Set Up SOP Amendment Proposal Tracking System

Task Library

Stand up the end-to-end SOP Amendment tracking system – shared location, tracking fields, weekly review slot, and a verified dry run – so Process 2 operates from day one.

Category: Knowledge System Maintenance

Use this when implementing the maintenance system – this task is the Implementation Checklist milestone that turns the SOP Update Protocol from documentation into a running pipeline. It is a gap: no tracking system exists yet.

Inputs

  • The shared location decision or the skill that creates it (create-shared-location-for-sop-amendment-proposals)
  • The named senior reviewer and a weekly review slot candidate
  • The proposal format standard (≤500 words: problem, affected SOP, proposed language, ≥2 examples)

Steps

  1. Create the shared location first – run create-shared-location-for-sop-amendment-proposals (Google Doc, WordPress draft, or project board; exactly one).
  2. Define the tracking fields every proposal carries: title, affected-SOP tag, submitter, submission date, priority, status (queued / approved / rejected / returned), resolution note, and the SOP version the approval produced. These fields are what make the 6-month pattern review possible – skimp now, fly blind later.
  3. Pin the proposal format at the top of the system so the entry bar is self-explanatory.
  4. Lock in the weekly review: a named senior reviewer and a fixed recurring slot on their calendar (see senior-team-member-reviews-weekly for the session SOP).
  5. Dry-run one test proposal through the complete loop: draft → tag → queue → weekly review → approve with version increment + changelog (or reject with reason) → archive. Fix every snag the dry run exposes before announcing.
  6. Announce the system to the team with the one-line rule: SOPs change only through this pipeline – no drive-by edits.
  7. Link the system from /knowledge-system-maintenance so the hub points at the live infrastructure.

Definition of done (QA checklist)

  • One canonical location live with all eight tracking fields and the format pinned
  • Named senior reviewer holding a recurring weekly review slot
  • Dry-run proposal completed the full loop, producing a version increment + changelog entry on a test SOP
  • Team announced and the no-drive-by-edits rule communicated
  • System linked from the hub; pattern-review fields confirmed queryable for the 6-month cycle
  • Linked back to the definitive article and relevant siblings
  • Complies with Blog Posting Guidelines (if it publishes content)

Example(s)

  • /knowledge-system-maintenance – the Implementation Checklist requires this tracking system as the operational backbone of Process 2. Gap: not yet built – running this skill closes it.
  • Example needed – run the Meta-Article Prompt (/meta-article-prompt-template) after the first real proposals flow through, then link the meta-article here.

File in the zip: skills/knowledge-system-maintenance/set-up-sop-amendment-proposal-tracking-system.md. Download the Task Library zip.

Index: Task Library. Article guidelines.

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