Regulations are part of daily life due to multiple reasons, among which are to achieve security and contribute to raising the quality of life.
In the case of business organizations, the rules, procedures and other regulatory documents, contribute to enhance the ability to achieve and quantify improvements in their operation, so they apply to all types of entity, are part of the strategic policy and its design encompasses diverse geographic, cultural and social conditions, providing total coverage to all areas of the entity, since its absence can create gaps that constitute an opportunity for competitors.
The foregoing shows the importance of the subject and the need to put into practice a Manual of Organization and Internal Regulations, a process that consists of four phases: conception based on the characteristics of the institution; definition of the format of the different documents that constitute it to guarantee the uniformity, coherence and understanding of its contents; establishment of the processes that participate in updating it and, finally, the preparation and modification of the documents that comprise it whenever necessary.
Taking into account that the aforementioned aspects show the great impact on modern companies and the breadth of the subject, this work proposes and analyzes a method for the conception and implementation of an Organization and Regulations Manual Internal, which for better understanding was divided into the following three sections: proposed structure of the Manual of Organization and Internal Regulations, based on the principles that govern this activity, which includes a set of basic functional divisions applicable to any type of organization; format for the preparation of the basic documents that make up an Organization Manual (Standards, Procedures,Recommendations and Directives) that guarantees compliance with the requirements that this type of document must satisfy and finally the processes associated with updating and modifying it, respectively.
Introduction
Standards, procedures, recommendations and directives are part of daily life for many reasons: they open channels of communication and commerce; promote knowledge of products and technologies; ensure compatibility; they facilitate mass-scale production and are the most important way to achieve safety and quality of life.
In the case of organizations, regulations contribute to enhancing their ability to achieve and quantify improvements in their operation, which is why they apply to any type of institution, are part of their development strategy and their design encompasses geographic conditions., cultural and social diverse, providing total coverage to all the areas of the entity, since its absence can create voids that constitute an opportunity for the competitors.
In practical terms, the use of a regulatory system that covers the universe of activities carried out in the entity benefits the entire company, because:
- Legally contributes to avoid the imposition of fines and sanctions; lawsuits and legal costs by reducing the risks of non-compliance with current legislation, as well as ordering and facilitating compliance with the formal and material obligations required by it. It contributes to a more efficient use of financial and human resources, thereby They reduce costs. It increases the trust of customers and suppliers, therefore it constitutes a way to increase market share, by improving the commercial image of the entity.
Another aspect related to Internal Regulations is their dynamic nature, which requires the introduction of changes in the way operations are carried out, the introduction of new technologies or modifications of any kind in the entity.
The aforementioned evidences that the Internal Regulations may become obsolete or require modifications, to guarantee the adequate performance of the organization in the new prevailing conditions, as a result of which over time it may be convenient to replace one or more existing regulations with a totally new one or another that includes all the current approved modifications in a manner consistent with a system approach.
Taking into account the characteristics of the implementation of a business regulation system, the following section lists the essential elements that must be considered in the process of designing a Manual of Organization and Internal Regulations, hereinafter Manual, independently the type of activity and mission of the same.
Section I. General conception
I.1 Principles for the preparation of the Manual of Organization and Internal Regulations
As has been stated, the Internal Regulations have among their objectives to facilitate the adequate performance of the entity, complying with the Generally Accepted Principles of Internal Control and Accounting. To achieve this objective, the preparation of the Manual must comply, as a minimum, with the following principles:
- Replace the approach of a "Manual of Standards and Procedures" by that of a "Manual of Organization and Internal Regulations", which integrates in a single mechanism all types of Regulations and the analysis of the structure and functions of the entity, which facilitates the coherence of the system as a whole and contributes to reducing the time to detect organizational failures.Address in each document in a concise manner a specific aspect of a topic, with a wording that does not lead to ambiguous interpretations, as well as a form of presentation that ensure rapid understanding by all recipients.Not be contradictory in any of your proposals, or with current state or international regulations,This requires the existence of a supervisor at the entity level who is in charge of ensuring compliance with this aspect Clearly define the destination and scope of each of the types of authorized regulations Allow access to available information from quickly, which can be obtained by properly dividing the Manual into Subsystems, where the regulations associated with a specific topic or aspect are grouped.Guarantee systematic and full access of all members of the organization to this information.Establish the format of each type of regulation used in the Manual Define the processes associated with updating and preservation of the Manual Avoid, whenever possible, recursion, understood as the use in the text of repeated references to other documents. If required,what has already been approved should be incorporated into the new document, provided that an adequate balance is achieved that guarantees that the new regulation constitutes the center and does not become a compilation of current regulated aspects The Manual must constitute a training tool for the company, so it must be didactic. To achieve this objective, a definition section can be established in the different types of regulations, which includes the meaning of the terms used, as well as a General Aspects section where the theoretical foundations that support the object of regulation addressed in the document are briefly described. in a way that arouses interest in reading it Whenever possible use diagrams such as flow charts, decision trees, etc.since they facilitate the interpretation of what is regulated at the same time that it allows to identify possible inconsistencies through its inspection. The use of this tool may require prior training of all personnel at the organization level, however the advantages of its use largely compensate for this initial effort.
