L1-CHE-GDL-031 Engineering Change Form User Guide PDF

ENGINEERING CHANGE FORM (ELECTRONIC) USER GUIDE
L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016
Approval
Amendment Record
Approval Date Version Description

Replaces Document number: L1-AMS-GDL-001 Version 2
27/08/2014 1 Updated for SharePoint 2013 functionality and screen display

formats, clarification of ‘Send Notification’ business rule and
guideline renumbered.
Incorporates changes made to EC form for version 1.3 and
24/08/2015 2
workflow function.
Incorporates minor changes and clarifies steps not defined in
23/11/2015 3
version 2 of this document.
Incorporates changes made to the Electronic Engineering
01/09/2016 4
Change Form (version 1.3).
Approving Manager: Process & Interface Manager Approval Date: 01/09/2016 Next Review Date: 01/09/2019
PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 1 of 37
Table of Contents
1. About This Guide ................................................................................................................... 5
1.1. Who Should Use the Guide .............................................................................................................. 5
2. Introduction............................................................................................................................ 5
2.1. Purpose ............................................................................................................................................ 5
2.2. Scope ............................................................................................................................................... 5
2.3. Acronyms ......................................................................................................................................... 5
2.4. Reference Documents ..................................................................................................................... 5
3. System Functionality............................................................................................................. 6
3.1. Accessing the Engineering Change Form ....................................................................................... 6
3.2. View Engineering Change Forms .................................................................................................... 8
3.3. Create New Engineering Change Form ......................................................................................... 10
3.3.1 Copy and Paste.....................................................................................................................................12
3.3.2 Entering Authorisations ........................................................................................................................12
3.3.3 Engineering Change Details ................................................................................................................15
3.3.4 Engineering Change Risk Assessment..............................................................................................18
3.3.5 Engineering Change Implementation .................................................................................................19
3.3.6 Implementation Plan .............................................................................................................................20
3.3.7 Funding & Expenditure Responsibilities .............................................................................................20
3.3.8 Attachments...........................................................................................................................................20
3.3.9 Deleting an attachment ........................................................................................................................21
3.3.10 Inserting an Image, Table or Link........................................................................................................21
3.3.11 Formatting Text .....................................................................................................................................22
3.3.12 Spelling and Grammar .........................................................................................................................22
3.4. Sending a Notification of an Engineering Change ......................................................................... 22
3.5. Saving the EC ................................................................................................................................ 24
3.6. Printing an existing Engineering Change Form ............................................................................. 24
3.7. Deleting an existing Engineering Change ...................................................................................... 25
3.8. ERM Approval and Workflow (ERM only function) ........................................................................ 26
3.9. Approving a task in the Workflow ................................................................................................... 29
3.10. Request a Change ......................................................................................................................... 31
3.11. Responding to a ‘Request a Change’. ........................................................................................... 32
3.12. Completion of Workflow Approval .................................................................................................. 33
3.13. Viewing the Workflow history ......................................................................................................... 34
4. Electronic Engineering Change Roles ............................................................................... 36
4.1. Engineering Change Review Officer (ECRO) ................................................................................ 36
4.2. Administrators Contact Details ....................................................................................................... 36
5. Electronic Engineering Change Status .............................................................................. 37
Table of Figures
Figure 1 Metro Intranet “The Depot” ............................................................................................................... 6

