MANAGEMENT OF CHANGE PRACTICE 1.0 Purpose, Scope and Applicability
4.0 Process Description
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4.1 All potential changes that are assessed by the MOC practice are carried out through the following main process steps. SmartMOC automates this workflow so that as each step is completed, the change advances to the next step and advises the identified resource to expedite the change.
4.2 Initiation Step:
• Any BP employee or full time contractor in CGPU may initiate a change proposal under the MOC practice
• At this stage, the Initiator has the greatest knowl-edge of the change and needs to communicate that information in sufficient detail to eliminate delays in the evaluation of the change and in-clude any supporting or relevant documentation • The Initiator should:
o Identify the type of change: Technical, Admin-istrative* or Organizational*
o Identify the implementation type: Permanent, Temporary* or Emergency*
o Identify the location of the change, the date initiated, their name and if they are represent-ing others
o SmartMOC shares the Maximo equipment database. The database can be searched to identify the equipment affected by the change o Identify a title for the change.
o A unique file number will be generated by Smart MOC
• Define the reason or scope of the proposed change by including any relevant history or back-ground of the problem or opportunity and any other pertinent information
• Identify the high-level risks they may be aware
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of associated with the change during its imple-mentation, e.g. hot work required, equipment shutdown, etc.
• Include the potential opportunities presented by the proposed change to improve things like safety, integrity, production, environment, etc.
• Suggest a high-level plan for achieving the change. How would you make the change?
• Estimate the cost of the change
• Identify the Preliminary Approval Authority.
This will generally be the Initiator’s direct report supervisor, but can be whomever is appropriate to approve the change being proposed • Record the details in the Initiator Section of the
SmartMOC program and attach any supporting documentation
* NOTE: Not available in Phase 1 deployment of Smart-MOC, but the type can be noted in the comments section and a task created for the removal date of a temporary change.
4.3 Preliminary Approval Step:
o Based on the details presented in the Initiator section the Approval Authority assesses if the change proposal is worthwhile, taking into account Performance context, likely cost and benefits
o If satisfied, the Approval Authority then endorses the change in principal, assigns a suitable Facilitator to carry out the Change Assessment, and sets the initial workflow schedule
o If the Approval Authority rejects the proposal, the reason for rejection is recorded and the process terminated with the feedback being given to the Initiator
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o Record the details in the Approval Section of the SmartMOC program
4.4 Change Assessment Step - General:
• On acceptance of the assignment, the Facilitator will instigate the change assessment:
o Ensure that the scope of the change and sup-porting information is clear
o Ensure that all relevant information required to assess the risks are identified and gathered o Notify the appropriate evaluation personnel
and/or Technical Authorities
o Carry out the risk assessment with the ap-propriate personnel
o Select the appropriate method for risk assess-ment. Additional guidance on Process o Hazard Analysis is available at the following
web link: http://psmcanada.bpweb.bp.com •
A detailed record of the assessment should be at-tached to the SmartMOC file by the Facilitator.
This should include:
o Further clarification of the scope of the change if required
o The assumptions associated with the change o Whether or not the change has been
under-taken before
o The rationale behind the assessment technique selected
o The risks that are associated with all stages of the change
o The mitigation measures required o The plan to put in place the mitigation
mea-sures and the change
o Recommendations to proceed or reject the
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change
o Recommendations on the way that the modi-fication should be implemented
o Recommendations for the SPA and/or the Gatekeeper
4.5 Change Assessment Step - Technical Change:
• Only a trained Facilitator can perform certain types of Process Hazard Analyses. A list of trained Facilitators within CGPU is available at the following web link:
BP CGPU Facilitators
o Make an initial determination of the risk level to identify the level of Technical Authority required to approve the change
o Review safe process start-up, operation and shutdown in the full range of foreseeable conditions and scenarios including upsets to insure the risks are reduced to as low as reasonably practicable (ALARP)
o Review all activities required to maintain facil-ity in a safe condition during the change o Identify all activities required to insure a fully
functioning health, safety and environmental protection program, and vigorous process safety and integrity management systems o Identify and include effects of the change on
the Emergency Response Plan o Identify the Process Safety Information or
other documentation that will need to be produced or updated as a result of the change
4.6 Change Assessment Step - Organizational Change:
• The key objective is to ensure that the changed organization has the resources (human, time,
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formation, etc.), competency and motivation to deliver without making unrealistic expectations of people
• The risk assessment should use two approaches:
o Mapping of tasks and individuals from the old to the new organization
