presentation: comprehensive policies & procedures information resources unit
TRANSCRIPT
Policies & Procedures
Policies: Written record of proper practices to be implemented in an organization.
They define the WHY (objectives), - Generalized.
Procedures: Define the steps required to achieve the corresponding policy. They define the HOW, - Specific.
Work Instructions & Procedures (Engineering Standards-Manufacturers) Specialized procedures, Data Sheets and practices for maintenance ,Repair and Engineering applications, jobs
Above Define a Blueprint for: Daily operations - End-User familiarization Loss Prevention – Employee & Asset
Safeguarding Disaster Recovery Plan : Plan for (resumption
of operations following an incident )
P & P CategoriesDIVISIONS & SUBDIVISIONS
Finance Policies & Procedures
AdministrationPolicies & Procedures
Technical WI & P
Finance Policies
Finance Procedures
Finance Work Forms
Admin & Policies
Admin & Procedures
Administration Work Forms
Engineering Standards
Technical Manufacturers
W I & P
Technical Work Forms
Current SituationIF - Most of the policies, the procedures, and the work instruction & Maintenance manuals have been compiled some decades ago and exist, if at all, in printed format only. Therefore:
Negative Information. The content of existing policies and procedures and WI&P are mostly out of context with both current international practices and actual your operations.
Unavailable Information. Some of the printed documents do may not exist or hard to locate and even when that is possible, the searching is cumbersome.
Magnitude of EndeavorsCommon with most companiesA good indication of the magnitude of the underlining policies & procedures to be addressed, is the number of forms that are being utilized in an enterprise:
Currently, a sample of the forms situation in at a 45 year s old Oil Company
Department Active Cancelled
Finance 85 40
Administration 190 150
Technical 200 250
•WORK INSTRUCTIONS AND PROCEDURES TIED WITH THE WORK INSTRUCTIONS AND PROCEDURES TIED WITH THE TECHNICAL PART ARE TECHNICAL PART ARE TENS OF THOUSANDSTENS OF THOUSANDS
Engineering Standards & SpecificationsCommon Situation
Some documents are available BUT, No directly correlated access to
referenced international standards such as ISO9000, ANSI, IEEE, ASME, ASHRAE, ASCE, ACM, BS, etc.
Not searchable as a unified knowledge base system. Plain English/Arabic queries are not available
Target: Remedy the above by:- incorporating Engineering Standards and Work Instructions and Procedures into the overall recompilation and computerization.
Another Necessity for Policies & Procedures
ISO Certification. The following are essential in attempting such a certification: Existence of documentation of all operations Written policies and procedures Proof of implementation of P&P Document Management and Control
Insurance Coverage. Existence of enforced policies and procedures (especially in Safety and Risk Management) are required by most corporate insurance policy underwriters.
Risk Mitigation & Disaster Recovery
Implementation of Policies & Procedures RM & DR are essential in: Business Continuity. Ensuring the day-
to-day continuation of corporate operations.
Risk Evaluation & Mitigation. Minimization of human health hazards and firm asset destruction.
Disaster Recovery. In the event of a catastrophic event to allow the Company to resume operations in the shortest possible time. (Recovery Plan)
Sample Of a Company P&P Categories
Following is only an indication: Management Finance Procurement Planning Travel & Transportation Administration & HR ICT & Information Management
Work instructions & Procedures Safety & security Internal Audit
Steps and Targets
Compile Comprehensive Policies & Procedures and W.I.&P for all Company Activities & Operations.
Organize Company’s p & p and W.I.&P in an electronically searchable format (Including Forms).
Implement a knowledge base system (Database) that will allow queries in plain English and Arabic as required.
Train End Users on searching and utilizing information contained in the P&P + WI&P and Engineering standards
Plan to Achieve The Target
Survey and catalog all departmental operations. Evaluate currently available policies and
procedures. Incorporate internationally acceptable practices.
Update & Compile a revised comprehensive policies and procedures system that will take all above in consideration.
Develop and implement the necessary computerized search engines. (searchable DataBase)
Schedule a plan for the required training for all end users of the system usage
Phase – I Identify Requirements
Phase – II Implementation