05. Procedures [9:15]

Description: This video provides an overview of the “Procedures” area of the OrgPlanner solution.

Transcript:

Let’s take a look at Procedures. When I click on this button I’m presented with a procedure here or a database of procedures. In this case I have two procedures. And my first procedure is the operation manual maintenance. That is what it will take to maintain the operations manual. Now every organization has a list of procedures. You may not have yours documented, but that is exactly what this is for. This allows you to document in great detail, or as much detail as you would like, a procedure. And that’s important because from the procedure you define your standards and the steps.

0:47 So if we look at this other procedure “Vacation Request Process”, what does it take to process a vacation request. So we’ve identified the Description to clearly define the acceptable use and application of vacation time. The department that is responsible for that procedure, in this case Operations. The Category, we will talk a little more about that when we define categories. The Materials Req., in this case FileMaker Pro, that’s a software application that can be used for the vacation request process in this case. Procedure ID is simply a way to identify by ID what procedure you are referring to. Can be really handy, you can tell people to refer to Procedure number 552. Then you have the responsible parties. So in this case John Smith is the primary person responsible for maintaining and following this procedure. The back up to that person is Mary. And the manager, that’s the person that over sees the procedure and approves the procedure process, which would be John Smith as well. So you can have people doing multiple roles here. But it gives you some flexibility and real detail on who’s responsible for what.

2:04 Then over here we have a list of steps. This is the steps that it takes, in order, to accomplish this process. So let’s just take a look at a few of these. Click on the vacation request button in such and such calendar layout, that’s a piece of software, so you click the request button. Then the requestor fills out the top section of the form. The requestor clicks submit button on top of layout. We are explaining to an employee exactly how to fill out a vacation request form, and what happens and in what order. So when you define it this way, you essentially have not only a procedure guide but you have a training manual.

2:40 And over here you can define, more specifically we don’t even have it defined here, but if you really want to define a complicated process that several people are responsible for several steps of that process, you can do that here. You can say Assembly is responsible for this part of the process, but perhaps the head of this department is responsible for that. Again, I’m kind of mixing up the data here a little bit. But you get the idea.

3:05 Then there are support docs.  Let’s say for example that there was a support doc for this step that you wanted to attaché to this. You could do that. For instance let’s say that this is the form, blank form. You could attaché a blank form by right clicking and inserting a file. And you can insert a file right into this. Let’s do that now. Go to my documents and let’s just insert a file here. So I’ve got a text document here that I’ve inserted.

3:42 Then on the right there is a button for index. This allows me to see all my procedures as a handy list subcategorized by department and category. In this case the department is Operations and Products in bold. The category is Handbook Policies and facilities and of course the actual items here indicate the actual procedure. Notice there have a green dot next to them that tells me the status of the procedure. In this case they are both approved. Let’s take a closer look at what I mean by status. So you get four choices in status here: unassigned; in process; pending approval and approved. Often times a procedure is something that is defined by more than one person. So it can be written by one person and approved by another. So if you are in the middle of writing a procedure you would define that as in process. If you have a procedure that is already written, but it’s unassigned, you could define it as that way. Pending approval means it is written but pending approval. And then approved is the procedure is written and approved and implemented.

4:58 These buttons down here allow you to click unassigned, I don’t have any unassigned, let’s click approved. And it shows me I have two approved, zero unassigned, zero in progress and zero pending. So these are just quick find buttons that allow you to immediately find all the different status of your procedures. Cause in most organizations this list of procedures will be in the hundreds.

5:22 Down here you define the author. That’s the person who wrote it. The person who wrote it isn’t necessarily the person responsible to carry it out. Or not even necessarily the person to over see it. Then you can enter a date; when it was approved, when it was implemented and so forth. There is an area here for additional notes on the procedure in general. Down here you have an area where you can see the time and date that the procedure was entered and the date and time it was modified. In addition to specific docs for step that we could attaché to this procedure, we can have general up to five additional documents that define this procedure. So you can see this allows you for infinite detail as far as how you manage your processes and procedures.

6:14 We will take a look at categories in just one second. Let’s first pop over here to the standards. Now the standards are those things you define on whether the process and procedure was successful or not. It’s a measurement as to whether or not it’s successful. It’s the standards by which you judge this process. So for instance, a standard for the vacation request process is no more than 2 people in the Database Services department can be scheduled for a vacation on the dame day. This includes the director. Sick leave before or after a scheduled vacation is not acceptable and must have a doctor’s note. So you can kind of get and idea here that this is the standard by which the process is defined. It kind of says here are the rules; here are the standards by which we are judging this process by. And that’s as important as the steps itself. Having the steps is great. Having the standards really completes the process.

7:08 Categories: If you click on categories, this allows you to define how to categorize your procedures. So we can categorize the procedures by department, yes. But there will be so many procedures when you’re done with this process that you will need to have additional category by which you define that. So in Operations I may have several categories: Handbook Policies, Facility Policies, Maintenance schedule for hardware and things like that. So that is where you can define your categories. And once you define your categories they become available to you here as a drop down. Now notice in this case my department is Operations. I only get the category Handbook Policies. So the categories are smart in that they’re attached to a department. Let’s create a new one. Let’s say I have a new category in the Products Department. And notice how it sorts here under its subtitle. And this policy will be Product Packaging. Now if I were to have a, let’s go to our other record here where I actually have the department as Products, I know have Product Packaging as a category I can select. Click on the index and you can see here that Product Packaging is my category that I just selected. And both of these are approved and in green.

8:45 So that’s how Procedures works. You can print these procedures. When you do it will print procedures and then steps, and then on a second page it will print procedures and standards. So you get to see your steps and standards side by side and you will be able to have a really great way to document everything that your organization does, how it does it, the standards it is judged by and this is really essential to being organized as well as streamlined and efficient within an organization. Thank you for watching.