The PORT: Document Types Defined

Document Type	Document Naming / Numbering Convention	Document Description	Where to Find It on the PORT	Document Management	Maintained By	Review / Send Cadence
Policy	Heading: Topic or Title Subheading: Policy Number Ex.: DCSS-POL-01-01 Note: The renumbering of policies is in process.	A policy document contains the operational guidance for the Child Support Program. Policies are rooted in Federal and State Statute, Codes, and Regulations. Some policies may also be based on existing DES Policy and/or the DCSS practices. The policy document will provide an overview, applicability, policy, criteria, procedure reference and authority.	Policies are found under the Policy & Procedures menu>Functional Area>Functional Area Policy drop down list. Policy title links are listed alphabetically. Clicking on the title opens the document.	Policy Unit staff develops new policies based on existing or new federal & state statutes that govern the Title IV-D Child Support Enforcement program.The Policy Unit develops, implements, maintains, and reviews and revises policy documents.	Policy Unit	The policy review schedule is in process. Some policies will be reviewed annually. Others may be reviewed every two (2) years or every five (5) years. When the review schedule is finalized, it will be available in The PORT.
Procedure	Heading: Topic or Title Subheading: Procedure Number Ex.: DCSS-PRO-01-01 Note: The renumbering of procedures is in process	A written set of instructions that describes the approved and recommended steps of a particular process. Procedures are considered high-level and do not generally include screen command level detail. Procedures should be used in conjunction with SOPs, SW, Desk Aids and Flowcharts as appropriate. Procedures written by the Policy Unit contain a set of recommended instructions for implementing a corresponding policy when a policy exists.	Procedures are found under the Policy & Procedures menu>Functional Area>Functional Area Procedure drop down list. Procedure title links are listed alphabetically. Clicking on the title opens the document.	The Policy Unit develops high level procedures based on an existing Policy. Policy and corresponding Procedures are created at the same time. The policy unit develops, implements, maintains, and reviews and revises a procedure document.	Policy Unit	The procedures review schedule is in process. Some procedures will be reviewed annually. Others may be reviewed every two (2) years or every five (5) years. When the review schedule is finalized, it will be available in The PORT.
Standard Operating Procedures (SOP)	Heading: Topic or Title Subheading: Administrative Standard Operating Procedure (SOP) Version date and version #	A standard operating procedure document contains step-by-step instruction for a specific process. SOP documents are not policy. These documents are neither created nor managed by Policy staff	SOP documents are found under the Standard Work menu>Standard Operating Procedure>Functional Area drop down list. SOP title links are listed alphabetically. Clicking on the title opens the document.	SOP documents are developed by staff to clarify detailed or complex processes that are not addressed in Policy’s high level procedures. The existing SOPs will eventually be reconfigured into the Standard Work (SW) format.	Operations	A review schedule for SOP documents is in process. When this is available, it will be posted to The PORT
Standard Work (SW)	Heading: Topic Title, Version date, Version #	A DCSS SW document contains a detailed description of the current best practices for a process. The SW document provides instructions, visual aids, and examples necessary to ensure a consistent workflow. A SW document is the continuous refinement of procedure. SW documents are not policy. SW documents created outside of the Policy Unit are not managed by Policy staff.	SW documents are found under the SW menu>Standard Work>Functional Area drop down list. SW title links are listed alphabetically. Clicking on the title opens the document.	The SW document may be developed by any administration within DCSS. A SW document must be created using the approved template, and the Create, Update and Review Process for Standard Work. All updates and revisions to the SW document are made by the Authoring Administration.	Authoring Administration * SW documents may be developed by any administration within DCSS	A review schedule for SW documents is in process. When this is available, it will be posted to The PORT
Desk Aids	No Standard format or numbering convention	A desk aid document is also referred to as a “job instruction” or “job aid” and is a simple breakdown of steps with visuals for reference, easy to understand and complete.	Desk Aids are found under the SW menu>Desk Aids>Functional Area drop down list. Desk Aid title links are listed alphabetically. Clicking on the title opens the document.	The Desk Aid document may be developed by any administration within DCSS. All updates and revisions to a desk aid document are made by the Authoring Administration	Authoring Administration	A review schedule for Desk Aid documents is in process. When this is available, it will be posted to The PORT
Flowcharts	No Standard format or numbering convention	A Flowchart document is also referred to as a “Process Map” and contains a high level view of the steps, workflow, and people involved in completing a process.	Flowcharts are found under the Standard Work menu>Flowcharts>Fun ctional Area drop down list. Flowchart title links are listed alphabetically. Clicking on the title opens the document	The Flowchart document may be developed by any administration within DCSS. All updates and revisions to a flowchart document are made by the Authoring Administration.	Authoring Administration	A review schedule for Flowchart documents is in process. When this is available, it will be posted to The PORT
Policy Procedure Update (PPU)	PPU-YEAR-MONTHNUMBER Ex.: PPU-22-01-001	A PPU document contains a brief communication intended to advise all DCSS staff of the implementation or change to an existing policy or procedure as necessary.	Policy Updates are found under the Appendices menu. Appendices>Policy Updates	The Policy Unit issues a PPU document following the development, revision, or archiving of any policy or procedure.	Policy Unit	Sent via email to DCSS-ALL weekly on Friday
Policy FYI (FYI)	Policy FYI-000 Ex.: Policy FYI-387	An FYI is a communication that is intended to inform or remind staff of a new or current internal process, announce a state or federal bulletin relevant to child support, or announce changes or updates coming from other state I-VD agencies.	Policy FYIs are found under the Appendices menu. Appendices>Policy FYIs	The Policy Unit issues a Policy FYI document for any communication that impacts the child support program.	Policy Unit	Sent via email to DCSS-ALL weekly on Friday

Policy

Heading: Topic or Title Subheading: Policy Number Ex.: DCSS-POL-01-01 Note: The renumbering of policies is in process.

