Send Notice

Below are the guidelines for the Send Notice

• It can be set up as a critical or non-critical requirement when added to an MOC, either directly or via a profile.

• The MOC cannot be started up until the Send Notice is complete.
• The MOC cannot be closed out until all sign offs have been completed. 
• The notice can be sent out by skillsets* and/or by people's names. When send notice by skillsets is selected, the people who are assigned the skillsets are notified.

• An MOC may also have an optional Send Second Notice implementation requirement if desired.
• A prerequisite training can be attached to a Send Notice requirement and is assigned automatically along with the MOC sign-off.
  • Example: Using Frontline LMS, you can create a training item (such as a web-based course - WBT, a classroom training - ILT or a procedure - DOC) to train people on an MOC. This training item can be a pre-requisite for the MOC sign-off. The people who have been sent notice must complete this training item before being allowed to sign off on the MOC.

Send Notice Process

1. The Send Notice Implementer completes the Send Notice requirement, generating one or more training assignments (sign-offs) that uses the MOC summary page as the learning content. A sign-off link is added to the bottom of the summary page.
2. The new training assignment is added to the system desktop Training tab of the people ("Learners") to whom the Implementer sent notice. Learners selecting on the assignment are displayed a link View MOC Summary & Sign-Off.

1. The learner views and signs off on the MOC.

1. Upon sign-off, a completion record is written, and the assignment is removed from the learners' Frontline Desktops.
2. Following the completion of the Send Notice requirement by the Implementer the MOC will move on to the rest of the workflow as described below.
   1. If there is an additional critical requirement to be completed the MOC moves to the next implementation task.
   2. If the Send Notice is the last critical requirement the MOC will be sent to the implementation manager's desktop with the MOC Startup task.
   3. If the Send Notice is the last non-critical requirement and the MOC has been started up the MOC will be sent to the originator's desktop with the MOC Complete (close-out) task.
3. The originator or an MOC power user can continue to add people to the Send Notice after the Send Notice is complete, until the MOC is complete (closed out).
4. A learner can re-review this sign-off or any past sign-offs by selecting on the MOC Sign-offs link on their Frontline Desktops. This is useful in cases where the process documentation has not been updated for the changes prior to startup.

How to Complete a Send Notice Implementation Requirement Task

1. On the Frontline desktop, select on the appropriate MOC Title awaiting send notice action.
2. Select Send Notice link under the action column.
3. Select the appropriate people to notify.
   1. To notify people by skillsets, select Add Skillsets and select any skillsets that need to be added to the notice by selecting the green circle with a plus sign icon.
      1. To add all skillsets in the list, select Select All. After the skillsets have been added, closet the skillset window.
   2. To notify people by name, select Add People and select any users that need to be added to the notice by selecting the green circle with a plus sign icon.
      1. To add all people in the list, select Select All. After the users have been added, close the people window.
   3. To review the final list of people selected (either by names or via skillsets or both), select on the link provided.
4. If there are pre-requisites for this notification, select Select Pre-requisites, enter search criteria, select the pre-requisite and select OK.
5. Enter the Due Date and select Send Notice button. When choosing a due date it is recommended to allow 7 or more days to make sure people are notified by e-mail about this assignment.
6. The MOC notification screen is displayed, listing the learners that have been notified. This form also displays the name of a new training item of type MOC which is created using the MOC title and MOC number.
   
   1. The MOC moves to the next Implementer when there is an additional critical requirement to be completed, or to the startup stage.
7. To send an instant e-mail to people being notified, select the Send E-mail. To add learners from here by select Add Learners.

How to add people to an already sent Send Notice Requirement

1. From the MOC Summary:
   
   1. Select on the comment, "Notice sent to affected employees" for the send notice requirement.
   2. Then select Add Learners
   3. Select Add additional people
   4. Select on the "+" icon to add people
   5. Select Save New Learners
   6. Select Close.
2. From the Send Notice Requirement itself. For MOC Power Users or MOC Originators/Implementation Managers.
   1. Navigate to the Implementation tab on the MOC
   2. Select on the Send notice requirement
   3. Select on View
   4. Then select Add Learners
   5. Select Add additional people
   6. Select on the "+" icon to add people
   7. Select Save New Learners
   8. Select Close.
3. From the Send Notice Training Item. For LMS Admins (Company or Division).
   1. Navigate to the Curriculum section in LMS
   2. Select on Training Items.
   3. Seach for your MOC Send Notice Training Item 

1. 1. Select on the People tab
   2. Select New
   3. Select the new learners
   4. Select Save.

How to remove people from an already sent Send Notice Requirement

1. Navigate to the Curriculum section in LMS
2. Select on Training Items.
3. Seach for your MOC Send Notice Training Item 
4. Select on the People tab
5. Select the individual that needs to be removed
6. Select Delete.
7. Select Save.