Procedure

Title: Project Engineering Change Unique Identifier: 240-53114026

Management Procedure

Alternative Reference Number: N/A

Area of Applicability: Eskom

Documentation Type: Procedure

Revision: 3

Total Pages: 25

Next Review Date: December 2021

Disclosure Classification: CONTROLLED

DISCLOSURE

Compiled by Functional Responsibility Authorised by

………………………………….. ………………………………….. …………………………………..

R Mandavha D. Odendaal M. Koko

Plant EDWL: Senior General Manager: Group Executive:

Systems Integration Engineering (Acting) Generation
Date: …………………………… Date: …………………………… Date: ……………………………
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CONTENTS
Page
1. INTRODUCTION ...................................................................................................................................................... 4
2. SUPPORTING CLAUSES ........................................................................................................................................ 4
2.1 SCOPE .............................................................................................................................................................. 4
2.1.1 Purpose ..................................................................................................................................................... 4
2.1.2 Applicability................................................................................................................................................ 4
2.2 NORMATIVE/INFORMATIVE REFERENCES .................................................................................................. 4
2.2.1 Normative .................................................................................................................................................. 4
2.2.2 Informative ................................................................................................................................................. 5
2.3 DEFINITIONS .................................................................................................................................................... 5
2.4 ABBREVIATIONS .............................................................................................................................................. 6
2.5 ROLES AND RESPONSIBILITIES .................................................................................................................... 7
2.6 PROCESS FOR MONITORING ........................................................................................................................ 8
2.7 RELATED/SUPPORTING DOCUMENTS ......................................................................................................... 8
3.2.1 Baseline change identification ................................................................................................................... 9
3.2.2 Engineering change level classification and change review panel members ........................................... 9
3.2.3 Engineering Change Impact Assessment ............................................................................................... 11
3.2.4 Engineering Change Design Review Panel ............................................................................................ 11
3.2.5 Engineering change report ...................................................................................................................... 12
3.2.6 ECR status classification ......................................................................................................................... 12
3.2.7 Configuration management ..................................................................................................................... 13
3.2.8 Document and records management ...................................................................................................... 13
3.2.9 Dispute Resolution .................................................................................................................................. 13
3.3.1 Query Identification ................................................................................................................................. 14
3.3.1.1 TQ Process ..................................................................................................................................... 14
3.3.2 Resolution Phase .................................................................................................................................... 17
3.3.2.1 ER Process ..................................................................................................................................... 17
3.3.2.2 Design Request Process ................................................................................................................. 19
3.3.2.3 ECR Process ................................................................................................................................... 21
3.3.3 Project ECR Authorisation ....................................................................................................................... 23
4. AUTHORISATION .................................................................................................................................................. 24
5. REVISIONS ............................................................................................................................................................ 25
6. DEVELOPMENT TEAM ......................................................................................................................................... 25
7. ACKNOWLEDGEMENTS ...................................................................................................................................... 25

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FIGURES
Figure 1: Project Engineering Change Management Process ................................................................................... 15
Figure 2: Technical Query Process ............................................................................................................................ 16
Figure 3: Engineering Response Process .................................................................................................................. 18
Figure 4 : Design Request Process ............................................................................................................................ 20
Figure 5: Engineering Change Request Process ....................................................................................................... 22

TABLES
Table 1: ECR level classification, criteria and change review panel members .......................................................... 10
Table 2: Engineering change Statuses ....................................................................................................................... 12
Table 3: Dispute Resolution Board ............................................................................................................................. 13
Table 4: Project Engineering Change Management Selection Criterion .................................................................... 17

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1. INTRODUCTION
The control and execution of engineering changes on projects is critical in ensuring sustainable
performance. All engineering changes must be correctly prepared, motivated, reviewed, approved
and authorized before they can be implemented.

This procedure defines a standardised process for all Eskom projects to be followed when
conducting an engineering change to an established baseline design. The ultimate aim of a
well-managed engineering change process is to ensure that the design integrity of the final
plant remains intact and that the design baseline is maintained.

2. SUPPORTING CLAUSES

2.1 SCOPE

The need for an engineering change on a new build and/or refurbishment project must be captured
through an approved application system and follow due process for resolution. This procedure
provides for the registration of all Engineering Change Request (ECR) and for reporting on the
status of all ECR’s that impacts on the engineering baseline while the actual engineering work is
processed outside of SmartPlant Enterprise Owner Operator (SPO) Application System using
Eskom engineering governance practices.
As stipulated in the Engineering Change Management Procedure, the approach shall provide
assurance that the systematic evaluation of proposed solutions adhere to project, regulatory, client,
quality standards and requirements.

2.1.1 Purpose

The purpose of this procedure is to ensure that the Eskom Design Base shall be managed in such
a way as to enable sustainable achievement of Eskom’s business goals, by controlling engineering
changes to the Design Base during the execution of a project. The procedure must be applied to
ensure that an effective process for controlling changes to the design base and for managing
changes to the baseline is performed in a controlled manner. Any proposed changes shall be
traced, thereby maintaining the integrity of the Design Base and demonstrating compliance with
auditable traceability.

