Codification Kick-off MeetingStandard 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• 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

• What processes do you have that deal with outward facing customers

• Outside facing customers can include other units within the enterprise

• Ex.: Management of an outside audit

Employees • What processes do you have

that have only an internal impact within your unit

• Ex.: Triage process for a Hotline call

These are the processes that need to standardized and codified!

Terms/Definitions• 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.

Stage I: Contact / Service DirectoryCo

ntac

t Inf

o/Li

st o

f ser

vice

s se

rvic

esrm

ation

•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…in

tern

al c

usto

mer •For each service you

provide for an internal customer, list SOPs for those services.

How

do

I …em

ploy

ee

•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

Stage II: SOP Codification

Codification - Timeline

Feb-Jul 2014Jan-Feb

2014

Aug-Dec 2014

STAGE I: Identify needed SOPs/

List of Services

STAGE II:Develop/Update SOPs

Audit SOPs/Electronic database

Progress reported monthly (20%)

Progress reported monthly (20%)

Dec 2013

Kick-off

Project SponsorDr. Azziz

Functional LeaderJim Rush

Project ManagerKaren Ribble

Enterprise Project Core Team

Advisory/Steering TeamRisk Management

Steering committee

Project ResourcesIT support services,

Communications and Marketing

University SOPs Team

Codification

GRHealth SOPs Team

SOP=Standard Operating Procedure

Shared Services SOPs Team

Functional Teams - CodificationUniversity 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

• Developing documentation• Ensuring sponsor agreement• Identifying stakeholder communications• Helping remove obstacles• Monitoring and tracking issues

Facilitates the project management processes by…

Communications Process

19

Project Management Team

Core Team Monthly Meetings

Questions/Issues

Effective Meetings

Request for support

Document Management via BOX

Stakeholder Analysis

Status Reports

Project Management

Accountabilityvs.

Responsibility

Next Steps

1. Assign staff to represent area(s) on team (by 12/20)2. Identify responsible persons within each units3. Invitation to connect to BOX folder for SOP Project

documents/templates4. Establish team meeting dates for January5. Work on list of services for unit

Questions?UNIVERSITY

Lee LittleGeneral Counsel

Legal Affairs

706-721-4018llittle@gru.edu

SHARED SERVICESJim Rush

Chief Integrity OfficerOffice of Compliance and

Risk Management706-721-1626jrush@gru.edu

HEALTH SYSTEMSusan James

General Counsel Legal Affairs

706-721-5709susjames@gru.edu