Standard Operating Procedures (SOP’s) are utilized in organizations when when specific procedures need to be followed. Large entities use SOPs to ensure the same information is accessible and followed by the entire organization.
Types of processes that should have SOPs:
Repetitive & highly-technical
Repetitive & high risk
Repetitive processes
Change Management
To ensure accuracy, SOPs are created by team members and focus groups who are experts with the process and are modified as needed, through a change board, to validate modifications.
Format
SOPs follow a generic template to ensure all information is gathered and supported by stakeholders. Standardization of format is important to ensure there isn’t a learning curve to reading a different SOP within the same organization.
A detailed SOP should include the following:
Title Page
"Standard Operating Procedure"
SOP ID
SOP Name
Approved Date
Due for Review Date
Signatures
Table of revisions
Table of Contents
Purpose - Details purpose of SOP
References - Identifies sources of information
Enclosures - List of supporting documents (enclosures attached at end of document)
Scope - High-level overview of process
Who will do what?
Purpose is to…
Enclosures provide…
Who is it applied to?
Who is it sent to?
Who is responsible?
Responsibilities
Broken up by person
What are the requirements?
X 'shall' do THIS in order to achieve THIS
Training Requirement
Implementation of this SOP requires specific background, experience, and knowledge
Process
Details of what needs to be followed
Metrics
How will the SOP be quantified
SOP Responsibility
Who is responsible for keeping it updated
Deliverables
The Outputs of following the SOP
Document Maintenance and Control
Review: How often does the SOP need to be reviewed
Updates: Who provides updates
Deviations: Are there acceptable deviations?
Latest Revisions: Where is the latest revision stored?
Archives: Where are old revisions stores?
Acronyms
Attached Enclosures
SOP Feedback Form - Provides ability to provide feedback.