Creating a Change Note in Singlepoint

Head to https://qms.pickeringtest.com and log in. If you have not been given a login yet, simply click "forgot password" and follow the email instructions. If it says "Can not find user with this email address" then please submit a help request at [email protected].

Once logged in, click "My Change Notes".

All Singlepoint passwords require a special character (!?*&% as examples). In the future you will be able login via One Login

If you have any issues logging in, please contact the business systems team by emailing [email protected]

From here, you will be given an overview of any Change Notes you are named on. If this is your first time using the system, this is likely to be empty. On the left hand side there is a list of different predefined filters you can use to view a specific selection of Change Notes. On the headers you can select to activate header filters and search for specific Change Note criteria.

Don't see the filter boxes at the top of the headers? Simple click the filter button in the top right to display or hide these as needed. There is also a more advanced filter builder button there!

Now to create a change note, simply click "Add New" in the top left

After this, a popup will be created asking you 1st for what company you are creating a change note for, then it will ask you for the type of change note. Select as needed then click "Next"

There are different types of templates, and more will be created in the future. If you want a blank template, use one of the Generic types.

If using a MAC, Singlepoint will perform better with popups when the browser is not in fullscreen mode.

This will then give you a new popup with the starting template you selected. You will notice some of the fields are already filled out for you. If you need detailed explanation of what/who should go in what areas, please contact your local QA department. Below I will give a brief summary of each field.

Change Note Details

  1. Change Note ID - This is where the Change Note Number will go once the Change Note has been sent for Evaluation
  2. Type - The template you selected at the start
  3. Company - The company you selected at the start
  4. Priority - How urgent the Change Note is. You can select Low, Medium or High. This will influence default action due dates
  5. Raised date - The date and & time you created this Change Note
  6. Raised by - The person raising the Change Note. You can change this field if you are raising it on someone else's behalf
  7. Owner - The person responsible for the change. This can be the person raising the Change Note, the Project Manager or some other responsible person
  8. Tabs - The Change note is split into 4 different tabs, each of which will be covered in this guide
  9. Title - A brief title of the change. Please be descriptive as this is the part of the Change Note the majority of people will see
  10. Summary - What is the Change Note for and why. This is a simple WYSIWYG (what you see is what you get) word editor. You can insert text, images, links tables and more.
  11. Common Considerations - Things to think about when raising this type of Change Note.
  1. Departments affected - Any departments this Change Note may have impact on, or who need to be informed of the change. If you wish to select someone for an action, their department must 1st be selected here
  2. Teams/Users to notify - Anyone you want to be kept to up to date of the status of the Change Note can be added here. They will get notified as the Change Note goes through the Evaluation/Approval process, as well as when the actions are completed
  3. Supporting Documents - Allows you to add files to the Change Note, along with a description of the file
  4. Comment - Allows you to leave a comment on the Change Note and select who you would like to notify of said comment

Actions

There are 3 main ways a Change Note can have actions added. 1st is based upon the Change Note type, there may be some actions already added by default. You are able to edit/remove those as needed by right clicking them to bring up a menu.

2nd is inserting actions from the Action Library. to do this click the "Insert actions from library" link, then from there you can click "Select Existing" and select as many or little as you want from the list. These are also editable once inserted into the Change Note.

The 3rd option is to create an entirely new action. You can do this by clicking the "+ Add" button. This will then open a new action page.

  1. Parent action - When creating or editing an action you can select another existing action that has to be completed before this one begins. These can be chained together also if you have multiple actions that need to be done in a set order
  2. Description - What needs to be done with this action. Please be descriptive!
  3. Verification required - Select this if you require an additional person to check the effectiveness of the action once it has been completed.
  4. Completed - This is to tell the system the action has been completed
  5. Department - What department the action owner is in
  6. Responsible user (Action) - The person responsible for completing the action
  7. Comments (Action) - Any comments from the action owner after completing the action
  8. Status - The status of the action. The action owner can select whether the action is "Not Started",  "In Progress", "Completed (Verification Not Required)" & "Completed (Verification Required)". The action owner can select Verification Required at the point of completing the change note if they want their action checked it is effective.
  9. Completed date - The date and time the action was completed
  10. Supporting Documents/Comments - The same as on the Change Note proper, these can be added at any stage and will link to the Change Note

Evaluation/Approval

  1. Evaluation stage 1 - The 1st stage of evaluation/approval. To select the evaluator(s), click "Select Existing" as with the other sections of the Change Note
  2. Evaluation stage 2 - Same as stage 1, only this is an optional stage for when Change Notes require an extra stage of checks
  3. Approval stage -  The final check to be done on the change note
  4. One evaluator/approver must sign - This is for when you have selected multiple evaluators/approvers, by selecting this only 1 of them will need to sign off on the change note before going to the next stage
  5. All evaluators/approvers must sign - Same as the previous selection, only in this case everyone added at that stage must approve before it goes to the next stage.
  6. Evaluation/Approval history - This will display the full history of the Evaluation/Approval of the Change Note, along with dates and comments left

Log

The log tab displays a full history of the Change Note, including the evaluation stages, actions being issues and the Change Note being closed.

Sending Change Note for Evaluation

There are 3 options in the bottom right of the Change Note page. Save will save the Change Note, but will not send it along for Evaluation. Send for Evaluation will set it on the Evaluation/Approval process. Cancel will close the Change Note and not keep any of the changes you may have made to it.

Once you are happy with the content of your Change Note, the actions have all been added and assigned and you have selected your Evaluators and Approvers, you should then Send for Evaluation.