USER MANUAL Management of Change HCI Systems, Inc.
Management of Change Management of Change USER MANUAL HCI Systems, Inc. Copyright © 2003-2014 Management of Change Management of Change TABLE OF CONTENTS Overview ................................................................................................... 1 Setup Requirements ................................................................................. 3 Setup MOC Look-up Lists ................................................................... 4 Setup Task Forwarding ....................................................................... 6 Setup MOC Types ............................................................................... 7 Setup Default Working Group and Lead Person ................................. 8 Setup MOC Group Members ............................................................... 9 Setup MOC Group Permissions .......................................................... 10 Setup MOC Workflows ........................................................................ 11 Setup MOC Screens ……………………………………………………… 14 Setup Request Questions .................................................................... 15 Setup User Checklist Questions .......................................................... 16 The MOC Process..................................................................................... 19 MOC Home Page ...................................................................................... 20 Dashboard ……………………….……………………………………….. 21 The MOC Request .................................................................................... 22 Task Assignment....................................................................................... 24 Standard Workflow Step ........................................................................... 26 Approval Step (As First Gate) ................................................................... 27 Design Review Checklist Step .................................................................. 28 Impact Document Step.............................................................................. 29 Impact Training Step ................................................................................. 30 Training Material Tab ........................................................................... 31 Training Notices Tab ........................................................................... 32 Training Status Tab ............................................................................. 32 Group Notices ........................................................................................... 33 Implementation Plan Step ......................................................................... 34 Approval Step (As Second Gate) .............................................................. 35 Implementation Step ................................................................................ 36 PSSR Step ................................................................................................ 37 PSSR External Checklist Step ............................................................. 37 HCI Systems, Inc. TOC - 1 Copyright © 2003-2014 Management of Change Management of Change TABLE OF CONTENTS PSSR Release Step………………………………………………………. 38 User Checklist Step ............................................................................. 40 MOC Embed ............................................................................................. 42 Follow-up Step .......................................................................................... 43 Document Update Status Step ............................................................ 44 Closure Step (Gate) .................................................................................. 45 Search Screen .......................................................................................... 46 Auto Emailer.............................................................................................. 47 Dashboard................................................................................................. 48 Auto Report ............................................................................................... 49 Reports...................................................................................................... 50 Summary Report ................................................................................. 50 MOC Late Report ................................................................................ 51 MOC Open Report ............................................................................... 52 Detail Report ……………………………………………………………….. 53 MOC Folder View ...................................................................................... 54 Other Screens/Emails ............................................................................... 55 MOC On-Submit Email Notice ............................................................. 55 MOC Emergency/Temporary Expiration Notice................................... 55 Log-on Screen ..................................................................................... 56 Appendix A – Button Controls .................................................................. 57 Appendix B – Tool Bar Key…………………………………………………… 58 HCI Systems, Inc. TOC - 1 Copyright © 2003-2014 Management of Change Management of Change OVERVIEW MOC Manager provides a systematic method to manage the change process. This includes regulatory and non-regulatory changes. The MOC process or Workflow is user configurable allowing variations in the process for each type of change. A default workflow is provided that can be edited to create new MOC workflows. A workflow is constructed from building blocks or templates available in the software. This includes action steps, decision (or gates) steps, impact steps, re-training steps, checklist steps, etc. A workflow can be any number of primary steps (or tasks) and sub-steps (or subtasks). Completion of all sub-tasks is required to allow closure of the primary task. Each workflow can be edited separately to allow customization of a specific MOC without compromising other similar type MOC. MOC types are user configurable and can include any type of change. Creating a new change type will inherit the workflow of the type Default. The workflow