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2009-01-05: Knowledge Management - Locating Reference Data: I have a sound production software package that I don't get to use very often. There always seems to be a special process I have to go through to accomplish one task or another so I started keeping a notebook. Alas - it's been so long since I used the program I've 'filed' the notebook somewhere. I re-trained myself on the process I needed to follow to accomplish my task and create a new op-doc in my personal Op-Doc Wizard account.
2008-12-17: Knowledge Management - Training: After sending one individual through our training program for drafting it's apparent that some of the information is outdated. I went through each of the op-docs that pertain to drafting tasks and numbered them sequentially based on the skill set required to complete the task [lowest skillset level being #1]. We will start having weekly training meetings to go through each document one at a time and make sure the info is current and that everyone in the department has been trained properly.
2008-12-05:Knowledge Management - Training: An individual is transfering from another department and learning a whole new skill set. We've established a checklist for training with an op-doc for each step. Essentially the steps are a work through of a sample drafting project explaining the required concepts and specific software commands. I had the individual read through all of the documents then we started working through the sample project together. I took notes of the steps that were not explained clearly and revised the in place documents and added the new ones necessary to clarify the process. Beyond training the documents are now updated for future reference.
2008-12-04:System Innovation: Our proposal and contract preparation system has been targeted for a re-haul due to a change in personnel and the evolution of our company to better manage and communicate critical information. A committee has been formed to oversee this task. All of the current op-docs relating to the sequence of events that occur from the time a client calls to request a proposal to the point the client signs the contract were located. It was discovered that the relevant documents were not all linked by the same tag. The entire system was defined by 3-4 groups of documents and there was an information overlap with 2 or more documents touching on the same process within the system. To begin the work of the committee all of these documents defining how a request for a proposal is processed and tracked, how the proposal is created (depending on the type of work requested), how the fee is calculated, how the required research for the request is performed, etc. were grouped together with the same tag. The committee met and mapped out the current process identifying the steps that did not match the documentation. Each committee member was assigned to a group of documents to revise.
2008-12-01:Defining Accountability: The most critical functions of one department were discussed and listed. A review of the op-docs related to the department revealed which functions were well documented and which were not. It was also determined that some of the functions that were well defined were not being adhered to in practice and it was not clear who was accountable in some instances. An action plan was established to train the individuals involved to ensure they clearly understand what they are accountable for in each function or task that is currently documented. Further, assignments we made to document additional processes.
2008-11-25: Compliance Review: There have been some important policy changes recently and it's important that everyone be aware of them. By reviewing the compliance report I am able to see which people have not read the changes yet and send them an e-mail reminder to review the new documents.
2008-11-24: Knowledge Management - Locating Reference Data: My company uses many standard notes and specifications for the creation of construction drawings. These standard notes are grouped together in op-docs which are further related by tags. Using the Op Doc Wizard I was able to quickly locate the required information and a simple copy and paste inserts the latest note into my drawing. One of the software packages we use for design has a particular parameter that must be used to insert special text. The particular reference page has been pulled from the help manual for the software and inserted as an exhibit into an op-doc along with further direction on how the parameter is applied specifically to our company standards. All of this information is lterally right at my finger tips where in the past I would have to sift through the help manual to find what I needed and then hopefully find my notes from the last time I required this infrequent function.
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