Modules of docuMOP
docuMOP is the convergence of documentation and MOPs. For some the first question is what is a MOP? Our mop differs from the first item that comes to mind when many think of a mop. Our MOP is a Method of Procedure. A MOP can cover what some may call standard operating procedure or emergency operation procedure. In essence it is the proper, planned method of doing something. The concept (often used in technical facilities and originating in phone company systems) of a MOP documents the aspects and individual tasks necessary in accomplishing a desired task or result. For critical operations, a MOP is a pre planned, documented step by step procedure designed to eliminate risk of doing something in a manner that interrupts services or simply doesn’t end up with the desired result. The benefit of having a pre-prepared MOP is that the thinking part of a task is done without the pressure of the moment. Having one allows actions to be followed in an emergency or process as opposed to having to think of and develop each step as one proceeds. Following a MOP may have prevented disasters such as oil spills, facility explosions, accidental power outages or similar situations which typically occur quickly, advance even faster and demand quick reactions.
Each docuMOP client is provided a separate private (user name and password protected) web site which contains an organized structure of their docuMOP information.
docuMOP is composed of modules and packages to allow tailoring as desired by each client. All Packages provide certain key life safety information such as location and contact points for medical services, protective services, CPR instructions, CPR trained personnel listing and other specific life safety information such as AED locations and (where available) fire exit listing and routing. Access to a scheduling calendar is also provided with all packages to provide for scheduling of routine and specific tasks.
Annually, or more frequently if desired, docuMOP includes an update service to ensure data listed remains current. docuMOP has been designed to meet multiple levels of need ensuring Modules and Packages are available to meet any clients needs from a simple residential docuMOP to a global multi facility corporate docuMOP.
The standard modules of docuMOP are:
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docuMOP Basic: docuMOP Basic provides an on line documentation vault organizing important documentation on equipment for your facility and organization. This is developed based upon our directed customer survey form determining key equipment being used. docuMOP’s survey form guides our clients to develop the equipment list. The end result of docuMOP basic is an online library accessible locally or remotely via password to quickly provide information when needed. Life Safety Module and acess to a scheduling calendar is included in docuMOP basic.
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The +Resources Module adds an in house personnel listing along with their contact information. Areas of responsibility are listed providing a quickly accessible listing to contact the proper person or persons when necessary. Key in house personnel are accessible via all main pages for quick access in times of emergency. Additionally +Resources develops a listing of outside sources of support for functions such as trade contractors normally used, key suppliers and service groups for a wide range of needs such as service/repairs and deeper product support sources.
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The +Process Diagrams Module adds documentation of items such as electric riser diagrams, hvac zoning and locations, circuit breaker identification. For organizations that have current updated drawings and documentation docuMOP +Process Diagrams simply adds existing documentation to your custom site. For clients that do not have updated drawings or none at all, we can assist in preparation of Process Diagrams. The benefit of Process Diagrams is the quick ability to determine portions of a system that are involved in a supporting system. In minutes a complicated system such as a building HVAC or electrical system may be analyzed to ascertain where in the process the system has or may have broken down. Process Diagrams allow one to focus resources on the most likely root cause of a problem.
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The +Methods of Procedure Module begins to show the real potential of docuMOP. Methods of Procedure may be ones already developed by our clients, or ones we have previously developed for typical situations, or be developed as we work with clients. With the +MOPs module a quickly accessed schedule of MOPS is available to our clients to aid quick reaction in emergencies and to provide standard MOPs for routine tasks followed in house or by outside vendors. Following MOPs reduces risk and increases efficiency.
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The +Checklists Module provides easy to follow checklists to ensure things are routinely done in a consistent manner. The +Checklists Module helps eliminate the cutting of corners when doing or inspecting something. The +Checklists Module prevents time wasters such as one getting to the stage of performing a task but finding they don’t have all the resources needed, such as forgetting the right tool, access key or other small item that stops one in their tracks. As with docuMOP's other Modules where a client already has a checklist we incorporate it on the client’s docuMOP web site. In other cases docuMOP can provide checklists we have developed for other client’s needs or we can work with a client developing new, custom checklists.
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The +Service Records Module provides a library for past equipment servicing records. For whatever reason past service records often seem to disappear. Sometimes they get lost because they are set with the equipment serviced or sometimes they get attached to an invoice that stays with accounting documents. With the +Service Records a procedure is set to scan and electronically forward equipment service records. This document gets added to the +Service Records section of the client’s docuMOP web site for easy access whenever the need for the historical information occurs.
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The +Lockout / Tag Out Module adds Lockout/ Tag Out procedures to be followed to ensure equipment is safely turned off and remains off during servicing. Industry standard Lockout/ Tag Out procedures are provided and company specific versions are added where a client has individual Lockout/ Tag Out Procedures to be followed.
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The +Field Assets Module provides a listing of key assets potentially important to a facility or organization. Typically this might include a listing of different door or equipment keys, who has them and where are they stored, or a listing of company vehicles, associated tag numbers and descriptions to have ready to provide to law enforcement in the event of an accident or theft. While these two examples are listed the field assets could be any type of asset the docuMOP client considers worthy of documenting.
- docuMOP Custom: As one can see docuMOP has many modules to allow customization. In the case where a facility or organization has a distinct docuMOP need not covered in our standard module offering, docuMOP will work with the client to specifically develop a docuMOP meeting their needs.