Witnessing - Overview

The term Authority Witnessing (AW) refers to the ability to request (digital) approvals on documents from a supervisory organization and/or entity.

The IMS Witnessing modules allows registered documents to be reviewed by an independent party using specific profiles. This module is used to submit user documentation (IVG) to the supervisory authority (NL-CBI). Documentation includes, among other things:

• Planned/executed inspections and repairs.

• All events that impact RBI studies and/or inspection intervals/strategies.

The Witnessing module can also be configured for an (KVG) organization, where an internally appointed person acts as an independent supervisory authority.

Note: Witnessing is only advised for Equipment that legally require it. In IMS, this requirement can be specified in the Equipment Spec: CLASSIFICATION IN SERVICE PHASE (value = “S” or “KP”). Alternatively this can be indicated with a configured Inspection Reason or the Legal / local inspection / jurisdiction checkbox on the Equipment.

What can be Witnessed

Witnessing Review and Approval only apply to:

• INSPECTION Schedules,

• CAIR Schedules, and

• Equipment Condition History records (ECHs).

Scope – Schedules

IMS Schedules are used to submit planned inspections, repairs, modifications, projects, or other investigations to the supervisory authorities. Planned inspections and/or investigations are submitted as an INSPECTION Schedule. All other activities are submitted as a CAIR Schedule. This also includes Inspection / New Construction Reports (KNRs) or Inspection & Test Plans (ITPs), which are added as attachments.

Related data that is not available in IMS but is required for the review is added to the Schedules as attachments. Examples include:

• Drawings: IID, GAD , and/or PEFS

• Photos of the asset

• ITP

Scope – ECHs

IMS ECHs are used to submit all executed inspection activities as mentioned in the Schedule Scope, and all events that impact RBI studies, inspection intervals, and inspection strategies within the legal framework. Related data that is not available in IMS but is required for the review is added to the ECHs as attachments. Examples include:

• Drawings: IID, GAD , and/or PEFS

• Photos of findings/defects

• Scanned signed documents

Three Types of Users

There are 3 types of users that take part in the Witnessing process:

• Inspector: Any user authorized to create and modify Schedules/ECHs, for example "SKK-Level 2 Inspector".

• Initiator: User that initiate the Witnessing process for the Schedules and/or ECHs marked for Supervision and Authority by indicating the purpose of the activity. Typically either the Inspector on Supervisor takes on this responsibility. Note: Initiation is an optional step and must first be enabled, else this user is not required.

• Supervisor: Users that Approve/review the Schedules/ECHs marked for Supervision, for example "SKK-Level 3 Inspector". Assigned Job: "Sr Insp/Eng".

• Authority: Users that Approve the follow-up of Field Inspections for Schedules/ECHs. This is usually an external party providing compliance, risk and technical consultancy services, for example "NL-CB". Assigned Job: "Authority".

Note: Witnessing is restricted to a selection of users. The privileges for users are based on their Job. To see how to assign Jobs, go to  Setting up for Witnessing.

Refer to Witnessing Process for Schedules to see the role of the different Users in terms of the Witnessing Process steps. The flow diagram that you will find there gives a good overview of the Witnessing Process.

Important for Schedules/ECHs marked for Witnessing

Remember the following with regards to Schedules/ECHs that are marked for Witnessing:

• When an Authorized Schedule is changed (edited), e.g., at the start of a new inspection event, all Authorizations expire. The Authority history is still shown in the Witnessing Thread.

• If new Schedules/CAIRs are created from an ECH, they need to follow their own Witnessing rout. They do not form part of the original ECH Witnessing process.

• It is important to credit all Schedules involved when an ECH is being completed.

• Witnessing is not automatically applied to an ECH that is credited with a “Witness Schedule”. However, the Witnessing boxes will automatically be checked to indicate that the ECH requires Witnessing.

• If a Schedule/ECH was not marked for Witnessing and it is Final Approved, it cannot be marked for Witnessing any more. The Witnessing options can only be checked when there is a pending event. Thus, the Schedule/ECH must be in Draft/backed-out.

• All Schedules/ECH must be supplied with the essential attachments to help the Supervisor/ Authority understand the aim and conclusion of the inspection activities.