Records in an Operational Plan: What, why, How, and More
Posted by Rob Juhas in Mar, 2024
Operational Plan Records
An operational plan is a detailed and specific plan that outlines the activities, resources, and timelines needed to achieve the objectives of a strategic plan. Records are an essential component of an operational plan, as they provide evidence and information of the actions and outcomes of the plan.
What are records in an operational plan?
Records in an operational plan are documents or data that capture and preserve the details and results of the operational plan. They can be in different formats, such as paper, electronic, audiovisual, or physical. They can include plans and reports, policies and procedures, contracts and agreements, transactions and receipts, and communications and feedback.
Why do operational plans need records?
Operational plans need records for several reasons, such as:
- To comply with the legal and regulatory requirements and obligations related to the operational plan.
- To demonstrate the accountability and transparency of the operational plan to the stakeholders and the public
- To monitor and evaluate the performance and outcomes of the operational plan and provide feedback and learning for improvement and innovation.
- To support the decision making and problem-solving processes related to the operational plan.
- To protect the rights and interests of the parties involved in the operational plan.
How are records identified for an operational plan?
Records are identified for an operational plan through a series of steps, such as:
- Define the objectives and scope of the operational plan.
- Identify the stakeholders and their information needs and expectations related to the operational plan.
- Determine the types and sources of records that are relevant and required for the operational plan.
- Classify and label the records according to their format, content, and purpose.
- Assign the roles and responsibilities for creating, maintaining, and accessing the records.
When do operational plans identify records and who is typically involved?
Operational plans identify records before and during the implementation period, usually at the planning and execution stages. The record identification process involves various stakeholders, such as:
- Managers and staff who are responsible for executing the operational plan and creating the records.
- Records management personnel who provide records management services and guidance
- Information technology personnel who provide information technology support and solutions
- Legal and compliance personnel who provide legal and regulatory advice and oversight.
- External parties who may have an interest or influence on the records of the operational plan, such as customers, suppliers, partners, regulators, etc.
What are the key terms and descriptions that relate to records in an operational plan?
Some key terms and descriptions that relate to records in an operational plan are:
- Record lifecycle: The stages that a record goes through from its creation to its disposal, such as creation, capture, classification, storage, retrieval, use, maintenance, disposition, etc.
- Record quality: The characteristics that a record should have to be reliable and useful, such as accuracy, completeness, consistency, timeliness, relevance, etc.
- Record security: The measures that are taken to protect the records from unauthorized access, use, modification, disclosure, loss, or damage, such as encryption, authentication, authorization, backup, etc.
- Record retention: The period that a record should be kept before it is disposed of, based on its legal, operational, and historical value, such as permanent, temporary, or transitory.
- Record disposal: The process of destroying or transferring the records that are no longer needed, in accordance with the legal and organizational policies and procedures, such as deleting, archiving, etc.
Where do records align and integrate with other components of the operational plan?
Records align and integrate with other components of the operational plan, such as:
- Strategy: Records reflect the strategic direction and priorities of the organization and the operational plan, and support the achievement of the vision, mission, and goals
- Operations: Records document the day-to-day operations and activities of the operational plan, and ensure the quality and efficiency of the processes and products
- Performance: Records measure and evaluate the performance and results of the operational plan, and provide feedback and learning for improvement and innovation
- Risk: Records identify and mitigate the potential risks and uncertainties that may affect the operational plan, and enable contingency and scenario planning
Government Procurement Guide:
Federal Acquisition Regulation (FAR) – The FAR provides guidelines for federal government procurement processes in the United States.
International Organization for Standardization (ISO):
ISO 20400:2017 – This international standard provides guidance on sustainable procurement and is applicable to organizations of all sizes.
Procurement Blogs and Resources:
Procurement Leaders – This website offers insights, articles, and resources related to procurement processes, including information on operational planning.
Professionals and Positions in Industry:
Procurement Managers
Supply Chain Managers
Contract Managers
Purchasing Agents
These individuals are typically knowledgeable about procurement processes and can provide valuable insights into operational planning in this regard.
Procurement Processes in Different Contexts:
Sport:
In the context of sports, procurement processes may involve acquiring equipment, negotiating contracts with suppliers, and managing the logistics of events. This could include sourcing sports gear, negotiating sponsorship deals, and coordinating transportation for athletes and equipment.
Family:
In a family setting, procurement processes might include budgeting for household expenses, comparing prices before making purchases, and managing relationships with suppliers (grocery stores, utility providers, etc.). It involves making informed decisions to meet the family’s needs while staying within budget constraints.
School:
For educational institutions, procurement processes include acquiring teaching materials, technology, and services. This might involve selecting textbooks, negotiating contracts with vendors for educational software, and managing the supply chain for school resources. The goal is to ensure the effective functioning of the school while optimizing resource allocation.
The first edition of this post was generated by AI for the purpose of providing affordable education to a learner hungry world and later reviewed and updated by the author.
