management of change procedure

Document Number

Document Title: Management of change

AGL-GIL-AUH-IMSP-QHSE-016

Revision

# Effective date Prepared By Reviewed By Approved By Page

1 25 April 2011 QHSE Manager COO CEO 2 of 4

1. Purpose

The aim of this procedure is to allow management of Agility (Abu Dhabi) Control of minor changes to its departmental processes or activities, operating systems, and procedure. This procedure defines the methods for the identification and effective Management of change by ensuring that all identified changes are assessed, evaluated, duly authorized, effectively communicated and supported by documented records.

2. Scope

This procedure applies to all Integrated Management System activities relating to the company.

3. Objectives

The main objective of this procedure is to ensure that any changes at the companys IMS-related activities that will affect the performance of the IMS are identified and that appropriate measures and controls are set-up.

4. Cross References

IMS Manual

5. Responsibility

The Management Representative (MR) is responsible for ensuring this procedure is implemented in all departments of Agility (Abu Dhabi). The relevant department heads or assigned representative is responsible for coordinating with the QHSE Manager (MR) before initiating changes to respective departments

6. Procedure

6.1 Operating Procedure

Wherever there is a need to change procedural steps, process maps, operating procedures and systems, effect on quality, environment and health and safety concerns shall be assessed.

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The originator of the change must raise a Change Request and forward it for assessment by the Department Head who is responsible for the activity where the change is proposed. Raising a change request: Supervisors and Department Heads can request a change by completing Part 1 of the Change Request Form (AGL-GIL-AUH-QHSE-030) and submit this to Management Representative for review. Review of Change Request by the Management Representative in consultation with the Chief Executive Officer shall assess the proposal for changes. The Change Request will be assigned a unique sequential number and entered in the Master Register. Assessment of the proposed change will be made considering the following: Identify items or areas affected by the change Perform a Risk Assessment/JSA, environmental impact or quality concerns or (as appropriate) check whether procedures or work instructions need to be revised as a result of the change

Review organizational arrangements Review training requirements Communicate the change to all those affected.

Once the items/areas affected by the change have been highlighted, a detailed review of the impact of the change shall be carried out to include cost implications and department Efficiency/productivity. The results of the review shall then be documented on the Change Request Form (AGL-GIL-AUH-QHSE-030). Once having carefully reviewed the items or areas affected by the change and the impact on safety, cost and schedule, the Chief Executive Officer decides whether to approve or reject the Change Request.

6.2 Approved Change Requests

If the Change Request has been approved, the Management representative shall ensure that all necessary precautions /actions are taken to reduce or minimise any risks to the health and safety of personnel (and/or to environment) due to implementation of the change. Actions taken may include the amendment of a procedure or a work instruction and the communication of this to concerned personnel, or it may mean that a meeting is held to inform all concerned parties of the impact of the change. It could also mean that risk assessment or JSA needs to be performed with control measures identified and implemented to minimize any risk presented by the change. The actions taken are then documented on the form by the Management

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Representative. He shall ensure that change is communicated to all those who may be affected by it.

6.3 Rejected Change Requests

A rejected Change Request shall be discussed with the Originator or person who submitted it. The reasons for the rejection shall be detailed on the Change Request Form (AGL-GIL-AUH-QHSE-030).

6.4 Change request closure

The Management Representative shall document on the Change Request Form the actions that have been taken to reduce or minimize any risk incurred as a result of the change and shall then sign and date the Change Request Form to show this. The Change Request Register shall be updated with the close-out date.

7. Records

Change Request Register AGL-GIL-AUH-QHSE-029 Change Request Form AGL-GIL-AUH-QHSE-030

management of change procedure

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