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Managing Process DocumentationIntroductionEvery organization has a mission whether the mission is explicitly stated or not. All organizations derive tangible goals from their mission statements. Organizations perform several activities in their effort to meet these goals. Quality managements systems establish organizational standards categorized as policies, processes, work instructions, templates, checklists and guidelines (The Process Documentation) on how such activities are to be performed so as to meet specific quality goals. Most quality management systems also measure the performance of these processes and use such measurements to improve the processes. Characteristics of Process DocumentationProcess documentation is complex -- especially when all key processes of an organization are documented. Organizations evolve with changing business environment. As a result, process documentation is subject to continuous change. Individual users of process documentation may require instant access to the process documentation, often when the user is about to carry out an important task. Process documentation represents valuable intellectual property which needs to be provided to individuals on a need to know basis. The Management ChallengeThe basic tasks of creating a repository of process documentation, controlling changes to process documentation, distributing relevant documentation to those who need it are complex enough. Add to that the need for quality audits, tracking audit reports, measuring process performance, creating and maintaining trend charts and the task becomes nearly impossible without the help of a dedicated process document management software. Process Document Management Software (PDMS)A good PDMS solution enables the creation of a central process document repository. In addition, such a system will provide easy to use interface to create users and groups who can securely access the process documentation. A good PDMS will also allow publishers of process documentation to organize documentation into categories or folders. In addition, it will allow properties to be attached to documents. One example is attaching the Key Process Area (KPA) to each process document. A PDMS can add real value, when it allows virtual folders of process documentation to be created on the fly, based on criteria like the KPA defined by users. This allows users to access all relevant documents relating to a specific task or activity. Need less to say, this will significantly improve the genuine use of process documentation. By allowing for online reviews and tracking versions of a process document, a PDMS can effectively control changes to process documentation. ConclusionProcess documentation is a valuable organizational asset. Organizations can use a PDMS solution to simplify the management and use of process documentation. A good PDMS solution can significantly improve an organization's ability to evolve in response to changing business situations. The Enterprise Services Group of Sankhya helps organizations define and deploy a PDMS using the DMS AppBundle. For more information, please contact sales@sankhya.comRelated LinksThe DMS AppBundleTM - Enterprise Document Management System
KeyWordsProcess Quality Documentation ISO 9001 9001:2000 CMM ISO 14000 |
