Managment of Change Procedure

0

25-May-12

First Issue

Rev

Date

Revision

Document1

Prepared By

Approved By

TABLE OF CONTENTS 1

INTRODUCTION ............................................................................................................... 3

2

TYPE OF CHANGES ........................................................................................................ 3

3

PROCESS OF MOC..........................................................................................................5

4

PROCEDURE....................................................................................................................7

5

CHECKLIST ...................................................................................................................... 7

APPENDIX 1 - MANAGEMENT OF CHANGE FORM ......................................................................... 8 APPENDIX 2 - MANAGEMENT OF CHANGE FLOW CHART .......................................................... 10 APPENDIX 3 - MOC SAFETY CHECKLIST GUIDELINES .............................................................. 13

Document1

Management of Change Procedure

1

Rev. 0 Page 3 of 17

INTRODUCTION

Any facility or operation is subject to continual change. Changes often are made in equipment, materials and processes to increase productivity or to correct hazards. In some cases, temporary adaptations, connections, bypasses or other modifications are made to the facility or process. Although some changes are more critical than others, each modification should be analyzed for inherent hazards that may result from th e change. To assess the impact of change and to monitor its implementation a policy and procedure for Management of Change (MOC) is applied to all SUMED managed sites and operations. No modification shall be made to a plant, equipment, control systems, process conditions, and operating procedures without authorization from a responsible manager or his delegate. Proposed modifications must be evaluated for Safety, Health and Environmental impact and a signed document should be available before the change can be implemented. The Management of Change Procedure (MOC) is geared to safe process and equipment modification. 2

TYPE OF CHANGES

2.1

In-Kind/Not In-Kind change

In Kind change is a replacement that satisfies the design specifications. If it is proposed to replace a piece of equipment with another that is functionally identical and of the same specifications, the change is In-Kind and does not require an MOC process. Equipment replacement is considered In-Kind if it meets the following criteria: Material specifications (dimensions, weight, etc.) are the same. The service for which the equipment is being used remains unchanged. All process conditions must remain the same as for those of the original item. Inspection and maintenance requirements should not change. The replacement is part of routine maintenance. The In-Kind item is being replaced because it has a known life span.  



Replacing In-Kind equipment that is failing without known cause requires investigation and analysis of the cause and MOC. 2.2

Small/large change

Large changes usually involve many modifications to system and administrative procedures, and therefore should receive a full MOC review. However, small changes may not be reviewed with the same rigor because they can be implemented quickly and do not appear to make a significant impact on the way a plant operates. MOC reviews, at least through a checklist, should accompany even small changes. 2.3

Emergency change

Emergency change is one that has to be made very quickly when someone in authority decides that the dangers of doing nothing are greater than those possibly associated with the proposed change. An emergency change may be justified for reasons such as the following: 

danger to personnel



potential for major equipment damage

Document1




potential for major operational loss



serious environmental impact



serious community complaint



regulatory violation

Rev. 0 Page 4 of 17

Every effort must be made to minimize the number of emergency changes, because they bypass the normal systems for hazard identification. After the fact, every emergency change should be reviewed by the formal MOC procedure to ensure that no unforeseen problems exist and to ensure the change is documented and monitored. 2.4

Temporary change

In many instances temporary changes also are emergency changes. They usually are implemented to keep an operation running while a piece of equipment is repaired or replaced. A temporary change should have a termination date. A temporary change of even a short duration should go through at least a Safety Review Checklist (see Appendix). A new procedure should be written and an emergency response prepared in case the modification does not work properly. 2.5

Infrequently repeated change

Infrequently repeat changes are those that have occurred at least once before and are repeated at infrequent intervals. If a change has been carried out before, and if it was properly managed, the MOC process generally will not need to be repeated. However, it needs to be stated in the MOC records that this is the case.

Document1


3

Rev. 0 Page 5 of 17

PROCESS OF MOC

The process for management of chnage is described as follow: 3.1

Initiation

Generation of an improvement idea or a solution to a problem. The person who makes the initial request is called the Initiator. Usually the Initiator is a manager, a supervisor or an engineer. However, all employees and contractors should feel free to propose changes they feel will make the facility safer, cleaner or more profitable. Participation of all employees is crucial if continual improvements are to be made. The proposed change should be discussed within the department team and department supervisor. Determine if the change is In-Kind/Not-In-Kind. If the decision is made that the change is In-Kind, the necessary action can be taken without further review or analysis, and the formal Management of Change process is not pursued. If proposal is feasible then a formal Management of Change process shall be initiated. The formal MOC process is initiated by issuing a Request for Change (RFC) form (as per attached form). The form shall contain the f ollowing information: Administrative information The first part of the form provides all the administrative information and the basis for the proposed change and includes the following:  Change proposal title. 

Change category (Technical, Organizational or Administrative or Other).



RFC number to be assigned by change coordinator, location, department, and date.



Type of change whether the change is deemed emergency, permanent or temporary and, if temporary, its time frame.



Criticality (risk ranking) of the problem.

