Your organizational change process must occur in a structured, repeatable process. The easiest way to manage change is by using a Web based software solution that has built in organizational change steps.
SMS Pro™ has two modules to manage change: one that is highly complex with tasks, detailed hazard analysis and structured work flow.
This module has been designed to be used by management only. The other module (Simple Management of Change) was designed to be used by all users.
SMS Management of Change module may be one the most beneficial modules to add to your SMS Pro portal. Through the use of this module, you will be able to document Change Management activities occurring within your operation in a structured and repeatable process which we alluded to above.
Some of the changes you may want to implement will be existing processes that you have documented. In an effort to facilitate those changes, the Management of Change Module is closely tied to your Process Description Library.
An example of use of your Management of Change Module would be adding a new route to your operation or bringing on a new type of aircraft. You can use this tool to document these modifications to your operation.
To begin creating a management of change activity, select the division this change will belong to, and then click the “Start new MOC” link.
A “ready for a new item” message will appear indicating that the form is ready for editing. Begin by filling in the title, selecting a start date, entering a short summary of the change description, and a short summary of the reason for the change in the General Section.
Below that, in the Top Managers section, you can select the management responsible for this change: the Owner, the Technical Representative, and the Final Approver.
Next, in the Areas Affected by Recommended Change section, you can enter the Operations Leadership. This is the Supervisor or manager responsible for the operation at this location. This entry allows for only one person to be selected and is not a drop down selection because the individual selected does not have to belong to this division, or even this organization. Then enter the scope affected by the change, the facility affected, base affected, and give a brief description of the type of change. Then select if this is going to be a permanent or temporary change, and enter a quick list of equipment or systems affected by this change. All of these entries can be brief; the details can be divulged in each area’s respective sections.
Once the form is complete, you can click on the Cancel MOC link, to cancel this change management, or the MOC Startup Authorization link to commence the change management. When either of these choices are selected, a section will open allowing either a reason for canceling the MOC, or any additional comments related to authorizing an MOC can be entered. Then click on the cancel or authorize links to finalize the decision, and then click the submit button. Once submitted, the MOC will capture your userId and the date, which will populate the two areas above the comments boxes respectively.
Alternatively, you can click the delete button to delete the entire MOC. When you have submitted, you can either click the next button at the bottom right, or the link in the list found on the left side of the page to begin documenting the change.
Documenting the details of the change you wish to manage is something that will be unique to each change. Some of the sections listed on the left side of the page will not necessarily apply to the particular change you wish to document, whereas some changes will include each and every one of the sections.
The majority of the sections utilize a simple text editor box, similar to a word processor to enter content. Once you have entered your content, remember to click the submit button, found at the bottom of the text editor box on each page. The next and previous buttons are also found at the bottom of each section page.
The sections that also contain other functionality are the MOC Task Checklist, Process tasks, Hazards and Controls, and Documentation and Attachments sections.