Collaboration

The Collaboration stage is an optional stage that can be utilized to review the MOC online, ask questions and provide comments to the Originator and other Collaborators. Collaborators are typically subject matter experts and/or Approvers.

Any Collaborator can invite additional Collaborators to join the review the MOC and join the discussion. The Originator can make revisions to the MOC for real-time review by the Collaborators. Once the Collaborators are satisfied the Originator can send the MOC to Approval.

Below are the guidelines for MOC's in the Collaboration Stage:

Any Collaborator can add Collaborators if desired.
Originators or power users can add/remove a Collaborator if the Collaborator has not added comments. Once a Collaborator begins collaborating, they cannot be removed and must finish their Collaboration task.
Originators or power users can reopen a Collaboration task for any Collaborator that has already finished their task. The Originator or power user will be required to enter explanatory comments that will be immediately e-mailed to the reentering Collaborator and the MOC is placed back on the Frontline Desktop in the MOC tab of the selected Collaborator for additional comments.
If days to collaborate is enforced, the Collaboration task for each Collaborator will show a due date (calculated by adding Days to Collaborate to the Date Assigned) and will be automatically completed on the due date even if some Collaborators have not completed or finished their task. If enforced after the Collaboration stage has started, the due dates are still calculated based on the dates the task was originally assigned.

If the due date has already passed, the Collaboration task will be closed out automatically by the next day.

All communications between Collaborators are date/time stamped and stored in the order entered. A Collaborator cannot edit their or anyone's previous comments and attachments, but they can add new comments or attachments.
A Collaborator can track the status of the MOCs commented on by them by selecting the MOC Participation link from their Frontline Desktop Quick Links section.

How to Start the Collaboration Stage

The instructions below provide detailed steps on how to start the Collaboration stage for an MOC.

Navigate to MOC > In Process > organization level* (if displayed) from the MOC module menu.
Select Start Collaboration on the MOC workflow diagram.
The MOC will appear on the Collaborators' system desktop for completing the assigned Collaboration task.
To notify Collaborators immediately about their task, select Send Immediate E-mails. Otherwise, they will be notified when the regular e-mail notification occurs via the nightly batch job.

The start collaboration task is assigned to the originator of the MOC and will also appear on their desktop to complete.

When starting Collaboration, the application will also display a dialog box to add the Originator as a Collaborator, if desired.

How to Complete a Collaboration Task

The instructions below provide detailed steps on how to complete a Collaboration task.

Select the MOC title from the MOC tab located on the Frontline Desktop.
Select View MOC Summary and review the summary carefully before completing task.

The MOC Summary will display the MOC details and configurations. Select any attachment links to view information relevant to the assigned Collaboration task.

To add additional Collaborators:

While viewing the MOC Summary, select Add Collaborator and enter the search criteria for the Collaborator then select Search.
Select the Collaborator(s) from the list and select Save.
1. A list of potential Collaborators populates for selection to be added to the Collaboration stage. Once a user or job has been selected and saved, they will have a Collaborate task on their Frontline Desktop in the MOC tab.
Select Close to exit the MOC Summary.
Select Take Action to begin collaborating on the MOC.
After reviewing MOC and adding comments for Collaboration, select one of the three following options.
1. Close without Saving Changes: To close the Collaborator action form without saving any comments and/or attachments.
2. Save and Keep Collaborating: To save comments and/or attachments but keep the MOC on Frontline Desktop in the MOC tab for further Collaboration.
3. Finish Collaborating: To save comments and/or attachments and remove the MOC from the Frontline Desktop.

When taking action, the Collaborator action form is displayed to allow the Collaborator to add or review comments and attachments from other Collaborators.

To add an attachment:

Select Choose File then browse to the file and select Save.
To receive instantaneous e-mail notifications from other Collaborators after finishing the Collaboration task, select the Send me e-mail notifications about new comments checkbox.
Select the Frontline Desktop icon.

The MOC will no longer be listed under the MOC tab. If this was the only MOC task assigned to the user, the MOC tab will no longer be displayed on the Frontline Desktop