2.1.2 Applicability

This procedure shall apply to all personnel involved in engineering changes executed on all
projects. All parties interfacing with or working for Eskom Holdings SOC Ltd and its subsidiaries
are required to comply. It, however, does not apply to nuclear environments.

2.2 NORMATIVE/INFORMATIVE REFERENCES

Parties using this document shall apply the most recent edition of the documents listed in the
following paragraphs.

2.2.1 Normative

[1] 240-43327398:Engineering Policy

[2] 240-53113685:Design Review Procedure

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[3] 32-1155:Eskom PLCM Policy

[4] 240-53113704:Design Base Standard
[5] 240-42366126:Process Control Manual (PCM) – Control Change on the Project
[6] 240-46693733:Process Control Manual (PCM) – Manage Technical Queries
[7] 240-51093273:Process Control Manual (PCM) – Control Configuration Changes
[8] 240-44271204:Process Control Manual (PCM) – Manage Engineering Delivery

2.2.2 Informative

[9] 240-53665024: Engineering Quality Manual

[10] 240-53114190: Internal Audit Procedure

2.3 DEFINITIONS

Approve The functional responsible person determines if the document is

fit for purpose and approves the document content and therefore
takes responsibility and accountability for the document content.
Asset/Plant Machinery, property, buildings, vehicles and other items and
related systems that have a distinct and quantifiable business
function or service
Authorise The document authoriser authorises the release and application
of the document and is accountable for document
implementation.
Engineering Change Any permanent or temporary change, deletion or addition to any
system, equipment, structure including permanent changes to
operating/protection/control set points, software and technical
documentation which will result in any deviation from original or
existing System Structure of Component (SSC) design and/or
specification or established baseline. This includes the
replacement of SSC’s with equivalent components of a different
make or type.
Engineering Change The categorisation of a modification depending on the level to
Classification which it affects safety, the environment, reliability, availability
and costs
Engineering Change Engineering Change Management ensures all engineering
Management changes are correctly prepared, motivated, reviewed, approved,
controlled and recorded.
Engineering Change Selection criteria, as part of the Engineering Change process
Prioritisation that will guide the engineer and the CCC’s on the priority of the
engineering change into different levels. This will be dictated by
the specific business.
Engineering Change Request The entire document package containing the Engineering
Change Proposal, feasibility study, design package, reviewers
report, implementation plan, works information schedule,
commissioning procedures and the completion schedule. These
documents will bear the approval signatures relevant to the
engineering change classification and those signatures required
for authorisation prior to implementation and Return to Service

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Engineering Change Notice The outcome from the Engineering Change Notice (ECN)
Process used by the Design Authority to issue a proposed
revision to a frozen document. An ECN contains the reasoning
for the changes required as well as the impact of the proposed
changes.
Engineering Response Formal communications that does not require a change in
design documentation.
Field Change Notice The outcome from the Field Change Notice(FCN) Process that
is used by the Design Authority during construction and
commissioning, to mark up the design documentation by means
of red marks on to documentation to reflect the proposed
changes that are required.
Engineering Change The engineering change requestor can be any stakeholder
Requestor (engineering or non-engineering) on the project. This includes
any engineering change request originating from engineering,
contractors, project management or construction, etc.

2.4 ABBREVIATIONS

Abbreviation Description
B2B Back 2 Basics
CC Change Co-ordinator
CCCC Central Change Control Committee
CoE Centre of Excellence
DA Design Authority
DMO Document Management Officer
DMS Document Management System
ECDRP Engineering Change Design Review Panel
ECM Engineering Change Management
ECN Engineering Change Notification
ECP Engineering Change Proposal
ECR Engineering Change Request
EDWL Engineering Design Work Lead
FCN Field Change Notification
GM General Manager
KKS Kraftwerk Kennzeichen System
LDE Lead Discipline Engineer
LOSS Limit of Supply and Services
PCCB Project Change Control Board
PCR Project Change Request
PM Project manager
RFD Request for Design
RTS Return to Service
SGM Senior General Manager
SM Senior Manager
SPO Smart Plant Enterprise Owner Operator
SoW Scope of Work

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Abbreviation Description
SRD Stakeholder Requirements Definition
SSC System Structure or Component

2.5 ROLES AND RESPONSIBILITIES

Role Responsibility
Change Coordinator The person(s) in charge of managing the permanent or temporary
(CC) configuration to structures, systems, components or technical content of
prescriptive or descriptive documentation that form part of the design and/or
asset base and updating SOP to reflect the latest status of an ECN/PCR.
Lead Discipline The LDE shall ensure that the engineering change request is relevant,
Engineer(LDE) reviewed and fit for purpose to be implemented on the relevant plant
area(s). The LDE shall verify that the engineering change impact
assessment team is duly constituted of all affected stakeholders and CoE
representatives.
Engineering Change The engineering change requestor has the responsibility to ensure that the
Requestor engineering change and relevant documentation is based on accurate and
correct information and that the proposed change will, or has the potential,
to improve / sustain plant performance, safety, investment protection,
operability and / or supports the plant life cycle. The engineering change
requestor also has the responsibility to register the request on the project
change register with the relevant Change Co-ordinator.
Engineering Change A committee/individual appointed by the Project Engineering Manager. Their
Design Review Panel responsibilities include:
• Authorising the proposed Level 1 and Level 2 engineering changes
• Authorising the engineering change based on the principles, use of
technologies, and alignment to the process and procedure
• Confirming the engineering change impact (change classification,
environmental assessment, risk ranking, priority and technical content,
etc.)
• Performing change level classifications
• Periodical reviews of Level 3 changes

