Symmetrical Group

Policies and Procedures

MANAGEMENT AND EXECUTIVE\CONTINUAL IMPROVEMENT

SG-PR-13-04 Change Management

1.0        Policy

1.1        General

Symmetrical Group policy is that all changes are defined and that a process for recording, assessing and authorising the change within the project is under taken. 

This procedure is aligned with the requirements of SYMSYS the Symmetrical Group’s Safety, Quality and Environmental management system.

1.2        Scope

The Change Management Procedure should be applied for assessing any significant change in any Symmetrical Group Project; in particular:

• Change to scope of project
• Change to functional requirements
• Change to equipment
• Change to maintenance, installation or construction program
• Change in project organisation
• Change in training requirements

The intent of this procedure is to minimise unexpected outcomes from a change in addition to maintain an audit trail from the original to current status.

1.3        Change Control

Effective control of potential change is achieved in effective organisation and management procedures which enable:-

• Identification of what is or is not subject to change control
• Definition of the potential change
• Risk assessment of the consequences of the change proposed
• Controlled implementation

2.0        Rules and Responsibilities

2.1        Summary

The Change Management (CM) requires competent personnel in the following areas:

• Initial CM risk assessment: Proponent and Approver
• Implementation of change; Single point Accountable Person (SPA)
• Technical Authorities
• SYMSYS framework

2.2        Roles and Responsibilities for the CM Risk Assessment

The key process roles in the CM are Proponent and Approver. They have the following roles and responsibilities.

Note: The Proponent and the Approver shall not normally be the same person.

2.2.1        Proponent

Proponent should have knowledge of the project, its procedures and the relevant Legislation that governs the site proposed for the instalaltion.  The Proponent is responsible for:

• Logging data associated with the change
• Selecting the appropriate method of assessment and managing the process
• Making recommendations, including conditions for implementation and such monitoring requirements as deemed necessary to the Approver
• Ensuring that the assessment team (if required) includes all necessary knowledge and competence for the change being assessed.

2.2.2        Approver

Approver will typically be the Project Manager of Client. The Approval Authority is responsible for:

• Initial approver or rejection of a change to proceed to assessment
• Accepting the outcome of the assessment and approving, or not, the change to move to implementation.  In this role, if appropriate, they shall identify  the implementation process
• Ensuring that any changes stay within the defined scope and that the        recommendations of the assessment are fully implemented.
• Ensuring that the roles within the Change Management Procedure are carried out by competent personnel.
• Feedback to the Proponent when rejecting a proposal
• Ensuring appropriate budget support of the change

2.3        Roles and Responsibilities for the Implementation of change

The key process role in the implementation of any approved change is the SPA.  They have the following roles and responsibilities:

• Implementation and management of the approved change.
• Implementing recommendations of the CM delegated to him by the Approver, this includes updating documentation
• Maintaining the change within the scope assessed by the CM and ensuring that changes to the scope are adequately assessed
• Liaising with the Approver and Proponent during implementation to ensure adequate resources are available

2.4        Technical Authorities

The Proponent shall identify which Technical Authorities (if required) should be involved in the assessment of risk associated with a given change proposal.  The Technical Authorities are responsible for:

• Providing independent input to the assessment of the risk of a given change as appropriate
• Review of key documents in the implementation process as appropriate
• Being the arbitrator on all technical issues in their area of expertise

3.0        Procedure

3.1        Step one – Initiation

Anyone in the project team may initiate a change proposal under the CMP.  The Proponent should:

• Complete a change order request form F-Q-09 Phase1 Change Management
• Outline reason for proposed change
• Define scope of proposed change
• Identify any high-level risks and opportunities associated with the proposed change
• Develop a high level plan (and/ or schedule) for achieving the change
• Estimated costs impact

3.2        Step two – Initial Approval

Based on the details presented on F-Q-09 Phase 1 Change management; the Approver assess if the change proposed is likely and worthwhile.  If satisfied the Approver nominates a suitable Assessor to carryout the change assessment.  If the Approver rejects the proposal the reason for rejection is to be recorded. The details of this Phase are recoded on F-Q-10 Phase2 Change Management

3.3        Step three – Change Assessment

On receipt of the proposal for change, the Assessor shall instigate the change risk assessment and:

• Ensure that the scope of change is clear and logged in the CM system
• Ensure that all relevant information is gathered and recorded
• Select the appropriate method for risk assessment, and notify the appropriate personnel and Technical Authority (if required)
• Carry out the risk assessment with the appropriate personnel and Technical Authority (if required)
• Record the assessment on Form 2 CCP –(Summary of Risk Assessment) (if required)
• Impact on previous agreed scope and equipment and the consequence on planned resources and schedule  (ie: anything that effects the project progress, training requirements or technical acceptability).

The change assessment details are to be evaluated and recorded on F-S-05 Task Planning / Risk Assessment

3.4        Step four – Acceptance

The impact assessment (step 3) will indicate the proposed response to the Request for change:

• Full acceptance
• Acceptance subject to some change
• Reject

By sanctioning the Approver in confirming to the budget holder or responsible superintendent that approval has been given.

3.5        Step five – Implementation

Once approval has been given, the implementation phase may commence.  The Proponent (responsible superintendent) may then implement the change.

Forms Relevant to this Procedure

F-Q-09 Phase1 Change Management

F-Q-10 Phase2 Change Management

Date published: 25/07/2013

* -25/07/2013 12:27:06 PM