New

1

Complete the MOC details form

2

Select evaluation requirements, if any

3

Select collaborators, if any

4

Select approvers

5

Select implementation requirements

6

Add attachments, if any

7

Select equipment, if any

1

Select MOC > In Process > organization level* (if displayed) from the MOC module menu.

*The level at which you are working in. The organization level can be either company, division, or account. If permissions have been granted at multiple levels, it is recommended to create MOC at division level or account level.

If a list of accounts or divisions is displayed, select the account or division where the MOC should be created in.

2

Select    from the toolbar.

If this is a pre-approved MOC, find the MOC by pasting the MOC title or the MOC number from the pre-approval e-mail in the boxes provided at the top of the list view. Look for the MOC near top of the list view as the MOCs are sorted by the latest date created.

3

Click the Procedure button to check if your administrators have provided any guidelines on completing this form.

4

Enter the MOC Title. This would have been filled-in if this MOC has been pre-approved. You may change the title if necessary.

5

Choose the Ref Code from the drop down list.

Note: Ref Code is used to create a unique MOC number.

For a pre-approved MOC, MOC number is already created. The Ref Code used to create the MOC number may be changed (if the pre-approval shortcut uses a generic Ref Code) by selecting a New Ref Code from the drop down list.

6

Enter the Priority and MOC Type.

Note: Special e-mail notifications are created if the priority of emergency is selected. If exploratory or temporary are selected, an expiration date must be entered. This is the date when the organization expects to undo the change, and revert to normal operation. Thirty days prior to the expiration date, the originator will receive weekly reminder e-mail to restore normal operation and complete (close-out) this MOC.

7

Enter Description of Change, Technical Basis for Change, Environment and Safety Impact, Equipment Affected and Expected Completion Date (mandatory). Some fields may already be filled in for a pre-approved MOC; it is possible to edit and update them if necessary.

Note: Description, technical basis and environment and safety impact fields are mandatory for PSM type MOCs. If the division has equipment configured in the settings, it is recommended to select it later from the Equipment tab. A proper entry in the expected completion date will allow administrators to track past due MOCs using dashboard and custom reports.

8

To enforce the collaborators' and/or approvers' number of days to complete the MOC collaborate and/or approve task, check the corresponding Enforce Days field (not typical). This may also be filled in by selected profile.

Notes:

• If enforce days to approve is checked, the MOC moves to the next approver if an approver does not approve the MOC within the allocated number of days. If all approvers fail to approve within the allocated time, the MOC is voided. If enforce days to collaborate is checked, the MOC automatically moves forward if a collaborator fails to finish collaboration within the allocated period.
• When enforced, a due date is displayed for the collaborator and/or approver task under their desktop's MOC tab and in MOC e-mail notifications. The due date is calculated by adding days to collaborate/approve to the date assigned.

9

If the Implementation Manager (person responsible for approving startup) is not already filled in, enter the first few characters of the implementation manager's last name and select the ellipses button. Select the implementation manager from the list.

Note: The originator can be the implementation manager.

10

Select a Tag, and complete the How Change will be Implemented, Work Order No. and Cost fields, if necessary. Tag and work order fields are for tracking only, and can be entered/updated later.

11

Select    on the toolbar.

Result: The MOC is created and placed in the New stage.

1

Select the Evaluation tab.

Result: The list of the mandatory and recommended evaluation requirements and their properties (order, evaluators, verifiers, days to complete, etc.) that were automatically added (if any) based on the profile selected are displayed. You may delete any recommended requirement (if not applicable for your MOC) or change its properties. You may also add implementation steps for any evaluation requirement.

2

Select    from the toolbar.

Result: A search form is displayed on the right side of the screen.

3

If you know the name of the evaluation requirement you want to add, enter any part of its name in the requirement search box. Otherwise, leave this box blank.

4

Select Search.

Result: If you entered search criteria, the requirements matching the search criteria are displayed, else all the evaluation requirements in your division are displayed. If a requirement is linked to an on-line form or a network document, it will be listed in blue. You can click on the blue text to view the attached form or document before selecting it.

5

Is the requirement that you want to add in this list?

If YES, select the requirement (check box in last column) that you want to add to the MOC. Complete steps 6 - 9 for each selected requirement.

If NO, either

• Revise the search criteria and go to step 4, or
• Create a new evaluation requirement and go to step 1.

6

Enter an Order for selected requirements. If you leave this field blank, it will be added in order 1.

7

If an Evaluator for a selected requirement is not defined, select the evaluator type (individual or job).

Select the Evaluator Type: Individual or Job, enter search criteria in the Evaluator field and a list of names or job titles matching the search criteria is displayed then select "OK".

To select a specific user within a job: once you have selected the job from the available options, select the group icon to display a list of users assigned to that job. Select a user from the list and select "OK".

