Management of Change (MOC)

Revision date: 31 January 2008 of 19

PSM STANDARD S1.10

MANAGEMENT OF CHANGE

Purpose The purpose of this PSM element standard is to ensure that changes to equipment, procedures, process technology, chemicals, plants or changes to the plant’s organisation do not introduce unforeseen or unacceptable hazards.

Sasol Business Enterprise Sasol LtdBusiness Unit All Sasol SBU’s globally

Functional Area Process Safety Management

Revision 1Effective Date 31 Jan 07

Review Date 31 Jan 08

Compiled by: Bernhard Eigenhuis

PSM Development Task Team

Signature

Recommended by: Vick (JL) Botha

Chairman – PSM Steering Committee

Signature

Approved by: Kim Fraser

General Manager Sasol SH&E Centre

Signature

Function: Sasol SH&E Centre Revision 1


Table of Contents Page 1 INTRODUCTION ...............................................................................................................4

2 PURPOSE .........................................................................................................................4

3 SCOPE AND FIELD OF APPLICATION...........................................................................4

4 DEFINITIONS AND ABBREVIATIONS.............................................................................4

5 ROLES AND RESPONSIBILITIES ...................................................................................4

6 STANDARD.......................................................................................................................5

6.1 Principles ..................................................................................................................5 6.2 Minimum requirements .............................................................................................5 6.3 Specific MOC requirements......................................................................................6 6.4 Management studies and technical reviews.............................................................7 6.5 Hazard Review .........................................................................................................7 6.6 Process Safety Management Requirements Review and Auditing ..........................8 6.7 Training required for changes...................................................................................8 6.8 Closure of MOC’s .....................................................................................................8 6.9 Emergency Changes ................................................................................................9 6.10 Temporary Changes.................................................................................................9 6.11 MOC administration and recordkeeping ...................................................................9 6.12 Communications.....................................................................................................10

7 REFERENCES ................................................................................................................10

8 APPENDIXES..................................................................................................................11

8.1 APPENDIX A - EXAMPLES OF CHANGES................................................................11

8.2 APPENDIX B – EXAMPLE OF ROLES AND RESPONSIBILITIES............................15



Revision history

The following information documents at least the last 6 changes to this

document

Date Revised by Changes

15 Jan 2007 JRB/FH Edited document, language and format



1 INTRODUCTION

Historically, records show that temporary changes made to equipment, systems and processes, have caused a number of catastrophes over the years. The intent of this Process Safety Management of Change standard is to ensure that such changes are assessed and managed to prevent possible incidents.

2 PURPOSE

The purpose of this PSM element standard is to ensure that changes to equipment, procedures, process technology, chemicals, plants or changes to the plant’s organisation do not introduce unforeseen or unacceptable hazards.

3 SCOPE AND FIELD OF APPLICATION

Sasol sites and plants globally shall establish and implement written procedures to manage changes, except "replacements in kind" to chemical process plants and equipment. The standard also requires Sasol and Service Providers to inform and train their affected employees on the changes prior to start-up. Process safety information and operating procedures shall be updated as necessary. The field of application includes Sasol’s chemical, mining and design businesses (e.g. Sasol Technology), as well as Joint Ventures.

4 DEFINITIONS AND ABBREVIATIONS

The definitions and abbreviations relevant to this standard are documented in PSM standard S1.17.

5 ROLES AND RESPONSIBILITIES

5.1 The Plant/SBU manager shall prepare a declaration of support for PSM that includes Management of Change.

5.2 The Plant/SBU manager shall oversee the development and implementation of the Management of Change implementation plan based on the requirements of this document.

5.3 A PSM Management of Change element champion is required to co-ordinate the plan and to network with other PSM element champions.

5.4 The element champion is also required to update and revise the plant procedure for this element standard.

5.5 The Plant/SBU procedure requires a clear description of the roles and responsibilities required at the specific plant. Such responsibilities should include who is responsible for co-ordinating information, reviews,



authorisation, legal compliance, as well as who has the responsibility for updating (manually or electronically) information, procedures, records, etc. Note: Appendix B is provided as an example only. The roles and responsibilities included in the table is a useful starting point for Sasol businesses who may want to adopt it or use it in the development of their own process. Note that the example is not totally aligned to the requirements of this document.

