Company documentation is becoming increasingly scrutinised by NAAs. It is vital that company.
documentation is not only kept up to date to include regulation or legislation changes but that it
also evolves to capture events or occurrences that are impacting your organisation.
Change Requests draw clear connections from an operator’s management system to company
documentation. Change Requests show how a mitigating action in a safety case, a finding in an
audit or a change in regulation can drive amendments in company documents.
When a document is in review, the reviewer will see exactly what is waiting to be incorporated in
the next revision. Change Requests therefore are a key management tool in controlling change in
all company documentation.
The Change Request functionality comprises two parts, a Change Request (CR (the parent)) and a
Document Amendment (DA (the child)).
This functionality allows organisations the ability to link Safety cases, Audit findings.
and Regulation changes to any document in Centrik that might be impacted by an event or
occurrence and potentially require amendment.
The document manager is the key individual in this, upon being notified of a CR they can
view the suggested change request, the documents affected by the change in the form of
Document Amendment, and decide to ‘accept’ or ‘reject’ the change request depending on the
applicability to the document that they own.
Creating a Change Request
A change request can occur within a Safety case, an Audit finding, via a Regulation change or by a Document Manager within a document (if enabled to accept change requests).
Safety – found under the Investigation phase.
Compliance – found under the Act phase.
Documents – found within the uploaded document (Document Manager view)
Within each area there is a Change Request section.
1. Click on the ‘+Add’ button within the Change request area
2. Enter in a summary, a description and an apply to date (if required)
3. Click on the ‘Save’ button.
4. Link the document that you believe to be impacted by this change using the ‘Add’ button within the Document Amendments section
5. Select a document from the generated list or start typing the title of the document in the title field. If a document doesn’t appear it is possible that this document is not configured to accept change requests.
6. Click on the ‘Add Documents’ button.
The document owner will receive a notification that a change request has been made for the document that they own.
Accepting / Rejecting a Change Request
Upon receiving notification, the Document Manager can follow the link or view the change from the landing page within the documents module.
1. Click on the ‘Change Requests’ button.
A list of change requests is displayed, if tagging is enabled you can search using that tag terminology within the search bar
2. Click on the title of the relevant change request
This will provide an overview of the change request, the ability to view where this change was generated (Source) alongside the status and the details that were entered when the request was created.
3. Clicking on document title within the Documents Amendment area will enable the Document Manager to Accept or Reject this change
Accept a Change Request
4. Click on the ‘Accept’ button (the status changes to Accepted)
5. Navigate back to the document within the documents model where details of the of the change are kept
6. Click on the ‘Close’ button (you can Reject the change here too)
7. Complete the pop-up box, is this a change that has been made to the current document or future versions of this document
8. Click on the ‘Close’ button.
If selecting that this change is made to the current version the change request will be closed. If selecting that this will change for a next/future version, then the status is changed to scheduled. After the change has been implemented it can be closed using the close button and selecting current.
Reject a Change Request
4. Click on the ‘Reject’ button
5. Complete the pop-up box to enter a reason for rejecting.
6. After completing, click on the ‘Reject’ button.
Comments are captured within the system to provide evidence of all changes and amendments.
Change Requests can be viewed within each area (Safety, Documents and Compliance) by clicking on the Change Requests button.
*In documents
*In Safety
*In Compliance