JulianTalbot.

com Procedure Template

Table of Contents

ABOUT THIS PROCEDURE 3

GENERAL PRINCIPALS 4

INSTRUCTIONS 4

FORMAT 4

CONTENT 4

CRITERIA 4

DEVELOPMENT 5

APPROVAL LEVELS 5

REVIEW 6

DISTRIBUTION 7

LOCATION 7

CONTROL 7

NUMBERING 7

RESOLUTION OF DISPUTES 8

SUBMISSIONS 9

APPENDICES & DOCUMENTS 10

ABOUT THIS PROCEDURE
Working Title Procedure Template

Number PR0001 Revision Draft

Issue Date To Be Advised Revalidate By March 2022

Author Julian Talbot

Custodian Librarian

Approved By The Boss

Purpose The purpose of the Template is to describe the content, format,

preparation, issue & review of Procedures written by JulianTalbot.com.

It provides practical guidance as to how JulianTalbot.com (JT.com)

carries out it’s business. This Procedure is intended for use by all
persons required to write or review Procedures for JT.com.

Scope This document applies to all Procedures relating to and generated by

JT.com.

References JT.com Policies Manual

Definitions Procedure
A clear and precise documented description of an activity. A well-
prepared procedure will detail the What, Why, When, How, Where and
by Whom of the activity. It shall also specify explicitly the safety critical
steps or aspects and who is responsible for the ‘barriers’. A procedure
does not express policy or how a group of activities are managed, this is
set out in the JulianTalbot.com Management System or in a Code of
Practice.

Code of Practice
A Code of Practice describes how a particular set of activities should be
carried out. It usually reflects "best practice" and sets a standard agreed
to by those with a specific interest in the activities to which it applies.

Custodian
The person responsible for approving the document and ensuring that
it is kept current.

Further Web Site: www.juliantalbot.com

Information

E-mail: julian@juliantalbot.com
GENERAL PRINCIPALS
The following principles should be applied where possible to the development of Procedures:

 Procedures should be as "user friendly" as possible. Plain language is essential. Legal and
technical jargon should be avoided or very clearly explained.
 High quality drawings and photographs should be used to illustrate key points and add
interest to the text
 Procedures should be written primarily by staff who are qualified in the process and
approved by the CEO. Where appropriate, they are supported by user Guidelines and Case
Histories.

INSTRUCTIONS
To create a new procedure document:

 Check the document register to see if the procedure you are writing already exists or has a
number assigned (if not, create a new number).

 Review this document to ensure understanding of the requirements.

 Open the template (this document – PR0001) and “Save As” a new file using the format
“PR#### Document Name”.

 Change the footers in each section to add the document number.

 Change Title page and Introduction section as required.

 Review the template and delete irrelevant sections, whilst keeping mandatory headings.

 Use the “Styles” embedded in this template to maintain consistency.

 When adding text from other sources, use the “Paste Special” / “Unformatted Text” option
to maintain the same fonts & Styles within the document.

 Replace the Table of Contents using the “Template” format option.

 Refer to following sections for approval process.

FORMAT
This current document follows the required format and shall be used as a template for future
Procedures. Particular attention is drawn to the Introduction, Header and Footer formats.

The electronic versions contain pre-formatted styles which shall be adhered to. Refer to MS Word
help files or manual for information about using Styles.
CONTENT
The Procedure should follow the format of this template and, where appropriate, address the
following:

1. Classification (Restrictions on who may view the document)

2. Body of the text using headings as appropriate to the subject matter

3. Location of relevant documentation or forms

4. Avenue for submissions to improve the Procedure

5. Dispute resolution process

CRITERIA
Procedures should be established where a need can be identified against the following criteria:

1. Complexity of the activity and subsequent potential for misunderstanding.

2. Re-work rates for an activity are higher than comparable activities and/or consume a
disproportionate amount of time

3. Customer feedback indicates a need for further quality assurance.

4. Requirement for involvement of multiple parties.

5. Frequency of which the activity is conducted.

6. Duration of time for which the Procedure will stand without ongoing review and
modification.

DEVELOPMENT
Once the requirement and scope for a Procedure has been established, the following steps should
be followed:

