Objective:
This section outlines the step-by-step process to update Standard Operating Procedures (SOPs), ensuring proper documentation, accountability, and approval across departments.
Team Involved:
All Department Heads, HR, Web Development
Access Control
- Access Rights: Website backend SOP access is restricted to Technical Team members and Department Heads.
- Backend Access: Login credentials for the SOP backend (Website URL, Username, and Password) are stored securely in the All Login Master Sheet.
- Update Rights: Only the Technical Team is authorized to make updates to SOP documents.
Section A: SOP Update Verification (Technical Team)
Identify SOP
- Locate the SOP document that requires updating.
Verify Change Details
- What is being updated?
- Why is the update required?
Approval Validation
- Confirm that the update has been approved by both the Reviewer and Approver via email.
- Do not proceed unless both approvals are documented.
Update Documentation
- Make the required changes.
- Update the Last Updated Date, Reviewer Name, and Approver Name in the SOP for tracking purposes.
Coordination with HR
- HR must inform the Technical Team if a person mentioned in the SOP is no longer active.
- HR should also confirm the new responsible person, if applicable.
Section B: Requesting an SOP Update
Any employee or team requesting an update must:
- To request an SOP update, please fill out the Google Form and it will be reviewed by the assigned Approver & Reviewer.
Post-Update Communication (By Technical Team)
After completing the SOP update:
- Send an email notification to the Reviewer, Approver, and Head of Department (HoD).
- Email must include:
- SOP Name
- Summary of changes
- Effective date of update
- Responsible Person (if changed)
- Link to or attachment of the updated SOP
Email Format Sample (Technical Team)
Subject: SOP Update Notification – [SOP Name]
Dear [Reviewer / Approver / HoD],
The SOP titled “[SOP Name]” has been updated based on the approved changes. Please find the details below:
Updated By: [Your Name]
Summary of Changes: [Brief Summary]
Effective Date: [Date]
New Responsible Person (if applicable): [Name & Designation]
Link to Updated SOP: [Insert Link]
Kindly review and let us know if further modifications are required.
Best regards,
[Your Name]
[Designation]
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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