Updated SOP templates address California BCC forms

Katelin EdwardsBusiness, Compliance, CultureLeave a Comment

BCC forms

California’s Bureau of Cannabis Control (BCC) recently announced the release of the proposed cannabis regulations that are right now under review by the California Office of Administrative Law (OAL). The Bureau’s rulemaking action regarding these regulations, initially noticed on July 13, 2018, was submitted to OAL for review on December 3, 2018. The proposed regulations submitted to OAL have not yet been approved and are not currently in effect. While the regulations are under review with OAL, the readopted emergency regulations remain in effect. The OAL has 30 working days — until January 16, 2019 — to review the regulations. Not to mention that, in October, the BCC made changes to the proposed rules that were issued in July.

One major change to the readopted emergency regulations is the requirement that all applicants submit multiple forms to the BCC. These forms ask the applicant to provide detailed descriptions of the organization’s operating procedures. That doesn’t sound too tedious until you get ahold of the forms and realize how in-depth they are. California cannabis companies are left scratching their heads over how best to complete these forms and which regulations need to be addressed when filling out them out.

Using SOPs to solve for BCC forms

We have a solution for these BCC forms: standard operating procedures (SOPs). We have drafted and edited numerous SOPs that provide thorough responses to the questions asked in the BCC’s forms. We changed 68 SOP templates as a direct result of the updated rules. Key additions to the templates include:

  • Sharing security systems;
  • Facility pest control;
  • Tracking and monitoring delivery vehicles;
  • Auditing delivery activities;
  • Handling returns;
  • Employee inventory training;
  • Transporting cannabis goods by foot;
  • Environmental controls;
  • Inventory storage;
  • Facility maintenance and cleaning; and
  • Updating employee credentials.

All Simplifya SOPs reference the final version of BCC’s regulations. Our California retail and distribution SOPs have also been given a more general makeover. This “makeover” includes:

  • increased detail to policies and procedures,
  • more in-depth explanations of applicable definitions and resources needed for each SOP
  • additional procedures that are specific to California’s unique market, and
  • improvements in readability.

Here’s a breakdown of our California Retailer and Distribution SOP templates by category:

  • Books and Records (10)
  • Customers (1)
  • Deliveries (13)
  • Employees (17)
  • Facilities (2)
  • Inventory Management (24)
  • Inventory Tracking (11)
  • Quality (8)
  • Reporting Requirements (16)
  • Retail (4)
  • Sanitation (20)
  • Security (76)
  • Testing (2)
  • Transportation (6)
  • Visitors (4)
  • Waste (8)
  • Packaging and Labeling (4)

An illustration

An example of a Simplifya California SOP that has been created specifically to address the questions asked in the BCC forms is the Delivery Employee Training SOP. In the Delivery Procedures Form, the BCC asks that the applicant describe “the training provided to delivery employees.” Simplifya’s Delivery Employee Training SOP takes the BCC rules regarding delivery employees, cannabis goods carried during delivery, and the delivery route as well as general employee training standards and converts them into easy-to-follow tasks. Statewide delivery has been one of the most contested subjects within the proposed rules, so I would imagine the BCC will be very stringent when considering applicants wanting to participate in delivery. Therefore, comprehensive delivery SOPs will be key.

Conclusion

As California works out the kinks of its legal cannabis market, it’s a good time for companies seeking retailer and/or distributor licenses to get their ducks in a row. One step in doing this is drafting detailed answers to the questions asked in BCC forms. Using Simplifya’s updated and understandable standard operating procedures to draft these answers is a great way to efficiently and accurately fulfill the license application requirement.

Release 1.40.1

Alex StevensRelease Notes

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Release
1.40.1

January 11, 2019

This release includes many internal tweaks of our own as well as a fix and update to Audits and SOPs respectively. We also are continuing work on a new interface so stay tuned!


  • We resolved an issue preventing users from being able to view Remediation Reports.
  • We added the “State” column to Smart Cabinet Settings in order to clarify to which State a particular binder belongs.
  • We also updated our input display to help make it clearer on where to input your credit card information.