Figure 2 Systems and Applications page ....................................................................................................... 7
Figure 3 Engineering Change Form Summary Screen .................................................................................. 7
Figure 4 No Access Screen ............................................................................................................................ 8
Figure 5 Engineering Change Title Link ......................................................................................................... 8
Figure 6 Engineering Change Form ............................................................................................................... 9
Figure 7 Editing and Closing the Engineering Change Form ....................................................................... 10
Figure 8 Selecting a new Engineering Change Form ................................................................................... 10
Figure 9 Engineering Change Form Fields ................................................................................................... 11
Figure 10 Authorisation Fields ........................................................................................................................ 12
Figure 11 Select People ................................................................................................................................. 13
Figure 12 User Directory................................................................................................................................. 13
Figure 13 Change Coordinator ....................................................................................................................... 14
Figure 14 Multiple Endorsers in a field (Form view). ...................................................................................... 14
Figure 15 Engineering Change Details ........................................................................................................... 15
Figure 16 Engineering Change Details (continued)........................................................................................ 16
Figure 17 Engineering Change Details (continued)........................................................................................ 17
Figure 18 Engineering Change Risk Assessment ........................................................................................... 18
Figure 19 Engineering Change Implementation ............................................................................................. 19
Figure 20 Completion Date Field .................................................................................................................... 20
Figure 21 Attach Files ..................................................................................................................................... 20
Figure 22 Attachment Fields ........................................................................................................................... 21
Figure 23 Deleting attachments ...................................................................................................................... 21
Figure 24 Accessing the Insert Tab ................................................................................................................ 21
Figure 25 Formatting Tab ............................................................................................................................... 22
Figure 26 Spellcheck ...................................................................................................................................... 22
Figure 27 Send notification ............................................................................................................................. 23
Figure 28 Notification of Engineering Change ................................................................................................ 23
Figure 29 Save/Save and Close/Cancel Buttons ........................................................................................... 24
Figure 30 Printing Engineering Change Form ................................................................................................ 24
Figure 31 Deleting of Engineering Change Forms ......................................................................................... 25
Figure 32 EC status ........................................................................................................................................ 26
Figure 33 Start Workflow ................................................................................................................................ 26
Figure 34 Workflow dialogue box ................................................................................................................... 27
Figure 35 Assigning due dates to the workflow .............................................................................................. 28
Figure 36 Starting the Approval workflow ....................................................................................................... 28
Figure 37 Approval process confirmation e-mail (Workflow) .......................................................................... 28

Figure 38 ‘Task assigned’ e-mail (Workflow) in outlook 2010 ........................................................................ 29
Figure 39 ‘Task assigned’ e-mail (Workflow) in outlook 2007 ........................................................................ 29
Figure 40 ‘Please approve’ dialogue box (Workflow) ..................................................................................... 30
Figure 41 ‘Request Change’ dialogue box (Workflow) ................................................................................... 31
Figure 42 Responding to a ‘Request Change’ (Workflow) ............................................................................. 32
Figure 43 Approval complete e-mail ............................................................................................................... 33
Figure 44 Viewing a Workflow history. ........................................................................................................... 34
Figure 45 Workflow history page. ................................................................................................................... 34
Figure 46 Graphical Workflow history. ............................................................................................................ 35
Figure 47 Text based Workflow history. .......................................................................................................... 35
Figure 48 Approved by CE ............................................................................................................................. 35
1. About This Guide
1.1. Who Should Use the Guide

This user guide is intended for any person who raises, reviews, approves and distributes
Engineering Change (EC) documentation.
2. Introduction
2.1. Purpose
The EC Form has been produced in support of the EC Process and helps ensure that all
Metro Trains Melbourne (MTM) Rolling Stock and Infrastructure configuration,
maintenance changes are appropriately managed.
The purpose of this document is to provide information and guidance on the functionality
of the EC Form.
2.2. Scope
This document covers the functionality of the EC tool only and does not cover the overall
EC process and is to be read in conjunction with ‘Engineering Change Procedure’ (L1-
CHE-PRO-031).
2.3. Acronyms
CC Change Coordinator
CE Chief Engineer
EC Engineering Change
ERB Engineering Review Board
ECRO Engineering Change Review Officer
ERM Engineering Change Review Manager
HoE Head of Engineering
ICT Information Communication Technology
MoC Management of Change
MTM Metro Trains Melbourne
2.4. Reference Documents

L1-CHE-PRO-031 Engineering Change Procedure
Engineering (Type Approval – Engineering Change – Waiver)
L4-CHE-GDL-001
Process Map
3. System Functionality
3.1. Accessing the Engineering Change Form

The EC Form is accessed via the Metro Intranet “The Depot”. It can be found under Tools
-> -> Systems and Applications as shown in Figure 1.
Figure 1 Metro Intranet “The Depot”
Then select the link called ‘Engineering Change’ which is located under the
infrastructure heading as shown in Figure 2.
Figure 2 Systems and Applications page
Once selected the EC tool summary screen will be displayed which lists all the ECs
default sorted by date order (refer to Figure 3).
Figure 3 Engineering Change Form Summary Screen
Note 1: ECs can be user sorted and/or filtered by clicking on the sort field and choosing a
filter parameter.
If the EC tool summary screen shown at Figure 3 is not displayed and ‘Sorry, this site
hasn’t been shared with you’ is displayed (refer to Figure 4) then access will need to be
requested by sending an access request email to Information Communication Technology
(ICT) support at support@metrotrains.com.au.
Figure 4 No Access Screen
3.2. View Engineering Change Forms