Once the basic principles for the preparation of the Manual have been established, it is possible to undertake its conception, for which the sequence proposed in this work can be used, which is described in detail below.
I.2 Sequence for the conception of the Manual of Organization and Internal Regulations
The process of designing the Manual consists of the four steps indicated below, while the actions required to put it into practice are detailed in the following sections.
- If there are already various types of regulations in the entity, grouped or not in a Manual, an analysis of what has been regulated to date must be carried out to define what and how it is integrated into the new version, as well as the aspects that should be repealed. Definition of the types of Internal Regulations to be used and their scope Establish the internal organization (subsystems) of the Manual so that it responds to the mission and activity carried out by the entity Characterization of the processes associated with the preparation, modification and repeal of current regulations and structural modifications.
I.2.1 Definition of the Types of Internal Regulations
The needs of different types of governing documents of the activity developed by an entity and their scope may vary depending on the mission of the entity, however there are four types of internal regulations that are essential for all types of organization:
- It is a common language that facilitates the flow of goods and services between the buyer and the seller at the market level, or between internal customers within the framework of the organization, which contributes to maintaining the general state of satisfaction achieved. It is the specific form of carry out an activity or process and, therefore, is a document that describes the performance of a repetitive activity in accordance with a pre-established system and a standardized guide for action, in order to carry it out properly and guarantee continuity in the performance of the company even with the occurrence of changes in the composition of Human Resources, Rules or Procedures that are not mandatory,due to lack of consensus for their approval in any of the previous categories or that are subject to practical evaluation, but whose use facilitates standardization in the performance of the entity It is a temporary document with an extension of no more than three pages (not including annexes) in which indicators of any type or complementary information to the rules and procedures that are associated with a period of time are established, such as a price reduction, etc.It is a temporary document with an extension of no more than three pages (not including annexes) in which indicators of any type or complementary information to the rules and procedures that are associated with a period of time are established, such as a price reduction, etc.It is a temporary document with an extension of no more than three pages (not including annexes) in which indicators of any type or complementary information to the rules and procedures that are associated with a period of time are established, such as a price reduction, etc.
The most understandable and simple way for users to access the information contained in a Manual, which in turn facilitates its transfer to hypertext format (html) for installation in a computer network, is to establish a hierarchical organization based on functional subsystems that respond to the structure, subordination, mission and activities carried out by the entity that is the object of standardization.
Considering the above, a useful and comfortable way to segment (sections or subsystems) the Manual is according to the type of activity, grouped, at least, in the four sections indicated in tables 1 to 4.
Table 1. Section I: General aspects.
| Destiny and internal divisions: | |
| General | The general guidelines that govern the elaboration of the Internal Regulations of the entity are established as well as the aspects and activities of common application to the entire entity, such as: structure and format of the documents; procedure for the preparation of new documents or repeal of any current one, etc. This subsystem has no internal divisions. |
| Organization | It covers the topics associated with the structure of the entity and the relationship between its dependencies and is divided into the following three topics:
─ Structure and functions: Structure and functions of the agencies and workers of the entity (Headquarters and agencies), mission and vision of the entity, etc. ─ Management Bodies and Tools: Management Bodies and their operation, as well as the use and organization of complementary management tools such as Workshops, Internal Meetings, etc. ─ Current documents: All documents authorized for the operation of the entity; the procedure for its preparation; how to transfer from one agency to another; level of access to them and custody of the originals. |
| Human Resources | It contains all the regulations associated with compliance with the provisions of current labor legislation, as well as the policy for the treatment of Human Resources in the company, including managers, and includes the following aspects:
- Personnel. Aspects related to payment, admission and dismissal and evaluation of the performance of personnel in the entity. - Training: Mechanisms and ways to carry out the training of the entity's workers. - Attention to Men: Activities planned by the entity to contribute to raising the sense of belonging. - Executives: Policy for the training and promotion of managers and the development of programs for preparing and overcoming their reserve. |
| Quality | It is made up of the documents that establish the entity's Quality Management System, based on the application of the ISO 9000: 2000 Standards. |
| Communication | Regulations associated with the image of the entity and the establishment of strategies to achieve this purpose, which consists of the following aspects:
- Identity: Image guidelines to be projected by the entity: brand; Logo; uniform; etc, as well as strategies to promote a sense of belonging. - Promotion materials: Procedures and mechanisms associated with the request, control and approval of advertising materials and campaigns |
| Computing | Regulations associated with the security and IT development policy in the entity as well as the exploitation of the IT Systems required for its performance, which are grouped into the following aspects:
