Ref Codes

About Ref Codes

Ref Codes help organize an MOCs and action items for prioritizing, tracking, reporting, and overall MOC management. A ref code is the configurable portion of an  MOC and action item number. It can be used as search criteria to find an MOC or groups of action items. The default ref codes automatically added to the MOC module are Engineering, Maintenance, Operations, Quality, Safety. MOC Power User's at the division level are able to view, create, and edit ref codes using the Settings > Ref Codes section.

A ref code can represent a plant, a process area, or department depending on how the company chooses to categorize an MOCs in Frontline MOC. Examples of ref codes Glycol plant, Brine, Acid1, or Utilities. For any new MOC created, a unique MOC number is created automatically by using the ref code selected, shown below.

  • MOC Number = Ref Code + Division Code + Year MOC created + Sequential number

Note: A ref code cannot be deleted if it is being used by an MOC. It is recommended to inactivate ref codes that should no longer be available for users to select.

Manage Ref Codes

The instructions below provide detailed steps on how to create, update and delete / inactivate ref codes. Remember, only user's with MOC Power User permission can create, update or delete / inactivate ref codes.

How to Create a Ref Code

Follow the steps provided below to create a new ref code for a division.

Step

Action

1

Navigate to Settings > Ref Codes in the MOC module menu.

Result: The ref codes already available in the system will display.

Note: The ability to view ref codes in divisions outside of a users default division is determined by organization permissions.

2

Select    from the toolbar.

Result: The Ref Code Information form will display all available fields to complete.

3

Enter the name of the ref code in the Ref Code field.

Example: Area 1, Brine, HR, HSSE, Utilities.

4

Description is an optional field that can be used to further describe the ref code. Enter a description, if necessary.

5

Ensure Company, and Division are correct.

Note: Ref Codes are created and saved at the division level.

6

Ensure Active is checked, making the new ref code available for use once completed.

7

Modify the Active and Inactive dates, if necessary.

Result: Effective the active date the ref code will be available to for users to select. Effective the inactive date the ref code will  be unavailable for users to select.

8

Select    on the toolbar.

Result: The new ref code has been added to the list and is available for users to select.

 

How to Update a Ref Code

Follow the steps provided below to update an existing ref code for a division.

Step

Action

1

Navigate to Settings > Ref Codes in the MOC module menu.

Result: The ref codes already available in the system will display.

Note: The ability to view ref codes in divisions outside of a users default division is determined by organization permissions.

2

Select the Ref Code that needs to be updated.

Result: The Ref Code Information form will display all the available fields to modify.

3

Modify the fields that need to be changed.

4

Select    on the toolbar to update the ref code with the modifications that were made on the Ref Code Information form.

Result: The ref code will be updated with the modifications that were made.

 

How to Delete or Inactivate a Ref Code

Follow the steps provided below to delete or inactivate ref codes. Remember, a ref code cannot be deleted if it is being used by an MOC or action item. It is recommended to inactivate ref codes that should no longer be available for users to select.

Step

Action

1

Navigate to Settings > Ref Codes in the MOC module menu.

Result: The ref codes already available in the system will display.

Note: The ability to view ref codes in divisions outside of a users default division is determined by organization permissions.

2

Select the Ref Code that needs to be deleted or inactivated.

Result: The Ref Code Information form will appear with available fields to modify.

3

If the ref code has not been used in an MOC or action item, it is possible to delete the ref code.

To delete a ref code, select    on the toolbar. Then select    when asked "Are you sure you want to delete?" from the pop up message.

Result: The ref code has been deleted from the list of available ref codes for the division.

4

If the ref code has been used in an MOC or action item, the ref code can be inactivated to remove it from the list of available ref codes for users to select.

To inactivate a ref code, uncheck Active from the Ref Code Information form. Then select    on the toolbar to update the ref code with the change in active status.

Result: The ref code will not be visible in the ref code drop down list for users to select when creating an MOCs or action items.

Note: All an MOCs or action items created with the ref code before the inactive status will retain the ref code.