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Note to File
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Description

The "Note to File" is a generic document which can be tottally ad-hoc or created from a template.
 
It can contain basic worksflow and security features if required.

The Note to File templates can be defined by aby authorised person.
 

Examples

 

Scenario 1 : Simple Note

An operator wants to a add a quick note about their experience with an item of equipment.
They click the create new note to file button and they add their text and/or images.
They accept the default security settings which are that anyone can edit the document.
Their task is complete.

Scenario 2 : Note requiring optional comments


An Engineer makes some notes about a pump but they would like to have the materials Engineer and the area Engineer from an other area to add their comments.

The Engineer creates a simple Note to File but adds the two other individuals to the document workflow ( specific to this one-off document ).
The document is sent to each person for their comments before it reaches the completed status
The initiator is made aware that the comments have been added ( email or workflow ? )

Scenario 3 : Fitness for purpose review


A fitness for purpose review is need for multiple items of equipment. The process and proformas are detailed in a PI.

The system administrator sets up a standard template which defines the workflow in terms of a policy ( i.e. using named roles rather than named people ). They also attach a standard word document that will be used.

Then the Engineer initiates a new Fitness for purpose review the standard workflow and attachment(s) will be pulled in and used.

Note that the template needs to be keyed in a cascading way - see section below

There can be an unlimited number of standard templates. These will be displayed by category.

The maintainability reviews and RBI reviews would be other good candidates for the Note to File functionality.
 
 

Related forms from the old system

This form will be used to replace a number of forms in the old system, for example in the DCS / PES area.
 

Assumptions

Queries

Notes - please use strikethrough as queries are addressed
 
Should the Roles be forced into a particular format to stricyly match the substitution rule below ?
 

Technical Specification

 
notes from developer workshop
 
The template will ask the following questions
Title
Area
Item Type
 
then  ( radio button )
 
Is this a simple note with no status
Is this a simple note with an Open and Closed Status
Is this a workflowed template
 
Then there is the option to fill in the questions, hints and default answers ( and workflow if workflowed ) as per SHE DB

There is also a question for simple and 2 status templates asking who will be able to edit them - this needs to be role based and multi value. 2 status templates will have the ability to specify different roles for the second status (including none).
 
For each section the folowing "actors" can exist
Mandatory contributers
Section Owner ( who closes the section ) - note this will be one person ( all be it choosen via role )
At the end of the form there are also reviewers
 
Tickbox at each stage asking if the owner would like an update email
 

Cascading Templates


Where a template is used thise will be pulled in using a cascading lookup principle.

The key to find the template will use the following sequence
    1. Templatename#Area#Equipment Type ( first of two type fields only )
    2. Templatename#Area#All
    3. Templatename#All#Equipment Type

    1. Templatename#All#All

 
Note that the chosen scheme has intelligenece based on the the template title in so far as it will choose not to display a more generic version with the same title - this is deliberate
 

Role phrase Substitution

 
Furthermore : when executing the workflow the system will apply a substitution approach to identifying people

If the Rule requires that document goes to the Asset Engineer-<<Area>> then the system will substitute the relevant Area and start the following sequence
Asset Engineer-MM8

If the rule simply said "Site RIE" with no <<>> codes then there would be no substitution. See Workflow Engine

Wire Frames

Security

 
 restrictions are only for write
 
 considered in 2 ways
 
1)for a simple note - purely adhoc
options are , All, Just Me, Named Roles
 
 2)but this needs not to interfere with any temaplated or adhoc workflow
 

Workflow

 
Initiator can reset to draft
Send link button can be used by any person ( fdt contacts )
controlled sections progressively lock out but backdoor access for DBADMIN
 

Buttons and Actions

Other Notes

 
The default setting for Process Relevant Documents should be included in this template ( which can be overridden in the actual NTF )
 
When displaying choice we match on area nad type and "all"
 Will need to define area and type in template config
Note if all ticked and a new type or area is added the system needs to cope.

Happy to limit the number of steps in workflow - related to controlled sections - to 5 steps.
 

Reviewers only apply to the last step ( or is at after the last step ? )
 

Developer Notes


20/01/10 AC.  
A simple Note To File can be cancelled by the owner/initiator.  A Note To File that has workflow attached can be cancelled in the early stages (draft) by the owner, however, later stages will require an administrator override to cancel. 
 
A Note To File will have 3 options :-
1. Simple document - no status
2. Simple document - two state (open, closed)
3. Workflow document


For a simple document it will be possible to specify who can edit.  For a two state document it will be possible to specify that it is locked when closed.
Each document will have up to five configurable headers/questions with help bubble text and rich text content including attachements where appropriate.
 
Workflow documents can have up to five stages.
Each stage will have:-
1. A status number (hidden, for control purposes) with an associated configurable status name.
2. Responsibility - who is responsible for completing/signing off this stage? (role based)
3. Mandatory contributor(s) - who are required to contribute before the document can be progressed to the next stage. (role based)
4. Up to five configurable questions/headers with associated rich text content for completion including attachments where appropriate.
 
At each stage it will be possible for the responsible person or mandatory contributors to request additional contributions (name based) - these will not be mandatory and will not prevent the document being moved to the next stage.  However, it will be recorded that a contribution was requested but not received.

 
It will be possible to configure a workflow document to require a review at the end of the workflow phase.  This review will be parallel.  Reviewers will be specified by role.

Additional reviewers can be requested (name based).
 
There will be an option to notify specified roles and/or the initiator when the workflow/review has been completed.
 
On completion the status will clearly show whether there are outstanding actions.
i.e Complete (Outstanding Actions) then simply Complete.
An agent will run to check for completed actions and update the status accordingly.

Deputies (specified in the role configurations) can perform the appropriate tasks.  However, the document will not show in their 'My Documents' list

There will be restricted functionality to roll back the status of a Note To File.

There will be administrator functionality to update the roles/responsibility.