Design Document and Standard Operating Procedure Template README

This readme file contains details of how to use the templates in this folder. For each template, there is a section of this readme that follows the exact same structure and explains what each element is and how to update it for a relevant project. All DDs are contained within the docs/design-documents folder in the nsnip GitHub repo and all SOPs are contained within the docs/standard-operating-procedures folder in the nsnip GitHub repo.

Design Documents

Naming Design Documents

Each Natural State DD requires a unique identifier to enable quick access and easy organisation.

DD file names must always be written in UPPER CASE. Sections must be separated with _ and no spaces should be present in the name.

The following elements should be included in the DD file name:

  • Start the file name with DD
  • Add the relevant programme (e.g., RCP, RBP, or RSP)
  • Provide a project shortname with no spaces (e.g., GEM, CPP, RBS, BPC or BACI)
  • The version number which should be formatted as vX.Y.Z as follows:
    • X: The approved iteration such that an unapproved draft is 0.Y.Z, the first approved version is 1.0.0, the second is 2.0.0.
    • Y: A content-based revision but with no fundamental changes to the project such as an updated map, new version of the design script, etc. Approved by PI but not reviewed by administrative authority.
    • Z: A basic iteration indicating each set of contemporaneous minor edits such as typo corrections, grammatical edits, updated links or other changes that have no impact on document substance.

Example: DD_RCP_GEM_v1.1.0 would be the design document for the GEM project in the RCP programme and the version would indicate the first administratively approved version updated with one minor content-related change that was approved by the PI.

KEY DETAILS

This section provides a quick reference for essential details of a project. Replace everything in brackets with the following information formatted as a dictionary list with linebreaks after each item.

Principal Investigator: The PI(s) of the project. Use proper honorifics such as Dr. for PhDs. Date: The date this version of the design doc was finalize. Write it out using a DD Month YYYY format (e.g., 13 October 2023) Programme: Write out the relevant programme this project is a part of and including the programme initials. For example, “Rangelands Carbon Project (RCP)” Study Site: Write out the study site with the abbreviation in parentheses. For example “Lewa-Lolldaiga-Borana-Ngare Ndare (LLBN)”. Use “Research & Development (R&D)” where appropriate. Key partners: List any key external partners who are integral to the project.

1. PREAMBLE

This section provides a little context to external readers so that they know what the DD is for. This content should not be edited for individual project DDs. Any changes must be approved by the Director of Impact Monitoring.

1.1 DD PURPOSE

Standard text that relates the content of the DD to Natural State’s mission. Any changes must be approved by the Director of Impact Monitoring.

1.2 DD SCOPE

Standard text that briefly summarizes the information in the DD. Any changes must be approved by the Director of Impact Monitoring.

2. GLOSSARY

The glossary provides an explanation of all abbreviations and technical terms in the DD. All glossary terms must come from the complete NS glossary.

The glossary should be provided as a Definition List.

3. PROJECT OVERVIEW

This section provides a brief overview of the project to provide context for the following sections. It includes a statement of aims, some discussion of the problem the project aims to address, and other relevant context.

3.1 PROJECT AIMS

A clear, concise enumeration of goals in numbered list

3.2 PROJECT BACKGROUND

A short, simple explanation of context including a problem statement. References are encouraged. Ensure all references are included in Bibliography.

3.3 STUDY AREA

Each NS study site should have a standardized Study Area description that is pasted here. The study area description can then have an additional paragraph or two that is tailored to the specific project. The study area description must describe the administrative areas (e.g., conservancies, protected areas, private properties, counties, etc.) that constitute the core sampling areas. It must describe the spatial extent (i.e., bounding box) of both the core properties and a study-area focused ecosystem (i.e., a PACE). I must also describe general patterns in soils, rainfall, elevation and ecoregions as well as any notable management practices.

A map must be included either here or under the spatial design subsection below.

3.4 PROJECT TIMELINE

A brief description of projected timelines for data collection and analysis should be provided (format not yet standardized). Any hard deadlines should also be explicit.

4. SURVEY DESIGN

This section details the process involved in selecting sampling stations for the project. This includes the location of sampling stations, the number of sampling stations, required repetition and details with regards to survey timing. The lead section should briefly describe the theoretical basis underpinning the design.

4.1 SPATIAL DESIGN

A more detailed description of how study sites/transects/stations are distributed in space.