*The responsibilities of the committee could be delegated to one person in

certain instances
Impact Assessment An appropriate and qualified System/Project Engineer, who has the training,
Team Leader technical qualification and expert knowledge of the plant or systems affected
by the engineering change. The impact assessment team leader shall be
selected by the EDWL and his/her function is to:
• defines the impact assessment team
• leads the impact assessment
• compile the engineering change report
Impact Assessment The impact assessment team is defined by the impact assessment team

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Role Responsibility
Team leader. The impact assessment team shall consist of all affected
stakeholders and CoE representatives. Each member of the impact
assessment team shall provide input (technical, financial, safety etc).
Project Change A committee/individual at an Eskom project appointed by the Project
Control Board(PCCB) Manager who:
• Conduct an assessment of the impact on the project (cost, risk, plan and
schedule, contracts, resource management, etc.)
• Set execution route (Project or Work order)
• Ensure engineering changes are implemented as per the approved ECR

*The responsibilities of the committee could be delegated to one person in

certain instances
Engineering Design EDWL is an engineering practitioner assigned by a delegated engineering
Work Lead (EDWL) person to co-ordinate the design work provided by the discipline Design
Engineering roles and integrates this work into a final integrated design
product. The EDWL is the custodian of the requirements set and the
interface register between packages and part of his/her role is to maintain
this information. The EDWL remains responsible for the integrity of the
engineering product and is accountable for the overall management of
interfaces and delivery of an integrated product
The EDWL ensures that all End-of-Phase Design Reviews are identified and
executed as defined in this procedure.
Project Engineering Ensures compliance to this procedure in the project environment. The
Manager (PEM): project engineering manager accepts the engineering change for
implementation in the project based on comments and recommendation
from the engineering change design review panel.
Project Manager Ensures compliance to this procedure in the project environment. The
project manager ensures that the engineering change is implemented based
on engineering approved ECR and the Project Change Control Board
comments. The role of change coordinator may be delegated to a qualified
person.

2.6 PROCESS FOR MONITORING

This procedure will be monitored via 240-53114190: Internal Audit Procedure [10], 240-53665024:
Engineering Quality Manual [9] and self-assessments.

2.7 RELATED/SUPPORTING DOCUMENTS

[11] ISO 15288: Systems and software engineering - Systems life cycle processes.
[12] N.PPZ 45-5 Superseded by this document
[13] 240-70976432 Engineering Change Proposal Template
[14] 240 – 113413666 Technical Query Template
[15] 240 – 113412907 Engineering Response Template

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[16] 240 – 113413789 Engineering Change Request Template

[17] 240 – 113413710 Impact Assessment Template

3. PROJECT ENGINEERING CHANGE PROCEDURE

3.1 OBJECTIVES
The objectives are:
1. Ensure the effective management of all engineering changes to maintain the integrity of the
Design Base over the full lifecycle of the project and to reduce business risk.
2. Ensure a consistent approach is used for the classification and prioritisation of all engineering
changes
3. Ensure the process/procedure and tools used for design engineering changes and change
management across all plant is standardised
4. Ensure that all engineering design is done by a suitably qualified design or system engineer
(plant engineer), who has the training, technical qualification and expert knowledge of the plant
or systems affected by the engineering change.

3.2 ECR PRINCIPLES

3.2.1 Baseline change identification

An ECRs is a proposed change to an established baseline(s).

3.2.2 Engineering change level classification and change review panel members

ECR are classified by the LDE, or any person delegated to do so, according to their potential
impact on affected systems or disciplines, health and safety, regulation, project timelines and cost.
The ECR level classification, criteria and relevant engineering change design review panel
members are shown in the table below:

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Table 1: ECR level classification, criteria and change review panel members

Chair of
Engineering
Engineering Change Design Review
Level Criteria Change Design Authorisation
Panel Members
Review +
Approval

 Proposed change affects any of:

 Compliance to SRD  All affected Design Engineers
1
 Health and safety  All affected / involved LDE’s
1  Time or cost greater than 5% on overall project  Project Engineering Manager EDWL SGM Engineering
3

 Regulatory compliance  Relevant corporate consultant

2
 or avoidance of major equipment damage  Client Representative
 or prevention of production loss
 Proposed change affects multiple systems or disciplines
(CoE).  All affected Design Engineers
 or impact on:  All affected / involved LDE’s
2  Plant reliability  Project Engineering Manager EDWL SGM Engineering
3

 Availability  Relevant corporate consultant

 Environmental  Client Representative
 Operations
 Proposed change affects one plant system or discipline (CoE).
 and has no impact on:
 Safety  Relevant Design Engineers
 Operations  Relevant LDEs
3 LDE CoE Manager
 Relevant corporate consultant
 Environment
 Client Representative
 Plant reliability
 Availability

