Procedures are extremely important in any business. Not only do they help tell employees how and why a task is completed in a certain manner, but they can also help show that the company is compliant in regards to regulations as well. For this reason, having proper procedure management is a must in any business.
When it comes to procedures, there are a few things that auditors will look for first. For example, auditors will look to determine if the procedure was put through the proper approval process. Also, auditors will look to see if a system is in place that can objectively review a procedure. In order for businesses to answer these questions, proper documentation must be gathered.
One of the most difficult things about procedure management is keeping track of documentation. Since there are many ways that employees can correspond with one another, there are many documents that may surface in the process of developing and maintaining a procedure.
For example, while email correspondence may be available for one procedure, physical, paper documents may be available for another. Because of this, many companies choose to rely on specific software to keep track of all the documents related to the procedure process. Through this software, auditing procedures is a much simpler process.
Software can also benefit a company because it provides the ability to store procedures in a convenient location. Not only will this help to streamline the audit process, but it will also help ensure that procedures will be completed as directed.
To learn more about Accupoint’s comprehensive procedures management and document control functionality, contact us www.accupointsoftware.com or call us toll-free at 800.563.6250 to arrange for a platform demonstration.
API Spec Q2: Risk Assessment Part 1
As a professional within the oil and gas industries, your ultimate goal is to provide safe, reliable, and high-quality products and services to your customers. As you strive to consistently achieve this goal, you already know you need to control risk throughout your processes. You are a competitive leader within your industry, so you also know the value of quality standards and compliance. So what procedure does the API Spec Q2 standard mandate in order to achieve compliance?
According to the standard, “the organization shall maintain a documented procedure to control risk throughout the execution of service.” There’s four main components that your procedure should include, so as you develop your procedure, you’ll want to:
1. Identify potential or real risks associated with your company’s services
2. Recognize and use risk management tools and techniques
3. Choose, communicate, and implement preventive control measures to reduce and/or avoid risk exposure
4. Have a plan to alert your customer of any remaining risk (potential or real) that could impact your service to them
Lastly, you’ll want to ensure you keep records of your assessment and any associated actions taken as a result of your process. Risk assessment is an active means of facing and dealing with quality-related challenges and doesn’t need to be complicated. It’s been said that great success requires great risks, but that doesn’t mean sacrificing safety, quality or service. For more information on how Accupoint’s solutions can help you develop your risk assessment and management procedures, visit www.accupointsoftware.com or call us at (800) 563-6250.
As a member of a thriving, successful company, it’s logical to assume you have a proactive plan prepared for emergencies or unexpected events. It’s also reasonable to assume that you have proper documentation to ensure that your team knows what to do when the unexpected happens.
API Spec Q2 issues the directive that in order to remain in compliance with the standard, service organizations must have a contingency plan in place and must have the procedure expressly documented for this purpose. The standard also states, “The procedure shall include incident and disruption prevention and mitigation measures.” So your plan must be pre-emptive and include modified processes to implement when the need arises.
Have you tested your alternate plans to ensure they’re realistic? Do the members of your organization know about the plan? The standard requires that they do as well as your suppliers and customers.
Behind every standard is a logical, practical reason for its existence. The common elements are safety, productivity, and efficiency. So, when you drill it down to those terms, why wouldn’t you want to be in compliance? Having an up-to-date contingency planning in place—and making sure everyone knows about it— is a win/win business practice for you, your team, suppliers, and customers.
Managing these contingency plans is just as important as developing them. The best way to manage these plans is to store them within a reliable and accessible system. Accupoint offers solutions that allow you to effectively manage your important documents and retrieve them on a moment’s notice.
Remember, the one certainty we can count on is change, Are you ready?
For more information on how Accupoint’s solutions can help you manage your contingency plans, visit www.accupointsoftware.com or call us at (800) 563-6250.