Witnessing Process for Schedules

The first sections in the Chapter gives an overview of the Witnessing Process by explaining the role of the different Users in terms of the Witnessing Process steps. The subsequent sections explain these steps in more details.

The Witnessing Process Steps

The flow diagram above illustrates the steps within the Schedule Witnessing process:

The Witnessing Process Steps:

Inspector:

• Create a Schedule.

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

• Final Approve the Schedule,

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.

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 another tab Witnessing and the number of Witnessing reviews done for this Schedule.

Final Approve the Schedule

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

 

Supervision - Review the Schedule

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.

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

• 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 account (see Setting up for Witnessing).

    

     

• Click on the   button to add a Reviewer.

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

  

•  If Disapproved, always write a Comment.

  

• If Supervision is Disapproved, the Witnessing tab will show “Disapproved”.

• If Supervision is Disapproved: 

  • 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.

  • Witnessing can start again.

• If Supervision is Approved, Approval for can be specified by selecting it from the dropdown. This is meant for the Authority.

• When done, click Save.

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

Note: You can delete or edit your own Witnessing Review: Select the Review and click the - button in the toolbar, or the Edit button in front of the Witnessing record.

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 and provide information on how to do the Field Inspection.

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 account (see Setting up for Witnessing).

  • Click on the   button.

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

• When Approving, the Authority can also specify if a Field Inspection must take place.

  • In the next field he can then specify if this should take place Together or Later. The Inspector should invite the Authority for the inspection if “Together” was specified.

• When Disapproving, the Authority can also mark the Schedule for a "Non-Conformance Report" (NCR):

  • In the NCR comment, the Authority can point out the details of a Non-Conformance identified during the quality audit / process review. The objective is to make an unambiguous, defensible, clear and concise definition of the problem so that corrective action can and will be initiated by management.

  • If the NCR is closed, the details on how the Non-Conformance was resolves can be specified in the comment field.

• 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. Supervision) and Authority Approval round is required.

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

Note: The Witnessing information can be Exported to Excel, by clicking on the Export button.

Take Note

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