6 STANDARD

6.1 Principles

6.1.1 Management of Change is a line management responsibility. 6.1.2 Management of Change is one of Sasol’s primary risk management

tools.

6.1.3 Accurate, complete, and timely communication of information is an important element in an effective Management of Change process.

6.1.4 Closing the loop on MOC’s is important and may best be managed

through specific PSM metrics.

6.1.5 Changes in organisation may lead to the appointment of less experienced persons due to a skill shortage.

6.1.6 Experience has shown that major changes in personnel numbers can

negatively impact on the safety performance of the specific business.

6.1.7 Occasionally, it may be necessary to complete and commission a “change” using an expedited MOC process on an emergency basis.

6.1.8 MOC procedures and forms shall be developed on a site-wide basis.

6.2 Minimum requirements

The following minimum requirements apply to this standard:

6.2.1 Sasol sites shall establish and implement a written procedure to authorize and manage all changes (excluding "replacements in kind", but including temporary changes).

6.2.2 The procedure shall ensure that the following considerations are

addressed prior to any change:

6.2.2.1 The technical basis of the proposed change; 6.2.2.2 Impact of the change on safety and health (risk assessments);



6.2.2.3 Modifications to operating and maintenance procedures; 6.2.2.4 Necessary time period for the change; and, 6.2.2.5 Authorization (approval and sign-off) requirements for the

proposed change. 6.2.2.6 Necessary training for the change.

6.2.3 Employees involved in operating a process, as well as maintenance

and service provider employees whose job tasks will be affected by a change in the process shall be informed of, and trained in, the change prior to start-up of the process or affected part of the process.

6.2.4 If a change covered by this PSM element standard results in a change

in the process safety information required by PSM element standard S1.2, such information shall be updated accordingly.

6.2.5 If a change covered by this PSM element results in a change in the

operating procedures or practices required by PSM element standard S1.4 (Standard Operating Procedures), such procedures or practices shall be updated and training provided accordingly.

6.3 Specific MOC requirements

6.3.1 Sasol sites shall develop a written procedure to initiate, review, authorize and manage changes. This procedure shall be specific to the plant’s organization and processes and shall comply with the minimum requirements of this standard.

a) In order for the Management of Change process to work effectively, it is imperative that each plant specify in its procedure, the responsibilities required to identify and initiate the MOC process.

b) Generally, step (a) will include completion of general information such as a description of the change, the date, the name of the originator, the reason for the change, and the type of change (permanent or temporary), and whether it is a an emergency change or a temporary change.

c) The description shall also identify the specific documents (i.e., standards, codes, process design, inspection memos, etc.) that provide the engineering basis for the change. These documents should be attached, if they are not part of readily accessible standard reference materials or otherwise easily located to facilitate review for approvals. In addition, specific technical details of the change shall be provided or referenced.

d) Details of training on the change (who needs to be trained, who will do it and by when?).

6.3.2 Each site (group of plants) shall develop a site MOC form that

incorporates the minimum requirements of this standard.



6.3.3 Each MOC shall include a review to make sure the proposed job is in

fact a “change” and whether it needs to be pursued or implemented.

6.3.4 A numbering system shall be developed to aid in tracking the status of MOC’s in a register. This numbering system may need to include a plant and/ or process designation where there are multiple units or processes at the plant.

6.3.5 Each plant shall designate a MOC co-ordinator who will be

responsible for tracking the status of MOC’s.

6.4 Management studies and technical reviews

6.4.1 Each MOC procedure shall provide for the relevant management and technical risk reviews that determine if the merits of the change are appropriate.

6.4.2 Each MOC procedure shall provide for more detailed technical

reviews for safety and health, environmental, process engineering, instrument/electrical/control engineering, or mechanical engineering to ensure that the change does not cause additional technical problems in these areas or adversely impact on SH&E and compliance with this standard.

6.4.3 Each MOC procedure shall include a mechanism for identifying which

study reviews are required and the qualified individuals who will perform these reviews, as well as the attendees at such reviews.

