Need help in making Standard Operating Procedure documentation online

Posted on 2013-10-02
Medium Priority
Last Modified: 2013-10-02
Team - I have 100's of SOP's in word / excel format which contains codes, images, texts etc.,

Currently, my users are not following SOP's correctly which is leading to client dissatisfaction.

Can someone guide me on method / logic to make this online?

What am looking for is, creating a step by step method as well as easy to run app.

Make all the steps online with allowing users to update errors while processing every step.

Please help
Question by:Manju
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LVL 66

Expert Comment

by:Jim Horn
ID: 39539576
>Can someone guide me on method / logic to make this online?
>Make all the steps online with allowing users to update errors while processing every step.
You'll need to expand on this in great detail.  Do you just want to 'throw what's out there' online?  Build a workflow app that forces users to complete steps in order?  Logging?  Rollup reporting?

btw this Question seems more like an entire project than a single EE question.
Feel free to ask for any advice you can get, but expecting someone building an app in this thread is not realistic.

Author Comment

ID: 39539605
@jimhorn - i hear you & am not asking for an entire application.

I am looking for method / logic. any insights would be helpful.

Workflow - yes. i've thought about it too.

do we have anything online like this?
LVL 66

Expert Comment

by:Jim Horn
ID: 39539652
I've been told there are a lot of third-party workflow apps out there, but I'm not familiar with them.  The only time I was in this situation I was able to build a custom Access FE-SQL Server BE app, complete with tables to lay out the workflow steps and actions to approve/reject.  Unfortunately the client did not allow me to reuse any of that code, so I can't present it here.

I'll add Microsoft Office to the list of zones in this question, in case something canned is out there you can use.

Good luck.
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LVL 34

Expert Comment

by:Big Monty
ID: 39539771
honestly, I don't believe this should be a programming project. I would instead look into some kind of CMS like SharePoint that would allow you to maintain all of these docs.
LVL 54

Accepted Solution

Scott Fell,  EE MVE earned 2000 total points
ID: 39540004
You can use dropbox or google drive or ms skydrive to start.  Otherwise, there are a lot of document management suites http://www.openkm.com/en/.  Or if you think part of the problem is people don't want to look through 100's of SOP's, There is evernote https://evernote.com/
LVL 33

Expert Comment

by:Paul Sauvé
ID: 39540187
>>Currently, my users are not following SOP's correctly which is leading to client dissatisfaction.

I think that you should start with user training, since they are the one who don't consult the SOP documentation.

The problem is not the fact that the documentation is paper on online, it's that the users don't consult it.

Sort the SOPs by subject. If you have an Intranet, you could place it there. You could also create pdf documents rather than have many different document formats. Also, these documents must reflect the latest procedures and be updated constantly. Find out WHY the users won't consult the existing documentation!
LVL 66

Expert Comment

by:Jim Horn
ID: 39540209
Just to play devil's advocate here, maybe the SOP / documentation is the problem, and users have a legitimate business need that justifies their actions, which means the SOP / documentation needs to be updated to reflect these realities.

Author Closing Comment

ID: 39540340
@Padas - You've always been helpful. Thanks for your direction. I'm going with OpenKm
LVL 54

Expert Comment

by:Scott Fell, EE MVE
ID: 39540413
Thank you!  

When you get it up and running will you give us a note on your thoughts after using it?

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