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WeSalute Operating System

Operating System ("OS") Defined​

The single source of truth for WeSalute product and process, technical and non-technical alike, codified to reflect the accuracy and health of the operations, and delivered as transparent documentation. Also known as "OS Docs".

OS Structure & Standards​

WeSalute OS Docs must answer the following questions:

  • Who - is the DRI, Backup, and Sponsor?
  • What - is this product, process, workflow, and/or operation?
  • Why - is this important to WeSalute?
  • How - does this work and how do I do it?

Who - Operating System Owners​

  • Directly Responsible Individual ("DRI")
  • Backup
  • Sponsor

Directly Responsible Individual ("DRI")​

DRI Role​

DRI stands for Directly Responsible Individual. This WeSalute Team Member is the ultimate owner of a specific task, product, project, process, or workflow. The accuracy and health of these responsibilities are codified into OS documentation.

  • Content Creation and Accuracy: DRI is the primary author and work closely with the backup to ensure the content is accurate, complete, and reflects the current reality of processes or product functionality.
  • Maintenance and Updates: The DRI tracks the need for content updates driven by changes in product features, operational procedures, or WeSalute policies. They initiate updates or coordinate with others to make necessary changes.
  • Freshness Reviews: The DRI is the focal point for OS quarterly freshness checks. They are notified, review the content, and are ultimately accountable for certifying its accuracy.
  • Conflict Resolution: If conflicting feedback arises during freshness checks, the DRI facilitates discussion and drives the resolution of those conflicts to ensure the document reaches an accurate and authoritative state.

DRI Impact​

  • Single Point of Accountability: DRIs create clarity. All Team Members at WeSalute know who to turn to with questions about the content and who is responsible for its upkeep.
  • Improved Knowledge Quality: DRIs incentivize regular review and updates, ensuring documentation remains a reliable source of truth, reducing confusion, and potentially minimizing errors in product usage or operational execution.
  • Streamlined Collaboration: In cases of conflict, the DRI serves as the facilitator, ensuring diverse viewpoints are considered and a clear, updated path for the document is reached.

Backup​

Backup Role​

The Backup serves as a crucial support system to the DRI (Directly Responsible Individual) and plays a vital role in ensuring the quality and continuity of WeSalute OS knowledge. Their key functions include:

  • Knowledge and Expertise: They are familiar with the specific domain covered by the documentation (product area, process, technical system, operations, etc.). This enables them to provide qualified feedback during freshness checks.
  • Secondary Responsibility: They ensure document accuracy and collaborate with the DRI in case updates are needed. The Backup steps in to assume primary DRI responsibilities if the DRI becomes unavailable for any reason.
  • Conflict Resolution Support: Participates in discussions facilitated by the DRI to resolve discrepancies identified during status checks. Their perspective offers an additional layer of validation.
  • Freshness Reviews: Actively participates in the WeSalute quarterly OS Docs Refresh Cycle. They provide their assessment on whether the OS Doc still reflects reality, either Stale or Fresh.

Backup Impact​

  • Reliability: The Backup adds a safeguard, ensuring that operations are not solely dependent on one individual.
  • Quality Control: Their involvement promotes a review process that leads to more accurate and up-to-date knowledge.
  • Smooth Transitions: The Backup can seamlessly step into the DRI role if needed, minimizing disruption to the WeSalute Operating System ("OS").

The Sponsor champions the success of WeSalute OS by securing resources for documented operations and resolving conflicts between the DRI and Backup. The Sponsor empowers the DRI and Backup by accurately representing their work, facilitating the use of their documented knowledge in strategic decision-making and innovation efforts.

  • Resource Champion: Secures necessary resources – personnel, time, and potentially funding – to support the specific product, service, workflow, operations, or operational area etc. covered by the OS Doc.
  • Conflict Resolver: Acts as the final decision-maker when the DRI and Backup cannot resolve disagreements or identify necessary changes to the OS Doc.
  • Strategic Aligner: Ensures the OS Docs align with the overall WeSalute strategy and contribute directly to broader WeSalute objectives.
  • Integration Advocate: Promotes and facilitates the seamless integration of OS Docs processes with existing "business as usual" ("BAU") activities, systems, and technologies throughout WeSalute.
  • Empowered Representative: Advocates for the DRI and Backup, accurately representing their work and its importance. They ensure the knowledge and expertise captured within WeSalute OS is given due consideration during strategic planning.
  • Innovation Enabler: Identifies opportunities to leverage the OS Docs as a foundation for continuous innovation and improvement. They advocate for their inclusion in WeSalute-wide initiatives.
  • Resource Efficiency: Ensures that the WeSalute OS has the necessary resources to function successfully, minimizing bottlenecks and disruptions.
  • Operational Agility: Facilitates rapid resolution of conflicts, allowing for quick adjustments to operations, maintaining responsiveness to changing circumstances.
  • WeSalute-wide Synergy: Promotes better integration throughout OS Docs, reducing friction, duplication, or reduncy and increasing overall efficiency.
  • Knowledge as an Asset: Elevates the value of accurate OS Docs, positioning it as a driver of strategic decision-making and a catalyst for innovation.
  • Empowered Workforce: Gives DRIs and Backups a voice and a support structure, fostering a sense of ownership and investment in the quality of WeSalute Operational Excellence ("OE").

