Management of Change for Operating Procedures or Work Practice

Any Department,

To ensure changes/additions/deletions to Safe Operating Procedures is done in a systematic, business focused and timely manner.
To guarantee the appropriate people are involved in the change process.
To ensure training and qualification or re-qualification of people is carried out in a fashion that meets the needs of the business.
To ensure the qualification records for impacted people are always accurate to their skills and the procedures being used.

What Performance Target will be achieved as a result of doing this procedure.  In some cases there may be more than one

None

None

Click image to see full size flowchart

None

With the aid of resource material, input changes to procedures and follow up to make sure they reach their proper conclusion.

Note: A change to a current work practice or procedure can be submitted by any person.

Note: Where a current procedure exists, it should be printed off from TRACCESS and presented with proposed changes, date and name of presenter noted as suggested in document footer.

Note: Day Support Team for a given department is defined as the Technical Specialists and other support staff.  This will vary from department to department.

1

Submit changes/additions/deletions in   procedure or work practice...

...submitted to Day Support Team or designated person for the operating area in question.

All

2

Review the proposed change and make a go/no go decision on proposal.

...identifying whether it enhances Performance Outputs to meet Business Needs.
...this includes, safety, environmental and productivity elements.
...identifying impact on related process where known.
...day support may speak with submitter and suggest minor changes if they make sense before moving the proposed change forward.

Day Sup

Note: If the change is of an emergency nature, the Day Support Team has the ability to move forward to step 7 and implement the change. The rest of the steps still need to be followed and the steps 3 to 6 need to be done after the fact to ensure nothing is missed.

3a

If Yes forward proposal to affected Shift Operating Teams, other Day and Support Services Teams for review and feedback...

...all shifts operators involved with the specific procedure and Shift Management people   should feedback on proposal from a technical, safety and operational perspective.
...other Day and Support Services Teams, such as Engineering, Accounting, Technical, Safety, Risk Assessors, Human Resources would be contacted as necessary and feedback according to their area of expertise.

Day Sup

3b

If No, return proposal to the submitter with explanation of why the proposal not an acceptable option...

... if they understand the reasons, they should treat the exercise as a learning experience.
...if the submitter still feels the change is valid, they can pursue the proposal through other channels. (Must be related to the issue in question)

Day Sup

4

Review the proposal and agree on feedback...

...each group that were contacted will   arrange for the proper people to be involved.

Each Group

5

Return feedback to Day Support Team and to Submitter if there is disagreement or modifications suggested...

...this allows the Submitter to be aware of other ideas that are being added to theirs.

Each Group

6

Reviewed all data and decide on go / no go or go with modifications.

Day Sup

7a

If Yes, finalise, field validate and approve completed procedure...

...this process may take a few rounds to complete depending on the complexity of the procedure.
...this includes deciding on level of re-qualification required.
...associated materials checked for necessary modifications.
...required document control information updated (rev number, date, who etc.)

Day Sup and SME's

7b

If No, refer to 3b actions.

8

Input new or revised documents to Performance Support System...

...includes modifications to associated documentation.

Day Sup

Note: Detailed procedures for steps 9 - 13 are described in Training / Qualification Process When Done External to Normal Training Program and Training / Qualification Process for Emergency or Extra Ordinary Situations

9a

Enter Revision Date in associated TRACCESS folder for revised documents...

...TRACCESS folder related to the procedure will turn red for anyone who is currently showing as qualified in the system.
...Shift Management Team will know of the change through the folders.
...Shift Management Team may be notified by internal TRACCESS e-mail as well if necessary.

Day Sup

9b

If new procedure, build a new folder...

...TRACCESS folder for new procedure will be incorporated into an existing Collection or if non exists, a new Collection will need to be built and assigned to the appropriate groups as identified by Day Support and Shift Line Managers.

Day Sup

10

Notify impacted people of the need to qualify or re-qualify on the change.

...they will be able to see this through their TRACCESS folders using View/All Revised Folders drop down menu if it is a revision.
...they will need to be informed if it is a new one.
...in emergency situations they may also be notified by internal TRACCESS e-mail.

SLM or Day Sup

11

Arrange for upskilling to take place...

...by the Shift Management Team and the persons needing the updating.
...schedule will depend on when the person will be doing the procedure again in their work Rota.

SLM or Day Sup

12

Upskilling carried out...

...three possible levels of re-qualification depending on the procedure and the severity of the change.
1) change is reviewed orally and signed off by both parties.
2) change is demonstrated in a simulation if the actual cannot be carried out because of equipment availability.
3) change must be demonstrated in a real situation because of the criticality of the procedure.
...new procedures will require training and qualification always.

SLM or Day Sup

Note: Please refer to SOP for Evaluating Competence for details of how to complete practical qualification.

13

Update TRACCESS records for each individual as they qualify...

...folder will turn black again for each individual as the new date is put in.

SLM or Day Sup

Name

Assessor

Date

Yes / No

Competence Demonstrated

Employee No.

Signature

Developed on: 02/02/99

Developed by: Mercer Munn, Dave Holmes
Validated by: name
Approved by: name