6.4.4 Completed studies and reviews shall be documented (including the

initials, signatures or user identification and date) and these documents shall be included in the MOC package.

6.5 Hazard Review

6.5.1 The MOC procedure shall include the plant’s hazard review techniques (e.g. checklists, HAZOP, What-if, etc.).

6.5.2 The facilitator of the hazard review shall be trained in the appropriate

techniques and decide on the appropriate one.

6.5.3 The completed hazard analysis shall be included in the MOC package and referenced in the plant document management system.



6.6 Process Safety Management Requirements Review and Auditing

6.6.1 The MOC procedure shall include documentation on the determination of which elements of the plant’s PSM procedures need to be modified by the change, the person(s) responsible for co-ordinating completion of the modifications, the date completed, etc.

6.6.2 If the change is significant and may impact on the Sasol PSM

standards, such changes shall be communicated to the Sasol SH&E Centre for consideration in terms of updating these standards.

6.6.3 The MOC procedure shall require the plant PSM MOC element

champion to verify that the requirements in 6.6.1 and 6.6.2 are satisfied.

6.6.4 Each plant shall arrange for an internal and external review / audit of

their Management of Change performance as described by the requirements and frequency detailed in PSM element standard S1.13 on PSM Auditing.

6.7 Training required for changes

6.7.1 The MOC procedure shall specify how and when employees and service providers will be trained, and who has the responsibility for ensuring that the training is completed and appropriate records are kept.

6.7.2 The plant’s training shall ensure that all persons affected by the

change, understand what the change is and why it is being made. Affected persons shall be informed and trained on new procedures, new safety and health considerations, and any other related changes to their working environment.

6.7.3 All training shall be completed with appropriate documentation before

final approval for start-up can occur. This documentation shall be included with the MOC package.

6.8 Closure of MOC’s

6.8.1 The MOC procedure shall include provisions for ensuring that all MOC requirements and review recommendations are complete and that the documentation is filed as specified by the plant’s procedure.

6.8.2 The MOC form shall include documentation (signature, initials or

user ID and date) that the MOC closure is complete.



6.8.3 The person who signs-off (i.e. job designation) shall be identified by the procedure.

6.9 Emergency Changes

6.9.1 For emergency changes, the same MOC procedure shall be completed with the primary difference that approval and/or reviews may be modified (not excluded) to expedite the process.

6.9.2 The site MOC procedure shall include the approach and adequate

controls for emergency changes.

6.9.3 Adequate controls or measures shall be instituted to ensure that emergency changes are absolutely required (i.e., are not for convenience) and cannot be delayed to allow time for the normal MOC process.

6.9.4 Controls are necessary to ensure that all of the necessary reviews

and approvals are obtained and pre-startup requirements (including training) are satisfied before implementing the change. Such controls shall include decision making by more than one person regarding emergency changes and the associated risks.

6.10 Temporary Changes

6.10.1 The MOC procedure shall provide for managing changes which are not expected to be permanent. In general, all of the same reviews, approvals, and pre-startup requirements (including training) of the normal MOC process shall be required.

6.10.2 The MOC procedure shall specify if certain normal MOC

requirements (such as updating existing drawings, procedures, etc.) will not be required for Temporary Changes.

6.10.3 The procedure shall specify a due date for closing Temporary

Change MOC’s to ensure that the change does not become permanent. Normally, this would be within 90 days of implementation or start-up. If the change becomes permanent, the normal MOC process shall be followed.

6.11 MOC administration and recordkeeping

6.11.1 Each plant shall develop administrative controls to ensure that all MOC information is readily available to those needing access to it.



6.11.2 Each plant shall develop an administrative process that tracks the status of open MOC’s and ensures that reviews and approvals are accomplished in a timely manner.

6.11.3 All MOC documentation shall be retained for the life-time of the plant

according to the site document control system requirements.

