pnp_136635
Tables
If you use the Institutional Handbook of Operating Procedures (IHOP) template, you are using a table format. Working with tables keeps each section of the document within borders and creates a better spatially defined document. For example:
The table borders should be “no borders” so that when you print the document, the lines are invisible:
The IHOP template no longer has a category for introduction or audience. Aspects of these categories are incorporated into the policy statement. For example:
Policy It is the obligation of all UTMB personnel to report
suspected violations of applicable laws and regulations.
UTMB is committed to full compliance with the laws and
regulations......
To begin the creation of a policy, decide how many sections the policy will have. The sections most commonly used are:
Definitions
Policy
Exemptions
Procedure
Responsibilities
References
It is also recommended to keep policies specific to an overview with details available by hyperlink. (building a hyperlink or hotlink is described in another section).
After you have decided on the sections of your policy, create a table with that many sections, for example using the above example:
Definitions (14 size bold font)
Policy
Exemptions
Procedure
Responsibilities
References
Split each row, by placing your cursor in the row beneath the row you are splitting and going to the tables properties in the tool bar and selecting “split table” (not split cells): Definitions (14 size bold font)
Policy
Exemptions
Procedure
Responsibilities
References
The reason for doing this is that you want to keep row(s) on one page. If a row runs on to the next page, it will pull the contents with it and create large spaces between sections of the policy. Once you have determined how many rows will fit on a page, you can delete the space between them.
Definitions (14 size bold font)(12 font, regular) xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Policy Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxx.
Exemptions Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxx
Procedure Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxXxxxx
Responsibilities Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxXxxxx
References Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxXxxxx
In the event that a chart is needed within a policy or a table, follow the same steps:
Go to the tool bar and select create a table within the existing table:
Responsibilities Employee Responsibility
To create a row below the row that you are using, hit the tab key or go to the table tab in the tool bar and select insert row, you can then insert a row below or above the row that you are currently populating.
Merging and deleting cells is performed by highlighting the row or columns you are intending to merge or delete and selecting that option from the Table tab.
The actual IHOP template follows:
UTMB HANDBOOK of OPERATING PROCEDURES
Section X Policy Section Subject X.X Policy Subsection Policy X.X.X Policy Title 00/00/00 -Originated
-Reviewed w/ changes -Reviewed w/o changes
Title of Policy (18 Bold Font)
Definitions
Policy
Exemptions
Responsibilities
References
Page 1 of 4
Using WebDav
When you have created the policies that you want to populate into the Stellent folder for your department, open the WebDav icon. Open the drive in which you have the files you are moving to the Stellent policy section. Going to the views tab on the tool bar select details. This will list all of the files so that you can more easily highlight them to drag into the appropriate WebDav folder. WebDav is a tool for quickly importing multiple files. It can be used for moving one file as well, but its true function is for moving multiple files.
Do not use WebDav as an environment to modify a document. Think of it only as a transfer medium, an elevator to move policies into Stellent.
Modifying a Policy – Major Changes within Existing Policy that does not require a name change of the policy.
If the policy is already on the web, i.e., in Stellent, and the changes are greater than deleting a sentence, adding a sentence or paragraph, changing the name of a department, etc. it is better to re-write the policy as a new word document in Word. Once the new document is complete, hit select all and copy. Open the policy in the staging section of Stellent and delete the entire body of the policy. Paste the copied new policy into the existing policy shell of the old policy. The advantage of doing this is to not lose your “history” of prior edits and to not create a new URL address for the policy. (note: doing a major change this way will keep any hotlink from another policy to this policy from becoming inactive).
Deleting a Policy – if you are deleting a policy, you will also delete its history. This can present problems for any research as to what was the governing policy during a particular period of time. Before deleting a policy, make sure that you open the document in staging and click on the information icon in the Actions column. This will open up the metadata screen. If the policy has had multiple revisions, each revision will be logged at the page bottom. Before deleting a policy make sure you have saved a version of each revision into a file outside of Stellent (hint: use a memory stick specific for policies). Remember, once deleted, all history is gone forever.
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Employee Advisory Click on the line Policies and Procedures, this will take you to the IHOP home page. Once on the IHOP home page, you can navigate to all on line policies. You can search for a policy using either the complete title or any word that is contained in the policy. The example below is for a search of all policies searching within the complete text of the policy. The search engine will “read” every document and list all Search Criteria: * Leaving All Checkboxes blank (or checking all checkboxes) will perform a systemwide search. Search Full Text Title documents in which the word appears. Example if you are looking for a policy about chicken pox, it is advisable to only enter the word chicken in the search window in the event that the policy contains chicken pox and not chickenpox. You can also limit your search by selecting particular department policies. Institutional Handbook of Operating Procedures Health Information Management Information Services Pharmacy TDCJ Care Management Healthcare Epidemiology
Nursing
Rehabilitation
UTMB Clinics
Pathology
Physical Therapy
Admitting
Dietary
Table of Contents
Everytime a policy is added, Stellent will automatically reflect the policy, however, many departments have selected to create a personalized Table of Contents (TOC) which allows you to hot link directly to the policy from the TOC. If you choose to do this, you must remember to manually add any new policies when one is added and to manually create the HOTLINK. Additionally, you will need to delete policies from the TOC. A TOC is created similarly to that of a policy. Build the document in word creating hotlinks as you add policies to the list.