1. establish committee structure 2. management committee 4. osha safety committee 1. food safety...

1. Establish Committee Structure

2. Management Committee

4. OSHA Safety Committee

1. Food Safety Committee

3. Technology Committee

Guidelines for Installing Elements of the 21st Perspective™ Management System1






1a

About Commitment and the Committee System

The 21st Perspective Management System uses a committee system to provide continuity between the programs and elements. In addition to providing a forum for exchange of ideas and concerns they also give employees a sense of participation and responsibility to the greater good of the organization.

The establishment of a formal meeting ground and, more importantly, the maintenance of the system by top management is the best ongoing reconfirmation of management’s commitment to the program.

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Guidelines for Installing Elements of the 21st Perspective™ Management System

http://www.21st-perspective.com/resources/see%20job%20descriptions.htm






1b Guidelines for Installing Elements of the 21st Perspective™ Management System





3. Technology Committee 21st Perspective SoftwareWork Order Module

2. Establish Inspection Routines Tracking & Monitoring


2 Guidelines for Installing Elements of the 21st Perspective™ Management System








2a

The 21st Perspective ‘WorkOrderModule’ enables the entering of inspection results; observations of deficiencies and the tracking of corrective actions through a work order number system. Every observation that is entered can be tracked and recorded for future verification of diligence.



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3. Conduct Business Mapping

What do you make How do you make itHow do you Secure it - HACCPHow do you sell itHow do you Ship It






21st Perspective Software4. HACCP Charting

21st Perspective SoftwareWork Order Module





What do you make How do you make itHow do you Secure it - HACCP How do you sell itHow do you Ship It










3a

HACCP charting is a process of describing families of production lines by flowcharting the processes and indicating the potential for risk within those processes. Detailing methods of avoiding risk and correcting situations that are out of specification are an important part of this procedure.



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5. Occupation Descriptions Responsibilities Authorities Function Job Descriptions Tasks Operating Steps Quality Tips Food Safety Tips OSHA Tips


21st Perspective SoftwareJob Description Construction

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4a

The Job Description Construction & Maintenance Module is the database that holds all of the job procedures that have been disclosed during the HACCP stage. In addition to those disclosures it also manages the ongoing development of job descriptions through annual revues of all jobs and tasks.



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& Maintenance










Catalogue ExistingManagement Resources



5. Occupation Descriptions Responsibilities Authorities Function Job Descriptions Tasks Operating Steps Quality Tips Food Safety Tips OSHA Tips 21st Perspective Software

6. Edit/Publish Employment Manual



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5a

Edit/Publish Employment Manual completes the requirement that employers need to know what to expect of their employees and employees need to know what to expect from their employers.



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21st Perspective Software7. Edit/Publish the

remaining policies, forms and procedures required

by audit









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by audit

6a

There are numerous formal policies, forms and statements of procedure that are required by the auditor as evidence of commitment and compliance.

The 21st Perspective uses templates that serve as negotiation starting points with management to be refined until they properly reflect the philosophy and realities of the business.



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by audit









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by audit

21st Perspective Software8. Install the Committee

Meeting Manager









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by audit


Meeting Manager

7a

The Committee Meeting Manager is the engine that controls the scheduling of committee meetings. It automatically publishes meeting agendas and meeting minutes. It also integrates committee resolutions into the Work Order system to track performance. .. Click for next slide


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by audit


Meeting Manager









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5. Marketing/Finance Committees







by audit


Meeting Manager









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by audit


Meeting Manager

8a

If a company is going to go this far into implementing a management system they might as well include committees for marketing and finance so as to take advantage of the Work Order system and the job procedure definition Click for next slide



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& Maintenance












by audit


Meeting Manager









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by audit


Meeting Manager

21st Perspective Software9. Install Fee-Based Virtual

Auditing Module

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by audit


Meeting Manager

21st Perspective Software9. Install Fee-Based Virtual

Auditing Module a) Intranet (client manages)

b) Internet (we host & manage remotely)

9b



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all materials - copyright Gary Nickel 2004

More Details on the Elements making up The 21st Perspective Management System

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http://www.usptechnology.com/

21st Perspective Software The Committee Structure

The Committee Structure

The 21st Perspective Management System uses a committee structure to provide continuity between the programs and elements. Committees generally work best when they meet regularly, agendas are distributed in advance so that the proceedings don’t wander around uselessly, accurate minutes are published promptly and the considerations and resolutions are real.

In addition to providing a forum for exchange of ideas and concerns regular, structured, decision-making get-togethers also give employees a sense of participation, influence and responsibility to the greater good of the organization.

The 21st Perspective System channels all of its elements and reporting routines through the various committees and provides a summary of progress for the Management Committee.

The most important of these are the safety committees. Their memberships are made up of a broad selection of line and staff employees. Their diversity ensures that a wide variety of eyes to see things from different perspectives and experience. Regular group inspection tours also helps non-production employees to understand day to day production challenges. Other committees also benefit from this cross department understanding.

