Objective and Scope

Objective of this Procedure

This document describes how to create and maintain Work Instructions in Confluence, including approval process and best practices to be followed in order to ensure aligned maintenance approach between different domains and processes.

Scope

Data Operations Team based in Riga is responsible to create and maintain Work Instructions for procedures in their scope, including customer, vendor and material data maintenance in Baan and SAP systems for GBU's within Riga Data Operation teams scope as well as Work Instructions for any other additional activities.

Roles & responsibilities of each actor

The approval process below is in place to ensure a 6 eye check for working instructions according to audit standards.

Editor (Data Operations Specialist L1/L2) - once a need for new work instructions or update of existing ones is identified Editor creates or updates the corresponding confluence page and submits it to Reviewer in a timely manner.

Reviewer (Data Operations Manager) - reviews the working instruction to ensure that nothing is missing and everything is updated correctly.

Approver (Data Architect) - approves the changes. Process and any changes should be approved by them before they are added in the work instructions.

Creating a new page

To create new page in Confluence press "Create" on the upper left corner. Data Operations > Riga SC Operating Procedure maintenance > image2020-2-26_23-35-12.png

It's advised to use Riga Data Operations WI Template which provides general layout of the Work Instructions which includes:

Formatted Table of Contents
Back to top button

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Once Template is open :

Change the parent page, if it's incorrect;
Add labels to ensure that your page will appear correctly in the Data Operations space. For more details see chapter Labels.

Page title - add name of the work instructions.
Chapter name - add name of the chapters. Usually work instructions should start with "Objective and Scope". Can be completed later.
Body of the WI - add text of the work instructions. Can be completed later.

To save your progress press Data Operations > Riga SC Operating Procedure maintenance > image2020-2-27_0-5-29.png

Pressing Publish will only save your progress and will make your instructions visible to other Editors only.

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Publishing a page

To make added document as "published" for everyone you need to follow the steps below.

Press on the status showing "draft" and press "submit" for review:

Data Operations > Riga SC Operating Procedure maintenance > image2020-3-20_10-2-0.png

Add the reviewer's email. For Riga Operations you can see in this file*.
*This file is currently kept up-to date only for Riga SC.

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Once the review will review the document he / she will do the same and add the approver. It should automatically send an email to the appropriate person. After the approver has approve it, the status of the document is "published".

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Labels

Labels (tags) drive the organization of the files under service center sections of the Data Operation space. For work instructions to appear under Riga SC page, use "riga_sc" label. Use appropriate labels from the table below to store them under correct domain.

Labels that are currently used by Data Operations in Riga:

Tag	Section
riga_sc	Riga SC page
data_operations
customer	Customer
material	Material
vendor	Vendor
contracts	Contracts and PIR's
pir	Contracts and PIR's
intercompany	Agents/Intercompany
agents	Agents/Intercompany

Data Operations > Riga SC Operating Procedure maintenance > image.png

Best practices

Find below some best practices for maintaining the document.

Feel free to switch this document to "Edit" mode to see the how these tools are used in practice.

You can also use "View Source" to see detailed view of the document.

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Headers

In order for Table Of Contents to work correctly please use Header 1, Header 2 etc. for chapter headers.

After Header 1 use horizontal rule.

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Page Layout

Structure your page using Page Layout.

Use do divide text into columns. For example, to one column for text, other for pictures.
Add empty sections to create space between parts of the page.

Data Operations > Riga SC Operating Procedure maintenance > image2020-2-27_0-56-4.png

Images

Never copy images directly from Google Drive documents!

When inserting an image from a link or Google document make sure the image is uploaded into Confluence and does not retain the link to the source; otherwise you risk of loosing an image when it is deleted from the source.

For Google documents it is also true if the access to the document, where the image comes from, is restricted.

Appendixes

Please follow the guidelines below when adding or referring to an Appendix:

Do not number the Appendixes.
Always refer to the Appendix with it's full name, e.g. "Appendix - Macros used in Template", to ensure, that text is readable even if the link is broken.
Please use Anchor to link to the appendix. This will ensure, that link remains intact even if the name of the appendix is changed.

Useful Macros

Below you will find examples of some useful Macros available in confluence. You can find all macros by pressing and choosing "Other macros" at the bottom of the list. Please note that the list is not comprehensive.

Feel free to switch this document to "Edit" mode to see the how these tools are used in practice.

Anchor

Use anchor to refer to a place in your page, e.g. a title. Please find details on how to create and link to Anchors here.

Data Operations > Riga SC Operating Procedure maintenance > image2020-2-27_18-58-30.png

Boxes

Use Info, Note, Warning or Panel to highlight information.

Info Box

Note Box

Warning Box

Panel Box

Columns

Divide text into two or more columns in another object, e.g. in a warning tab. You will need to use two macros:

Section macros - Creates an object (box) in which Columns are stored
Column macros - Creates column in Section macros. You can add multiple columns and indicate their with, for example, in %.

More details can be found here.

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Column 1

Column 2

Tabs

Create interactive tabs. You will need to use two macros:

SP Tabs group macros - Creates an object (box) in which tabs are stored
SP Tab pane macros - Creates tab in the Tabs group. You can add multiple tabs.

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When printing:

Tabs will print sequentially
Tab names do not print. Best practice is to repeat tab name in the section.

Search (CTRL+F) works only in the open tab. If needed you can add keywords box at the bottom of the Tabs Group, to indicate what keywords can be found in each tab.

Tab 1

Text in tab 1

Tab 2

Text in tab 2

Tab 3

Text in tab 3

GDrive documents

To avoid duplicating information in multiple places you can insert different GDrive documents directly in Confluence page.

Make sure that the sharing settings of the GDrive document has view access enabled.

Appendix - Macros used in Template

Table of contents numbering

To achieve the table of contents numbering you will need:

HTML macro with code
Table of contents macro

Steps to follow:

Insert HTML macro and add the following code into it:

<style>
.toc-macro ul {display: block; counter-reset: item}
.toc-macro li {list-style-type: none}
.toc-macro li:before { content: counters(item, ".") ". " ; counter-increment: item}
</style>

Insert Table of contents macro with following adjustments:
- Output Type: list
- List style: none
- Exclude Headings: (Table of contents).* - will exclude headings listed.

Resulting TOC will look like this:

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"Back to top" button

To create a button that brings you to the top of the wiki page you will need following:

HTML macro with code
HTML wrap macro with an assigned ID
An image for the button
An anchor that leads to the top of the page

Steps to follow:

Create an anchor at the top of the page and give it a name. In this example the name is "thisitop"
Insert an HTML Wrap macro and assign a CSS ID to it (ID = backToTopButton). Leave the rest unchanged
Place an image for the button inside the HTML Wrap.

Standard image can be found in Data Operations space, by using insert image .
Create an advanced link for the image to the anchor you made earlier.

Insert an HTML macro and add the following code in it:

<style>
#backToTopButton {
	position: fixed;
	right: 20px;
	bottom: 20px;
	Z-index: 1;
}

The final composition looks as follows:

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It is best if you place the setup in a separate block at the bottom of the document. It will look better on the PDF output.

<style>
#backToTopButton {
	position: fixed;
	right: 20px;
	bottom: 20px;
	Z-index: 1;
}
</style>

Riga SC WI maintenance