Change Management Workflow & Notifications

Workflow Stages for the Main Change Management Form

A change request managed via the main form progresses through several stages. Understanding these stages helps you track its progress:

• New Request: The initial status when a change is first drafted.
• Open Request: The change has been formally submitted and is awaiting initial review or assignment.
• Under Assessment: The change proposal is being actively evaluated for its impacts, risks, and benefits.
• Pending Approval: The assessment is complete, and the change is with the designated authorisers for their decision.
• Implementation: The change has been approved and is now being carried out.
• Implementation Review: The process of how the change was implemented is being reviewed (distinct from reviewing the outcome of the change itself).
• Review: The overall effectiveness and outcome of the implemented change are being reviewed.
• Review Pending Activation: If a further follow-up review is scheduled, the change may enter this state.
• Closed: The change process is fully complete, and the record is finalized.
• Rejected: The change request was not approved at some point during the process.

You will use workflow buttons at the bottom of the form to move a change request from one stage to the next, where applicable.

Workflow for the Basic Change Management Form

This form has a much simpler workflow, typically:

• Draft: The request is being prepared.
• Complete: The request is finalized.

Key Notifications

As a change request moves through the workflow stages of the main form, automated email notifications are sent to keep relevant individuals informed:

• When Submitted: The person who reported the change is notified when it's formally submitted ('Open Request').
• For Assessment/Approval:
  • The nominated Supervisor is notified when a change is ready for their assessment ('Under Assessment').
  • The Internal Authoriser is notified when it's 'Pending Approval.'
  • The Quality Representative is notified when it moves to 'Implementation.'
  • The Supervisor is also typically notified when the change moves to 'Implementation Review' and 'Review' stages.
• When Key Stakeholders are to be Informed: Upon reaching the 'Implementation' stage, individuals selected in various "Notify when signed off" fields (e.g., Business Managers, Operators) will receive a notification.

This ensures that everyone involved stays up-to-date on the progress and status of change requests. For general information on how notifications work, see 'Understanding Notifications' in the "General Features" category.