1
Note that all LDEs must be ECSA professionally registered and meet requirements as per section Error! Reference source not found..
2
Where a dispute arises between engineering and the client regarding adherence to Stakeholder Requirements, the SGM: Group Technology Engineering may
approve the project Stakeholder Requirements deviation, refer to section 3.2.9.
3
Authorisation may be delegated.
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3.2.3 Engineering Change Impact Assessment

The impact assessment team led by impact assessment team leader (LDE or any delegated engineer)
shall
 Review and confirm the engineering change level classification.
 Review the engineering change and determine the relevant criteria needed to be taken into
consideration in evaluating the acceptability of the proposed change.
 Identify and review all documentation affected by the proposed engineering change.
 Identify all affected plant KKS or any plant codification
 Identify all affected package baselines
 Analyse the engineering change for impact on:
 Technical
 Financial
 Safety
 Environmental
 Operating
 Timing
 Information management
 Perform trade-off analysis on the affected systems and propose alternative solutions, if
appropriate.
 If applicable, develop / update the suggested scope of work (SoW), LOSS diagrams and
terminal points for engineering change implementation.
 Keep minutes of meeting as a record of issues considered and decisions made.

Once an impact assessment is conducted, the impact assessment team leader shall compile an
engineering change report (FCN, ECN, RFD, ECP).

3.2.4 Engineering Change Design Review Panel

The engineering change design review panel members shall:

1.

 Perform an assurance check on the engineering change process followed.

 Review the completeness / make-up of the impact assessment team
 Review the engineering change report.
 Review if due process has been followed in covering all interfaces, changes have been
adequately motivated and engineering standards and statutory requirements have been
complied with.
 Jointly agree, led by the EDWL or delegated individual, on an engineering change status
classification. Should the panel disagree, the project engineering manager shall, depending on
the risk, make the final decision.

The engineering change design review panel chair person shall ensure that:
 Record is kept of decisions and comments from the review panel.
 Record of all panel members acceptance is kept.
 Sign the engineering change report with the relevant status classification.

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3.2.5 Engineering change report

The engineering change report (as developed by impact assessment team leader) shall include the
following:

1. Engineering change introduction (description / background);

2. Affected engineering baseline(s)
3. Detailed analysis on potential impacts with respect to:
 technical;
 financial;
 safety;
 environmental;
 operating;
 Risk;
 timing, and
 information management.
4. List of impact assessment team members
5. Engineering change check sheet
6. Affected documentation / drawings
7. Lessons learnt
8. Recommendations / Proposals

3.2.6 ECR status classification

An engineering change will at any time be assigned one of the following statuses:

Table 2: Engineering change Statuses

Status Description
Engineering change authorised by Project Engineering Manager.
Authorised
Engineering change shall be implemented.
Engineering change authorised by Project Engineering Manager subject to
Authorised with
the inclusion of panel comments. No engineering change re-presentation to
Comments
panel required
Cancelled Engineering change cancelled prior to review by change review panel.
Engineering change registered. Engineering change to be presented to
Open
change review panel.
Engineering change rejected by change review panel. Engineering change
Rejected
shall not be implemented.
Engineering change requires rework. After completion of rework,
Rework
engineering change to be re-presented to change review panel.

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3.2.7 Configuration management

Configuration management activities shall be performed throughout the lifecycle of a project to record
and report the status of all proposed engineering changes. An engineering change register per project
shall be maintained throughout the lifecycle of the project. The register shall, as a minimum, include the
following:
 unique change identifier;
 change title;
 status;
 originator;
 responsible LDE;
 level classification;
 change registration date;
 target change panel review date;
 Actual change panel review date.

Configuration management activities shall adhere to Configuration Management Systems to ensure

traceable, auditable information regarding the status of proposed changes as well as the implementation
status of approved changes.

3.2.8 Document and records management

All relevant engineering change documentation, reports, panel acceptance and minutes of meetings
shall be managed and regularly recorded on the relevant project DMS.

3.2.9 Dispute Resolution

When a dispute arise within the engineering change management process, the right authorities will have
to settle and resolve the dispute in a manner that properly controlled, transparent and fair. The table
below prescribes the correct dispute resolution bodies that shall settle and resolve any dispute that may
arise within the project depending which stakeholders are involved in the dispute.

Table 3: Dispute Resolution Board

Affected Stakeholders
CLIENT CoE LDE EDWL PEM EC Design Contract PCCB Dispute resolution stakeholders
Review Panel Manager
X X CoE Senior Manager
X(x2) EDWL
X X GM Engineering
X X CCCC
X X CCCC
X X PM and PEM
X X SGM,GM and SM Engineering and
SGM,GM and SM Group Capital

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A dispute between two or more LDEs will be resolved by the EDWL. Any ruling/decision taking by the
dispute resolution board shall be final and not subjected to any further appeals except for the
ruling/decision take by the EDWL and Project Manager. These can be escalated to the CCCC, SGM,
GM, SM Engineering and SGM, GM, SM Group Capital respectively.

