3.4.1 Add new Change Request Action

 

A Change Request Action is raised from the Change Request Implementation workflow stage (refer to Section 3.3.5).


To Raise a New Change Request Action:


  1. Where a Change Request Action is required then click the Raise Action button on the Change Request Implementation screen (refer to Section 3.3.5 for details of the Change Request Implementation stage)

  2. The Actions Workflow Summary shows the number of Change Request Actions at each workflow stage (as shown above)
  3. The Change Request Action Details screen opens (a screenshot is shown at the end of this section)
  4. Enter all relevant information, ensuring that mandatory fields are completed (these are denoted by a red asterisk *)
  5. The Number for the Change Request Action is generated automatically by the system
  6. The title should be kept short and relevant as this will be displayed on the Change Request Action Register and also on the Change Request Action Summary Table
  7. The Action Type field is presented as a drop down list (which is defined within the MOC Module Admin Settings) and lists the type of the Change Request Action; for instance it may be Replace Equipment, Training of Personnel, Update Process – you can only select one Source from the drop down list
  8. The Change Request Action Description can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  9. Where the Change Request Action involves changes to any Processes, Documents or Overviews within AgilityBMS then these can be referred to in the Add Agility Links field
  10. Click Add
  11. The Add Process/Document Changes Window is opened
  12. Select the required Documents, Process Maps, Overviews
  13. Filtering Options can be applied to multiple columns if required.
  14. Select the required column and click the filter button
  15. Select required parameters from the filtering options available
  16. Click the Filter button
  17. Filtered results will be displayed.
  18. Once your selection have been made click Add Selected Agility Items
  19. If you wish to cancel adding Documents, Process Maps, Overviews then click the X at the top right of the Add Process/Document Changes Window
  20. To remove any of the selected Documents, Process Maps or Overviews afterward click Remove button against the relevant Document, Process Map or Overviews
  21. The Supporting Documents functionality is used to upload and attach files to the Change Request Action; there is a file size limit of 15mb per file.There is no limit to the number of files that can be attached. To remove any of the uploaded files afterward click Remove button against the relevant file
  22. The Supporting Links functionality is used to link the Change Request Action to external websites, databases or any other source that has a URL link available; there is no limit to the number of links that can be defined. Click Add to open the Add Link window and enter the name and the URL address. To remove any of the links afterward click Remove button against the relevant link
  23. Define the Planned Start Out; this is the date that the Change Request Action is to be started by and uses calendar look up box (note if actions are sequential ensure that Planned Start Dates take into account TargetCloseOutDates for other ChangeRequestActions)
  24. Define the Target Start Out; this is the date that the Change Request Action is to be started by and uses calendar look up box (note if actions are sequential ensure that Planned Start Dates take into account TargetCloseOutDates for other ChangeRequestActions)
  25. Define the Target Close Out; this is the date that the Change Request Action is to be completed by and uses calendar look up box
  26. The Required Resources can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  27. The Legal and Other Requirements can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  28. Where there are Training Requirements associated to the Change Request Action then tick the Training Required tick box which opens the Training Comments field
  29. The Training Comments can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  30. Where there are Compliance Requirements associated to the Change Request Action then tick the Compliance Requirements tick box which opens the Compliance Comments field
  31. The Compliance Comments can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  32. The MOC Module has the capability to utilise the Risk Management and ControlItems functionality of AgilityBMS, including: Risk Matrices; Hazard; Risk Evaluation; Risk Control; Risk Evidence;
  33. To link the Change Request Action to the Risk Items within AgilityBMS:
  34. Click Add
  35. The Add Process/Document Changes Window is opened
  36. Select the required Documents, Process Maps, Overviews
  37. Filtering Options can be applied to multiple columns if required.
  38. Select the required column and click the filter button
  39. Select required parameters from the filtering options available
  40. Click the Filter button
  41. Filtered results will be displayed.
  42. Once your selection have been made click Add Selected Agility Items
  43. If you wish to cancel adding Documents, Process Maps, Overviews then click the X at the top right of the Add Process/Document Changes Window
  44. To remove any of the selected Documents, Process Maps or Overviews afterward click Remove button against the relevant Document, Process Map or Overviews
  45. Define a Change Request Action Owner
  46. Click Add to choose the Change Request Action Owner
  47. The Add Owner Window is opened
  48. Select the required Person (there can be only a single Owner defined)
  49. Filtering Options can be applied to multiple columns if required.
  50. Select the required column and click the filter button
  51. Select required parameters from the filtering options available
  52. Click the Filter button
  53. Filtered results will be displayed.
  54. Once your selection have been made click Add Selected Agility Items
  55. Click OK
  56. The Change Request Action can have further specifics defined for it by using the Advanced Properties which enables multiple selections to be ticked – this is dependent on the Advanced Properties defined within AgilityBMS
  57. Once completed either select the Save and Add Another button or the Save button depending on whether or not you are intending add further Change Request Actions at the same time
  58. Where the Save button was selected the module will save the ChangeRequest Action and allocate the number; the Change Request Action Screen will be displayed
  59. The ChangeRequest Action will show at the Action workflow stage (note it has not been sent to the Change Request Action Owner at this point)

  60. Further work can be undertaken on the Change Request Action until such times as it is ready for issue
  61. Once the Change Request Action is completed it can be submitted to the Change Request Action Owner for review; this is achieved by click the Send to Action Owner button; if the Change Request is no longer needed then click the Delete button
  62. In the warning message screen select OK to send the Change Request to the Coordinator for review or select Cancel to return the edit page

  63. The Change Request Action will now continue in the workflow; the status on the ChangeRequestActionRegister and the ChangeRequestAction Summary table will be shown as Action Owner Review
  64. The Change Request Action Owner will be allocated a Task and Emailed a notification.