Electricity Distributor's Policy and Procedures Library System

B

blairaby

#1
I have been given the task to improve an electricity distributor's policy library.


2 streams
  • system
  • procedures and structure
The aim of the 2nd point is to rationalise procedures. But to do so I am first improving the current templates and defining a structure. The current structure is org chart dependant and has been "broken" through successive org structural changes.

The approach that I am thinking of taking is to, for all 9 policies (one page policies), these include safety security health environmental, hr, asset management, risk management etc. implement a sub category underneath each individual policy and then allocate documents in to the sub categories.

For instance HR policy would have a sub category of recruitment, all the recruitment procedures and forms would sit in there.

Once sub categories are defined and then work (with my team) with the owners of the sub categories to rationalise procedures


What are your thoughts?


Facts
  • We have 2500 (live) procedures, forms and drawings. 1100 are drawings/ specifications.
  • Multiple certified systems- iso 14001 and as 4801, information security quality system, and a tiny meter data unit iso 9001 compliant system.
  • No current mandate to implement a ISO 9001 system around the structure
 
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G

George Weiss

#2
To: Eslmar Cove thread post person, "greetings",
.
I notice you are a first-time thread-poster, and so say hello!
.
I see you could be in any country, and work in the electricity distribution, and want help with building a new quality system, (QMS).
Your issue(s) are within the scope of ISO14001/4801, and most are not standard defined, (yet).
I am George. I am greeting you at the door so-to-speak. There will be more, and better response posts than mine.
I have opinions and facts on your post, and sometimes they mix. (I am told that I am full-of-it)
Your comments indicate use of:
ISO-14001 for Environmental issues towards the US EPA or other agency.
ISO-4801 for Occupational Safety issues towards the US EPA or other agency.
.
When looking for help in a quality forum, a course is usually international standard based and guided.
ISO 9001 as a base or similar guidance document is a good course even without certification.
There are many already made QMS, (quality management systems), which can be used as templates to be found.
A [Google Seach] would find many.
Almost all comments would reflect past experiences with various standards.
Using these frameworks allow a giant collection of tools.
Asking for a new wheel might direct you to one already made.
Are you looking to improve a process or just put it all back together with the 2010 year look?
There are many Power Distribution associations, which gather to develop more effective plans.
What is your overall goal in this QMS, (quality management system), re-write?
Some places to review:
Power distribution report @
http://webhotel2.tut.fi/units/set/raportteja/dg/yleiset/Loppuraportti_DENSY.pdf
Australian power distribution codes @
http://www.esc.vic.gov.au/NR/rdonlyres/E2092E29-305A-404C-B074-9623519C0D87/0/RI_ElectDistCode_20060101_C05_13367.pdf
African ELECTRICITY DISTRIBUTION NETWORKS
REHABILITATION AND RESTRUCTURING PROJECT 2
http://www.afdb.org/fileadmin/uploads/afdb/Documents/Project-and-Operations/Pages%20de%20Tunisia_-_AR_-_Electricity_Distribution_Networks_Rehabilitation_and_Restructuring_Project%5B1%5D.pdf
.
SEARCHING FORUM FAQs & INFORMATION IS VERY EASY
[Search]…..This forum has been around for over 10 years with a vast collection of historical information and current advice.
I would always recommend a visit to this collection by pressing the [Search] button on the upper part of page.
It is this forum’s FAQs vector engine, with this quality community’s responses.
By searching for your subject like "process template", "uncertainty", or "ISO 9001",
you can find a lot of subject specific help.
[Post Attachments List]…..Small green button at the top center of page with the search capability for past forum examples of all kinds, like forms, templates, pics, work instructions, and etc.
[The Wiki]…..Above the Post-Attachments-List button is another information source.
In closing, the fine print:
…..I make comments and reference Google-searched reference materials in most of my responses. I try to walk the intention of the hyper linked material’s copyrights by offering these references which are assumed to be for personal educational use, unless a public government site such as FDA, EPA, OSHA, NIST, and etc. is references. Please do not ask anyone on this forum, for copies of any for-sale standards documents, programs, or protected property. I am an amateur forum member, and suggest a paid professional for legal advise.
…..I hope that I helped you, and if I somehow offended you, by opinion or comment, then I apologize.
Reading and writing posts can be confusing. Also misunderstandings are common.
Good Bye!
 
Last edited by a moderator:

Jim Wynne

Staff member
Admin
#3
I have been given the task to improve an electricity distributor's policy library.


2 streams
  • system
  • procedures and structure
The aim of the 2nd point is to rationalise procedures. But to do so I am first improving the current templates and defining a structure. The current structure is org chart dependant and has been "broken" through successive org structural changes.

The approach that I am thinking of taking is to, for all 9 policies (one page policies), these include safety security health environmental, hr, asset management, risk management etc. implement a sub category underneath each individual policy and then allocate documents in to the sub categories.

For instance HR policy would have a sub category of recruitment, all the recruitment procedures and forms would sit in there.

Once sub categories are defined and then work (with my team) with the owners of the sub categories to rationalise procedures


What are your thoughts?


Facts
  • We have 2500 (live) procedures, forms and drawings. 1100 are drawings/ specifications.
  • Multiple certified systems- iso 14001 and as 4801, information security quality system, and a tiny meter data unit iso 9001 compliant system.
  • No current mandate to implement a ISO 9001 system around the structure
Welcome. :bigwave:

The general structure you allude to is similar to what's been referred to in ISO 9001 systems as a "documentation pyramid" with policies at the top, then procedures (general statements of the steps or operations in a process) then work instructions-- the "how to" for each step or operation. There are also forms, of course, which might be used at any of the levels.

It's a widely-used structure and (to me) seems best suited for situations like yours where there are a lot of documents. In addition to establishing the structure of the system, you'll also need to consider documentation control, regardless of whether you're interested in certification.
 
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