steps, descriptions and action groups can be added, deleted or edited as necessary. Each workflow step can be assigned an action group and person to perform the requested task. This allows the change to be process by the correct groups and people. The MOC process is managed by a MOC lead person. A different lead can be assigned for each type of MOC. The lead person will receive the notice email that a new MOC in their jurisdiction has been submitted. The lead person will review the request and will either reject or accept the request or re-assign to a different lead person. If accepted, the lead person will assign working groups and persons to process the MOC. MOC requests are submitted with a form that contains basic project information and a user configurable list of questions. These questions can be different for each type of MOC. These questions are intended to provide information on the requested change and involvement from other groups such as environmental and safety. This information will assist the lead person in determining the correct type of MOC to be selected. Each MOC step has the ability to link external documents such as project schedules, budget estimates, meeting notes, plans, etc. Each screen has an upload document icon that can be used to upload and register these documents. MOC Manager utilizes an email system of notifications to push the process from one step to the next as the work is completed. The email distribution is user configurable through the MOC setup screen. The email triggers are user configurable by licensed location. HCI Systems, Inc. Page 1 of 59 Copyright © 2003-2014 Management of Change Management of Change Users assigned a step task are required to initiate their step within their grace period or the task will be forwarded in accordance with their task forwarding rules. Task forwarding is recommended to be setup for all users. Access to MOC Manager and its screens is based on the logged-on user’s permissions. User permissions are user configurable from a low setting of 0 to a high setting of 10. A permission level of 0 will reject the user’s attempt to access the software. A permission level of 10 is administrative level. All other levels are intermediate levels ranging from view only to full edit access. A configurable checklist step can be used to create a multiple question form for the step task. This format can be used for design checklists and PSSR checklists. The assigned person must answer all questions correctly or NA in order for this step to close. A connection to Asset Manager is used to provide information on assets involved in a MOC. Assets can be categorized by process system or by physical space. In the absence of asset information from Asset Manager, asset fields in MOC Manager may be displayed as input text fields. A connection to Training Manager is used to provide information on user training as it relates to MOCs. Training programs and Computer Based Training (CBT) sessions can be created in MOC for specific training requirements for a MOC. Training status is tracked so that progress on training can be assessed. MOC manager is compatible with all browsers and is compliant with the current standards of the W3C. HCI Systems, Inc. Page 2 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC MANAGER SETUP REQUIREMENTS Prior to using MOC Manager, setup requirements to provide the information on users, assets, documents, training and email addresses are required to be configured. Please refer to the manager module referenced below for additional information on these setup requirements. Security Manager Register Companies and Users Add Users to the default MOC Team Group Add Users to the default MOC Approvers Group Add Users to Other User and Approver Groups Asset Manager Register Assets Configure process systems Configure physical areas Document Manager Register applicable Documents, Drawings and Procedures Training Manager Setup Training Groups Add Workers to Training Groups Setup Training Material Create Training Matrices Create Training Programs MOC Manager Setup Drop-Down Lists (Look-Up Tables) Setup MOC Types Select the Default MOC Group and Lead Person Setup Task Forwarding Setup MOC Email Options Configure MOC Workflows Setup MOC Request Questions Setup User Checklist Step Questions HCI Systems, Inc. Page 3 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup Drop-Down Lists (Look-Up Tables) To set-up the drop-down lists, enter the Setup LUT screen from either the Welcome screen or the side menu Quick Links by clicking Setup, MOC LUTs. The setup screen for all look-up tables should be displayed with data populated. Figure 1: Setup LUTs. This screen configures look-up tables including: MOC Approval Status MOC Durations MOC Status MOC Step Status MOC Types MOC Report Types, Status and Email Frequency Refer to your installed version of MOC Manager for the list of user configurable LUTs. HCI Systems, Inc. Page 4 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup LUT Values After the LUT is selected, the LUT Value can be selected. Each LUT will result in a different set of LUT values unique to that specific LUT. To add a new LUT Value and Description, enter the information in the fields, then click the save button. Figure 2: Setup LUT Values . HCI Systems, Inc. Page 5 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup Task Forwarding Task forwarding is used to automatically re-assign a work task when the original assigned person is unable to perform the task. To setup task forwarding, enter the Setup Task Forwarding screen from either the Welcome screen or the side menu Quick Links by clicking Setup, Forwarding. Select the company and person to be configured. Select the Forward To person and the grace period allowed before task forwarding. If desired edit the Email Body Text with the message to be sent to the forward to person. Then click the save button. Figure 3: Setup Task Forwarding Workflow tasks that have been forwarded can be identified by a (F) preceding the new Assigned To person on the Task Assignment screen. The original Assigned To person will have a (O) preceding their name. Workflow tasks that have been forwarded will also be identified on the specific task forwarded. HCI Systems, Inc. Page 6 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup MOC Types To set-up MOC types, enter the Setup LUT screen from either the Welcome screen or the