Change authorisation workflow

This page describes, in order, the complete cycle that a change follows once created: how authorisations are requested, what the responsible parties do, and how to manage incidents (notes and rejections).

1. Request authorisation for planning

When the change has all the information, the planning authorisation is requested.

How to start the request

1. Access the Change Management module → Changes → enter the change.
2. Modify the Status field from Draft to Created.

Automatic step

When changing the status, the application generates as many records in the Submissions tab as there are planning authorisation responsibles in the Authorisations tab.

How to force deferred sending

By default, emails are sent the next day. To send them immediately:

1. From the change, go to the Submissions tab.
2. Select the record to send.
3. Click Operations → Force deferred sending now.

The programme immediately sends the email to the responsibles.

What the responsible party receives

The responsible party receives an email from SmartOSH Notifications with a View document link.

How to view the document

1. Access your inbox and open the SmartOSH Notifications email.
2. Click on View document.
3. A page is displayed to view and download the document, and to perform the corresponding action.

Options for the responsible party

The planning authorisation responsible has three options:

• Authorise and sign: opens the signature screen. After signing, the change status changes to Planning and the sending (deferred) of the documentation request is automatically generated.
• Add notes: opens a screen to write notes. The change returns to Draft and the change owner receives a notification to manage them.
• Reject: opens a screen to indicate the reason. The change status changes to Rejected and the programme sends an informative email to the change owner, the authorisation responsibles, and the employees on the distribution list.

2. Manage notes

If a planning authorisation responsible adds notes, you must resolve them to continue the process:

1. Access the Change Management module → Changes → enter the change.
2. In the Notes tab, select the corresponding note. Check the Applied box if appropriate, fill in the Application comments field, and click Accept.
3. Modify the change information according to the notes, if you consider it appropriate.
4. Change the change status from Draft to Created so that the authorisation request for planning is automatically generated again.

3. Manage rejections

If a responsible party rejects the change at any stage:

1. Change the change status from Rejected to Draft and modify the information according to the rejection reason, if you consider it appropriate.
2. Change the status from Draft to Created to restart the cycle and automatically regenerate the corresponding authorisation request.

4. Request documentation

When all planning authorisation responsibles have signed, a sending (deferred) of the documentation request is automatically generated to the responsibles who must provide it.

How to force deferred sending

From the change → Submissions tab → select the record → Operations → Force deferred sending now. The programme sends the email to the documentation responsibles.

What the documentation responsible receives

An email from SmartOSH Notifications with the link to attach the document.

How to attach documentation

1. Access the SmartOSH Notifications email.
2. Click on Attach document.
3. On the page that opens, use Choose files to attach and click Accept.

Automatic step

After attaching the documentation, the programme immediately sends the email to the execution authorisation responsibles.

5. Request authorisation for execution

The sending of the execution authorisation request is generated automatically when all responsibles have attached their documentation. The application creates as many records in Submissions as there are execution authorisation responsibles.

Note

The sending is generated deferred.

How to force deferred sending

From the change → Submissions tab → select the record → Operations → Force deferred sending now.

What the responsible party receives

An email from SmartOSH Notifications with the View document link.

How to view the document

1. Access the SmartOSH Notifications email.
2. Click on View document.
3. The page is displayed to authorise the document, download it if necessary, and perform the corresponding action.

Options for the responsible party

• Authorise and sign: opens the signature screen. After signing, the change status changes to Execution and the sending (deferred) of checks is automatically generated.
• Reject: opens a screen to indicate the reason. The change status changes to Rejected and the programme sends an informative email to all involved (change owner + authorisation responsibles + distribution list).

Authorise the change from Smart OSH

As a responsible party, you can also authorise the execution directly from the application, without using the email:

1. Access the Change Management module → Changes → enter the change → Authorisations tab.
2. Select the corresponding employee, click Operations → Authorise change.
3. Click Authorise and sign or Reject.

6. Request checks

The sending of the checks request is generated automatically when all responsibles have authorised the execution. The application creates as many records in Submissions as there are check responsibles in the Authorisations tab.

Note

The sending is generated deferred.

How to force deferred sending

From the change → Submissions tab → select the record → Operations → Force deferred sending now.

What the responsible party receives

An email from SmartOSH Notifications with the Manage checks link.

How to view the checks

1. Access the SmartOSH Notifications email.
2. Click on Manage checks.
3. A page is displayed to accept the relevant checks.

Available actions

• Choose file to attach: to provide a supporting document.
• Check Completed: marks the check as performed.
• Accept: confirms the management of the check.
• Cancel: exits without performing any action.

Automatic step

When all checks are completed, the sending (deferred) of the start-up request is automatically generated.

Manage checks from Smart OSH

As a responsible party, you can also manage the checks directly in the application:

1. Access the Change Management module → Changes → enter the change → Checks tab.
2. Select the check, click Operations → Manage checks.
3. Perform the same actions as from the email.

7. Request authorisation for start-up

The sending of the start-up request is generated automatically when all responsibles have accepted the checks. The application creates as many records in Submissions as there are start-up authorisation responsibles.

Note

The sending is generated deferred.

How to force deferred sending

From the change → Submissions tab → select the record → Operations → Force deferred sending now.

What the responsible party receives

An email from SmartOSH Notifications with the View document link.

How to view the document

1. Access the SmartOSH Notifications email.
2. Click on View document.
3. The page is displayed to Authorise and sign or Reject the start-up.

Options for the responsible party

• Authorise and sign: the responsible party authorises the start-up and signs.
• Reject: the change status changes to Rejected and the programme sends an informative email to all involved (change owner + authorisation responsibles + distribution list).

Tip

When all start-up responsibles authorise the change, its status will change to Start-up and the management cycle will have ended.

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