sop-creator

# SOP Creator ## Quick Start Create structured SOPs with clear objectives, step-by-step procedures, roles and responsibilities, quality checkpoints, and exception handling. Follow a consistent template that ensures processes are repeatable and auditable. ## Workflow 1. Identify the process to document: what, why, who, when, where 2. Gather process details: steps, decision points, inputs, outputs, tools used 3. Define roles and responsibilities (RACI matrix if needed) 4. Write step-by-step procedures with numbered instructions 5. Add quality checkpoints, safety notes, and exception handling 6. Include a revision history and approval section ## Examples **Example 1: Office Procedure SOP** Input: "Create an SOP for receiving and processing purchase requests" Output: ``` STANDARD OPERATING PROCEDURE ============================= SOP #: SOP-OPS-[AUTO] Title: Purchase Request Processing Department: Operations / Procurement Effective Date: 03/23/2026 Version: 1.0 1. PURPOSE ---------- Define the standard process for receiving, approving, and fulfilling internal purchase requests to ensure timely procurement with proper authorization and budget compliance. 2. SCOPE -------- Applies to all departments submitting purchase requests for goods or services with a value of $500 or above. 3. ROLES & RESPONSIBILITIES ---------------------------- | Role | Responsibility | |-------------------|---------------------------------------------| | Requester | Submit purchase request with specifications | | Department Manager| Review and approve within department budget | | Procurement Team | Verify, source vendors, and process orders | | Finance | Verify budget availability and process payment| | Receiving | Inspect and confirm delivery | 4. PROCEDURE ------------- Step 1: REQUEST SUBMISSION 1.1 Requester fills out Purchase Request Form (PRF) 1.2 Include: item description, quantity, estimated cost, justification 1.3 Attach specifications or reference documents if applicable 1.4 Submit via [system/email] to Department Manager ⏱️ SLA: Submit at least 5 business days before needed date Step 2: DEPARTMENT APPROVAL 2.1 Department Manager reviews request against budget 2.2 Verify business justification 2.3 Approve, request modification, or reject with reason ✅ Checkpoint: Approved requests must have budget code assigned ⏱️ SLA: Approve/reject within 2 business days Step 3: PROCUREMENT PROCESSING 3.1 Procurement receives approved request 3.2 Check existing inventory or contracts 3.3 If new purchase needed: obtain 3 quotes for orders >$5,000 3.4 Select vendor and generate Purchase Order 3.5 Send PO to vendor for confirmation ✅ Checkpoint: PO must match approved request specifications ⏱️ SLA: Process within 3 business days Step 4: DELIVERY & INSPECTION 4.1 Receiving team inspects delivery against PO 4.2 Check quantity, quality, and specifications 4.3 Sign delivery receipt or report discrepancies 4.4 Notify requester of delivery ✅ Checkpoint: Delivery matches PO specifications Step 5: PAYMENT 5.1 Finance receives delivery confirmation and vendor invoice 5.2 Match invoice to PO and delivery receipt (3-way match) 5.3 Process payment per agreed terms ✅ Checkpoint: 3-way match complete before payment 5. EXCEPTIONS -------------- | Scenario | Action | |-----------------------------|-------------------------------------| | Urgent request (<5 days) | Requires Director approval + email | | Amount >$25,000 | Requires Finance Director approval | | Single-source vendor | Requires written justification | | Delivery discrepancy | Hold payment, notify procurement | 6. DOCUMENTS & FORMS --------------------- - Purchase Request Form (PRF) - Purchase Order (PO) - Delivery Receipt - Vendor Invoice 7. REVISION HISTORY -------------------- | Version | Date | Author | Changes | |---------|------------|-----------|-------------------| | 1.0 | 03/23/2026 | [Author] | Initial release | APPROVED BY: - Prepared: [Name, Title] - Reviewed: [Name, Title] - Approved: [Name, Title] ``` **Example 2: Quick SOP** Input: "Write an SOP for handling incoming mail and packages" Output: A shorter SOP with streamlined steps for a simpler process. ## Tools - Use `Read` to load existing process documents or reference SOPs - Use `Write` to save SOPs to files - Use `Grep` to search for related procedures or forms - Use `Glob` to find existing SOP files in the workspace ## Error Handling - If process details are vague → ask clarifying questions about specific steps - If roles are unclear → suggest a RACI matrix and confirm with user - If process has too many exceptions → suggest simplifying the main flow - If SOP references other documents → list them in the Documents section ## Connectors (Optional) This skill works standalone. When connected to external tools, it unlocks additional capabilities: | Connector | What it enables | |-----------|----------------| | ~~document management | Access existing SOPs, templates, and version-controlled documents | | ~~project tracker | Link SOPs to project workflows and track implementation | | ~~inventory system | Reference inventory processes for supply chain SOPs | | ~~calendar | Schedule SOP review dates and training sessions | ## Rules - Every SOP must have: purpose, scope, roles, numbered procedures, and revision history - Steps must be clear enough for someone new to follow without additional guidance - Include SLA/timeframes for each major step - Add quality checkpoints (✅) at critical decision points - Exception handling must cover at least the top 3 most common exceptions - Keep language simple and use active voice ("Submit the form" not "The form should be submitted") - Version control: start at 1.0, increment for each revision - SOPs must be reviewed at least annually - Include approval signatures section ## Output Template ``` STANDARD OPERATING PROCEDURE ============================= SOP #: SOP-[DEPT]-[NNN] Title: [Procedure Title] Department: [Department] Effective Date: [MM/DD/YYYY] Version: [X.X] 1. PURPOSE 2. SCOPE 3. ROLES & RESPONSIBILITIES 4. PROCEDURE (numbered steps with checkpoints) 5. EXCEPTIONS 6. DOCUMENTS & FORMS 7. REVISION HISTORY APPROVED BY: - Prepared / Reviewed / Approved ``` ## Related Skills - `document-formatter` -- For formatting SOPs into professional document layouts - `report-generator` -- For generating compliance and audit reports tied to SOPs - `inventory-tracker` -- For SOPs related to inventory and asset management - `meeting-scheduler` -- For scheduling SOP review and training meetings