DAEJUNG MO PARTS PVT LTD Process: Change Management P/GEN/11 Page No.

: 1 0f 3

Document Description: Cover Page Issue No. 01 Rev. No: 4

Process Objective: To effectively manage and mitigate the risk during change management in order to QCD target and customer satisfaction
Scope: All changes carried out in product realization process (Changes pertaining to Product and Process Changes) after PPAP.
Process owner: HoD - Opns, HoD R&D, HoD - PU, HoD - PE

Date Page No. Issue No. Rev. No. DCN No. and Details of revision carried out Prepared By Reviewed By Approved By
01.06.2015 1 to 3 1 0 New Procedure created.
11.01.2018 3 1 1 Revisited and updated based on regular
practice and MACE audit requirements
03.03.2018 3 1 2 Revisited to address the temporary changes
15.07.2018 3 1 3 Revisted to address the responsibility for
maintaining change control register
28.02.2019 3 1 4 Error in format references rectified
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Document Description: Process Map Issue No. 01 Rev. No: 4

COMPETENCE:
PROCESS 1. Knowledge on product
MACHINE/TOOLS: 2. Knowledge on process
01. 3. Knowledge on mould
1. Computer 4. Knowledge on equipment, IMTE
2. Mould flow 5. Knowledge on CSR
analysis 6. Knowledge on risk analysis
3. Design software 7. Knowledge on QMS
8. Analytical skills

OUTPUTS:
PREVIOUS Improved QMS processes
PROCESS: INPUTS: 1. Gap Analysis Report F GEN 03 02,
outnsible
Refer Page No.3 2. TGR / TGW Report F GEN 03 03
3. Inputs from Management in
1. Monitoring and 1. Performance plain paper
processes data Column - Activity 4. F/GEN/11/01 - For permanent
measurement of changes (other than QMS NEXT
document related changes), PROCESS:
2. Customer 5. F/RMP/01/14- Trail Request,
Complaints 6. F/GEN/01/07 - Document Change 1. All applicable
Handling Request for QMS document related
QMS
changes (permanent changes only).
3. CAPA 7. Consolidated change requests processes.
4. Analysis and in excel sheet F/GEN/11/01
Use of Data 8. Change request approval
from customer F/GEN/11/03
9. Timing Plan
10. Supplier PPAP
11. Document Issue
Note (F/GEN/01/06)
. 12. Updated PPAP file
13. 4M Change records (F/GEN/11/04)
14. ECF (F/GEN/11/05)

.
METHODS:

1. Process Flow Chart No. P/GEN/11

2. Work Instruction for change MEASUREMENTS:
implementation (W/GEN/11/01) Effectiveness:
2. Work Instruction for 1. Achievement of MPCP targets
EJO (W/GEN/11/02) 2. No. of PCNs raised Vs. pending closure
3. No. of TCNs raised Vs. pending closure.
4. No. of DCNs raised Vs. pending closure
5. Achievement of EJO targets
6. Unanticipated risks on account of changes
implemented.
Efficiency:
1. Timeline adherence
to
change implementation
plan.
 DAEJUNG MO PARTS PVT LTD
Process: Change Management P/GEN/11 Page No.: 3 0f 3

Document Description: Process Flow Chart Issue No. 01 Rev. No: 4

SL. ACTIVITY RESP. CHECK POINT TIME LINE DOCUMENTS / DATA RECORD CREATED
NO. REFERRED
1 Monitor all QMS processes for adherence and Each process Timely, effective and efficient completion of each activity On going Process maps, Nil
achievement of targets. Monitor and measure the owner step, achievement of targets for effectiveness and departmental objectives,
effectiveness and efficiency measures of each process and efficiency of each process List of monitoring and
management objectives. measurement of QMS
Processes in Format
F GEN 03 01

2 Compare results against Objectives and Targets. Prepare Each process Extent of achievements, trends of the measures 5th of each Process maps, Gap Analysis Report
Gap Analysis Report in format F GEN 03 02. Prepare owner (Improving / deteriorating), coverage of all the targets / month departmental objectives, F GEN 03 02,
TGR/TGW Report in format F GEN 03 03 for things gone MPCP fixed by Management, correctness of data List of monitoring and TGR / TGW Report
right and things gone wrong as a base for future reference. measurement of QMS F GEN 03 03
Processes in Format
F GEN 03 01

