Policies, what to write, by whom? 20080001
Please
view in web version
Hi, this is Emily.
This article is a sharing about how to design policies
and the frequently asked questions and the answers.
And, in the
beginning, I would like to suggest you not to ignore【Reference Resources( please click)】before reading this post, it will help
you think clearly while going through wording here………………………………………O.K, let’s
start it：
I met companies who
are discussing about building up policies, they all feel big work pressure from
it and say “What if I don’t know how to [write] it up?” However, if you still
feel this way after reading that 【Reference Resources】, you may feel relaxed or happier
after you get what I would like to say here. But, you possibly will feel sleepy
because it is all written description here, please do below 2 things before you
start:
1. Please prepare
at least 700c.c. 100 degree Celsius hot water or hot drink, no sugar no milk
added (sugar or milk will cause blood sugar increase and feeling sleepy and
cannot concentrate, people who have special constitution can fight against this
sleepy elements are not applied to this rule.), uncover the lid and place it
next to computer screen( let it cold down naturally and you are able to drink
it in right temperature, and the steam can protect your eyes from radiation
harm).
But, if you feel tired, please take a
rest or go to sleep first, set reminder in your cellphone and remember to come
back; you will feel much sleepier if you drink coffee or tea in this situation,
feel groggy, and no effectiveness in reading. z..z..Z…Z…Z~~😪😪😪!
(In a company I worked for, my colleague, Mike, he loves
wine tasting a lot, he asked for my opinion whether 700c.c Moscow Mule 🍺🍷can help?
I answered he
can try to replace the ginger beer with Carolina Reaper😈 sauce to keep him awaken!
)
2. Please do 3 minutes stretching exercise
before you decide to start reading this; it helps your reading more effective;
such as
1st.
Stand up.
2nd.
Hands stretching up to the extreme stretch (nose having a deep breath-in slowly
while stretching, and having slowly breath-out while hand down slowly). Repeat 2 to 3 times.
3rd.
We won’t discuss about whether the feet needs to be raised above to the head
today.
4th.
Now, the 700c.c hot drink is already cold down, you can have a sip before
browsing below.
O.K., the Q&A starts
here：The overall
answers to questions here please see Q2 below.
Q1.What
to [ write ]?
A1.1：This is a reminder: for companies who
are planning to implementing ERP or system/eworkflow, this topic “ What to
write the policies” is 90% related to ERP implementation work issues ( the % is to make
the viewers feel its significance of the correlation ).
Because, 90% of
policies is the rule of work processes；
Work processes = Work
Role and Responsibility + Work Document.
+ Work Steps.
And the other10%=100%
-90%, such as corporate seals management, information security management…etc.
need no ERP work support, and usually, they are implemented while their
management mechanism are seemed as required.
Work Role and
Responsibility is usually simplified as R&R in discussion.
People who take the responsibility
are Work Owners.
Thus, regarding
management policies design or establishment,
Work Role and
Responsibility = The Power and Responsibility to Define the Management Policies
= The Work Power and Responsibility of all department heads to define the management
policies to manage their departmental work quality and work efficiency.
These concepts of Q1
and Q2 would help system implementation while discussing work processes owners.
A1.2：Policies is to [ regulate or define
things ] for staffs’ work compliance, however, it is not necessary need to be
[written]. It is like Code Red in the Movie, A Few Good Men, it is not a
written work instruction but everyone need to obey it, this is a kind of
policy. However, it is very helpful to manage a company if policies are
written, it makes it formal for announcement and people know the company has
approved and agreed to do it.
What should be written? There are some ways to
know about that：
(1)
Please refer to【Reference Resources】4.(1), Taiwan「Regulations
Governing Establishment of Internal Control Systems by Public Companies」 §7Operating cycles,
§8 Other controls activities, §9
Control procedures of computerized information processing system in Chapter II
Design and Operation of Internal Control Systems, and its Chapter III
Assessment of Internal Control Systems.
