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Procedure Tips and Benefits Back to Service
A procedure is a written document or instruction detailing all steps and activities of a process or procedure. Procedures may be written for any activity - operations, maintenance, administration, safety, IT (programming), laboratory, risk assessment, etc. These should be carried out without any deviation or modification to guarantee the expected outcome.
Benefits
Measurements
Procedures are written to standardize actions within a work task. When procedures are written at the appropriate level of detail and consistency (no authorship indicators), they not only provide consistency for performing a safe job and reliability of performance, but also can be used as a basis for measures and identifiers of behavior for safety, efficiency, and process productivity.
This reliability provides a basis for measures when conducting a process hazards analysis, root cause analysis, near misses or, etc. (had the procedure been followed).
Work Culture Improvements
When many of the employees are involved in the procedure development process, quality of the material is more assured through multiple reviews and consensus.
Rolling out (implementation) a procedure program is also facilitated because there will be ownership and associated pride because many employees have had a hand in its development.
Well developed procedures reduce any confusion and remove any guess-work.
Tips
Procedures are based on tasks; tasks that should be based on a job task analysis (JTA). A good JTA will not only include a task list, but will also identify tools, skills, and safety issues involved with performing the task. The JTA should also include what are called weighted factors such as frequency of performance, complexity, and criticality. The JTA is conducted with a variety of area subject matter experts (SMEs).
Before procedure writing begins, the level of detail should be clear. This is determined by the target audience, as well as the frequency or complexity (length) of the procedure performed, e.g., the start up of a process.
Procedures need to include the specific steps aimed at initiating, coordinating, and recording the results of the activity; these should be tailored only to that activity. In general, procedures should contain the following:
- Purpose statement
- Description of the scope and applicability of the work
- Responsible personnel and qualifications
- References
- Health/Safety information
- Tools/Equipment
- Procedural steps in sequence
Good procedural steps contain simple action statements which provide ease of comprehension and clarity, both to the new employee or the incumbent who may not have performed the procedure recently.
Any potentially hazardous situation addressed in the procedure is preceded by a WARNING or CAUTION depending on type of potential hazard (chemical exposure or rotating equipment). Not only should the warning or caution be stated, but what action should be taken for protection.
NOTEs which alert to an unusual or specific situation/modification, should also appear before the step. These should be used sparingly. A procedure with a lot of notes usually indicates a need for training program improvement.
Procedural steps may also include quality control/assurance steps (traceability, material verification, self-checks, calibrations, etc.) usually associated with ISO oriented procedures.
Operating limits and consequences of deviation can be addressed in a procedure. This information can also be a stand-alone document, which tends to make any management of change easier.
Now the process of developing the material begins. The technical writer should begin the process by first observing the task being performed, then a review with subject matter experts (SME) to verify the procedural steps and ascertain the knowledge and skills required to perform the procedure.
The procedure is then drafted in either outline format or interactive format (sign-off checklist style). Once drafted, the procedure goes to technical review; assessed and verified to be technically correct by consensus of your workers, usually by other subject matter experts.
The final stage is approval by the authorizing personnel. Each procedure is then rolled out for outside operators, DCS operators, administrative, lab, and maintenance workers, etc., for certification/training.
Management of Change
Any modification or deviation from a given procedure should be thoroughly investigated and outcomes of the investigation documented according to the internal deviation procedure. Procedures should be regularly updated to assure compliance to the regulatory requirements and the working practice. Changes of procedures occurs when there is a change in the procedural process itself, or a change of equipment. Part of the MOC activity should also be to update any related procedures.
Now is a good time to gather the information from all the outgoing workers before much of the experiential knowledge is lost.
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