3 Obtain inputs from management (changes in business Each process Need for changes / revision in targets and organisation 5th of each Process maps, Inputs from Management
plan, proposed changes in the organization structure, new owner structure, month Departmental in plain paper
organizational initiatives, new system requirements etc.) Need for organizational new initiatives, objectives,
Need for additional resources etc. Current performance of
the measures
4 Identify need for changes based on above. If a change is Each process Correctness of identification From time to Gap Analysis Report Nil
required go to Step No.5 owner time F GEN 03 02,
TGR / TGW Report
F GEN 03 03,
Inputs from
Management in plain
paper
Temporary Changes
5 Identify the temporary changes required in 4M conditions Requestor Clarity in the request, adequacy of justification and details, From time to Flash report raised by ECF (F/GEN/11/05)
and Raise Engineering Concession Form (ECF) impact of any, Quantity to be produced, time etc. time QA, Internal meeting
F/GEN/11/05 and obtain approval from necessary peoples. minutes

6 Review and approve the temporary changes Approval Effect of requested change in process / products / During the ECF (F/GEN/11/05) Decisions in ECF
authorities methods / documents, benefits if any, adverse impact of review (F/GEN/11/06)
changes if any, impact on customer product quality
requirements, notification requirements to customer,
correctness of decisions, clarity in decisions, clarity in
actions to be taken in case change request is conditionally
accepted, potential risks
Permanent Changes
7 Prepare (or receive from Supplier / customer) Change Requestor Correctness of format used and entries, adequacy of From time to Change request a) F/GEN/01/07 -
Request as applicable as per Guidelines for 4M changes justification, expected benefits, adverse impact if any, time received from customer Document Change
G/GEN/11/01 Form based on above in following formats: availability of unique change request number, correctness / suppliers, Request for QMS
a) F/GEN/01/07 - Document Change Request for QMS of unique change request number Gap Analysis Report document related
document related changes (permanent changes only). F GEN 03 02, changes (permanent
b) F/RMP/01/14 - Trial Request for other changes TGR / TGW Report changes only).
F GEN 03 03, b) F/RMP/01/14 - Trial
Record detailed description of the proposed changes, Inputs from Request for other
justification, expected benefits, adverse impacts if any etc. Management in plain changes
paper.
Forward change request to Exe - QA for obtaining Unique Guidelines for 4M
Number of the change Changes G/GEN/11/01

8 Maintain excel data base in 4M Change Control Register in Exe - QA for No repetation of unique serial number, Within one day a) F/GEN/01/07 - 4M Change control
format number F/GEN/11/01 for consolidating all the change at Correctness of entries of receipt of Document Change register (F/GEN/11/01)
changes. DMPL trial request Request for QMS
For change at DMPL - data bases will be maintained by Exe - PU for document related
Exe - QA change at changes (permanent
For changes at Supplier - data bases will be maintained by Supplier end changes only).
Exe - PU b) F/RMP/01/14 - Trial
Request for other
changes
9 Submit the trial request / change request to approval Requestor Approval from necessary authorities as required Immediate to a) F/GEN/01/07 - Nil
authorities for approval the preparation Document Change
of trial request Request for QMS
document related
changes (permanent
changes only).
b) F/RMP/01/14 - Trial
Request for other
changes
10 Evaluate the change request, identify the net benefits and HoD - QA Adequacy of details provided in the change request, Effect During the a) F/GEN/01/07 - Entries in Change
risks and dispose of the change request as: HoD - NPD of requested change in process / products / methods / course of Document Change Request Form
a) Accepted, HoD - PED documents, benefits if any, adverse impact of changes if change review Request for QMS
b) Rejected, HoD - PD any, impact on customer product quality requirements, document related
c) Conditionally accepted. notification requirements to customer, correctness of changes (permanent
In case of conditional acceptance, define and document decisions, clarity in decisions, clarity in actions to be taken changes only).
the conditions imposed on the change request. in case change request is conditionally accepted, potential b) F/RMP/01/14 - Trial
Record on the accepted and conditionally accepted change risks Request for other
request forms whether trial runs are required before finally changes
clearing the change proposal.
For accepted changes to be carried out by suppliers,
request HoD - PU / Exe - PU to obtain change
implementation plan from the supplier.
11 If the change request needs further clarifications to HoD - QA Need for further clarifications, further details required to
With in 2 days Identified required Decision recorded trial
proceed with, contact the requestor / concerned personnel HoD - NPD evaluate the change request of additional changes in QMS Request F/RMP/01/14
and request for additional information. Implement further HoD - PED details provided processes in plain
actions based on additional information provided. Go to HoD - PD paper,
Step No. 7. Trial requests,
Customer 2D drawings,
3D model
12 If the change request can not be accepted, regret inability Approval Clarity in communication, politeness in the communication, With in 1 week Identified required Decision recorded trial
in a polite reply to the concerned personnel, explaining the authority - For adequacy of justifications, communication to the correct from the receipt changes in QMS Request F/RMP/01/14
reasons why the change request can not be accepted. Internal personnel of change processes in plain
changes request paper, For customer initiated
HoD - S&M - Change request, changes,
For Customer Customer 2D drawings, communications through
changes 3D model, Additional mail
HoD - PU - For details provided by
Supplier related concerned personnel
changes