8

Select the Multiple button to add multiple instances of the same requirement.

Note: If adding multiple instances of the same requirement, a Pre-fix must be added to each requirement as a unique identifier.

9

If you want to provide a due date for completing a selected requirement, enter a value in Days to Complete field as a positive integer.

Note: When a requirement containing days to complete is assigned (changed to "Inbox" status), the due date will be automatically calculated by adding "Days to Complete" to "Date Assigned". This due date will appear under the desktop's MOC tab and in MOC e-mail notifications.

10

Select    on the toolbar.

Result: The evaluation requirement(s) are added to the MOC.

11

Optional: Select the Create MOC: checkbox to require the assignee to submit an MOC as their event task.

If Create MOC: has been checked, select one of the two options to determine how the task will behave:

• Action item can be completed after creating MOC - This option will allow for the event task to be completed and removed from the assignee's desktop once the MOC is submitted, and event can proceed to close-out.
• Action item to remain open until MOC is closed out - This option will keep the event task on the assignee's desktop with an In Progress status after the MOC has been submitted. The event task will remain on the assignee's desktop until the associated MOC has been closed-out.

Note: The task will be displayed on the assignee's desktop as an action item with a Create MOC requirement display in the Action Item Completion form. This feature can only be used when the Individual radio button has been selected in the Assigned: field.

12

Optional: Select the Require Attachment checkbox to require the assignee to add an attachment to the requirement before they are able to complete their task.

Note: If adding an attachment is required, only one attachment is allowed when selecting Complete. However, assignees can and multiple attachments by entering progress multiple times.

13

Use Reorder button if you wish to reorder several requirements simultaneously.

14

For any requirement on the left, you can enter optional Verifier (verifies and closes out the requirement, or transfers it back to the evaluator for additional work) and Implementation Steps (specific steps the evaluator can take to complete the selected requirement, and are displayed to the evaluator on the requirement completion form).

Select the Require Attachment checkbox to require the assignee to add an attachment to the requirement before they are able to complete their task.

Note: If adding an attachment is required, only one attachment is allowed when selecting Complete. However, assignees can and multiple attachments by entering progress multiple times.

1

Select the Collaboration tab.

2

Select    from the toolbar.

3

Select the collaborator type (individual or job), enter search criteria in the evaluator field and select . A list of names or job titles matching the search criteria is displayed. Select the collaborator.

Result: The people or jobs matching the search criteria are displayed.

4

Check the box next to the person or job you want to select.

5

Enter an Order of collaboration for each person or job.

6

Enter Days to Collaborate for each person or job. The default is 7 days.

Note: Days to Collaborate is only used if days to collaborate is enforced.

7

Select    on the toolbar.

Result: The collaborator(s) are added to the MOC.

8

Use Reorder button if you wish to reorder several collaborators simultaneously.

1

Select the Approval tab.

2

Select    from the toolbar.

3

If you know the name of the approvers to be added, enter any part of their name in the name field. Otherwise, leave this box blank

Select the Company and Division where the collaborators are located.

Note: To enter approvers by job, select the Jobs radio button.

4

Select Search.

Result: The people matching the search criteria are displayed.

5

Check the box next to the person you want to select.

6

Enter an Order of approval for each person.

7

Enter Days to Approve for each person. The default is 7 days.

Note: Days to Approve is only used if days to approve is enforced.

8

Select    on the toolbar.

Result: The approver(s) are added to the MOC.

9

Use Reorder button if you wish to reorder several approvers simultaneously.

1

Select the Approval tab.

2

Select Route from the toolbar.

3

Enter the search criteria. If you do not know what to enter, leave the search criteria blank.

4

Select Search.

Result: The routes matching the search criteria are displayed.

5

Check the box next to the people and/or job you want to select.

6

Select    on the toolbar.

Result: The approver(s) are added to the MOC.

1

Select the Approval tab.

2

Select Copy Collaborators from the toolbar.

Note: The button is displayed only when there are collaborators and no approvers have been chosen.

Result: The list of collaborators is displayed.

3

Check the box next to the people that you want to select as approvers.

4

Enter an Order of approval for each person.

5

Enter Days to Approve for each person. The default is 7 days.

Note: Days to Approve is only used if days to approve is enforced.

6

Select    on the toolbar.

Result: The approver(s) are added to the MOC.

7

Use Reorder button if you wish to reorder several approvers simultaneously.

1

Select the Implementation tab.

Result: The list of the mandatory and recommended evaluation requirements and their properties (order, evaluators, verifiers, days to complete, etc.) that were automatically added (if any) based on the profile selected are displayed. You may delete any recommended requirement (if not applicable for your MOC) or change its properties. You may also add implementation steps for any evaluation requirement.

