A medium size corporation has over on hundred business units widely distributed about New Zealand. There is a policy manual setting out best practice for safety, hygiene, maintenance and operations. Each business unit is subjected to an audit each two years.
Issues
The policy manual is reviewed and updated regularly.
The audit checklist must be updated in line with policy updates.
The policy manual is not designed as a reference document and specific policies are hard to find.
Involvement
I was initially asked to convert the policy manual from Framemaker to MS Word.
I imported the policy manual in AuthorIT and reproduced the policy manual with an additional. extensive index.
I generated the audit checklist by attaching audit assessment boxes to each policy.
I produced the policy manual and audit checklist from a single souce library.
Solutions
Policy manual and audit checklist are always in step without parallel updating.
The policy manual is restructured into evenly sized chapters.
The extensive index makes the policy manual a convenient reference guide.
Results
Reduced time and effort maintaining parallel documents.
Improved usage of policy manual in business units.
Policy available for intranet access so information used is always up to date.
