If you haven't taken a look at what each of the SOPs sub-modules does ("Manage SOPs" vs "Assigned SOPs"), it's never too late.
The ability to drag-and-drop tasks and group tasks into sections makes creating an SOP intuitive and straight-forward. This article covers how to create your own SOP from scratch.
To skip ahead:
- Create an SOP with an effective date
- Using headers to give contextual info
- Add tasks, sections and citations
- Edit and re-order tasks and sections
Step 1: Create and name your SOP
To get started, visit the "Manage SOPs" sub-module and click "Create New SOP". You'll be prompted to enter two important pieces of information:
- SOP Name: Somewhat obvious, this is what your SOP will be named, but beyond just giving it a name, consistency is key (tips below).
- Effective Date: The date which this SOP should take effect, or more importantly, the day the rules take effect which this SOP was written for. You can set the effective date for any time in the past or future.
|Tip: Devise a naming convention for your SOPs and avoid confusion when multiple people are creating SOPs. Besides a basic name (e.g. "Bud Trimming"), including tidbits about the regulation set (med/rec), facility type, or license type can help differentiate SOPs and prevent employees from duplicating SOP content.|
Step 2: Fill out the header fields
The SOP header fields give anyone who's assigned the SOP guidance, and when used right, will significantly cut down the time it takes to complete an SOP. Each SOP has a set of six (6) header fields giving users important context about why the SOP needs to be done (e.g. "Purpose" or "Policy") and background information necessary for completing it (e.g. "Background").
|Tip: While there's an "Update" button beneath found below the header section, every header fields automatically saves upon clicking outside the text box.|
Within the header section of your SOP, you can also edit the "Effective Date".
Step 3: Add and group tasks
On the right side of the page, underneath the "Complete Now" button (we'll get to that later), is your tasks section.
All the magic starts with the '+' button
Click the button, which will open up a new field for your task. To create a task, just type as much as you want into the text box and click save. You'll have your first new task created (and ordered alphabetically). The system handles all of the task ordering for you.
What about the "Make Header" checkbox? Good question.
Simplifya SOPs allow you to have sections, or ways to group your tasks together. If you'd like to create a new section, check the "Make Header" checkbox before you click "Save". And of course, while you can add a bunch of characters, you'll probably want to limit what you type into the text field to something that summarizes the tasks within it.
Lastly, you can add a citation to any task or section header. Think of it as a reference you can add to give the person conducting the SOP even greater context. The citation box filters as you type the name of the citation. Once you see the citation you want, just hit "Enter" and it will save to your task/section. If you don't find the citation you're looking for, keep typing. You can add a new citation to your list if it doesn't already exist.
|Tip: When creating new citations, be consistent with the characters and the spacing in those citations. An even better idea is to record it somewhere outside Simplifya and create a shared protocol among all the users who create SOPs.|
Step 4: Drag, drop, revise
Drag a task to re-order within your list of tasks
Editing the content of your tasks and sections is a cinch. To make edits to the text within a task or section, just click on the section, type in your changes and save. Note that unlike the header fields, you need to click "Save" for changes to tasks and section names to take effect.
|Tip: Use line breaks (aka the "Enter" key) to break up tasks that have a lot of text and make them easier to read.|
To re-arrange the order of your tasks, click and hold to drag them up or down the page, re-ordering them as you'd like. To move an entire section, just click outside one of the tasks and drag it up or down your tasks list.
Next: How do I assign SOPs?