Change description /description of the problem The person(s) requesting the change shall clearly define the idea to be implemented or problem to be solved or outline the opportunity for improved performance. This will be t he basis for other evaluations of the situation. Also where applicable attach associated drawings and P&ID(s). The Initiator shall explain why he believes action must be taken. This could be for any combination of the following reasons:  Safety 

Environment



Operations



o

Increased production

o

Increased productivity/efficiency

o

Reduced energy consumption/losses

Maintenance

Document1




o

Reduced maintenance costs

o

Reduced spare parts inventory

Public relations o o o

 

Rev. 0 Page 6 of 17

Public response Other plants in the area Other companies using similar technology

Regulatory requirements Risk vulnerability (refers to those changes that are made to reduce risk, even if an incident has not yet taken place)

3.2

Detailed evaluation

Evaluation and review of technical, operational, safety, environmental, quality and economical aspects of the change, the evaluation is performed by a team ( committee) representing different disciplines according to the nature of the change. Sector manager or higher authority should nominated the team (committee) and also nominate the change manager assigned to follow up the change, the change manager may be the team leader or one of the team members or the initiator. The team members should have experience and knowledge of the process under review and knowledge of similar problems that occurred in the past and actions that were taken to solve them. The Team members should have multidisciplinary technical knowledge in areas related to the proposed change. The team shall make an initial assessment of the chnage and the proposed solution and add relevant information and suggestions based on knowledge and experience.

Having selected the Review Team, the next step for the change manager is to plan the work flow and establish a schedule that will make sure the evaluation stays on track while also making sure that people have enough time to think about what is being proposed. Scheduling may require coordination with other departments or functions. Once the Reviewers have completed their analyses, a f inal report shall be issued by the evaluation team with all of the comments and ideas that have been generated, and summarize and analyze them and the action that should be proposed. This report will be presented to the management. Attach to the MOC form all related team minutes of meetings (MOM) and opinion of all involved parties and also the final report. 3.3

Approval

Before a change can be implemented, it must be formally approved and accepted by the management. If more than one solution is presented, the management shall select the most appropriate of those presented. 3.4

Implementation

Once the change is approved the change implementer(s) with change manager shall develop implementation plan, purchasing & contracting specification and all other related activities. Document1


3.5

Rev. 0 Page 7 of 17

Information Updating

After implementation and completing outstanding work, implementation team and change manager shall update all relevant documentation such as product specifications, operating procedures, control logic documentation, alarm trips schedules, drawings and manuals, pressure test certificates, cleanliness certificates, training records, etc. 3.6

Training

Ensure that affected employees and contractors are trained on the impact of the change prior to the restart of the changed process. 3.7

Verification

The change must be verified to ensure that it is in accordance with the change note and all relevant requirements prior to restarting the Changed Process. 4

PROCEDURE

A typical Management of Change flow chart and RFC (Request For Change) Form are attached. 5

CHECKLIST

The suggested Management of Change checklist should be used in the initial stage to ensure that all safety aspects are covered and no omissions have been made.

Document1


APPENDIX 1 - MANAGEMENT OF CHANGE FORM

Document1

Rev. 0 Page 8 of 17

Rev. 0 Page 9 of 17


REQUEST FOR CHANGE CHANGE PROPOSAL TITLE:

Technical MOC

RFC NUMBER:

Organizational MOC

LOCATION:

Administrative MOC

DEPARTMENT:

OTHER: Emergency

Permanent

Temporary

From:

To:

Risk rank :

Low Medium High Change Description /Description of problem: use extra sheet if required and associated drawings

Target Outcome / benefits

Proposed by: Reviews Functional Area

Date:

Name

Agree / Disagree / NA

By initials & dates

Review meeting MOM and signed final report can be attached instead of filling the previous table.

Approval of Change Name

In case of rejection Reason for rejection:

Document1

Title

Signature

Date


Rev. 0 Page 10 of 17

APPENDIX 2 - MANAGEMENT OF CHANGE FLOW CHART

Document1



An Idea to Implement or solution to a problem is conceived

Initiator /supervisor Prepare Request For Change (RFC) form

Sector Manager Reject

Change Evaluation / Modification / Adaptation Accept

Refer to other / higher Authority

Sector Manager NO

Is the change within sector manager Authority?

YES Create a review team (committee) from all involved department. Assign a change manager and/or change coordinator

Change manager + committee Issue a report to management with results and requesting Approval

Approval Request

YES

1 Document1

NO

Document reason and archive


1

Change implementer(s) + change manager Implementation Implementation plan developed purchasing & contracting Spec. etc.

