The Portland Policy Documents (PPD) began as a joint initiative of the Mayor's Office and Auditor's Office to capture all City policies and administrative rules in one central location. Ordinance No. 175959, effective in October 2001, created the PPD and directed the Auditor to gather all City policies and rules and publish them on the Internet. City Code Chapter 1.07 governs the PPD.
Types of Documents in Portland Policies
There are four main types of policies:
Binding City Policies. Adopted by City Council ordinance or resolution, these policies have a binding effect or serve as mandatory approval criteria for future decision making.
Non-Binding City Policies. Adopted by City Council ordinance or resolution, these policies express the Council's opinion but do not have a binding effect or serve as mandatory approval criteria for future decision making.
Administrative Rules Adopted by City Council. Adopted by City Council Ordinance or Resolution, these rules are binding requirements, regulations, or procedures which affect citizens or all City employees.
Administrative Rules Adopted by Bureaus Pursuant to Rule Making Authority. Adopted by the Bureau pursuant to authority expressly delegated by City Council, these are binding requirements, regulations, or procedures which affect citizens or all City employees.
The following types of documents are not considered Portland Policy:
City Code. The City Code is maintained separately by the City Auditor. However, administrative rules currently contained in the City Code should eventually be moved to the new PPD. (Example: Title 4 Personnel was repealed when HR Rules were enacted).
Comprehensive Plan Policy. Comprehensive plan policies are organized and maintained within the framework of the City's Comprehensive Plan.
Bureau Policies or Work Rules. Unlike Bureau adopted Administrative Rules, these policies do not have a binding effect on all City employees or the general citizen population.
Steps in Creating a Portland Policy
Authorizing Ordinance goes into effect.
Bureaus that adopt or amend documents required to be retained in PPD shall submit an electronic copy to Auditor for inclusion in PPD. All documents required to be in PPD must be filed with Auditor to be in effect.
Auditor shall publish PPD on Internet. Policies and rule will be indexed alphabetically by title and numerically by category. Per Portland City Code Section 1.07.030 the Auditor will also maintain a paper copy of the PPD. Documents in the paper PPD will be indexed numerically by Category. The paper PPD will be available for review in the Auditor's Office during normal working hours.
Organization of Portland Policies
Each policy or rule in the PPD is assigned a unique alphanumeric document code number by the City Auditor. This document number is based on the document type, classification category, subcategory, and policy or rule number. For example, the FY 2001-02 Supplemental Budget has the following document code number: BCP-FIN-1.01.
represents a Binding City Policy
represents a Financial Policy
represents the first subcategory
represents the rule number in this subcategory
City Code section 1.07.040 authorizes the City Auditor to organize the PPD by subject matter. Policies and rules filed for inclusion in the PPD are assigned by the Auditor to a classification category. Classification categories are based on the general subject matter of the document. The letter based prefix system allows for flexibility and provides easy identification of policy categories. The Auditor will amend the category listing as necessary to provide for future growth.
|Arts & Culture||ART|
|Education & Youth||EDY|
|Environment - Built||ENB|
|Environment - Natural||ENN|
|Fire & Rescue||FIR|
Change Log for Indexing Procedure
The Auditor is authorized to create an index system for the PPD by Code Section 1.07.040 and to provide for a standardized format of the PPD by Code Section 1.07.070.
October, 2012: The Auditor changed the indexing system for the Human Resources Administrative Rules from "BHR" to "HRAR".
April, 2003: The Auditor changed the indexing system for human resource/personnel related policies and administrative rules from "PER" to "BHR". The category name was also changed from "Personnel" to "Human Resources".