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Create MOC/REC Proposal

When creating an MOC/REC the user is taken through a set of screens which are not represented on the workflow but will result in data on the Proposal step. The steps below show how to get data into the system as a MOC/REC.

  1. To create a new MOC/REC, click on the Create New in the left pane under Record Options.
  2. Enter the Location by clicking on the field and selecting a location from the hierarchy. The location pick list can expand and collapse with child (sub) locations under the parent (main) location. The location choices will be only the locations which the user has roles and tokens associated to the tracker Modules.
  3. Next the user will need to select a Type (MOC, REC, EMOC or Custom) by clicking on the radio button. Custom will add the workflow that has been customized by the implementation team for your company's process.
  4. The user will select a source using the drop down. If an EMOC was selected as a type then the system will automatically assign the source and it cannot be modified.
  5. Click Save the record will be saved as a draft and the Proposal portion of the work flow will be displayed for the user to add Details.

The prefix number is assigned when the MOC/REC is proposed and consists of the letter “REC” for Recommendation, “MOC” for MOC, “EMOC” for Emergency MOC, the year (15), and the number of Recommendations created during that particular year.

Under the Record Options additional buttons are available. Based on the users' permissions will the Send for Acceptance, Accept and Close or Accept and Continue be available. The Record Details will give the user the Reference ID, Location, Source, Status, Initiator and the Initiation Date. If the user closes the Details screen without anything in the fields, it will be in their My Assignments as the Initiator. Just click on the hyperlink to go back into the record.

Add Proposal Details​

Although only 5 fields are required (Title, Responsible Person, Target Closure Date, Description and Justification), the user should enter as much information as possible when initiating the MOC/REC. The user must have the correct permissions and tokens assigned. The Reviewer must accept the MOC/REC – entering as much information as possible helps User who posts the MOC/REC to understand what you are proposing and why.

Other fields displayed in the Proposal Window are:

  • Risk Ranking Allows the initiator to associate a risk level to the MOC/REC. This ranking is based on client needs and is set up upon installation. The Risk Ranking can however be modified in the Administration Module. The Risk Ranking allow for the user to select As Is or To Be. The default is set to the To Be tab. Once the proposal has been accepted the risk can be edited throughout the workflow until completed. This allow the user to make Risk Matrix required at a step later in the workflow.
  • Target Start-up Date is the estimated date in which the actual “change” will be approved to initiate/start.
  • Actual Start Date is when the MOC actually starts.
  • Work Order # if the company uses Work Order Numbers to track the MOC, the work order number is the field to put this number.
  • Priority – Defines the timing that the MOC/REC must be addressed. Examples are:
    • Before Start-up
    • Next Shutdown/Turnaround
    • Specified Date
  • Confidential
  • Temporary Change - (MOC only)
  • Termination Date
  • Expiration Date
  • Category– Defines the category of the MOC/REC you are entering. For a REC, the Category is for reporting purposes only, but for a MOC, the Category defines the associated Evaluation checklist and PSSR checklist. Examples are Equipment/Piping, Procedural, Software, and Technology.
  • Basis – Defines Why the MOC/REC is being created. The reasons why can be numerous, i.e. Safety, Environmental, Health, Reliability, Compliance, or Public Relations. The Basis field can be edited throughout the workflow with the token Edit-Basis-Throughout-Workflow.
  • Suggested Fix

At this time the user may click on the tabs to add attachments, equipment and record links.

Tracker Attachments​

Resolution Tracker allows the user to attach related documents to MOCs/RECs. Documents can be attached when in the Proposal, Evaluation or implementation stages. The attachments will be in one central location on the Proposal page.