The safety committees are required by most formal safety programs. The 21st Perspective takes this a step further by giving safety committee members a way have a real, tangible and verifiable influence on the proceedings.

Generally speaking the committee Chairperson (Chair) has exclusive access to a database screen which enables the chair to approve and promote entries into the meetings. Committee members have screens that allow them to submit suggestions and observations and view agendas and minutes.

It is vital that this entry and approval routine be established and maintained. Any system, human or electronic, is only as good as the data that it sees.

Management’s commitment to the continuity of the program represents the guts of the commitment of top management to the program and is essential.

The boss must commit to performing, or provide the resources to perform, the various data entry functions so that the system can remember and remind. If those functions are kept up and the group discusses operations within this structure an amazing amount of efficiency will be gained and everyone’s job will become easier.

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Work Order Module The key requirement of any auditing system is the ability to document and verify the correction process. Can you show that you have inspected and implemented corrections.

The 21st Perspective ‘WorkOrderModule’ enables the entering of inspection results; observations of deficiencies and the tracking of corrective actions through a work order number system. Every observation that is entered can be tracked and recorded for future verification of diligence.

The Committee Chair has responsibility and authority to maintain the WorkOrderModule database. Prior to a meeting the Chair prints a report that lists the new observations of the most recent inspections as well as reports of outstanding proposals and outstanding Work Orders for review by the committee.

The ‘WorkOrderModule’ sequences the observations as Observations, Ideas, Proposals, Work Orders or Completed Work Orders. The Chair “promotes” items, by checking a box on the Chair’s screen, through the various stages until they are marked as completed.1.Ideas are promoted to proposals. The proposals are discussed by the committee members after which they may be 2.Promoted to Work Orders and marked for action. 3.When the Work Orders are completed they are marked as completed and reside in the database as evidence for the auditor.

This principle of tracking applies to all committees and each committee chairperson has control of the database. Any committee member may access the committee database at any time through a personalized screen interface and submit an Idea.

In preparation for an upcoming meeting the chairperson reviews the Ideas. The chairperson may regard some Ideas as trivial but may promote other ideas to Proposals for consideration by the committee. If the committee decides on a course of action the Proposal can be promoted to a Work Order and is tracked through completion.

By accessing their personalized screens the committee members can contribute significantly before a meeting is actually held. The WorkOrderModule is the engine of demonstrating and verifying due diligence and is the base Element in the program. A company can benefit significantly by implementing only this set of components. It will add a degree of formality that small business owners often can’t find.


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The HACCP Process

HACCP charting is a process of describing families of production lines by flowcharting the processes and indicating the potential for risk within those processes. Methods of avoiding risk and correcting situations that are out of specification are an important part of this procedure.

Often it is difficult to get employees to document everything they do and how they do it. For one thing they may not really know; they just react. For another; they may be reluctant to reveal their tricks because it represents a sort of job security for them. Many times a small business owner doesn’t feel he can ask for all the information he needs; it cause a confrontation and unrest. In any case the lack of documentation of these factors represents a real threat to the business; either through a direct threat to consumers or a threat to customers in the form of poor product performance which bounces back as lost sales.

A properly conducted HACCP process can bring all of that information out. After all, it’s mandated by safety requirements, no one can object and it’s being done by an outsider so the interviewer can go into as much process detail as necessary to make sure that all of the process stages representing risk are properly documented.

HACCP is a systematic approach to the identification, evaluation, and control of food safety hazards based on the following seven principles: 1: Conduct a hazard analysis.2: Determine the critical control points (CCPs). 3: Establish critical limits.4: Establish monitoring procedures.5: Establish corrective actions.6: Establish verification procedures.7: Establish record-keeping and documentation procedures.

The 21stPerspective system goes farther into the HACCP discipline by integrating all of the Critical Control Points and corrective actions directly into the job descriptions.

In the 21st Perspective system job descriptions are reviewed regularly and the items tagged in those descriptions as relating to the HACCP program receive particular attention from the safety committee during these reviews

While HACCP, (Hazard and Critical Control Points) is usually associated with food manufacturing The 21st Perspective uses the same principles to improve product quality in all other industries. After all the principles of producing a product that is safe for people to eat is similar to producing an aluminum casting that is always within spec and always satisfies the customer so we also refer to it as Helping Analyze, Correct and Control for Profit and we believe the principles apply to all industries.

21st Perspective Software HACCP Charting

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Job Description Construction & Maintenance

The Job Description Construction & Maintenance Module is the database that holds all of the job procedures that have been disclosed during the HACCP stage. In addition to those disclosures it also manages the ongoing development of job descriptions through annual revues of all jobs and tasks.

A key component within this element is the definition of Function, Authority and Responsibility. These last factors cannot be spelled-out until most of the job description work has been done. Only after we discover what people really are doing and what they should be doing can we begin to refine their functions negotiate their Authorities and Responsibilities.

