Procedure Writing Basics

Mr. Richard Crisler

Spring-2006

References:

a)   Guidelines for Writing Effective Operating and Maintenance Procedures, Center for Chemical Process Safety, American Institute of Chemical Engineers, 1996.

b)  ECH 3274L Laboratory Manual, FAMU-FSU College of Engineering, Dr. Loren B. Schreiber, 2006.

Why is it important for you to write effective procedures?

     Helps to reduce accidents: protect students and equipment

     Promotes safe, efficient operation and maintenance

     Helps to ensure that experimental objectives have been met

     Helps to improve data quality (accuracy, precision)

     Forces students to think about their experiment in greater detail

     Helps students understand equipment purpose and function

     Helps to prevent gross experimental errors

     Promotes the idea that procedures are vital components of your laboratory experience

What are some of the components of an

effective procedure? a)    Procedures should identify:• Tasks to be performed by each student• Instrument readings and samples to be taken (how often,

how long, how much?)• Operating conditions to be maintained• Safety precautions (what are the hazards and what are the

control measures?)• Safe operating limits for critical parameters (maximum

pressures, maximum temperatures)• Critical operating parameters and instruments• Results of operating beyond safe limits• Corrective and emergency actions

What are some of the components of an effective procedure?

b) Procedures should:• Be complete, to include minor details and techniques• Be understandable (who is your audience?)• Use familiar language (accurate terminology)• Include input from reference materials, teaching assistants and

senior engineer (prepare questions and take notes!)• Reflect how operations are actually performed (technique)• Be thoroughly documented• Be dated and/or have a revision number on every page• Be updated upon review, and refined while you are conducting your

experiment• Be approved by the senior engineer prior to starting experimental

work

What are some of the components of an effective procedure?

c) Users should:

• Be informed of all changes

• Be familiar with critical operating procedures (the team leader may not be present throughout the experiment)

Example-1 (Inadequate Module)

4) Feed Pump Calibration: Determine the feed pump setting, which will deliver 3.5 mol/min of feed to the distillation column.

4.1) Set stroke rate controller to 42.5%

4.2) Collect feed in a 500 mL HDPE container

4.3) Use a stopwatch to record the collection time

4.4) Weigh container and calculate flow rate delivered

4.5) Adjust stroke rate setting as needed and return to step 4.2

Example-1A (Improved Module)

4) Feed Pump Calibration: Determine the feed pump setting, which will deliver 3.5 mol/min of feed to the distillation column.

4.1) Operator-A Initially set the stroke rate controller to 42.5%

4.2) Operator-B Ensure that valves F-1 and F-2 are completely open

4.3) Operator-B Rotate the valve handle for valve F-3 so that the arrow is pointing downward

4.4) Operator-B Tare the feed collection container on Mass Balance-1 (readability to 0.1 g).

4.5) Operator-A Retrieve and set the timer

Example-1A (continued)

4.6) Operator-B Place the feed collection container below the outlet of valve F-3

4.7) Operator-AOnce Operator-B is ready, turn the feed pump on and start the timer

4.8) Operator-AAfter approximately 1-minute, simultaneously turn the feed pump off and stop the timer

4.9) Operator-B Weigh the feed collection container on Mass Balance-1

4.10) Operator-A Record the collection time in (s) and mass of feed collected in (g) in data table-1

Example-1A (continued)

4.11) Operator-B Pour the contents of the feed collection container back into the feed tank

4.12) Operator-A Calculate the molar feed flow rate using equation-5 (on Data Table-1)

4.13)If the feed flow rate is off by more than 2%, then adjust the stroke rate controller accordingly and return to step 4.4

4.14) Operator-B Rotate the valve handle for valve F-3 so that the arrow is pointing upward

END

What essential elements are present in an effective experimental procedure?

• Purpose (why was this procedure written)• References (owners manuals, other procedures, PFDs, specification sheets)• Safety (PPE required, chemical safety – MSDS, special hazard precautions,

information from previous accidents/incidents)• Required materials (lab ware, tools and equipment)• Preliminary experimental modules (pump calibrations, temperature

measurements, calibration curve preparation)• Experimental Objective(s) • System Startup Procedure• Normal Operating Procedure• Normal System Shutdown Procedure• Emergency Shutdown Procedure • Waste management• Cleanup and checkout

Stylistic considerations for procedures

• Completeness and accuracy (depends on user experience and other factors)

• Appropriate level of detail (keep it as concise as possible)• Consistent presentation (maintain the same style – easier to read and

understand)• Page layout (open page with limited branching, unique step

numbering)• Caution or warning statements listed before the appropriate step

warns the user of the potential hazard immediately before the situation occurs.

• Use the same numbering scheme throughout the procedure• Identify notes, warnings and cautions the same way in all procedures• Use consistent and accurate terminology

Questions?