─ Security:. Computer Security and Contingency Plans. ─ Corporate Intranet: Procedures for posting information on the different sites on the Intranet, as well as the type of information to be displayed. ─ Computer systems: Employment, access levels and powers of users of computer systems, used to carry out the work of the entity. ─ Email: It contains the procedures to establish the levels of access to this service, as well as the policy for its exploitation. |
| Information Support | This subsystem includes the regulations associated with the selective dissemination of information and the levels of access to it, following the principle of sharing information, to avoid the repetition of efforts, being able to be used for this purpose, among others, the Databases available on the Corporate Internet. The associated aspects:
─ Classified information: Protection of the entity's sensitive information, as well as the levels and form of access to all available information and requirements that the developments or acquisitions of these systems must satisfy for their installation in the entity. ─ Statistics: Obtaining, processing and selective dissemination of this information and processing to support decision-making by managers. |
| Exceptional situations | Regulations associated with actions and ways of operating in exceptional conditions such as natural disasters, etc. |
Table 2. Section II: Issues associated with the Economy and Finance.
| Fate and internal divisions | |
| Accounting | It includes all the regulations associated with the accounting aspects of the dependencies that are subordinate to the Central Office as well as their relations with the accounting centers that make up the entity. To facilitate access to information, this section is subdivided into:
─ General accounting : Accounting aspects such as a nomenclator of accounts, record of expenses, movement of cash, etc. ─ Consolidated Statements. Aspects of the process of consolidating the Balance Sheets and Income Statements, as well as the information that the Accounting Centers must deliver to the Central Office at each accounting close. ─ Fixed assets, useful and tools: Custody of this type of property by the entity. ─ Inventory. Idem to the previous one, for the control of the inventory of goods available in the warehouses. |
| Finance | It includes all aspects related to the administration of the entity's finances and is subdivided into:
─ General Finance: Form of realization of collections and payments, financial projections and investment analysis. ─ Cash: Registration and control of valued forms, valuable documents as well as the management of cash funds. ─ Budget: Process for capturing and preparing reports, as well as preparing and controlling budgets and planning for the entity. |
Table 3. Section III: Commercial Type Regulations.
| Destiny and internal divisions: | |
| Cost and Price | It collects the procedures associated with the establishment of cost systems and price formation. |
| Products and services | This subsystem contains regulations related to:
─ Hiring: Types, contents and personnel authorized to sign contracts, forms of payment, etc. ─ Negotiation: It lists the procedures associated with the preparation of the Negotiation Plan strategy. ─ Analysis and Research of Markets and Marketing: Procedures associated with establishing the company's marketing strategies, creating new products and commercial and economic evaluation studies to determine the feasibility of the same. |
Table 4. Section IV: Questions related to the Logistics required by the company.
| Destiny and internal divisions: | ||
| Logistics | This subsystem includes all the activities related to the logistical support that the entity requires for the proper performance of its activity. Considering the wide spectrum that this aspect can cover, a division is not proposed, leaving the developers the total decision on how to segment this subsystem. |
I.3 Content of Internal Regulations
Once the documents and subsystems that the Manual must have have been established, the next step in its conception is to define the structure of the contents, a proposal of which is described below.
I.3.1 Standards, Procedures and Recommendations
They consist of the following parts:
- Objective: Brief description of the reason for the document. Scope: Application limit of the document on the activities outlined in the objective. Destination: Indicates the people whose work is regulated in the document and who, therefore, should know its content in detail. Access: Sets whether the content is restricted or public. References: All documents that were analyzed or consulted for the preparation of the Regulation are listed. General features:Definitions, general criteria, global scope considerations and references to regulations, standards and documents, both internal and external, that must be taken into account in the development and application of the standard o Responsibilities: Description of responsibilities derived from the functions described in the rule or procedure. Likewise, those responsible for preparing, reviewing, approving and distributing the document in accordance with the established guidelines and preparing the flow diagram corresponding to the regulated activity will be indicated. Development: It consists of the description of the activities included in the objective and constitutes the central body of the document. Complementary documentation:Where appropriate, the applicable documents that expand, complement or develop the information contained in the document are cited. Records: Where appropriate, the documents that present the results obtained or that provide evidence of the activities carried out are cited. Producers: Collect in a table the name, position and signature of the direct participants in the preparation of the Draft document. Annexes:Reproduction of the formats, documents or other supplements that are clarifying, such as: graphics, diagrams of any kind (includes flows, decision trees and others that are not essential for understanding the explanation provided but that clarify the content contained in the text). Likewise, this section contains the flow chart of the steps indicated to carry out the procedure in cases where they are necessary. The Annexes are referenced in the text as they appear, beginning with the capital letter A, and are listed in that order in this section.