It is amazing how much information can be deposited into this database in a short time.

21st Perspective SoftwareJob Description Construction & Maintenance

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21st Perspective Software Developing Employment Manuals

Edit/Publish Employment Manual completes the requirement that employers need to know what to expect of their employees and employees need to know what to expect from their employers.

The Employment Manual is the contract between the employer an the employee that fills in all of the other information that is important to both parties and to their families.

The Job Description phase has spelled out how someone in an Occupation should do the job, how they should perform each task, how to avoid problems and what to do if there is a problem. The Employment Manual tells them the same kind of information except it’s for everything that is not related directly to their Occupation. It covers everything that is common to every one of the employees and the employer.

One of the often overlooked factors in an employees performance, outlook and attitude is the attitude of the families at home. Well, what did he say about it? Did you ask him? Are questions that should be answered in the Employment Manual. What about vacations, days off, sick leave, tax withholding, maternity leave Military Reserve duty and all of the other day to day issues that cause anxiety at home. A clear contract between the two parties can make a real impression at home.

A well documented Employment Manual also has a guide manual for supervisors and managers to help them answer the questions that they receive daily.

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21st Perspective Software The Remaining Forms, Policies and Procedures

The Remaining Forms, Policies and Procedures

There are numerous formal policies, forms and statements of procedure that are required by the auditor as evidence of commitment and compliance.

The 21st Perspective uses templates that serve as negotiation starting points with management to be refined until they properly reflect the philosophy and realities of the business.

These forms normally track and record the critical functions and activities during handling and production.

In fact, most traditional safety only programs center around the use of these type of forms to manage the entire safety program and provide an auditor with verification. The 21st Perspective goes much further; in our system these forms are just the culmination of good management.

• See the section on “Program Highlights” for a further discussion on types of forms and procedures covered under this element.

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21st Perspective Software The Committee Meeting Manager

The Committee Meeting Manager

The Committee Meeting Manager is the engine that controls the scheduling of committee meetings. It automatically publishes meeting agendas and meeting minutes. It also integrates committee resolutions into the Work Order system to track performance.

The committee chairman controls the Meeting Manager for his particular committee. Members may make suggestions for agenda items (which, by the way, are saved in the database records) and the chair may decide to promote a suggestion to the agenda or not.

The Meeting Manager software automatically includes certain items in the agenda for the next meeting. Items such as tabled items, items that required further study, management issues that are automatically flagged for review by the settings of the software are automatically added to the agenda.

Meeting resolutions from the previous meeting are also included in the agenda as are new agenda items as suggested and approved by the chair.

In the case of the safety committees the results of the last group inspection tours are automatically included for group review and recommendation.

As long as the 21st Perspective is given the data it will never forget and part of its function is to remind committee members of all of the tasks that they need to do to fulfill their obligations as members of management and the committee.

This reminder function quickly becomes akey element in the managerial life of the company. In the past, in the heat of operating crises, the managers had to struggle to remember what routines they needed to complete. The 21st Perspective makes it easy by reminding them and giving them a central format to comply.

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21st Perspective Software Using the 21st Perspective to Help You

Manage the Rest of your Business

Using the 21st Perspective to Help You Manage the Rest of your Business

If a company is going to go this far into implementing a management system they might as well include committees for marketing and finance so as to take advantage of the Work Order system and the job procedure definition……

•

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Install Fee Based Virtual Auditing Module

The ongoing possibilities of providing online hosting and review of system results also represents an area of opportunity for a continuing revenue stream for the consulting advisor. And with an ongoing contract the 21st Perspective System revisions and updates can be kept current for the client. New report formats and reporting methods can be automatically added to the client’s file.

Most consultants have an ongoing relationship with their clients and the audit reports of the 21st Perspective are a good way for the advising consultant to review the performance of the company and to help their client fine tune their management system.

This audit can be accomplished in a number of ways. If the client chooses to have the system hosted remotely, for a fee, the 21st Perspective System can actually provide quarterly management performance reports which the consultant can then use to help the client overcome previously unnoted problems.

The presentation of the quarterly reports can also lead to additional revenues for fine tuning performance.

In addition to preparing for audit reports by external agencies such as AIB, the records maintained by the 21st Perspective can give accurate reports on compliance with other management disciplines.

For example promptness of submitting regularly scheduled reports by individual managers can be summarized for review. How many customer complaints have we experienced. Which managers have had the highest ratio of having ideas and observations transformed into action and whose ideas have been too trivial. How long has it taken to get work orders done, who has been lagging behind, have all of the performance appraisals been done, is everyone keeping up with reviewing job and task descriptions……

21st Perspective Software Install Fee-Based Virtual Auditing Module

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1. establish committee structure 2. management committee 4. osha safety committee 1. food safety...

Documents

management committee4

perspective management

osha safety committee1

food safety committee3

inspection routines

committee structure2

perspective workordermodule

committee systemthe