Program Development

The Procedure Program must have a clear description of the philosophy, values, and principles that underlie the program provide guidance for all treatment decisions, program decisions, and evaluations; and are used to promote consistency, integrity, and sustainable effort across all provider organization units.

Setting clear inclusion and exclusion criteria define the scope for the audience most likely to benefit when the program is implemented.  The Procedure Program Plan documents these elements and provides a framework for implementation and sustainability:

  • Procedure Program Charter
  • Essential Element Descriptions
  • Operational Practice Profiles
  • Procedure Program Plans
  • Plan Attachments

A Procedure Program Charter is developed and agreed upon by the stakeholders to cement commitment and detail roles responsibilities.  The Charter also documents each organization’s objectives to integrate them throughout the Procedure Program Portfolio.  Stakeholders are identified within the organization, and supporting company departments, and Industry Partners and Regulators.  Interviews are arranged that identifies and establishes requirements.  This potentially avoids defensive and subversive actions by those without a voice.

Procedure Program Elements relate requirements and principles with essential functional roles, and core activities.  Clear Essential Element Descriptions that describe the functions performed must be present to say that a program exists at a given location.  Operational Practice Profiles describe the core activities that allow a program to be teachable, learnable, and doable in practice; and promote consistency across practitioners at the level of actual service delivery.   These create the elements of Procedure Program Plan as well as supporting Plan Attachments such as Procedure Standards, Design Principles, Format and Syntax Guides, and Templates)

Program Support

DuraBante’s Program Support services are designed to ensure that activities are planned, managed, controlled, coordinated, and supervised to meet program goals, objectives, and stakeholder’s expectations.

It is critical to the success of any program that status, risks, issues and concerns be continually addressed and the risks mitigated.  In addition to program structure, industry experienced subject matter support provided as requested. DuraBante’s team apply a structured yet customized standards-based approach that enables one to measure progress of plant to program goals that meet specific organizational, equipment and business objectives.

  • Self-Audit
  • Gap Audit
  • Program Plans Revision

Two type of audit services are offered to accommodate a variable and fixed scopes.  Both Self-Audits and Gap Audits can be done in an ad hoc manner or as part of a routine audit cycle.  A Self-Audit is used to accommodate the review and verification of a program, procedure, or set of documents where the review is limited to within the document and not between documents.  The effort depends on the number of elements to verify within each document resulting in varied effort.   To provide flexibility, this effort is priced as a Time and Expense effort and scope, price, and special terms and conditions defined in the Task Order.

A Gap-Audit is used to accommodate the review and verification of a fixed portion programs, procedures, or other unique set of documents.  The number of documents and elements within the review set is fixed in this approach.   It is priced as a Firm-Fixed Unit Cost effort per 1000-unit count that is the multiplication of the number of elements to be reviewed within a document and the number of documents reviewed.

Program Plans Revisions are minor changes and edits to an existing Program Plan resulting from program audit and review actions that are ad hoc as needed or routine as defined in the program plan.

System Documentation

System Documentation

The System Documentation phase provides a systematic methodology to identifying stakeholders and gathering supporting material for the creation of procedures.

The GUIDE Methodology provides a repeatable and measurable approach to the development of a Procedure Program Portfolio for Operations Organization that supports common objectives and communicates those as Descriptions.  By gathering consensus from applicable and relevant stakeholders at the beginning of the process, accountability is set early through collaborative and supported conversation.  Examples of System Descriptions include:

  • Plant Procedure Program Charter
  • Requirement Descriptions
  • Source Verification
  • Source Inventory
  • Procedure Inventory

A Plant Procedure Program Charter is developed and agreed upon by the stakeholders to cement commitment and detail roles responsibilities.  The Charter also documents each organization’s objectives to integrate them throughout the Procedure Program Portfolio.  Stakeholders are identified within the organization, and supporting company departments, and Industry Partners and Regulators.  Interviews are arranged that identifies and establishes requirements and documented as Requirement Descriptions.  This avoids defensive and subversive actions by those without a voice.

Source Verification and validation are independent tests that are used together for checking that a procedure meets requirements and specifications of the supporting program and that it fulfills its intended purpose. Verification are tests that your procedure meets the technical program requirements written in the Procedure Program Plan and should assess accuracy to the program standard.  Validation tests are tests of effectiveness of the Procedure and will be discussed later.

Sources of supporting material are identified from each Stakeholder and a Source Inventory is begun to ensure completeness and applicability. The scope of this inventory addresses both engineered and operational systems. Avoiding duplication is principle within the approach and allows referencing guidance, existing procedures, directives, and policies. Gathering the relevant documentation from stakeholders in any format starts in this phase and continues throughout the design process.  This builds a view to the current state of documentation as a Procedure Inventory and provides a baseline to assess and prioritize needs.

Process Alignment

The Process Alignment phase builds and assesses the information and provides the foundation for the design documents.

By assessing and prioritizing the functions of the activity as well as the familiarity the personnel has with its performance a type of target document is determined.  Instructions and procedures are also grouped by program and authority as defined in the numbering and naming standards.    Services that support this effort include:

  • Functional Index
  • Procedure Goals and Objectives
  • Gap Analysis

Grouping information by Source and then building a Functional Index specific to additional categories like Plant Systems and Equipment, Subject Matte Experts, Departmental responsibility and the detail and audience of the source documents allows the team to make and document decisions.

As clarifications are compiled, Procedure Goals and Objectives are refined and revised in the Program Charter to form the program principles necessary to create the procedures. This approach brings standardization by allowing procedures to be developed from a standard template.

