Debre Birhan Victory College Training, Teaching and Learning Material

WEB DEVELOPMENT AND DATABASE

ADMINISTRATION
Level II

LEARNING GUIDE # 7
Unit of Competence : Update and Document
Operational Procedures
Module Title : Updating and Documenting
Operational Procedures
LG Code : EIS WDDBA2 M09 0322
TTLM Code : EIS WDDBA2 M09 0322

LO 2: Updating Operational Procedures

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Introduction Learning Guide #7

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics
–

 User and Technical Documentation Review

 Accuracy Review of Technical and User Documentation

This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –

 Review current version of technical and user documentation based on the latest operational procedures.
 Compare accuracy of technical and user documentation with current system functionality.
 Identify and document inaccuracies for future reference.

Learning Activities

1. Read the specific objectives of this Learning Guide.

2. Read the information written in the “Information Sheets 1” in pages 3-6.
3. Accomplish the “Self-check” in pages 7.
4. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if your rating is
unsatisfactory, see your teacher for further instructions or go back to Learning Activity # 1.
5. Read the information written in the “Information Sheet 2” in pages 8-11.
6. Accomplish the “Self-check” in page 12.
7. If you earned a satisfactory evaluation proceed to “Lap Test”. However, if your rating is
unsatisfactory, see your teacher for further instructions or go back to Learning Activity # 2.
8. Do the “LAP test” on page 13 (if you are ready) and show your output to your teacher. Your teacher
will evaluate your output either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall
advice you on additional work. But if satisfactory you can proceed to Learning Guide 7.

 Your teacher will evaluate your output either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice
you on additional work. But if satisfactory you can proceed to the next topic.

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Information Sheet 1 Updating Operational Procedures

Operational Procedures

An Operating Procedure (OP) is a set of written instructions that document a routine on repetitive activity followed by
an organization. The development and use of Ops are an integral part of a successful quality system as it provides individuals
with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product or end -result.

The term “OP” may not always be appropriate and terms such as protocols, instructions, worksheets, and laboratory
operating procedures may also be used. For this document “OP” will be used.
Operational Procedure means Management instructions and procedures, both for the safety rules and for the local and
remote operation of plant and apparatus, issued in connection with the actual operation of plant and/or apparatus at
or from a connecting site.
A standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help
workers carry out routine operations. SOPs aim to achieve efficiency, quality output, and uniformity of performance,
while reducing miscommunication and failure to comply with industry regulations.
Standard operating procedure (SOP), also called standing operating procedure, set of written guidelines
or instructions for the completion of a routine task, designed to increase performance, improve efficiency, and ensure
quality through systemic homogenization.
SOPs are utilized in various contexts by a vast array of entities, including those in the areas of business,
education, government, health care, industry, and the military. Although categorical variations are inevitable, all SOPs
have in common the systematization of the individual steps performed in the implementation of a repetitive task to
create an overall quality system. SOPs first identify and summarize a task, describe its purpose, and specify when and
by whom it is to be performed while simultaneously defining uncommon or specialized terms and addressing potential
concerns (e.g., necessary equipment or supplies, health and safety cautions, etc.). They then describe the sequential
procedures to be followed, often utilizing activity checklists and graphic illustrations (e.g., charts, tables, photographs,
diagrams, etc.) to help ensure that the procedures are being performed accurately and in order.

SOPs can also provide many other benefits, such as minimizing the chance of miscommunication, affording
comparability, and ensuring regulatory compliance. However, they must be periodically assessed and modified to
maintain currency, thus enabling them to further improve final results. The disadvantages of SOPs include excessive
paperwork and a reduction in workplace individuality.

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Purpose
What is the purpose of procedures?
A Standard Operating Procedure is a document which describes the regularly recurring operations relevant to the
quality of the investigation. The purpose of a SOP is to carry out the operations correctly and always in the same
manner. A SOP should be available at the place where the work is done".
Policies and procedures are an essential part of any organization. Together, policies and procedures provide a
roadmap for day-to-day operations. They ensure compliance with laws and regulations, give guidance for decision-
making, and streamline internal processes.

OP details the regularly recurring work processes that are to be conducted or followed within an organization. They
document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirem ents
and to support data quality.