Release 1.39.0

Alex StevensRelease Notes

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Release
1.39.0

January 08, 2019

This release includes a couple minor updates as well as heavy work on our internal team’s management tool.


  • We squashed a bug that was causing users to receive “Documents Not Uploaded” emails for Smart Cabinet when they had not assigned any applied periods to users.
  • This has been a long time coming, but now when you create a new version of an SOP, you will be redirected to that new version rather than staying on the current version.
  • Users now have the ability to make a copy of an SOP rather than just the ability to create a new version.
  • We updated our email receipts to show the full name of any discounts applied to the payment.

Updated SOP templates now available for Colorado

Katelin EdwardsBusiness, Compliance, CultureLeave a Comment

SOP templates

What better way to start your new year than by using SOP templates that comply with Colorado’s new marijuana rules? While most of us were sipping champagne and celebrating the New Year, Colorado’s updated marijuana rules went into effect. In a recent blog post, we pointed out the most significant changes to rules. Most notably, there are enhanced standards for audited products including nasal sprays, “weed lube,” and “butt pot.” But as tempting as it may be to consider marijuana-infused arousal lube, have you considered that these changes might mean for your company’s standard operating procedures (SOPs)?

SOP templates

A reminder about the benefit of our SOP templates

Let’s not forget that SOPs are required by the MED. They can also be used as a mitigating factor to prevent violations. Aside from compliance purposes, well-written SOPs can:

  • save time and training costs,
  • reduce risk,
  • increase productivity, and
  • control consistency and product quality for an organization.

As someone who has worked in the compliance department at a national marijuana company, I can say confidently that SOPs are very important documents. Updating SOPs when rules change should not fall by the wayside.

How Colorado’s update rules impacted our SOP templates

Although maintaining SOPs is critical, it is a very time consuming task that requires much attention to detail. That is why Simplifya updated its bundle of SOPs in alignment with the new rules. We changed 20 SOP templates as a direct result of the updated rules. Key changes and additions include:

  • fibrous waste procedures,
  • sampling manager designation in METRC,
  • sampling unit transfers,
  • cleaning and maintenance of equipment used in the production of audited use products,
  • facility requirements for MIPs manufacturing audited products,
  • cleaning and sanitizing requirements for audited products,
  • employee hygiene requirements for audited products,
  • audited products packaging and labeling checklists,
  • alternative use products packaging and labeling checklists,
  • sampling units packing and labeling checklists for transfer to sampling managers,
  • packaging and labeling checklists for kief products.

Additionally, all of Simplifya’s Colorado SOPs have been given a more general makeover. This “makeover” includes:

  • updated references to the MED’s proposed permanent retail and medical marijuana rules,
  • increased detail to policies and procedures,
  • more in-depth explanations of applicable definitions and resources needed for each SOP
  • additional procedures that are specific to Colorado’s unique market, and
  • improvements in readability.

Here’s a breakdown of our Colorado SOP templates by category:

  • Books and Records (1)
  • Cultivation (5)
  • Customers (1)
  • Employees (2)
  • Inventory Management (4)
  • Inventory Tracking (1)
  • Quality (1)
  • Sanitation (7)
  • Security (7)
  • Transportation (1)
  • Visitors (1)
  • Waste (5)
  • Packaging and Labeling (42)

An illustration

An example of a Simplifya Colorado SOP that has been created specifically to address the new MED rules is the Fibrous Waste SOP. SB18-187 gave the MED rule-making authority to allow cultivators and manufacturers to transfer marijuana fibrous waste to a company to make into industrial fiber products. The MED defined “fibrous waste” as any roots, stalks, and stems from a marijuana plant. The MED also outlined requirements about:

Simplifya’s Fibrous Waste SOP breaks down these requirements into easy-to-understand tasks. These tasks allow the employee responsible for handling fibrous waste to compliantly and efficiently store, weigh, record, and transfer fibrous waste.

Conclusion

These new rules might create an opportunity for your business to expand or they may lead to changes in your business operations. Therefore, relying on Simplifya’s updated and understandable standard operating procedures is a great way to guarantee compliance and efficiency throughout your organization’s departments.