13-06-13 -Managment of Change Procedure

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SUMED R B PETROLEUM PIPELINES COMP NY

Management Of hange Procedure

0 25-May-12 First Issue

Rev Date Revision Prepared By Approved By


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TABLE OF CONTENTS

1 INTRODUCTION ............................................................................................................... 3

2 TYPE OF CHANGES ........................................................................................................ 3

3 PROCESS OF MOC .......................................................................................................... 5

4 PROCEDURE .................................................................................................................... 7

5 CHECKLIST ...................................................................................................................... 7

APPENDIX 1 - MANAGEMENT OF CHANGE FORM ......................................................................... 8

APPENDIX 2 - MANAGEMENT OF CHANGE FLOW CHART .......................................................... 10

APPENDIX 3 - MOC SAFETY CHECKLIST GUIDELINES .............................................................. 13


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Arab Petroleum Pipeline Co. (SUMED) G-PRO-052010

Management of Change Procedure Rev. 0

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1 INTRODUCTION

Any facility or operation is subject to continual change. Changes often are made in equipment,materials and processes to increase productivity or to correct hazards. In some cases, temporary

adaptations, connections, bypasses or other modifications are made to the facility or process.Although some changes are more critical than others, each modification should be analyzed forinherent hazards that may result from the change.

To assess the impact of change and to monitor its implementation a policy and procedure forManagement of Change (MOC) is applied to all SUMED managed sites and operations.

No modification shall be made to a plant, equipment, control systems, process conditions, andoperating procedures without authorization from a responsible manager or his delegate.

Proposed modifications must be evaluated for Safety, Health and Environmental impact and a signeddocument should be available before the change can be implemented.

The Management of Change Procedure (MOC) is geared to safe process and equipmentmodification.

2 TYPE OF CHANGES

2.1 In-Kind/Not In-Kind change

In Kind change is a replacement that satisfies the design specifications.If it is proposed to replace a piece of equipment with another that is functionally identical and of thesame specifications, the change is In-Kind and does not require an MOC process.

Equipment replacement is considered In-Kind if it meets the following criteria: Material specifications (dimensions, weight, etc.) are the same.

The service for which the equipment is being used remains unchanged. All process conditions

must remain the same as for those of the original item. Inspection and maintenance

requirements should not change.

The replacement is part of routine maintenance. The In-Kind item is being replaced because it

has a known life span.

Replacing In-Kind equipment that is failing without known cause requires investigation and analysisof the cause and MOC.

2.2 Small/large change

Large changes usually involve many modifications to system and administrative procedures, andtherefore should receive a full MOC review. However, small changes may not be reviewed with thesame rigor because they can be implemented quickly and do not appear to make a significant impacton the way a plant operates. MOC reviews, at least through a checklist, should accompany evensmall changes.

2.3 Emergency change

Emergency change is one that has to be made very quickly when someone in authority decides thatthe dangers of doing nothing are greater than those possibly associated with the proposed change.

An emergency change may be justified for reasons such as the following: danger to personnel

potential for major equipment damage


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potential for major operational loss

serious environmental impact

serious community complaint

regulatory violation

Every effort must be made to minimize the number of emergency changes, because they bypass thenormal systems for hazard identification. After the fact, every emergency change should be reviewedby the formal MOC procedure to ensure that no unforeseen problems exist and to ensure the changeis documented and monitored.

2.4 Temporary change

In many instances temporary changes also are emergency changes. They usually are implemented tokeep an operation running while a piece of equipment is repaired or replaced. A temporary changeshould have a termination date.

A temporary change of even a short duration should go through at least a Safety Review Checklist(see Appendix). A new procedure should be written and an emergency response prepared in case themodification does not work properly.

2.5 Infrequently repeated change

Infrequently repeat changes are those that have occurred at least once before and are repeated atinfrequent intervals. If a change has been carried out before, and if it was properly managed, theMOC process generally will not need to be repeated. However, it needs to be stated in the MOCrecords that this is the case.


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3 PROCESS OF MOC

The process for management of chnage is described as follow:

3.1 Initiation

Generation of an improvement idea or a solution to a problem. The person who makes the initialrequest is called the Initiator. Usually the Initiator is a manager, a supervisor or an engineer. However,all employees and contractors should feel free to propose changes they feel will make the facilitysafer, cleaner or more profitable. Participation of all employees is crucial if continual improvementsare to be made.The proposed change should be discussed within the department team and department supervisor.

Determine if the change is In-Kind/Not-In-Kind. If the decision is made that the change is In-Kind, thenecessary action can be taken without further review or analysis, and the formal Management ofChange process is not pursued.

If proposal is feasible then a formal Management of Change process shall be initiated.

The formal MOC process is initiated by issuing a Request for Change (RFC) form (as per attachedform).

The form shall contain the following information:

Administrative information

The first part of the form provides all the administrative information and the basis for the proposed

change and includes the following: Change proposal title.

Change category (Technical, Organizational or Administrative or Other).

RFC number to be assigned by change coordinator, location, department, and date.