6.12 Communications

6.12.1 The following key communication opportunities (e.g. PSM Plant/SBU committee) shall be included in the Management of Change procedure: a) Keeping the Initiator/Originator informed on the status and

progress on close-out of MOC’s. b) Communicating MOC workload/backlog to Management (MOC

metrics). c) Informing all affected parties of the change and timing thereof. d) Collecting and transferring all the Management of Change

documentation to the relevant MOC packages and site Document Management System for future use and archiving.

e) Including the status of MOC’s in calculating the Sasol safety leading indicator on Closure Rate.

f) Findings of periodic evaluations or audits of the MOC process. 7 REFERENCES a) Benchmarking Team Discussions with DuPont Head Office during January 2006. b) Benchmarking Team Discussions with the President of the European Process

Safety Centre during February 2006. c) Det Norske Veritas (DNV) International Process Safety Rating System d) “Process Safety Management of Highly Hazardous Chemicals.” USA

Department of Labour, Occupational Safety and Health Administration, 29 CFR Part 1910.119.

e) “Process Safety Management System Guideline” Sasol SH&E Corporate Governance Committee.

f) Sasol Synfuels Management of Change Procedure. g) Sasol North America Management of Change Standard.



8 APPENDIXES 8.1 APPENDIX A - EXAMPLES OF CHANGES The following table can be used as an aid to determining whether a proposed modification is a “change” (not replacement, like for like). Changes shall be handled through the Management of Change process. Note that this is not a complete list of potential changes. The following are considered “changes”:

Valves

a) Change in style (Gate to globe, plug to gate, gate to butterfly, etc.) b) Change in material (C.S., 316 SS. Hastelloy B, Inconel, Monel, etc.) c) Change in rating (150# to 300#, etc.) d) Change in size (4” to 6”, full trim to reduced trim, etc.) e) Change in packing material and or style. f) Change in unapproved manufacturer. g) Change in control valve failure position. h) Change material on relief valve externals. (316 SS to bronze, etc.).

Piping

a) Change in size (4”, 6”, etc.) b) Change in piping schedule (Schedule. 40 to Schedule. 80, etc.). c) Change in material (C.S., 304 SS, Nickel, Teflon lined, furan, etc.) d) Change in flange rating (150#, 300#, 600#, etc.) e) Change in flange facing (raised face, ring joint, etc.)

Hoses

a) Change in material (Garlon, rubber, viton, etc. b) Change in construction (SS reinforced, lined, etc.) c) Change in coupling material or style. d) Change in temperature/pressure rating. e) Change in service.

Pumps and Compressors

a) Change in material (including “wetted” parts internals”) b) Change in flange rating, size, facing. c) Change in capacity, head, etc. d) Change in seal/packing type, materials, etc. e) Change in mechanical seal system, buffer fluids, etc. f) Change in lubricants or lubricant system (Note: If the SAE number does not change,

a MOC is not required.) g) Relocation and/or use in different service. h) Use of portable equipment (if not part of an existing procedure). i) Change in coupling.



Turbines, Steam Drivers, and Motors

a) Change in material (including “wetted” parts internals). b) Change in flange rating, size, facing. c) Change in capacity, horsepower, etc. d) Change in seal/packing type, materials, etc. e) Change in lubricants or lubricant system (Note: If the SAE number does not change,

a MOC is not required.) f) Relocation and/or use in different service. g) Change in electrical rating (electric motors). h) Change in coupling.

Instrumentation

a) Change in range. b) Change in multiplier. c) Change in measuring/indicating units (litre to kilo litre, etc.) d) Change in material of construction. e) Change in set-point if outside the defined acceptable operating limits. f) Change to unapproved vendor.

Chemicals, Catalysts, etc.

a) Change in composition or formulation that is outside safe operating ranges or approved specifications.

b) Change in function (use), reaction, etc. c) Changes in volumes stored on-site that exceed PSM or permit required inventory

maximums. Maintenance

a) Change in a weld procedure. b) Change in a rigging procedure. c) Change in a lifting plan. d) Change in chemical/hydro-blasting cleaning procedures. e) Change in alignment an procedure that impair the accuracy of the final alignment or is

different from that specified in the maintenance procedures for that type or piece of equipment.

f) Change in inspection frequency that is less stringent than the manufacturer’s recommended frequency or than the intervals derived from inspection calculations involving field measurements, corrosion allowance, for equipment, piping, etc.

g) Plugging tubes in an exchanger. h) Any addition, deletion or change from one source of heat to another, which requires

heat tracing, electrical or hot oil. Process Safety Documentation

a) Change in an existing instrument number. b) Change in an existing equipment number. c) Assigning an instrument number to an existing instrument that was not previously

shown or numbered on the current approved Master P&ID drawings.



d) Assigning an equipment number to an existing piece of equipment that was not previously shown or numbered on the current approved Master P&ID drawings.

e) Making corrections to Process Safety Information documentation (P&ID’s, Loop drawings, equipment/instrument records, interlock documentation, etc.) to reflect as-built conditions.