I.3.2 Directives
The directives consist of the following parts:
- Subject: It is a title that clearly and concisely identifies the subject it regulates. Introduction: Includes the reasons, objective and legal basis of the regulated subject, as well as the document subject to modification. Content: Following the introduction, the sections it contains will be written, essentially methodological, numbered consecutively with Arabic numbers. Annexes: They have the same content referred to in the previous section.
I.3.3 Modifications
The modifications consist of the following parts:
- Subject: It is a title that clearly and concisely identifies the subject it regulates. Introduction: Collect the reasons, objective and legal basis of the regulated issue. Content: From the introduction, the sections it contains will be drawn up, according to one of the following categories: deletion of a current text; adding a text to the existing one; copy of a current text in another position; moving an existing text from one place to another. Note that in the same modification all that are required can be made and combine variations, additions and transfers, provided that the aforementioned specifications are met Annexes: Idem as expressed in section III.3.1
I.3.4 Reissue and Repeal Act
The Reissue and Repeal Acts are made up of the same parts as the modifications, differing from these in that their content only makes explicit reference to the documents covered by their action.
I.4 Governing documents
Once the previous stages of the conception of the Manual have expired, the next step is to establish the documents that govern the elaboration process, Guiding Documents, since they contain all the indications that must be followed to undertake any update and conservation action. The following three documents can be used for this purpose:
- Standard "Structure, format and classification of the documents that make up the Manual of Organization and Internal Regulations of the…", which includes all aspects of format, destination and classification of the documents, at the same time that it establishes the thematic subdivisions of the Manual. Standard «Symbols, abbreviations, terms and acronyms used in the documents that make up the Manual of Organization and Internal Regulations of the…», which indicates the meaning of the vocabulary inherent to the object of regulation. Procedure «Preparation, modification and repeal of the documents that make up the Manual of Organization and Internal Regulations of the… », which describes the processes for the preparation, approval, modification or repeal of the documents that belong to the Manual.
Section II. Format of documents
II.1 General
Once the aspects associated with the conception of the Manual have been presented, it is necessary to establish the format that the different documents that constitute it will adopt to guarantee the uniformity, coherence and understanding of its contents, which are detailed in this section.
II.2 Format of Internal Regulations
II.2.1 General Aspects
Regardless of the type of document belonging to the Manual in question, there is a set of common aspects to these that must be regulated, to guarantee uniformity, which are related to the following:
- Paper size and sheet position (vertical or horizontal) Margins: top and bottom; left and right; from the border to the header and the footer. Typeface for the text of the body of the document (Arial, Times New Roman, etc.) and number of points. Spacing between lines of the text. Spacing between paragraphs. Enumeration method and title of the tables, both in the text and in the annexes. A way to highlight a certain aspect in the text due to its importance. Printing of the documents in their final version, which is recommended to be carried out on one side only. Texts to be used and version from which they should be prepared Spacing between lines of the title Type of font and justification of the Title of the document,Format of the definitions and titles of the divisions and subdivisions that make up a document. Separation between divisions and subdivisions.
II.2.2 Drafting
The documents must be written in the following way:
- Clara: its reading will not provoke false interpretations. Concise: the specific stages of the activity will be written sequentially. Complete: it will not be necessary to consult other documents, except those that are explicitly cited in the document itself.
