Presentation: Comprehensive Policies & Procedures

Information Resources UNIT

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

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