FESHM Updating Automating the Process

Workflow stages by name Length of time in each stage Approved4 years and 6 months Under Revision6 months, reminders send every 30 days Posted for Comments14 days Comment Resolution14 days Sent for Approval14 days FESHM Workflow

The Process When revisions are required

When a FESHM chapter reaches 4 years & 6 months of age the workflow status changes from “approved” to “under revision” This change prompts #1 to author with a cc to ESH Admin. #1 states that chapter is due for review/revision and gives instructions to the author. Author is notified via #1 to revise the chapter and post it to the correct docdb file as instructed*. Reminder s will follow every 30 days. *When you post the draft, post as updated document, not additional file. Day 91, if workflow hasn’t changed, #1 will be sent again to the author with a cc to the author’s supervisor reminding them to move to the next workflow stage. Day 121 the is sent again with a cc to the ES&H Director as well. After posting draft, author s ESH Admin notifying them the chapter is ready. This will also include a summary of changes. Authors can use Tool A “Template when sending chapter out for comment” to help them draft the summary. NOTES PROCESS – Chapter requires revisions 1 2 3

ESH Admin does a QA check of draft and sends summary of changes to FESHM listserv stating the chapter is ready for review ESH Admin manually changes the workflow from “under revision” to “posted for comment”. This change in workflow generates #2 notifying the author of the change in workflow and the clock will start (14 days). FESHM chapter is out for comment for 14 days. The author may choose to answer comments during this time or wait until the comment period ends & resolve the comments during the “comment resolution” stage of the workflow. NOTESPROCESS – Chapter requires revisions If there are any QA issues with the chapter, ESH Admin will return it to the author for revision

Day 15 workflow changes automatically to “comment resolution” Author has 14 days to resolve comments Author sends final draft to ESH Admin NOTESPROCESS – Chapter requires revisions This change in workflow generates #2 notifying the author of the change in workflow and the clock will start (14 days). Authors can use Tool B “Reviewing and Responding to comments” to help them through the process. Day 15, if workflow hasn’t changed, #3 will be sent to the author w/a cc to ESH Admin reminding them to move to the next workflow stage. These reminders will continue daily until the workflow changes. Author must include a summary of changes made

ESH Admin moves workflow to stage “sent for approval” ES&H Director has 14 days to approve and send chapter to COO and Lab Director for approval. When returned from Directorate, ESH Admin posts approved chapter in docdb and manually changes the workflow to stage “approved” NOTESPROCESS – Chapter requires revisions Day 15, if workflow hasn’t changed, #3 will be sent to the author w/a cc to ESH Admin reminding them to move to the next workflow stage. These reminders will continue daily until the workflow changes. ESH Admin will send an to the FESHM distribution list indicating that the chapter is approved and posted and the process starts over. This change in workflow generates #2 notifying the author of the change in workflow and the clock will start (14 days)

The Process When only editorial or no revisions are required

This change prompts #1 to author with a cc to ESH Admin. #1 states that chapter is due for review/revision and gives instructions to the author. NOTES PROCESS – Editorial or no revisions When a FESHM chapter reaches 4 years and 6 months of age the workflow status changes (automatically) from “approved” to “under revision”. After posting draft, author s ESH Admin notifying them the chapter is ready and that there were no or only editorial changes. Author is notified via #1 to revise the chapter and post it to the correct docdb file as instructed*. Reminder s will follow every 30 days. *You do not need to add line numbers if in this stage of the process. When you post the draft, post as updated document, not additional file. Day 91, if workflow hasn’t changed, #1 will be sent again to the author with a cc to the author’s supervisor reminding them to move to the next workflow stage. Day 121 the is sent again with a cc to the ES&H Director as well

NOTES PROCESS – Editorial or no revisions If there are any QA issues with the chapter, ESH Admin will return it to the author for revision. ESH Admin will send an to the FESHM distribution list indicating that the chapter is approved and posted and the process starts over. ESH Admin writes a memo to file from the ES&H Director stating that only editorial or no changes have occurred. ESH Admin manually changes the workflow from “under revision” to “approved”. 4 5

Important points to keep in mind: There are a lot of chapters past due. If you continue on this review cycle, this will be the circumstance every 5 years. We plan to go live October 11 th. The system will run in the evening so the first batch of s will not be seen by most until the morning of October 12 th. All of these guidance documents are on docdb – document number 925. Please work with ESH admin if you have trouble. This is not much different than what currently happens. It is just more organized and automatic. It will enable authors to know the status of their chapter at all times. An will be sent from Martha to all FESHM authors AND their supervisor prior to this system going live. The will detail the new process and alert supervisors to the fact that they may receive if the author does not update according to the schedule.