# AITOC SOP: [Clear action-oriented title]

> AITOC operations training template. Replace every bracketed prompt. Delete guidance that does not apply. Do not approve the SOP until a representative user has tested it.

## Document control

| Field | Value |
|---|---|
| SOP ID | [Department-process-number] |
| Process owner | [Role accountable for accuracy] |
| Approved by | [Role with approval authority] |
| Version | [0.1 draft / 1.0 approved] |
| Effective date | [YYYY-MM-DD] |
| Review date | [YYYY-MM-DD] |
| Status | [Draft / Approved / Retired] |

## 1. Purpose

[In one or two sentences, state the result this SOP must produce and why consistency matters.]

## 2. Scope

Use this SOP when:

- [Included situation]
- [Included situation]

Do not use it for:

- [Excluded or exceptional situation]
- [Excluded or exceptional situation]

[State where excluded work should be routed.]

## 3. Trigger and entry conditions

Start when: [Observable event that begins the procedure.]

Before beginning, confirm:

- [Required information or approval]
- [Required system state]
- [Required access, role, or safety condition]

If an entry condition is not met: [Stop, resolve, or escalation action.]

## 4. Roles and responsibilities

| Role | Responsibility |
|---|---|
| [Role] | [What this role owns] |
| [Role] | [What this role approves, supports, or receives] |

## 5. Required tools, systems, inputs, and references

- [System, form, equipment, or approved source]
- [Required input or identifier]
- [Policy, checklist, or reference]

**Access and safety notes:** [Permissions, protective equipment, privacy constraints, or prerequisites.]

## 6. Step context pack

> Map broadly, then isolate this step. Include only the information that changes its action, decision, control, or evidence. Record missing information as a gap; do not replace it with an assumption.

| Pack element | Focused context |
|---|---|
| Trigger and input | [Observable event, case or object, and prerequisites] |
| Responsible role | [Person allowed and qualified to act or approve] |
| Exact location | [Named tool, screen, field, document or work area] |
| Local evidence | [Relevant policy fragment, source, normal example and edge case] |
| Decision threshold | [Observable rule and approved source for each branch] |
| Risk and control | [Failure to prevent, check to perform and escalation route] |
| Output and proof | [Expected state, handoff and evidence retained] |

## 7. Procedure

### Step 1 — [Verb + object]

1. [One observable action.]
2. [Next action in chronological order.]
3. [Where to record or verify the result.]

**Expected result:** [What the user should see when this step is complete.]

**Control or hazard:** [What can go wrong and the prevention or recovery action.]

### Step 2 — [Verb + object]

1. [One observable action.]
2. [Next action.]

**Decision:**

- If [observable condition], then [specific action].
- If [alternative condition], then [specific action or escalation].
- Otherwise, [default path].

### Step 3 — [Verb + object]

1. [One observable action.]
2. [Next action.]

**Expected result:** [Observable output.]

> Add or remove steps as needed. Keep one main action per numbered instruction. Put warnings before the risky action.

## 8. Quality checks

Before completing the procedure, verify:

- [Accuracy check]
- [Completeness check]
- [Compliance, safety, or privacy check]
- [Required evidence has been recorded]

## 9. Expected output and completion criteria

The procedure is complete when:

- [Observable final state]
- [Required record or handoff exists]
- [Recipient or downstream owner can proceed]

## 10. Exceptions and escalation

| Condition | Immediate action | Escalate to | Evidence to retain |
|---|---|---|---|
| [Exception] | [Stop, contain, retry, or route] | [Role or queue] | [Screenshot, log, record, approval] |
| [Exception] | [Action] | [Role or queue] | [Evidence] |

## 11. Records and evidence

- Record: [What must be captured]
- Store in: [Approved system or location]
- Retain for: [Retention period or policy reference]
- Never record: [Passwords, secrets, unnecessary personal data, or prohibited content]

## 12. Validation

Test the draft with: [Representative user who did not write it.]

Observe and record:

- steps that require explanation;
- choices the user cannot make from the written information;
- errors, rework, or unsafe actions;
- missing tools, permissions, or inputs;
- completion time and quality result.

Resolve critical findings before approval.

## 13. Approval, publication, and maintenance

- Approval requirements: [Roles or evidence required]
- Published location: [Single source of truth]
- Change owner: [Role]
- Review frequency: [Time-based and event-based triggers]
- Retired versions: [Archive or disposal rule]

## Revision history

| Version | Date | Change | Author / approver |
|---|---|---|---|
| [0.1] | [YYYY-MM-DD] | [Initial draft] | [Name or role] |