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PPTO-TM-001 Process/Procedure Template
January 2000
Chief Information Officer Branch
Treasury Board of Canada Secretariat
What is the rationale for this particular document (ensure, describe, control).
State the intention/objective of the process/procedure.
When and to whom the process/procedure applies.
Who is affected, which areas, which activities, what are the limits (parameters for applying process/procedure).
List the role and functions of anyone involved in the process/procedure.
Use verbs and nouns to describe the functions.
Definitions that need to be defined in order to ensure proper interpretation of the process/procedure. Make reference to a larger document if required. Create links to the larger set of definitions.
The Enhanced Management Framework(EMF) will use a larger set of definitions. It is the owner's responsibility to ensure the vocabulary used in this process/procedure is in theEMF Lexicon. Refer to the Enhanced Management Framework Lexicon.
Acronyms that need to be defined in order to ensure proper interpretation of the process/procedure. Make reference to a larger document if required. Create links to the larger set of definitions.
The Enhanced Management Framework (EMF) will use a larger set of acronyms. It is the owner's responsibility to ensure the vocabulary used in this process/procedure is in the EMF Acronym. Refer to the Enhanced Management Framework Acronyms.
What reference documents form parts of this process/procedure; may include sources. Use reference numbers when appropriate. Can also refer to annexes.
Map the process/procedure to industry certification standards, if applicable.
Map the process/procedure to relevant policy, act, or regulation, if applicable.
List the standards used to create the process/procedure.
Annex C - Flowcharting Symbols
List the processes referenced in the process/procedure.
List the procedures referenced in the process/procedure.
List the guidelines referenced in the process/procedure.
List the templates referenced in the process/procedure.
List the checklists referenced in the process/procedure.
List courses that teach this process/procedure.
List tools used to implement this process/procedure, if applicable.
Identify contact information (web-site, email address, telephone number) for the owner or organization to direct inquiries to. Avoid identifying people and use organizations whenever possible.
Describe an input's state, an event, or an expired amount of time, which is required before this process or procedure can begin.
Details of Entry Criteria |
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Using conventional rules for flowcharting, as referenced in Annex C - Flowcharting Symbols, draw a pictorial presentation of the inputs, activities, sequence, decision points, and outputs within the process/procedure.
Number each activity that has further details in the Activities Table.
Describe the inputs consumed by the activities in the process/procedure.
Input |
Detail of Inputs and remarks |
Ref. |
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Template Reference |
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Describe the set or web of activities performed as part of this process/procedure.
No. |
Activities |
Action by |
Detail of activities and remarks |
Ref. |
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Field |
Description |
No. |
Refers to number on process/procedure map. |
Activities |
Refers to name or title in box on process/procedure map (similar but not necessarily identical). |
Action by |
Functions that perform the activity. Refer to Roles. |
Details |
Describes main activities such as develop, review, and approve. |
Ref. |
Reference the elements of the standard being covered by the activity; can also reference other documents such as procedures, guidelines, templates, checklists, training, and tools. |
Describe the outputs produced or modified by the activities in this process/procedure.
Output |
Detail of Outputs and remarks |
Ref. |
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Template Reference |
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Describe the validation activities or checklists to determine if the outputs are usable.
Output Validation |
A checklist of the properties that each output must have to validate each deliverable. |
Reference |
Describe the verification activities or checklists to determine if the outputs are within specification.
Process/procedure Verification |
A checklist that reflects the process/procedure flow of each input. |
Reference |
Describe an output's state (or condition) required before the process or procedure can be declared "complete".
Details of Exit Criteria |
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Process Measures |
How this process/procedure is measured to determine its contribution to the business. Will need to compile data, possibly to demonstrate to the organisation the return on the investment from the process improvement |
Reference |
Description |
Storage Location |
Filing / Index |
Minimum Storage Period |
Field |
Description |
Description. |
Number or title of the record or form. |
Storage Location |
Identifies where the item can be found. |
Filing / Index |
Sequence of the document. |
Minimum Storage Period |
Amount of time a record or document will be kept once created. |
Number |
Name |
Revision Date |
Owner |
Other columns may be added to the document management table, however, items such as Approvals, and storage can be found on master lists and it is better not to duplicate information (may be contradicting).
As a general rule, a record is something you need, to prove that you have done something, such as a signature, a completed form; a document is used or referenced or filled out like a template for a plan, a training form that is filled in.
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Parallelogramsrepresentinputs andoutputs to or from a process/procedure. | |
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Rectangles represent individual process/procedureactivities. | Diamonds represent importantdecision points in the process/procedure. |
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Lineswith arrowheads connect symbols to show the progression or direction of the activities. | Circles represent connectors when a process/procedure flowchart continues on the next page. |
Human Resources Development Canada, Writing Procedures (example / template), No. 02 1999-06-07.
This chart contains a history of the revisions made to this document. The document itself should be stored in revision control, and a brief description of each version should be entered in the revision control system. That brief description can be repeated in this section.
Revision Number | Date of Issue | Author(s) | Brief Description of Change |
0.1 | 1999-06-15 | EMF/PPTO | Initial Draft |
0.2 | 1999-08-11 | EMF-PPTO | Updated to comply with TBS Document/Web Standards. |
1.0 | 1999-11-09 | EMF-PPTO | First Draft |
1.0 | 2000-01-14 | EMF-PPTO | Second Draft |