Type of change whether the change is deemed emergency, permanent or temporary and, if

temporary, its time frame.

Criticality (risk ranking) of the problem.

Change description /description of the problem

The person(s) requesting the change shall clearly define the idea to be implemented or problem to besolved or outline the opportunity for improved performance. This will be the basis for other evaluationsof the situation. Also where applicable attach associated drawings and P&ID(s).

The Initiator shall explain why he believes action must be taken. This could be for any combination ofthe following reasons:

Safety

Environment

Operations

o Increased production

o Increased productivity/efficiencyo Reduced energy consumption/losses

Maintenance


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o Reduced maintenance costs

o Reduced spare parts inventory

Public relations

o Public response

o Other plants in the area

o Other companies using similar technology

Regulatory requirements

Risk vulnerability (refers to those changes that are made to reduce risk, even if an incident has

not yet taken place)

3.2 Detailed evaluation

Evaluation and review of technical, operational, safety, environmental, quality and economical

aspects of the change, the evaluation is performed by a team ( committee) representing differentdisciplines according to the nature of the change.

Sector manager or higher authority should nominated the team (committee) and also nominate thechange manager assigned to follow up the change, the change manager may be the team leader orone of the team members or the initiator.

The team members should have experience and knowledge of the process under review andknowledge of similar problems that occurred in the past and actions that were taken to solve them.The Team members should have multidisciplinary technical knowledge in areas related to theproposed change.

The team shall make an initial assessment of the chnage and the proposed solution and add relevantinformation and suggestions based on knowledge and experience.

Having selected the Review Team, the next step for the change manager is to plan the work flow andestablish a schedule that will make sure the evaluation stays on track while also making sure thatpeople have enough time to think about what is being proposed. Scheduling may require coordinationwith other departments or functions.

Once the Reviewers have completed their analyses, a final report shall be issued by the evaluationteam with all of the comments and ideas that have been generated, and summarize and analyze themand the action that should be proposed. This report will be presented to the management.

Attach to the MOC form all related team minutes of meetings (MOM) and opinion of all involvedparties and also the final report.

3.3 Approval

Before a change can be implemented, it must be formally approved and accepted by themanagement.If more than one solution is presented, the management shall select the most appropriate of thosepresented.

3.4 Implementation

Once the change is approved the change implementer(s) with change manager shall developimplementation plan, purchasing & contracting specification and all other related activities.


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3.5 Information Updating

After implementation and completing outstanding work, implementation team and change managershall update all relevant documentation such as product specifications, operating procedures, control

logic documentation, alarm trips schedules, drawings and manuals, pressure test certificates,cleanliness certificates, training records, etc.

3.6 Training

Ensure that affected employees and contractors are trained on the impact of the change prior to therestart of the changed process.

3.7 Verification

The change must be verified to ensure that it is in accordance with the change note and all relevantrequirements prior to restarting the Changed Process.

4 PROCEDURE

A typical Management of Change flow chart and RFC (Request For Change) Form are attached.

5 CHECKLIST

The suggested Management of Change checklist should be used in the initial stage to ensure that allsafety aspects are covered and no omissions have been made.


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APPENDIX 1 - MANAGEMENT OF CHANGE FORM


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REQUEST FOR CHANGECHANGE PROPOSAL TITLE:

Technical MOC RFC NUMBER:

Organizational MOC LOCATION:

Administrative MOC DEPARTMENT:

OTHER:

Emergency Permanent Temporary From: To:

Risk rank : Low Medium High

Change Description /Description of problem: use extra sheet if required and associated drawings

Target Outcome / benefits

Proposed by: Date:

Reviews

Functional Area Name Agree / Disagree / NA By initials & dates

Review meeting MOM and signed final report can be attached instead of filling the previous table.

Approval of ChangeName Title Signature Date

In case of rejection Reason for rejection:


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APPENDIX 2 - MANAGEMENT OF CHANGE FLOW CHART


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An Idea to Implement orsolution to a problem is

conceived

Prepare Request ForChange (RFC) form

Initiator /supervisor

Change Evaluation /

Modification / Adaptation

Sector Manager

Is the change within sectormanager Authority?

Sector Manager

Create a review team (committee)from all involved department.

Assign a change manager and/orchange coordinator

Refer to other /higher Authority

Documentreason and

archive

Reject

YES

NO

Accept

Issue a report to managementwith results and requesting

Approval

Change manager + committee

ApprovalRequest

NO

1YES


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APPENDIX 3 - MOC SAFETY CHECKLIST GUIDELINES

1. Location - evaluation

Explosion/fire Noise

Utilities available

Ground stability - foundation

Drainage

neighboring activities

Mobile crane and FLT accessibility

Site traffic control

Third party risks

Hazard quantifications

Soil contamination

2. Equipment selection specifications

Pre-purchase analysis

meeting design criteria and purchase order specifications

3. Material selection specifications

Compatibility with product use

Meeting/exceeding wall thickness and/or desired pressure

cleaned when required

Electrical motors, panels, components and wiring conform to standards

Fitness for intended purpose

4. Codes

do equipment and/or processes comply with applicable codes

Pressure vessel and piping codes

Fire protection

Electrical

Noise

Emissions (air, water)

