Email Notifications

The MOC module has an integrated e-mail notification system designed to ensure the smooth progression of MOCs through all workflow stages.

About MOC Email Notifications

At each stage specific tasks are assigned to role players; the e-mail notification system informs users of incomplete MOC tasks, and any progress made on the MOC. Each automatic e-mail contains key details about the MOC including the title, number, originator, the task that is assigned to the recipient and instructions on accessing the MOC to complete the assigned task. This batch job frequency can be adjusted to meet business hours and needs. Additionally, originators and administrators (power users) can also send immediate e-mails to role players to prompt them to complete their tasks or distribute information which may be holding up task. 

Types of Notifications

There are six categories of MOC notifications listed and described below.

• Routine E-mail Notifications: Routine e-mails are sent out to role players only when they have a new MOC task, an MOC they were on was disapproved (voided) or if the status of the MOC was changed.
  
  • Routine emails are not sent immediately, they are sent out automatically via a batch job that runs depending on the priority of the MOC.
    • MOCs with the priority of routine, exploratory, temporary, and turn-around, an email will be sent once per day.
    • MOCs with the priority of emergency, an email will be sent every 4-6 hours.
  • Notification emails for Collaboration and Approval tasks are sent when they are closed.
• Summary E-mail Notifications: Summary e-mails are configured to run via batch job at least once a month.
  • • Current MOC tasks: Displays details of all MOC tasks currently on the recipient’s Frontline Desktop with the date each task first appeared on the recipient’s desktop.
    • MOC Status: Displays the current status of any MOC the recipient originated or participated in with the date it entered the current stage.
• Instantaneous E-mail Notifications: 
  • Instant e-mails are sent out automatically when one of the events below occur.
    
    • To pre-Approvers in order 1 when a new MOC request is submitted from a Frontline Desktop shortcut (turned off by default).
    • To a user that has submitted an MOC request when the request has been pre-approved.
    • To the user selected as the originator for an MOC request that has been pre-approved.
      • The originator is requested to find the MOC in the MOC > In Process folder to complete other items for the MOC according to the company’s site MOC procedure and start the first stage (evaluation, Collaboration, or Approval).
• • • To the originator when evaluation has been completed.
      • The originator is requested to review evaluation results, revise scope (if necessary) and start Collaboration or Approval.
    • To all collaborators when a collaborator adds new comments.

• • • To originator when Collaboration is complete.
      • The originator is requested to review all collaborators’ comments, revise the scope (if necessary) and start Approval.
    • To originator and implementation manager when an MOC Approval is set to pending by an Approver with the comments added by the Approver.
    • To all role players when an MOC is approved for Start-Up by the implementation manager.

1. • • To all role players when a temporary or exploratory MOC is completed (closed-out) and normal operation is to be resumed.
     • To all role players when the expiration date of a temporary or exploratory MOC is extended by its originator or a power user.
     • To all role players when an MOC is disapproved or voided in any stage.

• • Originators or power users when necessary, can send immediate e-mail notifications to any role players to expedite progression or to distribute new information about the MOC by selecting the Send Immediate E-mail link on the MOC details tab.
  • Implementers of the Send Notice requirement can send special immediate e-mail notifications to people requesting their prompted MOC sign-off, confirming they have been made aware and understand the changes presented in the MOC.
• Current Task Reminder E-mail Notifications: Current task reminder e-mail notifications are sent out once a week regarding outstanding tasks awaiting action on users' desktops, including originators. 
• Administrative Reminder E-mail Notifications are sent out when:
  • A Temporary/Exploratory MOCs listing expired or about to expire: An e-mail to the originator will be sent out once a week, 30 days before the MOC expiration date.
  • MOCs assigned to inactive people or jobs: An e-mail to power users is sent out once listing all in-process MOCs that have inactive participants and tasks assigned to the inactive participants.
• Send Notice Notifications: All MOCs have a required Send Notice implementation task with the purpose of notifying anyone who will be impacted by the MOC.
  • The Implementer can select people individually or by skillset to receive a training item on their Frontline Desktop in the Training tab to complete.
  • Any user that receives the training item for the MOC will be required to view the MOC Summary and sign off at the bottom of the summary to ensure it was reviewed in its entirety.