Module Concepts

Accessing Smart OSH

To enter the platform, the administrator user must provide you with: link, username and password (or link to set it).

How to recover the password

If you have a username and do not remember the password, use the Forgot my password option from the login screen:

1. Access Smart OSH and click on Forgot my password.
2. Fill in only one of the two fields: Username or Email address.
3. Click Submit data.
4. If the programme has your email, you will immediately receive an email to set the new password.

Tip

If you do not receive the email within 5 minutes, contact your manager.

Module structure

From the Change Management module you can register the necessary changes and specify all the interventions in the process.

Main menu

The module consists of the following menu:

• Change Management: main menu that gives access to Changes and Configuration.
• Changes: main screen to register changes, manage them and consult existing ones.
• Configuration: menu that allows you to register the content of configurable fields.

Screen types

• Detail screen: screen for creating or consulting a record. It contains mandatory fields, non-mandatory fields and tabs with additional information. Examples: Changes, Departments, Sites, Locations, Types of impact, Impacts, Checks, Distribution lists and Cost types.
• List screen: shows all registered records. Also called relation screen. In this module you have the Change list screen.
• Tab: section within a detail screen that allows you to see more content, create new records or link existing records. Available tabs: Scope, Impacts, Queries, Documentation, Authorisations, Checks, Submissions, Notes, Costs, Reports, Attachments and SmartStatus.

Field types

• Free text fields: filled in freely.
• Selection fields: select one of the available options.
• Search fields: allow searching from a list screen.
• Calculated fields: automatically filled in by the programme.

Note

• If a field title contains an asterisk, the field is mandatory.
• If a field title appears underlined and is filled in, clicking it takes you to the detail screen of the associated record.

Most common actions

On screens and tabs you will find action icons to: register, delete, save, save and exit, exit without saving, refresh, generate report, link records, clear fields, select from a list, show contextual help, access settings, download to Excel, export to PDF/Excel, unlink records and download PDF.

Caution

If an action icon appears in grey, that action is not active and cannot be executed.

Operations by tab

Some tabs of the Change detail screen have specific operations:

Tab	Operation
Documentation	Attach document
Authorisations	Authorise change
Checks	Manage checks
Submissions	Force deferred submission now · Register risk sheet acknowledgement
Reports	Update report · Download reports in bulk
Attachments	Download attachments in bulk · Sign attachment · Change dates in bulk · Register risk sheet acknowledgement
SmartStatus	Open · Ignore

To execute an operation: select the record, click Operations and choose the operation you need.

Reports

The module has the Change Management Report, which the programme generates and updates automatically based on the actions of the responsible parties.

Caution

It is not recommended to generate it manually unless you need to sign it by hand.

To generate it manually:

• From the list screen: select the record and click Generate report.
• From the detail screen: click Generate report.

When generating it, the following options appear:

• Report template: template to generate.
• Notify me by email when the report is generated: sends notification upon completion.
• Digitally sign the report: enables digital signature.
• Send the report via email: deferred sending to the applicable recipient.
• Distribution scopes: recipients when the report is signed by all.
• Signatures: people to whom it will be sent for signing.

Change management statuses

Every change management process goes through five distinct statuses, linked according to the actions of the responsible parties:

#	Status	Stage	Main action
1	Draft	Start	The request is registered; the responsible parties receive the email to authorise the change.
2	Created	Decision	The responsible parties receive the planning authorisation request and can authorise and sign or reject (returns to Draft).
3	Planning	Planning	The responsible parties receive the document to validate and the execution authorisation request.
4	Execution	Execution	The responsible parties receive the checks request and the start-up request.
5	Start-up	Realisation	The responsible parties receive the email to authorise the start-up.

Note

• Except for the transition from Draft to Created, all status transitions are automatic: manual modification is not recommended.
• All email sending is done in deferred sending mode.

Source: M-SO-20-16-01 «Change Management User Manual», version v.1, 18/05/2020.