Note: Updates of the Process Safety Information that are required by a MOC for a new

project or physical change in the process/equipment do not require a separate MOC for the Process Safety Information updates. However, if significant changes/corrections (changes that could impact other Process Safety documentation) to a document will be made in addition to the changes required by the project MOC(s), then a new MOC should be submitted for the additional changes.

The new MOC should provide a list (and copy of marked up documentation as required) of all changes being made to the documentation including the changes required by the project MOC(s), and all appropriate project MOC numbers should be referenced.

Operational Changes

a) A change in normal, emergency, start up or shutdown procedures. b) Changing alarm limits (if outside of defined acceptable operating limits) or priorities. c) Changing control parameters outside of normal/safe high or low limits. d) Bypassing equipment in service if not addressed in the written operating procedures. e) Installing temporary hoses if not addressed in the written operating procedures. f) Disabling an alarm when not allowed by the operating procedures.

Miscellaneous Changes

a) Installing new bleeders (vent/drain) in existing lines. b) Adding tie-ins to piping. c) Using temporary piping. d) Installing new piping, equipment, or instrumentation. e) Making temporary leak repairs, pipe clamps, plugs, patches, etc. f) Hot taps/stoppels. g) Relief system modifications (RV/RD set points, inlet/outlet piping, valves

added/removed, addition of other RV discharges to common vents/recovery/flare headers, etc.)

h) Excavation which changes process drainage patterns. i) Permanent removal of equipment. j) Installation of spare equipment. k) Removing/altering pipe supports or process structural steel. l) Changing a sampling procedure. m) Changing a technical procedure (piping specifications, etc.) n) Conducting a test run. o) Changing a liner or coating type in process equipment.

Organisational changes

a) Single changes involving key operating positions, service providers and external changes that potentially may affect the operating environment, for example changes in the number of operating personnel (e.g. one key position or more than 10% in



total). Design specifications a) All changes related to Sasol equipment design specifications used for the change of

plants and equipment, as well as the in the design of such plants and equipment.

Discontinuation of operation

a) Before an installation is closed down or an enterprise ceases to operate, a review

should determine what actions shall be taken to counteract pollution. This applies to a plant or unit or to a subsection of a unit. To meet the intent, any operation or subsection whose removal could have increased risk results (e.g. decommissioning an electrostatic fines collector) should be listed.



8.2 APPENDIX B – EXAMPLE OF ROLES AND RESPONSIBILITIES Role players

Action

Step 1: Initiation of the change Initiator Need for a change is identified.

Note: This can be from anyone in any business unit or department. Business units Discuss internally in the department/unit

Note: This discussion is done to obtain internal agreement to proceed with the proposed change

Engineer / technician

Check knowledge base (history recorded through SAP R/3) for similar historic changes proposed. Note: Use transaction Find document - CV04n to search on metadata, classification data, object links and long text for document types SAX. Some previously registered changes may be temporary or may have been abandoned (status cancelled, etc).


Confirm that change can proceed Note: At this point the idea can be abandoned and the change will never be registered formally.


Gather information relevant to the suggested change. Identify objects; people influenced by the change as well as other aspects as per change request form.


Identify the responsible person for the change process.


Complete change request form with all relevant information included.

Step 2: Notification of the change to MOC administrator Engineer / technician

Send change request to IRC administrator at the applicable business unit where project shall be registered. Note: Form sent electronically via e-mail.

Step 3: Registration of the change MOC administrator Receive change request electronically via e-Mail MOC administrator Create SAP master data to facilitate the change process:

Data created: Change DIR (document type SAX). Change master (created automatically) – this is linked to change DIR to form a logical unit.

