Standard Operating Procedures (SOPs) play an important part in a well-developed chemical hygiene plan. While SOPs occupy a vital role in maintaining a safe lab environment, process of creating them and making them accessible can be cumbersome. A typical process involves filling out a formatted word document and appending it to a larger lab safety plan, acquiring a written acknowledgement. This creates a static document that requires regularly updated hard copies.
On Site Systems has released new feature for the EHS Assessment Tool module that allows digital SOPs to be added to existing digital forms. This saves time and improves compliance at the institutional level. SOPs can now be updated and amended via the EH&S Assistant web-portal, and users can acknowledge changes easily by adding a digital signature linked to single sign on. Administrators can also issue alerts for delinquencies and upcoming deadlines through the EH&S Assistant’s email burst function, and monitor compliance via the system’s reporting functions.
Below is a sample of a new application submitted with the EHS Assessment Tool that will not only help in the creation of the SOP but most importantly document those personnel who are required to read and agree to the terms of the SOP, and track their compliance. In addition, the responsible P.I. has access to the acknowledgement application for those who have read and agreed to the terms of the SOP. The application nots those who have acknowledged reading the SOP, those who are required, as well as those who have yet to do so. Finally, with new personnel added to a specific permit, those names are electronically added to the list of individuals responsible for the reading and acknowledgement of the SOP.
On Site Systems has released new feature for the EHS Assessment Tool module that allows digital SOPs to be added to existing digital forms. This saves time and improves compliance at the institutional level. SOPs can now be updated and amended via the EH&S Assistant web-portal, and users can acknowledge changes easily by adding a digital signature linked to single sign on. Administrators can also issue alerts for delinquencies and upcoming deadlines through the EH&S Assistant’s email burst function, and monitor compliance via the system’s reporting functions.
Below is a sample of a new application submitted with the EHS Assessment Tool that will not only help in the creation of the SOP but most importantly document those personnel who are required to read and agree to the terms of the SOP, and track their compliance. In addition, the responsible P.I. has access to the acknowledgement application for those who have read and agreed to the terms of the SOP. The application nots those who have acknowledged reading the SOP, those who are required, as well as those who have yet to do so. Finally, with new personnel added to a specific permit, those names are electronically added to the list of individuals responsible for the reading and acknowledgement of the SOP.
Static SOP Documentation
EHS Assessment Example
The images below are of the SOP process in the EHS Assessment Tool:
The images below are of the SOP process in the EHS Assessment Tool:
The following steps show the process for SOP typical involvement at a facility:
Create the SOP EHSA Staff
Post available SOPs to web site EHSA Staff
Editing of SOP Lab/PI
SOP Submittal Lab/PI
SOP Review Responsible EHSA Staff
Posting of SOP to Web site and Permit Responsible EHSA Staff
Employee Review and Acknowledgement Worker
SOP Step Detail
Once the SOP is received from the PI as a submittal, the reviewer will post the SOP to the P.I.’s appropriate Permit. In addition, the reviewer will select the correct report(pdf) that becomes available to all potential workers for the specific permit. Worker detail is added to a grid indicating the individuals that are responsible for acknowledging their involvement with the specific permit.
Create the SOP EHSA Staff
Post available SOPs to web site EHSA Staff
Editing of SOP Lab/PI
SOP Submittal Lab/PI
SOP Review Responsible EHSA Staff
Posting of SOP to Web site and Permit Responsible EHSA Staff
Employee Review and Acknowledgement Worker
SOP Step Detail
Once the SOP is received from the PI as a submittal, the reviewer will post the SOP to the P.I.’s appropriate Permit. In addition, the reviewer will select the correct report(pdf) that becomes available to all potential workers for the specific permit. Worker detail is added to a grid indicating the individuals that are responsible for acknowledging their involvement with the specific permit.
The entry above will add the requirement to all workers of Permit C-10396. The permit requirement indicates the following.
The above grid indicates that Permit C-01396 has thirty-seven total employees required to read and acknowledge the Benzene SOP. In addition, it shows that thirty-six have not read or acknowledged with one worker that has read and acknowledged. By clicking on the arrow to the left of the view, detail information on who has and has not reviewed and acknowledged is available.
At this point, an initial or follow-up email is created and sent to those individuals required to read and acknowledge this specific SOP.
The email template indicates the following:
The email template indicates the following:
Once the email is sent, the workers email shows an URL that will display the list of SOPs they must acknowledge plus the mechanism to view, read, and acknowledge the SOP.
By clicking on the above SOP Documents link, the SOP list is displayed for review.
The procedure is to View and Read the document. Next the worker would click on acknowledge.
The Document Acknowledgement statement appears for the workers response. If the worker clicks Yes, the acknowledgement date is added to the view and that specific requirement for the worker is compete.
Within the master list of SOPs for a specific Lab/PI, the number of acknowledged workers is updated. The process is now complete. The Lab/PI can email reminders or upon a new worker added to the group, an email reminder is sent.
On Site Systems, Inc.8780 Big Bend Boulevard
Suite D St. Louis, MO 63119 |
Telephone |
|