11/1/2010 CRWA 2010 Fall Conference, Grand Junction, Colorado. 1

Standard Operating Procedures(8:00)

( S O P ) -

“Plan to Fail”

-

Gerry Shisler

-

Colorado Rural Water Associates

PreparationVA/ERP

Guidance

SOP Template

Quality Management Plan

Standard Operating Procedures

11/1/2010 CRWA 2010 Fall Conference, Grand Junction, Colorado. 2

(8:05)

AGENDA

Introduction

What is an SOP

Purpose

Benefits

Writing Styles

Review and Approval

Examples

Group Discussion

Introductions

Who are you

Where are you from

Name of your organization

What is your role / responsibility

Standard Operating Procedures

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What is an SOP ?

It’s a “living” document showing

Technical Instructions of how to perform

routine or repetitive tasks.

Standard Operating Procedures

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Purpose

Assists an organization with processes for QA/QC,maintenance, calibrations and equipment.

Should be readily accessible for reference in the work areas of personnel performing the activity.

Ensures compliance with regulations.

Used in the field by unskilled personnel.

A key element in your training program.

Specific to an organization’s or facility’s activities.

Reviewed during meetings, operations planning, etc.

Standard Operating Procedures

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Benifits

Minimizes variables.

Promotes consistency.

Organizational changes or turnover.

Inspectors checklists for auditing procedures.

Highlight compliance with governmental regulations.

Personnel training program with detailed work instructions.

Minimizes miscommunication and can address safety concerns.

Valuable for construction projects when other references are not available.

“Ultimately, SOP’s can reduce work effort and minimize mistakes”.

Standard Operating Procedures

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Writing Style

Keep it simple and short, get to the point.

Concise, step-by-step, easy-to-read format.

Use flow chart to better illustrate processes.

The term "you" should not be used, but implied.

Active voice and present verb tense should be used.

The document should not be wordy, redundant, or lengthy.

Follow your organizational guidelines, e.g., font size and margins.

Information presented should be unambiguous and not complicated.

Hard copy or electronic format, preferably both hard copy and electronic.

Convey clear and explicit information, remove any doubt as to what is required.

Standard Operating Procedures

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see Guidance for Preparing SOP’s

(8:30)

and SOP Template

x

Preparation

Be Proactive - take responsibility, take initiative, take ownership.

Determine what procedures or processes need to be documented.

Experience requirements should be noted. Ex: basic chemistry or biology course, heavy equipment operator.

Use a team approach where multi-tasked processes can be followed by sharing skills from a number of individuals. This promotes “buy-in” from SOP users.

Written by the organization's internal structure, and by knowledgeableessential personnel or subject-matter experts who perform the work or use the process.

Written with sufficient detail so those with limited experience or knowledge of the procedure, but with basic understanding, can

successfully reproduce the procedure unsupervised.

Standard Operating Procedures

11/1/2010CRWA 2010 Fall Conference, Grand Junction, Colorado.

8

(8:50)

(see Preventive Maintenance card file)

Vulnerability Assessment and

Emergency Response PlanTerrorist

Tornado

Wildland fire

Water Distribution OperationsDamaged hydrants Perform leak detectionChange outdated metersUnscheduled mishap i.e. main break

Preparation (cont’d)

Determine what procedures or processes need to be documented.

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Maintenance-related

Fire Hydrant FlushingValve Exercise program

Administrative

Employee Manual

Safety procedures

see Emergency Response Forms

(9:00)

and Emergency Response template

Preparation (cont’d)

Divide procedures into three levels of detail:

Guidelines

Best Practices

Detailed Procedures

Standard Operating Procedures

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See Distribution System: Best Practice Guide

(9:20)

See Water System Operator Roles / Responsibility Guide

Preparation (cont’d)

Guidelines

Express what you want to accomplish.

High level overview with minimal detail.

Allows for more than one method or procedure.

For people who can “connect the dots” and carrying out tasks.

Standard Operating Procedures

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(9:30)

Preparation (cont’d)

Best practices

More than one “best practice” may exist.

Experienced personnel capable of decision making.

Closer to detail with some latitude in how to execute a procedure.

Standard Operating Procedures

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(9:35)

Preparation (cont’d)

Detailed procedures

The closest viewpoint with the most detail.

When critical tasks must be executed precisely.

Outlines exactly how to follow procedures for inexperienced personnel.

Standard Operating Procedures

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Review and Approval

Reviewed by one or more personnel who are trained and experienced with the procedure.

Tested by personnel other than the original writer before the SOPs are finalized.

Approved in accordance with the organization’s Quality Management Plan or its own SOP for preparation of SOPs.

Last but not least. . . It is reviewed, approved and signed by management.

Standard Operating Procedures

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see Quality Management Plan

(9:45)

see Quality Management Plan checklist

SOP Examples

Standard Operating Procedures

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(9:45)

Chlorinating and Dechlorinating Water

Reservoir Level Control

Fire Hydrant Testing

Reporting Sanitary Sewer Overflows

Group Discussion

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(9:45)

Form a group

Discuss an area where an SOP is needed for your water system

Present and share your ideas for an SOP

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SUMMARY

What’s an SOP

Purpose

Benefits

Writing styles

PreparationVA/ERPGuidenceSOP TemplateQuality Manage. Plan

Review and Approval

Examples

(9:50)

Standard Operating Procedures

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Questions ?

“Thank You”

Gerry Shisler

(9:50)

Standard Operating Procedures

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SourcesGuidance for Preparing SOP’swww.epa.gov/quality/qs-docs/g6-final.pdf

SOP Template www.nyruralwater.org/downloads/files/SOPFormsforSmallSystemsvJuly2009.pdf

Preventive Maintenance Card Filewww.mass.gov/dep/water/drinking/sspmbklt.pdf

Vulnerability Assessment / Emergency Response Plan (checklist / templates)www.epa.gov/safewater/watersecurity/pubs/rptb_response_guidelines.pdfwww.wvrwa.org/InfoCentral/HotTopics/Awareness/ERPtemplate.doc

Quality Management Planwww.epa.gov/quality/qmps.html

Best Practices Guide www.epa.gov/ogwdw000/smallsystems/pdfs/guide_smallsystems_dist_system_08-25-06.pdf

Quality Management Planwww.epa.gov/quality/qs-docs/qmp-checklist.pdf

(10:00)