1. Establish the need for a new Procedure.

2. Identify relevant HSE requirements, legislation and Standards.

3. Consult with others regarding recommended ‘best practice’ and content.

4. Using plain language, draft a Procedure based on the requirements of the standards identified.

5. Check the accuracy of legal and technical content.

6. Submit the Procedure to the relevant line manager with the names of authors, the plans for
publication, distribution and promotion and information on consultation that occurred during
the development process.

7. Await written advice regarding approval.

8. Produce the Procedure and publish it on the appropriate Intranet.

APPROVAL LEVELS
Approval levels shall be set at the minimum appropriate level. Procedures should be written by the
person who uses them most, and approved by their immediate supervisor.

Where procedures apply to a larger group the custodian and author shall be the person who is
responsible for the majority of day to day interaction with the group. Their supervisor would
normally approve the procedure, however where procedures can have an impact upon human
resources or the good name of the company or workgroup it may be necessary for the relevant line
manager to authorise the document.

The COO shall determine the custodian and person who may approve a procedure by majority
decision, however in the event of a dispute, the CEO’s decision shall be binding.

Minutes of a meeting shall record any decisions made together with criteria used to evaluate the
decision.

When making a decision as to who shall formally approve a procedure, the COO shall consider at
least the following:

1. The end users of the Procedure, in particular their authority and scope within the company and
statutory requirements for outside groups;

2. The impact a procedure may have upon the good name of the company and/or workgroup;

3. The security classification of the procedure;

4. The level of authority required to implement a procedure within the company;

5. The frequency of which the procedure may be subject to change.

REVIEW
Examination of a Procedure by the Custodian with the purpose of:

(a) Ensuring it is in the correct format

(b) Ensuring it covers What, Who, How, When, Where and Why

(c) Ensuring it is technically and functionally correct.

The procedure for review of Procedures is as follows:

1. The Custodian shall review Procedures at their re-validation date, or as often as may be
identified by changes to relevant activities. Input should be invited from all ‘interested’ parties.

2. Present the reviewed document to the COO.

3. The COO shall approve the document or return it for further review.
DISTRIBUTION

LOCATION
Procedures should be made available to parties who require them via the relevant webpage and
actively promoted to those who may have an ‘interest’ in the information or activities outlined.

Decisions as to security classification and distribution shall be made by the relevant line manager
however in the event of a dispute, the COO’s decision shall be binding.

CONTROL
Procedures are electronically controlled documents and printed copies should be considered
uncontrolled documents.

NUMBERING
Procedures shall be numbered by inclusion in a register, which is available on the Intranet. The
control of the register shall be by the administrative office staff.

Numbering shall be in chronological order.

The format for numbering is as per the number in the footer below.

This document for example is numbered: “PR0001” (PR stands for Procedure).

As existing documents are reviewed, they shall be brought into the register.
RESOLUTION OF DISPUTES
The overall process is outlined below, however each Procedure may make refinements as
appropriate. The Party in dispute shall:

1. Review the supporting documentation referenced in the Procedure.

2. Review any Codes of Practice, Case Histories and Guidance Notes which may be available to
help assist with interpretation.

3. Contact the Custodian for clarification or to make a submission.

4. The Custodians decision shall be binding.

Where it is felt that the Custodian does not have sufficient level of authority, a written submission
may be made to the Chief Operating Officer. The COO shall review the submission and may confirm
that the decision was made by the correct person (in which case the decision will stand) or may
determine a new Custodian who shall make a binding decision. The COO shall respond to a
submission within 21 days.
SUBMISSIONS
Submissions from ‘interested’ parties on ways to improve a Procedure should be made to the
‘Custodian’.
APPENDICES & DOCUMENTS
For appendices, the header and footer should be as per the main body of the document.