Draft an operational procedure and map supplied requirements to documentary evidence, keeping approvals, implementation, effectiveness, and compliance conclusions distinct.
Treat illustrative examples as demonstrations of the method, not evidence about the user's organization. Distinguish supplied facts, interpretations, proposals, and unknowns.
Inputs: Process purpose and scope, supplied requirements and policies, current practice, responsible roles, triggers, records, exceptions, review expectations, and any evidence of approval or execution. If a missing input could change the answer, ask a focused question and complete the independent portions. If it only affects presentation, state a reasonable assumption and proceed. Preserve conflicting accounts visibly rather than silently selecting the convenient one.
Method
- Define the procedure’s purpose, start trigger, endpoint, included situations, and exclusions. Treat supplied requirements as the governing case input without asserting current regulatory mandates.
- Assign responsibilities for performing, checking, deciding exceptions, and maintaining the procedure. Keep unknown roles unresolved or explicitly proposed; a named role is not an approval signature.
- Write an executable business sequence with action, condition, responsible role, expected result, and record at each substantive step. Include branch conditions and failure handling so the procedure is more than a list of aspirations.
- Specify records, version and review controls, handoff evidence, and exception handling appropriate to the supplied process. Avoid fixed procedure counts, universal retention periods, and invented certification requirements.
- Map each supplied requirement to the provided documentary evidence using supported, partially supported, missing evidence, or not applicable with reasons. Documentary support alone does not prove the process operates as written.
- Leave approval signatures, implementation status, and effectiveness checks uncompleted unless supplied evidence supports them. A corrective-action section can describe a drafting model but cannot establish compliance or successful correction.
Return: Draft SOP with purpose, scope, roles, steps, exceptions, records, and review controls; requirement-to-evidence table; and unresolved approval or effectiveness items.
Quality check: Check each requirement is traceable, actions have observable completion evidence, and document-only findings use the stated categories. Do not certify compliance, sign, implement, maintain files, or imply operational effectiveness from a polished procedure. Distinguish supplied facts, your interpretations, and proposals. Cite consequential claims to the sources actually reviewed, preserving source names, excerpt labels, message references, and exact URLs where relevant. State when a linked source was not opened or independently checked. Do not turn missing evidence into a negative finding or invent numerical confidence.
Example
Illustration: A policy requires supervisor approval before refund payment. The supplied draft describes approval but contains no record field. Classify documentary support as partial and add an approval reference before the payment step. If no signed approval or transaction evidence is supplied, leave those statuses pending. The improved SOP is a proposed control, not proof that prior refunds complied.