Purpose:
Section titled “Purpose:”The purpose of this WI is to detail the requirements needed to create a standard (ST) in Knowledge - Halo. A standard is a rule or principle designed to provide consistency to the planning, development, operation, and governance of cIT business practices and IT services. Typically associated with a PR or SOP; however, there can be standards associated with a WI. Refer to the Knowledge Documentation and Document Pyramid for more details.
Naming Convention:
Section titled “Naming Convention:”The naming convention should follow ST - single are of focus EX: ST - Documentation Pyramid Please DO NOT add the ST prefix. Halo script will add the prefix when the article is in “Review” status.
Scope:
Section titled “Scope:”Standards are used by all departments across the organization.
Responsibility:
Section titled “Responsibility:”It is the responsibility of the process owner or SME to follow the instructions and standards required to create, modify, and train to a published ST article. The ownership of the SOP should be as close to the work being done, as possible.
Completion Criteria:
Section titled “Completion Criteria:”A published standard shows that all creation requirements have been met.
Records:
Section titled “Records:”NA
Steps:
Section titled “Steps:”- Open “Knowledge - Halo” and click on “All CIT Articles” from the upper left corner.
- Click the “create from template - Halo” icon in the upper right corner.
- Select “standard” template from the list and fill it out and include the following information:
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Title - the title should includethe area of focus and stated as simply as possible
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Ex: Knowledge Documentation (do not include how-to in the title)
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Summary - the summary should be a simple, one-sentence description of the area of focus where the standard applies.
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Assumptions - include a list of assumptions set as true to enable user to proceed. If no assumptions are included, add N/A.
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Risks - include a list of what could go wrong if the standard is not followed, the probability of the occurenece, and the possible impact.
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Dependencies - include a list of processes or steps that must be completed before or after this standard to get the desired outcome.
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Requirements - include any special access, tools, certifications, specifications required to proceed with the standard
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Standard - include all details required to meet the desired outcome. This area needs to be verify specific and needs to be written as a requirement and not as a best practice.
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External References - falls outside of any KB articles. This area will contain any references such as quoting regulatory requirements, CIS18 control, etc.
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Definitions - define any terms - especially if technical in nature
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Create a relationship back to the related core process, process (if it exists), or procedure (if it exists) by clicking the “Add Knowledge” icon
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Create a relationship related to work if another SOP must be completed before or after this SOP by clicking the “Add Knowledge” icon. - Note - Please ask the core process owner or a member of the CI/QA committee for the correct relationships, if needed
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NOTE:Each slot on the template must be filled out prior to clicking “OK”. If not, your SOP template will not be created and you will lose your data.
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If you do not have all of your data ready at the time of template creation, just add something to the slot. “N/A”
- Once the template has been filled out, and there is data in each slot, click “OK” to generate the new SOP article header.
- Open “Knowledge - Halo” and click on “My KB Articles” at the top of the page and select “My Unfinished Articles” and open the SOP to be completed.
- When ready to add the content and the task steps, click the “Edit KB article” icon in the upper right corner.
- Once the editor opens, begin to add the content and the steps.
- Best practice tip - SAVE OFTEN!
- Before placing the status into “Review”, check the following:
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Company is centrexIT
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Core process has been selected
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Department has been selected, or ALL
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Category is procedure. (no subcategory)
- Click the rendered view icon before submitting the SOP for review to see if the article is formatted correctly.
- Make changes, if needed
- Once the article is ready to be reviewed, change the status from “Draft” to “Review”, click save and exit.
Standard Ownership
Section titled “Standard Ownership”Author - the author should be the subject matter expert or owner of the process to which the standard is associated. Owner - the owner of all cIT standards is the designated quality manager. Approval - the approver is the CI/QA chairperson. In the event, the author is the chairperson, another member of the CI/QA will approve. Any changes to the published article must go through the author.
Process References:
Section titled “Process References:”- Create a relationship back to related process. Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.