Author : Jaime Menor Jr.
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Here’s a concise Failure Mode and Effects Analysis (FMEA) table for the Policy on Social Media Posting Detrimental to the Agency's Image:
Item | Potential Failure Mode | Potential Cause(s) / Mechanism | Mission Phase | Local Effects of Failure | Next Higher Level Effect | System-Level End Effect | (P) Probability (Estimate) | (S) Severity | (D) Detection (Indications to Operator, Maintainer) | Detection Dormancy Period | Risk Level P*S (+D) | Actions for Further Investigation / Evidence | Mitigation / Requirements |
---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1. Employees post harmful content | Post content that defames the agency | Lack of awareness of policy; personal disputes | Operational | Reputation damage | Public backlash; legal action | Loss of trust from stakeholders | 4 | 5 | Public complaints, media coverage | Immediate | 20 + 2 | Review of social media posts; Implement stricter monitoring mechanisms | Regular awareness campaigns, mandatory social media ethics training |
2. Inappropriate political views | Publicly endorsing political candidates | Misunderstanding of neutrality rules | Election period | Bias perception from public | Politicization of the agency | Loss of credibility in public service | 3 | 4 | User comments, public response | Immediate | 12 + 2 | Collect employee feedback on political neutrality rules | Revise guidelines and enhance internal training on political neutrality |
3. Sharing confidential agency information | Accidental leak of sensitive data | Poor understanding of data classification | Operational | Breach of security protocols | Information compromise | Legal penalties, loss of competitive advantage | 2 | 5 | IT department audit, public or media reports | Days to weeks | 10 + 3 | Conduct internal audits on data shared; test employee knowledge regularly | Confidentiality refresher courses; strict internal review before posting |
4. Lack of policy enforcement | Inconsistent application of penalties | Poor communication of guidelines | Operational | Unequal treatment | Decline in employee morale | Perception of favoritism | 3 | 3 | Employee feedback, case reviews | Weeks | 9 + 2 | Track case reports and responses across departments | Standardize punishment, establish audit processes for policy enforcement |
5. Failure to detect policy violations early | Delayed response to violations | Weak monitoring system for social media posts | Operational | Late intervention | Worsening public perception | Escalated reputational damage | 4 | 4 | Media coverage, stakeholder feedback | Immediate to days | 16 + 2 | Invest in automated social media monitoring tools | Real-time monitoring solutions, reporting mechanisms |
6. Misinterpretation of the policy | Employees misunderstand guidelines | Ambiguous language in policy | Pre-operational (Policy intro) | Non-compliance | Increased violations | Erosion of public trust | 3 | 3 | Employee inquiries, internal confusion | Days to weeks | 9 + 1 | Conduct surveys to assess employee understanding of policy | Clearer policy wording, ensure easy access and regular dissemination |
7. Personal social media affecting agency | Posting negative comments on personal accounts | Lack of distinction between personal and professional accounts | Operational | Perceived agency endorsement | Blurring of personal vs professional conduct | Reputation loss | 3 | 4 | Review of posts upon incident reports | Days to weeks | 12 + 2 | Monitor public posts and provide training on differentiating personal/professional content | Clarify boundaries between personal and professional social media conduct |
Key Points:
- (P) Probability (Estimate): 1 (Low) to 5 (High)
- (S) Severity: 1 (Low impact) to 5 (High impact)
- (D) Detection: How easy it is to detect the issue (lower values mean harder to detect, 1–3 scale)
- Risk Level (P*S): Probability multiplied by severity (with detection factored in where needed)
Action Items:
- Regular audits, surveys, and employee feedback should be used to continually assess the effectiveness of the policy.
- Training sessions to reinforce the importance of responsible social media use.
- Implementation of automated monitoring tools for real-time tracking of potential violations.
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