IMS4.2.5 Management Of Change Procedure

1.0   PURPOSE

The purpose of this procedure is to describe the method used for the management of change within SeaLink Gladstone Operations.

Reference: Change Management Flow Chart

2.0   SCOPE

This procedure applies to all policies, procedures, systems and processes within SeaLink Gladstone Operations.

3.0   REFERENCES

• IMS5.6.1 Management Review General
• IMS7.1 Planning of Product Realisation

4.0   DEFINITIONS

Management of Change (MOC). The process of bringing planned change to an organisation. MOC usually means leading an organisation through a series of steps to meet a defined goal. Synonymous with change management.

Management of change review team. Senior Management personnel consisting of HSEQ Manager, Operations Manager Barges and the Operations Manager Ferries.

5.0   REQUIREMENTS

5.1   Process

SeaLink DataWeb must be used for all Management of Change (MoC) requests reviews and approvals.

The approval process for changes must be followed and documented utilising the DataWeb only. Changes are not to be implemented unless approval has been gained via this process

5.2   MOC: Initiating a change

Any person can initiate or recommend that a change be made. Minimal information, specifically, a description of the proposed change, the technical basis of the proposed change, the expected impact on the safety and health of the employees affected by the proposed change, and the duration of the change should be provided. 

5.2.1  MoC Requests Form

Located on the DataWeb (Management of Change)

The following information must be completed before the form is submitted:

• Date of request
• Identify the document or process you wish to change
• Description of the change requested
• Justification for the Change
• Level of Importance 
  • Low - May improve the management system and reduce risk. HSEQ and Operations Managers can approve this change
  • Medium - Change may have a positive effect on the business and management System. The risk may be mitigated by the implementation. HSEQ and Operations managers must agree before being sent to Area Manager for approval.
  • High - Change will have a positive effect on the business, adding value, saving time, increasing production and mitigating risk. HSEQ and Operations managers must agree before being sent to Area Manager for approval.
  • Emergency - This change needs to be implemented immediately, an incident will occur if the change is not made immediately

5.2.2  Submittal

On submittal of the MoC form depending on the level of importance identified the following will happen

• Low, Medium, or High - Change requests will be sent to MoC Review Team for review and recommendation.
• Emergency - Submitted form will be sent directly to the Area Manager and HSEQ Manager for review

5.3   Review

5.3.1 Priority Levels

MoC requests will be assessed based on the identified priority level.

5.3.2 Low priority

On the submittal of an MoC request with an identified priority of Low, the review team will assess the request and may approve the request based on the information available.

5.3.3 Medium and High Priority

On the submittal of an MoC request with an identified priority of Medium or High, the review team will assess the request and make recommendations based on the information available. 

Once all review team members have completed their reviews the MoC request will be sent to the Area Manager for review.

5.3.4 Emergency

On submittal of an MoC request identified as an Emergency. the requests will not be sent to the review team. It will be sent directly to the Area Manager for review and to the HSEQ Manager for information 

5.4   Review Team Recommendations (Medium and High Priority)

Each member of the review team must assess the MoC request and record their findings and recommendations on the MoC request review form.

Regardless of the recommendations made by individual review team members, all medium and high-priority changes must be reviewed by the Area Manager before they can be approved or rejected.

5.5   Final Review and Approval

On completion of the initial review by the review team and an automated email will be sent to the Area Manager informing them that the change request has been reviewed by the review team.

5.6   Approval or Rejection Process

Once approval or rejection has been made by the Area Manager the following process will commence

Approval

• An automated email will be generated and sent to the review team and person who instigated the MoC request informing them of the result
• HSEQ Manager will raise a Corrective Action Report to commence the change base on the requirements identified by the review team and area manager

Rejection

An automated email will be generated and sent to the review team and the person who instigated the MoC request informing them of the result.

6.0   DOCUMENTATION

Management of Change request form