Knowledge and guidance
What sits outside the management system, and why.
A management system holds requirements. Guidance, good practice and lessons learned are valuable, but they are informative. Mixed in with requirements, they bury the “shalls” and make the system harder to use. They belong in a knowledge base that sits beside the management system and links into it.
01
Does it contain a “shall”?
It is a requirement. It belongs in a standard, procedure or work instruction.
02
Does it only explain, advise or inform?
It is guidance. It belongs in the knowledge base.
03
Does it mix both?
Lift the requirement into the right controlled document, then move the rest out.
What belongs in the knowledge base
- How-to explainers and worked examples
- Good practice and industry guidance
- Lessons learned and case studies
- Frequently asked questions
- Training and familiarisation material
- System user guides for business applications
Light governance, not none
- Owned. Every article has a named owner, just as every controlled document does.
- Reviewed. Every article has a review date. Out-of-date guidance is removed, not left to mislead.
- Linked upwards. Each article links to the standard or procedure it supports, so readers can find the requirement.
- Never cited as a requirement. Nothing in the management system may point to the knowledge base as something that must be followed.
What moves out
52 guidance documents flagged in the Upstream Oil & Gas example
Each would move to the knowledge base, with a link to the element it supports. Any requirement hidden inside one is first lifted into the relevant standard or procedure.
01Commitment and Accountability
- Asset and Organisation GuideEngineering
02Policies and Standards
- Standards and Requirements Selection GuideEngineering
- Mechanical Isolation GuidanceOperations & Maintenance
- Personal Security GuideHSSE
03Organisation, Resources and Capability
- Project HSSE HandbookEngineering
- Offshore Welfare GuideOperations & Maintenance
- Guidance on Identifying HSSE Critical LeadersHSSE
- Offshore Accommodation and Welfare GuideHR / People
04Stakeholders and Customers
- Supplier Quality Performance Management GuidelinesEngineering
- Community Engagement GuidelinesHSSE
- Contractor Management GuidelinesHSSE
- Supplier Qualification and Pre-qualification GuidelineCommercial
05Risk Assessment and Control
- Alarm System GuidelineEngineering
- Barrier Management GuidanceOperations & Maintenance
- Benzene Exposure Risk Assessment GuidanceHSSE
- Guidance on Financial Crime RisksFinance & Legal
- Enterprise Risk Assessment of a Business CaseFinance & Legal
- Overburden Management GuidelineSubsurface
- Water Management GuidelineSubsurface
- Well Examination Scheme GuidanceWells
06Asset Design and Integrity
- Guide to Flushing, Greasing and Sealing of Critical ValvesEngineering
- Corrosion under Insulation Prioritisation GuidelineOperations & Maintenance
- Human Factors Engineering Assessment ToolsHSSE
- Electronic Signatures GuidelineCommercial
- Safe Packing and Handling of Cargo (industry guidance)Commercial
- Exploration Data Ownership GuidelineSubsurface
- Well Integrity Failure ModelWells
07Plans and Procedures
- Construction and Commissioning Strategy DevelopmentEngineering
- Flare Management PlanOperations & Maintenance
- Emergency Response GuidanceHSSE
- Valuation of Exploration Projects GuidelineFinance & Legal
- Document Roll-out GuidanceBusiness Services
- Operations Geology GuidelineSubsurface
08Execution of Activities
- Small Bore Tubing Installation GuidanceEngineering
- Arc Flash Hazard Management GuidelineOperations & Maintenance
- Noise Control in ProjectsHSSE
- Offshore Marine Operations GuidelinesCommercial
- Single Source Justification GuidanceCommercial
- Formation Evaluation Wireline Logging Best PracticeSubsurface
- Well Control GuidelinesWells
09Monitoring, Reporting and Learning
- Quality Findings Reporting GuideEngineering
- Production Allocation and Reporting GuidelineOperations & Maintenance
- Business Impact Analysis GuidelineHSSE
- Goods Receipt Work Instruction (system user guide)Commercial
- Controllers' AssessmentFinance & Legal
- Estimation of Proved Reserves GuidelineSubsurface
10Assurance, Review and Improvement
- Requirement Assurance, Verification and Validation GuideEngineering
- Internal Measurement Audit GuidelineOperations & Maintenance
- Self-Assessment GuidelineHSSE
- Vessel Assurance Process Terms of ReferenceCommercial
- Corporate Project Review GuidelineFinance & Legal
- Oil and Gas Project Review GuidelineSubsurface