  1. To add an attachment, click on the Attachments tab. Note the italicized number - this is an indicator on the number of attachment
  2. Give the Attachment a Descriptive Name
  3. Using the radio buttons, select either URL or File. The URL can be www.google.com no longer is it required to have http://. If the File radio button is selected the Select files will be active. Click on the Select Files and a browse window will open. Browse to the file you wish to attachment click open. The file is listed under the Select Files button.
  4. If the user so desires, they can add a Category by using the drop down and selecting a pre-defined Attachment Category. The Attachment Category is part of the Selections library and can be set up in Administration.
  5. Click Add to add the attachment to the record. The attachment name will be in the grid. The user may edit the attachment name only prior to approval. After the approval step, the user can attach additional allowed attachments.
  6. Attachments can be added in at the Evaluation, Action , PSSR, Post Startup Action and Closure Item steps.

The grid consists of the Attachment Name, Location of storage, Step, Details, Category, Icons.

New feature is Step. Since the attachment is in many different places within the work flow, VISIUM KMS has come up with the centralized area on the Proposal page. The Step is where the attachment was added in the work flow and the Details is if it is associated to a question in the Evaluation or PSSR items.

Example​

Drawing added on an Evaluation item. The attachment will show under the proposal page, with the Step as Evaluation and details will be the question that the attachment is associated to.

The attachment types currently configured for attachments are: .jpg, .jpeg, .pdf, .docx, .doc., .png., .bmp, .xlsx, .xls, .txt, .pptx, .ppt, .pptm and .msg. The maximum size for each type is 10 megabytes.

Note

It is advised that the user do not put a space prior to the URL address as this will cause an error.

Tracker Equipment​

Prior to associating Equipment to an MOC/REC, you must create an Equipment Library and associate the Equipment to the Locations at the Facility. The Equipment Library consists of Equipment Types and specific Equipment associated to each type. The Equipment Library must be set up by a User that has permissions in the Administration Module. The Equipment Type can be set up in under the Selections in Administration and the Equipment will be added under Locations. The user can associate up to three types of equipment numbers for each piece of equipment, allowing you to access the equipment using different numbering systems. The equipment is associated to the MOC/REC by choosing from the Equipment List. Multiple pieces of Equipment can be associated to each MOC/REC.

  1. To associate Equipment to the MOC/REC, click on the Equipment tab. The Equipment Window is displayed. Note the italicized number - this is an indicator displaying how many pieces of equipment are associated to the record. If the user has the token in Role Based Security "Edit-Equipment-Throughout-Workflow", they can begin typing the piece of equipment. If the equipment is not in the list, the user can add it to the list. It will be marked as a Global (assigned to all locations) piece of equipment. The user can then let an administrator know what location the equipment should be assigned to and the administrator can update in the Manage Equipment.
  2. Select the equipment from the drop down, if the equipment is not in the list begin typing the equipment and a drop down will appear with Click Add Equipment when adding a new piece of equipment through the workflow.
  3. Click Add Equipment a window will open with the equipment name.
  4. Add the equipment type, description, the equipment ID, and Equipment Detail Comment.
  5. Click OK

The Equipment information fields will be populated and the user can add text to the Comment field.

  1. Click the Add button
  2. The equipment will be added to the grid below.
  3. Click the Edit button to edit comments field of the equipment. Click Update when the modifications are completed to save to the database.
  4. Click the Delete button to remove the piece of equipment. A confirmation message will be displayed. Click Ok. The equipment selected will be removed from the record.
  5. Click Save.

The purpose of the Records Link screen is to show information that originated outside of the workflow. If the MOC/REC was exported from Auditor, Investigator, or Risk Assessor, limited information relative to the Audit, Investigation, or Risk can be accessed by clicking on the Origin icon at the beginning of the workflow. If a REC was converted to a MOC then on the MOC the user could access information from the REC on the origin screen. If an Emergency MOC is created then the approver information can be seen on the origin screen.

A new feature in Tracker is the ability to link like records with an existing proposal. This record can be a Parent, Sibling or a Child.

There may be times that the user will have a large project that needs multiple MOCs. By opening a Parent MOC all other MOCs the child will be closed prior to the Parent closure. In other words, the Parent cannot be closed until all child MOCS are closed.

