Codification Kick-off Meeting
Standard Operating Procedures
December 4, 2013
SOP PIG Exercise
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SOP PIG Exercise
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SOP PIG Exercise
Lunch
Codification Kick-off Agenda
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Introductions/PIG Exercise
Lunch
Background/Need
Codification Charge/Deliverables
Timeline
Project Roles/Structure
Planning and Project Management
Next Steps
IS CODIFICATION NECESSARY?
Background
• Dr. Azziz called for the codification of all
standardized operating procedures (SOPs)
• The codification process was complicated by
the demands of consolidation
• Under the leadership of the Compliance/Legal
Team, the Enterprise Codification Process will
become a part of our team effort to develop
standard operating procedures across the
Enterprise
Need for Codification
• To ensure the internal business consistency of
unit operations and continuity in delivery for vital
services in the event of a major disruption in
services or unanticipated change in leadership
• To ensure consistency of information and
communication of the service and process
functions of the enterprise
– To address the lack of an enterprise-wide catalogue of
services that hinders institutional consolidation and
transition management efforts
How do I?
External Customer
Employees
• What processes do you have
that deal with outward facing
customers
• Outside facing customers can
include other units within the
enterprise
• What processes do you have
that have only an internal
impact within your unit
• Ex.: Management of an
outside audit
• Ex.: Triage process for a
Hotline call
These are the processes that need to
standardized and codified!
Terms/Definitions
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The following terms provide clarification:
Codification is to arrange/sort policies and/or procedures into an organized system
or code.
Policies mandate action or constraints. A policy is a concise formal statement of
principles that indicate how an enterprise entity will act in a particular area of its
operation.
Procedures are the steps that make a policy happen, the method by which a policy
can be accomplished. For the purpose of codification initiatives, procedures are
outward facing instructions, those steps that are provided to our customers to
help them accomplish a task mandated by a policy.
Reconciliation is the process of review for ensuring procedures are
consistent/compatible with institutional policies.
Standard Operating Procedures (SOPs) are inward facing instructions for staff,
documentation of the standard for how internal tasks are done. SOPs describe
workflow, and the inputs and outputs of a process. Well-written SOPs provide
direction, improve communication, reduce training time, and improve work
consistency across the Enterprise.
Project Scope
Each Enterprise Unit will…
• Produce a list of services provided and major decisions
supported by the actions of the unit.
• Produce a set of SOPs that give step-by-step explanation
of the process used by the unit to deliver the identified
list of services or to support its decision making
responsibilities.
• Have codified standard operating procedures.
All SOPs will be collected into an internal library of services
and procedures that will be reviewed and updated annually.
•For each service you
provide for an
internal customer,
list SOPs for those
services.
How do I …employee
Contact Info/List of services
servicesrmation
•Location of the Unit’s
Base of Operation
•Main Phone Number,
Contact Number for
services, Email Contact
Information
•List core functions of
the Unit, including key
services
How do I…internal customer
Stage I: Contact / Service Directory
•For each core
function performed
internally – that is,
an operational
function -- list SOPs
needed to carry out
those functions.
•Identify any SOP you
believe should
remain confidential
• Using the template
provided; all Units will
develop SOPs for each
service identified for the
Unit
• SOPs should provide
sufficient information
to insure that an
Enterprise community
member knows how
to effectively interact
with the process
• SOPs should be sent
to appropriate
leadership for
approval
SOPs Are Posted
• Using the template
provided; all Units will
develop SOPs for each
service identified for
the Unit
• SOPs should provide
sufficient information
to insure that an
Enterprise community
member knows how
to effectively interact
with the process
• SOPs should be sent
to appropriate
leadership for
approval
Internal SOPs Developed
External SOPs Developed
Stage II: SOP Codification
• All SOPs should be
sent to the EVP
with authority over
the Unit for final
approval
• Once approved,
SOPs should be
added to the
directory of services
(PAWS)
Codification - Timeline
STAGE I:
Identify needed SOPs/
List of Services
STAGE II:
Develop/Update SOPs
Kick-off
Dec
2013
Jan-Feb
2014
Feb-Jul
2014
Audit SOPs/
Electronic database
Aug-Dec
2014
Progress reported
monthly (20%)
Codification
Advisory/Steering Team
Risk Management
Steering committee
Project Sponsor
Dr. Azziz
Functional Leader
Jim Rush
Project Resources
IT support services,
Communications and
Marketing
University
SOPs Team
Project Manager
Karen Ribble
Enterprise Project
Core Team
Shared Services
SOPs Team
SOP=Standard Operating Procedure
GRHealth
SOPs Team
Functional Teams - Codification
University SOPs
Shared Services SOPs
GRHealth SOPs
Lee Little-Chair
Jim Rush-Chair
Susan James-Chair
• IRB (Tillman)
• Library (Seago)
• Academic Programs:
Summerville (Rychly/Wyatt)*
• Academic Programs: Health
Science (IE-Whiting)*
• Research (Hamrick)
• MCG Regional Campuses
(Martin)
• Student Affairs (Frazier)
• Admissions/Enrollment
(Cibirka)*
• Diversity (Guion)
• Finance (Jones)
• Legal
* Additional areas
• Administrative
(Wagner)
• Human Resources
• IT (Enicks)
• Purchasing (Trover)
• OCM (Brond)
• Facilities (Howard)
• Advancement (Barcus)
• IE (Brigdon/Ribble)
• Audit (Clay Sprouse)
• Government Affairs
(Shaffer)
• Compliance
• Medical Associates Ops
(Terrilyn Jones)
• Medical Center Ops
(Scott)
• MA/MC Ambulatory
(Thornton)
• Professional Services
(Gomez)
• Nursing (Perry)
• Periop (Ripollone)
• CMO-Med Staff/Quality
• Finance (Damron)
• Finance (Brownlow)
• Legal
The Role of Project Manager
Facilitates the project management processes by…
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Developing documentation
Ensuring sponsor agreement
Identifying stakeholder communications
Helping remove obstacles
Monitoring and tracking issues
Communications Process
Stakeholder Analysis
Status
Reports
Questions/
Issues
Project
Management Team
Core Team Monthly
Meetings
Effective
Meetings
Request
for support
Document Management via BOX
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Project Management
Accountability
vs.
Responsibility
Next Steps
1. Assign staff to represent area(s) on team (by 12/20)
2. Identify responsible persons within each units
3. Invitation to connect to BOX folder for SOP Project
documents/templates
4. Establish team meeting dates for January
5. Work on list of services for unit
Questions?
UNIVERSITY
Lee Little
General Counsel
Legal Affairs
706-721-4018
llittle@gru.edu
SHARED SERVICES
Jim Rush
Chief Integrity Officer
Office of Compliance and
Risk Management
706-721-1626
jrush@gru.edu
HEALTH SYSTEM
Susan James
General Counsel
Legal Affairs
706-721-5709
susjames@gru.edu