Witnessing Process for Schedules

A Schedules should be Witnessed in a specific order, as explained below.

Witnessing Process Steps

Inspector:

• Create a Schedule.

• Mark (unapproved) Schedule for Supervision and/or Authority.

• Final Approve the Schedule,

Initiator (only when this optional Initiator stage is enabled):

• The Initiator indicates the purpose of the activity. Note: This task could typically be executed by the inspector if he/she has the Initiator job assigned. A user with this Supervision Job assigned may also act as an Initiator.

Supervisor:

• If a Schedule is marked for Supervision, review Schedule. This process can best be started from the Witnessing Dashboard.

Authority:

• If a Schedule is marked for Authority, do Authorized Schedule Sampling. This process can best be started from the Witnessing Dashboard.

Inspector:

• If the Schedule was Disapproved, or if more information was requested:

  • If required, do the NCR according to Authority specifications.

  • Review and Edit the Schedule.

  • Final Approve the Schedule again.

• When Witnessing is complete, the Schedule can be released, and the Field Inspection can commence (according to the Authority specifications).

Note: It is not necessary to mark for both Supervision and Authority. The one can be selected without the other. In this case, the steps that are not applicable (Supervision or Authority) can just be skipped.

Mark Schedule for Witnessing

All users who are authorized to create and/or modify Schedules can mark a Schedule for Witnessing. In other words, they can mark a Schedule for an additional Review and Approval on its Scope and documentation. Note: Recurring Inspection Schedules will be marked for Witnessing automatically if the first Schedules was marked. It is recommended that all Schedules with Legal / local inspection / jurisdiction checked be marked for Witnessing.

To set Witnessing Supervision and/or Authority for a Schedule:

• Create a new Schedule or Edit an existing Schedule (CAIR or Inspection);

• Check the boxes for Supervision and/or Authority.

Note: On already Final Approved Schedules, the checkboxes cannot be checked. Supervision and/or Authority can only be checked when there is a pending event.

• Fill in the rest and click Save.

The Approval sidebar will now show an addition tab called Witnessing and the number of Witnessing reviews done for this Schedule.

Important

All Schedules/ECHs marked for Witnessing must be supplied with the essential attachments to help the Supervisor / Authority understand the aim and conclusion of the inspection activities.

Final Approve the Schedule

Before the Witnessing process can start, the Schedule must be Final Approved.

Initiate the Witnessing - Indicate the purpose of the activity

Take Note

This is an optional stage and is only applicable when the Initiator stage is enabled.

After the Schedule is Final Approved it can be Witnessed. A Schedules should be Witnessed in a specific order, as illustrated in the flowchart above.

The Initiator (Assigned Job: "Initiator") prepares the Witnessing cycle and determines the context under which the activity is submitted. The Initiator need to review the Schedules and ECHs for completeness before they are routed further.

To Initiate and indicate purpose of activity:

• Open desired Schedule Detail Pages from the Witnessing Dashboard. Then for each Schedule:

• Click the Witnessing Tab of the Approval Sidebar.

• Check that Witnessing is enabled. If not, make sure that:

  • The Schedule is Final Approved; and

  • The user has the “Initiator” or “Sr Insp/Eng” Job assigned to his/her user account (see Setting up for Witnessing).

• Click the Plus button to Initiate the Witnessing.

• Use the Approval for dropdown (see the table below), in combination with a Comment field to indicate the purpose of the activity. Note: The Approval for dropdown applies to both Schedules and ECHs and is important for the calculation of review percentages. For ECHs, a 100% review by the Authority applies. For Schedules, specific review percentages apply. The Initiator submits 100% of all Schedules to the Supervisor. At a later stage, the Authority determines which Schedules are selected for review.

• Check the Statement of Re-Examination when this is required.

• Click Save.

Do the Supervision Review

After the Schedule is Final Approved (and initiated if applicable) it can be Witnessed by the Supervisor. A Schedules should be Witnessed in a specific order, as illustrated in the flowchart above.

The Supervisor (Assigned Job: "Senior Inspector/Engineer"), must do a Supervision Review.

All approvals by the IVG, or by the person appointed on behalf of the user, fall under Supervision Approvals. In addition to the Witnessing Supervisor Approval, the Supervisor can also initiate the Witnessing cycle themselves and acts as the Initiator. In this case, the Supervisor provides two approvals. The Supervisor approves or disapproves the cycle for all Schedules and ECHs and may optionally add a comment.

• First review Schedules list marked for Supervision via the Witnessing Dashboard.

• Open desired Schedule Detail Pages from the Witnessing Dashboard. Then for each Schedule:

• Click the Witnessing Tab of the Approval Sidebar.

• Check that Witnessing is enabled. If not, make sure that:

  • The Schedule is Final Approved; and

  • The user has the “Sr Insp/Eng” Job assigned to his/her user account (see Setting up for Witnessing). 

• Click on the Plus button to add a Reviewer.

• Select "Approve" or "Disapprove" from the dropdown.

• If Supervision is Disapproved:

  • Write a Comment.

  • Take note that the Schedule is still Final Approved, but

    • The Inspector should Review the Schedule: Edit the Schedule to modify and add information in order to comply to the conditions set by the Supervisor. Note: The check for Supervision and Authority can also be removed.

    • After the changes were made, the Inspector must again Final Approve the Schedule.

    • Supervision Witnessing can start again. Note: The initial Witnessing review information from the Supervisor is kept for reference but is greyed out.

• If the Supervision is Approved, in case the Initiator Stage is not enabled:

  • Use the Approval for dropdown (see the table in Initiation - indicate the purpose of the activity), in combination with a Comment field to indicate the purpose of the activity.

  

  • Check the Statement of Re-Examination when this is required.

• When done, click Save.

Once the review is Approved, the Witnessing Supervision is "Supervised".

Take Note

Schedules can also be Supervised in bulk via the Witnessing Dashboard.

Do Authorized Schedule Witnessing

Once the Schedule is reviewed successfully (Supervised), the next step is for the Authority (Assigned Job: "Authority"), to Approve the Witnessing.

All approvals by NL-CBI, or by the person appointed on behalf of the organization, fall under Authority Approvals. The Authority authorizes the Witnessing cycle by providing an Approval, determines whether a Field Inspection is required, and optionally add a comment.

The Authority must do an Authorized Schedule Witnessing:

• First Authorized Schedule Sampling can be done via the Witnessing Dashboard.

• Open desired Schedule Detail Pages from the Witnessing Dashboard. Then for each Schedule:

  • Click the Witnessing Tab of the Approval Sidebar.

  • Check that Witnessing is enabled. If not, make sure that:

    • The Schedule is Supervised; and

    • The user has the “Authority” Job assigned to his/her user account (see Setting up for Witnessing).

  • Click on the Plus button.

• Add an Authority record, by selecting the following options:

*When “Disapproved”, or “More information required” is specified:

• The Schedule is still Final Approved, but

• The Inspector should Review the Schedule: Edit the Schedule to modify and add information in order to comply to the conditions set by the Authority.

• After the changes were made, the Inspector must again Final Approve the Schedule.

• A new review (i.e., Supervisor Approval) and Authority Approval round is required. Note: The initial Witnessing review information from the Supervisor and Authority is kept for reference but is greyed out.

Once the Authority has Approved the Schedule, the Witnessing section will look similar to the below image.

Take Note

Schedules can also be Authorized in bulk via the Witnessing Dashboard.