Training, Teaching and Learning Materials Development Lo2

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INFORMATION TECHNOLOGY
SUPPORT SERVICE
Level II

LEARNING GUIDE # 07
Unit of Competence: Update and Document Operational Procedures
Module Title : Updating and Documenting Operational
Procedures
LG Code : ICT ITS2 LO2 07
TTLM Code : ICT ITS2 TTLM02 0817

yes

LO 2: Update procedures
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Learning guide 07 Date 08-2020 Page 1 of 7

Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
INTRODUCTION Learning Guide # 2

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

 Update Operational Procedures

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 –

 Determine operational procedure requirements using review outcomes.

 Develop/update operating procedures for the system.
 Submit proposed operating procedures to appropriate person.

Learning Activities

1. Read the specific objectives of this Learning Guide.

2. Read the information written in the “Information Sheets 1” in pages 3-7.
3. Accomplish the “Self-check” in pages 8.
4. 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 # 1.
5. Do the “LAP test” on page 9 (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 8.

 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.

Learning guide 07 Date 08-2020 Page 2 of 7

Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
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.

Purpose

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 requirements 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.

Writing Styles

Learning guide 07 Date 08-2020 Page 3 of 7

Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
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.

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

Learning guide 07 Date 08-2020 Page 4 of 7

Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
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

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
Learning guide 07 Date 08-2020 Page 5 of 7
Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
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 people 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

Learning guide 07 Date 08-2020 Page 6 of 7

Author: IT Experts
 Training, Teaching and Learning Materials Development Lo2
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.

Learning guide 07 Date 08-2020 Page 7 of 7

Author: IT Experts