Structure of an SOP
This section covers how does a SOP look like , what is the key components of an SOP.
Typically an SOP Contains the following components.Example a SOP of Purchases would ideally cover the following elements to make it useful for somebody to read and understand the end to end process.
- Process Name
- Sub Process
- Activity
- Activity Description
- Frequency
- Person of Responsibility.
- Relevant Documentation.
- Video Recordings
Let us understand this with an example
SOP Name - Purchase SOP
Process Name contains the different process under the Purchase SOP , Example the following are different process under the Purchase activities of an organization.
- Purchase of Raw Materials
- Purchase of Stores and Spares.
- Purchase related Reportings.
- Freight related to Purchase.
Sub Process
Each Process will have multiple Sub Process , Example for Purchase of Raw Materials Process these are the following sub process.
- Purchase Requistion
- Raising Quotation
- Purchase Order
- Gate Entry
- Quality Check
- GRN
- Purchase Booking
- Purchase Payment
Activity
Each Sub Process will have multiple Activities , Example for Raising Quotation there are several activities.
- Raising the Quotation
- Comparative Statement
- Approval of Quotation
Frequency
Frequency would contain the number of times an activity occurs within an organization , Typically these are the following types of frequency
- As & when
- Daily
- Monthly
- Quarterly
- Monthly
- Annually
Person of Responsibility
Person of responsibility covers the name of the person who conduct a particluar activity.
Relevant Documentation
Means what is relevant documents related to a particular activity . Example in case of Purchase requision we will attach an example of a Purchase Requistion of the organization.
Video Recordings
Generally for a critical activity which is complex , we along with the management record a video /screen recording of the activity so that any body can understand the entire activity end to end.