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VIEWS: 8 PAGES: 15

									The Procedure Documentation
       Company Ltd




     Products and Services




    The Procedure Documentation Company Ltd, 2005
                    The Procedure Documentation Company Ltd



Table of Contents


   Introduction ................................................................................................................................... 3
   Client Portfolio .............................................................................................................................. 4
   Methodology.................................................................................................................................. 5
   Philosophy ..................................................................................................................................... 5
   Consultants .................................................................................................................................... 5
   The Benefits to Your Company ..................................................................................................... 6
   Text Documents............................................................................................................................. 8
   Flow Diagrams .............................................................................................................................. 9
   Disaster Recovery and Business Continuity................................................................................ 10
   Document Management and Support .......................................................................................... 11
   Case Studies................................................................................................................................. 12
   Some Frequently Asked Questions ............................................................................................. 14
   Contact Information..................................................................................................................... 15




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The Procedure Documentation Company Ltd


Introduction

The Procedure Documentation Company Ltd (PDC) has been providing specialist procedural
documentation services to the financial and business communities since 1996.

We specialise in the production of procedure documentation, procedure manuals, business
continuity plans, policy documentation (including information security policy to BS7799),
quality management (ISO 9001), environmental management (ISO 14001) and process work
flows.

Our client portfolio includes investment banks, stockbrokers, public sector authorities and other
financial services companies.

We offer an efficient and cost-effective approach to comprehensive identification of key
functions and activities, and to the presentation of those functions and activities within a
structured documentation framework.

In addition to being of immediate and practical value to managers and staff, the documentation
assists in maintaining best business practice, meeting regulatory requirements, re-engineering
business processes, auditing your business, training staff and implementing new systems.

We have documented procedures for thousands of tasks in some of the world’s leading
organisations, using a proven methodology, designed to minimise the involvement of your busy
staff.




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The Procedure Documentation Company Ltd


Client Portfolio

Some of the major organisations that we have completed projects for are listed below. Client
references can be made available, on request.

        Charles Stanley Stockbrokers
        DKB International
        Garban Brokerage
        HSBC Investment Management
        ING
        Jefferies International
        Man Investment Products Ltd
        Republic National Bank of New York
        Sanwa International
        Standard Bank of South Africa (London)
        Sumitomo Finance International
        Tokyo-Mitsubishi International
        Transport for London


       “PDC provided us with a first-class and highly professional procedural documentation
       service. The documentation has added value to our business and I have no hesitation in
       recommending them.”
                                                               Don Gudgeon, Senior Manager
                                                               HSBC Investment Management

       “PDC created all of our DR/BC documentation from initial interview through to
       delivery of CDs for distribution to departmental heads. They drove this project forward,
       attended DR/BC tests and revised processes in line with the current practice. This was
       all achieved within time frame and budget constraints. I would unequivocally
       recommend them and use their services again.”
                                                                     Mike Pitts, ICT Director
                                                                 Charles Stanley Stockbrokers

       “PDC provided TMI with a comprehensive and professional procedure writing service.
       The structure and quality of the procedures were very good, and they were completed in
       a timely manner. I would definitely recommend them.”
                                                             Martin Higgs, Head of Operations
                                                            Tokyo-Mitsubishi International plc




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The Procedure Documentation Company Ltd


Methodology

We work with you to agree a suitable project scope before carrying out a structured analysis
through brief, recorded interviews and meetings. We then produce documentation to your
specification and our own high standards.

Based on our own wide experience base, our directors and
consultants fully appreciate your need to ensure that best
practice is maintained, while making the best possible use of
employee resources.

At all times, the PDC consultant keeps the project sponsor
informed of progress and the work of every consultant is
reviewed by a senior PDC member throughout the project.

On completion of the project, we prepare a package for delivery
to each business unit or project sponsor, consisting of bound
documentation, optionally accompanied by flow diagrams of the
processes described, together with CD copies of the work for
retention by the client. If appropriate we would assist in
uploading the documentation to your Intranet.

We offer optional periodic maintenance of all documentation, revisiting each department’s
procedures to bring the documents in line with current business practice.


Philosophy

An organisation’s most valuable asset is its knowledge base. The adoption of a structured
documentation strategy facilitates the dissemination and retention of this accumulated expertise.

Our goal is to give to the client a comprehensive, cost-effective product of value not just to the
practitioner and manager, but across the entire organisation from Auditor and Information
Technology specialist, to Human Resources, Operations and Compliance departments.


Consultants

Our team of consultants has a wide experience and a skill base extending from technical authors
to DTI-registered lead assessors for quality management (ISO 9001/2) and environmental
management (ISO 14001), from qualified quality auditors and experienced front- and back-office
managers, to banking operations and settlements, and trading and information systems specialists.

Notwithstanding our diverse backgrounds, we all work within a detailed quality assurance
regimen using methodologies developed in-house to ensure a consistency of delivery to our
clients.




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The Procedure Documentation Company Ltd


The Benefits to Your Company

        Compliance

   A firm must take reasonable steps, including the establishment and maintenance of
   procedures, to ensure that sufficient information is recorded and retained about its regulated
   business and compliance with the regulatory system. Our documents will help you to satisfy
   the regulatory requirement.

        Best Business Practice

   Well written procedures provide on-going assurance that managerial controls and best
   practice are being maintained.

        Disaster Recovery and Business Continuity

   To survive any category of disaster, a firm must have current and properly documented
   business continuity procedures. Stored off-site and integrated into your disaster recovery
   plans, our procedural documentation will give you a “head start” in getting speedily up and
   running in the most difficult of operating conditions.

        Enterprise-Wide Information

   The increasing complexity of the business environment demands that the senior manager has
   access to a reliable reference source about the areas for which he or she is responsible.
   Our documents are structured so that the line manager can easily assimilate a procedure
   without having carried out the specific task.
   The fundamental principle behind our written documentation is that, a new employee or user
   is able to carry out the task from the document. In addition, our documents are structured to
   give clear warnings about potential risks and mandatory activities.

        Cost Savings

   Time and cost savings are realised during system implementation and re-engineering by
   reference to our completed analyses.

        Project Management

   Our documents can be readily incorporated into project management, from initiation to
   closure, and have proven to work as an invaluable aid in re-engineering business activities.




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The Procedure Documentation Company Ltd


The Benefits to Your Company

        Information Technology

   PDC’s technical documentation includes task and process dependencies and relationships,
   API documentation, technical guides and system user manuals. Our completed work has
   proved to be timesaving, efficient and cost-reducing reference sources for our clients’ IT
   departments.

        Operational Risk Assessment and Management

   Many organisations, including those in the public sector, accept that Risk is a fundamental
   part of every day operations. Our documents provide a ready-made source of reference
   information for those concerned with assessing and controlling operational weaknesses.

        Training

   The multi-level, structured format used by PDC makes our instruction manuals and other
   procedural documentation an ideal resource for training new, temporary or established staff.

        Human Resources

   As part of the data gathering stage our consultant can, if required, identify the skill set
   necessary to carry out the documented activities. This information can be associated with the
   procedure document as an aid to staff assessment and recruitment.

        Auditors

   Audit comments can be referenced against procedure documents, thereby assisting line
   managers in the identification and resolution of any control weakness. Any changes to
   procedures resulting from an audit observation can be immediately reflected in the manual
   and speedily implemented.




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The Procedure Documentation Company Ltd


Text Documents

All text documents are logically structured and clearly presented to preserve the natural order of
your activities.

Procedures can be documented at a number of different levels of detail according to your needs,
ranging from the detailed “keystroke” level to a level which assumes a degree of knowledge of
your systems and processes. PDC will assist you in determining a level of detail appropriate to
the intended audience.


                                After a brief explanatory introduction, all Procedural
                                Documents illustrate the selected tasks, broken down into clearly
                                described subtasks or activities within the task group.

                                Key decision points are clearly documented, including all of the
                                possible alternatives. Where appropriate, warnings are given to
                                highlight the consequences of errors and omissions.




A Flow Diagram can be associated with each document.
These diagrams are designed to be comprehensible to non-
technical users and show all key decisions and dependencies
within the processes being documented.

In addition, these diagrams are able to stand alone as effective
analytical and project management reference tools.




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The Procedure Documentation Company Ltd


Flow Diagrams

We believe process flow diagrams should be accessible to a wide range of users, not only IT-
literate personnel. Our emphasis is upon ensuring readability whilst preserving all major decision
points, dependencies and essential controls.

Process Flows are produced using industry standard
conventions and are able to stand alone as powerful
analytical reference tools.

The process flow diagram is particularly useful to
managers who need to see, in an easily assimilated
format, how all the organisation’s departments and
systems process a product or service.




                                         The more specialised Data Flow Diagram is used
                                         during modelling phases of larger projects, but is often
                                         produced as a visual aid to non-technical staff’s
                                         understanding of how processes interrelate within the
                                         organisation.




Several trading clients have benefited from our high-level Trade Flows. Similar to a standard
process flow, the trade flow diagram details activities of front-office and back-office personnel
within tasks, and illustrates the course of a trade from initiation at the point of dealing,
processing via in-house systems, through to completion at the point of reconciliation.

The structure of a trade flow analysis ensures that all important activities and decision points are
clearly illustrated. The document is designed to link to more detailed departmental procedures, to
which the reader is referred for more information.




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The Procedure Documentation Company Ltd


Disaster Recovery and Business Continuity

PDC is a Corporate Partner of the Business Continuity Institute and supports its efforts to
promote awareness of business continuity management and associated best practice within the
financial services industry.

Manuals for disaster recovery and business continuity management (DR/BCM) are designed to
assist security and departmental staff in the event of a disaster or unforeseen interruption to
business.


                              Produced in standard text and
                              flow diagram format, DR/BCM
                              manuals can include key contact
                              information, including personnel
                              relocation plans, directions to
                              backup and recovery sites, data
                              recovery procedures for IT
                              teams,      and       appropriate
                              procedures     for     relocating
                              personnel wishing to expedite
                              the resumption of business.


On completion of the documentation effort, the PDC consultant works alone or assists in the
coordination of a full test run, involving:

        Production of test script documents per department in the form of a questionnaire
         addressing all tasks to be tested.
        Coordination of user attendance at the recovery site.
        Reporting on the success or failure of any elements of the test.
        Making recommendations to improve the business continuity plan.




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The Procedure Documentation Company Ltd


Document Management and Support

PDC documentation incorporates easily into on-line document management systems, including
FrameMaker, Trove and RoboHelp.

Advice can be provided on the most effective methods for the management and dissemination of
procedural documentation, including the use of on-line technology.

We will work with your Compliance groups and technical teams to merge the finished
documentation into existing change control procedures, or to implement a maintenance schedule
within your security framework.




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The Procedure Documentation Company Ltd


Case Studies

   Disaster Recovery / Business Continuity Management

A major stockbroker with multiple branches nationwide needed to consolidate the DR/BCM
structure for its head office, IT division and brokerage houses. PDC worked with knowledge
holders throughout the organisation, gathering information and identifying key focus areas.
Complex IT procedures were analysed and documented to subtask level, job dependencies were
identified and test procedures scripted. Recovery testing times were significantly reduced and a
structured business continuity management scheme installed throughout the enterprise.

   Quality Assurance

A major public sector authority commissioned PDC to extend and maintain their quality
assurance procedures for several divisions within the authority. PDC restructured existing
documents to achieve ISO accreditation, and to meet compliance requirements.

   Policy Documentation

An international bank had a requirement for formal policy documentation. PDC worked closely
with the most senior people in the organisation to establish consensus. The completed documents
were presented to the London board of directors and subsequently adopted as bank policy.

   IT Operations Procedures Manual

A futures trading house expanded its IT department, incorporating new infrastructure as part of
the expansion project. PDC was commissioned to document installation and maintenance
procedures, and to produce detailed technical documentation covering telecommunications, LAN
patching and PC/Unix machine builds, along with the associated technical user manuals.

