The next column would indicate what the standard required—a can, may, should, or shall. In the case of conflict resolution training, the standard listed the item as a “should,” meaning it was a recommendation. Additional columns would indicate whether there was a gap, description of that gap, and mediation. Once a gap was identified, the team immediately began taking action as it related to the “can,” “may,” “should,” or “shall” and decided how to proceed to close that gap. In the end, the team decided to meet a majority of the recommendations in the standard.
Additional fields were added for notes and comments. For example, action items would be listed here as well as items for discussion.
As departments took actions to meet each line of the standard, the information in the previous columns would change until the final column read that no gap remained and the standard was met. In the case of training, meeting the standard would require working with contractors to provide training for the company’s contract guard force.
Other documents were posted to the SharePoint site as necessary. For example, the company’s termination policy from HR and OSHA guidelines were both available at the site. If members of a department, like HR, wanted to add notes, they would sign out the gap analysis, add their notes, and sign the document back in, thusly sharing their notes with the rest of the team. Then the team would discuss the changes at the next meeting.