o Scenario assessments should be made where the reorganization impacts staff that may have a role in handling or responding to crises such as upsets and emergencies
o A knowledge based checklist to aid in assess-ing organizational change are available at the following web link:
Organizational Change Checklist
4.7 Change Assessment Step - Administrative Change:
• Identify affected documents, systems, processes and procedures
• Ensure ISO-14001 document requirements are met if they are affected
4.8 Change Recommendation Step:
• The Facilitator determines if there is a need to identify a different Approval Authority based on the category and ranking of the greatest risk identified in the assessment
• The Facilitator meets with the Approval Author-ity and briefs them on the output of the assess-ment
• Based on the results of the change assessment, the Facilitator recommends whether the risks associated with the change can be managed • At this session the Approval Authority should
make a check on the quality of the assessment and documentation
• The implementation route for the change should
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also be discussed at the meeting
• The risk ranking also sets the workflow manager in SmartMOC. The workflow manager tracks the completion of the change and monitors sub-sequent steps in the process and sends reminders if critical timelines approach
• Record the details in the Assessment Section of the SmartMOC program and attach any checklists or PHA files developed
4.9 Sanctioning the Change Step:
• Based on the review meeting, the Approval Au-thority is responsible for deciding if the change is justified
• If it is, then the Approval Authority decides whether the change will be implemented using this MOC practice or another process. Other processes can include the Project Management Plan or other internal/external process •
By sanctioning the change, the Approval Author-ity is confirming that funding for the change is also sanctioned
• If not approved to proceed, the Approval Authority records the decision not to implement the change and informs the Facilitator and the Initiator
• Record the details in the Approval Section of SmartMOC
4.10 Assurance Step:
• As part of the handover, the Approval Authority will identify the Assurance role
• The Assurance Role will verify that all the requirements identified in the process to manage the change and its risks are completed satisfac-torily and there is a clear, transparent audit trail
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through supporting documentation •
This assurance is defined in the Records Assur-ance Form and the Pre-Startup Compli This assurance is defined in the Records Assur-ance Review documentation
• The Assurance Role will perform this verification step regardless of how the change is implemented • Record the details in the Assurance Section of
SmartMOC.
4.11 Handover Step:
• Once approval has been given for the imple-mentation the information and risks associated with the change are communicated to the person responsible for implementing the change • There are two types of handover associated with
change management:
o Handing over the assessment using the MOC practice to an Single Point Accountable (SPA) person to implement the change
o Handing over the remaining change management activity to a Gatekeeper for another supporting process or procedure to manage the change
• Record the details in the Handover Section of SmartMOC
4.12 Handover for Implementation Using the MOC prac-tice:
• When a change has been sanctioned, and the Approval Authority decides that it can be imple-mented within this MOC practice, the job will be handed over to the Single Point Accountable person to implement the change
• Changes that are implemented using the MOC practice remain the responsibility of the Approval Authority
• The SPA is responsible for planning, organizing,
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leading and controlling all resources associated with completing the change:
o The SPA can utilize SmartMOC to manage tasks associated with completing the change o PHA recommendations can be uploaded and
managed in SmartMOC directly from PHA Pro software if it was utilized to record the hazard analysis
• If at any time the SPA cannot make the change within the defined scope, the equipment should be made safe and an additional MOC practice raised to consider the additional changes required
• Record the details in the SPA Section of SmartMOC
4.13 Handover for Implementation by a Supporting Process or Procedure:
• When a job has been sanctioned, and the Approval Authority decides that it will be implemented outside this MOC practice, the change will be handed over to a Gatekeeper for implementation in another supporting process or procedure
• The supporting process is responsible for delivery of the change
• Changes that are implemented in this way become the responsibility of the Gatekeeper •
Changes to be implemented by supporting pro-cesses or procedures will not be closed out in the MOC practice until signed off by the Approval Authority
• Record the details Gatekeeper Section of SmartMOC
4.14 Close Out Step:
• Changes that are sanctioned and managed within
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the MOC practice, or another process, will be kept open until the SPA or Gatekeeper informs the Assurance Role that the change and all sup-porting documentation is completed • When the Assurance role has verified the change
is complete, they will inform the Approval Authority that the change has been completed within the scope of the assessment and that the associated work and documentation is complete • The Approval Authority will review the change
and confirm acceptance of the change by signing off the MOC practice file as complete • The records of the MOC practice will be kept
until the end of the facility’s life
• Record the details in the Completion Section of SmartMOC
5.0 Support for Management of Change