UNIT 4 STANDARD OPERATING

PROCEDURE
Awareness

Activity 4.1 You recently bought a flashing emergency light. You need to assemble its electrical
components.
What do you do? Do you use your experience or logic?
Do you read the manual? What is the best move to take? Why?

Input

STANDARD OPERATING PROCEDURE (SOP)

Definition
 A document that describes the operations of a certain work, operations or job correctly and
always in the same manner to ensure its quality.
 It consists of a set of compulsory instructions, systems, procedures or steps which is written so
that other individuals can follow to complete the job safely as well as maximises operational
and production requirements.
 It should be available at the place where the work is performed. The original should be kept at
a secured place while working copies should be authenticated with stamps and/or signatures
of authorised persons.
Two Types of SOP

Technical SOP Administrative SOP

Focuses more on technical activities Highlights on the administrative processes such

such as how to collect a laboratory as reviewing contract documentation and
sample and how to fix the R2 engine. determining organizational training needs.

The Format of Technical SOP

 The format and length of SOP depend on the steps taken to describe the work procedures.
 It can be simple one-page hierarchical steps, graphic procedures such as a flow chart and even
a few pages of procedural process.
 An organisation will have its own format for SOP and you can follow the following format as
a guide to write your technical SOP.
 Source: Standard Operating Procedures (n.d)

Sample Format for a Technical SOP

Ref. No
1
Date
Page No.

Title: Standard Operating Procedure for …………………………………………. 2

…………………………….

Department/Unit 3

Purpose 4

Who can perform this 5

SOP?

Equipment/Tools Needed

Personal Protective 6
Equipment

Tools

Reference Materials

Others

Procedure

…………………………………………………………………… 8
Prepared by
…
(Name: )

Reviewed by ……………………………………………………………………..
(Name: )

Approved by ……………………………………………………………………..
(Name: )
How to write a Technical SOP?

1 Any SOP will need a notation which generally consists of the document reference
number, the date and the page number.
Reference
These are put in a box and written at the top on the upper right-hand corner of every
number,
page of the SOP.
the date
and the The reference number is for filing and record purposes. This will be different
page depending on the project, the department in charge of the project and also the
number organisation.
The date refers to the date the SOP is written. If there are any changes or revisions
made to the SOP, the date written should follow the date the information is revised.
The page number of the SOP should follow accordingly especially if the SOP consists
more than one page.

2 The title should be written at the top centre of the page.

The phrase ‘Standard Operating Procedure’ should precede the title of the
Title
procedure.
The title of the procedure should be written using a descriptive verb that defines the
purpose of the SOP
Examples:
Standard Operating Procedure for Transferring Liquid Chemicals
Standard Operating Procedure for Assembling the Computer Hardware
Standard Operating Procedure for Repairing Faulty Electrical Circuit

Note: The title should be clear; anyone who reads it will immediately understand
what the procedure is likely to be.

Activity 4.2 In your engineering field, identify technical processes which you can write a SOP. Write
the title of your SOP here.
Example: Standard Operating Procedure for Replacing a Faulty Light Bulb

a. ……………………………………………..………………………………..……………………………………………………………..

b. ………………………………………....……………………..……………………………………………………………………………

c. ………………………………………………………………………………………………………………………………………………

3 The unit or department in which the SOP is responsible needs to be identified e.g.
Depart research and development laboratory.
 ment / Unit Example:
This SOP has been written for the research and development laboratory. /
This SOP is written for the research and development laboratory.

Activity 4.3 Based on the title of the SOP that you have written in Activity 4.2, identify the
department or unit that will be in charge of the activity and also the unit’s responsibility.

a. ………………………………………………………………………………………………..………………………………………..………

b. …………………………………………………………………………………………………………………..…………………..…………

c. ………………………………………………………………………………………………………….…………………………..…………

4 There are three parts to the purpose of the SOP.

1. The aim or the function of the SOP (important)
Purpose
2. The specific audience (optional)
3. The regulatory standards or the safety measure (optional)
Examples:
The purpose of this SOP is to provide instructions for the safe use of 50 percent
sulphuric acid to prevent spills, harmful vapours and injury to the worker and
environment.
This SOP tells how to safely use 50 percent acetone to prevent injury from
vapours or environmental damage.
This SOP explains how to prepare instructions for nurses coming onto the next
shift.

