Document Pyramid - Level 2: Procedures, 2/2
Recap Level 2, p2
The previous post, Document Pyramid – L2 Procedures, part 1, we studied the basic parts of the second tier of the pyramid. Level 2 of the Document Pyramid says What actions are done, Where and When. Procedures also define Who is authorized to maintain and responsible to monitor its performance. A procedure is created when needed to maintain process efficiency and effectiveness.
Tier 2 plus
In this 4th post in the series, we’ll dive deeper into procedures to provide guidelines for content. Procedures in this hierarchical plateau are defined by the process designer and owner. A procedure is used to convey overall workflow of the macro process. Enough detail is provided to ensure the procedure adds value and achieves the desired results.
To improve understanding and provide clarity, procedures follow a standard flow and cover specific areas. Essentially, we describe in terms needed to ensure, in a procedure, the value-added process requirements to transform an input into the desired output is effective. This will be in various levels of detail focusing on workflow and not how the standard work is done. Many procedures follow the SiPoC workflow of the product or service to ensure understanding and clarity of the process information.
SiPoC
No, that’s not a Vulcan name or phrase. SiPoC is an acronym for Supplier, input, Process, output, and Customer and is the flow of raw goods, materials, and knowledge through the product/service creation and realization process for the customer. The SiPoC workflow is visually represented in the diagram below.
Your procedure will describe this process workflow. This is true whether you are creating a product and/or providing a service. This topic fills books, literally. For now, let’s avoid the tall weeds. Procedures focus on the general workflow of the process. The workflow is from supply input through output to the customer and not necessarily how the realization process is completed. We describe in a procedure terms needed to ensure the value-added process is effective. The description will be in various levels of detail focusing on workflow. Procedures are not how the standard work is done.
However, take note of the step at the center of the SiPoC workflow called Process. The Process has inputs and outputs. This is where the true added value of transformation takes place. As needed to ensure effectiveness of the process, you will use Work Instructions (Document Pyramid Level 3) to further define How to transform process inputs into the desired output.
Procedure Sections
Document content, what shall be included in the document, is defined in standardized way to enable clear and concise communication and training. Most procedures will include 10 sections;
Purpose
Scope
Responsibility and Authority
Resource Requirements
Definitions, Inputs, and Outputs
Related / Required Documentations
Description of Activities
Records
Risks and Opportunities
Reviews, Approvals and Revisions
Reference: ProcedureForm.docx
These ten sections are used to create a procedure that illustrate the workflow of inputs to an intended output. The Procedural steps/sections shown above follow the PDCI (Plan, Do, Check, Improve) workflow to increase success of training, consistency of results and improves outcome. Regardless of details and methods, the aspects shown above should be considered. The organization may decide that some of the information is more appropriate in a detailed step-by-step work instruction (which we’ll cover in the next post).
Remember, when the results are consistently good (meet or exceed defined expectations) and improving, the procedure is effective.
Next post; Document Pyramid – Level 3: Work Instructions