HSE-DIV-B1-SYSP-002 Rev04 Management of Change

System Procedure
Management of Change
Reference MSG:
HSE
HSE-DIV-B1-SYSP-002 Rev04
Management Of Change
Contents
Contents
1. Introduction.............................................................................................. 4
2. Abbreviations ............................................................................................ 5
3. Identification of Change ............................................................................. 6
4. Scope ...................................................................................................... 7
5. Objectives ................................................................................................ 8
6. Definition of Change .................................................................................. 9
7. Roles and Responsibilities .......................................................................... 10
8. Activity Description ................................................................................... 12
9. Follow Up ................................................................................................ 21
References ..................................................................................................... 22
Appendices .................................................................................................... 22
3
This document is the property of naoc-aenr-nae and nacpfa. All rights reserved
1. Introduction
1. Introduction
In the oil and gas industry, alterations and modifications in existing facilities are
common and governed by many factors such as upgrading of equipment, software,
wrong or insufficient data which have contributed to poor engineering decisions during
design stage, improper construction, faulty specifications, changes in operating
parameters, operational difficulties, variation in intended duty, adoption of new
technologies, productivity improvement, poor material choices and aging equipment.
Modifications to the facilities need specialized knowledge based on various international
standards and recognised industrial best practices, which can only be implemented by
competent persons.
Several accidents have occurred due to failure of equipment and/or systems, which have
resulted in significant economic losses, fatalities and serious operational implications
when unauthorized modifications have been pursued without proper implementation of
standards and corporate policies.
This procedure is intended to provide guidelines/best practices that can be followed to
regularize and control the implementation of changes/modifications in a systematic
manner, taking cognizance of main responsibilities/accountabilities as well as orderly
communication channels.
This procedure also identifies the communication channels to be used when a change /
modification to an existing facility is envisaged / required.
4
2. Abbreviations
2. Abbreviations
AM – Assistant Manager
ASME – American Society of Mechanical Engineers
BS – British Standard
CAC – Change Authorization Committee
CAF – Change Authorization Form
CRF – Change Request Form
Dept – Department
ESD – Emergency Shutdown
HAZAN – Hazard Analysis
HAZID – Hazard Identification
HAZOP – Hazard and Operability
HSE – Health, Safety, and Environment
Mgr – Manager
N – No
P&ID – Piping and Instrumentation Drawing
PSV – Pressure Safety Valve
SD – Shutdown
Y – Yes
5
3. Identification of Change
3. Identification of Change
Identification of change is a critical step in protecting technical and operational integrity

of the facilities. Staff and contractors must be aware of the hazards of change and the
importance of following formal procedures to control and review it. Identification of
change may be related with Design or Field Activities.
 Design alteration: Any change on a drawing or technical document of an equipment
or scope, once the drawing(s) have been “Approved for Construction”.
 Field alteration; A physical, software or setting change to equipment, process
system, control systems and safety systems.
For example, change in duty or material, removal or replacement of equipment - other
than “like for like”, permanent isolation of an ESD/safety/fire system, change to relief
valve or trip/alarm setting (includes temporary changes).
Criteria for the Establishment of Modification/Change

The following criteria will apply to establish a modification / change:
 Introduction of a new installation or addition to an existing facility.
 A change in service / operation which causes variations in the original design intent.
 Replacement of existing equipment for a similar one, requiring the change or
update of P&ID´s, procedures or equipment certification.
 The change in settings of PSV´s, alarms, etc.
 Refurbishment of existing equipment, whereby it changes its original intent.
 Repair of existing equipment such as pressure vessels, heat exchangers etc
manufactured in accordance with ASME, BS or other International regulations that
needs application of statutory regulations.
6
4. Scope
4. Scope
4. Scope
This procedure will set guidelines in place to regularize and provide controls on all
intended alterations to naoc, aenr, and nae operated facilities. An integrated approach
shall be taken with inputs from Engineering, Operations, Maintenance, Finance and HSE
Personnel.
7
5. Objectives
5. Objectives
The overall objective is to regularize and control facility change during design,
construction, and operations by:
i. Setting responsibilities for control of facility change
ii. Defining:
a. precise change
b. required result (design outputs)
c. schedule consequences
d. verification requirements
iii. Assessing the risks involved and implementing controls and reviews accordingly
iv. Ensuring that changes are reviewed and approved by competent personnel.
v. Ensuring that all personnel affected by the change are promptly informed, and
receive familiarisation training
vi. Ensuring that operating procedures, drawings and records are updated.
8
6. Definition of Change
6. Definition of Change
For the purpose of this procedure, a change is defined as an alteration or modification to

