The Management of Change section is an area that can be used to capture large scale organizational change prior to change occurring. The MOC area of workflows allows an organization to understand any hazards, assess if change is feasible, conduct any safety assessments, implement, or stop change from occurring or to highlight any changes required to limit the impact of change.
Workflow definitions provide the possibility of creating different MOC templates which in turn can be used for different organizational change.
Each MOC workflow can be created to capture details of key milestone areas of a project as phased deadlines. Phases include the ability to assess any risks involved, utilize action management to alleviate them, as well as link MOCs to organizational meeting notes, audits, and other workflows.
Clicking on the Management of change tab within the Workflows module directs you to the MOC landing page.
All in progress Management of change workflows will be displayed under the different stages or phases where they currently sit, there is also an area that houses any completed MOC workflows.
Prior to starting an MOC a workflow definition will need to be created, this can then 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 can create as many workflow definitions as is required.
Creating a Workflow definition
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. Workflow Owner – choose if a workflow owner is Required or is optional
7. Select the Organisation and Department that this MOC is applicable to
8. Select to show or not show this workflow on your dashboard summary
9. 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
10. 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
11. 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 Step’ button within the Workflow Steps area
2. Add in as many steps to this workflow as is required (additional steps can be added after or during (if your workflow is editable))
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, typing in the box a name will display names matching those letters, to enter in a Role type the word Role and select from the organizational options, to enter in Department, type the word Dep and select from the organizational departments listed.
An Individual (they exists as a contact):
Role:
Department:
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 six dots at the end of each step can be used to move, or change the order of steps, and the ‘Dustbin / Delete’ button can be used to remove a step.
If adjusting the order of steps or deleting steps use the ‘Renumber’ button to reorder your step numbers.
8. Click on the ‘Save’ button.
Upon saving, each step has a details area available, you can add additional details for this step within this area.
1. Click on the ‘Details’ button.
You can add in any reference attachments within this area, if required or use the ‘Add’ button, this provides the ability to create additional fields or link to other areas of the system that are related to this workflow step
2. Click on the ‘Add’ button within the Content area, an additional area is enabled.
3. Within the Data Field box, enter in what text you wish to be displayed for additional details in this step
4. 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.
5. If a step is required you are able to tick the ‘Required’ check box, this will make this item mandatory
6. Once you have added all areas that you require, click on the ‘Save’ button
7. 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.