Procedure Writing Basics

1. Procedure Writing Basics Mr. Richard Crisler Spring-2006

2. References: a)   Guidelines for Writing Effective Operating and Maintenance Procedures, Center for Chemical Process Safety, American Institute of Chemical Engineers, 1996. b)  ECH 3274L Laboratory Manual, FAMU-FSU College of Engineering, Dr. Loren B. Schreiber, 2006.

3. Why is it important for you to write effective procedures? ü     Helps to reduce accidents: protect students and equipment ü     Promotes safe, efficient operation and maintenance ü     Helps to ensure that experimental objectives have been met ü     Helps to improve data quality (accuracy, precision) ü     Forces students to think about their experiment in greater detail ü     Helps students understand equipment purpose and function ü     Helps to prevent gross experimental errors ü     Promotes the idea that procedures are vital components of your laboratory experience

4. What are some of the components of an effective procedure? a)    Procedures should identify: • Tasks to be performed by each student • Instrument readings and samples to be taken (how often, how long, how much?) • Operating conditions to be maintained • Safety precautions (what are the hazards and what are the control measures?) • Safe operating limits for critical parameters (maximum pressures, maximum temperatures) • Critical operating parameters and instruments • Results of operating beyond safe limits • Corrective and emergency actions

5. What are some of the components of an effective procedure? • Procedures should: • Be complete, to include minor details and techniques • Be understandable (who is your audience?) • Use familiar language (accurate terminology) • Include input from reference materials, teaching assistants and senior engineer (prepare questions and take notes!) • Reflect how operations are actually performed (technique) • Be thoroughly documented • Be dated and/or have a revision number on every page • Be updated upon review, and refined while you are conducting your experiment • Be approved by the senior engineer prior to starting experimental work

6. What are some of the components of an effective procedure? • Users should: • Be informed of all changes • Be familiar with critical operating procedures (the team leader may not be present throughout the experiment)

7. 4) Feed Pump Calibration: Determine the feed pump setting, which will deliver 3.5 mol/min of feed to the distillation column. 4.1) Set stroke rate controller to 42.5% 4.2) Collect feed in a 500 mL HDPE container 4.3) Use a stopwatch to record the collection time 4.4) Weigh container and calculate flow rate delivered 4.5) Adjust stroke rate setting as needed and return to step 4.2 Example-1 (Inadequate Module)

8. 4) Feed Pump Calibration: Determine the feed pump setting, which will deliver 3.5 mol/min of feed to the distillation column. 4.1) Operator-A Initially set the stroke rate controller to 42.5% 4.2) Operator-B Ensure that valves F-1 and F-2 are completely open 4.3) Operator-B Rotate the valve handle for valve F-3 so that the arrow is pointing downward 4.4) Operator-B Tare the feed collection container on Mass Balance-1 (readability to 0.1 g). 4.5) Operator-A Retrieve and set the timer Example-1A (Improved Module)

9. 4.6) Operator-B Place the feed collection container below the outlet of valve F-3 4.7) Operator-A Once Operator-B is ready, turn the feed pump on and start the timer 4.8) Operator-A After approximately 1-minute, simultaneously turn the feed pump off and stop the timer 4.9) Operator-B Weigh the feed collection container on Mass Balance-1 4.10) Operator-A Record the collection time in (s) and mass of feed collected in (g) in data table-1 Example-1A (continued)

10. 4.11) Operator-B Pour the contents of the feed collection container back into the feed tank 4.12) Operator-A Calculate the molar feed flow rate using equation-5 (on Data Table-1) 4.13) If the feed flow rate is off by more than 2%, then adjust the stroke rate controller accordingly and return to step 4.4 4.14) Operator-B Rotate the valve handle for valve F-3 so that the arrow is pointing upward END Example-1A (continued)

11. What essential elements are present in an effective experimental procedure? • Purpose (why was this procedure written) • References (owners manuals, other procedures, PFDs, specification sheets) • Safety (PPE required, chemical safety – MSDS, special hazard precautions, information from previous accidents/incidents) • Required materials (lab ware, tools and equipment) • Preliminary experimental modules (pump calibrations, temperature measurements, calibration curve preparation) • Experimental Objective(s) • System Startup Procedure • Normal Operating Procedure • Normal System Shutdown Procedure • Emergency Shutdown Procedure • Waste management • Cleanup and checkout

12. Stylistic considerations for procedures • Completeness and accuracy (depends on user experience and other factors) • Appropriate level of detail (keep it as concise as possible) • Consistent presentation (maintain the same style – easier to read and understand) • Page layout (open page with limited branching, unique step numbering) • Caution or warning statements listed before the appropriate step warns the user of the potential hazard immediately before the situation occurs. • Use the same numbering scheme throughout the procedure • Identify notes, warnings and cautions the same way in all procedures • Use consistent and accurate terminology

13. Questions?