Op Doc Wizard

The Op Doc Wizard originated as a tool designed specifically for Mohave Engineering Associates, Inc [MEAI]. MEAI is a civil engineering and land surveying company that currently employs 42 people. Several years prior to the Op Doc Wizard (with 26 employees) MEAI began exploring solutions to the many frustrations associated with a growing business. In general MEAI's management team was looking for ways to systematically evaluate and innovate all aspects of their operations. In particular they were searching for ways to expedite the training process for new employees, ensure consistent results, and instill a higher degree of accountability at all levels.

This process started with a motivated group of employees meeting on a regular basis and prioritizing systems that needed to be documented. The documents themselves would come in many different forms, with each group member taking their own initiative as far as the naming and formatting of documents, where they were stored, etc. The pace was slow at best as most put this initiative on the back burner while day to day operations took precedence. As MEAI continued to grow the need for systemization became more apparent and the unorganized documentation process became more of a burden.

As a solution MEAI assigned several staff members the specific duty of pulling all of the documents together into one format and manually cataloging them. Specific individuals were also charged with organizing notebooks of documents for each employee and making sure that the documents were read and complied with. During this time a lengthy process developed for new system documentation. Several different departments each held regular meetings to prioritize and assign system documentation. Once a document was created it was manually passed between the various individuals required for approval and implementation. Individual system notebooks began to grow to unmanageable proportions. Many of the documented systems were not being followed simply because employees did know where to find what they were looking for even if they knew a document existed.

With the initial Op Doc Wizard framework all of the existing operating and system documents were pulled into one application. System documentation is now an embedded part of the company culture. Production has increased because everyone in the company has an easy reference for infrequently performed tasks that used to literally consume hours just trying to find someone that knew the specifics. Commonly referenced data such as application forms and company strategic measurements have also been incorporated into this system. Training time for new employees has been reduced to a fraction of the past now that a system exists to provide instant, up to date training manuals. Accountability has increased now that the company policies, job descriptions, and duties are all part of one, easy to navigate, system. Most importantly, the Op Doc Wizard has made MEAI better at innovation now that systems can be analyzed in context of what used to be done (saved document revisions). Employees now have an easy place to log suggestions and actually follow the process as these suggestions get implemented. MEAI continues to benefit from a growing body of knowledge because suggestions and comments are permanently logged.