Organizational Development for Knowledge Management at Water ...

Master Document List – a list of approved process documents that contains the document number, approval date,
title, version, and process owner. The list is located in the Approved Process Documents Database.
Notification field – a location in the Draft Documents binder and the Process Tools binder used to list persons or
groups to be notified when a process is moved to the Approved Database (new or revised) or when a Process Tool
has been changed.
Obsolete Document – indicates a document version that has been replaced by newer information or a process that is
no longer valid. Obsolete documents are stored in an archive database and should not be used to perform work.
Parent Document – Level 1, 2, or 3 documents, which describe the process.
Process Owner – a subject matter expert (SME) who assures the integrity of the process document. See Process
Owner responsibilities in Section 5.3 for a more complete description.
Process Tool – an attachment that has no process-type information, see specific criteria in I05-00002.
Process Tools Database – the repository for Process Tools.
QBD – Quality by Design; the term used to identify the quality system for Colorado Springs Utilities and the
elements of the quality system. For example, process documents are maintained in the QBD Process Documents
Database.
QBD Activity Report – a report that lists current activity of the Approved Process Documents Database.
Documents are sorted by New, Revised, and Obsolete Process Documents. This report is updated daily and is
available as a sort in the Approved Process Documents Database.
Reviewers – individuals who have been identified by the Process Owner because they have valuable input to
contribute during the document review cycle. Reviewers may be Subject Matter Experts, customers, stakeholders,
etc. of the process.
Stand Alone Document – a document, such as Utilities Rules and Regulations, created by Colorado Springs
Utilities, but controlled through a method other than as specified in this process.
SECC – System Energy Control Center
Unapproved Document – an electronic or paper copy of a document from the Draft Process Documents
Database or an Approved Process Document located anywhere other than the Approved Process
Documents Database that does not match the version listed in the Master Document List.
URC – Utilities Resource Center
USU – University of Springs Utilities
Version – a term used to describe modifications of the same document. The version number appears in the header
directly under the document title. Attachment versions are indicated by the month and year in parentheses following
the attachment designator and parent document number; e.g., F01-00002 (01/2002).
SAFETY REQUIREMENTS
All Colorado Springs Utilities safety and health policy and procedure requirements shall be integrated into
any referenced operational procedures in this document. All safety related policies and procedures
contained in this document must comply with the Safety and Health Program Manual.
RESPONSIBILITIES
1.1. Continuous Improvement
• Ownership, continuous improvement, and maintenance of this process,
• Assuring document numbers are issued to Process Owners,
• Reviewing documents, working with Process Owners to correct problems, and moving them
to the Approved Process Documents Database,
• Moving obsolete documents to the designated archive location,
• Publishing reports of Approved, Revised, and Obsolete document activity,
• Providing support to USU for Process Document training,
• Assisting Process Owners as required,
©2011 Water Research Foundation. ALL RIGHTS RESERVED.