3.3 ENGINEERING CHANGE MANAGEMENT (ECM) PROCESS

Figure 1 below outlines the high level project engineering change management process to be followed
when performing an engineering change. This process shall be used to manage and control technical
queries and all engineering changes that affects the integrity of the design baseline from any Design
Authority, be it the Design Authority is Eskom or otherwise. As depicted in Figure 1, the project
engineering change management process is divided in two phases and these are explained in detail in
the section that follows.

3.3.1 Query Identification

In line with the project requirements, all technical queries shall be formally initiated through a single point
of entry for the project where all queries are registered. Any stakeholder on the project can submit a
query and this shall be captured in a register. However, as outlined in Figure 1, all technical queries must
be discussed by the Originator, PEM and the LDE (and/or the EDWL) together with the Design Authority
Representative and a resolution on the way forward should be discussed before any query is formalised.
The purpose for the discussion is to ensure the following;

 The problem or opportunity is correctly identified

 Possible solutions are discussed
 Decide whether this should be taken further for resolution or not.

The resolution from the discussion shall be an agreed problem statement and a way forward on how to
address the problem. The way forward shall also include selecting the right avenue for addressing that
particular query. If the problem was not resolved /clarified during the discussion, the Originator shall
initiate a Technical Query (TQ) via SPO Application System or formally submit the TQ using the correct
template [14] for project where SPO is not deployed. All TQ’s shall be formally submitted following the
TQ Process outlined in section 3.3.1.1 below.

3.3.1.1 TQ Process

Once a TQ is registered and captured on the project change register, the project manager (PM) shall
perform a high-level assessment to ensure the completeness of the TQ. All TQ’s shall be validated by
the PM, thus TQ’s that are not justified as complete shall be deemed as invalid and these shall be closed
out and the query originator notified. Where the query is deemed valid and complete, the TQ shall be
accepted. Accepting the TQ does not mean that it shall subsequently be approved. It is an indication that
it is sufficiently justified to be given further consideration.

Once the TQ is accepted, the PM shall evaluate if the TQ requires engineering input. All TQ’s that
requires engineering input are therefore classified as technical queries, shall be forwarded to the
relevant LDE for resolution. However, the PM shall respond and close out all other queries that do not
require any engineering input. All valid TQ that do not impact engineering shall follow the project
management processes, however engineering shall form part of the core team and provide input to the
query where possible.

Where a valid TQ impacts engineering, a further assessment shall be done by the LDE together with an
impact assessment team to assess whether the TQ resolution would impact the design baseline. The
LDE shall ensure that the Impact Assessment Team comprise of all affected stakeholders which may

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include Engineers, Project managers, Construction Supervisors, Contractor Representative and Design
Authority Representative, etc. All TQ that impact engineering but do not affect the design baseline shall
be dealt with using the Engineering Response (ER) process as they are classified as requiring only a
technical response.
Project Engineering Change Management Procedure

Discuss the Problem/

Problem/Opportunity
Opportunity with relevant
is Identified
DA and LDE/EDWL/PEM
Query Identification Phase

Agree to formalize
Problem/Opportunity
discussed

Formalize Query

TQ Process

No Resolution
ER Process impacts design
base?

No Impact on design Base Yes

Resolution Yes
requires additional
Design work?
Resolution Phase

Design Request
Process

No

Resolution
can be captured by
ECN Process FCN Process
“redlining” existing
No design base? Yes

Complex Simple
Black line Drawings Redline Drawings

Figure 1: Project Engineering Change Management Process

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Technical Query Process

Originator
Query

Complete TQ
Submit TQ
template
Configuration
Management
Office

Receive TQ and
distribute to PM
For Internal
Design
Project Manager

Does TQ needs No PM responds

PM evaluate TQ input from to TQ and
engineering Close it out

Yes

Submits TQ to
Lead Engineer Other(Non technical)

No
LDE

Type of Technical Is TQ multi Invites all affected Establish TQ

LDE assess TQ
Solution disciplinary? Yes stakeholders assessment Team
Impact Assessment

Yes Solution
No Solution Discuss and
Impact Design Agree on solution
requires additional assess TQ and its
Base? and way forward
design work? impact
Team

Design
ECR Yes No
Request ER Process
Processes
Process

Figure 2: Technical Query Process

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For all valid TQ’s that impact engineering and affect the baseline, the Impact Assessment Team shall
also access if additional design work (no part of the existing scope) is required. Where additional design
work is required, this shall be facilitated through the Request for Design (RFD) process prior to the
Design Authority performing any engineering change in line with the correct ECR Process. For all valid
TQ’s that impact engineering and affect the baseline but does not require any additional design work
shall be facilitated using any of the ECR processes. Depending on the complexity and the final response
classification, the Impact Assessment Team shall decide on the appropriate ECR process. Table 4 below
outlines the selection criterion for selecting the right response for all TQ’s. The Design Authority shall be
responsible for responding to all TQ’s which are classified as technical queries.
Table 4: Project Engineering Change Management Selection Criterion

Classification Summary Complexity

ER Process ER Used to respond to queries that does not affect design baseline -
Used to request addition design work which is not part of the Simple design
RFD
existing scope of work from Design authority
Design
Complex and
Request Used for the change of complex systems, major design
Specialist work
Process ECP deficiencies, missing scope, alignment of SRD, or alternative
Black Line
design concepts
Drawings
Used to mark-up changes to design documentation. Typically Simple
FCN used during construction and commissioning to “redline” design Redline Drawings
documentation in order to reflect changes.
ECR
Used for the revision of frozen design documentation. Complex work
Process
Typically used to reflect the “as built” or “as commissioned” Black line
ECN
state using the FCN’s and marked up documentation from the Drawings
field.

