Master Template for Policies and Procedures - PCT

7/31/2019 Master Template for Policies and Procedures - PCT

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Master Template forPolicies and

Procedures

Created: ID Number: 20B-IG-PR-06.01.02

Last Updated: Status: Draft


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Master Template for Policies and Procedures

Contents

1 Introduction....................................................................................... 41.1 Knowledge and Skills..........................................................................................41.2 Document Handling.............................................................................................41.3 Outlining...............................................................................................................41.4 Identifying and locating your documents .........................................................51.4.1 PCT Standard........................................................................................................51.5 Version Control....................................................................................................51.5.1 Track Changes ......................................................................................................61.5.2 Approved Versions ................................................................................................61.6 Tables and Figures..............................................................................................62 Heading 1........................................................................................... 72.1 Heading 2 .............................................................................................................72.1.1 Heading 3 ..............................................................................................................73 Introduction....................................................................................... 83.1 Rationale ..............................................................................................................83.2 Key Points............................................................................................................83.3 Supporting Documentation ................................................................................84 Name of Policy etc............................................................................ 94.1 Scope....................................................................................................................94.2 Roles & Responsibility........................................................................................95 Heading............................................................................................ 10

FiguresFigure 1-1 Example of an inserted Figure Number ..............................................................6

TablesTable 1-1 Example of an inserted Table Number ................................................................6

References


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Document Change HistoryDate Ver. Status Author Details of Change

dd/mm/yyyy x.xx Draft Name Initial Draft

Document Tracking History

Date Ver.Person

PresentingArea Receiving Comments

Author IA Team

Risk ManagementAudit CommitteeBoard

This is an electronic version of the approved version and paper copies are only valid as ofthe last update. Please refer to the master copy or the documents author if you are in anydoubt about the currency of the documents content

Copyright Bury Primary Care Trust 2007. Unless otherwise stated, no part of thisdocument may be reproduced or transmitted in any form without prior written permission ofthe Trust. With the exception of any NHS organisation, primary care contractors and theBury PCTs partner organisations, who may freely use this document as an example ofgood practice.


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1 Introduction

This is a template document that has been provided for your use.

After reading and familiarising yourself with the contentsof this template, please highlight and delete the text fromthis section onwards and begin your document.

1.1 Knowledge and Skills

The following knowledge and skills and minimum software version are required bya documents author In order to use this document in the required way.

Familiar with Microsoft Word 2003 and its:

o Outlining toolbar and features

o Reviewing toolbar features

o Inserting references (i.e. figures, tables)

1.2 Document Handling

This template has been produced to enable all staff members to preparedocuments in a consistent manner.

The title of the document is be inserted on the front page, and within the Header

section of the appropriate section.

In the footer section, insert the assigned ID Number.

When saving your document the following filename convention is to be used, asthis will enable documents to index off their ID number, which also makesdocument searches more effective.

000-XX-XX-00-00-00

1.3 Outlining

This document has been designed using the outlining feature that Microsoft wordprovides, this can be added to your toolbars by right clicking the tools bar section

b d l i O li i f h


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Important: remember that you will need to update the Table of contents before

saving, printing or distributing your document. As an additional tip you can setword to automatically update this information when you print your document. To dothis you need to select Tools then Options and when you get the optionswindows open, navigate to the Print tab and make sure you select the option toUpdate Fields

1.4 Identifying and locating your documents

All Microsoft products allow information to be inserted into a Properties section,this section is to enable a documents author to correctly identify the contents ofthe document. The advantage of providing this information is to enable moreeffective and intuitive document searches on a network.

To enter this information in your document, click on file and select properties andpopulate the fields accordingly, with the exception of the Manager field, which is tobe left blank.

1.4.1 PCT Standard

Most if not all versions of the Microsoft products provides the properties section fora document, within this screen the following fields are required to be completed.

* Title: Title of the document

* Subject:: Subject area i.e. Information Governance, Website TechnicalGroup, etc

* Author: Name of the documents author

Manager: Do not use this field

Company: Bury Primary Care Trust (PCT)

Category: report, audit, advisory, policy, etc

* Keywords: any words that appropriately refer to the document contents

* indicates that these fields are used for Adobe PDF files when you create thesedocuments, all other fields listed are common throughout Microsoft Officeapplications


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Master Template for Policies and ProceduresDraft versions will be numbered: 0.xxApproved versions will be numbered: x.00

Example: first draft is numbered 0.1, second draft is numbered 0.2, whenapproved becomes 1.0, next draft is 1.1 and so on.

To ensure you maintain the integrity of your version, you may find it convenient todo a save as and increment the version number before editing your next version

1.5.1 Track Changes

Track changes is a feature of Microsoft products, which is used to help supportversion control. Track changes works by recording all user activity within adocument and records that users username.