side menu Quick Links by clicking Setup, MOC Types. Select MOC Types from the LUTs drop down list. Add a new MOC type and click the save button. Figure 4: Setup MOC Types. The MOC type must be created first before its workflow or default group or lead person can be created. Deleting a MOC Type will not delete any previous Workflows or MOCs that have used this type. Each Workflow or MOC that has used the deleted type must be individually edited. HCI Systems, Inc. Page 7 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup Default MOC Group and Lead Person MOC Setup is used to setup the MOC working group, lead person and email options. The MOC Lead can be configured by MOC Type, by Unit, System, Sub-System or by Department, Area or Sub-Area. Unless specified otherwise, the default MOC working group and lead person is used for all MOC types and MOCs. To view and edit the MOC Setup screen enter the MOC Setup screen from either the Welcome screen or the side menu Quick Links by clicking Setup, Emails or Leads. Click the save button to save your settings. Figure 5: MOC Setup for email options, working groups and lead persons. HCI Systems, Inc. Page 8 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup MOC Group Members Group member setup is used to assign persons to applicable groups for the resources required to process a MOC. There is no limit to the number of groups that can be created. There is no limit to the number of groups a person can be a member of. To manage group member setup, enter the Setup Group Members screen from either the welcome Screen or the side menu Quick Links by selecting Groups, Members. To add a person to a working group, select the person from the list shown on the left and click the Add>> button. To remove a person from the working group, select the person and click the <<Remove button. Click the save button to save your settings. Group membership also is used to determine the access level to the application and screens. Figure 6: Setup MOC Group Members. To include persons from other companies to a working group, first add the company to the list of viewers with Security Manager. Once added, the Available Users list will show these users as well. HCI Systems, Inc. Page 9 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup MOC Group Member Permissions Access to MOC Manager and its various screens is controlled by their permissions set with this interface. To set a groups’ permission, enter the Setup Permissions screen from either the Welcome Screen or the side menu Quick Links by selecting Groups, Rights. Select the group from the list on the left with its permission level from the list in the center and click the Add>> button. To remove a groups’ permission, select the group/permission from the list on the right and click the <<Remove button. Click the save button to save your settings. Figure 7: Setup MOC Group Member Permissions. Users can be a member of any number of groups. Each group can be assigned a different access level to the application and/or screens. The actual permission level of a user will be based on their highest permission of the groups they are a member of. This is known as an optimistic security profile. It is recommended that the Users group contain all viewers of the application and that this group be granted View permission (ACL =1). The default user group is the MOC Team Member group. All users of the application should be a member of this group and that this group be granted an ACL =2. Administrators should have a normal user account in addition to their admin account. This will minimize inadvertent edits of MOCs. The minimum ACL to create a MOC is ACL 2. HCI Systems, Inc. Page 10 of 59 Copyright © 2003-2014 Management of Change Management of Change Configure MOC Workflows The MOC Workflow setup screen is used to add, edit and delete company workflows. A workflow can be created for each type of MOC. Once created, each MOC created utilizing this workflow will inherit all steps and sub-steps exactly. To setup a MOC Workflow, enter the MOC Workflow screen from either the Welcome Screen or the side menu Quick Links by selecting Workflow, Setup. Workflows for existing MOCs can also be edited from this interface. Editing a MOC workflow does not alter the derived parent workflow. Editing a parent workflow does not change an existing derived MOC workflow. Figure 8a: Workflow editor. To position a top level or parent step in the workflow, set the workflow number accordingly. To add a parent step, click the HCI Systems, Inc. Page 11 of 59 icon. Copyright © 2003-2014 Management of Change Management of Change Figure 8b: Workflow editor. To position a child or sub-step in the workflow, set the workflow sub-step number accordingly. To add a sub-step, click the icon. To delete a substep, click the icon. To save the workflow, click the icon. HCI Systems, Inc. Page 12 of 59 Copyright © 2003-2014 Management of Change Management of Change The Workflow ID field is used to identify the workflow step or sub-step. Keep these identifiers short and concise. This field can be 50 characters in length. The Step Description field is displayed at the top of each step or sub-step and is used to describe the task to be performed. This field can be 500 characters in length. The Web Page Form is the screen format that will be displayed. It is the workflow building block. It can be any screen that is shown in the drop down list (See MOC screens for more details). To pre-view the screen, click the icon. If a screen is selected that supports user checklists, an additional drop down list for a User Checklist will be displayed. (See workflow step 7, sub-step 4, PSSR Safety Checklist for an example.) Selecting a User Checklist, will attach a checklist to that screen. To view/edit the checklist questions, click the more details. icon. See User Checklist for The Task Group drop down list sets which group will be responsible for providing the resources to complete this task. By default is it the MOC Team Members group. Other Command Buttons. This button saves the screen information. This button deletes the workflow (ACL > 8 required). This button refreshes the screen. This button synchronizes the workflow fields between the parent templates and the MOC records. This is an administration function only and requires ACL = 10. This button exits the screen. HCI Systems, Inc. Page 13 