Oracle Tutor: Five Key Roles To Transform Your Policies And Procedure Project

The executive staff in an organization must collectively agree to the importance of having current and accurate policies and procedures available to the employee population. Tutor provides model documents, software, and a proven method for implementing a policy and procedure program. However, people make successful documentation happen. The entire documentation process can take a few months to two years, depending on the size of the organization and its goals. Organizations should take a project-management approach when implementing the Tutor policy and procedure program, and recruit the following roles from their ranks, to build a winning team.

  • Executive Champion

  • Process Documentation Project Manager

  • Process Owners

  • Document Administrator

  • Document Specialists

Executive Champion
This individual is the mentor for the policy and procedure documenting team. The individual should be a senior manager, such as the company president, CIO, CFO, the vice-president of quality, manufacturing, or engineering. The business process owners have primary day-to-day responsibility for continuous improvement and communicating improvements with policy and procedure initiatives. The ultimate responsibility for business process improvements invariably lies with a senior business executive. The policy and procedure "champion" often has board-mandated, executive-level responsibility to drive business procedure optimization and transformation projects.

Process Documentation Project Manager
The project manager may report to the Executive Champion. They evangelize continuous improvement and provide the executive bridge between several business functions. This person is responsible for process governance, and actively manages the firm's policies and procedure initiative.

Process Owners
These individuals have the authority to determine how a process operates, and the responsibility to make sure it continues to meet customer and business needs today and into the future. Each Process Owner edits existing process documents and develops new process documents for their designated area of expertise.
Authority and responsibility are used to describe a process owner's role. However, that does not mean Process Owners should be dictators. Quite the contrary, good Process Owners know they will get better results if they include all, or a representative subset, of the employees who perform the activities to help manage the process. It is the Process Owner's decision about when, why and to what extent to share authority.
Each Process Owner is responsible for knowing what is critical about a process or activity. They must understand what about the output is important to customers of the process and to the business, and must have a thorough understanding of how his or her process fits into the overall scheme of the business.

Document Administrator
Under the direction of the Documentation Project Manager, the Document Administrator supports the development and maintenance of process documents by doing the following:

  • Coordinating and tracking the implementation and maintenance of process documents

  • Keeping master copies of all published process documents

  • Updating or inputting documents on the publishing PC

  • Creating and distributing desk manuals

  • Notifying each employee affected by a document change

  • Maintaining the archive of all process document changes

Document Specialist
Under the direction of the Documentation Project Manager and/or the Document Administrator, the Document Specialist assists the Process Owners in the development and maintenance of process documents.

Keep it moving
Once the winning team has been established, the Executive Champion must make sure the team has all the tools they need to manage the process effectively. Establish open lines of communication between senior management and the team, to ensure that all potential roadblocks are avoided and that sufficient resources are allocated. Have formal methods to keep top management abreast of progress

Emily Chorba
Product Manager, Oracle Tutor


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