To facilitate compliance with the aforementioned aspects, it is recommended to use the following rules:
- Reduce the use of verbs: to be, to be, to meet, to have, to do, to put, to say and to see Avoid repetition of ideas by having the following rules for this purpose: put ideas in order before writing and avoid insignificant details, which are the cause of the fuzzy style. Avoid the repetition of words using any of the three following rules: delete the word; replace it with another without changing the turn of the phrase or changing the writing by giving another turn to the phrase. If a noun needs an adjective, do not use two. The greatest enemy of style is slowness. Use the exact, proper and appropriate word.Place adverbs close to the verb. Avoid cascading prepositions. Do not abuse parasitic conjunctions: that, but, although, however. Do not use far-fetched words. Do not abuse subsections and parentheses.As a general rule, do not put the verb at the end of the sentence. Avoid abrupt transitions between paragraphs. Do not use a metaphor, simile or other figure of language that you are used to seeing written. Do not use a long word when you can use a short one. If it is possible to delete a word, do it. Never use the passive voice when you can use the active one. Do not use words in another language, a scientific word or slang if you can use a word of common Spanish. Before saying a lot, infringe any of these rules.Never use the passive voice when you can use the active one. Do not use words in another language, a scientific word or slang if you can use a word in common Spanish. Before saying something outrageous, break any of these rules.Never use the passive voice when you can use the active one. Do not use words in another language, a scientific word or slang if you can use a word in common Spanish. Before saying something outrageous, break any of these rules.
II.3 Bibliography
Another aspect that must be regulated is the way in which the bibliography used to prepare the document is collected in the document. In this case, there are at least the following five types:
- Legislations issued by National Organizations. In this type of document, the date to be chosen must be defined: approval, publication or entry into force, when they do not coincide.Corporate instructions.Rules, procedures and recommendations, internal or issued by other national or international institutions.BooksSerial publications.
II.4 Preparation of diagrams
A tool that facilitates the understanding of documents and contributes to the elimination of ambiguities in the interpretation of the contents is the use of graphics of different types, which in the case of a Manual is decisive and therefore should be established as a mandatory requirement.
The aforementioned, makes it necessary to regulate the types and forms of use of the symbols and conventions used in the graphics for the representation of the processes, flow diagrams, decision trees, etc., being able to use for this purpose those that are proposed and described below.
II.4.1 Symbols
A first aspect that must be regulated when drawing up the diagrams is the set of allowed symbols and their meaning. Considering the widespread and coherent nature of MA Jackson's proposal, this group of symbols can be used, to which the authors of this work have made some additions in order to facilitate their use in this type of application. The integrated proposal is collected in table 2.
Table 2. Symbols for drawing diagrams and their meaning.
| Symbol: | It is used to: | |||
| Connector with other symbols or pages of the diagram. | ||||
| Start and end of a process. | ||||
| Point out the direction of flow. | ||||
| Arrows, which indicate the direction of flow or movement. | ||||
| It expresses the existence of a logical decision, as a result of which a path is chosen between two alternatives. | ||||
| It expresses the existence of a logical decision, as a result of which a path is chosen among three or more alternatives. | ||||
| Basic operations, processes or structures. | ||||
| Printed forms of all kinds: computer outputs, models for manual filling, etc. | ||||
| Data storage in databases. | ||||
|
|
Files, files. |
II.4.2 Agreements
In relation to the agreements that must be established, it basically refers to the meaning of the colors in the diagrams, where the proposal described below can be used, which includes the fundamental aspects that must be standardized in this regard:
- Color assumed by default for texts and symbols, which in this proposal is black. Color of the symbol connector and the process start and end indicator, in the proposed format is green. The elements that constitute inputs of information and materials, etc., which give rise to the start of the process as well as the resulting outputs that may constitute inputs to other processes, are indicated in a different color from the previous ones, in this case red. The optional elements must be differentiated of the rest that is mandatory, for which it is proposed to use dashed lines.
II.4.3 Structures to represent processes
A category that, due to its importance, is taxed for a differentiated treatment, is constituted by the structures to represent processes and organization of automated operations. In this case, it is advantageous to use the structures used by programming superlanguages such as Pascal, since they are practically a relatively widely used standard. Table 3 shows one way to use these structures.
Table 3. Structures to represent processes and their meaning
| Scheme: | It is used to indicate: |
| Consecutive execution of processes, actions or activities. | |
| Repetition of a process or action as long as a condition is not met. Execution of the action the first time is conditioned on the condition not being met at the beginning. | |
| Idem to the previous one. In this case, the action is performed at least once. | |
| The action is performed once if the set condition is met. | |
| One of the actions is carried out depending on whether the established condition is met or not. | |
| One of the indicated actions is carried out depending on the value obtained when evaluating the established condition. |
II.5 Models
All regulations must be presented in a uniform manner, which is why models are required to standardize the presentation of content. In the case of the Manual, taking into account its characteristics, the alternatives that are described in detail below can be used to prepare the original documents, which once approved will be signed and kept in the entity's custody.
II.5.1 Types
Once the format for expressing the content of the Internal Regulations has been established, it corresponds to define the types of models on which the content will be prepared. For this purpose, the following can be used:
- Cover, is the first page of the document that consists of: header; body (where the Title is collected) and footer. Index, is the page that follows the cover, where the aspects dealt with in the document are listed. Development, where all the aspects and essential information are collected for the correct performance of the process or operation that is the object of standardization. Annexes, which group all those aspects that contribute to clarify what is expressed in the development.
