Organizational Development for Knowledge Management at Water ...

• T15-00002 is used as a high-level introductory parent document for Customer Care Policies.
• T18-00002 is used to define an IT system in terms of its architecture, policies, and processes.
If a template that meets your needs cannot be found please contact Continuous Improvement (8-4357,
option 4).
Templates may be modified or added to this process document without processing a version change of the
parent document. The version of the template is noted in the footer of each.
1.8.1. Titling Documents
The document title should be a brief description of the document’s purpose or process being
performed. For Title guidelines refer to the Process Owner Manual, I01-00002.
1.8.2. Document Classification
When a new document is created it is assigned a unique number. This unique number remains
with the document throughout its life although the process may move to another division,
department, or section.
Other key information regarding the document is recorded in the QBD Databases. This
information is used to differentiate and sort the documents according to Division, Department,
Section, Location, or Function.
The only required field is Division. All other fields are optional with the exception of the 5 digit
unique number. Use Department, Section, Location, and Function codes only if it will assist users
in easily sorting through the database to locate a particular document. Drop down menus are
loaded into the Draft Process Documents Database to provide a view of available options for each
field.
Location codes should be used on a limited basis. Location is used only when the process
document pertains to one physical location. An example is a security plan for a specific facility or
site.
Determination of document level is based on the definitions in Section 3.0 and made by
Continuous Improvement at the time the unique document number is requested based on the
description of the process provided by the Process Owner.
1.8.3. Numbering Attachments
The overall effectiveness of documents can be improved if associated forms, charts, graphics, etc.
can be included. Attachments are usually left in their original application, such as Word, Excel or
PowerPoint. They are assigned an attachment designator followed by a sequential number and
then the unique number of the Parent Document. For example, the first form for this document is
numbered F01-00002, the second form, F02-00002, etc. The attachment version is designated by
a month and year placed within parentheses. An example is (01/2003). Both the attachment
number and the version must be indicated in the attachment’s footer.
If the attachment is more than one page, the page number should also be placed in the footer.
The attachment designators available are as follows:
A = Agenda (used to provide format for meeting agendas)
C = Chart (a flowchart or reference table that does not require information to be entered into it)
D = Drawing (used for CAD drawings, schematics, etc.)
E = Exercise (used for training exercises and in-class practice; not scored or measured)
F = Form (used when information of a restricted size is to be filled into pre-designated fields; can
be filled out on paper or electronically)
G = Graphic (used for graphics or pictures, such as examples of completed forms, templates,
reports, or screen prints)
I = Information/Instructions (used for instructions, user’s guides, manuals, scripts, etc.)
M = Measurement (used for evaluating or measuring understanding of course material of the
participant/student)
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