Scribd
Upload
413 views4 pages

Change Management Procedure

This procedure describes the change management process for operational items at YOUR COMPANY. The Manager and relevant Administration Assistant are responsible for ensuring any Change Items are governed according to this framework. The process involves proposing a change using a request form, coordinating approval with stakeholders, developing communication and training plans, implementing the change, and conducting post-implementation reviews or audits. The goal is to effectively manage changes to processes, documents and other items within the defined scope.

Uploaded by

Carlos Cueva Gallegos
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
413 views4 pages

Change Management Procedure

This procedure describes the change management process for operational items at YOUR COMPANY. The Manager and relevant Administration Assistant are responsible for ensuring any Change Items are governed according to this framework. The process involves proposing a change using a request form, coordinating approval with stakeholders, developing communication and training plans, implementing the change, and conducting post-implementation reviews or audits. The goal is to effectively manage changes to processes, documents and other items within the defined scope.

Uploaded by

Carlos Cueva Gallegos
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 4

1 PURPOSE

This procedure describes the change management process.

2 SCOPE
This procedure is applicable to all “Change Items” that requires governance and tracking of changes.

3 DEFINITIONS

Term Definition

Change Item Any documentary item that can be changed

Change Any variation or change to approved/agreed outcomes


4 PROCEDURE
4.1 Changes in general
Changes here refers to YOUR COMPANY Operational items such as processes, registers, forms,
templates, rosters, manuals, configurations that are required to be managed and governed by
management.

4.2 Responsibility
The Manager in conjunction with the relevant Administration Assistant are responsible for ensuring that
any Change Items within the scope of YOUR COMPANY are governed & managed according to this
change framework.

4.3 Proposing Items Changes


Use the Improvement/change form – look at combining your improvement/corrective action form to
include change request.

STEPS

Change Requestor
1. A requestor can be anyone within YOUR COMPANY operations, and they need to be functionally
involved.

2. The requestor will propose a Change Item. This can be done via email, brought up in meetings, sent
in via post, etc. using the change request form (part of your improvement process)

3. If consultation is required for the proposed change, then proceed to Step 4. Else go straight to Step
6.

4. When consultation is required, the requestor is responsible to organize a workshop (meeting) with
required stakeholders to propose the suggestions/change.

5. At this workshop, the requestor is required to minute the outcome of the workshop-discussion, and
use that as the input for Step 6.

6. The Requestor of change is responsible to prepare all necessary documentation/artefacts


change/mark-ups required in order to submit a formal change request. These documentaries
include;

a) Process documents
b) Registers
c) Forms
d) Templates
e) Rosters
f) Manuals
g) Configurations

7. The Requestor is then to submit a Change request to the Change Coordinator. This can be in form of
an email with the necessary attachments.

Change Coordinator/
8. The Change Coordinator who at present is the appointed responsible person (Or delegate) will then
peruse and submit the proposed change to the required stakeholders. At present this can be just via
a formal voting email to the necessary stakeholders. The Change Coordinator is responsible to gain
approval or rejection of the change.

If the change is approved proceed to Step 9.

If the change is not approved, the process will then have to start back again at Step 2 where the
requestor has to re-propose an amended change with the stakeholders feedback given from the
rejection.

9. The Change Coordinator is responsible to prepare the Communications Plan of notifying all affected
parties of the change

The Communications plans can be in form of Bulletins, Memos with the YOUR COMPANY letterhead,
emails, or a formal transmittal to external parties.

10. The Change Coordinator will identify if there is a need for training on the new changes. If yes,
proceed to Step 11, else skip to step 12.

11. The Change coordinator is required to prepare a training plan for the change. This can be in the form
of training sessions, Inductions, briefing, toolboxes, or even meetings. However, acceptance of
training should be recorded, i.e, participants are required to sign and accept the new change
thereafter.

12. Change is implemented at this step. Ensure that the below are all ready and available, and updated
for the implementation;

a) Actual Change Package (artefacts shown in Step 6)


b) Communications Plan (shown in Step 9)
c) Training plan if applicable (shown in Step 11)

All these artefacts are required to be uploaded/updated in the SMS. Follow the SMS documented
information process of releasing SMS documentation & transmittals.

All Communications plan and training plans are also to be actualized and completed within the
stipulated timeframe of the change. Archive these documents accordingly. (The Change Coordinator
can archive these in your Safety System)

13. Check if the change was successfully implemented. If no proceed to Step 14. If yes go to Step 15.
14. In a failed change, there is always a need to initiate a Post Implementation Review (PIR) of what
went wrong. The Change Coordinator is responsible to initiate this review, to learn from the failed
change, and to put actions in place to prevent a re-occurrence of the failure. The Change process
will end here.

15. In all successful Change Implementation, if would be recommended to post-audit that the change is
in place. This can be done a few weeks to a few months after the implementation. The goal of the
audit, is to access the effectiveness of the change, and if the change had truly taken effect and to
document the wins and lessons learned.

16. If the Change was not effective at the post audit, then the Change Coordinator will require re-
accessing a new training plan required to facilitate this change. I.e, go back to Step 11, where the
Change Coordinator will re-access and amend the training plan to a more effective plan.

If the Change post audit proves to be successful, then update the findings into your system and the
change process will end here.

5 DOCUMENTATION
Change Request Form – example provided showing combination with Improvement Corrective Action
Form. (Please modify to suit your system, but keep in mind that it pays to not duplicate forms but
combine them, as there is more chance that they will be used.)

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy