Challenges with document-based MOPs

The number one cause of data center outages

According to Uptime Institute, “70% of data center outages can be attributed to human error.”1

In one case, a trained and certified UPS service engineer shut down an entire data center by not following the documented service manual and tripped all of the breakers. A well-written MOP (method of procedure) and a culture of enforcing the use of MOPs could have avoided this situation.

 

The current MOP management is not sufficient

In most cases, as we, at MOPstar (www.MOPstar.us), have discovered, businesses are using Word and Excel files to create and manage their MOPs. The problem is that having your MOPs and the tracking records separated leads to a lot of missed coverage and opportunities.

 

The problem with document-based MOPs

There are a significant number of problems with document-based (Word and Excel) MOPs. Review this list to see if any of these issues have arisen at your facilities.

  • Document in Word and Excel often get changed, with data fields and information added, deleted, or simply ignored.
  • There is often a significant lack of implementation and enforcement.
  • The process for creating, approving, deploying, signing off on, and enforcing the relevant MOPs in document form is difficult if not impossible.
  • Document-based MOPs are often ignored formalities that are too cumbersome and time-wasting to really use. They end up being “something the head office thinks is a good idea.”
  • The slightest error in modifying, tracking, even saving a document-based MOP can destroy a lot of work.
  • Analyzing document-based MOPs is nearly impossible. Trying to integrate the fields and inputs on a Word document with those on an Excel spreadsheet and get anything useful from them is nearly impossible. Management will usually end up “going with their gut” that everything is done right. Spotting trends and deficiencies is simply not possible.
  • If one office has Mac and the other has a PC, the compatibility and translation issues can stop a MOP cold.
  • Keeping MOPs organized when they are scattered between multiple Word and Excel documents is difficult and likely to take up enough time that people won’t do it
  • An agile business, one that is ready to change directions, thus MOPs, at a moment’s notice can’t survive needing to send and resend documents and hope that everyone is on the same page.
  • With document-based MOPs, there’s a tendency to personalize them. That completely negates any benefits from standardization.
  • Collaboration, one of the most powerful ways to get a set of MOPs, is hard to do when everyone needs to save and resave documents and there is never any guarantee that everyone is working from the same iteration.
  • Consolidating both documents and data are extremely difficult when working with several programs on multiple The information might not translate well and update easily.
  • Growing your firm with MOPs that are scattered and likely have subtle personal changes is going to be hard and get harder. Like a dot drawn on a balloon, the dot gets larger as the balloon gets bigger.

The most logical solution to all of these problems is to have a central, cloud-based MOP solution. In this location, you can create, approve, sign-off, and track the MOPs that your company needs. With the input of team members who access the file, you can easily get a collaborative document that leverages the wisdom of the crowd.

 

About MOPstar: MOPstar is the most advanced software available that helps data centers and other mission critical facilities modernize their procedure implementation documents. MOPstar modernizes the way you process and document MOPs and gives you instant access to analytics and actionable intelligence.

Learn more at https://mopstar.us.

Email us at info@mopstar.us or call us at 210-816-4043

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