2

Select    from the toolbar.

Result: A search form is displayed on the right side of the screen.

3

If you know the name of the implementation requirement you want to add, enter any part of its name in the requirement search box. Otherwise, leave this box blank

4

Select Search.

Result: If you entered search criteria, the requirements matching the search criteria are displayed, else all the implementation requirements in your division are displayed. If a requirement is linked to an on-line form or a network document, it will be listed in blue. You can click on the blue text to view the attached form or document before selecting it.

5

Is the requirement that you want to add in this list?

If YES, select the requirement (check box in last column) that you want to add to the MOC. Complete steps 6 - 9 for each selected requirement.

If NO, either

• Revise the search criteria and go to step 4, or
• Create a new evaluation requirement and go to step 1.

6

Enter an Order for selected requirements. If you leave this field blank, it will be added in order 1.

7

If an Implementer for a selected requirement is not defined, select the implementer type (individual or job).

Select the Implementer Type: Individual or Job, enter search criteria in the Implementer field and a list of names or job titles matching the search criteria is displayed then select "OK".

To select a specific user within a job: once you have selected the job from the available options, select the group icon to display a list of users assigned to that job. Select a user from the list and select "OK".

8

Select the Multiple button to add multiple instances of the same requirement.

Note: If adding multiple instances of the same requirement, a Pre-fix must be added to each requirement as a unique identifier.

9

If you want to provide a due date for completing a selected requirement, enter a value in Days to Complete field as a positive integer.

Note: When a requirement containing days to complete is assigned (changed to "Inbox" status), the due date will be automatically calculated by adding "Days to Complete" to "Date Assigned". This due date will appear under the desktop's MOC tab and in MOC e-mail notifications.

10

Select    on the toolbar.

Result: The implementation requirement(s) are added to the MOC.

11

Select the Create MOC: checkbox to require the assignee to submit an MOC as their event task.

If Create MOC: has been checked, select one of the two options to determine how the task will behave:

1. Action item can be completed after creating MOC - This option will allow for the event task to be completed and removed from the assignee's desktop once the MOC is submitted, and event can proceed to close-out.
2. Action item to remain open until MOC is closed out - This option will keep the event task on the assignee's desktop with an In Progress status after the MOC has been submitted. The event task will remain on the assignee's desktop until the associated MOC has been closed-out.

Note: The task will be displayed on the assignee's desktop as an action item with a Create MOC requirement display in the Action Item Completion form. This feature can only be used when the Individual radio button has been selected in the Assigned: field.

12

Optional: Select the Require Attachment checkbox to require the assignee to add an attachment to the requirement before they are able to complete their task.

Note: If adding an attachment is required, only one attachment is allowed when selecting Complete. However, assignees can and multiple attachments by entering progress multiple times.

13

Use Reorder button if you wish to reorder several requirements simultaneously.

14

For any requirement on the left, you can enter optional Verifier (verifies and closes out the requirement, or transfers it back to the implementer for additional work) and Implementation Steps (specific steps the evaluator can take to complete the selected requirement, and are displayed to the implementer on the requirement completion form).

Optional: Select the Require Attachment checkbox to require the assignee to add an attachment to the requirement before they are able to complete their task.

Note: If adding an attachment is required, only one attachment is allowed when selecting Complete. However, assignees can and multiple attachments by entering progress multiple times.

1

Select the Attachment tab.

2

Select    from the toolbar.

3

Enter a Title.

4

Select Choose File to browse to the attachment and select it.

Note: The attachment must be in a location that is accessible to all MOC role players and people that will be notified about the MOC.

5

Select    on the toolbar.

Result: The new attachment will be added to the list on the left.

6

Select View link to confirm that the correct document was selected

1

Select the Equipment tab.

2

Select    from the toolbar.

3

Enter the first few letters of the Equipment Title or Equipment Code in the search criteria.

Note: If you do not know what to enter, leave the search criteria blank.

4

Select Search.

Result: The equipment matching the search criteria are displayed.

5

Check the box next to the equipment you want to select.

6

Select    on the toolbar.

Result: The equipment is added to the MOC.

1

Select MOC > In Process > organization level* (if displayed) from the MOC module menu.

*The level at which you are working in. The organization level can be either company, division, or account. If permissions have been granted at multiple levels, it is recommended to create MOC at division level or account level.

If a list of accounts or divisions is displayed, select the account or division where the MOC should be created in.

2

Select    from the toolbar.

If this is a pre-approved MOC, find the MOC by pasting the MOC title or the MOC number from the pre-approval e-mail in the boxes provided at the top of the list view. Look for the MOC near top of the list view as the MOCs are sorted by the latest date created.

3

Click the Procedure button to check if your administrators have provided any guidelines on completing this form.

