Configure the module and register a change

Configure the module before starting

In the Configuration section of the Change Management menu, you can preload the information that is reused when registering any change. Having this data prepared speeds up subsequent registration.

Configurable sections:

• Departments: populates the Department field in the Queries and Costs tabs.
• Sites: populates the Site field on the Change detail screen.
• Locations: populates the Location field on the Change detail screen.
• Types of impact: populates the Type field on the Impacts detail screen and in the Impacts tab. It is mandatory to register an impact.
• Impacts: records that can be linked to any change.
• Checks: populates the Check field in the Checks tab.
• Distribution lists: populates the Distribution list field on the Change detail screen.
• Cost types: populates the Type field in the Costs tab.

Tip

If you do not define this information beforehand, you can create it at the time of registering a change.

How to register a change

Registering a change request is the first action required to start the change management process.

Step 1 · Create the record

Go to the Change Management module → Changes section → click New.

Step 2 · General data and scope

1. Complete the general change data on the detail screen.
2. Enter a scope in the Scope tab.
3. Click Save.

Note

• Fields marked with an asterisk are mandatory.
• In the Scope tab, it is enough to indicate at least one of the six possible scopes (Company, Site, Section, Position, Activity, Equipment/Installation).

Step 3 · Impacts (optional)

From the Impacts tab, click Link, select the relevant impacts and click Accept.

Step 4 · Queries (optional)

From the Queries tab, click New, complete the department and contact person data, and click Accept.

Step 5 · Documentation

From the Documentation tab, click New, specify the documentation applicable to the change and the responsible parties who must provide it, then click Accept.

Step 6 · Authorisations

From the Authorisations tab:

1. Click New.
2. Select the person who will carry out the authorisation.
3. Tick the type of authorisation to be performed (planning, execution or commissioning).
4. Click Accept and Save.

Caution

You must generate as many authorisations as different people you want to be responsible for the change.

Step 7 · Checks

From the Checks tab, click New, choose the type of check, select the responsible person and click Accept and Save.

Step 8 · Costs (optional)

From the Costs tab, click New, enter the mandatory data and click Accept and Save.

Tip

If you complete all the steps consecutively, it is not necessary to save at each one: saving at the end is sufficient.

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