Subject Matter ExpertsThe Subject Matter Expert for a periodic review is the person assigned to review the part or technical specification and determine whether it needs to be updated. The Subject Matter Expert can be a specific user or any member of a Member List. The user must have the Subject Matter Expert role and be assigned (either directly or through a Member List) as the Subject Matter Expert for the periodic review to have the proper access to complete it. If a Member List is assigned as the Subject Matter Expert for a periodic review, all members of the Member List who also have the Subject Matter Expert role will see the periodic review listed on their My Periodic Reviews page. Any member of the Member List who has the Subject Matter Expert role can accept the assignment to complete the periodic review. If a Member List includes groups, any users in those groups are not eligible to complete a periodic review where the Member List is assigned as the Subject Matter Expert. Only direct members of the Member List can be a Subject Matter Expert for a periodic review. If a user is part of a Member List but does not have the Subject Matter Expert role when the Member List is specified as a Subject Matter Expert for a periodic review, that user cannot complete the periodic review. If a user who belongs to a Member List is given the Subject Matter Expert role after the Member List is added as the Subject Matter Expert for the periodic review, that user will not be able to complete the periodic review. To make that user eligible to complete the periodic review, the user must be removed from, then added back to, the Member List that is specified as the Subject Matter Expert. If no user from a Member List accepts the assignment as Subject Matter Expert for the periodic review, the entire Member List is notified that someone from the Member List must accept the review assignment and complete it before its due date. The assigned Subject Matter Expert can reassign a periodic review to a Temporary Assignee for the current periodic review period. The Temporary Assignee should either accept or reject the temporary periodic review assignment. The Subject Matter Expert can remove the periodic review assignment from the Temporary Assignee before it is accepted or rejected. This changes the responsibility for the periodic review back to the Subject Matter Expert. Periodic Review IntervalsWhen a part or technical specification is created or edited, its owner can enable periodic reviews and define the interval between reviews. The app has a default interval defined for each type of object, and it can be changed for specific objects. For example, the default interval could be 12 months so that parts are reviewed once a year. Your company might want to specify 24 months for parts that you expect to be valid for a longer period, or 6 months for technical specifications that should be reviewed more frequently. The interval period starts when a part or technical specification is approved. At this point, the app enters a Last Review Date (the approval date) and the Next Review Date (the approval date plus the periodic review interval). When the Next Review Date approaches, the app sends a notification to the Subject Matter Expert specified for that part or technical specification. The Subject Matter Expert then needs to verify that the review is complete and that the part or technical specification either does not need to be updated or submit it for revision. After the periodic review is completed, the interval begins for the next periodic review. If the part or technical specification needs revision, then the Subject Matter Expert initiates the change process for the object. Periodic Review ProcessWhen a part or technical specification is created (or prior to its approval), periodic reviews can be enabled. The interval (a number of months) between periodic reviews is also set at that time. Your company can use a default interval, or set an interval specific to that object. A Subject Matter Expert is also assigned to the part or technical specification to be reviewed at this point. When the part or technical specification reaches the Released state, the release date becomes the Last Review Date. The app calculates the Next Review Date based on the defined interval. When the defined interval has elapsed, the app sends a notification to the Subject Matter Expert that a periodic review is required for the part or technical specification. The Business Administrator defines the number of days prior to the review due date that the notification is sent. When a periodic review is due, the defined Subject Matter Expert might no longer be an active employee for any number of reasons. If a part or technical specification comes up for periodic review and the Subject Matter Expert is no longer available, the app sends an email message to a person specified by the Business Administrator. The notified people must have the Document Center Administrator role so that they can edit the properties for the part or technical specification to define a different Subject Matter Expert. If a part or technical specification has a file checked out or is connected to an active change order when a periodic review is due, then the Subject Matter Expert cannot complete the periodic review. When the change order is complete, it updates the Last Review Date and Next Review Date for the part or technical specification, effectively resetting the periodic review schedule. The Subject Matter Expert reviews the part or technical specification and concludes one of the following:
If the Subject Matter Expert does not do either by some date, an overdue email message is sent to the person specified by the Business Administrator. The Audit Trails for the Change Order associated with the reviewed part or technical specification records the Periodic Review Disposition history, which includes the Periodic Review Disposition value in the Actions column and the Review Summary text in the Description column. | |||||||