A policy document contains the operational guidance for the Child Support Program. Policies are rooted in Federal and State Statute, Codes, and Regulations. Some policies may also be based on existing DES Policy and/or the DCSS practices. The policy document will provide an overview, applicability, policy, criteria, procedure reference and authority.

Policies are found under the Policy & Procedures menu>Functional Area>Functional Area Policy drop down list. Policy title links are listed alphabetically. Clicking on the title opens the document.

Policy Unit staff develops new policies based on existing or new federal & state statutes that govern the Title IV-D Child Support Enforcement program.The Policy Unit develops, implements, maintains, and reviews and revises policy documents.

Policy Unit

The policy review schedule is in process. Some policies will be reviewed annually. Others may be reviewed every two (2) years or every five (5) years. When the review schedule is finalized, it will be available in The PORT.

Procedure

Heading: Topic or Title Subheading: Procedure Number Ex.: DCSS-PRO-01-01 Note: The renumbering of procedures is in process

A written set of instructions that describes the approved and recommended steps of a particular process. Procedures are considered high-level and do not generally include screen command level detail. Procedures should be used in conjunction with SOPs, SW, Desk Aids and Flowcharts as appropriate. Procedures written by the Policy Unit contain a set of recommended instructions for implementing a corresponding policy when a policy exists.

Procedures are found under the Policy & Procedures menu>Functional Area>Functional Area Procedure drop down list. Procedure title links are listed alphabetically. Clicking on the title opens the document.

The Policy Unit develops high level procedures based on an existing Policy. Policy and corresponding Procedures are created at the same time. The policy unit develops, implements, maintains, and reviews and revises a procedure document.

Policy Unit

The procedures review schedule is in process. Some procedures will be reviewed annually. Others may be reviewed every two (2) years or every five (5) years. When the review schedule is finalized, it will be available in The PORT.

Standard Operating Procedures (SOP)

Heading: Topic or Title Subheading: Administrative Standard Operating Procedure (SOP) Version date and version #

A standard operating procedure document contains step-by-step instruction for a specific process. SOP documents are not policy. These documents are neither created nor managed by Policy staff

SOP documents are found under the Standard Work menu>Standard Operating Procedure>Functional Area drop down list. SOP title links are listed alphabetically. Clicking on the title opens the document.

SOP documents are developed by staff to clarify detailed or complex processes that are not addressed in Policy’s high level procedures. The existing SOPs will eventually be reconfigured into the Standard Work (SW) format.

Operations

A review schedule for SOP documents is in process. When this is available, it will be posted to The PORT

Standard Work (SW)

Heading: Topic Title, Version date, Version #

A DCSS SW document contains a detailed description of the current best practices for a process. The SW document provides instructions, visual aids, and examples necessary to ensure a consistent workflow. A SW document is the continuous refinement of procedure. SW documents are not policy. SW documents created outside of the Policy Unit are not managed by Policy staff.

SW documents are found under the SW menu>Standard Work>Functional Area drop down list. SW title links are listed alphabetically. Clicking on the title opens the document.

The SW document may be developed by any administration within DCSS. A SW document must be created using the approved template, and the Create, Update and Review Process for Standard Work. All updates and revisions to the SW document are made by the Authoring Administration.

Authoring Administration *

SW documents may be developed by any administration within DCSS

A review schedule for SW documents is in process. When this is available, it will be posted to The PORT

Desk Aids

No Standard format or numbering convention

A desk aid document is also referred to as a “job instruction” or “job aid” and is a simple breakdown of steps with visuals for reference, easy to understand and complete.

Desk Aids are found under the SW menu>Desk Aids>Functional Area drop down list. Desk Aid title links are listed alphabetically. Clicking on the title opens the document.

The Desk Aid document may be developed by any administration within DCSS. All updates and revisions to a desk aid document are made by the Authoring Administration

Authoring Administration

A review schedule for Desk Aid documents is in process. When this is available, it will be posted to The PORT

Flowcharts

No Standard format or numbering convention

A Flowchart document is also referred to as a “Process Map” and contains a high level view of the steps, workflow, and people involved in completing a process.

Flowcharts are found under the Standard Work menu>Flowcharts>Fun ctional Area drop down list. Flowchart title links are listed alphabetically. Clicking on the title opens the document

The Flowchart document may be developed by any administration within DCSS. All updates and revisions to a flowchart document are made by the Authoring Administration.

Authoring Administration

A review schedule for Flowchart documents is in process. When this is available, it will be posted to The PORT

Policy Procedure Update (PPU)

PPU-YEAR-MONTHNUMBER

Ex.: PPU-22-01-001

A PPU document contains a brief communication intended to advise all DCSS staff of the implementation or change to an existing policy or procedure as necessary.

Policy Updates are found under the Appendices menu.

Appendices>Policy Updates

The Policy Unit issues a PPU document following the development, revision, or archiving of any policy or procedure.

Policy Unit

Sent via email to DCSS-ALL weekly on Friday

Policy FYI (FYI)

Policy FYI-000

Ex.: Policy FYI-387

An FYI is a communication that is intended to inform or remind staff of a new or current internal process, announce a state or federal bulletin relevant to child support, or announce changes or updates coming from other state I-VD agencies.

Policy FYIs are found under the Appendices menu.

Appendices>Policy FYIs

The Policy Unit issues a Policy FYI document for any communication that impacts the child support program.

Policy Unit

Sent via email to DCSS-ALL weekly on Friday