They may describe, for example, fundamental programmatic actions and technical actions such as analytical processes,
and processes for maintaining, calibrating, and using equipment. OPs are intended to be specific to the organization or facility
whose activities are described and assist that organization to maintain their quality control and quality assurance processes and
ensure compliance with governmental regulations.

If not written correctly, SOPs are of limited value. In addition, the best written SOPs will fail if they are not followed.
Therefore, the use of SOPs needs to be reviewed and re-enforced by management, preferably the direct supervisor. Current copies
of the SOPs also need to be readily accessible for reference in the work areas of those individuals actually performing the activity,
either in hard copy or electronic format, otherwise SOPs serve little purpose.

Benefits

The development and use of SOPs minimizes variation and promotes quality through consistent implementation of a
process or procedure within the organization, even if there are temporary or permanent personal changes. SOPs can indicate
compliance with organizational and governmental requirements and can be used as a part of a personnel training program, since
they should provide detailed work instructions. It minimizes opportunities for miscommunication and can address safety
concerns.
 Know what you have to do. ...
 Access information to quickly solve problems and reduce downtime. ...
 Easily onboard new employees. ...
 Be in compliance with norms/certifications. ...
 Improve quality. ...
 Make sure everyone is on the same page. ...
 Reduce risk & improve security. ...
 Improve.

Why are operating procedures important?

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Clearly written standard operating procedures are essential because they eliminate uncertainty about how to best
complete assignments. Put simply, anyone within your organization should be able to produce a standardized
outcome for any routine task by simply following the instructions.
What are the benefits of standard operating procedures?
What Are the Advantages of Using Standard Operating Procedures?
 Achieve Consistency.
 Improve Quality Assurance and Safety.
 Save Time and Money.
 Simplify Employee Management.
 Avoid Knowledge Loss.
 Simplify Audits.
 Enhance Autonomy.

What are the limitations of SOP?

The disadvantages of SOPs include excessive paperwork and a reduction in workplace individuality.
While every effort has been made to follow citation style rules, there may be some discrepancies. Please refer
to the appropriate style manual or other sources if you have any questions.

Writing Styles
SOPs should be written in a concise, step-by-step, easy-to-read format. The information presented should be
unambiguous and not overly complicated. The active voice and present verb tense should be used. The term "you" should not be
used, but implied. The document should not be wordy, redundant, or overly lengthy. Keep it simple and short. Information
should be conveyed clearly and explicitly to remove any doubt as to what is required.
Also, use a flow chart to illustrate the process being described. In addition, follow the style guide used by your organization, e.g.,
font size and margins.

SOP PROCESS

SOP Preparation
The organization should have a procedure in place for determining what procedures or processes need to be documented.
Those OPs should then be written by individuals knowledgeable with the activity and the organization's internal structure. These
individuals are essentially subject-matter experts who actually perform the work or use the process.
A team approach can be followed, especially for multi-tasked processes where the experiences of a number of individuals
are critical, which also promotes “buy-in”/interest from potential users of the SOP.

SOPs should be written with sufficient detail so that someone with limited experience with or knowledge of the
procedure, but with a basic understanding, can successfully reproduce the procedure when unsupervised. The experience requirement
for performing an activity should be noted in the section on personnel qualifications. For example, if a basic chemistry or biological course
experience or additional training is required that requirement should be indicated.

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Write OP on how to uninstall software from your XP computer

SOP Review and Approval

SOPs should be reviewed (that is, validated) by one or more individuals with appropriate training and experience with the process. It is especially
helpful if draft SOPs are actually tested by individuals other than the original writer before the SOPs are finalized.

The finalized SOPs should be approved as described in the organization’s Quality Management Plan or its own SOP for
preparation of SOPs. Generally the immediate supervisor, such as a section or branch chief, and the organization’s quality
assurance officer review and approve each SOP. Signature approval indicates that an SOP has been both reviewed and approved
by management.

Frequency of Revisions and Reviews

SOPs need to remain current-recent to be useful. Therefore, whenever procedures are changed, SOP should be
updated and re-approved. If desired, modify only the pertinent section of an SOP and indicate the change date/revision number
for that section in the Table of Contents and the document control notation

SOPs should be also systematically reviewed on a periodic basis, e.g. every 1-2 years, to ensure that the policies and
procedures remain current and appropriate, or to determine whether the SOPs are even needed. The review date should be added
to each SOP that has been reviewed. If an SOP describes a process that is no longer followed, it should be withdrawn from the
current file and archived.