In the case of Directives, based on their characteristics, they have a title, regardless of the previous format.
II.5.2 Structure
II.5.2.1 Header
It is made up of the identification elements shown in the following diagram:
Scheme 1. Heading of the documents of the Manual of Organization and Internal Regulations.
| Logo | Subsystem to which the document belongs | Number: XX - TSUNNAA |
| Edition: ## | ||
| Issue Date: MM / DD / YY | ||
| Page n of tt |
- Company logo; Subsystem to which it belongs; Identification code (Number). The documents are identified, in addition to their title, with their identification number assigned in the Systems and Organization Department from the Consecutive Register existing therein in accordance with the following general structure XX - TSUNNAA:
- XX: This identifier field is optional, since it expresses to which of the entities of a corporation the document belongs. When it is an entity made up of divisions, it is not required, since the rest of the identifier is sufficient. T: indicates the type of document according to the following agreement: N, standard; P, procedure; R, Recommendation.SU: indicates the subsystem to which the standard or procedure belongs according to the agreement established in Table 4.
Table 4. Subsystems of the Organization and Internal Regulations Manual
| Subsystem | Code | Subsystem | Code |
| General | GE | Costs and Prices | CP |
| Organization | OR | Contracts | CT |
| Human Resources | RH | Marketing | MC |
| Quality | AC | Communication | CM |
| Accounting | CO | Computing | IN |
| Finance | FZ | Informative Support | YES |
| Planning | PL | Exceptional Situations | I KNOW |
- NN: two numerical digits that will represent the consecutive number of the procedure within the subsystem, starting with 01.AA: two numeric digits that will represent the terminal of the year of elaboration of the procedure.
- Edition (##). Procedures are identified by the edition number with two numerical digits starting with 01, which allow the identification number to be maintained and move to an updated version that includes the approved and current modifications. Date of issue. It is used to indicate the date on which the document becomes effective and is established by the Head of the Systems and Organization Department with the structure DD / MM / YY where each group of characters represent: DD, day; MM, month and YY the year. Page n of tt. It indicates the order number of the page (n) within the document and the total number of pages (tt) that the document contains to facilitate the ordering during the printing process and the identification of loss or partial loss of the document.
In the case of Modifications to Regulations in force, the heading is identified by adding to the identification number of the document subject to modification (standard, procedure, recommendation or directive) the following general structure - MNNAA, where the characters have the following meaning:
- -M: indicates that it is a modification to the document whose number precedes it.NN: two numerical digits that will represent the consecutive number of the modification of that document AA: two numerical digits that will represent the terminal of the year the modification was made.
II.5.2.2 Body
It is the place where the content of the document is found according to the structure established in the definition of the Manual that ends with the section, Register of Manufacturers, where the data is recorded and the signature of the people who worked in the preparation of the document is collected, as shown in diagram # 2, ordered from highest to lowest share.
Scheme 2. List of producers.
| Name and surname: | Position: | Firm: |
II.5.2.3 Footer
On the cover a block is enabled that has a set of squares to collect the data of the officials who reviewed and approved the procedure, as well as the date of review and approval and their respective signatures, as indicated in diagram # 3.
Scheme # 3. Proposed format for the footer of the title page.
| Reviewed by:
Name: Position: Date: Firm: |
Approved by:
Name: Position: Date: Firm: Board of Directors Agreement: |
The remaining pages of the document must be signed or initialized by the same officials who signed on the cover and those who appear in the Register of Manufacturers described above.
II.5.3 Reissue Act
The Act of Reissue of documents belonging to the Manual, consists of a header and a body. In the header, it contains the identification data that is listed in scheme 4:
Scheme # 4. Proposed format for the heading of the Reissue Act.
| Logo | RE-EDITION ACT | Number: XX - ARSUNNAA |
| Issue Date: MM / DD / YY | ||
| Page n of tt |
- Company logo.Title: «Reissue Act». Identification code (Number). This type of document is identified, in addition to the title, with its identification number assigned in the Systems and Organization Department from the Consecutive Register existing therein in accordance with the following general structure XX - ARSUNNAA, where AR: indicates that the document corresponds to a Reissue Act and the rest of the characters have the same meaning as in the identifier of Standards, Procedures or Recommendations. Date of issue and page n of tt. It has the same meaning and format as the documents described above.
The body of the Reissue Act is where the following aspects are included, as a minimum:
- Causes that motivate the reissue of the document Nominal list of all the documents that are replaced with the reissue (repealed documents): rules, procedures, directives and their modifications Actions to disseminate the information of the repealed documents Agreement of the Board of Directors that endorses the issuance of the Reissue Act.
II.5.4 Act of Repeal
The Acts of Repeal of documents belonging to the Manual of Organization and Internal Regulations consist of a header and a body. The header consists of the identification data indicated in the following scheme:
Scheme # 5. Proposed format for the heading of the Repeal Act.
| Logo | REPEAL ACT | Number: XX - ADSUNNAA |
| Issue Date: MM / DD / YY | ||
| Page n of tt |
- Company logo.Title: "Repeal Act", Identification code (Number). This type of document is identified, in addition to its title, with its identification number assigned in the Department of Systems and Organization from the Consecutive Register existing therein in accordance with the following general structure XX - ADSUNNAA, where AD: indicates that the document corresponds to an Act of Repeal and the rest of the characters have the same meaning as in the identifier of Standards, Procedures and Recommendations. Date of issue and page n of tt. It has the same meaning and format as the documents described above.
The body of the Repeal Act is where the following aspects are included, as a minimum:
- Causes that motivate the repeal of the document Nominal list of all the repealed documents: standards, procedures, directives and their modifications Actions to disseminate the information of the repealed documents Agreement of the Board of Directors.
Section III. Processes for updating and conservation
III.1 General
A usual practice in the field of Theory of Knowledge is to generalize the analysis tools tested in one activity to others, indicating, of course, the range of validity of these in the new conditions of use.
In the business environment, one of the techniques that has been successfully incorporated is Process Analysis, by means of which the global activity of an entity is progressively segmented from the general aggregation level to a process, whose division into elements of The lower complexity is not useful for the purposes of the study and, therefore, it is considered a unitary process, whose characterization is simpler and its modeling corresponds to a greater extent with reality, which facilitates the identification of structural failures and organizational structures in the company.
The foregoing allows us to affirm that the process of creation and implementation of the Manual can be considered a general process, capable of being decomposed into four sub-processes: creation; modification; repeal and custody of the signed originals that serve as legal support to it.
Taking into account the aspects indicated below, the analysis of the aforementioned sub-processes is carried out, with a view to completing the full-cycle analysis of the implementation of a Manual of Organization and Internal Regulations in the organization
III.2 Processes for updating the Manual
III.2.1 General process
As previously indicated, when applying the Process Analysis tool to the case of the implementation of a Manual, a general process can be identified that can be decomposed into four unit processes: preparation request, as a result of which a decides whether or not to take an action (creation, modification or repeal) to maintain the validity of the Manual; elaboration, if applicable, where the requested work is undertaken; approval by the highest authority of the entity and finally the custody process of the original signed documents, which can be graphically represented by figure 1.
The first process that is part of the essential updating of the Manual is the request for a specific action, in which three fundamental aspects can be identified: the formal aspects, which includes the definition of the officials empowered in the entity to make the request.; format and content of the same, as well as the recipient, who in turn must be in charge of evaluating it and issuing the corresponding opinion.
In practice, it is convenient for this official to be the Head of the Systems and Organization Department, since this is the person in the organization who has the highest level of updating on these issues and knows the strategies and policies of the company. However, discrepancies may arise, which must be resolved by the first level of management, whose opinion is final.
In a graphical way, the described process can be represented as indicated in figure 2.
III.2.3 Preparation process
The preparation of documents belonging to the Manual is directed by the personnel of the Department of Systems and Organization of the entity, who will work together in the elaboration of the Draft Document with the specialists designated by the respective heads of the areas involved in the subject matter. regulation, if necessary.
As a result of this process, a preliminary draft of the document is obtained, which is added to the file and constitutes the entry of the following process, approval.
Graphically, the aforementioned can be represented through the decision tree shown in figure 3.
III.2.4 Approval process
Due to the impact at the level of the entire organization, the approval process must have two essential characteristics: the approval must be carried out by the first level of management and the preliminary draft must be circulated sufficiently in advance to all the dependencies and areas whose activity is regulated in the document for them to issue their criteria, with a view to reducing, especially in the short term, the need to introduce modifications motivated by an incomplete vision of the regulated aspect.
Figure 4 shows in detail the steps associated with this process, which allow meeting the aforementioned requirements.
III.3 Original custody process
III.3.1 Printed copies
Once approved by the General Director of the entity and signed by all the corresponding officials, the new Approved Regulation belonging to the Manual will be delivered to the official designated for the custody and conservation of these as well as the file prepared during the preparation work.
For the preservation of these documents, the means and resources must be assigned to guarantee their security and protection against any contingency or attempted violation of physical integrity.
