1. Process and Procedure Documentation
Getting Started

2. Agenda Why document processes and procedures?
What is process and procedure documentation?
Who creates and uses this information?
When should it be written and updated?
How are processes and procedures documented?

3. WHY?

4. WHY? Governance/Minimize Risk Compliance Communication
Continuity/Repeatability
Education
Process Improvement

5. WHAT? Document Objectives Process Flows
Process flows include activities, decision points, interrelationships, and systems and are used to analyze the process in terms of efficiency, effectiveness, and compliance.
Narrative Process Documentation
Process overview documents assist in the above analysis as well as communicate purpose, objectives, steps, and outcomes.
Procedural Documentation
Step-by-step procedures ensure business continuity, clarity, and compliance as well as providing a training tool.
Policy
Defining document for what, why, how, and who is approving/issuing.

6. WHO?

7. WHO Participates in Creating this Documentation?
EVERYONE involved in the process or procedure
Managers
Team Leads
Staff doing the work or impacted by the work
Include ALL departments and divisions impacted
Consultants may assist

8. WHO Uses this Documentation?
EVERYONE!
Management
Customers
Staff Employees
Legislators
Regulators
Auditors
Partners/Consultants

9. WHEN?

10. WHEN? New Process or Procedure
During implementation, all documentation is created and tested by all impacted departments.
Change to an Existing Process or Procedure
During implementation, all documentation is reviewed, updated, and tested by all impacted departments.
Periodic Review
Annually, review all documentation to ensure it is accurate. Use as part of continuous process improvement cycle to evaluate need for change (in conjunction with benchmarking).

11. HOW?

12. Know your subject matter
Highest Level First
Keep it SIMPLE!
Organized Manual
Skill Level Consistency
Standardized Format

13. Summary Why – What – Who – When – How KEY ELEMENTS OF SUCCESS:
Supported priority of management
Objective is to gain value from the documentation process
Set realistic expectations

14. NEXT STEPS? Create an Action Plan!
Determine staff responsibilities and training needs
Create work teams
Define and prioritize processes
Inventory existing documentation
Involve all appropriate departments
Draft documentation
Review and finalize documentation
Establish annual review process
Establish and monitor measures