To view a particular EC, select an ‘Engineering Change Title’ link from the summary
screen (refer Figure 5):
Figure 5 Engineering Change Title Link
The EC will be displayed as follows:
Figure 6 Engineering Change Form
Using the mouse to scroll up or down will permit the user to view the whole form.
The form by default will be in a non-editable read only format. Select the ‘Close’ button
to return to the summary screen or ‘Edit Item’ button to enter the edit mode (refer to
Figure 7).
Figure 7 Editing and Closing the Engineering Change Form
3.3. Create New Engineering Change Form

To create a new EC, select ‘Create a new Engineering Change’ from the summary
screen as follows:
Figure 8 Selecting a new Engineering Change Form
A blank EC Form will be displayed, ready for data entry.
Figure 9 Engineering Change Form Fields
The ‘EC Number’ is an alpha numeric field and is used as the unique identifier for the EC.
The EC Number is not automatically generated and therefore a number is to be requested
from the applicable ECRO (refer to Section 4.1).
Note 2: EC Numbers must be obtained from the ECRO. An approved Management of
Change (MoC) Form 1 should be completed prior to an EC number being provided by the
ECRO. EC numbers can only be entered by an EC Administrator, for a list of EC
Administrators, refer to paragraph 4.1.
Enter an ‘EC Title’ in the EC Title text box. The EC Title provides a brief description of
the Engineering Change.
The ERM will Select the current ‘Status’ of the EC (admin only function). The status of
the EC will progress during the EC process and therefore ERM must update the status of
the EC when required.
Note 3: For a list and explanation of Status options refer to Section 5.
Note 4: Once the status is set to ‘Approved by CE’, then the form will be set to read only
for all Change users except those with Administration rights.
Entering a date in the ‘Works Commence Date’ field can be done by either entering the
date as free text into the associated field or by pressing the calendar icon as shown in
Figure 9.
A Work Order Number is Entered by typing free text into the ‘Work Order Number’ field.
Note 5: By not entering a work order number the review of the EC may be delayed.
The ‘ERB Number’ is a admin-only field that is filled in by the ERM or ECRO and
therefore is not relevant to the CC. The Engineering Review Board (ERB) number
indicates at which ERB session the EC was initially presented at.
The ‘EC Class’ field by default will always be set to ‘Class 1’. The ‘Class 2’ option can be
chosen if directed by the ERB.
If the change described in the EC impacts the ‘Network Configuration Manual’ (formerly
the Working Time Table Addenda) then the CC shall tick the box in the ‘Network
Configuration Manual Impact’ field.
Where the Network Configuration Manual is impacted by the EC, the CC shall attach the
marked up page (or pages) of the Network Configuration Manual as an attachment to the
EC and include the requirement for the manual to be updated in the implementation plan.
3.3.1 Copy and Paste

This Electronic EC tool is designed for use with SharePoint 2013, therefore when using
the tool in the Windows XP environment, text cannot be copied and pasted directly. The
following steps shall be followed to copy and paste into the Electronic EC.
Step 1: Copy from Office Suite document e.g. Word.
Step 2: Paste into Microsoft Notepad.
Step 3: Copy from Notepad.
Step 4: Paste directly into the EC.
3.3.2 Entering Authorisations

