Management of Change Register

When to use: When your organisation is planning a change to operations, procedures, equipment, personnel, or facilities that requires formal hazard assessment.

Steps:

1. Click Create new MoC in the Active MoCs tab
2. In the MoC Setup window, enter:
   • Name: Descriptive name for the change (e.g., "Introduction of new dispatch software")
   • MoC type: Select the category of change (configured in Settings)
   • Entity: Select the organisational entity affected by this change
   • MoC template (optional): Select a pre-configured checklist template if applicable
3. Enter:
   • Scope: Describe what the change encompasses
   • Objective: Explain why the change is needed and what it aims to achieve
   • Applicable bases: Select which operational bases are affected
4. Assign MoC Team Members with appropriate access levels:
   • Editor: Can conduct the assessment (edit checklist items)
   • Closing Editor: Can conduct assessment AND request finalisation/close-out
   • Reviewer: Reviews finalisation/close-out requests (sequential reviewers can be assigned)
   • Endorser: The final reviewer who provides ultimate approval (automatically the last reviewer)
   • Oversight: Can view but not edit (for stakeholders who need visibility)
5. Add any custom fields defined in your MoC template (if applicable)
6. Click Save

Result: A new MoC is created with a unique code and appears in the Active MoCs tab. The MoC is ready for assessment.

When to use: After creating a MoC to systematically assess each checklist item for potential impacts and identify hazards.

Steps:

1. In the Active MoCs tab, locate your MoC
2. Click the Conduct button (green play icon)
3. In the Conduct MoC window:
   • Review and update Date Conducted if needed
   • Mark attendance for team members participating in the assessment meeting
   • Update Scope and Objective if they've evolved
4. Work through each checklist item by selecting an assessment outcome:
   • Not Impacted: The change does not affect this item
   • Impacted: The change affects this item (requires further assessment and may require hazard identification)
5. For items assessed as Impacted:
   • Click Add Identified Hazard
   • Select the hazard from the dropdown (linked to Hazard Register)
   • Select the impacted items (you can link multiple checklist items to one hazard)
   • Optionally add impacted factors/parties affected by this hazard
   • Enter comments explaining the negative impact
   • Click Save
6. Conduct pre-risk assessment for each identified hazard:
   • Select the likelihood and consequence using your risk matrix
   • Provide justification for the risk rating
   • The system calculates the risk index
7. Add comments to any checklist item for additional context
8. Click Save to record your assessment progress

Result: The Items Assessed column in the register shows progress (e.g., "12 of 45"). Identified hazards appear in the expandable row. You can return to conduct the assessment at any time to continue or update your work.

When to use: After completing the checklist assessment and identifying all hazards, to formally sign off that the assessment is complete.

Steps:

1. Ensure all checklist items have been assessed
2. Ensure all identified hazards have risk assessments
3. In the Active MoCs tab, click Finalise Checklist in the Close Out column
4. In the Finalisation Request window, provide:
   • Executive summary: Overview of the change and assessment outcomes
   • Findings summary: Summary of identified hazards
   Musket Autopilot: Use the AI assistant button next to these fields to generate draft summaries based on your assessment data.
5. Choose to Save as Draft or Submit for Review

Result: If submitted, the finalisation request enters a review workflow. Assigned reviewers receive notifications and can approve or reject the finalisation. The Close Out column shows the status (e.g., "Pending checklist review"). If approved by all reviewers and the endorser, the checklist becomes finalised.

When to use: After checklist finalisation to assign responsibility for mitigation actions or request additional information for identified hazards.

Steps to add a Corrective Action:

1. In the Active MoCs tab, expand the MoC row to view identified hazards
2. Click the Add Action/RFI dropdown for the relevant hazard
3. Select Add Corrective Action
4. In the Corrective Action window, enter:
   • Finding title: Brief description of the issue requiring correction
   • Finding description: Detailed explanation of the hazard and why action is needed
   • Compliance type: Select the category (e.g., Regulatory Non-compliance, Safety Risk)
   • Responsible person: Assign who must complete the corrective action
   • Due date: Set deadline for completion
   • Residual risk assessment: Assess the expected risk level after the action is implemented
5. Optionally configure required submissions (CAP, SCAI, LCAI, or all three)
6. Click Save

Steps to add an RFI:

1. In the hazard's Add Action/RFI dropdown, select Add RFI
2. In the RFI window, enter:
   • Request title: Brief summary of information needed
   • Request description: Detailed explanation of what information is required and why
   • Responsible person: Assign who must provide the information
   • Due date: Set deadline for response
3. Click Save

Result: Corrective actions and RFIs are assigned with unique codes. Responsible persons are notified and can view their assignments in their Findings & Requests page. The expand icon for the hazard shows the count of pending actions.

When to use: After identifying and assessing hazards during the MoC to link them to the Risk & Hazard Register for ongoing monitoring and tracking within your SMS.

