Employee handbook - streamlining access to common documents and processes
|What work was completed?||
The Office of the Provost documented all their processes and core documents into one binder. This binder is available for all employees within the Office of the Provost on the main drive as an electronic copy. They have 13 main sections and each section has an owner. The owner for each section is typically the one responsible for the processes documented under that section. The owner is also responsible for ensuring everything in their section stays up to date. This means if there are any changes to a process, they will need to update the hard copy as well as the soft copy. This process is also documented in the binder.
This project began with a major cleaning of the main drive and the Provost website. This ensures only the most updated documents are available. A project schedule and process map of this project was created and SMEs were identified for each section under the Office of the Provost. The project took 4 months to complete with 2-3 hours a day dedicated to meeting with SMEs to document steps in each process.
There is an owner of the binder identified as well, Kim Gingerich, for approvals of any changes. They also dedicated a meeting once per year in the summer to go over the binder with everyone to make sure it is up to date.
The binder also includes things like:
|What determined the focus in this particular area?||This project was initiated for Excellence Canada. There was a gap identified, processes of the Office of the Provost was not documented anywhere and the drive was unorganized. One of the main objectives of this project was to organize all core documents and to have all processes documented in one centralized area.|
|What were the overall results?||
All processes are now documented which ensures the continuation of work in the case of an absent employee, whether they are on vacation or sick, anyone from the department can look up any process through the electronic binder and learn how to do a certain process step by step.
Everyone in the department now uses the electronic binder specifically for checklists of certain processes and procedures.
|What did you learn (positives and challenges)?||
Please contact Raghda Sabry for any questions.