The EC contains an Authorisation section that will enable the CC to identify the names
and titles of those who need to endorse, approve and authorise the Engineering Change.
(Refer to the ‘Engineering Change Procedure’ (L1-CHE-PRO-031) for requirements). The
names and titles entered into the Authorisation section will be confirmed by the ERB prior
to commencement of the approval workflow.
Figure 10 Authorisation Fields
Note 6: Selecting the ‘Info’ icon will display a screen that will provide additional
information on a particular section or field. The info icon can be found throughout the EC
Form.
To select Preparation (Change Co-ordinator), either select the ‘Browse’ icon or enter
a name in the text box provided. Selecting the ‘Browse’ icon will display the Select
People pop-up:
Figure 11 Select People
Enter the first name, last name or first and last name of the person then select the
‘Search’ icon . A list of possible matches will be displayed:
Figure 12 User Directory
Select the appropriate name then select the ‘OK’ button.
Figure 13 Change Coordinator
The ‘Title’ field will need to be manually entered, e.g. Project Manager.
Alternatively, a CC can be selected by entering a name in the text box then selecting the
‘Check Names’ icon . The ‘Check Names’ icon will verify that the name entered is
valid (i.e. person exists within Metro address book).
The same process is used for selecting the particulars for the other required signatories.
In the case that multiple Endorsers are required, simply add the additional Endorser(s) to
the required field as shown by selecting ‘Add Additional Endorser’.
Note 7: Refer to the Engineering Change Procedure (L1-CHE-PRO-031) for guidance on
determining the required endorsers, approvers and authorisers.
Figure 14 Multiple Endorsers in a field (Form view).
3.3.3 Engineering Change Details

This section shall contain the necessary details of the Engineering Change towards
attaining authorisation to commence the change.
Figure 15 Engineering Change Details
Enter a MoC Number which mandatory for all ECs to be registered.

Other References for related documents (if applicable) at this stage and may also include
but is not limited to such things as a project number or fleet reference.
Select an EC Type. Multiple options can be selected but an EC must at least have one
type.
Note 8: The option ‘Technical Standard’ is no longer used, but remains for historical
purposes.
Select a EC Duration. Only one option can be selected. If either the ‘Limited for’ or
‘Trial for’ radio button is selected, then a number must be entered in the text box
provided (to indicate duration) and select the ‘duration type’ (days, months or years) in
the drop down box.
The fields Origin and Change Description are free text fields that can span multiple
lines. Enter relevant information into these fields to provide stakeholders with sufficient
detailed information on the EC to enable the necessary understanding so the EC can gain
endorsement/approval.
Figure 16 Engineering Change Details (continued)
The fields Advantages, Disadvantages, Waivers, Assets Impacted and Means of

Identifying Change are free text fields that can span multiple lines. Enter relevant
information into these fields to provide stakeholders with sufficient detailed information
on the EC to enable the necessary understanding so the EC can gain
endorsement/approval.
Figure 17 Engineering Change Details (continued)
The fields Life Cycle Cost Impact, Maintenance Impact, and Operation Impact are free
text fields that can span multiple lines. Enter relevant information into these fields to
provide stakeholders with sufficient detailed information on the EC to enable the
necessary understanding so the EC can gain endorsement/approval.
3.3.4 Engineering Change Risk Assessment

The EC Risk Assessment section provides details on the risks generated by the EC and
the control measures to mitigate these risks. The Risk Analysis shall
demonstrate that controls are in place to ensure that ‘So Far As Is
Reasonably Practicable’ that all risk havebeen mitigated.
Figure 18 Engineering Change Risk Assessment
Select a Risk Assessment Documentation type.

Note 9: The second option MAY ONLY BE CHOSEN if determined by the ERB.
Enter the risk assessments and control measures for Reliability & Availability,
Maintenance & Maintainability, Supportability, Spares & Training, Safety &
Environmental, Financial, and Customer & Operational fields as applicable. These
fields are free text fields and can span multiple lines.
Note 10: If a Risk Assessment is supplied (first option) then the key risks need to be
summarised.
3.3.5 Engineering Change Implementation

The EC Implementation section details documents that need to be developed, revised or
withdrawn when implementing the Engineering Change. It also enables the CC to provide
detail for effective implementation of the Engineering Change.
Figure 19 Engineering Change Implementation
Enter the name of the documents that need to be developed, revised or withdrawn when
implementing the EC in the New Documents, Revised Documents or Withdrawn
Documents section. All affected documents shall be listed by name, number and
version (where applicable). A list of documents can be referenced as an attachment
instead of listing the impacted documents in these fields.
3.3.6 Implementation Plan

