Basic understanding of change management workflow

1. TrainingMine
Management of Change (MOC)
Overview
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2. Basic Concepts
Any MOC is processed through a sequence of stages:
 Pre-Approve*
 Originate
 Collaborate*
 Approve
 Implement
 Start-up
 Close-out (Complete)
Above workflow and process at each stage is explained next.
*Optional Stage
TrainingMine MOC
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3. MANAGEMENT OF CHANGE (MOC) PROCESS WORKFLOW
NEW MOC
PRE-APPROVE
OR
DISAPPROVED
ORIGINATE
COMMENTS
COLLABORATE
APPROVE
NOTIFY PEOPLE
DISAPPROVED
IMPLEMENT
START-UP
CLOSE-OUT
• Required tasks such as hazard
reviews are primarily completed
in Implementation, but some may
be completed prior to Approvals
• Tasks designated “Critical” must
be completed prior to Start-up
• Dashed items are optional or
may not always occur
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4. Stage – Pre-Approve
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
CLOSE-OUT
TrainingMine MOC
 First workflow stage that begins with
submittal of an MOC by a person
logging in and filling in a simple MOC
or change request form
 Pre-Approvers designated for this
form are sent e-mails; they log in and
approve or disapprove the MOC
 If approved, they select an Originator
who scopes out and oversees the
MOC through rest of the workflow
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5. Stage – Originate
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
 In this stage, Originator processes the
pre-approved MOC request, or creates a
new MOC by filling in a form (if PreApproval is not used)
 Enter or update MOC title, technical
basis, HES impact, MOC type
(permanent or temporary), and MOC
Profile (an important feature that auto
assigns Collaborators, Approvers,
Requirements and Implementers,
depending on type or severity of change)
CLOSE-OUT
TrainingMine MOC
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6. Stage – Collaborate
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
 Collaborators are SMEs and/or final
MOC approvers who discuss MOC
and provide comments
 Originator revises MOC on-line, for
real-time review by Collaborators
 Submits it for final approval
 Collaboration stage is optional and can
be skipped for simple MOCs, or when
MOC scope has been previously
discussed and agreed to
CLOSE-OUT
TrainingMine MOC
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7. Stage – Approve
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
CLOSE-OUT
TrainingMine MOC
 One or more Approvers (names or
positions) approve, disapprove or
hold MOC (approval pending)
 Disapproval or hold comments emailed to Originator
 Disapproved MOC is placed in
Voided folder for later retrieval
 Approvers can be in any order, and
can be pre-defined for a given type of
MOC via a “Profile”
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8. Stage – Implement
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
CLOSE-OUT
TrainingMine MOC
 Very important stage that tracks MOC
implementation, to the detail desired
 Tracked using standard pre-defined tasks
(“Requirements”) such as hazards review,
Engg/Const, PSSR, documentation
updates, training and awareness sign-offs
 Requirements can be critical or non-critical,
attached to checklists, can be completed
prior to approvals, and assigned to people
in any order
 Can be pre-defined for a given type of MOC
via a “Profile”
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9. Stage – Start-up
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
CLOSE-OUT
TrainingMine MOC
 Final review by an experienced
“Implementation Manager” before giving
permission to start up or “start using the
change”
 Reviews to ensure all Pre-Approvers,
Collaborators, Approvers and
Implementers comments are
satisfactorily addressed, necessary
change-related training completed, and
remaining incomplete non-critical
Implementation tasks are inconsequential
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10. Stage – Close-out
PRE-APPROVE
ORIGINATE
COLLABORATE
APPROVE
IMPLEMENT
START-UP
CLOSE-OUT
TrainingMine MOC
 All remaining non-critical
Implementation Requirements and
action items must be completed at
this stage
 Receive awareness sign-offs from
people absent prior to start-up
 MOC, along with completed
Implementation checklists, moved to
Completed folder for future review
and retrieval
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11. Workflow Participants
 Whenever an MOC task is assigned (such as Pre-
Approve, Collaborate, Approve, Implement, Startup or Close-out), person assigned gets an e-mail
 Log-in to review the assigned task and follow
instructions to complete assigned task
 Upon completion, task is removed from assigned
work area (MOC tab)
 Process repeats when new MOC task assigned
 Follow e-mail reminders about incomplete tasks
and workflow status updates on completed tasks
TrainingMine MOC
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12. Workflow Attributes
 Workflow participants can be any number and any
order (series/parallel or any combination)
 Pre-Approvers and Approvers can be job titles
 Implementation can be broken down into as many
tasks as required, each task aided by a checklist
 Notification of affected people is a mandatory task
 Start-up allowed after “Critical” tasks completed
 Profiles pre-define implementation tasks and key
workflow participants for a given type of MOC;
simplifies creating new MOCs
TrainingMine MOC
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13. Administrators
People granted administrative and/or reporting
access to an MOC organization level can:
 Create a new MOC
 Review and edit In-Process MOCs in the permitted
organization level
 Configure MOC elements such as Requirements,
Profiles and Templates (checklists)
 Create reports to track MOCs
 Control access permissions of other users
TrainingMine MOC
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14. Summary of Key Features
 Create custom forms and checklists to manage hazards

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reviews and PSSR
Track MOC action items using Action Tracking module
Seamless notification of affected people
“Profiles” categorize MOC types and workflows
Link MOCs to equipment and attachments
Store and resubmit disapproved MOCs
Easily retrieve all MOC data and notes
Customizable template-based reports
Automatic e-mail notification on MOC tasks
TrainingMine MOC
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