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An Enhanced Framework for the Management of Information Technology Projects

PPTO-TM-001 Process/Procedure Template

January 2000
Chief Information Officer Branch
Treasury Board of Canada Secretariat

1. Introduction

1.1 Purpose

What is the rationale for this particular document (ensure, describe, control).

State the intention/objective of the process/procedure.

1.2 Scope

When and to whom the process/procedure applies.

Who is affected, which areas, which activities, what are the limits (parameters for applying process/procedure).

1.3 Roles

List the role and functions of anyone involved in the process/procedure.

Use verbs and nouns to describe the functions.

1.4 Definitions and Acronyms

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.

1.5 References

What reference documents form parts of this process/procedure; may include sources. Use reference numbers when appropriate. Can also refer to annexes.

1.5.1 Traceability

Map the process/procedure to industry certification standards, if applicable.

1.5.2 Policies

Map the process/procedure to relevant policy, act, or regulation, if applicable.

1.5.3 Standards

List the standards used to create the process/procedure.

Annex C - Flowcharting Symbols

1.5.4 Processes

List the processes referenced in the process/procedure.

1.5.5 Procedures

List the procedures referenced in the process/procedure.

1.5.6 Guidelines

List the guidelines referenced in the process/procedure.

1.5.7 Templates

List the templates referenced in the process/procedure.

1.5.8 Checklists

List the checklists referenced in the process/procedure.

1.5.9 Training

List courses that teach this process/procedure.

1.5.10 Tools

List tools used to implement this process/procedure, if applicable.

1.6 Inquiries

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.

2. Process/Procedure

2.1 Entry Criteria

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

Bullets Bullets

2.2 Process/Procedure Map

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.

2.3 Inputs

Describe the inputs consumed by the activities in the process/procedure.

Input	Detail of Inputs and remarks	Ref.
	Bullets Bullets	Template Reference

2.4 Activities

Describe the set or web of activities performed as part of this process/procedure.

No.	Activities	Action by	Detail of activities and remarks	Ref.

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.

2.5 Outputs

Describe the outputs produced or modified by the activities in this process/procedure.

Output	Detail of Outputs and remarks	Ref.
	Bullets Bullets	Template Reference

2.6 Verification and Validation

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

2.7 Exit Criteria

Describe an output's state (or condition) required before the process or procedure can be declared "complete".

Details of Exit Criteria

Bullets Bullets

2.8 Metrics

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

2.9 Records Control Table

Description (no. and name)	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.

2.10 Controlled Documents Table

Number	Name	Revision Date (or version)	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.

Annex A - Lexicon

 

Annex B - Acronyms

 

Annex C - Flowcharting Symbols

Parallelogramsrepresentinputs andoutputs to or from a process/procedure.
Rectangles represent individual process/procedureactivities.	Diamonds represent importantdecision points in the process/procedure.
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.

Annex D - Bibliography

Human Resources Development Canada, Writing Procedures (example / template), No. 02 1999-06-07.

Annex E - Document Change Control

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