4.2 TEMPORAL DESIGN

A more detailed description of how data collection will be distributed through time.

5. SAMPLING DESIGN

This section provides a broad overview of how data are collected at the places and times prescribed in the survey design section above. It should constitute a brief description of field methods but should not include every single detail as that information is provided in the SOP.

A subsection is required for each field method being employed:

5.1 [FIELD METHOD 1]

5.2 [FIELD METHOD 2]

5.3 [FIELD METHOD 3]

Add or subtract field methods as needed.

6. ANALYTICAL FRAMEWORK

This section should briefly summarize the planned analytical approaches. Note that it is not a statement of analytical methods, just an explanation of how the data are expected to be used, the theoretical principles or concepts involved, and key technological components of the data analysis process (e.g., BirdNET, eDNA methods, etc.). Subheaders for different analytical frameworks are optional.

7. EXPECTED OUTPUTS

A numbered list enumerating expected outputs such as scientific articles, technical reports, projections (e.g., projected carbon stocks), etc. As outputs are produced they should be removed here and added to the ‘Related Documents’ section below.

This section will list with links all related materials to the project. Some designation of internal (non-public) documents may be necessary.

8.1 STANDARD OPERATING PROCEDURE

SOP

8.2 OUTPUTS

Numbered list with links of any outputs such as manuscripts, technical reports, etc. Say ‘Not currently available’ if outputs do not yet exist.

8.3 DATA ELEMENTS

List with links all S123 forms, feature layers and web maps related to the project and field methods. Each field method needs a link to the s123 form and the s123 feature layer such that the number of forms linked and the number of feature layers linked should correspond to the number of subheadings in sampling design. A link to the project on the NS portal is also encouraged if a relevant landing page is available.

Write ‘(Not currently available)’ next to any elements that do not yet exist. e.g., * S123 feature layer - Camera-trapping (Not currently available).

8.4 ADMINISTRATIVE DOCUMENTS

A link to any relevant administrative documents such as grant awards, grant reports, communication materials, etc.

Write ‘Not currently available’ if no administrative documents

9. REVISION AND VERSION HISTORY

A sequential list of versions and dates with brief descriptions of what changed from version to version. Should largely align with repo commits.

10. SIGNATURES OF CONFIRMATION

This section should not require any changes other than the insertion of signatures.

11. BIBLIOGRAPHY

A reference list of some relevant scientific articles. NS staff should be able to quickly find scientific articles related to the project. Stakeholders should have a clear understanding of what scientific sources underpin the research. References should cover theoretical concepts, field methods, and analytical approaches. Additional references pertaining to the study area should be standardized for each site. Any citations used within the DD must also be referenced here. The bibliography must follow the APA author-date citation form.

12. APPENDICES

Any additional materials the PI feels are necessary may be included as appendices.

Standard operating procedures

Naming Standard Operating Procedures

Each Natural State SOP requires a unique identifier to enable quick access and easy organisation.

SOP file names must always be written in UPPER CASE. Sections must be separated with _ and no spaces should be present in the name.

The following elements should be included in the DD file name:

  • Start the file name with SOP
  • Add the relevant programme (e.g., RCP, RBP, or RSP)
  • Provide a project shortname with no spaces (e.g., GEM, CPP, RBS, BPC or BACI)
  • The version number which should be formatted as vX.Y.Z as follows:
    • X: The approved iteration such that an unapproved draft is 0.Y.Z, the first approved version is 1.0.0, the second is 2.0.0.
    • Y: A content-based revision but with no fundamental changes to the project such as an updated map, new version of the design script, etc. Approved by PI but not reviewed by administrative authority.
    • Z: A basic iteration indicating each set of contemporaneous minor edits such as typo corrections, grammatical edits, updated links or other changes that have no impact on document substance.

Example: SOP_RCP_GEM_v1.1.0 would be the standard operating procedure for the GEM project in the RCP programme and the version would indicate the first administratively approved version updated with one minor content-related change that was approved by the PI.

KEY DETAILS

This section provides a quick reference for essential details of a project. Replace everything in brackets with the following information formatted as a dictionary list with linebreaks after each item.

