QSP-09 MANAGEMENT OF CHANGE
Q.S.P-09
MANA MA NAGEME GEMENT NT OF OF CHA CHA NGE
Rev Rev
Issued To
0
Managem ent Team
DATE
SECTIONS REVIEWED
30/05/14 30/05/14
Firs t Iss ue
Date of Issu e: 30/05/2014 30/05/2014 Date of Prin t: 18/06/2014 18/06/2014
Title
Date Date
Signed By
30/05/14
PREPARED
APPROVED BY
QSP / 09 Rev 0 30/05/201 30/05/2014 4
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QSP-09 MANAGEMENT OF CHANGE
Procedure No. QSP - 09
MANAGEME MANA GEMENT NT OF CHANGE
1. PURPOSE AND SCOPE This procedure defines the controls and processes for defining, assessing, approving and implementing changes which may affect ###### Quality Management System. This ensures the integrity of the of the Quality Management System is maintained when changes are planned and implemented.
2. REFERENCES
MOC/01 ‐ Change Register MOC/02 ‐ Request for Change (RFC) Form
3. DEFINITIONS
Change ‐ The addition, modification or removal of approved of approved and/or supported resources, procedures and/or infrastructure Request for Change (RFC) Form ‐ A form used to record details of a of a request for a change to any within an infrastructure or to procedures and items associated with the infrastructure. Change Register ‐ A register of information of information that records information related to specific changes, ie what was done, when it was done, by whom and why.
4. PROCEDURE 4.1 GENERAL
The procedure for Management of change of change is carried out in the following order: Initiation Identify and authorise (or reject) the change o Review Assess the risks and potential impacts Gain required approvals Implementation Planning o Communication o Training o Follow up / Review / Close out
The Management of Change Procedure is implemented whenever the following changes are in consideration: Changes in the Organisational structure Changes to key or essential personnel. (Managers, machinists, welders) Changes to critical suppliers which may impact on quality Changes to the Quality Management Procedures, including changes resulting from Corrective and Preventive actions.
Documentation related to Management of Change shall be maintained as per QSP/04 ‐
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QSP-09 MANAGEMENT OF CHANGE Document Control and Records Management. Changes to contracts and/or quality plans which occur after the task has commenced are dealt with as per QSP/01 sections 4.7 & 4.8
4.2 INITIATION AND REVIEW
Changes coming under the operational control of ###### may arise from any of the following areas:
Employee recommendation Customer requirement or recommendation Connection Licensee requirement or recommendation Changes to industry standards and/or specifications Business requirement Corrective and/or Preventive Actions
The Management Team are responsible for reviewing the proposed changes and ensuring the Management of Change procedure is adhered to. Ultimate responsibility for authorisation lies with the General manager. Ordinarily, requests for changes are reviewed and assessed at the scheduled General Management Meetings, which are held usually every five to six weeks. However, if a proposed change is required urgently a "Special Meeting" may be held to review and assess the change. Minutes and resulting action items of such a meeting shall be documented and maintained as per QSP/04‐ Document Control and Records Management. If rejected, the person who recommended the change shall be informed of the rejection and the reasoning behind it. If authorised, the proposed change is initiated through MOC/02 ‐ Request For Change Form. Each RFC form is assigned a sequential number, and a register is maintained by the Quality Manager of all RFC's and associated data. (Refer to MOC/01 ‐ Management of Change Register. The RFC form also allows for related documentation as the change is processed. Initial information on the RFC should include the following: The reason/business justification reason/business justification for the change Why the change is needed – in particular giving detailed information on implications of not of not implementing the change – change – i.e. security risks etc. Known risks or impact to the business of implementing of implementing the change
An estimation of required of required resources – resources – including people, time and investment/costs
Responsibility is assigned to an individual to "own" the change. This person should have experience in the particular nature of the change. The "owner" shall ensure the change is progressed, utilizing the skills and knowledge of the of the rest of the of the Management Team.
4.2 REVIEW
Review the RFC for content detail and identify: Any additional information and/or approvals that may be necessary to process the request. Documentation changes that will be required Additional training that will be required Who is involved. (Employees, customers, connection licensors, etc) Costs involved Risks involved Necessary resources to implement
If required, discuss the changes with appropriate governing bodies, connection licensors and customers. A preliminary time frame for the completion of implementation of implementation should be decided upon at this stage of the of the process.
Date of Issu e: 30/05/2014 30/05/2014 Date of Prin t: 18/06/2014 18/06/2014
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QSP-09 MANAGEMENT OF CHANGE Highlights of the of the review shall be documented and maintained with the RFC.
4.3 RISK ASSESSMENT
Changes shall be evaluated and managed to ensure risks arising from changes remain at acceptable levels. consideration should also be given to the risk and impact to the business of not of not implementing the change. Risk assessment for the change shall be carried out as per QSP/08 ‐ Risk Assessment, Management and Contingency Planning. Where required by contract, customers and/or connection licensees shall be informed of new or residual risk which are due to the changes. Results of risk of risk assessment shall be maintained with the RFC.
4.4 APPROVALS
External: All relevant stakeholders and associated governing bodies should be approached for the necessary approvals. Time frames related to approvals may necessitate the adjustment of the completion date. Evidence of approvals shall be maintained with the RFC. Internal: The General manager is ultimately responsible for internal approval of any changes associated with Management of Change. of Change.
4.5 IMPLEMENTATION
Implementation of the change shall be planned by the Management Team, either at General Management meetings, or at "Special Meetings" scheduled for this specific purpose. Informal meetings may take place to discuss individual issues. Minutes and resulting action items of such meetings and/or discussions shall be documented and maintained with the RFC. An implementation plan shall be developed to provide guidance to all Management. The implementation plan shall include, but is not limited to: Communication details for employees Customer notification when required by contract Connection Licensor notification when required by contract Training details Document change details Necessary resources Responsibilities assigned for each of the of the above
Note: Customer notification should include not only the change itself, but also any new or residual risk due to the change. The implementation plan shall be reviewed on a regular basis. The reviews may take place at General Management Meetings or "Special Meetings" scheduled for such a purpose. Results shall be documented and maintained with the RFC.
4.6 CLOSE OUT
When the implementation plan has been completed, a final review meeting shall take place to ensure all aspects of the of the Management of Change of Change have been adhered to. When the Management Team is satisfied the change has been implemented correctly the General Manager has the authorisation to declare the change complete and close it out. The closure is noted on the RFC and signed off by off by the Managers present. Ongoing monitoring of related processes or activities should take place to identify any adverse side effects which may not have been identified during the Management of Change process. If found, these should be reported to the Management Team for correction. All records related to Management of Change should be analysed as per QSP/05, (System Monitoring and Improvement), and the results tabled at Management Review Meetings for discussion.
Date of Issu e: 30/05/2014 30/05/2014 Date of Prin t: 18/06/2014 18/06/2014
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