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Overview
Basic Procedure Writing
NewGen Synergistics Inc.O r g a n i s a t i o n P e r f o r m a n c e S p e c i a l i s t sV a l u e d A d d e d R e t a i l e r T T G S y s t e m s
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Procedure Writing Agenda
Communications Cycle. Writing Procedure Overview. Procedure Title and Purpose. Basic Principles to Follow. Action Step Construction. Validation Process. Closing and Qualification Process.
The Communication CycleIn Procedure Writing
Message– Includes the following types of information
• The technical content that should be included in a particular procedure. The quantity of information, such as the appropriate level of detail for the intended users.
• The sequence of the technical information, such as the logical organisation of the tasks and the steps in the procedure.
• Information about the user of the procedure, such as the level of detail to include in the procedure, a user's response to the instructions, the user's purpose and motivation, the user's level of training and education, the user's experience in performing the job, and the user's knowledge of the topic.
The Communication CycleIn Procedure Writing
Medium– The medium of the message refers to its "packaging."
• Packaging is the document design features that a writer can use to make the procedure easier to read.
– The packaging includes the method of access of the procedure such as online viewing, hard copy binders, single sheet prints that are good for a limited period of time, etc.
The Communication CycleIn Procedure Writing
Sender– The sender is the writer.
• The writer determines the needed message and develops the procedure in a medium suitable for the intended environment.
The Communication CycleIn Procedure Writing
Receiver– The receiver is the user of the procedure. The writer must be
aware of the intended audience(s), including users and reviewers.
– The writer must consider the user's purpose, level of training and education, and experience. Ideally, the user provides feedback to the writer as to the usefulness of the procedure.
Writing Process Overview
Planning.– Systematic organisation of materials, subject matter experts
and outline of procedure.
Drafting.– Development of procedure text following guidelines for format,
readability, ease of use, and consistency.
Validation.– Structured evaluation of procedure to ensure that business
requirements and document construction guidelines are met.
Procedure Title and Purpose Statement
Establish clearly what the procedure is and why it is being done.– What does it contribute to the business?
The first items developed are a clear, concise title and a purpose statement.
Procedure Title and Purpose Statement
Procedure Beginning.– Example from Robot Palletising area procedures.
Procedure Format and Document Design
Each procedure must be designed and written to:– Allow the user to be certain that the procedure is the correct
one for the job.– Make the procedure easy to use.– Clearly organize the steps needed to complete the task.– Give clear directions that enable users to learn and / or
complete tasks.
Here are some guiding principles to make procedure writing easier...
Principle 1Provide primary procedure identification.
– Include the procedure number.– Include the revision status.– Give evidence of approval.– Identify the procedure's category.– Identify the originating/responsible organization.– List the procedure type, for example, administrative vs.
operating.– Procedure subtypes (e.g., operating, maintenance or computer
transaction procedures).
Procedure Format and Document Design
Procedure Identification.– Example from Safe Working Practice header.
Procedure Format and Document Design
Procedure Identification.– Example from Safe Working Practice footer.
Principle 2Give page identification information on all
printed pages of the procedure.– Include the procedure Title.– Include the revision number.– Include the page number.– Include print date.
Procedure Format and Document Design
Procedure Identification.– Example of printed document information.
Printed on Date
Document Title Page 1 of 5
Main text of document as printed from the system.
Document Location
Principle 3Identify all current revisions.
– Revisions are identified and old version is linked to bottom of current version.
– Old version stored in the website.– Place the revision number on every page.
Procedure Format and Document Design
Procedure Identification.– Revisions are identified as version 001, etc as per previous
methods in the ISO documentation.– Revision 001 does not appear until procedures have been
developed, approved, put in use and then changed for technical content.
Principle 4Identify related action steps.
– List steps in sequence.– Visually distinguish sub items.– Visually group tasks and subtasks.– Visually establish a hierarchy of steps.
Principle 5Establish consistent verification methods.
– Provide a verification space.– Establish a standard placement.– Display spaces consistently.– Establish a standard method.
Procedure Format and Document Design
Procedure Format.– In SWP, verification is always on right side of action step. May include
pictures or diagrams, hyperlinks to related information and procedures.
Principle 6 Use graphics to
enhance text.– Organize data and
process information.– Illustrate a process
or system.– Use legends or keys.– Ensure readability.
Procedure Format and Document Design
Principle 7Use effective data sheets.
– Give location instructions.– Relate data sheets to procedure sections.– Allow adequate and appropriate space for entering
data.
Principle 8Identify and reference attachments and
appendixes or linked graphics.– Give comprehensive information.– Identify attachments and appendixes consistently
and clearly using standard formats.– Give proper page identification for hardcopy
reference or linking to electronic documents.– Specify proper use.
Procedure Format and Document Design
Procedure Format.– Example of graphic that go with step in a typical procedure.
Principle 9Visually organize the information.
– Use standard page template.– Use effective line spacing and typeface.– Provide sufficient space for recording information.– If new templates are required, design them.
Principle 10Emphasize important information.
– Use standard techniques.– Use emphasis techniques appropriately and
sparingly.– Be consistent in the types of emphasis techniques
used.
Procedure Format and Document Design
Design and Layout.– Examples of Notes, Dangers, Warnings, Cautions, Important and Tips with
brief explanation of where each is used.
