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A “best practice” way to ensure processes and procedures are adhered in a new system to is to give the teams doing the work a tool to help them – that is, procedures or policies. When I am out at client sites, I am asked the easiest way to write up policies and procedures around the Dynamics ERP system.
I tell the client that an easy way to write the accounting procedures is to take the the steps, either from the manuals or from help, and paste them into a Master Document in Word. Then, modify the steps and add policies for your company and industry. Typically, the procedures would be divided into functional areas like General Ledger, Bank Rec, etc., which is similar to the way that Dynamics GP 2010 is organized.
Since it is a challenge to write a document in many parts, I suggest to write a large document with many parts is to use the “master document” tool that is available in Word 2010. Most people are a little fuzzy on what a master document concept is.
What is it?
Figure 1 - Master Document controls are in View > Outlining
A master Document can be considered as a main document which would contain a set of separate sub files or subdocuments. In my example, each functional area such as Finance, Payables, etc., could be a subdocument.
Why do you want to do this?
· Big documents in Word can get very slow.
· And, you sometimes lose the formatting by inadvertently sticking in an incorrect heading status.
· If you have several people working on a document, they can each work on their portion without affecting someone else’s work.
· The master document lets you see the document from an overall project perspective or by parts of the document.
· Formatting rolls down to the sub documents. (Note: changes to the sub do not roll up to the master.)
When should you use it?
Use it for policy and procedure (manuals), proposals, technical documents, text books, manuals, large how-to’s, thesis papers, magazines, and for restructuring writings or articles on one topic into one, useable document.
What is an easy way to access it?
Figure 2 – Putting the Master Document Icons on the ribbon for faster access
Since I write many documents for clients, I have put the Master Document icons on my ribbon. When I click on the icon, I am able to see Create, or Merge, or whatever I need to do. This is very handy when writing up month end and year end procedures.
Watch for the next post that explains how to use the Master Document to create a Procedure Manual for Dynamics GP 2010.
Judy, ERP Consultant for Etelligent Solutions
Email me at judy@esicanada.com with your comments.
Etelligent Solutions - Edmonton, Calgary ERP and CRM