MOC administrator Complete all metadata fields & relevant additional data fields, long text, etc. in the change DIR.

MOC administrator Include completed electronic change request as electronic original in change DIR. MOC administrator Open a hardcopy folder to keep all signed copies and other relevant hard copy

documentation generated during the MOC process. Step 4: Notification to responsible person MOC administrator Send change DIR to the responsible person for execution of the process.

Note: Send via services for objects. Step 5: Initial review of information Responsible person

Receive registered change DIR via the services for objects functions. Note: Responsible person will usually be an engineer/technician

Responsible person

Review all change information/objects/ requirements, etc.

Responsible person

Complete template for temporary change information. Note: If not required, then delete the template.



Role players

Action

Responsible person

Complete template for design conditions. Note: If not required, then delete the template.

Responsible person

Either discuss and/or send change information to process safety specialist for review.

Step 6: Risk assessments and reviews Process safety specialist/ responsible person

Identify whether/which risk management reviews are required. Indicate risk management reviews on the risk management identification and signoff template.

Responsible person and process safety specialist

Arrange who should attend the risk management review sessions and invite required attendees.

Process safety specialist and responsible person

Conduct risk management reviews Hazop study form is completed electronically during the meeting.

Responsible person

Print the Hazop form and ensure it is signed by everybody at the meeting.


List all SHERQ hazards identified during the risk management review, evaluated the risk (initial risk rating as well as existing safety measures), assign additional safety measures if risk rating required and determine residual risk where applicable. Log this information into SAP for tracking purposes and assign responsible persons. (Transactions CBIH03/CBIH12).

Responsible person

Send/hand signed hard copy Hazop form to MOC administrator to be filed. The electronically completed original shall be checked in as an original in the change DIR.


Completed Hazop noting form, checklist and attendance list shall be stored in EDMS (Transaction CV01N) and attach to the relevant work area in SAP (Transaction CBIH02).

Responsible person

Sign the risk management identification and signoff template once the risk management reviews are completed.

Step 7: Area leader approval to proceed with changes Responsible person

Complete the area leaders authorisation to proceed template, print and hand document to area leaders for approval. Obtain AIA approval for VUP MOC’s.

Area leaders Manual: Sign template authorisation to proceed and forward hard copy to responsible person.

Responsible person

Send to MOC administrator for safe storage.

Responsible person

Alternative (electronic) – preferred method: Forward the change DIR to the area leaders electronically (via services for objects functions), and request setting of statuses in SAP R/3 to ’approved’ or ‘rejected’. Note: The objective is to inform area leaders of what is happening in their areas and not a legal requirement.

Area leaders Electronic: Set the appropriate status ‘approved or rejected’ in the change DIR and add comments if relevant.

Step 8: Activation of change master to go ahead with changes Responsible person

Set change master status to active to allow changes. Note: Should it be decided for some reason that the change process should not continue, the relevant statuses shall be updated in the change DIR (Halted), and in



Role players

Action

the change master (process abandoned). The change master status shall be set to inactive to prevent changes against the change number.

Step 9: Identification of detailed MOC requirements Responsible person

General: Identify requirements for the MOC process. Note: This is performed by indicating it explicitly on templates available in the change DIR. Most of this information has been identified during the risk management reviews (e.g. Hazop study), but it can be identified continuously throughout the execution of the change process. The responsible person can also contact other unit specialists, etc. to establish the extent and influence of such requirements on various areas of the business

Responsible person

Identify governance documentation to be updated on the revision of governance documentation template. Note: When all requirements for the change have been completed, the template shall be printed and signed by the responsible person, and the signed hardcopy sent to the MOC administrator for storage.

Responsible person

Identify training requirements on the training identification and signoff template Note: When all requirements for the change have been completed, the template shall be printed and signed by the responsible person, and the signed hardcopy sent to the MOC administrator for storage.

Responsible person

Identify requirements regarding revision of drawings and process safety information on the revision of drawings and process safety template Note: When all requirements for the change have been completed, the template shall be printed and signed by the responsible person, and the signed hardcopy sent to the MOC administrator for storage.