To add a parent the user will:

  1. Click on Record Links and the user will be presented with an empty grid. Note the italicized number - this is an indicator of the number of links associated with the record
  2. Click on Select Parent button. A window will open with a drop down field. Using the drop down, find the MOC that will be the parent. All Children Records must be closed prior to the closing of the Parent.
  3. Click on the Select Children button. A window will open. Click on the field to display the pick list. The user may select multiple children one at a time.

A Record link may look like the following example:

By clicking on one of the Link Id's the user will be taken to that record (in this case we clicked on the Parent Id MOC 15-111.

The Child will be listed in the Record Links of this MOC.

Submitting MOC/REC​

After entering the data, you have three options available at the Record Options of the Proposal Window. These options are:

  • Send for acceptance – Loads the MOC or Recommendation into the system awaiting a User’s posting or acceptance to proceed with the MOC or Recommendation. This is not approval to implement the MOC or Recommendation – it is merely approval to evaluate the proposed MOC or Recommendation to determine if it is to be implemented. This is the only option available if the User proposing the MOC or Recommendation has Tracker Initiator Role.

  • Accept and close – Saves the Recommendation as accepted. Users with proper security roles and access rights or the noted Responsible Person can later open the MOC or Recommendation to assign Action Items, as well as change the status of the MOC or Recommendation. If the User chooses this option, the MOC/REC is approved and the Responsible person may access the MOC/REC at a later time to start the evaluation process.

  • Accept and continue working – Allows the User to continue working on the current MOC or Recommendation. If the User chooses this option, the Evaluation Checklist is displayed.

Accepting MOC/REC​

The acceptance screen is where the User with the proper security roles can accept a MOC/REC into the work flow process for their locations. Only items waiting to be accepted for locations will be displayed in the screen.

Click the Accept icon under Record Options.

The Acceptance window displays the information that was entered by the initiator prior to sending the MOC/REC for acceptance. While in this page the User can perform the following functions:

  • Accept the MOC/REC and close the window by checking the Accept box on the right side of the grid. Changes can be made to the Proposal page when the User clicks on the Status "Awaiting Initial Evaluation".
  • Delete the MOC/REC by checking the box to the right of the Accept box. If the MOC/REC is deleted by the User the initiator will not receive notification. The User should contact the Initiator by another means. If delete is used the record will be permanently removed from the database.
  • Delete Record
Note

The Responsible Person or Approver can delete the record prior to acceptance. It must be in Draft status.

To delete the record, under Record Options there will be a Delete Record button. This button will be displayed based on the User's permissions.

A Confirmation message will be displayed. Click OK to permanently delete the record.

Changing Target Closure Date and Cascade Date Change​

Functionality exists to assist the user when change the Target Closure Date of a MOC or REC. When the Target Closure Date of the MOC or REC is changed a change reason must be inputted and comment is required. A window will open asking if the user for confirmation of cascading the date to all open checklist items and actions. The display is as below:

Changing the Expiration Date​

Functionality exists to assist the user when changing the Temporary Expiration Date of a MOC. When the Expiration Date is changed a change reason must be inputted and comment is required.

Change Title​

The user can change the title after approval. The token needed for this is the Proposal-Edit_Title.

Record Hold​

This feature allows the user to put a tracker record on Hold and Restore Record multiple times throughout the workflow. The user will need to enter a reason each time that the record is put on hold. The user must have the token To put a record on hold follow these steps:

  1. Under Record Options click Put On Hold
  2. A Put On Hold window will open. Type in the reason for putting the hold.
  3. Click Put On Hold button., the Record Options will no longer have Put On Hold, but Restore Record will be in Record Options.
  4. Click, under Record Options, Restore Record to remove the hold.

A Report view can be written to retrieve the number of times a record is placed on hold, date/time for each time the record is placed on hold, the date/time for each time the record is re-activated and the reason for being on hold