SayPro Templates to Use: Version Control Log Template:
A document template used to track changes to key documents, including who made updates and when
Version Control Log Template
Document Name:
This is where you enter the name of the document being tracked (e.g., Tender Proposal for [Client Name], Bid Submission for [Project Name], Quotation for [Client Name]).
| Version No. | Date | Updated By | Changes Made | Reason for Change | Approval Status | Comments |
|---|---|---|---|---|---|---|
| 1.0 | [MM/DD/YYYY] | [Name of the Author] | Initial draft created. | First draft of the document. | Pending | N/A |
| 1.1 | [MM/DD/YYYY] | [Name of Reviewer] | Added updated pricing information. | Revised pricing due to supplier updates. | Pending | Review needed for accuracy. |
| 2.0 | [MM/DD/YYYY] | [Name of Author] | Corrected financial calculations and updated deadlines. | Finalizing document for submission. | Approved | Final version for submission. |
| 2.1 | [MM/DD/YYYY] | [Name of Reviewer] | Adjusted wording in the terms and conditions section. | Legal review comments applied. | Pending | Legal department feedback. |
| 3.0 | [MM/DD/YYYY] | [Name of Author] | Included additional clauses as per client request. | Client request to modify contract terms. | Approved | Document sent for final review. |
| 3.1 | [MM/DD/YYYY] | [Name of Manager] | Formatting updated and sections reorganized for clarity. | Improved document presentation. | Approved | Ready for final approval. |
Column Descriptions:
- Version No.
- Purpose: To track the version of the document. Each time an update is made, the version number increases, either in a decimal format (e.g., 1.1, 1.2) or major version change (e.g., 1.0 to 2.0) when significant changes are made.
- Example: Version 1.0 is the first draft. Version 2.0 indicates a final draft or a major update.
- Date
- Purpose: To record the date on which changes are made to the document. This helps establish a timeline for when updates were implemented.
- Example: 01/15/2025 or the exact date the version is updated.
- Updated By
- Purpose: To indicate who made the changes to the document. This could be the author, a reviewer, or someone else responsible for the update.
- Example: John Doe, Marketing Manager, or Jane Smith, Legal Review.
- Changes Made
- Purpose: To provide a brief but clear description of the changes made in that specific version. This section should highlight the most significant alterations to the document, whether they are textual edits, numerical corrections, formatting updates, or the addition of new content.
- Example: “Added the new pricing details as per vendor update,” or “Reworded the terms and conditions based on legal feedback.”
- Reason for Change
- Purpose: To clarify why the update was necessary. This section justifies the changes made to the document. Reasons may include corrections, updates based on new information, client feedback, legal adjustments, etc.
- Example: “Corrected financial calculations after receiving updated figures from the finance team,” or “Updated to reflect new client requirements.”
- Approval Status
- Purpose: To track the document’s approval status. This section helps monitor the approval process and whether the changes have been reviewed and accepted by the relevant parties (e.g., management, legal team, client).
- Example: “Pending,” “Approved,” or “Rejected.”
- Comments
- Purpose: To provide additional notes or context, such as feedback received, pending items, or instructions for further edits. This column can also be used to note the status of the document (e.g., “Awaiting approval from client,” or “Pending final legal review”).
- Example: “Client requested further clarification on section 3.2,” or “Legal department to review final version.”
Usage Instructions:
- Updating the Log:
Each time a modification is made to the document, update the Version Control Log with the appropriate information. Ensure that the Version No. is updated to reflect whether the change is a minor or major update. - Tracking Changes:
Clearly describe the changes in the “Changes Made” column, using concise and clear language. Include enough detail to make it obvious what was updated and why. - Approval Process:
As the document progresses through internal reviews, make sure to update the “Approval Status” column. Once a version is approved, mark it as “Approved” and move it forward in the process. If there are further comments or pending revisions, update the “Comments” section accordingly. - Version Numbering System:
Use a logical numbering system for versions. Minor revisions can be tracked with decimal numbers (e.g., 1.1, 1.2), while major revisions or final versions can increment to the next whole number (e.g., 1.0 to 2.0). This helps maintain clarity in the document’s progression. - Access and Sharing:
The Version Control Log should be stored alongside the document it tracks, either in a document management system or in a shared folder, ensuring that all team members and stakeholders have access to the latest version history. - Reviewing and Finalizing Documents:
Before submitting or finalizing any document, ensure that all updates and revisions have been properly logged and approved. This ensures that everyone involved in the document’s lifecycle is aware of the changes made.
Benefits of Using a Version Control Log:
- Transparency and Accountability:
By tracking who made changes and when, the log helps ensure accountability for document modifications. This is particularly important for legal, tender, or proposal documents where accuracy and clarity are crucial. - Audit Trail:
The version control log provides a detailed audit trail of all changes made to the document. This is useful for compliance purposes, internal audits, or when revisiting documents after some time. - Collaboration Efficiency:
Teams can efficiently collaborate, knowing exactly what changes were made and by whom. It reduces confusion and ensures that everyone is working with the latest version. - Error Prevention:
By logging changes and ensuring each version is reviewed and approved, the chance of errors going unnoticed is minimized. Each version undergoes necessary checks before moving forward, reducing the likelihood of mistakes. - Streamlined Review Process:
With clear version tracking, stakeholders can quickly identify what has changed in each iteration, making it easier for them to review and approve documents.
Conclusion:
This Version Control Log Template ensures that all updates and changes made to key documents within SayPro’s Tenders, Bidding, Quotations, Proposals, and Marketing Royalty SCMR processes are systematically tracked. The log provides an organized and accountable way to track the progress of documents from creation to final approval, ensuring the right version is always used and available to stakeholders.
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