13 Categorize the change proposal based on: HoD - QA Nature and type (permanent / temporary) of change, During the Identified required Decision updated in
a) Does the change request require customer approval HoD - NPD Correctness of categorization, Notification requirement to course of changes in QMS Change Request.
before implementation (not applicable to customer initiated HoD - PED customer as per JRQS / customer's SQAM change review processes in plain
changes) HoD - PD paper,
b) Duration / length of time the change would be in place Change request,
(permanent, or temporary for a defined period), Customer 2D drawings,
c) Nature of change (Product related, process related, 3D model, Additional
supplier related, tooling related, QMS document related, details provided by
operator related, manufacturing location related). concerned personnel
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Process: Change Management P/GEN/11 Page No.: 3 0f 3

Document Description: Process Flow Chart Issue No. 01 Rev. No: 4

SL. ACTIVITY RESP. CHECK POINT TIME LINE DOCUMENTS / DATA RECORD CREATED
NO. REFERRED
14 Hand over original approved change request form to: Requestor Correctness of the persons submitted, communication to With in 1 day of a) F/GEN/01/07 - Entries in Change
a) Document Change Request - MR through respective QA decision Document Change Request Form and
HoD obtained from Request for QMS Consolidated change
b) Product related change request - HoD - NPD, approval document related requests in excel sheet
c) Process related change request - HoD - PED, authorities changes (permanent
d) Supplier related change request - HoD - PU, changes only).
e) Tooling related change request - HoD - TR, b) F/RMP/01/14 - Trial
f) Manufacturing location related change request - HoD - Request for other
PED. changes

Send status of change request to HoD - QA

15 If customer approval is required for the change proposal, HoD - R&D, Notification requirements as per JRQS / SQAM, With in 1 Entries in Change Mail communications,
Communicate to the customer through HoD - S&M. HoD - S&M, correctness of entries in change request, communication to working day Request Form and
Proceed to Step No.13 after obtaining customer approval. HoD - PED, customer will adequacy of details change request Consolidated change
HoD - QA approval requests in excel sheet,
JRQS

16 Carryout activities as per Guidelines for 4M Changes Responsible Correctness of details, adequacy of change Prior to change Entries in Change Change records created
(G/GEN/11/01). person implementation plan including contingency plan and PPAP implementation Request Form and in the Process,
identified in requirements, identified responsibility for each activity, Consolidated change Documents, PPAP,
Guideline alternate plan to ensure customer is not affecting due to requests in excel sheet Customer
Ensure pilot lot parts produced under change is Identification of the change implementation (stock build up for part supply), Guidelines for 4M communication etc.
identified with sticker on each part (Color sticker, pilot lot - contingency plan readiness Changes
Organge color for new parts, Green color for ECN Production (G/GEN/11/01)
parts)
17 Implement the approved changes. Exercise necessary Responsible Adherence to the change implementation plan, As per the Guidelines for 4M Entries in Change
controls on the change implementation. Maintain records of person completeness of the change, exercising of controls as per change Changes Request Form
changes carried out in space provided on the Change identified in work instruction, records updation in the relevant implementation (G/GEN/11/01)
Request Form. Guideline documentation and change request form plan
Conduct trial run with change. Verify and validate the
effects of the change implemented (benefits obtained as
well as adverse impacts noticed). Record in detail the
findings in change request form in space provided on the
F/RMP/01/14.
When the trial run results are found satisfactory, update all
relevant documents.
18 Maintain 4M change records in Format No. F/GEN/11/04 Responsible Correctness of entries As soon as 4M Change control 4M Change records
person change is taken register (F/GEN/11/01) (F/GEN/11/04)
identified in place Change identification
Guideline cards (F/GEN/11/05)
19 For changes to be implemented by the suppliers, witness HoD - PU, Need for witnessing trial, extent of meeting the As per the Change Implementation Supplier PPAP
production trial run at supplier premises if applicable. HoD - QA requirements after change implementation, negative change Plan
Obtain revised PPAP from the supplier. impacts if any, availability and adequacy of PPAP implementation
documents plan
20 Maintain records of change along with date of Exe - QA Correctness of entries Within one day Change Request Updation in 4M Change
implementation in Production in F/GEN/11/01 of change control register
implementation (F/GEN/11/1)
21 Notify all concerned personnel regarding the changes Exe - PED Communication to all the relevant personnel, issue of latest As per Change Updated process control Document Issue Note
through Document Issue Note (F/GEN/01/06) edition to the relevant functions Implementation documents (F/GEN/01/06)
plan
22 For QMS document changes, follow Procedure P/GEN/01. Follow Procedure P/GEN/01