III.3.2 Files
At the conclusion of the approval process, the systematizer who directed the process will deliver to the designated official the files (including the original graphics in electronic format) that contain the Approved Regulation, for their custody and conservation.
In the case of files in Word format and graphics, in any of the electronic formats used (jpg, bmp, etc.), they will be stored in the computer system that the Head of the Department of Systems and Organization decides following the directory structure illustrated in figure 5, which complies with the following organizational principles:
- Root directory: two characters, following the convention for the naming of the subsystems that make up the Manual Subdirectories: they have an identification that facilitates the identification of their content: standards, procedures, recommendations, directives, reissues and derogations. Content directory : It is the directory where the files that make up the document are placed for their conservation and whose name corresponds to that of the content document.
In the case of files in hypertext format, they are stored on the server where the WEB application is located.
In order to guarantee the integrity, a monthly update will be carried out on the files, both in Word, graphics and hypertext formats, which constitute the Manual on compact disc.
As a final practical recommendation, it can be noted that to facilitate the association of the file with the document it contains, its name must coincide with the number used to identify the header.
In the event that there is an electronic version such as Power Point or WEB Pages, it is necessary to establish the recipients of this type of support, as well as the periodicity of updating and the way to get it to them.
Conclusions
As a conclusion to this work, it can be noted that it includes the fundamental aspects associated with the conception of a Manual of Organization and Internal Regulations, based on a new approach that integrates two aspects that are generally treated separately: the Organization, as a structure business and the Regulations of the activities carried out, thereby achieving greater coherence at the institutional level and facilitating the detection of failures, both in the structure and in the regulatory system.
Another aspect that should be noted is the detailed analysis of the general process of updating and conservation of the Organization and Internal Regulations Manual and the sub-processes into which it can be divided: request, preparation, approval for updating and custody of the original documents that provide legal support of the same.
To the aforementioned, it should be added that the work described as a whole (general conception, Section I; document format, Section II; processes for updating and conservation, Section III), constitute a full-cycle presentation of the elaboration and implementation of a Manual of Organization and Internal Regulations in an entity, since it contains the methodological and organizational elements essential for this, as well as a proposal for its implementation.
Bibliography
- Berge, C.: Graphes et hypergraphes'; Editorial Dunod; Paris; 1973 Castro, M.; Ruges, M.: «On the methodology of economic research»; Editorial Ciencias Sociales, Cuba, 1982. Jackson, MA: «Principles of Program Design»; Academic Press; New York; 1975 Ishikawa, K.: «What is Total Quality Control ?. The Japanese mode "; Editorial Social Sciences; Cuba, 1988, Martín, G.:Course of Writing »; Editorial Pueblo y Educación; Cuba; 1975.Martínez, M: «ISO 14000.»; www.monografias.com; 2001.National Computing Center Ltd.:Manual of Documentation Standards. Britain; 1980.NC-ISO 9001: "Quality Management System - Requirements"; Cuban Institute for Standardization; Cuba; 2000.NC-ISO 9004: "Quality Management System - Recommendations for performance improvement"; Cuban Institute for Standardization; Cuba; 2000.
ANNEX A. Terms and Definitions
Reissue Act. Document belonging to the Manual of Organization and Internal Regulations that is issued to formalize the reissue of a standard, a procedure, a recommendation or a directive that in its new version includes all the current modifications.
Act of Repeal. Document belonging to the Manual of Organization and Internal Regulations that is issued to formalize the repeal of a norm, a procedure, a recommendation or a directive and its current modifications.
Repeal Elimination of the validity of any of the documents that make up the Manual of Organization and Internal Regulations, due to the fact that its content is not applicable in the present conditions.
Functional divisions of the Subsystems of the Manual of Organization and Internal Regulations. Internal organization of each of the subsystems that make up the Manual of Organization and Internal Regulations, attending to the universe of activities and tasks that it covers, with a view to facilitating access to the information available.
Organization Manual and Internal Regulations. It is the set of Norms, Procedures, Recommendations, Directives and other documents that govern the activity of an entity, as well as the organization of the same for the fulfillment of its Mission.
Modification. Any changes that need to be made to any of the current documents that make up the Organization and Internal Regulations Manual.
Reissue. Edition of a document belonging to the Manual of Organization and Internal Regulations, in which all the current approved modifications are included in a coherent manner, which are repealed in that process.
Subsystems of the Manual of Organization and Internal Regulations. Divisions of the Manual of Organization and Internal Regulations that groups the contents related to each of the types of activities carried out in the entity, based on a subsystem of Generalities that establishes the common guidelines to be followed in the rest.
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