The EC Implementation Plan section requires the CC to list the salient tasks involved in
implementing an EC. Enter the No., Task description, Responsible Officer and Estimated
Completion Date for each task. Multiple tasks can be created by selecting the ‘Add
Additional Task’ link.
Note 11: The Completion Date is entered by selecting the ‘Date’ icon . The Date
pop-up will be displayed:
Use the scroll bars to
change the month or year.
Figure 20 Completion Date Field
Select the estimated date. The Estimated Completion Date field will automatically be
populated once a date has been selected.
3.3.7 Funding & Expenditure Responsibilities

The Funding & Expenditure Responsibilities provides the CC to detail the funding and
expenditure responsibilities at each of the four (4) phases of the Engineering Change (i.e.
Implementation, Maintenance, Renewal and Disposal). Enter the No., Phase and
Responsible Department for each phase of the EC implementation. Multiple phases can
be created by selecting the ‘Add Additional Phase’ link.
3.3.8 Attachments
Attachments can be added to an EC (by selecting the ‘Attach File’ icon) and will finalize
the EC requirements. Examples of an attachments include, but not limited to:
• Evidence that the MoC Form 1 concept has been endorsed;
• Risk assessment (L4-SQE-FOR-064) and attendance form;
• New/Amended drawings (IFC drawings/Detailed Drawings);
• New/Amended documents;
• Design reports; and
• Test reports.
Figure 21 Attach Files
Enter the No. and Title of the attachment. To upload the attachment, select the ‘Attach
File’ link within the Edit Menu.
Figure 22 Attachment Fields
Either enter the file name directly or select the ‘Browse’ button and identify the required
file attachment. Select the ‘OK’ button to confirm the file selection. Multiple attachments
can be added by repeating this process. Once all the necessary fields have been
satisfactorily populated, the EC should be saved. Select the ‘Save’ button to save
changes.
3.3.9 Deleting an attachment

To delete an attachment simply press the delete button in the attachments section of the
EC as shown in Figure 23.
Figure 23 Deleting attachments
3.3.10 Inserting an Image, Table or Link

Images, Tables and Links can be added to an EC by selecting the relevant option under
the ‘Insert’ tab. This ‘Insert’ tab will only be available when a multi text box e.g. Origin
has been selected within the EC.
Figure 24 Accessing the Insert Tab
Note 12: Functionality available with Tables within the tool is very limited therefore, the
use of tables may be impractical and relevant summarised data shall be supported by an
attachment.
3.3.11 Formatting Text

Text can be formatted where required by selecting the relevant option under the ‘Format
Text’ tab. This ‘Format Text’ tab will only be available when a multi text box e.g. Origin
has been selected within the EC. It should be noted that the available formatting options
provided by Microsoft’s SharePoint platform are quite limited, once changed the options
don’t allow a return to the default options via the drop down menus. In the event a return
to default formatting is required pressing the will reset all formatting in the field to
default.
Figure 25 Formatting Tab
3.3.12 Spelling and Grammar

All ECs should be reviewed to ensure that they are correct from both a grammatical and
spelling point of view. The EC tool provides the functionality to check spelling via the
‘Edit’ tab
Figure 26 Spellcheck
3.4. Sending a Notification of an Engineering Change

Note 13: IMPORTANT: Please pay detailed attention to the following for effective
submission of ECs.
Once the CC has finished compiling the EC and attaching all related documents, the
completed EC is ready to be submitted.
1) Select the ‘Save and Close’ button located on the top (or bottom) of the EC
Form as shown in the top left section of Figure 9.
Note 14: When a new EC is saved a ‘*’ will be displayed next to the EC at the
summary screen.
2) Having exited the EC by implementing step 1) above, return to the EC summary
screen, open the applicable EC and select ‘Send Notification’.
Figure 27 Send notification
Selecting the ‘Send Notification’ button triggers a notification automated email to be sent
to the Engineering Change Review Manager (ERM) and the MTM Engineering Change e-
mail address. This e-mail notification is considered as the CCs electronic signature.
Figure 28 Notification of Engineering Change
The notification email will contain a link to the EC. Select the link provided in the email to
view the EC Form and its attached documents.
3.5. Saving the EC

The EC can be saved at any time. There are three buttons at the top of the EC as shown
in Figure 29. The ‘Save’ button will the save the EC and the browser will remain within the
EC.
If the ‘Save and Close’ button is pressed, the EC will be saved however the browser will
return to the Engineering Change Form Summary Screen (Figure 3).
If the ‘Cancel’ button is pressed, the EC will NOT be saved, the browser will return to the
Engineering Change Form Summary Screen (Figure 3).
Figure 29 Save/Save and Close/Cancel Buttons
3.6. Printing an existing Engineering Change Form

To print an existing EC Form with all its details, Select ‘File’ then ‘Print’ from the File
menu on the browser menu:
Figure 30 Printing Engineering Change Form
Select the required printer then select the ‘Print’ button.

