SWMS Workflow: Approval and Management

SWMS Workflow: From Draft to Archival

The SWMS module uses a workflow to manage documents through their lifecycle.

Workflow Stages:

1. Draft:

   • New SWMS records start here. You can freely edit and complete all sections.
   • When ready, click "Submit for Approval" (or a similarly named button) to move it to the next stage. You might be asked to confirm this action.

2. Pending Approval:

   • The SWMS is now awaiting review by the designated approver (usually the Supervisor).
   • The approver will have an option to "Approve" the SWMS. They might also be able to send it back for revisions if changes are needed.

3. Approved:

   • The SWMS is active and can be used for the work.
   • Further editing is typically restricted at this stage.
   • When the SWMS is nearing its expiry, or the work is complete, it can be submitted for archival using a button like "Submit for Archival".
   • Note: The system may automatically move an approved SWMS to 'Pending Archival' if its 'Valid to' date passes.

4. Pending Archival:

   • The SWMS is flagged for archival. This often happens if it has expired or is being replaced.
   • Options at this stage might include:
     • "Renew": This could return the SWMS to an earlier stage (e.g., 'Pending Approval') for updates, such as extending the 'Valid to' date, effectively creating a new version or extending its life.
     • "Archive": This finalizes the archival process.
   • Note: The system may automatically archive the SWMS if a specified 'Return Date' (if applicable for equipment or site access tied to the SWMS) has passed.

5. Archived:

   • The SWMS is stored for record-keeping and is no longer active.
   • A "Renew" option might still be available if an archived SWMS needs to be reactivated or used as a basis for a new one.

Notifications

Key personnel (like the preparer and supervisor) are usually notified by email at important workflow changes, such as submission for approval, final approval, or when a SWMS is archived.