Step 10: Provision for discipline-specific documentation Responsible person

Identify if there is a requirement to accommodate the change process discipline-specific. Request MOC administrator to create discipline specific change DIR’s.

MOC administrator Create one or more discipline-specific DIR’s (document type SAZ), and maintain the change DIR (document type SAX) as the superior document in each of them.

MOC administrator Notify the responsible person when the discipline-specific DIR’s are created. Responsible person

Notify the relevant disciplines (responsible personnel) that the discipline-specific DIR’s are available to include discipline-specific change information.

Step 11: Notification to proceed with changes Responsible person

Notify role players to go ahead with documentation reviews / changes requested, training requirements, etc. Note: Send change DIR via services for object to the selected role-players

Step 11B: Collaboration MOC administrator Outside parties such as MBO’s or Sastech may be required to participate in the

MOC process. Information shall be collaborated to them via IRC’s Note: EDMS process = manage collaboration

MOC administrator Indicate collaboration actions via settings of user statuses in the change master when appropriate.

Step 12: Pre-startup reviews Responsible Identify if a pre-startup review / pre-commissioning inspection is required.



Role players

Action

person Responsible person

Arrange pre-startup review meeting and arrange pre-commissioning inspection.

Responsible person

Form for pre-startup review is completed electronically during the pre-start-up review meeting.

Pre start up meeting attendees

The completed pre-startup review form is printed and signed

Responsible person

Form is sent to the MOC administrator for storage.

Responsible person

Indicate the appropriate user status in the change master (pre-startup review completed).

Step 13: Completion of discipline-Specific change documentation Responsible person

When all info have been generated and produced by the various disciplines, the discipline-specific DIR’s status shall be set to complete by the responsible person for the discipline. Note: If discipline-specific DIR’s have not been set to complete, the change DIR cannot be set to complete.

Step 14: Authorisation for commissioning Responsible person

The authorisation for commissioning template shall be completed electronically and printed. Coordinate signing of template by relevant area leaders

Group/section/ area leaders. Legally accountable person

Sign authorisation for commissioning template

Responsible person

Send signed hard copy to MOC administrator

MOC administrator/ Responsible person

Set the user status in the change master to indicate that authorisation for commissioning has been obtained.

Step 15: Completion of the change process Responsible person

Before completion, certain checks shall be performed by the responsible person. The following tasks shall have been completed to the satisfaction of the responsible person: a) All relevant templates in the change DIR’s be completed and hardcopies

signed by relevant role-players b) All hard-copies be sent to the MOC administrator and scanned if

necessary c) All documentation accompanying the change process be attached to the

change DIR d) All discipline-specific DIR’s shall be set to completed status and originals

included. e) All relevant SAP objects are linked to the change DIR via object linking



Role players

Action

All changes to master data shall have been completed with reference to the change master - these objects will be automatically included as change objects in the change master if done correctly.

Responsible person

Set status of the change DIR to complete. Note: The responsible person determines when the process is complete.

Step 16: Notification of completion to MOC administrator Responsible person

Notify the MOC administrator that all actions have been completed. Note: Send change DIR via services for objects

Step 17: Reconciliation by MOC administrator MOC administrator Monitor that the following change requirements have been completed:

a) All additional data (classification) in the change DIR completed b) All templates completed c) All relevant documentation attached d) All signed hardcopies filed in MOC folder to comply with legal

requirements e) All relevant statuses have been set Scan necessary hard copies and attach to the change DIR if necessary (this can be done at any time during the course of the change process)

MOC administrator Set user status to 'documentation checked' in the change master. MOC administrator Set change master status to ‘Inactive’ to prevent any further master data changes

against the change master. Step 18: Close-out review Area MOC coordinator/ Legally accountable person

The close-out review is performed to indicate satisfaction with the quality of change information. Note: Various area MOC coordinators may need to approve. The printed hard copy of the ‘close out review’ template with the relevant signatures is stored in the MOC folder.

Area MOC coordinator/ Legally accountable person

Sets process to complete by setting the close out review complete status in the change master.


Management of Change (MOC)

Documents

Transcript of Management of Change (MOC)