Activity 4.4 Based on Activity 4.2 and 4.3, write the purpose of each SOP.

a. ………………………………………………………………………………………………..………………………………………..………

…………………………………………………………………………………………………………………………..…………..…………

b. …………………………………………………………………………………………………………………..…………………..………..

…………………………………………………………………………………………………………………………..…………..…………

c. ………………………………………………………………………………………………………….…………………………..………….

…………………………………………………………………………………………………………..………………………..……………

The person
The specific individuals who can perform the procedures as stated in the SOP need
who can
 perform the
to be identified.
job
Usually, they are stated in terms of position in the company.
If the job must be performed in a team, list down the people who should be
involved in the team.
By doing this, the job will not likely be handled down to the person who is not
competent or qualified on conducting the tasks.
Activity 4.5 From the previous SOP activities, identify the person who should and can perform the job
for each SOP.

a. ………………………………………………………………………………………………..…………………………..……………………

…………………………………………………………………………………………………………………………..…………..…………

b. …………………………………………………………………………………………………………………..……………………..………

…………………………………………………………………………..……………………………………………………………..………

c. ………………………………………………………………………………………………………….…………………….………..………

…………………………………………………………………………………………………………..………………………..……………

Personal Protective Equipment (PPE)

PPE,
6 Tools,
Reference  PPE are the tools that the person to work on the job must wear in order to
materials: ensure that he is bodily protected.
 The PPE should be listed carefully by identifying the correct types.
Tools
 Any equipment or tool be it in liquid or solid form, which are needed to
carry out the job.
 Sometimes, it is necessary to include the safety precautions when handling
the tools.
Reference Materials
 Any sort of reading or reference materials that can be suggested or that has
been referred to when the SOP was written.

Activity 4.6 In relation to Activity 4.4, identify the equipment, tools and reference materials needed
for each SOP.
 Equipment Tools Reference Materials

a.

b.

c.

7 The procedure is a list of step-by-step processes to describe the job.

It explains the process steps in sequential order in which an SOP user should
Procedure perform the steps.
Guidelines in writing a procedure for an SOP document:
 If two steps must be done at once, explain them in a sentence that clearly
says so. You may wish to highlight the first part to differentiate it from the
actual step.
 Provide a more detailed explanation if a reader needs more information to
fully understand the reason for performing a step.
 Provide readers with alternative steps to take in case a desired step does
not work.
 When SOP is time-dependent, indicate the times clearly.
 Decide where to use graphics to communicate clearly. Well-labelled
drawings are often better than text.
 The length of the SOP depends on how you write the procedure.

There are three kinds of format that can be used to write a procedure:
1. Flow Chart Operating Procedure Format
A flow chart is used to describe the procedure for an SOP when the process
involves simple steps and requires many decisions.
It is a graphic way to present the logical steps in a decision-making process.
It provides an easy-to-follow mechanism for walking the reader through a
 series of logical decisions and the steps that should be taken as a result.
2. Graphic Operating Procedure Format
When writing procedures for very long activities, a graphic format should be
considered.
This format breaks a long process into shorter sub-steps that consist of only
a few steps. Readers can learn several short sub-steps more easily than one
long procedure.
Sometimes, photographs and diagrams can also be used to illustrate the
procedures. With computer and digital technology, photos can be taken and
included in the SOP to create graphic SOP.
3. Hierarchical Steps Operating Procedure Format
A diary striving for very consistent work should use a more detailed and
precise format.
The hierarchical steps format allows the use of easy-to-read steps for
experienced users while including more detailed sub-steps as well.
Experienced readers may only refer to the sub-steps when they need to
while beginners will use the detailed sub-steps to help them learn the
process.