The review process should not be overly cumbersome-burdensome to encourage timely review. The frequency of
review should be indicated by management in the organization’s Quality Management Plan. That plan should also indicate the
individual(s) responsible for ensuring that SOPs are current.

Document Control
Each organization should develop a numbering system to systematically identify and label their SOPs, and the
document control should be described in its Quality Management Plan.

Generally, each page of an SOP should have control documentation notation, similar to that illustrated below. A short
title and identification (ID) number can serve as a reference designation. The revision number and date are very useful in
identifying the SOP in use when reviewing historical data and is critical when the need for evidentiary records is involved and
when the activity is being reviewed. When the number of pages is indicated, the user can quickly check if the SOP is complete. Generally this type
of document control notation is located in the upper right-hand corner of each document page following the title page.

SOP Document Tracking and Archival

The organization should maintain a master list of all SOPs. This file or database should indicate the SOP number, version number,
date of issuance, title, author, status, organizational division, branch, section, and any historical information regarding past versions. The QA Manager
(or designee) is generally the individual responsible for maintaining a file listing all current quality-related SOPs used within the
organization. If an electronic database is used, automatic “Review SOP” notices can be sent. Note that this list may be used also
when audits are being considered or when questions are raised as to practices being followed within the organization.

Short Title/ID #
Rev. #:
Date:
Page 1 of

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As noted above, the Quality Management Plan should indicate the individual(s) responsible for assuring that only the
current version is used. That plan should also designated where, and how, outdated versions are to be maintained or archived in
a manner to prevent their continued use, as well as to be available for historical data review.

Electronic storage and retrieval mechanisms are usually easier to access than a hard-copy document format. For the user,
electronic access can be limited to a read-only format, thereby protecting against unauthorized changes made to the document.

Submit procedure
Prepare standard procedure for installation of programs from CD/DVD on Windows 7 System.

SOP GENERAL FORMAT

SOPs should be organized to ensure ease and efficiency in use and to be specific to the organization which develops it.
There is no one “correct” format; and internal formatting will vary with each organization and with the type of SOP being written.
Where possible break the information into a series of logical steps to avoid a long list. The level of detail provided in the SOP
may differ based on, e.g., whether the process is critical, the frequency of that procedure being followed, the number of peo ple
who will use the SOP, and where training is not routinely available. A generalized format is discussed next.

 Title Page
The first page or cover page of each SOP should contain the following information: a title that clearly identifies the
activity or procedure, an SOP identification (ID) number, date of issue and/or revision, the name of the applicable agency,
division, and/or branch to which this SOP applies, and the signatures and signature dates of those individuals who prepared and
approved the SOP. Electronic signatures are acceptable for SOPs maintained on a computerized database.

 Table of Contents
A Table of Contents may be needed for quick reference, especially if the SOP is long, for locating information and to
denote changes or revisions made only to certain sections of an SOP.

 Text
Well-written SOPs should first briefly describe the purpose of the work or process, including any regulatory information
or standards that are appropriate to the SOP process, and the scope to indicate what is covered. Define any specialized or unusual
terms either in a separate definition section or in the appropriate discussion section. Denote what sequential procedures should
be followed, divided into significant sections; e.g., possible interferences, equipment needed, personnel qualifications, and safety
considerations (preferably listed in bold to capture the attention of the user). Finally, describe next all appropriate QA and quality
control (QC) activities for that procedure, and list any cited or significant references.

As noted above, SOPs should be clearly worded so as to be readily understandable by a person knowledgeable with the
general concept of the procedure, and the procedures should be written in a format that clearly describes the steps in order. Use
of diagrams and flow charts help to break up long sections of text and to briefly summarize a series of steps for the reader.

Attach any appropriate information, e.g., an SOP may reference other SOPs. In such a case, the following should be
included:
1. Cite the other SOP and attach a copy, or reference where it may be easily located.
2. If the referenced SOP is not to be followed exactly, the required modification should be specified in the SOP at the
section where the other SOP is cited.

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