3.3.2 Resolution Phase

3.3.2.1 ER Process

Where the response to a TQ or Design Request does not entails changing or updating the design
baseline, an ER shall be used to communicate all technical responses that were discussed and agree by
the Impact Assessment Team. Figure 3 outlines a process on how ER shall be executed. An ER shall be
issued by the Design Authority using the correct ER template [15].

After the Impact Assessment Team has discussed and agreed that the resolution to a TQ does not have
any impact on the design, the TQ shall be formally submitted to the Design Authority through the
relevant Project Manager. Upon receiving a formal TQ, the Design Authority (or representative) shall
produce the required response on the ER template and submit it formally for review and authorisation.

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Engineering Response Process
Assessment
Review

No
Impact

No Yes Solution Design

Solution impact ECR Process
Require Additional Request
design base
design Work Process
Yes

For Internal
Designs No or Approved with Comments
Assess comment
Design Authority

provided

ER Approved/ Receive ER
Complete ER Submit ER to Authorised? feedback
Produce required
Receive TQ template and sign Engineering for
response
it off review
Received
For Internal confirmation of Yes
Designs approved ER
Configuration Management

No
Issue TQ formally Register ER and
ER Distribute to PM
Distribute to PM Process ER Issue ER formally
Authorised? for DA
Office

Yes

Distribute to both
Issue ER formally
PM

Receives and
Sign off ER
LDE

Reviews ER

PM DA
Submit ER to Formalise TQ
PM for DA
Formalise TQ relevant Lead
Engineer
PM

PM for Contractor
Formalise ER
Originator
Query

Execute Receive formal

Response response

Figure 3: Engineering Response Process

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Page: 19 of 25

All ER’s shall be received through the PM for processing and before they are distributed to the relevant
LDE for review. The LDE shall review the ER before signing it for final authorisation. The review shall
ensure that the correct parties reviewed and authorised the response by confirming that it does not
impact on the overall integration of the plant and the design base.

All authorised ER’s shall be processed by PM. All ER’s shall be registered, loaded on approved DMS
and distributed to the affected parties as per the distribution list on the ER. All approved ER’s shall be
formally communicated to both the Design Authority and the Constructor through their respective PM’s.
However, if an ER has been rejected the response shall only be communicated to the Design Authority
for correction and resubmission. For all approved ER’s, the Query Originator shall, upon receipt of the
ER, execute the response immediately.

3.3.2.2 Design Request Process

The design request process provides a formal way in which all request for designs may be raised to the
relevant Design Authority. All design requests shall be discussed and properly identified before they are
issued using the correct template (RFD - [16] and ECP - [13]). The process for executing a design
request is outlined in Figure 4.

Before any design request is executed, the LDE shall ensure that the Impact Assessment Team which
shall consist of all affected stakeholders is appointed as per 474-34 and a proper impact assessment
shall be conducted using the correct template. The team shall perform an impact assessment on the
design and construction, considering the time and costs impact before any design request is sent to a
Design Authority for consideration.

Completed design requests shall be submitted to the Design Review Panel for authorisation. The review
panel shall review all design requests to ensure that the correct stakeholders reviewed the request and
that the impacts assessed is acceptable before authorisation. However, if a design request has to be
rejected the response shall be communicated to the relevant LDE for correction and resubmission. Only
the EDWL or person authorised to do so can authorise a design request.

All authorised Design requests shall be submitted to the PM for DA before they are distributed to the
DMO for processing .The PM shall instruct the DMO to issue the design request formally, through a
transmittal note, to the Design Authority.

Upon receipt of a design request, the Design Authority shall evaluate the request and respond
accordingly using the type of response stipulated by the impact assessment team on the design request.
The Impact Assessment Team can stipulate either of the engineering change process to the design
authority .However, should the Design Authority decide not to consider the design request, an ER
template shall be used to respond.

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Design Request Process
LDE

Make Corrections Receive Feedback

ECR Yes LDE Compete

Impact Assessment Team

Processes ECP Template

No
Yes
Solution LDE Submit
Complex
Requires additional Design Pack for
Design Work?
Design Work? Review

No LDE Compete
RFD Template
Design Review

Review Design Submit Design

Chair authorises
Panel

pack for pack for

Design Pack
complexity Processing
Management Office

No Advice LDE of
Configuration

Status

Receive and
Approved Issue Design Pack
Register Design
Design Pack? formally to DA
Pack

Distribute to PM
Yes for DA
PM Design Authority

Receive Design Submit Design

Pack Pack for Issuing
Design Authority

Assess Design
Yes Solution
ECR Pack and Receive Design
Impact Design
Processes Respond Pack
base
accordingly

ER Process
No

Figure 4 : Design Request Process

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Page: 21 of 25

3.3.2.3 ECR Process

Figure 5 below outline the process that must be followed for all responses that affect the design base.
Following the guidelines shown in Table 2, the Impact Assessment Team shall assess whether an FCN
or ECN can be used to respond to the TQ. For any of these responses, it is the responsibility of Design
Authority to produce designs of a high quality standard and should be error free. If the Design Authority
becomes aware of any errors (including lack of information), the Design Authority shall corrects these
errors using the applicable ECR process following the guidelines in Table 2.

