From OrganicDesign Wiki
This document explains how to build an SOP.
You can see two examples of completed SOPs here: Creating Invoices. and here: Prepare digital photographs for publication
- Check with your supervisor if;
- you have any questions about how to perform a task.
- you think that a task does not apply to you, or
- you think of other tasks that you perform that are not listed.
1 Version Control
- Version No. This is a number which identifies this version of the SOP. Use this format for creating version numbers - XXX999v9.9 (Where XXX refer to the initials of the role, 999 refers to the task number from the numbered task list, v refers to version, 9.9 refers to the version of the of the SOP. E.g. SOP number OA003v1.0 refers to the 1st version of the 3rd task for the Office Administrator)
- Replaces Version No. As it says, this number indicates which version of the SOP is being replaced. This is important because it enables users to compare the version that they are used to using with the most current version.
- Signed off by: Indicates who has the responsibility for authorising the latest version. When you build your SOPs, check with your immediate superior as to who must sign off on it.
- Valid from: Indicates when the current version of the SOP becomes valid and when previous versions become obsolete. This is important! For example, if the company is preparing to roll out new components, a new SOP may need to be tested first before the new components are made commonly available.
2 Knowledge Requirements
This outlines the explicit information requirements for the job e.g. Product/ process specifications, orders, priorities, records, QC records, other organisational documentation needs. i.e. any and all information that the user will need BEFORE they can complete the process.
3 Hazard Management Plan
This outlines the hazards and or risks of the job (and how to mitigate them). It is a legal requirement that the company takes steps to manage any hazards that employees may come across. Refer to the OSH Manual for more information on how to manage hazards.
4 Quality Assurance Plan
This describes how the user knows that they have achieved the correct quality standard for the task, i.e. the Quality assurance measures for the job. It could include things like, answering all customer e-mail enquiries within 24 hours, or installing hot water tanks according to the appropriate NZ standard. It also includes critical control points eg. temp, speed, shape, weight etc
5 Standard Operating Procedure process steps
5.1 Preparation
This section is the first part of the step-by-step "How to" for the task. It outlines the things that you need to do, before you begin work. For example, it could include, making sure that drop sheets are put down on the floor before you begin installation work, or making sure that you have the right letterhead paper in the printer before printing a letter to a customer, etc.
6 Operation
This section outlines the step-by-step "How to" of the task, in enough detail for an inexperienced person to carry out the task to the required standard. It could also include how fast the job should be done, what the time limits for the job are.
7 Clean up/ Finish Off
This part explains what the user needs to do after they have completed the previous "How to" steps. It could include things like making sure that the paper in the printer has been replaced with blank (not letter head) paper, picking up all waste packaging after a container has been emptied and so on.
8 Contingency Plans
This section outlines the contingencies (i.e. how to deal with things when they don’t go according to plan). It is particularly useful to highlight lessons learned from past mistakes here, or to point out common errors that a novice could make when carrying out the previous "How to" steps.