MS office 2003 provides the ability to either display all changes made, or specificchanges made by an individual. You can also turn of the display of all trackedchanges by selecting View and selecting Markup.

To make the most of Track Changes, you can add the Reviewing tool bar to yourexisting toolbars, by right clicking on your toolbar section and selecting theappropriate tool bar from the selection.

When using track changes, no user should use the accept changes feature asthis will remove all tracked changes within the document, this feature is only to beused by the documents author following approval and prior to publication, butretaining the original copy with all tracked changes incorporated.

1.5.2 Approved Versions

When a version has been approved, the author will retain the original documentwith all changes marked. But for distribution a version should be prepared that hasall changes agreed (removes all tracked changes from a document) and isconverted into PDF format with appropriate metadata being applied.

1.6 Tables and Figures

Tables and figures are used to appropriately identify specific references within adocument, if these are inserted correctly you can then automatically created a listof these under your contents.


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2 Heading 1

This heading is to be for main section headings, and will automatically start on anew page.

The template has been designed to support up to 4 different headings

2.1 Heading 2

All 4 heading types use the same text format for its content

2.1.1 Heading 3

This heading will be shown as italic on the table of contents

2.1.1.1 Heading 4

This heading will not appear on the table of contents as this would make thecontents page too large, see the contents page of this document as an example.


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3 Introduction

3.1 RationaleDescribes the principles that underlines and explains why this policy is required.

3.2 Key Points

List the main key points of your Policy, using bullets.

3.3 Supporting Documentation

List the documents that support this document.


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4 Name of Policy etc

Provide a statement that describes the intention of your document.

4.1 Scope

Describe the scope of your policy.

4.2 Roles & Responsibility

Describes who (by job title) and the list of responsibilities allocated


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5 Heading

Describe the remaining sections of your policy


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A Guide to using the PCT Document Template V1 May 2008

Headers & Footers

These are used throughout the document so that the actualstrategy or policy can be identified from any page. The Header

should contain the Document Titleon the left and the PCT nameon the right. The Footer should have the filenameon the left (it isgood practice to include the version number in the filename e.g.Communications Strategy V1.doc), page numberin the centre anddateon the right (this can be month and year)

Hints and Tips

Placement in PCT organisational Structure - this should identify

wh ich serv ice / func t ion o f the PCT isresponsible for the document and helps to identify where onthe website it should be.

Version Control - This is a simple method of being able toidentify different versions of a document and can be done bythe use of version numbers. Sub versions (1.1, 1.2, 1.3) canhelp to identify minor amendments while main versions (V1,

V2, V3) can reflect major changes or updates.On occasions the use of a date (May 2008) may be sufficient toidentify different versions. Versions should be included infilenames.

Paragraph spacing - using this featurein Word is a good method of havingconsistent spacing without having to

put in a blank line.

Draft Watermark - This can be put oneach page using this MS Wordfeature (Format, Background, Printed Watermark,Text Watermark)

This leaflet is a brief guide to using the Telford & Wrekin PCTDocument Template to create approved documents such as

Strategies and Policies

In order to give a consistent and professional identity to thePCTs approved documents and to meet relevant RecordsManagement Healthcare Standards the document templatehas been created and is available on the PCTs website underPCT Information, Policies and Procedures.

The template is made up of fourbasic sections:

1. Front Cover

2. Document Control Sheet

3. Table of Contents

4. The main body of the

document

Front Cover

This identifies the documentat a glance giving basicdetails such as thedocument title, author/owner,

version number, approval andreview dates

For further information and guidance please contact:

Alan Ferguson, Records ManagerTel: 01952 265192


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A Guide to using the PCT Document Template V1 May 2008

Table of Contents (ToC)

The contents page is created using the MSWord Table of Contents feature using

Headings f rom the Sty les andFormatting to identify which headings shouldbe listed. You can get Word to update theToC by using F9 function key and UpdateTable of Contents option. You can navigatethrough the Word document by clicking onthe hyperlink created in the ToC.

When thedocument isconverted to pdf.

format, forpublication to theweb, you can alsouse the ToC tonavigate throughand read particularsections of the document.

Layout and Style of the Document TemplateFont

In accordance with NHS Identity guidelines Arial font is usedthroughout the document. As a guide the styles used are:

Heading 1 - Arial16pt bold

Heading 2 - Arial14pt bold

Body text (normal) - Arial 12pt.

Document Control Sheet

This page contains more detailed information about thedocument which gives it credibility and authenticity by listing those

involved in its creation and other important informationincluding version control*, approval method and document history.

* See Hints & Tips on back page for further advice

Master Template for Policies and Procedures - PCT

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