The OBS Process is used for supervisors and managers to routinely observe various Business Elements and determine if anything is out of order. Observations are a less formal way to keep track of the business by having knowledgeable individuals to routinely visit various locations to see conditions and operations. The Observations Process utilizes Observation Templates to specify information that is to be collected during certain types of observations. These observations may be schedule on a routine basis to ensure that certain locations and business elements are kept under frequent surveillance. Individual’s conducting Observations record the information they observe in a manner consistent with that used for Assessments and Condition Reports. This process provides the basis for analyzing these observations to detect adverse trends in the Organization. Conditions identified during Observations that require additional investigation and analysis are entered into the Condition Report Process.
Figure 1 illustrates the basic OBS Process Steps.
Initiate OBS: Observations may be initiated as a request to conduct an Observation by entering the locations and Business Elements that are to be observed and routing it to the Assign OBS Step. As part of the Initiate OBS step the Initiator may utilize an Observation Template which specifies the information that is to be gathered. The Observation is then routed to the Assign OBS Step. The Initiate OBS Step is also used by managers and supervisors to enter ad hoc Observations that they may conduct on their own. In this case the Observation is initiated and an Observation Template may be loaded based on the type of Observation conducted. The Observation is then routed to the Conduct OBS Step where the pertinent information can be entered.
Assign OBS: In the Assign OBS Step, the Responsible Organization Manager assigns the OBS to an individual who is responsible for conducting the Observation.
Conduct OBS: The Assigned Individual visits the locations specified by the observation and collects the information indicated by the template. He or She then enters the information into the OBS. If the assigned individual identifies a condition that requires further investigation or analysis, he or she initiates a Condition Report into the CR Process. If the Observation indicates that it is to be reviewed by the owner of the Business Elements being observed, it is routed to the Review OBS Step. Otherwise, the Observation is routed to the Complete OBS Step.
Review OBS: The OBS is routed to the Manager responsible for the location or business elements that were included in the Observation. The Responsible Manager review the information entered into the OBS. If the manager disagrees with the information, he or she enters back route notes and returns the OBS to the Conduct OBS Step where the responsible individual will reconcile the issues. If the Responsible Manager believes the Observation identifies a condition that requires further investigation and analysis, he or she initiates a Condition Report into the CR Process. The manager then routes the Observation to the Complete OBS Step.
Complete OBS: Once the OBS has been completed and the CRs initiated the OBS is routed to the Complete OBS step where it is filed as achieved.
A Process for creating and maintaining Observation Templates is included as a sub-process to the Observation Process.
This Process is illustrated in Figure 2.
Initiate OBS Template Change: The current OBS Template data is loaded into the Initiate OBS Template Change Step. If the change is to initiate a new OBS Template the Template Fields are blank. The OBS Initiator enters the change data and routes the Change. New OBS Templates and significant Template Changes are routed to the Approve OBS Template Change Step. Minor Changes by-pass the Approval Step and are routed to the Complete OBS Template Change Step.
Approve OBS Template Change: The Responsible Manager for the OBS Template reviews the OBS Template Change. If the change is not satisfactory the Manager can either make the changes in the Approval Step or recorded the deficiencies in the back route notes and return the OBS Template Change to the Initiate OBS Change Step. When the Responsible Manager is satisfied with the OBS Template Change he or she routes it to the Complete OBS Template Change Step.
Complete OBS Template Change: When the OBS Template Change enters the Complete OBS Template Change Step it is used to update the OBS Template Record with the changed data. The Complete OBS Template Change is then filed as achieved.
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