Ownership​

TODO: Ownership intro

Ownership Criteria​

DRI​

  • Closest to the Process: The DRI is either directly involved in the day-to-day execution of the operation or the primary developer of the product.
  • Accountable for Outcomes: The DRI's performance is tied to the success of the process/product/system their OS Doc describes.
  • Problem Solver: Embodies an improvement mindset, proactively identifying and addressing bottlenecks or potential issues related to the OS Doc.

Backup​

  • Knowledge and Expertise: Possesses sufficient understanding and is expected to contribute meaningfully to content and validation, offer alternative perspectives, and step in as DRI if needed.
  • Collaborator: Works effectively as a team with the DRI. They are committed to ensuring knowledge continuity within the OS Doc.
  • Potential for Growth: A Backup is not a guaranteed succesor. A Backup is ideally positioned with the skills and interest to potentially assume the DRI role in the future, ensuring smooth transitions.
  • Strategic Alignment: Understands and advocates for how the OS Doc's area supports larger departmental or company goals.
  • Influence and Decision-Making: Has the authority to resolve escalated conflicts, prioritize updates, and champion improvements for the OS Doc's domain.
  • Resource Advocate: Proactively secures resources (time, personnel, budget) to support the success and evolution of the documented process, product, or system.

What​

The "What" section of WeSalute OS serves to answer the fundamental question: "What is this?" It provides a clear and concise definition or description of the specific product, service, process, workflow, or operation being documented. This section aims to establish a shared understanding of the item's core nature and purpose. It should address key aspects such as its name or title, its primary function or goal, the key components or elements involved, and any relevant inputs or outputs. By answering the question "What is this?", the "What" section sets the foundation for the subsequent sections (Why and How) that delve deeper into the rationale and execution of the documented item. It ensures that everyone has a common understanding of what is being discussed, regardless of their prior knowledge or experience with the subject matter.

Why​

The "Why" section of WeSalute OS highlights the direct business value and strategic importance of each documented item. It answers the critical questions: "Why is this important to WeSalute?" and "Why do we do it this way?" By articulating the connection between each product, process, or operation and WeSalute's overarching goals, this section ensures that Team Members understand the impact of their work and how it contributes to WeSalute's success. This deeper understanding fosters a sense of purpose, encourages buy-in, and drives continuous improvement by aligning individual efforts with broader business objectives.

How​

The "How" section of WeSalute OS is the actionable heart of each OS Doc, providing step-by-step instructions and guidance on how to execute the product, service, process, workflow, or operation. It empowers any Team Member, especially the Backup, to seamlessly take over and perform the documented tasks with confidence and accuracy.

This section includes detailed procedures, clear explanations of each step, and any necessary precautions or troubleshooting tips. Visual aids, such as diagrams or flowcharts (especially using mermaid.js), can be used to enhance understanding, but screenshots should be limited to one essential image to prevent stale content.

By following the "How" section, Team Members gain the knowledge and skills required to perform their roles effectively. Additionally, the clarity and comprehensiveness of these instructions encourage team members to identify potential areas for improvement, contributing to the continuous optimization of WeSalute's operations.

OS Doc Frontmatter​

TODO: Define the scope of OS Doc, metadata+ why, what, how, answer questions with a link

---
id: <docusaurus-doc-id>
title: <docTitle>
risk: low/medium/high
complianceType: SOC2/ISO 27001/HIPAA/GDPR/CCPA/Payments/Federal/State/None
authors: 
    - role: DRI
    - name : <driFullName>
    - slackId: <dri_slack_id>
    - email: <dri>@wesalute.com
    - role: Backup
    - name : <backupFullName>
    - slackId: <backup_slack_id>
    - email: <backup>@wesalute.com
    - role: Sponsor
    - name: <sponsorFullName>
    - slackId: <sponsor_slack_id>
    - email: <sponsor>@wesalute.com
lastDocCertifiedFresh: 2024-04-24
lastDocStateConflict: 2024-05-12
lastDocConfirmedStale: 2025-04-25
---

Creating and Commiting OS Docs​

To create documentation, you have the flexibility to choose your preferred method. You can either directly write in Markdown and submit the file through the #wesalute-oe Slack channel, or utilize Google Docs or Confluence. In the latter case, our team will assist in converting the document to Markdown and integrating it into os.wesalute.com.

Initiating the creation of WeSalute OS is our top priority. While refining editorial workflows and streamlining contribution and editing processes will be important considerations in the future, our current focus is on establishing a foundational knowledge base.