5. Cleaning procedures

oxygen cleaning

scrapped equipment to be cleaned

6. Welding/ brazing/testing procedures

Special welding requirement with regard to materials, procedures or operating conditions

Welding certificate

Radiographic inspection requirement

brazing material, cryogenic/non cryogenic

Welders qualifications

7. Pressure testing

Approval test procedures available

Hydraulic testing required Pneumatic testing

Recording of testing done

Pre-tested piping used - certificates yes/no


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Safety distances

Certification by official bodies

8. Pressure protection

Relief valves / bursting disc required due to pressure - temperature

Relief valve in cryogenic piping between isolation points

Relief devices on liquefied gas lines

Over-protection pressure gauges

Pressure protection vacuum system

Under pressure protection system

are pressure protection reliefs and bursting discs suitably sized + safety routed/vented

9. Temperature protection

safeguard personnel from hot/cold surfaces

alarms provided for high/low temperature in process

low temperature embrittlement of materials possible materials protected against high temperature

10. Electrical system

Electrical system conforms to regulations

Grounding protection

Identification voltage

Main shut-off switch

lock/out capability

Emergency switch

Remote start/stop switches

Electrical isolation considered Back-up system

overload protection electrical equipment

HV-transformers and cabling adequately isolated

Equipment adequate protected against collision damage

11. Process equipment isolation

Easy access to manual isolation valves

Response time automatic isolation valves sufficient

fail safe isolation requirements met

12. Fire protection Hydrant available/accessible

Fire hose lengths adequate to reach equipment area

Fire extinguishers

Alarm system at or near equipment area

automatic systems required

fire detectors

13. Equipment guards - protective shields/barriers

Machine guards on rotating equipment

guard rails

Bumper posts

oxygen flash protective shields/barriers

noise reduction

14. Ventilation/air monitoring


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Release of inert/toxic flammable gases possible

Present natural ventilation sufficient

forced ventilation required

TLV values considered

monitoring required (e.g. 02 level)

Local aspiration required

15. Access to control equipment

locate to be maintained easily

install stationary ladder, platform, guardrails

16. Labeling (piping, panels, etc.)

Process identification by labeling

Chemical lines

Process piping

High voltage identification Flammable storage

Toxic storage

17. Drawing updates

Construction drawing

P&I diagrams

Electrical diagrams

Instrument loop diagrams

Fire protection diagrams

18. Warning signs/warning devices Mandatory signs in place : atmospheric hazard warning chemical hazard warning flammable

Product warning automatic machine start warning

Back-up (power, instrument air)

Alarms and signalization

19. Environmental emissions/ Permits

noise within limit (industrial residential)

air emission control/testing; required permits available

water discharge

contamination municipal sewer possible contamination canals, etc. possible

permits available contaminations of soil or groundwater possible

control of combustion equipment (boilers, etc.)

Spillage Control

20. Hazardous waste

waste accumulation and quantity

permits required

storage and disposal procedures

disposal route according law

disposal of non hazardous

21. Product control measures MSDS for Chemicals available.

22. Access and Egress


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Exit doors not blocked by equipment or piping

equipment room doors equipped with panic bar

area lighting adequate, emergency lighting available

eliminate tripping hazards on exit routes

where required, stairs and/or permanent ladders provided to aid egress

two exits where necessary

23. Tripping hazards

conduits, pipes, valves, etc. not located in walkways

eliminate tripping potential

floor opening covers level with grade

storage does not protrude into walkways

24. Sharp edges - Protruding obstacles

round off sharp edges or give protection

Clearance on overhead pipes etc. valve handle direction away from persons

25. Equipment lockout capability

electrical

mechanical

26. Emergency shower/eve wash

chemicals used requiring special wash

27. Emergency procedure

emergency plans to be revised special training required

28. Operating procedure

operating procedure to be revised

additional job training necessary

safety aspects recognized

revision of pre-start and post stop instructions

Workplace risk assessments/Job Safety Analysis available or completed.

29. Contractors

selection

training

co-ordination

supervision

work permits

30. Operators training

training should include but is not limited to:

start-up/shutdown procedure

instrumentation control method

operating temperatures and pressures

alarms and shutdowns

vibration control electrical isolation procedure

normal log control - i.e. daily temperatures/pressures, etc.

confined space entry procedure


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emergency procedures

31. Personal protection equipment

other than "normal" equipment required

respirators

fire resistant clothing

Chemical protecting garments etc.

32. Lifting devices - Lifting

well balanced eyebolt or similar on equipment

Warning : single point hoisting/lifting might overstress the lifting device, causing rupture

Control weight restrictions and movement.

FLT training33. Control of constructors

introduction training, incl. asphyxiation- and fire hazards

work permit control of cranes

product hazards

digging operation/excavations

34. Software Changes

Control loop changes

Addition or deletion of software modules

Restructuring of loops

New control loop

Putting loops on or off.

35. Critical Trips/Interlocks.

36. Spare Parts Identified and ordered.

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