Principal Investigator: The PI(s) of the project. Use proper honorifics such as Dr. for PhDs. Date: The date this version of the design doc was finalize. Write it out using a DD Month YYYY format (e.g., 13 October 2023) Programme: Write out the relevant programme this project is a part of and including the programme initials. For example, “Rangelands Carbon Project (RCP)” Study Site: Write out the study site with the abbreviation in parentheses. For example “Lewa-Lolldaiga-Borana-Ngare Ndare (LLBN)”. Use “Research & Development (R&D)” where appropriate. Key partners: List any key external partners who are integral to the project.

1. PREAMBLE

This section provides a little context to external readers so that they know what the SOP is for. This content should not be edited for individual project DDs. Any changes must be approved by the Director of Impact Monitoring.

1.1 SOP PURPOSE

Standard text that relates the content of the SOP to Natural State’s mission. Any changes must be approved by the Director of Impact Monitoring.

1.2 SOP SCOPE

Standard text that briefly summarizes the information in the DD. Any changes must be approved by the Director of Impact Monitoring.

2. GLOSSARY

The glossary provides an explanation of all abbreviations and technical terms in the SOP. All glossary terms must come from the complete NS glossary.

The glossary should be provided as a Definition List.

3. PROJECT OVERVIEW

This section provides a brief overview of the project to provide context for the following sections. It includes a statement of aims, some discussion of the problem the project aims to address, and other relevant context.

3.1 PROJECT AIMS

A clear, concise enumeration of goals in numbered list

3.2 PROJECT BACKGROUND

A short, simple explanation of context including a problem statement. References are encouraged. Ensure all references are included in Bibliography.

3.3 STUDY AREA

This should be a short, project specific description of the study site where the project will occur. This should not include the standardized Study Area description that is pasted into the design document because that is more detail than is required in this document.

A map of sampling locations should be included here.

3.4 PROJECT TIMELINE

A brief description of projected timelines for data collection and analysis should be provided (format not yet standardized). Any hard deadlines should also be explicit.

4. SAMPLING PREPERATION

This section provides an overview of what needs to occur prior to starting sampling. This text is general to all projects and does not need to be changed between projects.

4.1 EQUIPMENT LIST

Provide an extensive list of all equipment that will be required for sampling.

4.2 DEVICE CONFIGURATION

In some cases devices need to be pre-configured before being taken out into the field. If this is required this needs to be documented here with a step by step guide that includes images of all configuration settings.

5. SAMPLING PROCEDURES

This section should provide an overview of all sampling requires for the project, as well as any information that applies to all field methods.

If applicable insert any images of study site/sampling setup here.

5.1 [FIELD METHOD 1]

This is a step by step guide for all data collection steps that are required for this field method.

5.2 [FIELD METHOD 2]

This is a step by step guide for all data collection steps that are required for this field method.

5.3 [FIELD METHOD 3]

This is a step by step guide for all data collection steps that are required for this field method.

[ADD OR SUBTRACT FIELD METHODS AS NEEDED]

6. POST PROCESSING

This section details all steps that need to be followed after returning to the office from the field to ensure that samples are properly processed and stored and that data is uploaded and saved to the correct location. This text is general to all projects and does not need to be changed between projects

6.1 SAMPLE PROCESSING AND STORAGE

This section should include a clear description of all steps involved in processing and storing samples that have been collected in the field. If no samples are collected then state this.

6.2 DATA ENTRY AND UPLOADS

This section should include instructions on how to name any files generated suring data collection as well a clear instructions on where data files collected should be stored or uploaded to, as well as how and where they should be backed up.

This section will list with links all related materials to the project. Some designation of internal (non-public) documents may be necessary.

7.1 DESIGN DOCUMENT

DD

7.2 OTHER RELEVANT SOPS

SOP_XXX

7.3 DATA ELEMENTS

List with links all S123 forms, feature layers and web maps related to the project and field methods. Each field method needs a link to the s123 form and the s123 feature layer such that the number of forms linked and the number of feature layers linked should correspond to the number of subheadings in sampling design. A link to the project on the NS portal is also encouraged if a relevant landing page is available.

Write ‘(Not currently available)’ next to any elements that do not yet exist. e.g., * S123 feature layer - Camera-trapping (Not currently available).

8. REVISION AND VERSION HISTORY

A sequential list of versions and dates with brief descriptions of what changed from version to version. Should largely align with repo commits.

9. SIGNATURES OF CONFIRMATION

This section should not require any changes other than the insertion of signatures.

10. APPENDICES

Any additional materials the PI feels are necessary may be included as appendices.