A Gap Analysis is performed that applies the materials collected against this standard to provide a view of not included stakeholders, source materials, and requirements.  This is one of the first measured checks within this GUIDE methodology.  This provides the Operations Organization with a tool to capture knowledge from within the organization and from external stakeholders.  This phase is extremely important to mature industries where knowledge is currently retained in a tribal manner.

Process Design

This process design phase builds the design content for the documents from vendor and Client descriptions of Equipment and Operations using the guidance and templates provided by the program to create individual procedures.

Services include:

  • Equipment Vendor Documentation
  • System Descriptions
  • Operational Process Descriptions
  • Plant Procedure Program Design Standard
  • Plant Specific Attachments
  • Plant Operational Indexes
  • Plant Document Naming and Numbering Conventions
  • Remote/Local Control Descriptions
  • Automatic/Manual Control Descriptions
  • Valve Line-ups
  • Breaker Alignments
  • Electric Panel Schedules
  • Equipment Alignments
  • Normal Operating Conditions
  • Systematic Changes Request

It also is the phase that fills gaps of information identified during the Process Alignment Phase.  Cataloging Equipment Vendor Documentation information and System Descriptions systems provides an index for the creation or verification of procedures and training documents.  Operational Process Descriptions are similar in form to the process descriptions but document operational processes (i.e.  Rounds, Notifications).

DuraBante provides Plant Procedure Program Design Standard that uses fleet level program documents to provide the principles and adds site-specific features to add function in addition to form.  These implementing documents create a repeatable and efficient design process.  Plant Procedure Program Design Standard instruct the organization on an implementation on unique approaches to the plant.  Additional Attachments for Templates, Operational Indexes, and Document Naming and Numbering Conventions are provided so all subsequent documents are produced from one design standard.  This is very important when multiple staff are collaborating documents to align responsibilities and keep the tasks focused.

Project Support

DuraBante’s Procedure Management Services are designed to ensure that activities are planned, managed, controlled, coordinated, supervised to meet program goals, objectives, and stakeholder’s expectations.

It is critical to the success of any program that status, risks, issues and concerns be continually addressed and the risks mitigated.  In addition to program structure, industry experienced subject matter support provided as requested. DuraBante’s team apply a structured yet customized standards-based approach that enables one to measure progress of plant to program goals that meet specific organizational, equipment and business objectives.

  • Verification & Validation Tests
  • Plant Procedure Program Plans
  • Plant Program Assessments

Verification and Validation are independent tests that are used together for checking that a procedure meets requirements and specifications of the supporting program and that it fulfills its intended purpose. Verification is performed prior to procedure revisions and is previously discussed above.  Validation tests are tests of effectiveness of the Procedure.  This is more subjective an asks does this procedure or program meet the purpose and objectives intended.   A number of functional Validation Tests are implemented including:

  • Source Validation
  • Use Validation
  • Table Top Validation
  • Drill Validation
  • Response Validation

Source Validation is the process of gathering, reviewing Source Documents listed in the procedure.  Record changes and make comments regarding the nature of the change on the working copy of the procedure.  Use Validation is the process of performing the task in the field as part of normal work using the procedure.  Record comments during the validation process on the working copy of the procedure.  Table Top Validation is the process where the procedure is read through, step by step, and potential problems with performance are recorded on the working copy. Drill Validation is the process where the procedure is taken to the work site (as applicable), comparing the information presented on the document to the actual tags and labels to ensure accuracy and consistency, and evaluating the ability to perform the steps as written, and recording potential problems with performance on the working copy. Response Validation is the process that is used in response to a failure or a potential failure of a process most commonly used as part of a root cause analysis. The procedure is to ensure accuracy and consistency, and evaluating the ability to perform the steps as written, and recording potential problems with performance on the working copy.

Similar to programmatic Performance Audits, Plant Program Assessments are performed on the documentation, records, and the effectiveness of the performance practitioners who are using the program but at a plant level.    This natural extension of the Procedure Program Plan drives sustainability of the larger program.  This assessment relates to the program philosophy, values, and principles; essential functions; and core activities specified in the practice profiles.  The Plant Program Assessments correlate actions with intended outcomes creating a measurable metric.  This can be done repeatedly in an ad hoc manner or as part of a routine revision cycle according to the individual Plant Procedure Program Plan.

Procedure Publishing

The Procedure Publication builds the individual Procedures from provided source material and is tiered to address level of complexity and effort.

Procedure Publishing includes developing procedures incorporating the gathered and validated information into templates based on the design standards.  These can include broad scoped Procedures, narrowly defined Instructions, and Checklists that Outline the performance steps.  The level of effort is described by three groups of work:

  • Plant Procedure, Level 1
  • Plant Procedure, Level 2
  • Plant Procedure, Level 3

Plant Procedure, Level 1 – Assumes all information required in the procedure template is available electronically and has been verified and validated.  This effort is primarily a word processing function moving existing information from a single procedure into a single template in the corresponding section

Plant Procedure, Level 2 – In addition to the Format effort, multiple procedures and source may generate a single procedure or conversely, Content from a single source procedure is copied to different procedures.  Simply put, all the information is available but must be reorganized as a system of procedures based on new Plant Procedure Index and function.

Plant Procedure, Level 3 – In addition items included in Plant Procedure Level 2, Elements of the Index are missing as well as sectional information needed to complete the template.  The additional effort is rooted in obtaining that information from plant personnel and files and completing the template with existing information.  The informational gaps are identified and recorded as open items in the procedure for future consideration.

Response Actions

As required by new operating requirements, equipment or changed functional roles within an organization, separate one-off Response Actions are used to restore the Procedure Program.

These actions are very condition-specific and the scope of each task is unique.   The need for Response Actions is most commonly discovered during Program Audits and may be implemented at either Program or Plant levels.

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