SOP for Preparation And Approval Of Organogram and Department Manual

1.0 OBJECTIVE:

To describe the procedure for preparation and approval of Organogram and Department Manual.

2.0 SCOPE:

The Standard Operating Procedure (SOP) is applicable for preparation and approval of organogram for Unit and organogram & department manual of respective departments in [company name].

3.0 RESPONSIBILITY:

3.1 HR Department:

3.1.1 To Prepare the organogram for Unit.

3.1.2 Custodian of all organogram

3.1.3 Management and review the organogram on need basis.

3.2 HOD (Head of the Department):

3.2.1 To Prepare and revise Organogram of their department.

3.2.2 To prepare and update the department manual of their department.

3.3 QA Head:

3.3.1 Approve the organogram.

3.3.2 Approve the Department Manual

3.4 Unit Head:

3.4.1 To Authorize the Organogram for Unit.

4.0 PROCEDURE:

4.1 Preparation of Organogram for Unit

4.1.1 The Organogram for [company name] Unit shall be prepared by HR personnel, checked by HR Head / Designee, Approved by Head QA and authorized by Unit Head.

4.1.2 Organogram for [company name]Unit shall include the designation and name of the employees up to minimum department head / second line.

4.1.3 Organogram for [company name]Unit shall include administratively and functionally reporting to (if applicable).

4.1.4 Organogram for Unit shall be prepared as per Annexure – I.

4.1.5 The Organogram for Unit shall be kept in Site Master File.

4.2 Preparation of Departmental Organogram

4.2.1 Department personnel shall prepare and respective Department Head shall checked the Organogram for their department and approve by QA Head / Designee.

4.2.2 The organogram of each department shall include the designation and name of the employee minimum up to second line.

4.2.3 Departmental Organogram shall include administratively and functionally reporting to (if applicable).

4.2.4 Departmental Organogram shall be prepared as per Annexure – II

4.2.5 The Departmental Organogram shall be kept in respective department manual.

4.2.6 It is responsibility of Department Head to revise organogram whenever any person is added or deleted to organogram. This can be revised within one month.

4.3 Preparation & Approval of Department Manual

4.3.1 Concern department personnel should prepare their Department Manual as per Annexure – III.

4.3.2 Numbering of Department Manual is DM/AAA/00

Whereas

QM-Quality Manual

AAA Unique No.

00 Revision No.

4.3.3 The Department Manual shall be consist of following but not limited to:

4.3.3.1 Brief Introduction to [company name]

4.3.3.2 Introduction to Respective Department.

4.3.3.3 Layout of Department.

4.3.3.4 Material flow in department.

4.3.3.5 Organizational Structure.

4.3.3.6 Facility of Respective Department.

4.3.3.7 List of employee working in department with area.

4.3.3.8 Authorization of working area.

4.3.4 After the preparation of Department Manual sign & date in Blue ink only and handover to Department Head for checking and sign & date in Blue ink only.

4.3.5 Then send to QA Head for the approval of Department Manual.

4.3.6 Organogram and list of person can be revised in Department Manual on need basis or addendum can be added.

4.3.7 Department Manual to be reviewed once in a year if required revise, revision can be done.

5.0 ANNEXURE (S) :

Annexure – I Organogram for Unit [Example not provided]

Annexure – II Departmental Organogram [Example not provided]

Annexure – III Department Manual [Example not provided]