4

Enter the MOC Title. This would have been filled-in if this MOC has been pre-approved. You may change the title if necessary.

5

Choose the Ref Code from the drop down list.

Note: Ref Code is used to create a unique MOC number.

For a pre-approved MOC, MOC number is already created. The Ref Code used to create the MOC number may be changed (if the pre-approval shortcut uses a generic Ref Code) by selecting a New Ref Code from the drop down list.

6

Is there is a recommended Profile for the class of MOC being creating?

If YES, choose it from the drop down list. To view the properties of the selected profile by select the View link. If this is not the correct profile, select another one.

If NO, follow the detailed method.

Notes:

• MOC procedure can provide guidelines for selecting the appropriate profile.
• Profile may already be selected if this is a pre-approved MOC. To change the profile select a New Profile from the drop down list.
• Any selected profile can be changed up to the evaluation stage. A form to be completed in the evaluation stage may automatically select correct profile.

7

Enter the Priority and MOC Type, if not automatically entered by the selected profile.

Note: Special e-mail notifications are created if the priority of emergency is selected. If exploratory or temporary are selected, an expiration date must be entered. This is the date when the organization expects to undo the change, and revert to normal operation. Thirty days prior to the expiration date, the originator will receive weekly reminder e-mail to restore normal operation and complete (close-out) this MOC.

8

Enter Description of Change, Technical Basis for Change, Environment and Safety Impact, Equipment Affected and Expected Completion Date (mandatory). Some fields may already be filled in for a pre-approved MOC; it is possible to edit and update them if necessary.

Note: Description, technical basis and environment and safety impact fields are mandatory for PSM type MOCs. If the division has equipment configured in the settings, it is recommended to select it later from the Equipment tab. A proper entry in the expected completion date will allow administrators to track past due MOCs using dashboard and custom reports.

9

To enforce the collaborators' and/or approvers' number of days to complete the MOC collaborate and/or approve task, check the corresponding Enforce Days field (not typical). This may also be filled in by selected profile.

Notes:

• If enforce days to approve is checked, the MOC moves to the next approver if an approver does not approve the MOC within the allocated number of days. If all approvers fail to approve within the allocated time, the MOC is voided. If enforce days to collaborate is checked, the MOC automatically moves forward if a collaborator fails to finish collaboration within the allocated period.
• When enforced, a due date is displayed for the collaborator and/or approver task under their desktop's MOC tab and in MOC e-mail notifications. The due date is calculated by adding days to collaborate/approve to the date assigned.

10

If the Implementation Manager (person responsible for approving startup) is not already filled in, enter the first few characters of the implementation manager's last name and select the ellipses button. Select the implementation manager from the list.

Note: The originator can be the implementation manager.

11

Select a Tag, and complete the How Change will be Implemented, Work Order No. and Cost fields, if necessary. Tag and work order fields are for tracking only, and can be entered/updated later.

12

Select    on the toolbar.

 If this is a pre-approved MOC, select Update.

Result: The MOC is created and is placed in the New stage.

13

To add Attachments and/or Equipment,  follow steps outlined in add attachments and add equipment.

14

Select the Details tab.

Result: The MOC is displayed in form view.

15

Select View Summary to see a complete summary of the MOC, including items automatically selected by profile. Need to need to make any changes?

If YES, close the MOC summary and edit items to be changed as explained in the detailed method.

If NO, close the MOC summary and check Start Evaluation, Start Collaboration or Start Approval (whichever is enabled). If start evaluation or collaboration have been selected, be sure to review the notes below.

Notes:

• If evaluation is required, the originator will receive an e-mail when it is completed. The originator is required to review the evaluation results, revise scope if necessary, and start collaboration or approval. A task named so will be assigned on their system desktop as a reminder.
•  If you are collaborating and you (originator) are not one of the collaborators, you will be prompted to add yourself as a collaborator, with Yes/No button choices. It is recommended that you click Yes to add yourself as a collaborator. This way you can answer questions from other collaborators while in the collaboration stage, reducing subsequent communication effort. You can also update MOC based on their comments, and it can be viewed by other collaborators immediately.
• Upon completion of the collaboration, you will receive an e-mail requesting you to review all collaborators' comments, revise scope if necessary, and start approval. This task will also be assigned on your system desktop as a reminder.

Prior to starting approval, you may be asked to complete one or more implementation requirements. In this case, go to the implementation tab and find such requirements (these are ordered 1 with originator as implementer, and box Must be Completed Before Approval checked). For each such requirement, complete the form attached to the requirement (if any), check the completed box, enter any comments, and click Update. You can also complete any other requirement assigned to anyone as long as it is ordered 1, if you wish. If the requirement is assigned to an implementer other than you, your name will be listed in the Action By field. Any such completed requirements will be skipped in the implementation stage