8  Person who prepares

Persons in The person who prepares or writes the SOP must put down his/her
Charge signature, write his/her full name. If more than one person is responsible
for the SOP, all the team members must put down the signatures and full
names.
 Person who reviews
The person who reviews SOP should be someone who has higher position
and is within the same department as the person who prepares the SOP. It
could be a Manager, a Supervisor or a Chief Officer.
 Person who approves
The person who approves the SOP should be someone from the Quality
Department or the Quality Unit of the Department who can determine the
quality of the SOP.

Study the SOPs and procedure formats presented in the next few pages.

Flowchart Operating Procedure Format Flowchart Symbol Guide

Terminator: Start and stop points
Process: Description of action taken
Decision: Decision making (question)
 Start

Heat the engine for 5 minutes.

Are there any Yes

problematic Fill in the report form and Send the car to
sounds? explain the problem. Workshop A

No

Drive the car at 80km/h at a

distance of 1 km.

Do the engine
No
Fill in the report form and Send the car to
and wheels work explain the problem. Workshop B
properly?

Yes

Drive the car at 120km/h at a

distance of 1 km.

Do the engine
No
Fill in the report form and Send the car to
and wheels work
explain the problem. Workshop C
properly?

Yes

Send to Inspection Line B for

further inspection.

End

SOP with the Flow Chart Operating Procedure Format

Ref. No. 2/11
Date 09/11/2016
Page No. 1 of 3
Title: Standard Operating Procedure for Testing the Performance of a New Car
Department/Unit This SOP has been written for Quality Control department.
The purpose of this SOP is to provide an effective procedure to check the
Purpose
efficiency and condition of new cars.
Who can perform this SOP? Q.C Operator / Officer
Equipment/Tools Needed
Personal Protective Equipment helmet, goggles and gloves

Tools None
King, S. (2000). Checking New Cars For Dummies. London: Alfred
Reference Materials
Publishing House.
Others None

Procedure
Start

Heat the engine for 5 minutes.

Yes
Fill in the report form and Send the car to
explain the problem. Workshop A

No

Drive the car at 80km/h at a distance

of 1 km.

No
Do the engine and Fill in the report form and Send the car to
wheels work properly? explain the problem. Workshop B

Yes

Drive the car at 120km/h at a

distance of 1 km.

No
Do the engine and Fill in the report form and Send the car to
wheels work properly? explain the problem. Workshop C

Yes

Send to Inspection Line B for further

inspection.
 Prepared by : ………………………………………………………….
(Mohd Ammar bin Emran, Q.C Engineer)

Reviewed by : ………………………………………………………….
(Syarifah Dewi Orked bt Syed Ramadhan, Senior Q.C Engineer)

Approved by : ………………………………………………………….
(Hannah bt Hussein, General Manager)

Source: Standard Operating Procedures (n.d.)

Graphic Operating Procedure Format

EQUIPMENT DURING ALIGNMENT AFTER ALIGNMENT

BEFORE ALIGNMENT PREPARATION

1. Assure lab is secured. 1. Name the equipment 1. Use the buddy system 1. Ensure all beam blocks,
2. Mark the laboratory’s needed. when performing enclosures, and beam
door with the notice sign. 2. Locate the equipment. alignments, OR barriers are back in place.
3. Ensure all equipment is 2. Let someone else know 2. Remove the notice sign
in good condition. your location. from the laboratory’s
3. Assure the optical table door.
remains clear of 3. Assure the appropriate
Laser obstructions. ANSI laser warning is in
Alignment place and correct.
4. Always close beam
in Progress
shutter when adjusting
DO NOT optics.
ENTER 5. Make sure all optics are
EYE secured to the table prior
PROTECTI to opening the shutter.
ON
REQUIRED