Select the ‘Close’ button to return to the summary view.
3.7. Deleting an existing Engineering Change

Administrators ONLY have the ability to delete ECs. To delete an existing EC contact an
Administrator listed at Section 4.2.
Select the ‘Delete’ option from the View menu. The EC Form will be deleted.
Figure 31 Deleting of Engineering Change Forms
3.8. ERM Approval and Workflow (ERM only function)

Once the EC has been sent to the ERM via the ‘Send Notification’ function, the EC may
be taken to the Engineering Review Board (ERB) to determine the required endorsers of
the EC. Once the endorsers have been identified and the EC has been approved by the
ERM, the ERM shall update the status of the EC to “Approved by ERM” as shown in
Figure 32. The ERM will then select the ‘Save and Close’ button.
Note 15: Prior to ERM approval, the ERM shall perform a ‘Quality Review’ to ensure the
documentation and process requirements have substantially been met.
Figure 32 EC status
Once the EC is ERM approved the workflow will be initiated by the ERM.
From the list of ECs shown at the Engineering Change Form Summary Screen (Figure 3),
the applicable ERM is to choose the EC which is to be reviewed. Once the EC is opened
press the ‘Start Workflow’ as shown in Figure 33.
Figure 33 Start Workflow
Once the ‘Start Workflow’ button has been pressed the ‘Workflow’ dialogue box will appear as
shown in Figure 34.
Figure 34 Workflow dialogue box
The workflow can now be populated by the ERM with the reviewers that were identified at
the ERB.
The Approvers list will default to showing only one (1) stage as shown in Figure 34,
therefore additional stages are required to be added. Additional stages are added by
pressing the blue ‘Add a new stage’ button as shown in Figure 34. Approvers are added
in the same method as described is section 3.3.2.
Note 16: For the purpose of traceability ERM will need to add them self to the workflow.
The workflow can also be set up with due dates as shown in Figure 35. All reviewers (with
the exception of the Chief Engineer) shall be in a position to endorse or provide comments
to the CC within 5 days of receipt of the workflow ‘task assigned’ email. The Chief
Engineer’s lead time to review and authorise an EC is generally 5 days after all other
reviewers have endorsed the EC.
Note 17: Days are in business days, however the tool is NOT able to account for public
holidays or the end of year breaks.
Figure 35 Assigning due dates to the workflow
Prior to the approval process starting, the change co-ordinator and the MTM EC e-mail
address (engineeringchange@metrotrains.com.au) are required to be added to the ‘CC’
field and then the start button can be pressed as shown in Figure 36.
Figure 36 Starting the Approval workflow
The EC tool will send the ERM a confirmation e-mail that the approval process has started
a shown in Figure 37.
Figure 37 Approval process confirmation e-mail (Workflow)
3.9. Approving a task in the Workflow