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup MOC Screens Different MOC screens can be setup in Setup MOC screens. A default list of MOC step screens is available to choose from. Or a new screen can be initiated by filling in the needed information. To setup MOC screens, select Setup MOC Screens from the side menu Quick Links. Figure 9: Setup MOC screens. HCI Systems, Inc. Page 14 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup MOC Request Questions MOC Request questions are used to provide information about the requested change and whether certain conditions exist that need to be addressed such as environmental permits, calculations, safety, etc. To setup MOC Request Questions, enter the Setup Request Questions screen from either the Welcome Screen or the side menu Quick Links by selecting Setup, Req Questions. Different request questions can be created for each MOC type. When initially created, all questions are derived from the default set and can be edited to suit the specific MOC type. Figure 10: MOC Request questions. To position a question in the request form, set the Question ID number accordingly. To add a question, click the icon. To delete a question, click the icon. To save the questions, click the icon. Editing a MOC Request question does not change the question for MOCs that were previously created. HCI Systems, Inc. Page 15 of 59 Copyright © 2003-2014 Management of Change Management of Change Setup User Checklist Step Questions User checklists are used when multiple questions or tasks are assigned to one person such as design reviews and pre-start-up safety reviews. Any number of checklists can be created. A library of over 100 sample checklists is available to customize. To create a User Checklist, select Checklist, New/Edit from the side menu Quick Links or from the top toolbar. Give the checklist an ID, a description and set its status to Active and click the button to save. Figure 11: User Checklists. Once the checklist has been created, the questions can be added next. Using checklist questions can significantly reduce the number of workflow steps for a MOC. However, by combining questions into one form, the individual progress of each question cannot be assessed. If the progress of a particular question (task) is necessary, it has to be elevated to either a step or sub-step. HCI Systems, Inc. Page 16 of 59 Copyright © 2003-2014 Management of Change Management of Change To edit, delete or set to inactive a checklist, select the checklist from the drop down box. Use the lower toolbar minus button to delete the checklist. To edit the checklist, enter the changes and click the plus button. save button. To create a new checklist, click the Figure 12: Editing User Checklists. The questions for each user checklist are created with the question editor. There is no limit to the number of questions that can be created. The question editor can be viewed by selecting Checklist, Questions from the side menu Quick Links or the top toolbar. Select the Company, checklist screen and then the checklist. The screen will refresh with each change. If the questions for a specific MOC checklist are to be updated, select the MOC and checklist step. The questions for that specific MOC are shown. To update the version currently in the library, do not select the MOC and checklist step. The default for that checklist will be shown. copy checklist To copy questions from an existing version in the library, click the button and the available checklists will be shown. Make your selection and close the pop-up window. The questions will be copied and the screen refreshed with the new questions added. HCI Systems, Inc. Page 17 of 59 Copyright © 2003-2014 Management of Change Management of Change Figure 13: User Checklist Questions. the To position a question in the checklist form, set the Question ID number accordingly. To add a question, click the icon. To delete a question, click icon. To save the questions, click the save button. Use prefix spaces “ “ to force question ordering position when more than 10 questions are created. HCI Systems, Inc. Page 18 of 59 Copyright © 2003-2014 Management of Change Management of Change THE MOC PROCESS MOC Manager follows an implementation sequence or workflow that is constructed with building blocks of tasks, reviews, approvals, checks, etc. The workflow starts with a request and end with a closure step. Workflows are completely user configurable and are usually constructed to address specific types of changes. A typical workflow could have the following steps. The Request Evaluation Assign Tasks Impact Analysis Design Reviews Implementation Plan Plan Approval Implementation Pre-Start-up Safety Review (PSSR) Closure The workflow steps (also know as parent steps) can have multiple sub-steps or tasks (also know as child steps). There is no limit on the number of steps or sub-steps that a workflow can have. Workflow Rules The workflow must be processed in sequence from first to last step. If a workflow step is to be skipped, it must be set to Not Applicable. Workflow sub-steps of the same parent step can be processed at the same time. If a workflow sub-step is to be skipped, it must be set to Not Applicable. A parent step cannot be closed unless all its sub-steps are complete. A parent step cannot be worked until all previous steps have been completed. A MOC cannot be closed if any step is still In Progress. A step cannot be worked until it is setup by the MOC Lead with target start and end dates and all previous steps have been completed. Clicking the green start button starts the step clock. Clicking the red end button ends the step clock. Only the Assigned To person, Forwarded To person, MOC Lead or an admin level person can edit a step. All others will have Read Only permissions. An administrative level person can edit all open MOCs. To avoid changing a MOC inadvertently, admins should have a non-admin account for normal uses. HCI Systems, Inc. Page 19 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC HOME PAGE Upon successful log-on to MOC Manager, the main navigation screen or Home Page will appear. This includes hyperlinked icons for navigating the application. Navigation can also be accomplished with the Quick Links menu (aka, side toolbar) on the left side of the screen. A toolbar is also located at the top of the screen to allow easy navigation from the welcome screen and from