Standard Operating Procedures (SOPs) PDF

Plant Communications • Chapter 3 Objective 4 Discuss the purpose, revision, and control of Standard Operating Procedures. A standard is a way of dealing with repetitive activities in a consistent fashion. Standard Operating Procedures (SOPs) are operating instructions for performing routine tasks...

Plant Communications • Chapter 3 Objective 4 Discuss the purpose, revision, and control of Standard Operating Procedures. A standard is a way of dealing with repetitive activities in a consistent fashion. Standard Operating Procedures (SOPs) are operating instructions for performing routine tasks consistently. These instructions cover a wide variety of plant activities, such as starting an air compressor, cutting a steam boiler into a pressurized header, testing boiler water, or regenerating an ion exchange softener. SOPs are developed by considering: • Equipment manufacturer operating manuals • Overall process design parameters (such as pressures, temperatures, and flows) • Potential for environmental impact • Job hazard analyses and safety audits SOPs are usually developed by a joint effort between field operators, control room operators, plant managers, plant safety officers, and maintenance staff. Once an SOP is developed and agreed upon, it is submitted to management for final sign-off. Then, all employees must follow the SOP. SOPs help to maintain product quality, workplace safety, and environmental compliance. Other benefits include: a) b) c) d) e) Maintains quality, safety, and environmental standards, even when the personnel changes. Catalogues procedures. This helps with worker training. Helps to eliminate or reduce miscommunication. Documents historical operating data for future reference. Helps to develop checklists for inspectors or auditors as part of the auditing and approval processes. SOP Writing Tips a) Use standard company templates for all new or revised procedures. Standard SOP templates should be used throughout the organization. b) Select the best person to write the procedure. Who is the most familiar with the process, and competent at performing the procedure? c) If the procedure involves starting or stopping machinery, incorporate the manufacturer’s operating instructions, to ensure safe operation and long equipment life. d) Test the procedure to verify it actually works. In addition, have a number of people (other than the writer), who are qualified but have never done this procedure before, to verify the steps. e) Those who will be working with the procedure, as well as the safety and quality assurance advisors, must review the proposed SOPs. Select one of the best-suited people from this group as an official reviewer. f ) After review and sign-off the proposed SOP, it then goes for final approval. Designation of the official approver will vary within different organizations, based on their practices. Generally, assignment of this function goes to the work process owner. For example, the Heating Plant Operations Manager often becomes the approver for all plant related SOPs. g) Begin implementation of the SOP after final approval. 4th Class Edition 3 • Part A 3-19 Unit A-10 • Fundamental Industrial Communication Skills Format of Standard Operating Procedures Despite variations from company to company, SOPs tend to include many of the same elements. SOPs usually begin with a header containing information like that shown in Table 1. Table 4 – Standard Operating Procedure Title Box Standard Operating Procedure Company Name: Canadian Natural Forest Products Location: Dogtooth Operations Standard Operating Procedure Number: GT-0021 Revision: 08 Title: Alkalinity Testing Department: Water and Wastewater Form: W-521 Effective Date: 09-01-2015 Date Issued: 08-01-2017 Prepared By: Greta Nordberg, Water Plant Lead Date Prepared: 08-25-2015 Signature: Revised By: Derek Fontaine, Control Room Operator Date Revised: 05-26-2017 Signature: Reviewed By: Les Giesbrecht, Plant Safety Officer Date Reviewed: 07-11-2017 Signature: Approved By: Larry Barker, Plant Superintendent Date Approved: 07-11-2017 After the header, the SOP contains sections like the following: 1. Background – This section describes the historical need for the procedure. 2. Purpose – The purpose and rationale of the procedure are described. 3. Scope – Other areas of the company that are affected by this procedure are identified. 4. Materials and Tools Requirement – The tools and materials required for this procedure, as well as personal protective equipment, are listed. 5. Safety Concerns and Risks Factors – Here, hazards of the procedure are identified, such as working at heights, vehicular traffic, confined spaces, and exposure to chemicals. 6. Environmental Considerations – This is a list of the work conditions such as temperature extremes, wind, limited ventilation, and air circulation. 7. Responsibilities – The job titles of those who are responsible for carrying out the procedure. 8. Definitions –These are the technical terms and definitions related to the procedure. 9. Procedure – This is the longest part of the SOP. Listed here is the sequence of steps, tasks, and activities associated with the procedure. 10. References – This section lists internal and external documentation including policies, standards, codes, and regulations used to support this procedure. 3-20 4th Class Edition 3 • Part A Plant Communications • Chapter 3 Document Control and Revision Large plants often have hundreds, if not thousands, of SOPs. Typically, they are printed, organized, and stored in three ring binders. SOPs are carefully controlled, to prevent unauthorized changes. There are limited numbers of SOP binders (sometimes only two or three) made accessible to operations and maintenance staff. These “controlled copies” are located in places like the plant superintendent’s office, the control room, and the permit office. These are the only locations where workers can access official procedures. CAUTION Never use uncontrolled SOPs. They may be incomplete, incorrect, out-of-date, or unapproved. Use of uncontrolled SOPs can adversely affect production and create unsafe conditions. This system of document control works relatively well in conjunction with a functioning update, revision, and approval process, particularly in smaller organizations. In recent years, though, electronic copies of SOPs are commonly kept on corporate shared drives. Users may have access to SOPs and may make unauthorized changes. Because of this, it is vitally important to restrict editing access to electronic copies of SOPs only to key individuals. These persons are directly responsible and involved with document control, preparation, revision, review, and approval. The following are some common document control principles: a) Companies should have standardized document control systems, and have system administrators who maintain and circulate the documents. b) Companies must keep SOPs current by reviewing them at regular intervals. Risk Assessment Matrices are used to decide how often SOPs are reviewed. Critical SOPs are reviewed more frequently. SOPs for less critical tasks are reviewed less frequently. SOPs are also updated and revised whenever there is an equipment or process change, regardless of the review schedule. c) Companies should only circulate a limited number of printed copies. Each will have a proper document control number assigned to it. Copies must be located only in designated areas. SOPs are controlled documents; operators and maintenance staff must not be permitted to print personal copies. d) Companies must replace revised SOPs (both printed and electronic versions) immediately after a revision is approved. Outdated printed copies must be destroyed. Outdated electronic copies must be archived on the file storage system. 4th Class Edition 3 • Part A 3-21