Standard Operating Procedures

STANDARD OPERATING PROCEDURE (SOP)

a. Purpose

To ensure efficient and consistent operations within the SADU, facilitating seamless software deployment and digital transformation.

b. Scope

This SOP applies to all staff members within the SADU, covering reporting, escalation procedures, job descriptions, lines of command, and responsibilities.

c. Responsibilities and Roles

1. Project Manager: Oversees projects, ensuring on-time delivery and adherence to budget.
2. Business Analyst: Gathers and validates requirements, ensures alignment with stakeholder needs.
3. Software Developer: Develops and maintains software solutions.
4. Quality Assurance/Systems Analyst: Tests software for defects and ensures quality standards.
5. System Administrator: Manages IT infrastructure and ensures system uptime.
6. Code Vulnerability Expert: Oversees security measures and compliance.
7. Process Analyst: Analyzes and improves business processes.
8. Support Engineer: Provides technical support and resolves issues.

Software and Applications Development Unit Head: Responsible for overall performance, meeting KPIs, and strategic alignment.

• All Staff: Ensure timely completion of assigned tasks, adhere to security protocols, and maintain open communication within the team. 

d. Reporting Procedure

1. Daily stand-up meetings for team updates with Unit Head.
2. Weekly progress reports submitted by each team member to the Project Manager/ Unit Head.
3. Monthly performance reviews conducted by the Director of COMSIT.

5. Escalation Procedure

1. Issues are first reported to the immediate supervisor.
2. If unresolved, the issue is escalated to the Unit Head.
3. Further escalation goes to the Director of COMSIT if necessary.

Lines of Command (top-down)

1. Director of COMSIT
2. Unit Head
3. Project Manager
4. Team Leads (Business Analyst, System Administrator, etc.)
5. Individual Contributors (Developers, QA Engineers, etc.)

Document control

1.  Types of Documents:

   – Requirements Specifications

   – Design Documents

   – Test Plans and Reports

   – User Manuals

   – Change Requests

 2.  Version Control System (tracking, back up, etc):

   – Implement a version control system to manage document versions, changes, and collaboration.

3.  Document Approval Process:

   – Define a clear approval workflow for documents, including review cycles and sign-off procedures.

4.  Access Control:

   – Establish access permissions to ensure that only authorized personnel can view, edit, or approve documents.

5.  Document Storage and Retrieval:

   – Utilize a centralized document repository with a logical structure for easy storage, retrieval, and searchability.