every other screen used in MOC. Figure 14: MOC Home Page. If you have setup a dashboard, the dashboard queries will be presented. The Home Page screen is available from the side tool bar. HCI Systems, Inc. Page 20 of 59 Copyright © 2003-2014 Management of Change Management of Change Dashboard If your dashboard is setup, after successfully logging into MOC Manager, the dashboard queries will be presented. Clicking on a specific MOC hyperlink will launch that MOC and present the workflow step to the screen. Figure 15: MOC Open and Member Ready. Calendar A calendar is also available that shows the assigned MOC tasks in a calendar view. Figure 15b: MOC in Calendar View. Clicking on a specific MOC hyperlink will launch that MOC and present the workflow step to the screen. HCI Systems, Inc. Page 21 of 59 Copyright © 2003-2014 Management of Change Management of Change THE MOC REQUEST The MOC process starts with a new MOC Request. The request can be generated by any user that has access to MOC Manager greater than ACL > 1. The initiator is required to fill-in all fields noted with a “*”. All other fields are optional. A MOC ID Ref Text field is included for creating a “Hook” to facilitate searches. Typical Hooks are TAR ID, WO #, Incident ID, CorAct ID, Audit ID, Asset ID, etc. The MOC ID Reference Text field is shown on all notice emails and reports. The MOC can also be tagged with a Regulatory and Change Level properties. These are user configurable. Figure 16a: The MOC process starts with registering a new request. Shown with Request questions. HCI Systems, Inc. Page 22 of 59 Copyright © 2003-2014 Management of Change Management of Change To initiate a MOC, enter the Create New MOC screen from either the Welcome Screen of the side menu Quick Links by selecting MOCs, New MOC. For temporary or emergency MOC, an expire date is necessary. This date is used to flag overdue MOCs. If no MOC Type is selected, it will default to the Default type and workflow. MOC Requests can include qualifying questions. The questions are user configurable by MOC Type. Figure 16b: MOC request questions. After the request form has been filled-in, it can be submitted by clicking the green check mark button. The MOC Lead person for that MOC type will receive an email that a MOC in their jurisdiction has been submitted. HCI Systems, Inc. Page 23 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC TASKS ASSIGNMENTS The Lead MOC Person for the MOC type requested will receive an email that a MOC has been submitted. It is the lead person responsibility to review the request and ascertain if the request was properly filled-out and the correct MOC type was selected. If an incorrect MOC type was selected, the lead person can re-assign the MOC to the correct type and lead at this time. If properly filled-out, the lead person can allow the request to be evaluated for merit. To do this, the lead must at least setup the Evaluation step and the Impact Analysis step with target dates and an Assigned To person. If evaluated with merit, the process will be pushed to the next step. If evaluated without merit, the MOC request can be cancelled at this time. The MOC Summary and Task Assignment page also provides a single location in which the MOC status, task status and actual task dates can be viewed. For users with ACL < 8, this screen is non-editable. Figure 17: Summary information is used by the lead person to check the progress of the request. Each step is assigned a responsible person and target start and end dates. HCI Systems, Inc. Page 24 of 59 Copyright © 2003-2014 Management of Change Management of Change After the lead person assigns the minimum workflow steps of evaluation and impact analysis, the button must be clicked to save the assigned to people and target dates that were entered into the workflow. After they are saved an (O) will appear before the name of the assigned to person. This symbolizes that this person was the original person assigned to the job. Other options are found below: (O) Original person assigned to task (F) Notates the task was forwarded to this person (I) An Inactive person, usually found in historical workflows (N) Not a member of group A person can have 2 or 3 notations before their name. They may be (O) (N) which would notate they were the original assigned to person but are no longer a member of the assigned group. In this case the lead person or admin could select from other group members to reassign the task. To initiate the process, the MOC lead must click the HCI Systems, Inc. Page 25 of 59 Start Workflow Email button. Copyright © 2003-2014 Management of Change Management of Change MOC STANDARD WORKFLOW STEP A standard workflow step is provided to handle basic workflow tasks. The standard workflow step can be used as a parent step or it can be used as a child step. The assigned person starts the MOC step by clicking the green button , adds their work details and documents, and then ends the step by clicking the red button . This sets timestamps to the start and end events and fires emails to the next workflow step. The step has an identifier, in this case Evaluation and a task description. These are derived from the workflow setup. Figure 18: Standard workflow step used to track a MOC task. The step has an input field for the task details and has an icon for uploading an external document if necessary. A document linked at the step level inserts it in the MOC step folder. Clicking a document in the Step Document field, launches the document viewer. In the event the MOC team member fails to initiate the step within their grace period, the task will be forwarding in accordance with the forwarding rules created in Set-up. Step details can contain progress notes and other pertinent information. Emails can be copied and pasted into this field. Emails can be created from within the application by clicking on the email icon. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 26 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC APPROVAL STEP The MOC Approval Step is used as a pass gate for the MOC. It can be used more than once as the MOC approval levels vary. The MOC process can continue, terminate or put on-hold by this step. The Approval Step is assigned to a users group in the workflow configuration. This is a restricted access step to only the assigned user group members. Figure 19: MOC Approval Step. The MOC is evaluated to determine if the MOC should proceed. The assigned MOC approver initiates the step by clicking on the start button that documents the start date. After reviewing the information completed to date, the approver makes their decision and clicks on the stop button to stop the task clock. Features such as task forwarding, document linking and emails are identical to the standard step. The approver selects their decision from the user configurable list of options. In this example shown, the Approval step has not been reached and the MOC Status is In Progress. The Approver uses the Approval Detail field to enter their concerns and can also fire an email, if necessary. Clicking the exit button returns to the task assignment screen. Figure 19a: Approval Values HCI Systems, Inc. Page 27 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC DESIGN REVIEW STEP The MOC Design Review step is used to provide assurances that the design requirements of the MOC are satisfied. A design review step is normally created as a series of questions with Yes/No/NA radio button type answers. The questions are completely user configurable. There is no limit of the number of design review checklist that can be created or the number of checklist questions. This step can also import checklist questions from an outside source and imported via the document link . Figure 20: The Design review checklist step. Assigned person confirms that the design requirements are met. The Design Review Checklist Step can be used as a parent step or child step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 28 of 59 Copyright © 2003-2014 Management of Change Management of Change IMPACT DOCUMENT STEP The Document Impact Step is used to indentify documents that will be updated as part of the MOC. Documents are registered via the document link . Once registered, the documents are shown in the Available Documents window. Selecting the impacted documents and clicking the ++>> button moves the documents to the Documents Impacted window for tracking. Document update status can be viewed with the Document Status step. Figure 21: MOC Document Impact step. The Document Impact Step can be used as a parent step or child step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 29 of 59 Copyright © 2003-2014 Management of Change Management of Change TRAINING IMPACT STEP The Training Impact Step is used to setup, document and track the re-training for the MOC. This step uses information extracted from Training Manager. Training Manager must be activated and setup with training programs, material and training matrices. For existing Programs, select a Program from the drop down list and wait for the screen to refresh. Select the applicable group(s) from the Available Group window and click the ++>> button to move the groups to the Groups To Be Trained window. Click the button to save this re-training setting. For new MOC re-training program follow these steps: Select the group or groups to be re-trained. Enter the ID of the re-training session and a short description. Click Tab Save button. Select the training material that will included in the re-training (See Figure 6b). Click Tab Save button. Send email notices (See Figure 6c). Track re-training status (See Figure 6d). Figure 22a: MOC Training Impact step. The Training Impact Step can be used as a parent step or child step. HCI Systems, Inc. Page 30 of 59 Copyright © 2003-2014 Management of Change Management of Change Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. Impact Training – Training Material Tab Figure 22b: Re-training Material Select training material for that Program and Group combination. Click Tab Save button. HCI Systems, Inc. Page 31 of 59 Copyright © 2003-2014 Management of Change Management of Change Impact Training – Training Notices Tab Figure 22c: Re-training Notices Select Group to be notified, enter email Subject Text and email Notice Text. Click Tab button. Emails will be fired when the step is closed by clicking the red stop Save button. HCI Systems, Inc. Page 32 of 59 Copyright © 2003-2014 Management of Change Management of Change Impact Training – Training Status Tab Figure 22d: Re-training Status The training status tab is used to track the user training as it is updated by Training Manager. In the example shown above, the training status has not detected any retraining updates. HCI Systems, Inc. Page 33 of 59 Copyright © 2003-2014 Management of Change Management of Change GROUP NOTICES The Impact Notice Step is used to notify impacted groups of the MOC. This may include maintenance, operating, contractor and agency groups. Groups registered with either Security Manager or Training Manager are shown on the left pane. To fire a notice email: Select Group(s) to receive email notice. Enter notice in Notice Text field. Click the Send Email Icon. Figure 23: MOC Impact Notice step. Step requires the identification of groups requiring notification. The Notices Impact Step can be used as a parent step or child step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed HCI Systems, Inc. Page 34 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC IMPLEMENTATION PLAN The MOC implementation plan is defined using a standard workflow step. This is the detail plan of attack require to implement the MOC. It is built upon the previous step information and may involve other individuals to define the plan. Plan information can be outlined in the Step Details field or can be an external document that is linked to this step. Figure 24: MOC implementation plan step. The Implementation Plan Step can be used as a parent step or child step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 35 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC PLAN APPROVAL The plan approval step is an example of the pass gate and provides an opportunity for management to authorize the expenditure of capital and resources to proceed with the change. Only the assigned approver can activate and edit the approval pane. However, any member of the Approvers Group can be assigned this task, if necessary. The Approval step can be used more than once in a MOC. As an example, it can be used as gates throughout the workflow for controlling task flow. Figure 25: MOC plan approval step. Only members of the MOC Approvers group can activate the approving pane. The Plan Approval Step can be used as a parent step only. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 36 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC IMPLEMENTATION The implementation plan is the step where the actual work to complete the change is tracked. Generally, this step will involve many people and could involve other project tracking mechanisms such as Microsoft Project. External documents supporting this step should be referenced in this step. Sub-tasks can be added to formulate a more complex tracking system. Figure 26: MOC implementation step. Step details can be used to record progress information. The Implementation Step can be used as a parent step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 37 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC PSSR STEP The MOC PSSR step is used to verify that the MOC has been completed, modifications performed and verified ready for start-up. The PSSR Step is normally configured with a Standard Step as the parent step and one or more user configurable checklist substeps. The sub-steps are designed for multiple reviewing groups such as Operations, Maintenance, Training, etc. The parent step manager ensures that all sub-step tasks are complete. If a PHA is necessary, the step manager ensures that this is performed and documented with all risk scenarios evaluated and resolved prior to start-up. This may involve a corrective action processor such as CorAct Manager. If this MOC is dependent upon other MOCs, these other MOCs can be embedded in this step. There are several building blocks that can be assembled to perform this quality verification. Examples are shown below: MOC PSSR Parent Step Figure 27a: The PSSR Step using a Standard Step as the parent step. PSSR documents are registered via the document link . Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. HCI Systems, Inc. Page 38 of 59 Copyright © 2003-2014 Management of Change Management of Change PSSR Sub-Step With User Configurable Checklist Questions Figure 27b: A PSSR Sub-Step with Yes/No/NA user configurable checklist questions. HCI Systems, Inc. Page 39 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC PSSR Release Sub-Step With External Checklist A Release Sub-Step can be created with an external checklist form to formulate a quality validation. Similar steps can be created for Safety, Operations, Environmental, Maintenance, etc. Figure 28: The PSSR Release form with Yes/No/NA answers. This step can be used as a parent step or a sub-step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 40 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC Release Sub-Step with Approval Section A release building block template can be used as a PSSR Sub-Step Release form. The Step Release form works like a Step Approval form except that it does not change the overall MOC status. The effort required to acquire all the releases from the impacted departments should not be underestimated and allowances should be made for communicating the change to the various managers involved. Figure 29: The PSSR engineering release page requires that this group has signed-off on the work. This step can be used as a parent step or a sub-step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 41 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC EMBED STEP A MOC Embed Step is used to insert dependency of one MOC on another. The status of the dependent MOC is shown when selected from the drop down list. Figure 30: The MOC Embed step. This step can be used as a parent step or a sub-step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 42 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC FOLLOW-UP MOC follow-up step is used to track that all required document updates have been completed and re-registered. This includes any punch-list items and drawing revisions, etc. A standard MOC Step or user configurable checklist form can be used for this task. Other forms that can be used with this task as sub-steps are the Re-Training Status form and the Document Update Status form. Figure 31: Follow-up verifies that all required work has been completed. This step can be used as a parent step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 43 of 59 Copyright © 2003-2014 Management of Change Management of Change DOCUMENT STATUS FORM The Document Status form works with the Document Impact form. The Document Status forms reports the update status of all identified documents that needed to be updated. Any identified documents that have not been updated will prevent this step from closing. Figure 32: Follow-up step with Document Status sub-step. This step can be used as a parent step or sub-step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 44 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC CLOSURE MOC closure is the final step in the MOC process. The assigned task manager verifies that all work on the MOC including construction activities is completed. When closed, no further modification to the MOC record is allowed. The MOC status is Closed and the data is archived. An Approval Step can be used as the closure step. This will set the final ”Gate” for the MOC to close. Figure 33: Closing a MOC ends and seals the process. No changes to the MOC record are allowed after the MOC has been closed. This step can be used as a parent step or sub-step. Features such as task starting, task ending, task forwarding, document linking and emails are identical to the standard step. Green arrows are provided to navigate within a workflow. The arrow direction indicates the next screen to be viewed. HCI Systems, Inc. Page 45 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC SEARCH SCREEN A MOC search engine is available to locate MOCs by various search fields. This includes: Company Search Text Archive Status Created Date Range Originator MOC Type MOC Team Member Regulatory Unit/Department System/Area Sub-System/Sub-Area Asset ID Implement Date Range Workflow Step MOC Duration Change Level After selecting search criteria, the screen will refresh with the new search results presented in the Search Results Drop-down list. Figure 34: Existing MOCs can be searched using the application search engine. To search for Open MOCs Ready for Team Member action, select “Open and Team Member Ready” in the Archive LUT with Team Member selected in the Team Member LUT. The search text field will search the MOC Reference fields, the MOC ID field, the purpose field and the