MOC Notifications

About MOC Notifications

The MOC module has an integrated e-mail notification system designed to ensure the smooth progression of MOCs through all workflow stages. At each stage specific tasks are assigned to role players; the e-mail notification system informs users of incomplete MOC tasks and any progress made on the MOC. Each e-mail contains key details about the MOC including the title, number, originator, the task that is assigned to the recipient and instructions on accessing the MOC (desktop tab or module menu) to complete the assigned task.

Additionally, originators and administrators (power users) can also send instantaneous or immediate e-mails to role players to prompt them to complete their tasks, or distribute information which may be holding up task.

Summary, current task reminder, administrative reminder e-mail notifications are set up as batch jobs running periodically. Their frequency can be adjusted to meet business hours and needs.

Types of Notifications

There are six categories of MOC notifications listed and described below.

Routine E-mail Notifications
Summary E-mail Notifications
Instantaneous E-mail Notifications
Current Task Reminder E-mail Notifications
Administrative Reminder E-mail Notifications
Send Notice Notifications

About Routine E-mail Notifications

Routine e-mails are an important feature of the MOC e-mail notification system and are sent out to role players only when one of the three events described below occurs. If one of the three tables are not shown in an e-mail, then there are no MOCs that fall into the category.

New MOC Tasks - Displays the details of a new MOC task assigned that day to the assignee of the task.
Disapproved MOC - Displays the details of any MOC voided that day to any role players that participated in or would have participated in.
MOC Status - Displays the current status of any MOC the recipient is a role player in IF a stage change has occurred that day.

Routine e-mails are sent out automatically via a batch job that runs depending on the priority of the MOC.

MOCs with the priority or routine, exploratory, temporary and turn-around, the batch job for routine e-mails will be ran once per day.

MOCs with the priority of emergency, the batch job for routine e-mails will be ran once every 4-6 hours to facilitate faster processing of the emergency MOC.

About Summary E-mail Notifications

Summary e-mails provide on-going, periodic reminders as a follow-up to the routine e-mail notifications. Since routine e-mail notifications are only sent out if one of the events occur, summary e-mails are configured to run via batch job at least once a month to provide MOC role players current MOC tasks and MOC status updates, described below.

Current MOC tasks - Displays details of all MOC tasks currently on the recipient’s Frontline desktop with the date each task first appeared on the recipient’s desktop.
MOC Status - Displays the current status of any MOC the recipient originated or participated in with the date it entered the current stage.

About Instantaneous E-mail Notifications

Instantaneous e-mails are sent out either automatically or manually and not by a scheduled batch job.

Instant e-mails are sent out automatically by the module when one of the events below occur.

To pre-approvers in order 1 when a new MOC request is submitted from a Frontline desktop shortcut (turned off by default).
To a user that has submitted an MOC request when the request has been pre-approved.
To the user selected as the originator for an MOC request that has been pre-approved. The originator is requested to find the MOC in the MOC > In Process folder to complete other items for the MOC according to the company’s site MOC procedure and start the first stage (evaluation, collaboration, or approval).
To the originator when evaluation has been completed. The originator is requested to review evaluation results, revise scope (if necessary) and start collaboration or approval.
To all collaborators when a collaborator adds new comments. If a collaborator wishes to not receive e-mail updates with other collaborator comments, they should complete their task and do not select the Send me e-mail notifications about new comments checkbox.
To originator when collaboration is complete. The originator is requested to review all collaborators’ comments, revise scope (if necessary) and start approval.
To originator when an MOC approval is set to pending by an approver with the comments added by the approver.
To all role players when an MOC is approved for Start-Up by implementation manager with the message “The above MOC is are to start up. All non-critical requirements, action items, and Send Notice training must now be completed before the MOC can be closed-out.”
To all role players when a temporary or exploratory MOC is completed (closed-out) and normal operation is to be resumed.
To all role players when the expiration date of a temporary or exploratory MOC is extended by its originator or a power user.
To all role players when an MOC is disapproved or voided in any stage with a message “Please contact the person disapproving the MOC for additional information. If you are the originator, find the MOC in the voided folder and resubmit if necessary. MOC will be copied to the MOC > In Process folder in the new stage. Revise MOC based on disapprover’s comments and restart.”
Originators or power users when necessary can send immediate e-mail notifications to any role players to expedite progression or to distribute new information about the MOC by selecting the Send Immediate E-mail link on the MOC details tab.
Implementers of the Send Notice requirement can send special immediate e-mail notifications to people requesting their prompted MOC sign-off by selecting the Send E-mail Immediately on the Send Notice confirmation page.

About Current Task Reminder E-mail Notifications

Current task reminder e-mail notifications provide on-going, periodic reminders as a follow-up to routine or instantaneous e-mail notification about pending tasks for MOC role players displaying the information below automatically by a batch job once a week.

Current MOC task -Displays details of all MOC tasks currently on the recipient’s Frontline desktop with the date each task first appeared on the recipient’s desktop.
Originator tasks - Displays a list of pending originator tasks.

About Administrative Reminder E-mail Notifications

Administrative Reminder e-mail notifications are generated for originators or power users to help maintain the MOC module build and ensure smooth processing of MOCs for the company. Administrative Reminder e-mails are sent out for the following events.

Temporary/Exploratory MOCs listing expired or about to expire - An e-mail to the originator will be sent out once a week, 30 days before the MOC expiration date.
MOCs assigned to inactive people or jobs - An e-mail to power users is sent out once listing all in process MOCs that have inactive participants and tasks assigned to the inactive participants.

About Send Notice Notifications

All MOCs have a required Send Notice implementation task with the purpose of notifying anyone who will be impacted by the MOC. The implementer can select people individually or by skillset to receive a training item on their Frontline desktop in the Training tab to complete. Any user that receives the training item for the MOC will be required to view the MOC Summary and sign off at the bottom of the summary to ensure it was review in its entirety.