BM-PM-M-25-004
1. Purpose #
1.1 This procedure defines the systematic approach for preparing, reviewing, approving, and implementing Standard Operating Procedures (SOPs) within the company to ensure consistency, compliance with ISO standards, and continuous improvement.
2. Scope of Application #
2.1 This procedure applies to all departments and personnel responsible for creating, reviewing, and implementing SOPs related to operational, quality, and security processes within Blih marketing and communication PLC.
3. Definition #
3.1. Original document: – first written document by the document author.
3.2. Controlled document: – official documents controlled by PM.
3.3. Management document: – document content is based on planning, standardizing control rationality, suitability and adequacy.
3.4. Process document: – document content is based on the interpretation of use procedure, method and attention of refined and visualized process.
3.5. Standard document: – document content is based on the standard that guides the employee to work in specific operating standards.
3.6. Work specification document (work instructions): – document content is based on details, step-by-step guidance on how to perform a specific task or activity and precise instructions, tools, safety precautions, and quality requirements.
3.7. Access: – right, opportunity, means of finding, using or retrieving information from records and archives (ISO 15489 Record Management)
3.8. Compliances: – refers to the adherence to applicable laws, regulations, standards, policies, and company requirements.
3.9. Non-compliances: – refers to the failure to adhere to applicable laws, regulations, standards, policies, or company requirements.
4. Responsibility #
4.1. Process owner Department
4.1.1 Responsible for identifying processes and understanding the basic need for an SOP for the identified process.
4.1.2 Responsible for drafting the SOP and in collaboration with PM review, redraft, update and ensure implementation.
4.1.3 Responsible for maintaining accuracy and usage of average level understanding language during the draft of SOP, considering the SOP shall be understandable for all relevant stakeholders at all levels.
4.1.4 In the case of procedures that acquire other departments’ involvement, the process owner is responsible for collaborating with the relevant stakeholders and clearly stating their involvement and updating the procedure after the review of all relevant stakeholders.
4.1.5 Responsible for training the relevant department documents to new entrants along with the PM.
4.2. People Management Department
4.2.1 Responsible for ensuring SOPs meet ISO and regulatory requirements.
4.2.2 Responsible for Manage version control, document distribution, and archiving.
4.2.3 Responsible for releasing documents, checking document clarity, verifying document number, version and standard format.
4.2.4 Ensure controlling and releasing of document application, distribution, filing and preservation.
4.2.5 Keeping a List of Controlled Documents and Distribution Records.
4.2.6 Summarize and update a List of checklists, forms and records. 4.2.7 Conduct new document assessment and training in the department, draft record keeping and finally document the last finalized document. 4.2.8 Responsible for training the relevant department documents to new entrants along with the department head. 4.2.9 Responsible for collecting, organizing, preserving, maintaining control over and providing access to procedural records.
4.3. Receiving department
4.3.1 Ensures the drafted SOPs are aligned with their process considering quality, efficiency and safety.
4.3.2 Review, approve and sign off on finalized SOPs.
4.3.3 Proper preservation and correct use of distributed SOP’s.
4.3.4 Responsible for training the relevant department documents to new entrants along with PM.
4.3.5 Responsible for the implementation of SOP and feedback for continuous improvement.
4.4. Employees
4.4.1 Responsible for following SOPs and proper usage of SOPs.
4.4.2 In the case of an update provide feedback for continuous improvements.
5. Work flow #
5.1 SOP Preparation
5.1.1The process owner shall determine the necessity for a new SOP that could be based on process changes, audit findings, or risk assessments.
5.1.2 The Process owner shall notify the PM on the necessity of the new SOP through an email including all the reasons for the need of a new SOP.
5.1.3 Use the company standardized SOP template which refers the ISO 9001:2015 that includes: ✔ Company name and logo
✔ The process owner department name
✔ Title and Identification Number(document code)
✔ Date, version and page no.
✔ Revision History
✔ Purpose
✔ Scope
✔ Terms and definitions
✔ Responsibilities
✔ workflow
✔ Generated records
✔ Reference documents
✔ Relevant documents
✔ Flow chart 5.1.4 The drafted SOP shall be clear, concise, and unambiguous guidelines.
5.1.5 Use visual aids (flowcharts, diagrams) where applicable.
5.1.6 The process owner shall send the drafted SOP to PM for review and feedback.
5.1.7 The PM shall assure the SOP follow ISO standards and ensure accuracy; understandability and no steps/processes are overlooked.
5.1.8 The PM shall hold a scheduled review meeting within 48hrs with the process owner to address any feedback on the SOP if there are any along with the timeline for the submission date for the finalized SOP or verify the SOP for approval. This feedback process might be repetitive until the process owner adjusted all addresses feedback and the PM agrees for verification.
5.1.9 In the case of any feedback on the SOP the process owner shall amend the SOP according to the feedback within the specified timeline as discussed in the review meeting which shall be no longer than 48hrs.
5.1.10 The PM shall hold an approval meeting with the general manager within 48hrs of the last finalized SOP submission by the process owner.
5.1.11 If there are any feedback from the GM the PM shall adjust the SOP in collaboration with the process owner and if there aren’t any feedbacks the PM shall publish the SOP on designated platforms.
5.1.12 The PM shall organize a scheduled review meeting with relevant stakeholders regarding the new SOP.
5.1.13 The PM shall distribute the new SOP to all relevant stakeholders 24hrs prior to the scheduled review meeting with stakeholders.
5.1.14 The process owner in collaboration with PM shall address concerns, collect feedback and revise accordingly.
5.1.15 All relevant stakeholders shall approve the finalized document with their signature and date.
5.2 SOP implementation
5.2.1 The PM shall be distribute the new SOP all relevant personnel.
5.2.2 The PM in collaboration with the process owner shall conduct training sessions to ensure understanding and compliance maintain the training records.
5.2.3 The PM in collaboration with process owners shall monitor the SOP adherence through audits and observations periodically(every three month) addressing non-compliance or issues promptly.
5.2.4 The PM shall conduct managemental review meeting with all departmental managers and the general manager about SOPs periodically (annually) or when process changes occur.
5.2.5 Updating SOPs shall follow the same review and approval process maintain a revision history log.
5.2.6 All SOPs shall be controlled documents with version numbers.
5.2.7 Obsolete versions shall be archived securely and retained per Documentation, retention and disposal.
6. Generating records #
6.1 <<New SOP notification and assessment report >>,
7. Reference documents #
7.1 <<meeting minutes>>
8. Relevant documents #
8.1 <<BM-PM-P-25-009 Documentation, retention and disposal procedure>>
9. Flow chart #
9.1 << N/A>>