Or,
(2)
Where there is operating activities, there is
accounting records. So, [Accounting Department ] may need to use Trial Balance
reviewing all current active Account Items and helps to trace back what
work activities needs to have a policies or work rule for business better
management.
Or
(3)
Where there are employees, there are business
work activities need to be managed. Thus, [Human Resources Department] may need
to use organization chart to clearly identify how many work departments this
company has, and all the departments need to establish their own work policies
or management procedures, especially for cross-functional work communication
related rule for work compliance. Once all the departments complete their
policies establishment, the company complete corporate policies implementation
accordingly.
Hence, each of the department head stands for their work
functional head, and they need to propose work policies to manage their own
work department/function, and request for approval by GM and level by level to
the Board. This idea matches what A1.1 has said.
(4)
Work documents and reports are communication
tools in related work procedures, hence, it is 1 of the policies design
methodology to gather [documents] and [reports] and to standardize their
template and request for approval procedures. Such as ERP generated [Sales
Order], and purchased external duplicate [ Payment Request]…etc. related
documents.
Q2.Who
to build it up?
By whom? Per above [
Work Role and Responsibility]，this
question is asking the[ Work Role and Responsibility Owner of Policies Design],
it is usually named as Policy Owner in short. Thus, Work Owner = Policy Owner.
To
combine Q1. A1.2, the summary with example is listed below. If you agree,
please define a work owner to be responsible for building up and maintain this
chart and updated periodically.
Below
example is the [Sale and Receipt Cycle]
in §7.operating
‘cycle’ mentioned in Q1. (1)：
|
Q1.A1.2(1) Sale and Receipt Cycle |
Q1.A1.2(3) Work Owner Department |
Q1.A1.2(4) Work Document (excluding accounting
vouchers) |
Q1.A1.2(2) Account Items |
|
customer orders |
Sales |
Sales Order |
( N/A ) |
|
credit management |
Sales |
Credit Check Sheet |
( N/A ) |
|
delivery of goods |
Logistics |
Delivery Order |
AR/Sales |
|
issuance of sales
invoices and bills |
Accounting |
Invoice, Bill |
|
|
recording of revenues
and accounts receivable |
Accounting |
Delivery Order-Received |
|
|
sales allowances and
returns |
Sales |
SalesDis/Ret Request |
Sales
Discount/Return |
|
customer complaints |
CustomerService |
Customer Complaint Record |
Customer
Complaints Expense |
|
destruction of products |
Product |
Products Disposal Plan |
Inventories |
|
execution and recording
of receipts of negotiable instruments and cash payments |
Treasury |
Treasury Recipt |
Cash and Bank |
Note1.：Please consider to assign a work owner
department responsible for defining the rule for document number, policies
number and for they are given for managing its version and filing.
Note 2：Please consider to build up department
number and the rule because above mentioned document or policies number may
need it to given the number accordingly due to policy owner( document owner)
issue. For example, SA stands for Sales Department and Sales Order, the
template, is numbered as IDSA0001, and Sales Order Management Rule is number as
POSA001. However, its feasibility is required, e.g. while Marketing is MKT and
Sales is SA, the rule and feasibility need to allow them to create a department
code/number when they will combine into 1 department and all document, policies
and their number and work owner will change accordingly. Some companies built
up a mapping list to solve this problem.
Wish you have a nice day, get peace, safety and good health and good luck, and all good things be accomplished at right timing.
-
Show gratitude, support or encouragement for this sharing：
üSponsor Emily green tea, pictures or blog material purchasing, request for advertising or collaboration, please click here.
üApplause 👏 for
encouragement to this blog:
ð Click above tabs and view other
articles.
ð Click this blog’s other promoting
channels’ link in upper right hand side, LinkedIn, Meta,
Twitter, YouTube, and [LIKE👍], join their [free subscription or follow👆] and click the notice [bell🔔].
ð Forward this page to 3 friends.
üShare an article as an Expert and advertise for free,please click here.
- Ask Emily a question or request for an article, pay or not,you decide.
Wishing you good health, peace and happiness and
abundance.
#Policies Design #Internal Control #IPO #ISO #Process #Procedures