Statuses
A change request moves through these statuses in order. A status marked Optional is not used on every record.
| Status | Who acts | What happens | Signature | Article |
|---|---|---|---|---|
| 1Initiated | Initiators, Coordinators | The change request is saved here. Sign to send it on to Awaiting Approver sign-off. | Yes | Create a change request |
| 2Awaiting Preliminary Reviewer sign-offOptional | — | Not used on every change request. | — | How a change request moves from Initiated to Closed |
| 3Awaiting Approver sign-off | Approvers | Sign to move the change request to Authorise Changes Implementation, or send it back to Initiated with a reason. | Yes | Sign a change request as Approver or QA |
| 4 | QAs | Sign to authorise the changes: the change request moves to Implement Changes. Or send it back with a reason. | Yes | Sign a change request as Approver or QA |
| 5Implement Changes | Coordinators, QAs | Each change is carried out and closed by its own Coordinators and QAs; a change whose Closure Dependencies are open waits in Awaiting Dependency. When the last change is Closed, the change request moves to Awaiting QA sign-off by itself. | — | Close a change of a change request |
| 6Awaiting QA sign-off | QAs | Sign to move the change request to Awaiting Effectiveness Review; the QAs' panel also offers Escalate status to Closed. Or send it back to an earlier status with a reason. | Yes | Sign a change request as Approver or QA |
| 7Awaiting Effectiveness Review | Coordinators | Answer Was the action effective? on the Effectiveness Form tab and sign with Save And Escalate; Yes moves the change request to Awaiting Effectiveness Verification. | Yes | Record the effectiveness review of a change request |
| 8Awaiting Effectiveness Verification | QAs | Sign to close the change request, or send it back to Awaiting Effectiveness Review with a reason. | Yes | Close a change request |
| 9Closed | — | The change request is complete; its status button is greyed. | No | How a change request moves from Initiated to Closed |
Each change of a change request has its own statuses while the change request is in Implement Changes: In Progress, Awaiting Dependency, Awaiting QA sign-off and Closed. When the last change is Closed, the change request moves to Awaiting QA sign-off by itself.
Roles
Two kinds of role decide what you can do with a change request: your system role, and the roles you are named in on the change request.
System roles — set for each user
- Administrator
- A system role. Changes change requests, their roles and their changes in Initiated and Implement Changes; marks obsolete and deletes. Signs only when named in a role.
- Supervisor
- A system role. Creates change requests, and deletes them in Initiated.
- Regular User
- A system role. Creates change requests.
- Read Only User
- A system role. Opens the change requests; cannot create or sign.
Change request roles — named on each change request
- Initiators
- Named on the change request: the person who created it. Can change it in Initiated, and send it on from Initiated.
- Coordinators
- Named on the change request. Send it on from Initiated, add changes, and record the effectiveness review.
- Approvers
- Named on the change request. Sign in Awaiting Approver sign-off.
- QAs
- Named on the change request. Authorise the changes, sign QA sign-off and verify effectiveness.
Each change also names its own Coordinators and QAs. They move that change from the Escalate button on its row: the change's Coordinators send it on from In Progress, and its QAs sign it off in Awaiting QA sign-off; their panel also offers a move back to In Progress. A change whose Closure Dependencies are still open waits in Awaiting Dependency with its Escalate button greyed; when they are Closed, its Coordinators send it on to Awaiting QA sign-off.
Who can do what
These are the permissions the Controlled Change Permissions page shows (Controlled Change › Settings & Master › Permissions). A status name in a cell means the action is allowed in that status only.
| Your system role | Named on the change request | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Action | Administrator | Supervisor | Regular User | Read Only User | Initiators | Preliminary Reviewers | Coordinators | Approvers | QAs |
| Create a change request How to: Create a change request | Yes | Yes | Yes | No | Not a role on the change request for this action | Not a role on the change request for this action | Not a role on the change request for this action | Not a role on the change request for this action | Not a role on the change request for this action |
| Change the change request's details | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes | No | No | No | Initiated, Awaiting Preliminary Reviewer sign-off | Initiated, Awaiting Preliminary Reviewer sign-off | Initiated, Awaiting Preliminary Reviewer sign-off | No | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes |
| Sign to send on from Initiated Read: How a change request moves from Initiated to Closed Initiators and Coordinators of the change request. | No | No | No | No | Initiated | No | Initiated | No | No |
| Sign the preliminary review Read: How a change request moves from Initiated to Closed | No | No | No | No | No | Awaiting Preliminary Reviewer sign-off | No | No | No |
| Sign to move the change request on How to: Sign a change request as Approver or QA | No | No | No | No | No | No | No | Awaiting Approver sign-off | , Awaiting QA sign-off, Awaiting Effectiveness Verification |
| Move on from Implement Changes How to: Close a change of a change request Every change must be Closed first. When the last change closes, the change request moves on by itself; its Audit Trail records it as Auto-advanced. | No | No | No | No | No | No | Implement Changes | No | Implement Changes |
| Record the effectiveness review How to: Record the effectiveness review of a change request Signed. | No | No | No | No | No | No | Awaiting Effectiveness Review | No | No |
| Send back with a reason Read: How a change request moves from Initiated to Closed | No | No | No | No | No | No | Awaiting Effectiveness Review | Awaiting Approver sign-off | , Awaiting QA sign-off, Awaiting Effectiveness Verification |
| Add a change To a saved change request. Changes added while you create it are part of the form. | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes | No | No | No | No | No | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes | No | No |
| Update Roles | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes | No | No | No | Initiated, Awaiting Preliminary Reviewer sign-off | Initiated, Awaiting Preliminary Reviewer sign-off | Initiated, Awaiting Preliminary Reviewer sign-off | No | Initiated, Awaiting Preliminary Reviewer sign-off, Implement Changes |
| Mark obsolete | Yes | No | No | No | Yes | Yes | Yes | Yes | Yes |
| Download report | Yes | No | No | No | Yes | Yes | Yes | Yes | Yes |
| Delete | Initiated, Awaiting Preliminary Reviewer sign-off | Initiated, Awaiting Preliminary Reviewer sign-off | No | No | Yes | No | Initiated, Awaiting Preliminary Reviewer sign-off | No | No |
The Permissions page itself shows one column per status. It reads "Note:- Administrator, Supervisor, Regular User are eligible to create Change Request." It has Filters (to show one action) and Export, and no controls to change a cell. It also lists actions this page leaves out: Download, Post Remarks, Add Files, Delete Files, Download Files, Restore, Reset from obsolete and Reopen.
If something is different
- The status button is greyed out. Signing is done by the people named on the change request, in the role that acts in the current status. Open the change request's Roles tab.