If any tasks have been assigned to an approver/endorser, the user will receive an e-mail
which details the task as shown in Figure 38.
Link to EC
Figure 38 ‘Task assigned’ e-mail (Workflow) in outlook 2010
To proceed to the task, the ‘Open this Task’ within the e-mail needs to be pressed as
shown in Figure 38.
Note 18: if using outlook 2007, the ‘Edit this Task’ button is to be pressed as shown in
Figure 39.
Figure 39 ‘Task assigned’ e-mail (Workflow) in outlook 2007
Once the ‘Open this Task’ button is pressed the ‘Please approve’ dialogue box will appear
as shown in Figure 40.
Figure 40 ‘Please approve’ dialogue box (Workflow)
Any review comments can be added into the comments field of the ‘Please approve’
dialogue box. Once reviewed the reviewer will have five (5) options to choose from :
• Approve - Approve the task and progress the task to the next stage of review
• Reject - Rejects the task and ENDS the workflow, the workflow is no longer active
• Cancel - Closes the dialogue Box, workflow is still active, approval is NOT
progressed to the next stage.
• Request Change - Rejects the task and prompts the CC for changes, the
workflow is paused until the changes are made, the workflow is still active
• Reassign Task – Reassigns the task to another reviewer, the initial reviewer is
substituted by the new assignee of the task.
Note 19: As the ERB assigns all the reviewers, procedurally the CE shall be informed and
shall agree to any tasks being reassigned.
Note 20: To outright REJECT the task should be the last option chosen prior to
considering the other alternative options. The REJECT option will cause the workflow to
cease and therefore cause unnecessary inconvenience and delay to the approval process
as the workflow will need to be restarted.
3.10. Request a Change

When a change is being requested by using the ‘Request Change’ button, the dialogue
box below will appear as shown in Figure 41. First choose to whom the request is going
to, in the ‘New Request’ section add the comment or request. Although duration can be
set to number of Days/Weeks/Months, the expectation is that all responses are responded
within 5 Day(s). After all the fields are populates, press ‘Send’.
Who the request is

going to
What is being
requested?
Duration
Units
(Days/Weeks/Months)
Figure 41 ‘Request Change’ dialogue box (Workflow)
3.11. Responding to a ‘Request a Change’.

When a change request is sent, the CC (or other subject matter expert) will receive a new
task via the e-mail system. The task is opened as described in section 3.9. Most of the
fields in the response dialogue box are pre populated, only the comments sections is
required to be completed. Once the CC (or other subject matter expert) has added their
comments, the responder shall press the ‘Send Response’ button.
Comments
Figure 42 Responding to a ‘Request Change’ (Workflow)
Note 21: The ‘Request Change’ function is primarily used for clarifications and any
potential changes to the EC that impacts the technical solution described within the EC
and used in lieu of the ‘Reject’ function. The ‘Reject’ function will cause the workflow to
cease.
3.12. Completion of Workflow Approval

When the workflow is complete, the engineering change e-mail account will receive the
‘Approval complete’ e-mail as shown in Figure 43, this together with the ‘Send
Notification’ e-mail (Figure 28), make up the electronic approval. The ECRO shall attach
both e-mails as PDFs to the EC when the EC is uploaded to the intranet. The ECRO shall
then set the status of the EC to ‘Approved by CE’.
Figure 43 Approval complete e-mail
3.13. Viewing the Workflow history

Viewing the history of the workflow can be done in two ways, either press the link ‘View
the workflow history’ as shown in Figure 43 or press the ‘Workflows’ button as shown in
Figure 44.
Figure 44 Viewing a Workflow history.
Once the link or the ‘Workflows’ button is pressed, the user will be taken to the page as
shown in Figure 45. To view the history press ‘Approval Workflow’ as shown in Figure
45
Figure 45 Workflow history page.
Once the ‘Approval Workflow’ has been pressed, the user will be presented with two
representations of the workflow history, first a graphical representation then followed by a
text based representation.
The graphical workflow history, will show the current stage of the workflow, each reviewer
is represented by an emoji. A green tick will be shown the emoji once the reviewer has
approved their task.
The graphical representation can only show one phase of the workflow at a time and
always defaults to the current stage. To move to either previous or next stage, press the
required triangular button as shown in Figure 46.
To previous review stage
To next review stage
Figure 46 Graphical Workflow history.
The text based workflow history, will show each event of the workflow and any associated
comments as shown in Figure 47.
Figure 47 Text based Workflow history.
Once the CE has Authorised the EC, the EC status will need to be updated to ‘Approved
by CE’ whilst the EC is in Edit mode, as shown in Figure 48.
Figure 48 Approved by CE
4. Electronic Engineering Change Roles
4.1. Engineering Change Review Officer (ECRO)
Area Contact Role

Primary – Constantinos Lambrou Systems Engineering Manager
Infrastructure
Secondary – Lambros Lambropoulos Process and Interface Manager
Primary – Richard Ang Fleet Systems Support Officer
Rolling Stock Secondary – Frank Perich Maintenance Services &
Support Manager
4.2. Administrators Contact Details

