Slides - Unit 4 - Knowledge Management and Documentation - SOPs and Records Keeping.pptx
- 1. PRECISION QUALITY TRAINING KNOWLEDGE MANAGEMENT & DOCUMENTATION STANDARD OPERATING PROCEDURES (SOPS) By: Paul Appiah-Konadu 1
- 2. Learning Outcomes At the end of this session you will be able to: a) Understand the content, use and benefits of Standard Operating Procedures b)Document the key activities in your business operation as SOPs
- 3. Identify benefits a sm all business derives from SOPs and proper docum entation of key activities Explain SOPs and its contents Guide participants to prepare SOPs for key activities in their business Objectives
- 4. A Standard Operating Procedure (SOP) is a set of written instructions that document a routine or repetitive activity followed by an organization. DEFINITION
- 5. INTRODUCTION SOPs are essential for work systems, ensuring tasks are performed correctly and consistently while maintaining product quality and integrity. https://www.youtube.com/watch? v=nT81nHZyCYM&pp=ygUOUFVSU E9TRSBPRiBTT1A%3D Sample overview: “SOP" may also refer to protocols, instructions, worksheets, or laboratory procedures. For this document, "SOP" will be used. SOPs cover both technical and operational aspects of an organization.
- 6. BENEFITS SOPs minimize variation and ensure quality through consistent process implementation, even during personnel changes. They aid in reconstructing project activities using historical data when other references are unavailable. Valid SOPs reduce work effort while improving comparability, credibility, and legal defensibility. SOPs are essential even for published methods, providing more detailed procedural guidance. See more: 1. (5) benefits of SOPS https://www.youtube.com/shorts/gC Rg06BPpJc 2. Importance and benefits https://www.youtube.com/shorts/V PxlkEjj5Wg
- 7. • Company name. • SOP number and preparation/review date. • SOP aim or objective. • Scope of the SOP (coverage area). • Sequential process/steps. • Responsible personnel. • Additional relevant details. • Names, signatures, and review dates of preparers/reviewers. Content of SOP SOPs may vary across organizations but typically include: Take Notes: • Poorly written SOPs have limited value. • Even well-written SOPs fail if not followed. • Management, especially direct supervisors, must review and enforce SOP use. • Current SOPs should be easily accessible in work areas, in hard copy or electronic format.
- 8. 1. Title Page 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. 1. The first page or cover of each SOP should include the title, SOP ID number, date of issue/revision, and the applicable agency/division/branch. 2. It should also contain the signatures and dates of those who prepared and approved the SOP. 3. Electronic signatures are acceptable for SOPs stored in a computerized database. 2. Table of Contents 3. Text of the SOP • Well-written SOPs should briefly describe the purpose of the work, including relevant regulatory standards, and outline the scope of what is covered. • Specialized or unusual terms should be defined in a separate section or within the appropriate discussion. • Sequential procedures should be clearly denoted, divided into sections such as interferences, equipment needed, personnel qualifications, and safety considerations (preferably in bold to highlight key points). • SOPs should be clear and understandable for someone familiar with the procedure, with steps written in a clear, ordered format.
- 9. WRITING STYLE • SOPs should be concise, step-by- step, and easy to read • Must be clear, straightforward, and unambiguous. • Avoid wordiness, redundancy, or excessive length. • Use active voice and present tense; avoid using "you.“ (Example: Instead of "You should measure 50ml of the solution and pour it into the flask," write "Measure 50ml of the solution and pour it into the flask.” )
- 10. Format of SOPs –Sample for a Financial Service Provider
- 11. Format of SOPs –Sample for a Manfacturing Company
- 12. OP Preparation – Things to Note 1. The organization should have a procedure for identifying which processes need documentation. 2. SOPs should be written by individuals familiar with the activity and the organization’s internal structure. 3. A team approach can be used, especially for multi-tasked processes where experiences from multiple individuals is crucial. 4. SOPs should provide enough detail for someone with limited experience but basic understanding to successfully perform the procedure unsupervised. 5. The experience requirement for performing an activity should be noted under personnel qualifications. (For example, if a basic chemistry or biology course or additional training is required, it should be specified.)
- 13. SOP Review & Approval • SOPs should be reviewed (validated) by individuals with appropriate training and experience. • It’s helpful if draft SOPs are tested by individuals other than the writer before finalization. • Finalized SOPs should be approved according to the organization’s SOP preparation plan
- 14. Implementation of SOPs: The company developed and implemented SOPs covering: 1.Machine Calibration: Regular calibration schedules and procedures were documented to ensure packaging weights remained consistent. 2.Quality Control Checks: Checkpoints were established at critical stages of the production line. 3.Labeling Procedures: Detailed steps for verifying and applying labels accurately were standardized. Case Study 1: SOPs in a Manufacturing Company Scenario: A packaged food manufacturing company experienced frequent quality control issues. Common problems included incorrect labeling, inconsistent packaging weights, and delays due to machine errors, leading to customer complaints and regulatory scrutiny. Outcome: •Customer complaints reduced by 70% within three months of SOP implementation. •Production efficiency increased due to fewer interruptions from machine errors. •Regulatory audits were passed with ease, with inspectors commending the organized and documented processes.
- 15. Implementation of SOPs: The facility introduced SOPs focused on: 1. Prescription Reviews: A step-by-step process for verifying prescriptions to eliminate errors. 2. Medication Handling: Procedures for storage, preparation, and safe administration of medications. 3. Training Protocols: Staff were trained and tested periodically to ensure competence in following SOPs. Case Study 2: SOPs in a Healthcare Facility Scenario: A healthcare facility faced challenges with medication administration errors, including incorrect dosages and delayed deliveries. These errors posed risks to patient safety and increased the facility’s legal liability. Outcome: •Customer complaints reduced by 60% within three months of SOP implementation. •Production efficiency increased due to fewer interruptions from machine errors. •Regulatory audits were passed with ease, with inspectors commending the organized and documented processes.
- 16. Class Test – 5 minutes 1. As a manager of a restaurant, develop an SOP for the preparation of fried rice. 2. State 2 ways the effective implementation of the SOP will benefit the restaurant. Assignement Develop an SOP for the preparation of palm nut soup with dried fish at your restaurant.
- 17. SOPs promote consistency, reduce errors, and improve quality. They ensure compliance, accountability, and effective training. Visuals and clear language enhance understanding and usability. Regular reviews keep SOPs relevant and efficient. SOPs save time, optimize resources, and support smooth operations.
- 18. RECORD KEEPING Learning Outcomes • At the end of the Lesson: 1. You will know the various forms of records you need to keep for your business. 2. State at least three important reasons why there is the need to keep business records.
- 19. RECORD KEEPING
- 20. What is Record Keeping? • Orderly and disciplined practice of storing business records • Ranges from simple (manila folder) to complex (online electronic filing) • Provides fast retrieval of records • Updated on a on-going basis Remember – Keep good records, both business and personal Why is Record Keeping Important? Business Operations • Tracking details • Planning Legal • Contracts • Licenses and permits Payroll and personnel Business Operations, Tracking Details • Customer records • Sales records • Correspondence • Inventory
- 21. Discussion Point #1: Your Record Keeping Discuss your business record keeping practices. 1. Identify detail records you already keep. 2. Identify planning records you already keep. 3. Identify legal records you already keep. 4. Identify tax records you already keep. 5. Think more about your record-keeping. • Are there records you don’t need to keep? Why not? • Did we miss any records that you currently keep? • Are there records that need to be added to the list? • What area of record-keeping needs your attention? Record Retention
- 22. Record Keeping Tools •Simple “paper tools” •“Tickler” system •Computer systems •Cloud computing •Accounting •File hosting Use Use What Works Best Simple “Paper Tools” •File folder •Hanging folder •Cabinet storage •Accordion folder “Tickler” System • Use a tickler system to remind you of upcoming events such as: • Raw material purchases • Quarterly taxes • License renewals •Insurance reviews and renewals • Upcoming bills • Call-backs
- 23. Computer Systems •In addition to paper tools •Takes less space than paper •Faster and easier – Internet transmission • Many businesses and government agencies allow use of Internet • Learn and grow into computer systems over time •Be sure to BACK UP files daily Business Software •Evaluate business needs •Many software products available •Spreadsheets •Email •Accounting
- 24. Refine as business grows Start now with something that works
- 25. Key Points to Remember • Use record keeping tools that work for your business type, size, and complexity • Evaluate your business needs before purchasing business software • Again – START NOW
- 27. Questio ns