   Fund Management

The Asset Management division of a large international bank required an urgent update to its
front office procedures for one of its products to satisfy regulatory requirements of the FSA and
of its own Group Compliance department. PDC completed the on-site investigation, and
subsequent production of text and process flows to senior management satisfaction within two
weeks.

   Procurement Procedures

The Contracts and Procurements group of a major London-based public body undertook a Best
Value review. One of the recommendations of the review was to implement procurement
procedures, up to and beyond the European Union financial thresholds. PDC was commissioned
to document these procedures and continues to provide ongoing maintenance.




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The Procedure Documentation Company Ltd

Case Studies

   Derivatives System Procedures Manual

A leading international bank set up a new derivatives trading desk. PDC was commissioned to
identify the activities carried out by dealers and associated front office staff. The resulting
procedures and system user manuals provided to dealers and their support teams ensured an
effective usage of the new system.

   Procedures Maintenance

PDC was commissioned to manage and implement multiple projects to create and maintain
procedural documentation addressing statutory activities for a major public body.

   Voice and Data Communications

The communications department of a leading international money broker needed to apply more
rigour to its voice and data line installation procedures. PDC was commissioned to establish the
procedure according to best business practice and to produce a detailed manual covering all
aspects of the task including ordering, authorisation, installation, billing and management
information.

   Equity Operations

PDC was commissioned to identify the tasks carried out by every department within the back
office of a leading investment bank and to produce procedure documentation and associated flow
diagrams for each. Where appropriate, tasks were link-referenced enabling the reader to see inter-
departmental relationships clearly and where responsibilities began and ended.




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The Procedure Documentation Company Ltd


Some Frequently Asked Questions

My staff write their own documentation. Why should I hire someone else to do it?

Executive management and their line managers have an in-depth knowledge of their activities
and that of their teams, but usually have little time to produce and maintain procedural
documentation. If more junior staff can be freed to work on the task of documentation, those
employees charged with the undertaking typically do not have the authoring skills required to
produce high standards of documentation.

We are specialists in this field and have documented thousands of procedures for leading
companies. Our documentation is produced to a coherent, well-structured style. Every procedure
follows a consistent format and is subject to constant quality control.

Is your procedural documentation “off the shelf”?

Definitely not. We recommend your best practice by a process of recorded interviews with key
“knowledge holders” within your organisation, and then employ the analytical and
documentation skills of the PDC consultant to the task at hand.

We advise our clients on the appropriate structuring and level of detail required, depending on the
intended purpose. We work to a requirement defined in conjunction with you.

Why should my staff spend time “teaching” someone else our procedures?

We recognise that your business environment makes many calls on the employee’s time, and that
staff must be primarily concerned with completion of their daily duties.

At the core of our low impact interview process is a recorded (average 30 minutes) conversation
with key “knowledge holders”. Following these interviews, PDC consultants take the
documentation project through to completion, with minimal impact on your resources.

What happens once PDC has completed its work?

It is recommended that you review all documentation as soon as it is produced by the PDC
consultant to ensure that we are meeting the project specification that has been agreed and so that
we can, at an early stage, mutually identify any changes that are required. An important element
of our process is client awareness and sign-off.

All documentation files will be in a form suitable for maintaining via Word, Visio etc., or
uploading to online help utilities such as FrameMaker, RoboHelp and Trove.

We offer our clients an optional maintenance service which, through short periodic visits, keeps
documentation current.




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The Procedure Documentation Company Ltd


Contact Information

Please contact us to discuss our services further.


Address:       The Procedure Documentation Company Ltd
               1 Talbot Yard
               London Bridge
               London SE1 1YP

Telephone:     (020) 7407 4575
Fax:           (020) 7403 7004

Information: enquiries@pdcprocedures.co.uk

Website:       www.pdcprocedures.co.uk

Marketing:     Colin Dart
               Senior Consultant




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