Management of Change
Management of Change
USER MANUAL
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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
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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
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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.
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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.
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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

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
Register Assets
Configure process systems
Configure physical areas
Document Manager

Register applicable Documents, Drawings and Procedures
Training Manager

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Setup Training Groups
Add Workers to Training Groups
Setup Training Material
Create Training Matrices
Create Training Programs
MOC Manager

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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
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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.
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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
.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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Start Workflow Email button.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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PSSR Sub-Step With User Configurable Checklist Questions
Figure 27b: A PSSR Sub-Step with Yes/No/NA user configurable checklist questions.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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MOC Open Task Report
Figure 40: MOC Open Task Report.
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MOC Detail Report
Figure 41: MOC Detail Report.
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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)
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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.
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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.
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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
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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
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Click to View Detail MOC Report
Click to View User Manual
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