an existing system or facility.
This alteration may entail any changes or modifications to process/utility equipment and
systems, control systems, safety systems, refurbishment of equipment to accomplish
deviations from original intended uses, including physical alterations or software
changes (e.g. settings, trips, alarms including, ESD, preserving failsafe mode).
All these changes need to be formally assessed and documented by utilizing procedures,
specifications, P&ID’s, Data Sheets etc., in order to ensure that all processes, resultant
ripple effects, financial implications and HSE hazards are identified.
9
7. Roles and Responsibilities
Operations Managers / Area Managers

The Field Area Managers (Land Area and Swamp Area) and Aenr and Nae Production
Managers have ownership of the facilities in their respective areas of operations and are
also responsible for establishing and preserving technical integrity. In case of dispute
between the Originator and Field Area Manager/Production Manager, the decision of the
latter shall hold. In this event, Area Management shall be responsible for arrangement
of all funding for the work(s).
It shall be the responsibility of the Area Management to ensure that any changes made
on existing facilities are reflected on the As-built drawings for the Plant. In case such
drawings are not available in operational areas, the Manager(s) of such area(s) shall
request for the relevant drawings from the Engineering Manager.
Engineering Manager
The Engineering Manager shall be responsible for the following during the engineering
phase of project development:
i. Coordination of the engineering change control activities.
ii. Evaluating the need for the proposed change.
iii. Reviewing and approving the Change Process
iv. Ensuring that approved engineering changes are properly implemented
Change Originator
Company, Contractor, Sub-contractor, Area Management, Production Manager’s

Authorized Personnel initiate a change as soon as one is anticipated. They are
responsible for:
i. Determining the need for a change
ii. Suggesting a change classification.
10
iii. Evaluating the proposed change together with the Engineering Manager and affected
Discipline Lead.
Originating (Dept.) Assistant Manager/Manager
Originating Manager will be responsible for:

i. Reviewing and endorsing the change request before submission
ii. Accepting and incorporating the required change into the facility.
iii. Receive rejected change and commence further discussion on proposed change
with relevant authorities, including the Engineering Manager.
Project Engineer
Project Engineer is responsible for:

i. Implementation and the administration of change including control of documentation
specifically maintaining the project change control dossier.
Appointed Project Manager / Chief Project Engineer
The Chief Project Engineer will be the overall, responsible for management of overall
process of changes.
Change Authorization Committee (CAC)
The Change Authorization Committee (CAC) shall responsible for:

i. Review and approval of the Change Authorization Form
ii. Approval / rejection of Change Authorization Form; Change Form shall be rejected
should at least a member of the Change Authorization Committee raises an
objection to the proposed change process
The Change Authorization Committee members shall comprise representatives from HSE
Division, Engineering Division, Production and Maintenance as applicable.
11
8. Activity Description
Initiation and Endorsement of a Modification Request
New design or an existing facility may be changed for a number of reasons including but
not limited to the following:
i. Omissions or errors (e.g., in calculations, selection of materials, etc) during the
detail design phase which have been identified afterwards.
ii. Manufacturing, construction, or installation difficulties
iii. Company request
iv. Changes to safety, regulatory or other applicable requirements
v. The function or performance of a designed feature is to be improved
The Originator requests a modification on the Change Request Form CRF (Appendix 4)
that is passed to his/her line Manager for review and endorsement before submission to
the Project Engineering Manager/Area Manager.
A change order must be clear, concise and explicit.
Recording the Change Request

The Change Request Form is copied to the HSE-IMS Office in the affected Area who
enters it into the Management of Change Register, giving it an appropriate reference
number.
Preliminary Review
The project Engineer or Area Management will carry out a preliminary review of the
proposed change and discuss with the Originator. A joint decision can be made either to
proceed with the intended modification or reject.
Decision on Implementation (CA Committee)
The Project Engineer, Contractor, or Area Management will set up a meeting with the
other involved parties such as HSE, Production, Maintenance, etc., in order to review in
12
detail what type of change / modification or alteration to the facility is to be performed.

This meeting will be denominated the CA Committee.
Rejection
Should Change Request be rejected, Change Originator shall send original copy of
rejected form to HSE-IMS Office for documentation and close-out of Change Register.
Approval
Form approved by the CA Committee shall require modification / alteration of Facility.

