QSP-09 MANAGEMENT OF CHANGE

Q.S.P-09

MANAGEMENT OF CHANGE

Rev

Issued To

Management Team

DATE

SECTIONS REVIEWED

30/05/14

First Issue

Date of Issue: 30/05/2014

Date of Print: 18/06/2014

Title

Date

Signed By

30/05/14

PREPARED

APPROVED BY

QSP / 09 Rev 0
30/05/2014

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QSP-09 MANAGEMENT OF CHANGE

Procedure
No. QSP - 09

MANAGEMENT OF CHANGE

1. PURPOSE AND SCOPE

This procedure defines the controls and processes for defining, assessing, approving and implementing changes
whichmayaffect######QualityManagementSystem.ThisensurestheintegrityoftheQualityManagementSystem
ismaintainedwhenchangesareplannedandimplemented.

2.REFERENCES

MOC/01ChangeRegister
MOC/02RequestforChange(RFC)Form

3.DEFINITIONS

ChangeTheaddition,modificationorremovalofapprovedand/orsupported
resources,proceduresand/orinfrastructure
RequestforChange(RFC)FormAformusedtorecorddetailsofarequestforachangeto
anywithinaninfrastructureortoproceduresanditemsassociatedwiththe
infrastructure.
ChangeRegisterAregisterofinformationthatrecordsinformationrelatedtospecific
changes,iewhatwasdone,whenitwasdone,bywhomandwhy.

4.PROCEDURE
4.1GENERAL

TheprocedureforManagementofchangeiscarriedoutinthefollowingorder:
Initiation
o Identifyandauthorise(orreject)thechange
Review
Assesstherisksandpotentialimpacts
Gainrequiredapprovals
Implementation
o Planning
o Communication
o Training
Followup/Review/Closeout
The Management of Change Procedure is implemented whenever the following changes
areinconsideration:
ChangesintheOrganisationalstructure
Changestokeyoressentialpersonnel.(Managers,machinists,welders)
Changestocriticalsupplierswhichmayimpactonquality
ChangestotheQualityManagementProcedures,includingchangesresultingfrom
CorrectiveandPreventiveactions.
Documentation related to Management of Change shall be maintained as per QSP/04

Date of Issue: 30/05/2014

Date of Print: 18/06/2014

QSP / 09 Rev 0
30/05/2014

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QSP-09 MANAGEMENT OF CHANGE

DocumentControlandRecordsManagement.

Changestocontractsand/orqualityplanswhichoccurafterthetaskhascommencedare
dealtwithasperQSP/01sections4.7&4.8

4.2INITIATIONAND
REVIEW

Changes coming under the operational control of ###### may arise from any of the
followingareas:

Employeerecommendation
Customerrequirementorrecommendation
ConnectionLicenseerequirementorrecommendation
Changestoindustrystandardsand/orspecifications
Businessrequirement
Correctiveand/orPreventiveActions

TheManagementTeamareresponsibleforreviewingtheproposedchangesandensuring
the Management of Change procedure is adhered to. Ultimate responsibility for
authorisationlieswiththeGeneralmanager.

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
documentedandmaintainedasperQSP/04DocumentControlandRecordsManagement.

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/02RequestForChangeForm.
EachRFCformisassignedasequentialnumber,andaregisterismaintainedbytheQuality
Manager of all RFC's and associated data. (Refer to MOC/01 Management of Change
Register.TheRFCformalsoallowsforrelateddocumentationasthechangeisprocessed.
InitialinformationontheRFCshouldincludethefollowing:
Thereason/businessjustificationforthechange
Why the change is needed in particular giving detailed information on
implicationsofnotimplementingthechangei.e.securityrisksetc.
Knownrisksorimpacttothebusinessofimplementingthechange
Anestimationofrequiredresourcesincludingpeople,timeandinvestment/costs
Responsibility is assigned to an individual to "own" the change. This person should have
experienceintheparticularnatureofthechange.The"owner"shallensurethechangeis
progressed,utilizingtheskillsandknowledgeoftherestoftheManagementTeam.

4.2REVIEW

ReviewtheRFCforcontentdetailandidentify:
Anyadditionalinformationand/orapprovalsthatmaybenecessarytoprocessthe
request.
Documentationchangesthatwillberequired
Additionaltrainingthatwillberequired
Whoisinvolved.(Employees,customers,connectionlicensors,etc)
Costsinvolved
Risksinvolved
Necessaryresourcestoimplement
If required, discuss the changes with appropriate governing bodies, connection licensors
andcustomers.
Apreliminarytimeframeforthecompletionofimplementationshouldbedecideduponat
thisstageoftheprocess.

Date of Issue: 30/05/2014

Date of Print: 18/06/2014

QSP / 09 Rev 0
30/05/2014

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QSP-09 MANAGEMENT OF CHANGE

HighlightsofthereviewshallbedocumentedandmaintainedwiththeRFC.

4.3RISKASSESSMENT

Changes shall be evaluated and managed to ensure risks arising from changes remain at
acceptablelevels.considerationshouldalsobegiventotheriskandimpacttothebusiness
ofnotimplementingthechange.
Risk assessment for the change shall be carried out as per QSP/08 Risk Assessment,
ManagementandContingencyPlanning.

Whererequiredbycontract,customersand/orconnectionlicenseesshallbeinformedof
neworresidualriskwhichareduetothechanges.

4.4APPROVALS

4.5IMPLEMENTATION

ResultsofriskassessmentshallbemaintainedwiththeRFC.
External:Allrelevantstakeholdersandassociatedgoverningbodiesshouldbeapproached
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
changesassociatedwithManagementofChange.
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
maintainedwiththeRFC.
AnimplementationplanshallbedevelopedtoprovideguidancetoallManagement.The
implementationplanshallinclude,butisnotlimitedto:
Communicationdetailsforemployees
Customernotificationwhenrequiredbycontract
ConnectionLicensornotificationwhenrequiredbycontract
Trainingdetails
Documentchangedetails
Necessaryresources
Responsibilitiesassignedforeachoftheabove
Note:Customernotificationshouldincludenotonlythechangeitself,butalsoanynewor
residualriskduetothechange.

4.6CLOSEOUT

Theimplementationplanshallbereviewedonaregularbasis.Thereviewsmaytakeplace
at General Management Meetings or "Special Meetings" scheduled for such a purpose.
ResultsshallbedocumentedandmaintainedwiththeRFC.
When the implementation plan has been completed, a final review meeting shall take
placetoensureallaspectsoftheManagementofChangehavebeenadheredto.Whenthe
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
closureisnotedontheRFCandsignedoffbytheManagerspresent.
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.
AllrecordsrelatedtoManagementofChangeshouldbeanalysedasperQSP/05,(System
MonitoringandImprovement),andtheresultstabledatManagementReviewMeetings
fordiscussion.

Date of Issue: 30/05/2014

Date of Print: 18/06/2014

QSP / 09 Rev 0
30/05/2014

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