description field. HCI Systems, Inc. Page 46 of 59 Copyright © 2003-2014 Management of Change Management of Change SETUP - MOC AUTO EMAILER Auto-Emailer is a configurable email tool that allows emails to be created and sent automatically based upon MOC Type and work flow events. Triggers include On Start, On End, On Change, etc. To setup MOC Auto Emailer, enter the Setup Auto Emailer screen from the Welcome Screen. Figure 35: Auto-Emailer is used to configure email triggers. Select a MOC Type, Work Flow Step, Sub-Step and Event in which an email should be sent. Edit the User Text field and select the email addresses by clicking the sign by the To, CC and BCC fields. When complete click the button to save the Auto Emailer trigger settings. HCI Systems, Inc. Page 47 of 59 Copyright © 2003-2014 Management of Change Management of Change SETUP - MOC DASHBOARD A dashboard can be created for each user. If created, it will be presented upon log-on to MOC Manager. A dashboard can contain multiple queries and KPI charts which will be listed in the specified order. Figure 36: Setup Dashboard. To create a dashboard, enter the MOC filter information, Dashboard ID, position, look ahead and look back day range and set its status to active. Click the button to save your dashboard settings. To edit a dashboard, drill down to the dashboard in question, make the desired changes and click the button to save your dashboard settings. To hide or suspend a dashboard, change its status to inactive. Dashboard can also contain KPI charts. These are shown to the right side of the dashboard screen. KPI setup uses the same setup screen to configure the KPI charts. HCI Systems, Inc. Page 48 of 59 Copyright © 2003-2014 Management of Change Management of Change SETUP MOC AUTO REPORT Auto Report is a configurable email tool that creates and sends MOC reports. To setup MOC Auto Report, enter the Setup Auto Reports screen from either the Welcome Screen or the side menu Quick Links by selecting Reports, Auto-Report. Figure 37: Auto Report is used to configure report email triggers. MOC filters can be set for narrowing the MOCs of interest. Date triggers are set for emails such as weekly, monthly, quarterly, as examples. Report types include MOC Summary, MOC Detail, MOC Open Tasks or MOC Late reports. Auto Report checks all active reports each day and fires emails when the next report date has been reached. Following the email, the next report date is re-set based on the frequency selected. Setting the report status to Inactive disables the report from the Auto Report feature. HCI Systems, Inc. Page 49 of 59 Copyright © 2003-2014 Management of Change Management of Change REPORTS MOC Manager generates the following reports. MOC Summary Report MOC Summary Late Report MOC Open Task Report MOC Detail Report MOC Summary Report Figure 38: Summary reports. HCI Systems, Inc. Page 50 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC Late Report The MOC Late Report is used to generate a list of MOCs and team members that are late in completing their assigned task. In order for the task to be considered late, the task must be assigned, the task must have target start and end dates and the Assigned To Person has been notified by email that their task can be started. Any task that has started after the target start date and is not complete or has not started is considered late. Figure 39: MOC Late Report. HCI Systems, Inc. Page 51 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC Open Task Report Figure 40: MOC Open Task Report. HCI Systems, Inc. Page 52 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC Detail Report Figure 41: MOC Detail Report. HCI Systems, Inc. Page 53 of 59 Copyright © 2003-2014 Management of Change Management of Change MOC FOLDER VIEW MOCs can be viewed in folder view. This is primarily used when loaded, linking and managing documents. Figure 42: MOC in Folder View In folder view, clicking the right mouse button on either a folder or document will prompt a pop-up menu with various folder and document options. This includes: Upload Document Edit Document Properties Copy Document (Create Hyperlink) Move/Delete Document (Cut) Figure 42a Paste Document (Create Hyperlink) Add Folder (Category) Rename Folder (Category) Delete Folder (Category) HCI Systems, Inc. Page 54 of 59 Copyright © 2003-2014 Management of Change Management of Change OTHER SCREENS/EMAILS Email Notice of New MOC Submitted. Figure 43: Notice of New MOC Email. Email Notice of Temporary or Emergency MOC Expiration Figure 44: Notice of Expired MOC. HCI Systems, Inc. Page 55 of 59 Copyright © 2003-2014 Management of Change Management of Change Log-on Screen The log-on screen is the first screen presented to a user. An invalid log-on will generate an error message and a log-on hint. Five incorrect log-on attempts will lock-out the account and an administrator must be contacted to unlock the account. User accounts are configured by the administrator group. Figure 45: MOC Log-on Screen. HCI Systems, Inc. Page 56 of 59 Copyright © 2003-2014 Management of Change Management of Change Appendix A Button Control Key ICON Description Add Item Add Sub-Item Insert New Workflow Sub-Task Insert New Workflow Task Copy Record or Structure Create Email Delete Record or Item Delete Document Delete Item End Task Exit Page Find Move to Next Workflow Step Move to Previous Workflow Step Move to Next Workflow Sub-Step Move to Previous Workflow Sub-Step Print Page Show Calendar Start Task Submit and Save Form View Document HCI Systems, Inc. Page 57 of 59 Copyright © 2003-2014 Management of Change Management of Change Appendix B Tool Bar Key ICON Description Click to Create New MOC Click to Search For a MOC Click to Setup Request Questions Click to Setup User Checklists Click to Setup User Checklist Questions Click to View MOC Statistics Click to Setup MOC Workflows Click to Setup Look-Up Lists, MOC Types, etc. Click to Setup MOC Defaults Click to Setup Group Members Click to Setup Member Permissions Click to Setup Auto Emailer Click to Setup Auto Reports Click to Setup Task Forwarding Click to Run Who is Late Click to View MOC Summary Report HCI Systems, Inc. Page 58 of 59 Copyright © 2003-2014 Management of Change Management of Change Click to View Detail MOC Report Click to View User Manual HCI Systems, Inc. Page 59 of 59 Copyright © 2003-2014
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