Introduction to Standard Operating Procedure Development

The following is an introduction on how the Soil Science Department develops and works with
Standard Operating Procedures (SOPs). There are many styles and formats of these types of
procedures, this is just an example of how we do it and some supporting rationale.

This is the format that we follow when producing Departmental procedures and for methods of
operating Department owned equipment. Principal Investigators (PI) are responsible for
producing and documenting for their Research Groups. Some PI, follow these formats and
others have their own methods.

An SOP is a key tool in training personnel. New personnel can read the procedure ahead of
time, so that they are ready for in person instruction on operation. For trained personnel, it
becomes a detailed reference document. The ideal set up for a procedure would be to have the
following in place: 1) Equipment/Instrument Manual, 2) SOP, 3) Log of Use, 4) Log Book of
Service and Trouble-shooting, plus 5) Record of Training.

The SOP can be defined as the step between the info in the Operation Manual and how it is
applied in your particular Lab or work site.

An SOP can be a very detailed document such as for an analytical procedure. This style is
required if a Lab is seeking any kind of Accreditation. SOPs can also be modified to produce
simpler instructions for the operation specific equipment.

Document control must be maintained in order to ensure that you are working with the most
current instructions. This is achieved by recording the date and author’s name anytime there is
a change to the SOP. This can be added to the beginning of the SOP or as a foot note.

Here are some tips on getting a SOP program started.

1. Make a list of SOPs that you feel would be appropriate for your area.
2. Fill in as much of the basic, general information as possible on all the SOPs.
3. Start filling in the detailed steps.
4. When most of the details are in place, produce a labelled “DRAFT” copy of the SOP and
present it to others, for feedback and clarity.
5. Work the feedback into the SOP and produce the first addition.
6. SOPs should be reviewed at a higher frequency when they are first established.
7. Ready-Reference guides can be prepared to accompany a full SOP.
8. If you are going to produce a SOP heavily dependent on the user manual, then the SOP
can be used to identify where in the Manual the info can be located.

In the accompanying files are examples of SOPs covering different types of procedures.

2) Young Worker Training Document – produced by WorkSafe Manitoba. We give this to our
trainers and students to read. It highlights the issues that need to be consider when training our
new personnel. The main theme is introducing the: “Tell me, Show me, Practice” method of
teaching – always have new workers demonstrate that they can do the work safely”.

3) Department SOP Template, Analytical. When working with this template the questions listed
in blue are replaced with the appropriate details. Sections that do not apply are deleted.

Feb 20, 2015 Rob Ellis

Introduction to Standard Operating Procedure Development

4) SOP Detailed Analytical. This is the full blown, lab accreditation ready SOP. This example is
for the Nitrate/Nitrite- N Analysis.

5) SOP with Pictures. This is an example of a detailed procedure with the added benefit of
including instructional pictures. This details the Radiation Lab Wipe Test procedure.

6) SOP Simple Equipment Operation. This is an example on how to handle instruction for an
individual piece of equipment. This relates to the operation of a vacuum pump.

7) SOP Ready-Reference. This example is listing the parameters for operating a trained person
on the operation of a PH meter. It mainly focusses on the details of the set up and the items that
an operator wants to quickly confirm. For other equipment you may want to list: pressure
settings, warning levels, sequenced starting steps, lock-out positions..etc.

8) SOP Simple Single Use. As the name implies this is the simplest type of SOP. The example
is for how to use our chemical spill pillows. This is actually posted right on the bag containing
the pillow. It might seem as over kill but it would come in very handy when you grab the spill
pillow as some chemical solution is pooling on the floor.

9 and 10) SOP Checklist. These 2 SOPs relate to the use of a checklist. They are used when
procedure details are in multiple manuals or documents and the main training relies on
an oral presentation. The Trainer follows along with the document, checking off items as
they are reviewed with the trainee. The trainee gets their own copy of the form to keep,
while the Trainer’s copy would stay in a training file to document “Due Diligence”. The
checklist ensures the same information is passed along at each session. It is also best to
have designated trainers rather then to do pass along or sequential training.

Feb 20, 2015 Rob Ellis