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Global Access and Real-Time Updates to Process Documentation

You are probably familiar with the phrase “change begins with measurement”, and many will agree that clearly defined and standardized processes are the ones that are most likely to top any performance measurement chart.  Unless everyone on your global team receives regular updates on new procedures and has easy access to process documentation, process deviations are likely to occur. 

A recent iPollingTM question asked members to comment on the technology solution used to centrally store process documentation.  Process documentation was defined to include policies and procedures, standards, guidelines, training materials, and various audit materials including backup and support.

As detailed below, roughly 60% use either shared drives or Microsoft SharePoint, with a variety of other software solutions also commonly used.

 central repository for Process Documentation ipolling result peeriosity

The good news is that issue of Process Documentation is getting attention with 95% of responding companies pursuing a solution.   Reading through member comments suggests that this opportunity will continue to receive attention.   Here are some of the supporting comments from members:

1.      We utilize a SharePoint site to store documentation that may be needed by external stakeholders. We are currently reviewing our document strategy.

2.      We have several different areas where we store our documentation, but we do not have a central repository at this time.

3.      Documentum is used as a central archive. Different document types have different retention strategies.

4.      We do use SharePoint for most of our process and training documentation, but are moving to a quality management system 3rd party product called ETQ.

5.      Policies & Procedures are accessible through our Company’s Intranet site. Audit materials (financial records – journal entries, reconciliations, accounts payable) and HR records are also scanned, stored, and available through a web-based application.

6.      The majority of our desk procedures and processes are stored on shared drives. This does not include policies.

7.      We are implementing a global repository that will host all policies and directives, as well as work instructions. We are also looking at leveraging a module within the Vitalize application to host other secondary documents (job aids, FAQs…).

8.      Forms, policies, and procedures are stored on an Intranet.

9.      We use a hybrid solution. We have ARIS, only the modeler modules, for process flows; SharePoint for documentation like policies and Desktop Procedures and BizAgi for automated processes. This 3-tier approach is based on utilization: ARIS is for presentation/training purposes; SP is for reference and storage of larger documents; BizAgi is for the automation part.

10.  We do not have a common centralized document repository, but agree we should consider one.

11.  We do have some documentation on a shared drive also. Working to consolidate.

12.  We are currently implementing a SharePoint Record Center for global policies. Qualtrax is utilized for non-financial compliance support. Shared drives and SharePoint sites are used for audits and other global documents.

13.  We use an internal IT Repository to store our training material and Procedures. For Accounting Policy, WebWork is used.

14.  We utilize SharePoint and shared drives for internal Shared Services and our third-party provider’s solution for outsourced processes. Considering an initiative to review commercial web solutions.

15.  We use an outside vendor to store all client documentation related to our services. Many internal documents are stored on a shared drive or in SharePoint.

Using Peerosity’s iPollingTM capability members can quickly see the range of options used by peers, with the ability to review supporting comments and follow up directly with peers to better understand similarities and differences. 

How is process documentation managed at your company? 

Who are your peers and how are you collaborating with them?

1 “iPollingTM” is available exclusively to Peeriosity member company employees, with consultants or vendors prohibited from participating or accessing content. Members have full visibility of all respondents and their comments. Using Peeriosity’s integrated email system, Peer MailTM, members can easily communicate at any time with others who participated in the iPoll.

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