POLICIES AND

PROCEDURES
MANAGEMENT SYSTEM
A management system is the framework of policies, processes and
procedures used by an organization to ensure that it can fulfill all the
tasks required to achieve its objectives.
 P
MANAGEMENT SYSTEM’S
HIERARCHY
ol
ic
y
Process
why
whatwe
we do
Procedure
do it

how we do it, when we do it, with

whom

Guidelines
BENEFITS OF POLICES AND
PROCEDURES
 Provide a consistent and clear response across the company in dealing
with situations
 Staff can operate with more autonomy
 It reduces the decision bottleneck of senior management
 Ensuring understanding of the role (minimize confusions)
 Minimizing learning downtime
 Ensuring consistency in the performance of duties
 Provide a means of communicating information to new workers
DEVELOPING A PROCEDURE- STEPS
 Identify key processes of your operation
 Define the process objectives (what the process is intending to
accomplish)
  Identify the Critical Control Points (minimally required elements)
 Make a rough flowchart around control points
 Write the procedure (steps, decisions, roles, measuring tools, and
systems etc.)
 Review, test and tweak
 Approve
DEVELOPING A PROCEDURE-
REMEMBER
 Procedures should be tied to policies
 Incorporate controls where risk involve (check, approval, SOD, dual
control etc.)
 Make it user friendly
 When feasible, procedures should offer the user options
 How to address exceptions
 Use flow diagrams and symbols
 Give reference to related documents, processes etc.
 Provide adequate awareness and training
DEVELOPING A PROCEDURE-
ELEMENTS
 Name of the procedure
 Objective
 Scope
 Responsibility
 Flow chart and guidelines
 Monitoring methods
 References and attachments
 Control
 Review and approval
DEVELOPING A PROCEDURE- EXAMPLE
(FLOW CHART)
Thank You