Complete outstanding work

NO

Change implementer(s) + Change Manager Review completed work Release final ok YES Change implementer(s) + Change Manager

NO

Information Update Training Verification YES Release for operation

Document1




APPENDIX 3 - MOC SAFETY CHECKLIST GUIDELINES 1. Location - evaluation Explosion/fire Noise Utilities available Ground stability - foundation Drainage neighboring activities Mobile crane and FLT accessibility Site traffic control Third party risks Hazard quantifications Soil contamination           

2. Equipment selection specifications  

Pre-purchase analysis meeting design criteria and purchase order specifications

3. Material selection specifications Compatibility with product use Meeting/exceeding wall thickness and/or desired pressure cleaned when required Electrical motors, panels, components and wiring conform to standards Fitness for intended purpose     

4. Codes do equipment and/or processes comply with applicable codes Pressure vessel and piping codes Fire protection Electrical Noise Emissions (air, water)      

5. Cleaning procedures oxygen cleaning scrapped equipment to be cleaned  

6. Welding/ brazing/testing procedures Special welding requirement with regard to materials, procedures or operating conditions Welding certificate Radiographic inspection requirement brazing material, cryogenic/non cryogenic Welders qualifications     

7. Pressure testing Approval test procedures available Hydraulic testing required Pneumatic testing Recording of testing done Pre-tested piping used - certificates yes/no     

Document1


 


Safety distances Certification by official bodies

8. Pressure protection Relief valves / bursting disc required due to pressure - temperature Relief valve in cryogenic piping between isolation points Relief devices on liquefied gas lines Over-protection pressure gauges Pressure protection vacuum system Under pressure protection system are pressure protection relief’s and bursting discs suitably sized + safety routed/vented       

9. Temperature protection safeguard personnel from hot/cold surfaces alarms provided for high/low temperature in process low temperature embrittlement of materials possible materials protected against high temperature    

10. Electrical system Electrical system conforms to regulations Grounding protection Identification voltage Main shut-off switch lock/out capability Emergency switch Remote start/stop switches Electrical isolation considered Back-up system overload protection electrical equipment HV-transformers and cabling adequately isolated Equipment adequate protected against collision damage            

11. Process equipment isolation Easy access to manual isolation valves Response time automatic isolation valves sufficient fail safe isolation requirements met   

12. Fire protection Hydrant available/accessible Fire hose lengths adequate to reach equipment area Fire extinguishers Alarm system at or near equipment area automatic systems required fire detectors      

13. Equipment guards - protective shields/barriers Machine guards on rotating equipment guard rails Bumper posts oxygen flash protective shields/barriers noise reduction     

14. Ventilation/air monitoring Document1


     


Release of inert/toxic flammable gases possible Present natural ventilation sufficient forced ventilation required TLV values considered monitoring required (e.g. 02 level) Local aspiration required

15. Access to control equipment locate to be maintained easily install stationary ladder, platform, guardrails  

16. Labeling (piping, panels, etc.) Process identification by labeling Chemical lines Process piping High voltage identification Flammable storage Toxic storage      

17. Drawing updates Construction drawing P&I diagrams Electrical diagrams Instrument loop diagrams Fire protection diagrams     

18. Warning signs/warning devices Mandatory signs in place : atmospheric hazard warning chemical hazard warning flammable Product warning automatic machine start warning Back-up (power, instrument air) Alarms and signalization    

19. Environmental emissions/ Permits noise within limit (industrial residential) air emission control/testing; required permits available water discharge contamination municipal sewer possible contamination canals, etc. possible permits available contaminations of soil or groundwater possible control of combustion equipment (boilers, etc.) Spillage Control        

20. Hazardous waste waste accumulation and quantity permits required storage and disposal procedures disposal route according law disposal of non hazardous     

21. Product control measures MSDS for Chemicals available. 

22. Access and Egress Document1


     

Exit doors not blocked by equipment or piping equipment room doors equipped with panic bar area lighting adequate, emergency lighting available eliminate tripping hazards on exit routes where required, stairs and/or permanent ladders provided to aid egress two exits where necessary

23. Tripping hazards conduits, pipes, valves, etc. not located in walkways eliminate tripping potential floor opening covers level with grade storage does not protrude into walkways     

24. Sharp edges - Protruding obstacles round off sharp edges or give protection Clearance on overhead pipes etc. valve handle direction away from persons   

25. Equipment lockout capability electrical mechanical  

26. Emergency shower/eve wash chemicals used requiring special wash 

27. Emergency procedure emergency plans to be revised special training required  

28. Operating procedure operating procedure to be revised additional job training necessary safety aspects recognized revision of pre-start and post stop instructions Workplace risk assessments/Job Safety Analysis available or completed.     

29. Contractors selection training co-ordination supervision work permits     

30. Operators training training should include but is not limited to: start-up/shutdown procedure instrumentation control method operating temperatures and pressures alarms and shutdowns vibration control electrical isolation procedure normal log control - i.e. daily temperatures/pressures, etc. confined space entry procedure         

Document1






emergency procedures

31. Personal protection equipment other than "normal" equipment required respirators fire resistant clothing Chemical protecting garments etc.    

32. Lifting devices - Lifting well balanced eyebolt or similar on equipment Warning : single point hoisting/lifting might overstress the lifting device, causing rupture Control weight restrictions and movement. FLT training 33. Control of constructors introduction training, incl. asphyxiation- and fire hazards work permit control of cranes product hazards digging operation/excavations    

    

34. Software Changes Control loop changes Addition or deletion of software modules Restructuring of loops New control loop Putting loops on or off.     

35. Critical Trips/Interlocks. 36. Spare Parts Identified and ordered.

Document1

Managment of Change Procedure

Recommend Documents