Organizational Development for Knowledge Management at Water ...

P = Policy (used to define an organizational principle, rule, or established course of action to be
followed regarding Colorado Springs Utilities)
Q = Questionnaire (used for information gathering tools such as surveys)
Record = used when a record of a process is maintained in the document binder. (Legal Hold)
S = Slide (used to identify a PowerPoint slide file)
T = Template (used when a standard format is desired, but a specific field size is not practical)
1.9. Review Cycle
After a document has been created, it is useful to send it out for review. The review cycle is not required.
At times it may be helpful to proceed directly to the Approval cycle for routine version changes of a current
approved document or when the document has been reviewed by another method. The extensive review
process is primarily intended for the initial release of new documents or for total rewrites of existing
documents.
Paper Review Cycle
The review cycle can be conducted by distributing paper copies of the Parent Document and all of its
attachments to the Reviewers. Using the electronic method is preferred for tracking purposes. When that is
not feasible, this method also works well. Reviewers should include individuals or representatives from
groups asked to perform processes called out in the document. It is sometimes useful to also include prior
Process Owners in the review process to capture historical knowledge. Each Reviewer marks up and
returns feedback to the Process Owner.
If the Process Owner reviews the changes and does not agree with the change recommendations, he/she
explains to the person recommending the changes the reasons why they are not feasible.
If the Process Owner agrees with the change recommendations, he/she incorporates the changes into the
document.
Electronic Review Cycle
The Process Owner routes the process document using the Electronic Review Cycle.
The Process Owner selects the “Review” option and selects individuals from the Notes directory by
clicking on the twisty next to the “Reviewers” prompt in the Draft Process Documents Database.
Reviewers should include individuals or representatives from groups asked to perform processes called out
in the document. It is sometimes useful to also include prior Process Owners in the review process to
capture historical knowledge.
Document Reviewers are automatically sent an e-mail message by the system, informing them that a
document is awaiting review and feedback. The Document Reviewer provides feedback via the Draft
Process Documents Database. Instructions on how to track edits/comments can be found in the Process
Owner Manual, I01-00002.
If the Process Owner reviews the changes and does not agree with the change recommendations, he/she
explains to the person recommending the changes the reasons why they are not feasible.
The Process Owner incorporates changes as deemed appropriate and proceeds to the Approval Cycle. If
major changes have been recommended, the Process Owner may also elect to clear the Review Cycle and
Section 6.2 may be repeated until the document has been fully defined and discussed.
1.10. Approval Cycle
Submitting a document for approval can only be conducted using an Electronic Approval Cycle.
After the document has been reviewed and updated, the Process Owner requests signature approval by
selecting the “Approval” route and listing the Document Approvers. Approvers should include the
appropriate Manager/Supervisor of the process as well as individuals or representatives from groups who
perform a responsibility called out in the document.
At this time the Process Owner should consider who will need to be notified that the document has been
approved. This list should include users of the process, key stakeholders, and potentially affected interests.
The names and/or distribution lists can be added in the field labeled “Notification of Process Change.”
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