Standard Operating Procedures (SOPs) for System Implementations
Standard Operating Procedure (SOP) SOP Title: Validating and Cleaning System User Data for Onboarding
Version: 1.0 Created by: Robin Rozum Date: 2026-01-05 Status: Draft
🎯 Objective
To ensure all system users are valid, active, and properly attributed by cleaning and verifying exported user data from core systems. This SOP supports onboarding, security audits, and operational compliance.
📍 Scope
Applies to any spreadsheet-based export from SaaS, CMMS, HRIS, or internal system logs where active personnel must be verified.
📂 Inputs Source Format Key Fields User Export .csv User ID, Name, Email, Status HR Active List .xlsx Employee ID, Active Flag, Department Manual Exception Log .docx Notes from stakeholder input 🛠 Tools Required
Microsoft Excel or Google Sheets
Power Query (optional)
SQL interface (for advanced filtering or joins)
Notion or Markdown for documentation
🔄 Procedure Step 1: Import Data
Load the User Export into Excel
Validate that all required columns exist
Save a working copy
Step 2: Normalize Fields
Trim whitespace, fix inconsistent casing
Convert email addresses to lowercase
Ensure all user IDs are numeric or in standard UUID format
Step 3: Identify Duplicates
Use conditional formatting or COUNTIF() to detect duplicate User IDs
Tag duplicates with a "DUPLICATE" note in a new column
Step 4: Cross-Reference with HR Active List
Use VLOOKUP() or Power Query to match User ID with HR list
Add column Active in HR? with Yes/No status
Step 5: Apply Logic Rules
IF Status = 'Active' AND [Active in HR?] = 'Yes' THEN '✅ VALID'
IF Status = 'Active' AND [Active in HR?] = 'No' THEN '
Create a "Review Flag" column to summarize results
Step 6: Finalize Export
Filter out archived or invalid rows
Save final cleaned list as Validated_Users_YYYYMMDD.xlsx
Document any manual changes in Exception Log
✅ QA Checklist
📬 Outputs
Cleaned & validated user list
Exception log notes for non-matches or duplicates
🔐 Storage Path
/project_name/data_validation/validated_exports/Validated_Users_YYYYMMDD.xlsx
📜 Change Log Version Date Changes Author 1.0 2026-01-05 Initial SOP draft Robin Rozum 🌀 Notes
This SOP is designed to support modular use in implementation consulting roles, particularly where system data is exported, cleaned, and returned to business stakeholders in a reliable format.