After the Impact Assessment Team has discussed and agreed on resolution to a TQ, the TQ shall be
formally submitted to the Design Authority through the PM. Upon receiving the formal TQ, the Design
Authority (or representative) shall produce the required response as per the discussion from the impact
assessment using the correct template and outlining the problem, the solution as well as the expected
impact on the design and construction. For FCN’s, the Design Authority shall identify the design
documents affected and mark up the changes in red using the latest authorised documentation. For
ECN’s, the Design Authority shall identify and revise all the design documents and clearly indicate the
changes in the revision blocks. Before submitting the design pack, the Design Authority shall also
classify the ECR in terms of:

 Design Document Error or Omission – The Design Authority erred during the design process and
requires a correction to the approved design in order to make it functional and/or safe.

 Value Engineering – Although the current design is fully functional and safe, by performing a
change to the design as proposed, certain saving in time and/or costs may be achieved that will
exceed the additional design costs and time incurred.

 Design Improvement – Although the current design is fully functional and safe, in the professional
opinion of the Design Authority Representative a change is required in order to cater for specific
conditions not envisaged as part of the original design.

 Workaround – A temporary physical plant, equipment or component, etc. or electronic attributes

(setting, logic, etc.) that is fulfilling the function of the part, or whole of the design during the
commissioning stages of the project, but is not intended to be handed over as part of the final design,
thus the workaround will be decommissioned and removed before handover.

 Construction Integration – During the construction of the design it is found that certain changes
must be made in order to make the overall (cross package/cross designer) design functional and/or
safe.

 NCR Incorporation – A concession is evaluated and incorporated into the overall design, changing
the design base, and making the construction compliant. If the construction concession acceptance
is for a specific component only, without changing the design base, the drawings are not updated
and the concession is reflected on the quality records only.

 Other – This may include items such as excavation permits, temporary construction works etc.

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Engineering Change Request Process
Assessment
Impact

Team

Solution Yes Design Impact Assessment Team

Impact Assessment Team
Require Additional Request Review and conduct
Prepares and submit reviewed
design Work Process impact assessment on the
design pack for authorization
design pack
No

No, LDE receive Design Pack

LDE

For Internal and Set up Assessment

Designs Team
Review Panel
Design

Design pack
Review Response Chair authorises
submit for
for complexity Design Pack
processing

PM for Query
originator
PM for DA Receive Design
Formalize Design
formalize TQ Pack and
PM

Pack
request Distribute to LDE PM for DA
Formalize Design
Pack

Distribute to both
Management Office

PM(DA and
Configuration

Register Design For Internal Yes Contractor)

Issue TQ formally Pack and Designs Issue Design Pack Issue Design Pack
Distribute to PM Assess Design Design Pack formally formally
Pack Approved?

No
Distribute to PM
for DA only

Complete FCN
Produce Redline Submit design Yes
Receive FRI template and sign Design Pack Design Pack Receive Design
drawings Pack for Review ECN Base lined
it off was an FCN? Approved Pack Feedback
Design Authority

Yes No

DA incorporate
Solution can be No Complete ECN
Changes on
Redlined(FCN)? template
design

Revision to Frozen DA prepare Black

Designs without line baseline
Pre-Approved
Engineering Assess comment
Change provided
Originator
Query

Query Originator
Execute FCN Receive design
Pack

Figure 5: Engineering Change Request Process

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Page: 23 of 25

All completed ECR’s shall be formally submitted back to Engineering for review and final approval
through the relevant PM. The relevant LDE shall review the ECR documentation assessing the
descriptions, classification and thereafter ensure an assessment team is appointed. The Impact
Assessment Team shall conduct an impact assessment using the correct template. Completed ECR’s
shall be submitted to the Design Review Panel for authorisation. The review panel shall review all ECR’s
to ensure that the correct stakeholders were involved and that the impacts assessed is acceptable
before authorisation. However, if an ECR has to be rejected the response shall be communicated to the
relevant LDE for correction and resubmission. Only the EDWL or a person authorised to do so can
authorise an ECR.

For All ECR’s that have been rejected, the response shall only be communicated to the Design Authority
through the PM for correction and resubmission (only if the LDE cannot make the necessary correction
for resubmission). The Design Authority shall consider the comments provided by design review panel
when resubmitting the revised ECR.

All authorised ECR’s shall be submitted to the PM for DA before they are distributed to the DMO for
processing .The PM shall instruct the DMO to issue the ECR formally, through a transmittal note, to the
Design Authority as well as any affected stakeholders. It must be noted that before the PM instruct the
DMO to issue the ECR formally, the necessary project authorisation may be required from the PCCB as
outlined in sections 3.3.3 and 3.3.4 below.

