Phase Two: Computerised

In this phase, staff really shouldn’t be using any paper files for anything anymore. This behaviour is necessary to lock in behaviours that use PAVE to its fullest extent; everything should be handled electronically, e.g. job files, supporting documents, communication trails, etc.

It is highly desirable that you have scored high on questions 1, 2, 4, and 5 for Phase 2. Question 3 is not a prerequisite as long as the jobs are still being created and entered into the system, not printed.

Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q1	Do you use physical paper files/folders to handle your work?	2
Q2	Do you use printed or handwritten cover sheets or task lists to pass work between departments?	2
Q4	Where do operators look when they need information – paperwork, system, ask a colleague?	2
Q5	Do you primarily use a pen or a keyboard to keep track of things?	2

 Not a Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q3	Do jobs/orders arrive mostly via phone and email or through the system/online?	1

Phase Three: Enterprise Integration

In this phase, it is recommended that you score well on questions 1 and 2. Staff should not need to re-key information into the computer as everything should be handled electronically and available to everyone who needs it. This will allow staff to use PAVE to its fullest extent.

We would like you to have progressed halfway through question 4. However, it is more of a ‘nice to have’ rather than a prerequisite. This is because it is part of implementing Phase 5 and the early parts of Phase 7 that you go through when implementing PAVE. Question 3 and 5 are not prerequisites for this phase.

Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q1	Do departments re-key information into the computer, or once it's in it's in?	2
Q2	Do you use any physical paperwork for supporting documentation?	2

 Would be Nice to Have

Question Number	Question	Recommended Score	Your Score
Q4	Do you have printed Standard Operating Procedures?	1

 Not a Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q3	Does it take a long time to prepare/obtain performance reports or summary data?	N/A
Q5	When job information changes, in another department, how do you find out about it?	N/A

Phase Four: Supply Chain Integration

Phase 4 is not a prerequisite for installing PAVE. It would extend the value of the gains possible, but you can come back to this phase after PAVE is installed.

Not a Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q1	Do you use email, phone, or the system to communicate with customers?	N/A
Q2	Do you call or email other organisations when you need job information?	N/A
Q3	Do customers place orders by phone or email?	N/A
Q4	Do you call or email other organisations when you need pricing/quoting information (rates)?	N/A
Q5	Can customers track jobs without contacting you directly?	N/A

Phase Five: Workflow

To score well in this phase you should have all your tasks in the system and be a lot more detailed about job status and progress. This will require some of the business’s standard operating procedures (SOPs) to be built into your system as workflow templates.

Phase 5 expands more specifically, and thoroughly, on material discussed in Phase 2 and Phase 3, giving you a better understanding of the system. However, question 1 and 2, regarding SOPs being up-to-date and built-in and instantly available, is not completely required as laggy completion can usually be worked around.

If a business has scored mid-level (one point) in the questions of this phase, typically it is because staff are having to delete or adjust tasks and data fields themselves, but are expected to still know what to do.

Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q1	Are your Standard Operating Procedures built into your computer system?	1-2
Q2	Do you have up to date Standard Operating Procedures?	1-2
Q3	Can your built-in workflows have branching and conditional execution	2
Q4	Can the SOPs adjust themselves to accommodate special cases?	2
Q5	Can the SOPs adjust the data-entry requirements, to help users capture the right data?	2

Phase Six: Workflow Integration

In this phase, questions 1 and 2 should be completed. Question 3, 4, and 5 are not requirements for this phase. However, the business should still have a score of one for these. It is not necessary for SOPs to automatically respond to external information, but it is ideal that they can notify staff.

Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q1	When a job status changes, do resource "to do" lists change automatically?	2
Q2	When an exception occurs, do SOPs add tasks to deal with the exceptions?	2

 Would be Nice to Have

Question Number	Question	Recommended Score	Your Score
Q3	Do your SOPs include automated steps?	1
Q4	Do your SOPs send information to external parties automatically?	1
Q5	Do your SOPs respond to information from external parties automatically (e.g. enter data)?	1

Am I Ready For PAVE?

From your check of the necessary prerequisites identify any that did not have the required score. i.e. Phase 5 – Workflow. Once you have cleared these missing prerequisites you are ready for PAVE.

Prerequisite/Requirement

Question Number	Question	Recommended Score	Your Score
Q2	Do you have up-to-date Standard Operating Procedures?	1-2	0

So, your businesses standard Operating Procedures are not up-to-date. You'll add this to you prerequisite clearing list and get them updated. Now, you are ready for PAVE.