Skip to content

Latest commit

 

History

History
152 lines (113 loc) · 8.89 KB

GDI-SOP_sop-template.md

File metadata and controls

152 lines (113 loc) · 8.89 KB
Raw

< Below is a template that you can use to create a new SOP. You can start your new SOP by copying this document in different ways: copying the raw markdown of this document if you want to start from markdown; or by copying the rendered document as is, directly, and pasting it into another platform (e.g. Google Docs) if you want to use it elsewhere. >

< The template has some annotations and examples between <>, with the only purpose of helping you fill out the content. >

< Follow the accessioning documentation for identifying and naming your new SOP. >

< Make sure to always use the latest version of this Generic SOP Template from GDI's GitHub repository >

European GDI - < SOP title >

< Title of the SOP prepended by "European GDI:". The title must remain the same for all instantiations of the SOP (see more details at the ISM document). Only for node-specific SOP instances, the GDI node and institution names must be added in the following table. >

Metadata Value
Template SOP number < GDI-SOP000.... The number should be unique in the GDI SOP namespace. See documentation for further details. >
Template SOP version < vY. See documentation >
Topic < One of the 4 topics in scope of the SOPs: Data protection & security; Data & metadata management; Technical infrastructure & software development; Helpdesk & operations >
Template SOP Type < Either "Node-specific SOP" or "European-Level SOP". See documentation >
GDI Node < Unique Alpha-3 code for the node (e.g. SWE for Sweden). Only needed if the node is instancing the template. >
Instance version < vZ. See documentation. Only needed if a node is instancing the template. >

Index

  1. Document History
  2. Glossary
  3. Roles and Responsibilities
  4. Purpose
  5. Scope
  6. Introduction and Background Information
  7. Summary or Context Diagram
  8. Procedure
  9. References

1. Document History

< This section is required >

< Manual or automated tracking of the history of changes for this SOP. Notice how the template and instance have different version trackers, since there can be different combinations of versions. Notice how the order of rows is recent to older, from top to bottom >

Template Version Instance version Author(s) Description of changes Date
< v1 > < v2 > < Full name > < Modified node's instance at ... > < YYYY.MM.DD >
< v1 > < v1 > < Full name > < SOP Instance of node ..., changed ... > < YYYY.MM.DD >
< v1 > < Full name > < First version of template... > < YYYY.MM.DD >

2. Glossary

< This section is required >

< Include definitions of node and/or SOP-specific concepts used in this SOP. Order items alphabetically. >

Find GDI SOPs common Glossary at the charter document.

Abbreviation Description
Term Definition

3. Roles and Responsibilities

< This section is required >

< Roles and responsibilities table to be completed with who is responsible to author, review, approve, and authorize the SOP (see more details at the ORR document). To be decided how these responsibilities are shared between GDI/European-level operations and node-level operations. >

See qualifications and responsabilities of the roles at the Organisational Roles and Responsibilities document.

Role Full name GDI/node role Organisation
Author
Reviewer
Approver
Authorizer

< Example GDI/node roles: Legal Officer, Service Lead, Data Protection Officer, Admin Lead... >

4. Purpose

< This section is required >

< 1-2 sentence summary of the reason for having this SOP. What value does the SOP add? What will be accomplished by following this SOP? >

5. Scope

< This section is required >

< 1-2 sentence summary describing what is covered within this SOP, defining what the input (e.g., a user inquiry) and output (e.g., created and assigned HD ticket) of the SOP is. E.g., "This SOP covers from X to Y, and describes how to..." >

6. Introduction and Background Information

< Include if additional information is needed to ensure the SOP can be understood as a standalone document. Include definitions of SOP-specific concepts, and also include relevant definitions in the Glossary section above. > For a broader context of GDI SOPs, please refer to the Charter.

7. Summary or Context Diagram

< If applicable, include a diagram (e.g., in mermaid or plantUML format) summarizing the SOP step-by-step. Diagrams could represent the larger context of where this particular SOP should be used, e.g., within a "virtual helpdesk", if that is useful. >

graph TB
    start( )
    input1[Input 1]
    step1{Evaluate input 1}
    step2(Do X)
    step3(Don't do X)
    ending(" ")

    start -..- input1
    input1 -..->|Received by Role 1| step1
    step1 -->|Yes| step2
    step1 -->|No| step3
    step2 -..- ending
Loading

8. Procedure

< This section is required >

< List step-by-step hierarchical instructions for the SOP. Each step has at first a table with information, followed by an explanation of what is done at the step. For example: >

1. < Evaluate input 1 >

Step identifier When Who
< 1 > < When input 1 is received... > < The 1+MG Management Board at ... >

< After input 1 is received by ..., it is evaluated following this checklist: >

  • < It is ... >
  • < It contains ...>

2.1. < Do X >

Step identifier When Who
< 2.1 > < After positive evaluation at step 1... > < The 1+MG Management Board at ... >

< If positive evaluation is received, then ... executes the following code: >

echo "Hello world"

2.2. < Do X >

Step identifier When Who
< 2.2 > < After negative evaluation at step 1... > < The 1+MG Management Board at ... >

< If negative evaluation is received, then ... executes the following code: >

echo "Bye world"

9. References

< This section is required >

< Include references to useful information to understand this document. >

Reference Description
1 European GDI - SOP Charter (including Glossary)
2 European GDI - Procedures for Information Service Management (ISM) for SOPs
3 European GDI - Organisational Roles and Responsibilities (ORR)
4 ...