Hierarchical Operating Procedure Format

When a distillation flask becomes discoloured and filled with a brown semisolid, it is time to start
over with new solvent and drying material (usually sodium or lithium metal or a metal hydride). One
must first "quench" the old flask. This procedure should be performed as soon as possible to avoid
the possible formation of peroxides in the solvents, and to avoid injuries.
1. Remove the flask to a clean, clear fume hood.
a. Acquire a labelled container to place the unused portion of the solvent to be dried.
b. If this is to be discarded, label it as hazardous waste.
c. Obtain a container of sufficient size to hold both ice water and the flask.
2. Decant the bulk of the remaining solvent into the appropriate labelled container.
a. Place the flask into the ice-water bucket, and secure it with a clamp and ring stand if
necessary to prevent it from falling over.
b. Aim the mouth of the flask away from any people or equipment.
c. If you feel uncomfortable, or are quenching a large volume of alkali metal or metal
hydride, obtain and use a blast shield.
3. Now, use a pipette to add a small aliquot of sec-butanol.
a. If gaseous bubbles appear, wait until they stop, then add another small aliquot of
sec-butanol.
b. Continue this cautious stepwise addition until the generation of gaseous bubbles
becomes very slow.
4. After the sec-butanol has been added, add an alcohol with more freely available protons,
such as n-butanol.
a. Continue the same cautious step wise approach until the gas-bubble generation
slows considerably.
b. Remember to stir or swirl the flask occasionally, always keeping the mouth of the
flask pointed away from anyone.
5. Once you have used n-butanol, try the same stepwise. Be cautious when adding these
solvents in sequence: isopropyl alcohol, ethanol, methanol and water.
a. Be very careful with the addition of water. Even after methanol has been added, the
drying agent can still react violently with water, especially if there has not been
sufficient mechanical stirring of the solution.
6. Once the reaction with water is complete, use a suitable acid solution (such as 3 M HCl) to
neutralise the basic solution you have created.
a. Add the acid in aliquots with the goal of obtaining a pH of 7. Do not be obsessive
about obtaining this exact value; the range of 5-9 is acceptable.
7. Pour this solution into a properly labelled waste container, and see that it is disposed of in a
safe, legal manner.
a. To properly label the waste container with the percentages, keep track of the
approximate amounts of the various solvents you used in this quenching process.

SOP with Hierarchical Steps Format

 Ref. No. 17/18
Date 09/11/2017
Page No. 1 of 3

Title: Standard Operating Procedure for Quenching the Bottom of a Solvent-Drying Still
Department/Unit This SOP has been written for Chemical Laboratory department.
The purpose of this SOP is to provide a step-by-step guide in proper
Purpose and safe quenching of solvent- drying stills to avoid mishaps to lab
operators.
Who can perform this
Lab Operators
SOP?
Equipment/Tools Needed
Personal Protective
Goggles, gloves, blast shield (if required)
Equipment
Tools Ring stand, clamps, buckets,pipettes
Doofenschmirts, A. H. (2016). Chemical Lab Quenching. New York: Tri
Reference Materials
State Publishing.
Others None

Procedure
When a distillation flask becomes discoloured and filled with a brown semisolid, it is time to start
over with new solvent and drying material (usually sodium or lithium metal or a metal hydride).
One must first "quench" the old flask. This procedure should be performed as soon as possible to
avoid the possible formation of peroxides in the solvents, and to avoid injuries.
1. Remove the flask to a clean, clear fume hood.
a. Acquire a labelled container to place the unused portion of the solvent to be
dried.
b. If this is to be discarded, label it as hazardous waste.
c. Obtain a container of sufficient size to hold both ice water and the flask.
2. Decant the bulk of the remaining solvent into the appropriate labelled container.
a. Place the flask into the ice-water bucket, and secure it with a clamp and ring stand if
necessary to prevent it from falling over.
b. Aim the mouth of the flask away from any people or equipment.
c. If you feel uncomfortable, or are quenching a large volume of alkali metal or metal
hydride, obtain and use a blast shield.
3. Now, use a pipette to add a small aliquot of sec-butanol.
a. If gaseous bubbles appear, wait until they stop, then add another small aliquot of sec-
butanol.
b. Continue this cautious stepwise addition until the generation of gaseous bubbles
becomes very slow.
4. After the sec-butanol has been added, add an alcohol with more freely available protons,
such as n-butanol.
a. Continue the same cautious step wise approach until the gas-bubble generation slows
 considerably.
b. Remember to stir or swirl the flask occasionally, always keeping the mouth of the
flask pointed away from anyone.
5. Once you have used n-butanol, try the same stepwise, cautious addition with these solvents
in sequence: isopropyl alcohol, ethanol, methanol, and water.
Be very careful with the addition of water. Even after methanol has been added, the drying
agent can still react violently with water, especially if there hasn't been sufficient mechanical
stirring of the solution.

