previous issue.

6 DOCUMENT TEMPLATE
N/A

7 REFERENCES
N/A

8 RELATED PROCEDURES

Procedure
Procedure Name
Number

1 DI-1201 Procedural Document Writing

2 DI-1203 Signature Rules, Guidelines and Delegation

3 DI-I-2210-6 Technical Document Preparation and Management

4 DI-3106 Software Verification Process

5 TSP 1-29 Organizing of Meetings and Participation

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9 APPENDIX

9.1 Appendix A: FDI-1204-01 Document Proof Reading Form

FDI-1204-01.xls

9.2 Appendix B: FDI-1204-02

FDI-1204-02.xls

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