The purpose of this WI is to detail the requirements needed to create a procedure (SOP) in Knowledge - Halo. A SOP is more detailed than a process, but less detailed than a work instruction. Refer to the Knowledge Documentation and Document Pyramid for more details.

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The naming convention should follow SOP + verb + what work needs to be completed. EX: SOP - Create a network Assessment Please DO NOT add the SOP prefix. Halo script will add the prefix when the article is in “Review” status.

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SOPs are used by all departments across the organization.

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It is the responsibility of the process owner or SME to follow the instructions and standards required to create, modify, and train to a published SOP article. The ownership of the SOP should be as close to the work being done, as possible.

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A published SOP shows that all creation requirements have been met.

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NA

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1. Open “Knowledge - Halo” and click on “All CIT Articles” from the upper left corner.
2. Click the “Create from template” icon in the upper right corner.
3. Select “Procedure Template (SOP)” from the list and fill it out and include the following information:

• Title - the title should include a verb and the name of the procedure stated as simply as possible

• Ex: Create a Network Assessment (do not include how-to in the title)

• Summary - the summary should be a simple, one-sentence description of the work that is being done

• Reference the header of this WI for examples of each section.

• Purpose - the purpose statement describes in more detail as to why the SOP is needed

• Scope - the scope statement should include the roles, departments, or areas that are affected by this SOP along with all inclusions and any exclusions

• Responsibility - the responsibility defines the role(s) who should be following the SOP. Use the dropdown to select from the list of roles. If the SOP is to be followed by ALL employees, select the owner of the outcome and define ALL in the scope

• Completeness - the completeness/success area is used to define what DONE looks like. You need to capture what happens at the end of the SOP, and what the SOP needs to achieve

• Create a relationship back to the related core process, process (if it exists), or procedure (if it exists) by clicking the “Add Knowledge” icon

• Create a relationship related to work if another SOP must be completed before or after this SOP by clicking the “Add Knowledge” icon. - Note - Please ask the core process owner or a member of the CI/QA committee for the correct relationships, if needed

• NOTE: Each slot on the template must be filled out prior to clicking “OK”. If not, your SOP template will not be created and you will lose your data.

• If you do not have all of your data ready at the time of template creation, just add something to the slot. “N/A”

4. Once the template has been filled out and there is data in each slot, click “OK” to create and save the new SOP KB article.
5. Locate the new SOP KB article. Open “Knowledge - Halo,” click on “My KB Articles” smart filter at the top of the page, select “My Unfinished KBs” and then open the SOP KB article to be completed.
6. Click the “Edit KB article” icon in the upper right corner.
7. Once the editor opens, begin to add the content and the steps.

• Best practice tip - SAVE OFTEN!

8. Click the “Render markdown” icon before submitting the SOP for review to see if the article is formatted correctly.

• Make changes, if needed

9. Before placing the status into “Review”, check the following:

• Company is centrexIT

• Core process has been selected

• Department has been selected, or ALL

• Category is “Procedure.” (no subcategory)

• Owner is correct if owner is not author

10. Once the article is ready to be reviewed, change the status from “Draft” to “Review”, click save and exit.

1. Create a relationship back to related process.

• Note: Please add relationships from this KB article to related KBs such as core process, process, SOPs or other WIs on the right.