1. Purpose
This SOP explains the step-by-step process that must be followed before any software, tool, or system developed by the Tech Team is launched or used in PODs.
The main purpose of this SOP is to make sure that the software is working correctly, is easy to use, and does not create problems during daily POD activities. By testing the software in advance, the POD Team can identify issues early and help fix them before the software is used by POD leaders or students.
This process helps avoid confusion, operational delays, and technical errors, and ensures that only stable and tested software is launched in live POD environments.
2. Scope
This SOP applies to all types of software and technical systems created, updated, or modified by the Tech Team that are intended to be used in POD operations.
This includes any new software, tools, dashboards, platforms, or automated systems developed for managing POD activities, reporting, tracking, or coordination.
It also applies to any software that will be used directly by POD Leaders, POD Coordinators, or the POD Team in their daily work.
Any software that impacts POD functioning must follow this SOP before being launched or implemented in live POD environments.
3. Roles and Responsibilities
Tech Team:
– Share the test-ready version of the software with the POD Team.
– Provide a simple and easy-to-understand note explaining what the software does, how it works, and what features are included.
– Ensure the software is stable enough for testing.
– Review and fix issues reported by the POD Team before final launch.
POD Team:
– Test the software properly before it is launched in PODs.
– Test the software for a minimum of 2 working days.
– Use the software in a way similar to actual POD operations.
– Identify, document, and report all issues clearly to the Tech Team.
4. Pre-Testing Requirements
Before testing starts, the Tech Team must provide access to the software and a short explanation document covering the purpose, main features, and expected outcome.
The POD Team will begin testing only after receiving this information.
5. Software Testing Process
The POD Team must test the software for a minimum of 2 consecutive working days.
Testing should include checking all main features, daily usage scenarios, data entry, submissions, and identifying any errors or confusion.
Testing must be done from a POD user’s point of view.
6. Issue Identification
Any issue found during testing must be documented clearly.
Each issue should include the issue title, description, steps to reproduce, expected result, actual result, and screenshots if possible.
Verbal or unstructured feedback will not be considered official issue reporting.
7. Issue Reporting Process
After completing the testing period, the POD Team will share the issue document with the Tech Team.
If major or critical issues are found, the software launch must be paused until fixes are completed.
8. Approval Before POD Launch
The software can be launched in PODs only after the 2-day testing period is completed, major issues are resolved or accepted, and the POD Team confirms that the software is ready for use.
Without POD Team approval, the software must not be launched in live POD environments.
9. Record Keeping
All testing reports, issue documents, and approvals must be stored in a central folder for future reference, audits, and improvements.