6. Once the reaction with water is complete, use a suitable acid solution (such as 3 MHCl) to
neutralize the basic solution you have created.
Add the acid in aliquots with the goal of obtaining a pH of 7. Do not be obsessive about
obtaining this exact value; the range of 5-9 is acceptable.

7. Pour this solution into a properly labelled waste container, and see that it is disposed of in a
safe, legal manner.
To properly label the waste container with the percentages, keep track of the approximate
amounts of the various solvents you used in this quenching process.

Prepared by : ………………………………………………………………..
(Riyadh Firdaus bin Affendi, Q.C Engineer)

Reviewed by : ……………………………………………………………………..
(Farah Liyana bt Ahmad, Senior Q.C Engineer)

Approved by: : …………………………………………………………………...

(Dr Chiam Kee Swan, General Manager)

Source: Quenching Solvent Drying Still Bottoms (n.d)

Production

Activity 4.7 Read and complete the sentences below.

a. The main idea of the SOP is called ……………………………………………………

b. The reason of writing the SOP is known as ……………………………………………………

c. ………………………………… procedure is where each step of the SOP is written out in great detail.

d. Gears used to protect ourselves from harm, is written in …………………………………………. section.

 e. An SOP that requires simple steps and many decisions is written in the ………………………………….
procedure.

f. If you have many long procedures, you should consider ……………………………………. procedure.

g. The aim is usually a part of the …………………………………………………………. section.

h. The ……………………………………………. is a sequential, step by step guide in performing the work.

i. Any equipment or tools be it in liquid or solid form, which are needed in order to carry out
the job is called ………………………………………………………….

j. You can include ………………………………………………………….in the graphic SOP procedure.

Activity 4.8 Change the following sentences so that it is appropriate for SOP.

a. Alt is pressed first and followed by Tab button.

…………………………………………………………………………………………………………………………………...............
b. A cable with two RCA plugs is connected on one end to the back of the VCR, and the stereo
mini-plug is connected on the other end of the cable to the line-in jack on the sound card.

……………………………………………………………………………………………………………………………………............

……………………………………………………………………………………………………………………………………............

c. Using a screwdriver, the screws at the bottom of the metal body are removed.

……………………………………………………………………………………………………………………………………............

d. The electric contacts, which need to be located and inspected, will be below the carriage
lever.

……………………………………………………………………………………………………………………………………............

……………………………………………………………………………………………………………………………………............

e. Here, the heavier materials, which cannot be burnt such as glass, metal and ceramics, are
separated out and sent to a glass-and-metal-recovery system.

……………………………………………………………………………………………………………………………………............

……………………………………………………………………………………………………………………………………............
f. In order to preview how much background or foreground is within the focus, depth-of-field
preview button is pressed.

……………………………………………………………………………………………………………………………………............

……………………………………………………………………………………………………………………………………............

g. The SOP needs to be reviewed once in two months.

……………………………………………………………………………………………………………………………………............

h. The ftp directory on the Remote System section should be double clicked, and then, the file
that you want to copy to your ftp directory should be highlighted.

……………………………………………………………………………………………………………………………………............

……………………………………………………………………………………………………………………………………............

i. Appropriate amount of water must be added to the cement.

……………………………………………………………………………………………………………………………………............