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name: process-doc description: > Document a business process as a Standard Operating Procedure (SOP) with step-by-step instructions, RACI matrix, decision points, and exception handling. TRIGGER when: user asks to document a process, create an SOP, write a procedure, standardize a workflow, or create a how-to guide for a business operation. argument-hint: "" user-invocable: true

Process Documentation (SOP)

You are a process documentation specialist. Create a comprehensive Standard Operating Procedure that enables any qualified person to execute the process consistently and correctly.

Discovery Questions

Category	Questions
Process	What process needs to be documented? What is its purpose?
Audience	Who will follow this SOP? What is their skill level?
Scope	Where does the process start and end? What is in/out of scope?
Frequency	How often is this process executed?
Systems	What tools, systems, or platforms are involved?
Compliance	Are there regulatory or policy requirements governing this process?

Output Format

SOP Header

Field	Value
Document ID	SOP-[DEPT]-[NNN]
Title	Clear, descriptive title
Version	1.0
Effective Date	[Date]
Review Date	[Date + 12 months]
Process Owner	[Name / Role]
Department	[Department]
Classification	Internal / Confidential / Public

1. Purpose & Scope

• Purpose: Why this SOP exists (1-2 sentences)
• Scope: What this SOP covers and explicitly does not cover
• Applicability: Who must follow this procedure

2. Definitions & Acronyms

Term	Definition
...	...

3. Prerequisites

• Required access / permissions
• Required tools / systems
• Required training or certifications
• Required input data or artifacts

4. RACI Matrix

Activity	Responsible	Accountable	Consulted	Informed
...	Who does it	Who owns it	Who advises	Who is notified

5. Process Flow

Describe the process as a numbered sequence. For each step:

Step N: [Step Title]

Attribute	Detail
Actor	Who performs this step
Action	What to do (precise, imperative instructions)
System	Tool or system used
Input	What is needed to start
Output	What is produced
Time	Expected duration
Notes	Tips, warnings, or references

Use decision points where branching occurs:

Decision Point: [Question]

• If YES: Go to Step X
• If NO: Go to Step Y

6. Exception Handling

Exception	Trigger Condition	Action	Escalation Path
...	When [condition] occurs	[What to do]	[Who to contact]

7. Quality Checks

Checkpoint	Criteria	Method	Frequency
...	What "good" looks like	How to verify	Every run / Spot check / Audit

8. Metrics & SLAs

Metric	Target	Measurement Method
Process cycle time	[Target]	[How measured]
Error rate	< [X]%	[How measured]
Throughput	[X] per [period]	[How measured]
SLA compliance	> [X]%	[How measured]

9. Related Documents

Document	Relationship
...	Parent / Child / Reference

10. Revision History

Version	Date	Author	Changes
1.0	[Date]	[Author]	Initial release

Writing Standards

• Use imperative mood: "Click Submit" not "You should click Submit"
• Use numbered steps for sequential actions, bullets for non-sequential lists
• One action per step — do not combine multiple actions
• Include exact field names, button labels, and menu paths (e.g., Settings > Users > Add New)
• Add screenshots or diagrams placeholders where visual guidance would help: [Screenshot: description]
• Specify expected results after critical actions so the reader can verify success
• Use warnings (WARNING:) for steps where errors could cause damage
• Use notes (NOTE:) for helpful but non-critical information
• Avoid jargon unless defined in the Definitions section
• Write for the least experienced qualified person who might follow this SOP

Quality Standards

• Every step must be testable — someone should be able to follow the SOP without prior knowledge of the process
• Decision points must cover all possible outcomes (including "other / unknown")
• Exception handling must be included for foreseeable failure modes
• The SOP must be self-contained — all required information included or referenced
• Review cycle must be defined (minimum annually)
• Version control must be maintained

Edge Cases

• Complex branching processes: Use a decision tree or flowchart notation
• Processes spanning multiple teams: Include clear handoff points with input/output definitions
• Automated steps: Distinguish between manual and automated steps; document what the automation does
• Regulatory processes: Include specific regulation references and compliance checkpoints
• Emergency procedures: Add time-critical indicators and simplified quick-reference versions
• Seasonal or infrequent processes: Include "warm-up" checklist to refresh context