Process Flowchart 13.PR008 - IMS Change Management

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:	13.PR008
:	1.6
:	05/08/2019
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Task Description

Printed by author v10.1.8 on 30/01/2024

1. Identify the source of change
2. To consider the impacts the changes will have to current workflows.
3. Ensure that known conflicts from the requested changes are considered, noted and approved.
4. Ensure that records of all changes are recorded for future reference if required.
5. Ensure that changes to internal systems, processes and IMS documents are reviewed and approved.
6. Ensure that a roll-out plan is in place to make those affected aware of the changes.
7. Ensure that resources required to make the change
8. The impact and effectiveness of the change is determined.

ISO 14001:2015 - 14001:2015 - 07.5.1 Support: Documented information - General - 14001:2015 - 07.5.2 Support: Documented Information - Creating & updating - 14001:2015 - 07.5.3 Support: Documented information - Control of documented information
ISO 18001:2007 SUPERCEDED BY ISO 45001 - 18001:2007 - 04.4.4 OH&S management system requirements: Implementation & operation - Documentation - 18001:2007 - 04.4.5 OH&S management system requirements: Implementation & operation - Control of documents
ISO 9001:2015 - 9001:2015 - 06.3 Planning: Planning of changes

1.1

Identify need

A change requirement (input), can be generated throughout the business. A need for a change can be identified by any staff member.

2.0

COMPLETE CHANGE REQUEST FORM

2.1

Obtain Change Request Number

Obtain a change request number and complete the required fields on the Change Request Register.

To update the 13.DC005 download the register - Update the relevant details and upload back onto the system

2.2

Complete the Change Request Form

Complete a change request form and complete all required fields. Detail the required changes along with a list of impacted processes and documents that require reference/amendments.

All supporting documentation should be attached to the Change Request Form.

Note: Any new documents created require approval using the document approval section of the change request form.

Consider impacts throughout the business. If either a new document / process is required, or there is a need to update an existing document or process, a change request form is required.

2.3

Detail a roll out plan

List how the changes will be rolled out within the Company. This can be as simple as an email notification to all staff to an invitation to a training session. If possible, identify who will be rolling out the change. Also consider how the effectiveness of the change will be evaluated.

3.0

REQUEST APPROVAL

3.1

Distribute for Review

Ensure that the proposed change is discussed and agreed with the Document owner and all FBU Managers who will be affected by the change. Refer to company organogram if necessary.

3.2

Review and approve

3.3
The Change request form should be reviewed and approved by the affected Document owner and the Document Approver.

Review the change request and provide any feedback to the Originator on any amendments required.

3.4 change request is approved and does not require further changes.

3.3

Amend Change Request

Update the change request to incorporate any reviewer's amendments. If conflicting feedback has been received from Approver(s), consensus should be sought before proceeding.

3.2 to request approval of updated change request form.

3.4

Implement change

3.2
The change can now be implemented.

4.0

ROLL-OUT CHANGES

4.1

File the Document

Merge the change request and marked-up document(s) to one file under the name of the change request number. Save this file in the Approved Change Requests Forms folder.

4.2

Forward Approved Changes

For process changes the scanned approved change request and electronic versions of all approved processes should be emailed to the Business Systems Manager.

This should be done prior to the stated due date.

4.3

Implement Approved Changes

Approved document changes are assigned an updated document number and/or revision and uploaded by the Document owner. Notify the business systems manager if this is not an already existing document.

For process and information system changes; The Business Systems Manager will make the changes within the system. Consultation with the Business Systems Manager is essential throughout this process if there is any uncertainty.

The originator should be informed once the process and / or system changes have been implemented

4.4

Roll-out Changes and monitor effectiveness

Proceed with the associated roll-out plan - this is to include appropriate communication as required (consider email, Lunch and Learns, notice boards, toolbox talks, meetings, training, personal letters, etc. all as viable options).