SOP Master Structure & Governance Framework

1. Purpose

This document defines the structure, control standards, and governance rules for all Standard Operating Procedures (SOPs) within EZZTECH LTD. It ensures consistency, traceability, compliance alignment, and audit readiness.

2. SOP Hierarchy Structure

• Level 1 – Policy (Board-approved governance statements)
• Level 2 – Process Documents (End-to-end process architecture)
• Level 3 – Standard Operating Procedures (Detailed task-level instructions)
• Level 4 – Work Instructions & Checklists (Operational execution tools)
• Level 5 – Templates & Forms (Evidence artefacts and records)

3. Mandatory SOP Template Structure

1. SOP Title
2. SOP ID
3. Version & Date
4. Process Owner
5. Purpose
6. Scope
7. Roles & Responsibilities
8. Detailed Procedure (Step-by-step)
9. Control Points
10. Required Evidence / Records
11. System Touchpoints (Odoo modules)
12. Risks & Mitigations
13. Related Documents
14. Approval & Review History

4. Initial SOP Register (Phase 1 Priority)

• SOP-OPS-01: Supplier Onboarding & Tiering
• SOP-OPS-02: Goods Receiving & Serial Capture
• SOP-OPS-03: Refurbishment & Data Wipe Procedure
• SOP-OPS-04: PC Build & Burn-in Testing
• SOP-OPS-05: Stock Put-away & Bin Control
• SOP-SAL-01: Order Processing & Dispatch
• SOP-SAL-02: Returns & Warranty Handling
• SOP-FIN-01: Marketplace Reconciliation
• SOP-FIN-02: Stock Write-off & Adjustment Approval

5. Document Control Rules

• All SOPs must have version control.
• All SOP updates require approval from the Process Owner.
• Major control changes require Director approval.
• All superseded versions must be archived.
• Quarterly review cycle mandatory.
• No operational activity may exist without documented SOP coverage.

6. Governance & Audit Requirements

• Monthly internal compliance sampling.
• Random audit of 5% of completed transactions.
• Verification of wipe evidence logs.
• Serial number traceability spot checks.
• Stock variance investigation review.