Implementation
About the Implementation Stage
The implementation stage is a mandatory stage that is required for all MOCs and consists of a series of task that must be completed as part of implementing the MOC. Implementation requirements are assigned to individuals or jobs in sequential or simultaneous order with optional due dates and can be classified as critical (pre-startup) or non-critical (post-startup). Once an MOC has been approved, the MOC appears on the Frontline desktops in the MOC tab with a task of Implement for all users who are listed as implementers. A requirement assigned to an individual can be transferred to another individual and can be verified upon completion by a different individual.
Custom web-based forms can be created using the built-in form designer and attached to implementation requirements. If a form is attached to the requirement, the evaluator must complete all required fields of the form before completing the requirement. Any deficiencies discovered while completing the forms can also be documented with critical or non-critical action items. Users with Report permissions can run reports on populated forms.
Below are the guidelines for MOC's in the Implementation Stage
Implementation requirements are assigned to the implementers based on their order and may display an optional due date if entered by the originator.
If the implementer is a job, rather than an individual, any person assigned to that job can work on the requirement.
The implementer can complete the requirement immediately, enter progress or transfer it to another user. All transfers are recorded in the requirement history viewable by selecting the History link. Note: A requirement assigned to a job cannot be transferred.
The implementer can attach documents as evidence of progress or for information.
Any requirement that is ready to be worked on (possibly based on the order) shows Complete Now under the action column.
If the action column shows Pending, the requirement is assigned to someone else or has a higher order.
If enter progress is selected, the requirement remains on the implementer's Frontline desktop in the MOC tab and the MOC Summary displays the status or the requirement with a Progress link to view any progress that has been made.
A critical requirement cannot be completed if another critical requirement of a lower order is not complete.
A non-critical requirement cannot be completed if another non-critical requirement of a lower order is not complete.
A critical requirement can be completed if a non-critical requirement of a lower order is not complete, this prevents non-critical requirements from delaying the completion of critical requirements.
If a requirement has a verifier, the implementer can only transfer the requirement to the verifier for completion. The verifier can then complete the requirement of send it back for additional work.
The Send Notice implementation task is a required requirement designed to notify anyone who will be impacted by the MOC and cannot have a verifier.
The Send Second Notice is an optional implementation task designed to notify anyone who will be impacted by the MOC after changes have been made since the original Send Notice and cannot have a verifier.
All critical requirements and action items must be completed before the MOC can move to the Startup stage.
All non-critical requirements and action items must be completed before the MOC can be completed (closed-out).
The originator or power user can change the implementer or verifier of any incomplete implementation requirement and/or complete the requirement on behalf of the implementer or a verifier.
An implementer can track the status of the MOCs worked on by them by selecting the MOC Participation link from their Frontline desktop Quick Links section.
How to Complete an Implementation Requirement Task
The instructions below provide detailed steps on how to complete an implementation requirement.
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Step |
Action |
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1 |
Select the MOC title from the MOC tab located on the Frontline desktop. Result: The task details display with a View MOC Summary and a table listing all implementation requirements for the MOC. Note: A user can only work on requirements that show a Complete Now, Send Notice or Send Second Notice links, all others will show status of Pending based on the guidelines above. |
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2 |
Select View MOC Summary and review the summary carefully before completing task. Result: The MOC Summary will display the MOC details and configurations. Select any attachment links or requirement links to view information relevant to the assigned implementation task. |
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3 |
Select Close to exit the MOC Summary. |
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4 |
If the requirement is Send Notice or Send Second Notice, follow the Complete Send Notice in the How to Complete a Send Notice Implementation Task section below. |
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5 |
If the requirement is not a Send Notice or Send Second Notice, select Complete Now to begin working on the requirement. Result: The Requirement Completion form is displayed with details of the requirement and any implementation instructions from the originator. If a form (checklist) or network document is attached to the requirement, a link will be displayed. |
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6 |
A user can choose to complete the requirement, enter progress and attach a document. If a user chooses to enter progress on a requirement, the requirement remains on their desktop until completed and all prior progress can be viewed by selecting History. If the requirement is attached to a form (checklist), select the form link and complete all of the required fields (marked with a red asterisk). Some fields many have a pre-defined action item, if selected, complete details necessary to assign the populated action items. If the requirement is attached to a network document, complete the requirement as instructed. If necessary, print the document, fill out requirement fields then upload the completed version by selecting Choose File. Note: If the Require Attachment checkbox was selected for the action item, the assignee will not be able to complete their task without adding an attachment. |
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7 |
Once the requirement has been completed, enter any comments (optional) in the Comments field and select OK. Result: The MOC is moved to the next implementer. Note: If the requirement has a verifier, the option to send the completed requirement to the verifier will appear. The verifier can complete the requirement or send it back to the evaluator for additional work. |
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8 |
Select the Frontline desktop link. Result: The MOC is no longer listed under the MOC tab. If this was the only MOC task assigned to the user, the MOC tab will no longer be displayed on the Frontline desktop. |
About the Send Notice Implementation Requirement Task
All MOCs must have at least a Send Notice implementation requirement. It is automatically added to all your divisions and all profiles within a division as a mandatory implementation requirement (i.e. it must be used in all MOCs). The purpose of this requirement is to notify (train) people affected by an MOC (notice to affected people), and at least one person must be notified about the MOC.
