SamplePolicyandProcedureAssessmentTaskDetailsThetasksinvolvedinperformingaPolicyandProcedureAssessmentinclude:1.Reviewexistingpoliciesandprocedures2.Discusswithadministratorofpolicyorprocedure3.Interviewmanagementandemployeesconcerningpoliciesandprocedures4.Analyzefunctionalityofpoliciesandprocedures5.PreparePolicyandProcedureAssessmentReportKeepinmindthateachpolicyandprocedureshouldbeevaluatedbasedon:·Thecongruenceandalignmentwiththeorganizationvision,mission,strategyandvalues·Linkagestocriticalprocessesandperformancemeasurements·Themessageitsendstoemployees·Themessageitsendstothoseoutsidetheorganization·Undesiredeffectscreatedbythepolicyorprocedure·Costaffectedorimpactonbusiness·Discrepanciesbetweentheintentofthepolicyorprocedureandtheresult·Inconsistenciesinapplicationandadministrationofthepolicyorprocedure·Employeeandmanagementperceptionsofthepolicyorprocedure____________________________________________________1.ReviewexistingpoliciesandproceduresObtaincopiesofallrelevantpoliciesandproceduresincludingmanuals,memos,trainingmaterials.Typesofpoliciesandproceduresthatmightbereviewedinclude:·Customerserviceguidelines·Hiringguidelines·Firingguidelines·Compensationsystems·Absenteeism·Sickleave·DressCode·Purchaseapprovals·Chain-of-commandprocedures·Employeegrievancepolicy·Budgetplanningandcontrolpolicies·Workprocedures·Skillandproceduretraining·UsermanualsC:\ent_dsgn\samplep.docThepurposeofthistaskistoexamineallwritteninformationandgatheronlythefacts.Thistaskshouldbedonethoroughly.Takingthetimetocarefullyanalyzeexistingdocumentscandecreasethetimespentinterviewingindividuals.Whenreviewingeachpolicyandprocedure,usethePolicyandProcedureReviewFormJobAidtorecordfactualinformation.Thisassessmentwillprovideageneralunderstandingofcompanypoliciesandprocedures.Atthispoint,initialquestionstoaskindividualsaredeveloped.2.DiscusswithadministratorofpoliciesandproceduresFollowingtheassessment,discussallrelevantpoliciesandprocedureswithouttheparty(s)responsiblefortheadministrationofeach.Forexample,discusspersonnelpoliciessuchasabsenteeismwiththeappropriatepersonintheHumanResourcesDepartment.Budgetproceduresmightbediscussedwithsomeonefromaccounting.Indecentralizedorganizations,identifythepersonwhodevelopedthepolicyorprocedureforeachareabeingassessed.Discussthepoliciesandprocedureswitheachofthosepeople.Usetheinformationgatheredinthefirsttasktoguideyouinyourquestions.Thistaskwillalsohelpyoufillinthemissinginformationfromthefirsttask.Pointsfordiscussionmayinclude:·Alignmentwiththeperformancemeasurements·Historyofthepolicy/procedure(reasonforit,pastchanges,etc.)·Intentofthepolicy/procedure(ifnotclearfromthedocumentation)·Actualapplicationofthepolicy/procedure(practicevs.written)·Employee/managementperceptionsofpolicy/procedure·Effectofpolicies/proceduresinpracticeThisinterviewcanshedlightonproblemsassociatedwithpoliciesandproceduresaswellasotherfactsabouttheorganization.Somethingstolookforinclude:·Pastorganizationproblems·Valuesofmanagementasexpressedbytheintentofpolicesandprocedures·Inconsistenciesinapplicationofpolicyorprocedure(sendsmessagetoemployeesthattheywillnotbetreatedfairly,createsanimositybetweenworkgroups,etc.)·Matchbetweenwhatissaidintheorganizationandwhatisdone3.InterviewmanagementandemployeesconcerningpoliciesandproceduresTheseinterviewsaredesigned...
