SWMS
SWMS Workflow: Approval and Management
Understanding the SWMS lifecycle from draft to archival, including approval processes and notifications.
SWMS Workflow: From Draft to Archival
The SWMS module uses a workflow to manage documents through their lifecycle.
Workflow Stages:
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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.
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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.
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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.
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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.
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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- The SWMS is stored for record-keeping and is no longer active.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.
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