For any problems, issues or queries regarding this user guide or the functionality of the
EC Form, please contact any of the administrators:
• Lambros Lambropoulos – Process and Interface Manager;
• Noel Arandt – Process Engineering Officer;
• Andrew Robinson – HoE – Rolling Stock;
• Frank Perich – Maintenance Services and Support Manager;
• Richard Ang – Fleet Systems Support Officer; or
• Constantinos Lambrou - Systems Engineering Manager.
To request user access to the EC tool, please email ICT support on

support@metrotrains.com.au.
5. Electronic Engineering Change Status

Status Explanation
Under This status is set when the EC is in development, this status shall remain
Development in in place until the EC is has be approved by the ERM and the workflow is
ready to begin.
In Approval This status is set when the workflow has been initiated.
Workflow
On Hold This status is set when the EC is placed ‘On Hold’ due to unforeseen
circumstances.
EC Authorised This status is set when the EC has been ‘Authorised’. Once this status is
set the EC will become ‘read only’.
Note: This status will only be set once the Chief Engineer (for Class 1
ECs) or the HoE (for Class 2 ECs) has approved the EC within the
workflow.
EC Completed This status is set when the EC has been implemented/installed. Verified
to have operated in situ for a period of time judged as adequate to
demonstrate accurate and reliable service (after the Asset Custodian (for
RS ECs only). Once this status is set the EC will become ‘read only’.
Withdrawn This status is set when an EC has been withdrawn by the Change
Coordinator. Once this status is set the EC will become ‘read only’.
Superseded This status is set when an EC has been superseded by another EC, All
impacted ECs should be modified to reference each other relevant EC.
Once this status is set the EC will become ‘read only’.
Rejected This status is set when an EC has been rejected by the Chief Engineer
(for Class 1 ECs) or the HoE (for Class 2 ECs), this type of rejection
implies the EC is not proceed as opposed to requesting changes to the
EC. Once this status is set the EC will become ‘read only’.

L1-CHE-GDL-031 Engineering Change Form User Guide PDF

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L1-CHE-GDL-031 Engineering Change Form User Guide PDF

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ENGINEERING CHANGE FORM (ELECTRONIC) USER GUIDE

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Approval Date Version Description

27/08/2014 1 Updated for SharePoint 2013 functionality and screen display

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 1 Metro Intranet “The Depot” ............................................................................................................... 6

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 37 Approval process confirmation e-mail (Workflow) .......................................................................... 28

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

1. About This Guide

1.1. Who Should Use the Guide

2.4. Reference Documents

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

3.1. Accessing the Engineering Change Form

Figure 1 Metro Intranet “The Depot”

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 2 Systems and Applications page

Figure 3 Engineering Change Form Summary Screen

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 4 No Access Screen

3.2. View Engineering Change Forms

Figure 5 Engineering Change Title Link

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The EC will be displayed as follows:

Figure 6 Engineering Change Form

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 7 Editing and Closing the Engineering Change Form

3.3. Create New Engineering Change Form

Figure 8 Selecting a new Engineering Change Form

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

A blank EC Form will be displayed, ready for data entry.

Figure 9 Engineering Change Form Fields

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

3.3.1 Copy and Paste

3.3.2 Entering Authorisations

Figure 10 Authorisation Fields

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 11 Select People

Figure 12 User Directory

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Select the appropriate name then select the ‘OK’ button.

Figure 13 Change Coordinator

Figure 14 Multiple Endorsers in a field (Form view).

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3.3.3 Engineering Change Details

Figure 15 Engineering Change Details

Enter a MoC Number which mandatory for all ECs to be registered.

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 16 Engineering Change Details (continued)

The fields Advantages, Disadvantages, Waivers, Assets Impacted and Means of

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Figure 17 Engineering Change Details (continued)

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3.3.4 Engineering Change Risk Assessment

Figure 18 Engineering Change Risk Assessment

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

Select a Risk Assessment Documentation type.

3.3.5 Engineering Change Implementation

Figure 19 Engineering Change Implementation

L1-CHE-GDL-031 Version: 4 Effective from: 1st September 2016

3.3.6 Implementation Plan

Figure 20 Completion Date Field