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Job/Task Analysis Procedures - Sample

Updated on February 2, 2015

MJB Manufacturing is a family owned business, specializing in high performance cup filling and sealing machines.

Overview

MJB has gone through two reengineering type projects for year 2014 including the implementation of a new Human Resources Application. As well as a Needs Analysis performed by an outside Instructional Design consultant in an effort to improve sales through proper training methods.

As a result of these recent efforts, it has also been determined that certain departments throughout the company are in need of personnel. Since these are new positions, each applicable department manager must come up with a Job/Task analysis for each new position. Managers will attain this information through their knowledge, interviewing and working with their teams.

Each manager or Job/Task Analysis author is encouraged to use this model as a template/guide.

Position/description - Document Control Specialist

Technical Publication (TP) documents are not static and are continually updated and modified as needs arise. The Technical Writer is currently responsible for all changes to TPs. As the result of our reengineering efforts, there is the need for a Document Control Specialist (DCS).

Purpose

The DCS is responsible for maintaining the Document Repository (DR). The repository is the receiver of all future MJB documents, from all departments and groups. The Document Repository allows files to be:

  • Centralized
  • Versioned
  • Secured

Specifications

Specifications for the repository include:

  • Web interface accessibility
  • Standard file naming conventions
  • Managers set permission rights

All files are stored in the repository after obtaining an official file number.

Directives

Directives for the repository include:

  • Assign all files with part numbers
  • All said files will contain the part number within the file
  • A copy of each file must be sent to the DCS for repository storage

Tasks – Documentation Control Specialist

The DCS is responsible for assigning file part numbers, retrieving files from department members, and maintaining the DR. The recommended procedures for this position are discussed in this section.

  • DCS Overview
  • Document Control Procedure
  • Document Storage Procedure

DCS Overview

The DCS:

  1. Obtains part number from the Master List.
  2. Enters all document information into the Master List.
  3. Sends email to TW containing part number and location.
  4. Enters information into the Master List.
  5. Receives master file from TW.
  6. stores the master in the DR.

Source

Document Control Procedure

Outlines the steps for document control:

1. The TW sends a notification to the DCS containing complete documentation information.

- Project
- Doc Title
- Department
- File
- File Type
- Description
- Author
- Writer
- Authorities
 

2. The DCS accesses the Master Files List and obtains a part number for the document, and enters all appropriate data into the Files List.

3. DCS stores the file in the appropriate location.

Document Storage Procedure

Outlines the steps for Author/SME document control:

1. The SME sends a notification to the DCS containing complete document information. Including the file and the following information:

- Project
- Doc Title
 
- Department
- Files
 
- File type
- Description
 
- Author
- Writer
 
- Authorities
 
 

2. The DCS accesses the Master Files list and obtains a part number for the document, and enters all appropriate data into the Files List.
3. DCS stores the file in the appropriate location.

DCS Interaction with Business Flow – Real Time

Customer calls manufacturing and needs detailed instructions on how to do a change-over of parts from 16oz. to 32oz. containers on their Greek Yogurt Filling machine. They need it ASAP to fill orders. They will need to bring a line down at the plant. Service suggests an Appendix to their current manual delivered in hardcopy to ship with the new parts. They will add hardcopy (at plant) to their current bookshelf manual as required by code, and the +10 meg PDF (delivered by a sharing tool) will be uploaded for viewing on the Human Machine Interface (HMI) of the filler. The deliverables must contain Bookmarks, TOC, images, and graphics. Below are the procedures the ID will use as a guide to complete the following task:

Changing over Greek yogurt filler machine parts to accommodate the new 32 oz containers.

Adding new parts to an existing machine:

1. Instructional Designer (ID) receives an assignment from the Service department and contacts the Technical Writer (TW).
2. TW enters job number to DCS and labels the doc template with the job number.
3. ID performs research. This may include:


  • Interviewing Subject Matter Experts (SMEs) – Engineering, Sales, Service, Manufacturing, and Assembly.
  • Reviewing electronic materials.
  • Reviewing hardcopy materials.
  • Taking digital photos and/or video.

NOTE: Information is gathered by taking hardcopy notes, electronic notes, recording device, digital and video camera.


4. ID storyboards the task.
5. TW creates technical draft.
6. TW creates a sign off packet and releases to ID, DCS and applicable SMEs.
7. DCS retrieves edits.
8. TW makes edits and adds remaining information.
9. DCS creates a final draft.
10. DCS creates the sign off packet and releases to SME and ID.
11. TW retrieves edits.
12. TW makes edits and adds remaining Information.
13. TW sends Doc/PDF files to the DCS, who then forwards to the Doc assistants where the hardcopy is printed and shipped, and the PDF shared.

Work Flow Process

Source

© 2015 Mark Bush

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    • markbush5150 profile image
      Author

      Mark Bush 3 years ago from Tampa, Florida 33609

      Thank you, Carolyn. Given your expertise and experience, I am glad you found the sample interesting. It is based on "real life" Job/Task Analysis, however, in this case; the ID and DCS did not exist - only the TW.

    • Carolyn M Fields profile image

      Carolyn Fields 3 years ago from South Dakota, USA

      Interesting sample. I enjoy reading about "real life" applications of general processes, such as Job/Task Analysis. I recently worked on a Job/Task Analysis for a major utility. Since the job in question already existed, it was more a matter of observing the "as is" state, and making sure the training matched what was currently being done. Very useful tool.

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