Workflows within Centrik covers two available options, Management of Change, an area to manage large scale changes through a processed project management phase approach, and a Workflows area. Workflows can be used to document step by step processes within your organisation. At its most basic level, a workflow can be a simple list of things to do. at its most complex, a workflow can be used as a project management tool, allowing a user to add Risk Assessments, Audits, Meetings and Workflows within a Workflows.
Management of Change (MOC)
Clicking on the Management of Change button from the Workflows landing page directs you to a summary of the management of change area.
Management of change workflows will be displayed under the different stages or phases where they currently sit, this area will initially be blank with only the available system buttons showing until your first MOC is started.
Prior to starting an MOC a workflow definition will need to be created, this will be used as template for large scale business changes of the same type, this means that there is a consistent MOC model used for workflows of the same type, as an example adding a new aircraft to your fleet or changing your nominated post holder.
You are able to create as many workflow definitions as is required.
Adding a Workflow Definition
1. Click on the ‘Workflow Definitions’ button
2. Click on the ‘+ Create New Definition’ button
3. The Identifier field is pre-populated but this can be overhyped and relabeled if required, give this MOC workflow definition a name, and a description (this is optional)
4. Choose a Phase Schema from the dropdown list, there are three to choose from
Simple – this schema has four phases.
Standard – this schema has seven phases
Extended – this schema has nine phases.
5. Editable - choose if this workflow can, or cannot be deviated from
6. Select the Organisation and Department that this MOC is applicable to
7. Select to show or not show this workflow on your dashboard summary
8. Select an option for Steps and Phases
Release Steps All at Once – all steps for this workflow are released and you can move into different phases without a prior phase being completed
Release Steps Phase by Phase – steps are only released for another phase when the preceding phase has been signed-off
9. Select how to calculate any due-by dates, two available options
Start and End dates of the overall workflow.
Start and End Dates of Each Phase
10. Click on the ‘Save’ button.
Upon clicking the save button an additional area (contents) is made available, this is where you can add details to each step and phase of the MOC
1. Within the Contents area, click on the ‘+ Add Section’ button
2. The Section Number is provided, this can be overtyped if required, provide a Section Name and a Workflow Phase, this will be where it sits in the MOC (depending on the Phase Schema will depend on the phases available)
3. Click on the ‘Save’ button
You are now ready to add some steps to this created section
1. Click on the ‘Add’ button within the Workflow Steps area
2. Give the workflow step a title
3. Select the checkbox if this is a required step, leaving the box unchecked means it becomes optional
4. If you want to give ownership of this step to an individual, a role, or a department then use the User/Role box to input this information
5. Check the box to make this user/Role the Workflow Owner
6. Enter in the details of any due dates of steps, there are two areas available - Days Due After Start of Phase or Days Due Before End of Phase
7. Click on the ‘Renumber’ button to give each step a number
The double ended arrows can be used to move, or change the order of steps, and the ‘X’ button can be used to remove a step
8. Click on the ‘Save’ button.
Upon saving, each step has a details area available, you are able to add additional details for this step within this area.
9. Click on the ‘Details’ button.
You can add in any reference attachments within this area, if required
10. Click on the ‘Add’ button within the Content area, an additional area is enabled.
11. Within the Data Field box, enter in what text you wish to be displayed for additional details in this step
12. Within the Content area there are selectable options available
Text – a single text field
Text (multi-line) – a text field with multiple lines available
Number – a number field
Date – a date box is made available
Risk Assessment – the ability to link an existing Centrik risk assessment to this step or a template risk assessment
Meeting – the ability to link a meeting to this step
Workflow – the ability to link a workflow to this step
Audit – the ability to link an audit to this step
*when selecting a risk assessment, a meeting, a workflow or an audit, an additional selection box is displayed in order to select an option from the system. The system defaults to the wording Pre-existing, select from the list of options (you will need to create a risk assessment, a meeting, a workflow, or an audit to select it within this step). You can also select ‘allow duplicates’, this will allow more than one of each to be created.
13. Once you have added all areas that you require, click on the ‘Save’ button
14. Move back to the main page of your workflow, continue adding sections and the details required within each section, selecting an appropriate phase for each section
*Example of completed contents section
When all sections have been completed you are ready to start your MOC workflow, there are two ways of doing this.
Starting an MOC Workflow
1. Click on the 'Manage of Change' button
2. From within the workflow definition, select the ‘Start Workflow’ button or From the Management of Change landing page, select the ‘+ Start New Workflow’ button
3. Selecting from the list of available definitions which workflow definition you wish to use
Depending on the schema style built within the workflow definition creation will result in the amount of phases that you follow.
4. Enter in a Workflow Title
5. Enter in a WF (Workflow) Due Date
6. Enter in an Owner
7. Click on the ‘Save’ button.
The workflow has started, and the status has been changed to In Progress, any dates will be calculated from the workflow due date, any owners for each step will be listed within the Owner area.
8. Click on the ‘Edit’ button
9. Enter the Change Proposal Details into the available area.
10. Click on the ‘Save’ button.
11. Complete each step by clicking on the ‘Do Step’ button.
Clicking on the Do Step button displays any areas created within the template that need to be completed
12. Enter in the required details within this step, add any actions (if required), add any attachments (if required)
13. If the step has been completed, click on the ‘Completed’ button, otherwise select one of the other available options from Partially Completed, To Do, Not Applicable, or Cancel
If completed that step is marked as completed by the individual clicking on the button within Centrik and date stamped
14. Complete the remaining steps within the phase.
15. When all steps have been completed, click on the ‘Sign off this phase’ button
A prompt box will appear detailing the steps within this phase
16. Click on the ‘OK’ button.
If Phase by Phase sign-off was selected in the template then you are only able to select the next phase after sign-off for the current phase has been completed. If you selected Release Steps All At Once you are able to select any phase at any time, however a phase will require sign-off in order for the sign-off area to be enabled within the next phase and so on.
As sign-off is completed and you move through the phases of the MOC you can visually see at what phase you have completed from the chevrons at the top of the page.
Available within all phases of the MOC is a Delete, Move, Stop, and download button
Delete – Deletes the MOC
Move – Allows you to move this MOC into another subsystem.
Stop – Allows you stop this MOC, this will remove it from your active MOC list and place it within the Completed workflows area (you are able re-activate from this area)
Download – Allows you to download the MOC in pdf format
All In Progress MOC workflows are displayed on the summary page, all completed MOC Workflows are stored within the Show Completed Workflows button.