It can be set up as a critical or non-critical requirement when added to an MOC, either directly or via a profile. If set up as a critical requirement (recommended), it can be completed only after all lower order critical requirements are completed. The MOC cannot be started up until the Send Notice is complete.
The notice can be sent out by skillsets* and/or by people's names. When send notice by skillsets is selected, the people who are assigned the skillsets are notified. If have set up such skillsets in a division, sending notice by skillsets is recommended, to prevent from having to select people individually for every notice.
An MOC may also have an optional Send Second Notice implementation requirement. It functions similar to Send Notice except as noted below.
About Sent Notice Prerequisites
A prerequisite training can be attached to a Send Notice requirement, and is assigned automatically along with the MOC sign-off. Learners sent notice are required to complete the pre-requisite training before signing off on the MOC notification.
Example: Using Frontline LMS, you can create a training item (such as a web-based course - WBT, a classroom training - ILT or a procedure - DOC) to train people on an MOC. This training item can be a pre-requisite for the MOC sign-off. The people who have been sent notice must complete this training item before being allowed to sign off on the MOC.
Send Notice Process
Below is a step-by-step overview of the Send Notice Process.
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Step |
Description |
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1 |
The Send Notice implementer completes the Send Notice requirement, generating one or more training assignments (sign-offs) that uses the MOC summary page as the learning content. A sign-off link is added to the bottom of the summary page. This link is programmed to write a completion record viewable in the MOC as well as the Frontline LMS. |
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2 |
The new training assignment is added to the system desktop Training tab of the people ("Learners") to whom the implementer sent notice. Learners clicking on the assignment are displayed a link View MOC Summary & Sign-Off. |
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3 |
If a pre-requisite training is attached to the Send Notice requirement as explained below, the learner is not allowed to click on the MOC summary until the pre-requisite training is completed. |
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4 |
The learner views and signs off on the MOC. If the sign-off is for Send Second Notice, comments entered by the implementer are displayed above the sign-off link. |
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5 |
Upon sign-off, a completion record is written and the assignment is removed from the learners' Frontline desktops. |
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6 |
Following the completion of the Send Notice requirement by the implementer the MOC will move on to the rest of the workflow as described below.
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7 |
The originator or an MOC power user can continue to add people to the Send Notice after the Send Notice is complete, until the MOC is complete (closed out). |
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A learner can re-review this sign-off or any past sign-offs by clicking on the MOC Sign-offs link on their Frontline desktops. This is useful in cases where the process documentation has not been updated for the changes prior to startup. |
How to Complete a Send Notice Implementation Requirement Task
The instructions below provide detailed steps on how to complete a Send Notice implementation requirement.
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Step |
Action |
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1 |
Select on Send Notice link under the action column. Result: The Notice to Affected People screen is displayed, listing any implementation instructions provided by the originator near the top. |
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2 |
To notify people by skillsets, select the Add Skillsets link and select any skillsets that need to be added to the notice by selecting the green circle with a plus sign icon. To add all skillsets in the list, select the Select All link. After the skillsets have been added, closet the skillset window. Result: The skillsets selected to notify display in a window. Note: If there are a large number of skillsets displayed, narrow down the results by entering any part of the skillset as search criteria and click Search. To notify skillsets from other divisions that have been permission granted for, select that division as the search criteria. |
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3 |
To notify people by name, select the Add People link and select any users that need to be added to the notice by selecting the green circle with a plus sign icon. To add all people in the list, select the Select All link. After the users have been added, close the people window. Result: The people selected to notify display in a window. Note: If there are a large number of people displayed, narrow down the results by entering any part of the people as search criteria and click Search. To notify people from other divisions that have been permission granted for, select that division as the search criteria. |
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To review the final list of people selected (either by names or via skillsets or both), click on the link provided. If the wrong skillset was selected or missed a person, close the List of people selected pop-up, and return to steps 2 or 3 and make changes. |
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5 |
If there are pre-requisites for this notification, click Select Pre-requisites button, enter search criteria, select the pre-requisite and click OK. Note:Only one pre-requisite can be added per MOC notification. |
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6 |
Enter the Due Date and click Send Notice button. Due date is the date learners must complete signing off on the notification. It is recommended to allow 7 or more days to make sure people are notified by e-mail about this assignment. Note:If this is Send Second Notice, enter comments explaining why learners are being notified a second time. Results:
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7 |
To send an instantaneous e-mail to people being notified, such as for an emergency MOC, select the Send E-mail Immediately. To add learners from here by selecting the Add Learners link. |
How to Add People to a Completed Send Notice Requirement
The instructions below provide detailed steps on how to add people to a completed Send Notice requirement.
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Step |
Action |
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1 |
Display the MOC Summary by either:
Result: The MOC summary page is displayed. |
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2 |
In the requirements table, select the Notification sent to affected employees link. Result: The MOC notification screen is displayed, listing learners who have been notified so far and who has not signed off yet. |
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3 |
Select Add Learners, followed by Add Additional People. Result: Add additional people pop-up is displayed, listing all the active people in the default account that to be select from. Note: If there are a large number of people displayed, narrow down the results by entering any part of the people as search criteria and click Search. To notify people from other divisions that have been permission granted for, select that division as the search criteria. |
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4 |
Select any users that need to be added to the notice by selecting the green circle with a plus sign icon. To add all people in the list, select the Select All link. After the users have been added, close the people window. |
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5 |
Enter the Due Date and select Save New Learners. |
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6 |
Select Close on the confirmation message. |