In order to create a more efficient, compliant, and effective organization, Procedure Programs that yield and sustain sets of relevant procedures and supporting documents are developed and implemented through the use of DuraBante’s GUIDE Methodology. Developed by DuraBante, GUIDE stands for: Gather, Understand, Intent, Document and Execute.
Under this system, procedures are first categorized by the organization’s objectives and scope of action as well as equipment, systems and locations. Then, procedures are written in alignment with these groups and with the associates performing the work.
Once the need for a procedure has been identified, the GUIDE methodology is utilized in accomplishing the various phases of procedure development and implementation. It has been found that better acceptance from personnel and a sense of ownership leading to sustainability is achieved through this method.
The Gather phase provides a systematic methodology for gathering supporting material for the creation of procedures and the identification of stakeholders. All relevant information and documents on the subject are collected for review. This may consist of internal documents, regulatory references, acknowledged industry experts and partners, and interviews with personnel. By gathering consensus from applicable and relevant stakeholders at the beginning of the process, accountability is set early through collaborative and supported conversation.
The Understand phase builds and assesses information providing the foundation for the design documents. A gap analysis between the material collected and the content needed to develop a complete procedure is performed. Interviews are conducted with personnel and subject matter experts ensuring full understanding of the material and the intent behind the procedure. This provides 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.
During the Intent phase, design documents are built, providing standardized templates for the creation of individualized procedures. Document Templates, Style Guides, and Document Numbering procedures are utilized, ensuring all documents are produced from one representative design standard.
As appropriate, impacts for new procedure implementation are reviewed followed by incorporation of potential supporting documentation and transfer to other procedures.
DuraBante uses language that makes sense and collaboration on content presentation in order to both fully engage the users and provide understanding of the project. This is ensured by the circulation of completed drafts for review and comment. The next step is to submit the draft for approval. Dual signature approval methods are utilized ensuring acceptance by both the program and document owners. The program owner is responsible for content and the document owner is responsible for implementation. This methodology increases communication and understanding between stakeholders.
The Execute phase uses an integrated approach, focused on communication and incorporation of change management strategies, thus, reducing the friction and frustration normally associated with procedure enactment and change. Administration of the newly created procedures are brought about through a sustained training and revision approach. Included in this are training documents and face to face training of staff in managing the creating, reviewing, validation and continued maintenance of the newly adapted procedures. DuraBante’s training approach brings a sense of material significance and ownership for the organization’s trainees. Inclusion of personnel in the procedure development process ensures both understanding and a sense of commitment to procedure implementation, thus increasing the overall rate of success.
While policies are designed to influence and determine all major decisions and actions, and all activities which take place within the boundaries set, procedures are the specific methods employed to express policies in action in the day-to-day operations of an organization. Together, policies and procedures combined with supporting documents constitute a system of requirements and directives which are written and translated into actionable steps resulting in the intended procedural outcomes.
The final set of procedures and supporting documents are designed to work together as a system which is defined by the procedure program and its purpose, application, and audience. Source documents are utilized in limiting actions derived from the Program and typically include: Policies, Program Plans, Standards, Specifications, Templates, Regulations and Licenses. The documents produced to implement actions within these limits include Procedures, System Descriptions, Instructions, Check Lists, Job aids, Normal Operating Conditions, Training Materials, and Guides that collectively communicate required actions for meeting clear objectives. The scope of these documents varies according to organization, equipment, and location to accommodate the familiarity of the user with the topic and its intended use.