Metron Group - Checklist 

13.PR008 - IMS Change Management  (1.6)

	(Name)		
Document Owner:			
Originator:			

	Task Title	Responsible	Task Description	
1.1	Identify need 	R - Originator	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	R - Originator	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
Update 13.DC005	
2.2	Complete the Change Request Form	R - Originator
C - Document Owner
C - QHSE Manager	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.
Create 13.TM003	
2.3	Detail a roll out plan	R - Originator
C - Document Owner	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	R - Originator
C - Relevant FBU Managers
C - Document Owner	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.
Update 13.DC005	
3.2	Review and approve	R - Document Owner
A - Approver	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.
Update 13.DC005	
3.3	Amend Change Request	R - Originator
A - Approver
A - Document Owner	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.	
3.4	Implement change	R - Document Owner
A - QHSE Manager	The change can now be implemented. 	
4.0	ROLL-OUT CHANGES			
4.1	File the Document	R - Originator
A - Business Systems Manager	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.
Refer To Change Request Forms Folder	
4.2	Forward Approved Changes	R - Originator
I - Business Systems Manager	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	R - Document Owner
A - Business Systems Manager
I - Originator	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	R - Originator
A - QHSE Manager	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).