Where in ECR was facilitated through an FCN and is now authorised, the Design Authority shall
automatically incorporate the redlined changes and update the design documentation. All incorporated
changes and updates to design documentation shall be review by design review panels following the
normal design review process.

All other affected stakeholders shall execute the ECR immediately upon receipt. The implementation
status of an ECR shall be reviewed in the subsequent formal design review of all affected packages.
This means that the LDE must demonstrate that the approved change has been implemented. All
approved designs baseline shall be sent to projects for construction implementation.

3.3.3 Project ECR Authorisation

Having received the approved ECR from engineering, the information obtained from the ECR and the
change requestor shall be used to define the scope of the engineering change and an impact
assessment shall be conducted on the following:
 cost management
 risk management
 planning and scheduling
 project quality management
 project integrated resource management
 project contract management

The impact assessment shall cover all aspects that were not covered by the engineering impact
assessment which engineering does not have the mandate to do so. Once the impact assessment is
conducted, the project manager shall consolidate the individual assessments obtained into a single
proposal using the appropriate template.

Before submitting the report, the project manager shall ensure that the scope of work required to
implement the assessed scope of the change as per received feedback of assessment is properly
determine. The compiled change proposal report shall be submitted to the Project Change Control Board

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for acknowledgement and comments. Where the proposal requires rework, the scope of work for the
change shall be updated accordingly and as well as the change proposal report. The change proposal
shall then be submitted to the Project Change Control Board (PCCB) for acceptance.

All change proposals that are accepted without comments from the Project Change Control Committee
shall be deemed an authorised change request. For all authorised change request where designs shall
be required, the PM shall initiate the ECR design implementation with the relevant LDE. For ECR that
already contains an engineering approved revised design baseline, the baselines shall be deemed as
sent to projects for implementation.

3.3.4 Project ECR Rejection and Comments

If the PCCB does not approve an authorised Engineering ECR, the matter may be raised with the
relevant dispute resolution stakeholders as outlined in section 3.2.9.

Where comments are made by the PCCB, a notification shall be sent to engineering for consideration;
the ECR shall be revised to include comments from the PCCB and presented again to the Engineering
change design review panel before resubmitting the revised ECR to the PM. If engineering does not
agree with the inclusion of the comments made by the PCCB, this shall be regarded as rejecting the
comments and the matter shall be raised with the relevant dispute resolution stakeholders as outlined in
section 3.2.9 for resolution. Any recommendation that is made by the dispute resolution stakeholders
shall be implemented

4. AUTHORISATION
This document has been seen and accepted by:
Name Designation
D Odendaal Senior General Manager Engineering, (Acting)
T Mathe General Manager: Engineering Projects Management (Acting)
P Moyo General Manager: Power Delivery
Louis Fernandez Senior Manager: System Integration
Prudence Madiba Senior Manager: Electrical and C&I Engineering
Vasanie Pather Senior Manager: Chemical and Auxiliary Engineering
Galia Dudenska Senior Manager: Civil and Structural Engineering
Dhiraj D Bhimma Senior Manager, Production Engineering Integration Coal (PEIC)
Julian Fourie Senior Manager: Production Engineering Integration Coal (Outside Plant)
Nad Moodley Senior Manager Engineering (Acting) – Peaking OU
Riaan Mouton Senior Manager Engineering, Production Engineering Integration (Peaking and
Renewables)
G Bronkhorst General Manager – Mega Projects
P Underhay Senior Manager Capital Projects EPMO
K Pather General Manager - Sustainability
J Naicker Middle Manager - Business Processes
Poobie Govender Chairman – Technical Process Governance Committee
B Maccoll General Manager - Research
L Reddy Middle Manager - Asset Management
M Maynard Chief Advisor Business Processes
N Msibi PDE
L Ndlela Middle Manager – IM Project
A Scott Middle Manager – Business Processes

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 Project Engineering Change Management Procedure Unique Identifier: 240-53114026
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Name Designation
R Stephen General Manager – Capital Projects
C De Beer Chief Engineer – System Integration

5. REVISIONS

Date Rev. Compiler Remarks

March 2007 0 P Knothe First Issue of document
March 2008 0 P Knothe Second Issue of document
March 2011 1 SC Engelbrecht Revision of original document N.PPZ 45-5. Updated:
AJ van Staden
 General document layout
 Roles + responsibilities,
 Engineering change principles
 Engineering change process
December 2012 2 RA Mandavha The following updates were made:
 Update on general content.
 Updated structure and format.
 Updated Figure 1.
 Updated conventional naming (align to B2B).
 Updated Document Template
January 2016 2.1 RA Mandavha The following updates were made:
 Update on general content
 Reference document number updated to 240 D004FC
number
 Align role of EDWL and LDE
Final Draft for Comments Review
January 2016 2.2 RA Mandavha Updated Final Draft for Comments Review Process
September 2016 3 RA Mandavha Final Rev 3 for Authorisation an Publication prepared by
F. Bosch for DRM

6. DEVELOPMENT TEAM
The following people were involved in the development of this document:
 Ronald Mandavha
 Selelepoo Ntoampe

7. ACKNOWLEDGEMENTS
 None

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