Why link to the Risk Register:

• Centralized tracking of all identified hazards across the organisation
• Ongoing monitoring of risk levels and mitigation effectiveness
• Trend analysis to identify recurring or emerging risks from organisational changes
• Integration with Safety Management System (SMS) reporting
• Regulatory compliance and audit trail

Steps:

1. Navigate to Risk Management > Manage Risk Sources
2. In the Risk Sources page, click Add Risk Source
3. In the Risk Source window, select:
   • Source type: Management of Change
   • Linked MoC: Select your MoC from the dropdown
4. The system automatically:
   • Pulls in identified hazards from the MoC
   • Links hazard risk assessments
   • Associates corrective actions
5. Optionally add:
   • Risk owner: Responsible person for ongoing monitoring
   • Additional notes: Context for risk tracking
6. Click Save

Result: The MoC and its identified hazards are tracked in the Risk & Hazard Register. The link enables ongoing monitoring of mitigation effectiveness and provides a complete audit trail of how the change's risks are managed over time.

When to use: After the checklist is finalised and all corrective actions are approved to obtain final approval for implementing the change.

Steps:

1. Ensure the checklist has been finalised
2. Verify all corrective action submissions have been reviewed and approved
3. Verify all RFI responses have been received and accepted
4. In the Active MoCs tab, click Close out in the Close Out column
5. In the Close-out Request window, provide:
   • Executive summary: Final overview confirming readiness for implementation
   • Findings summary: Confirmation that all hazards have been mitigated
   • Implementation considerations: Any special notes for change implementation
   Musket Autopilot: Use the AI assistant to generate draft close-out summaries.
6. Choose to Save as Draft or Submit for Review

Result: If submitted, the close-out request follows the same review workflow as finalisation. Reviewers can approve or reject. If approved by all reviewers and the endorser, the MoC is closed and moves to the Closed MoCs tab. The change is approved for implementation.

The register includes search and filtering capabilities to locate specific MoCs:

Quick Search

Use the search box to find MoCs by:

• MoC code: The unique identifier (e.g., MOC-2024-001)
• MoC name: The descriptive change name
• Team member name: Find all MoCs where someone is assigned

Filter Options

Click to expand the filter section to access:

• Date conducted: Filter by the date range when the assessment was conducted
• MoC type: Filter by the category of change
• Entity: Filter by organisational entity
• Template: Filter by the checklist template used
• Team member: Filter by specific team members

The register table displays key information about each MoC:

Click the expand icon to view all hazards identified during the MoC assessment:

Identified Hazards Table Columns

Within each hazard, when expanded:

• Corrective Actions: List of findings with action codes, responsible persons, due dates, and review status
• RFIs: List of information requests with codes, responsible persons, due dates, and response status
• Status badges: Show pending reviews, submissions due, or approved states
• Review buttons: Approve or reject corrective action submissions directly from this view

The Close Out column shows different states and buttons depending on the MoC's progress:

Checklist Finalisation States

• Finalise Checklist - Ready to request finalisation (blue button)
• Finalise Checklist - Draft finalisation saved (yellow button)
• Finalise Checklist - Finalisation rejected by reviewer (red flashing button)
• Pending checklist review - Awaiting reviewer action
• Review Checklist - Your review is needed (yellow flashing button)
• Checklist Finalised - Assessment formally completed

Close-out States

• Close out - Ready to request close-out (blue button)
• Close out - Draft close-out saved (yellow button)
• Close out - Close-out rejected by reviewer (red flashing button)
• Pending close out review - Awaiting reviewer action
• Review Close out - Your review is needed (yellow flashing button)
• Closed - Approved for implementation

Corrective actions address identified hazards by assigning specific tasks to responsible persons with defined deadlines and required submissions.

Corrective Action Lifecycle

1. Created: You assign a corrective action to a responsible person
2. Draft: Responsible person saves work in progress (you can still edit)
3. Submitted: Responsible person submits their corrective action plan (CAP), short-term implementation (SCAI), or long-term implementation (LCAI)
4. Under Review: You review the submission and approve, request changes, or reject
5. Approved: All required submissions approved, corrective action complete

Reviewing Corrective Action Submissions

You can review submissions in two places:

• From the MoC Register: Expand the hazard row, find the corrective action, click the review button
• From Findings & RFI Register: Navigate to /qss/findings-rfi-register to see all your findings across audits, reports, and MoCs in one place

Review Options

When reviewing a submission, you can:

• Approve: Accept the corrective action as satisfactory
• Request Changes: Ask for revisions before approval (specify what needs to change)
• Reject: Reject the submission and require a new approach
• Send Message: Communicate with the responsible person about the finding

RFIs are used when you need additional information from subject matter experts or stakeholders to complete the hazard assessment or determine appropriate mitigations.

RFI Lifecycle

1. Created: You assign an RFI to a responsible person
2. Draft: Responsible person saves work in progress (you can still edit)
3. Submitted: Responsible person submits their information response
4. Under Review: You review the response and approve, request changes, or reject
5. Approved: Information accepted, RFI complete

Reviewing RFI Responses

Review RFI responses from:

• MoC Register: Expand the hazard row to see RFI status
• Findings & RFI Register: View all RFIs across all your MoCs, audits, and reports

Using RFI Information

Once approved, use the information provided to:

• Complete your hazard assessment
• Update risk ratings if the information changes your understanding
• Create appropriate corrective actions based on the insights gained
• Include relevant details in your finalisation and close-out requests

MoCs can display multiple status badges simultaneously in the Status column: