Standard Operating Procedure Development

Purpose
Definitions
Roles and Responsibilities
Guidance notes
Procedure
Training Register
Review
Documents/Forms
References

Purpose

This procedure outlines a process to assist with the development of workplace specific Standard Operating Procedures (SOP) for plant, equipment, hazardous substances, work tasks and processes that have the potential to cause harm to persons, plant, material or the environment as identified from risk assessments. The need for Standard Operating Procedures may be identified by the use of the hierarchy of control in the Hazard Management procedure.

The development and use of SOPs are an integral part of a successful quality system as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product or end-result.

Definitions

Hazard – is a situation that has the potential to harm a person, the environment or damage property.

Hazard Identification – is the process of recognising that a hazard exists and defining its characteristics.

Incident – is an event that causes or could cause harm (illness, injury or damage) to persons, plant, material or the environment. Incident includes a ‘near miss’ ie an event that caused no harm or damage but had the potential to do so.

Hazard Control – is the elimination or minimisation of risks associated with an identified hazard using the hierarchy of control as a preferred approach to managing and controlling hazards.

SOP’s - are written instructions for tasks that outline the preferred and safest method of performing that task in a standardised manner.

Roles and Responsibilities

Line Managers are responsible for:

implementing this procedure in the area of their responsibility.

Supervisors are responsible for:

implementing this procedure at operational levels
ensuring that Standard Operating Procedures are developed for the operation of plant, equipment, substances, work tasks and processes with a significant level of health and safety risk as identified from Risk Assessments
providing training in Standard Operating Procedures to staff undertaking the tasks/operation for which procedures have been established and
maintaining documentation of the training provided

Staff are responsible for:

identifying hazardous tasks/operations
assisting in the documentation of Standard Operating Procedures
working in accordance with documented procedures.

Guidance notes

Standard Operating Procedures may need to be developed as a hazard control measure;

indicated from the outcomes of Risk Assessments in accordance with the Hazard Management and Hazardous Substances procedures
in the circumstances of the introduction of new work practices
from the introduction of new technology
from a hazard inspection associated with plant and equipment
following incident investigation which recommends a need for SOP development

SOPs should be written with sufficient detail to ensure that someone with limited experience or knowledge of the procedure, but with a basic understanding, can successfully carry out the procedure in a safe manner when unsupervised. They should be written in a concise, logical, step-by-step, easy-to-read format.

Reference to the manufacturer’s/suppliers user manuals or information may be required to assist in provision of accurate information.

The SOP should be written by a member of staff who has good knowledge of the task and has performed the particular task. Consultation with others involved in the task may be required and is encouraged. In some circumstances additional expertise may be required and this should be sought where applicable. Where possible it is recommended that Health and Safety Representatives are encouraged to be involved in the process

Use of the form Development of Standard Operating Procedure (Form OHSW8) is recommended. This may required to be modified depending on individual workplace needs.

Standard Operating Procedures should include:

the purpose of the work or process
any legislative information or standards that are appropriate and have been considered in the SOP process
definition of any specialized or unusual terms
specific information regarding the potential hazards and associated risks of the task
precautions required to eliminate or adequately reduce the risk prior to commencing the task
personal protective equipment to be worn while undertaking the task
the environment where the task should be undertaken
clear and simple instructions for undertaking the task described in a safe manner
correct environmental, cleanup and waste disposal measures
emergency procedures and shutdown

Procedure

Sequence of Job Steps

Break down the task or operation into the basic steps to complete the work task and/or operate the item of plant/equipment. For example, what is done first, what is done next and so on.

Record each step of the task in the order of normal sequence, ensuring to describe what is done, not how it is done. As a working guide, the task description should be contained within approximately 10 broad steps. This of course may vary depending on the complexity and the hazardous nature of the job.
Potential Hazards or Risks

For each step in the work task, list the potential hazards or risks that are reasonably foreseeable.

By way of guidance, the following should be explored in relation to the steps, and the person(s) doing the task, can they:
- be struck by or contacted by anything
- strike against or contact anything
- be caught in, on ,or under or between anything
- fall from height or be exposed to falling objects
- manual handling
- be exposed to welding rays, fumes, light, electricity or other forms of energy
- be exposed to stored energy
- be exposed to hazardous substances etc.
Recommended Control Measures in Standard Operating Procedure (SOP)

For each step in the work task, list the most appropriate hazard control measure that will eliminate or minimise the risk to the person(s) completing the work task.

For each potential hazard or risk, identify and list the steps of how the work task is to be completed, including what the operator(s) should or should not do to manage the level of risk. Specifically describe the Standard Operating Procedure and precautions that must be taken for each step.

Attach any appropriate information or references, e.g., an SOP may reference other SOPs.
Personal Protection Equipment

The types of personal protection equipment to be utilised to minimise the risk to the person(s) undertaking the task shall be listed on the standard operating procedure.
Perform the task

Test the written procedure by carrying out the task in accordance with the documented SOP. Completing the following tasks;
- Inspecting the task again.
- Checking the upstream and downstream tasks that may have an impact.
- Continually seeking improved work methods.
- Considering all hazards at each step.
- Ensuring understanding in the work group or an individual staff member of the hazards associated with each step of the procedure.
- Reassess and modify the SOP, as required

Training Register

A record of completed training in relevant Standard Operating Procedure(s) must be maintained.

Review

SOPs should be reviewed on a periodic basis, eg every 2 years, dependant on level of risk, to ensure that the procedure remains current and appropriate. The review date should be added to each SOP that has been reviewed. If a SOP describes a process that is no longer required to be followed, it should be withdrawn and archived immediately.