Granite Management System (GMS) Managers: Additional Information
GRANITE MANAGEMENT SYSTEM (GMS)
Managers: Additional Information - FAQ
1. What do I need to do as a Manager?
· Support and encourage employee use of GMS links to improve efficiencies for additional time savings in your department;
· Assist by streamlining documents and eliminating unnecessary and out-of-date documents currently on your department’s Intranet page;
· Continue working to convert your departmental documents to GMS format.
2. Which documents are considered “GMS” and need to be “controlled”?
Several types of documents are associated with GMS (refer to graphic below) and may reside at different levels in the organization (i.e. at the GMS level, the Department level and possibly at a Location - Group or Region level). Types of GMS documents include:
Note: There will be some documents used by Granite that are not considered “GMS documents” which do need to be “controlled” (i.e.: public agency documents, examples of project-specific documents, DOT standards, etc.). Refer to Glossary for the definition of a “controlled” document. See GMS-SP-009 for further details re: “Document Types”.
3. Will we find all GMS documents in this new system?
You will find all GMS documents in this system, with the exception of Area or Project-specific documents, which are maintained by the Area or Project management teams respectively.
The GMS Documentation Hierarchy is best described as illustrated above, showing the cut-off at the Region level. The Granite Management Plan (GMP) is our overarching documented plan describing our GMS. There are a limited number of GMS system policies, procedures, forms and reference documents that apply company-wide and provide direction for individual department documents, such as plans, policies, procedures, best practices, etc.)
4. Who is responsible for GMS document preparation, maintenance and approvals?
Document Type / Responsible Party· GMP and GMS System Documents Preparation and Maintenance / Quality Management (QM) Department
· Individual Department Documents Preparation and Maintenance / Each Senior Department Manager (SDM)
· Location-specific (Group/Region) Documents
Preparation and Maintenance / Location (Group/Region) Management
· GMP and GMS System Documents Approval / Granite Executive Team (ET)
· All GMS and Department Policies Approval / Granite Executive Team (ET)
· All Department Documents (Except Policies) Approval / Senior Department Manager (SDM)
· Approved Document Management Using SharePoint
(final formatting, reference verification, uploads to GMS-SharePoint and overall GMS site administration & training) / GMS Coordinator
5. How do I get a document into GMS-SharePoint?
Work with your Senior Department Manager (SDM) to get the document added to the appropriate GMS Library’s Document Log and secure its unique Document ID number.
6. How do I format a document to be included in a GMS Library?
· Once the Document ID has been assigned, utilize the formatted templates (available on the GMS home page in SharePoint and also on the “GMS” Intranet page under the “Templates” tab) to create the document. (This is further detailed in GMS-SP-009 - GMS Document Preparation and Maintenance Procedure.)
· Once drafted and approved by your SDM (and Legal approval has been obtained, if required), submit your documents to the GMS Coordinator for final formatting, reference verification, linking and for upload to SharePoint. Note: If your document is a “Policy” (new or existing at the time of GMS implementation), the GMS Coordinator will assist in the process of obtaining the required majority approval of the Executive Team.
7. How do we edit documents in GMS?
Address the changes with your SDM and/or the Library Administrator. All changes made by the Library Administrator must be approved by the SDM prior to uploading to GMS.
8. Do all GMS documents have to be formatted similarly?
Yes in accordance with GMS-SP-009 - GMS Document Preparation and Maintenance Procedure.
9. Do you have the ability to set specific rights or permissions if documents pertain only to a particular workgroup?
GMS documents are intended for all employee access; however, there may be occasions when certain documents will only be accessible to those who need them for certain job functions. In this case, permissions can be set on a per-document basis (see GMS Coordinator/Library Administrator).
10. Can you tell me more about the GMP, Management System Principles/ISO and the PDCA?
a. Granite Management Plan (GMP) -
The GMP describes how Granite will establish, document and implement management systems, policies and procedures, and continually improve their effectiveness.
Specifically, the GMP describes how Granite will:
· Determine the processes needed for management systems and their application throughout the organization;
· Determine the criteria and methods that ensure both the operation and control of these processes are effective;
· Ensure availability of resources and information necessary to support the operation and monitoring of these processes;
· Monitor, measure and analyze these processes; and
· Implement necessary actions to achieve planned results and continual improvement of the processes.
b. Management System Principles/ISO -
Even before adoption of the ISO standards, the eight management system principles were integral to Granite’s culture. GMS-DD-001 - Granite Management System (GMS) Description Document provides a detailed description of how the requirements of the ISO standard and the principles are addressed by Granite to improve business performance. The eight management principles are:
To learn more about ISO, visit: http://www.iso.org/iso/about.htm.
c. Plan-Do-Check-Act (PDCA) Cycle -
The Plan-Do-Check-Act (PDCA) Cycle is the simple methodology common to ISO standards and the GMS. It can be applied to any process: Plan what we do, do what we say, check that things went according to plan and act on it. With procedures in place, we can audit, adjust as needed and create better systems for continual improvement throughout Granite for the Company and our customers.
Reliance on the PDCA assures Granite has clear, consistent expectations and responsibilities defined that are auditable, which in turn can be used for continual improvement.
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