Dangers, Cautions and Notes
Problems.– The following problems with dangers, warnings, etc
have caused performance errors:• Danger/Warnings/etc that contain action steps.• Danger/ Warnings/etc that are located after a step.• Action steps that contain Danger/ Warnings /etc
information.
Principle 11Identify prerequisite information first.
– Provide guidance.– List preliminary actions.– Give scheduling requirements.– List special equipment or safety items needed first.– State prerequisite information or skills that must be
verified.– Include safety information and control measures.
Procedure Format and Document Design
Design and Layout.– Information required as part of the Safe Working Practice Template.
Principle 12Use References and Branching to link to
associated information.– Provides link to upstream or downstream
procedure.– Provides access to supporting legal or business
data.– Should be used as and when necessary but not to
the point that is confuses the users.– Should be linked electronically where it is possible.
Referencing and Branching
Referencing– refer to… document on…– record on… in accordance with…– per… using…– see…
Branching– go to (forward or backward)– return to (backward only)– exit… and go to… (for extra
emphasis)
Procedure Format and Document Design
Design and Layout.– Example of a “go to”
situation in a Procedure.– Notice the electronic link
because of the networked system.
Principle 13Use simple and direct language.
– Avoid vague pronouns.– Use short, precise sentences.– Devise a method to identify the person performing
the task.– Use standard and consistent acronyms,
abbreviations, terms, and definitions.– Write the action statement so that the subject,
“you”, is understood.– State the direct object of the verb.– Use language that provides direct commands and
avoids complex terms.– Identify those responsible for actions.
Principle 14Use verbs consistently.
– Use verbs that are familiar to the user.– Include the verb's object.– Ensure that the order of performance is clear.
Action Step Construction
Simple Command Statements.
THIS: Pull the PALM button.
NOT THIS: The PALM button shall be pulled
Action Step Construction
Use of Location and Object Modifiers.
Action Verb Object Location
THIS: Record reading on Data Sheet.
NOT THIS: Now you record the reading in theappropriate blank located on the DataSheet.
Action Step Construction
Using Command Format Statements.
Command: Close the insertion head door.
Passive: The insertion head door shall beclosed.
Action Step Construction
Identifying the Responsible Person / Group when important to do so.
INCORRECT: Obtain a chemical sample.
CORRECT: Have Chemistry take a chemical sample.
Action Step Construction
Vertically Listing Multiple Objects.
6.1 Open relays:
16Z201A16Z201B16Z201C16Z201D
Action Step Construction
Use Task Headings when there are sub procedures to be identified.– Example from typical Procedure.
The Final Stage of the Procedure Writing Process
Reviewing and validating– The procedure is organized by tasks and steps within each
task.– The procedure contains the appropriate information.– Attachments correlate with the information in the body of the
procedure• Designed and referenced correctly
– All standards for mechanics of style have been met.
Validation
Validation is a comparison of the written procedure with the actual task in actual work environment to check performance.
Validation Principles
Technical Accuracy– The technical source material should be accurate and up to
date.– Tolerances should be expressed as ranges to reduce the
possibility of error.– Equipment names, equipment numbers, parts, and units of
measure should match the technical sources.– Validation, signoffs, and approvals should be included
according to company policy.
Validation Principles Written Correctness
– The appropriate format should be consistently used to improve the procedure's readability.
– The level of detail should be complete enough for the least qualified user to perform the task.
– User decisions must be made in a logical order, and instructions must be provided for all possible decision outcomes.
– Figures, tables, and data sheets should be useful and well designed to reduce the chance of error.
– Adequate room for calculations should be provided where calculations are required.
– Referencing and branching (electronic or otherwise) should be used only where it adds value. If used, references should be complete, appropriate, and correct.
Your Role in the Process
The role of the individuals in these training sessions will be to write the procedures.
Inputting will be done by somebody else.
Implementation will be through the Team Leader or qualified person who will sign off the individuals for each SWP.
Validation Checklist
When large numbers of procedures are being validated at one time, a checklist can be used to keep track.
A document development tracking spreadsheet is used.
Other temporary checklists are used to ensure involvement and sign off of multiple shifts when required.
Refer to User Guide Resource Material for an example.
Validation Methods
Walk-Through in the Plant– Advantages:
• Faster than the actual performance method• Can be combined with training• Relatively inexpensive• Allows time for interruptions, questions, answers, and user
reactions• Allows validator to observe user reactions• Allows validation of most or all steps that do not require hardware
responses• Will not damage equipment unless operated by the user
– Disadvantage:• Does not allow validation of hardware responses to user actions
Validation Methods
Walk-Through in a Mock-up or Simulation– Advantages:
• Faster than the actual performance method• Can be combined with training• Relatively inexpensive, using an existing laboratory or mock-up• Allows time for interruptions, questions, answers, and user reactions• Allows validator to observe user reactions• Allows validation of steps that do not require plant responses• Will not damage plant equipment
– Disadvantages:• Does not allow validation of hardware responses to user actions• Is not an accurate validation if the mock-up does not exactly match the
actual plant
Validation Methods
Talk-Through or Tabletop– Advantages:
• Convenient• Relatively inexpensive• Can be repeated as often as necessary• Can be performed anywhere
– Disadvantages:• Cannot validate equipment nomenclature• Cannot use equipment responses to test the user's decisions• Cannot check how procedures are used in the field
Validation Methods
Actual Performance– Advantages:
• Most exacting method, reflects the “real world”• Can observe equipment response
– Disadvantages:• Could damage equipment if procedure is incorrect• Time consuming
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