There may be occasions where the committee may recommend conducting a HSE
Review i.e. HAZOP, HAZAN, HAZID, etc.
Urgent Change
On rare occasions, delay may represent an unacceptable risk e.g. if safety/emergency

preparedness is the main justification, or if urgent implementation of a change is vital to
the safe and continued operation. The CA committee may decide to proceed with the
modification without (fully) implementing this Change Control Procedure.
However, the change shall be documented and recorded in accordance with the relevant
sections of this procedure.
Detailed HSE Review Procedure
HSE Review Team

The HSE review will be chaired by the Project Manager or his representative, which shall
comprise representatives from Operation, Project/Engineering (designer) and HSE, and
may call on specialists e.g. electrical, mechanical, fire, civil etc. where deemed
necessary.
HSE Risk Assessment
13
The HSE Review Team will carry out HSE risk assessment of the change, and decide the
extent of HSE controls/review needed. Team should review description of work scope,
complexity, inherent hazards, cost, possible ripple effects, consequences of failure etc.,
perhaps using an HSE check list as memory aid/thought provoker.
Team will assess the change as high or low HSE risk, and specify whether a HAZOP or
other hazard analysis is needed.
HSE Controls / Reviews Required

There are 3 control routes for:
i. Urgent work where senior management (Production Operations Manager) authorize
the implementation without a full review - which is then carried out retroactively.
ii. High risk changes require the full HSE Review Procedure (Appendix 1).
iii. Low risk changes where a single multidiscipline review meeting is
adequate.(Appendix 2).
14
Approved Change
2
1
3
HSE Risk Assessment
Low HSE Risk High HSE Risk URGENT
Retroactive
Single Review Full
Meeting Procedure
Commissioning & Start up
Figure 1: HSE Review
Review Team Recommendations

Where the team is not satisfied that HSE risks have been adequately assessed and
controlled, recommendations for further work e.g. hazard analysis or engineering
studies, procedures, inspections, training etc will be made.
Actions Arising
Each recommendation is considered and a decision taken by the Project Engineer to
implement, defer or reject. An action plan is drawn up detailing actions, responsibilities
and timeframes. Where recommendations are deferred or rejected,
reasons/justifications are recorded.
15
Records, Findings and Project HSE File

The Change Review meetings will be minuted, and SARCI (Signatory, Action,
Responsible, Consultant and Information) chart will be drawn, with actions, actionee and
deadlines for follow up. This record along with other HSE information such as data
sheets, method statements, hazard check sheets, inspection / training records are to be
held in a central file either electronically or hard copy.
Authorizing Implementation of the Change

When all relevant actions assigned in the HSE Review Procedure and Change Review
Meetings are closed out, the change will be authorized by the Originating Manager by
signing the Change Authorisation Form (Appendix 4). The Project Engineer or other
appointed person will file the form in the Project Change Control Dossier or Engineering
Division office where existing facility is involved and send a copy of the completed
paperwork to:
 Change Originator
 HSE Manager
The Project Engineer is responsible for implementation of the change.
Completion and Acceptance

On completion of construction, pre-commissioning, testing etc., the Project Engineering
Manager signs off the Completion (Close out) section of the form and hands over the
facility to the Production Representative who will inspect the facility, and if satisfied
signs to accept the facility for commissioning. A formal handover procedure from Project
Engineering to Production is required.
The Production Representative will confirm that maintenance and inspection schedules
have been prepared / updated, and operators/users familiarised with the implications of
the change.
16
Action Change Originator Operations Project CAC Project HSE IMS Document /
Originator Dept Mgr Manager Manager Engr (Site)
Registration
Request for Change Change

1.1
Request
Form
Review of Change
1.2
Request
Issuance of CAF Change

1.3
Number Register
Evaluation of risks &

potential impacts 1.4 1.4 1.4 1.4
connected with
change
Definition of
necessary controls
to reduce identified
risks & additional
1.5 1.5 1.5 1.5
actions for the
execution of the
change
Review of Change
1.6 1.6 1.6
Process
N
Rejection of Change Y
Request with 1.7
comments
Notification of
rejection of Change 1.8
Request N
Y
Implementation of
1.9 1.9 1.9 1.9 1.9
comments
Approval of Change
Request 1.10
Implementation of
Change Request 1.11 1.11
Close-out of Change
Request 1.12 1.12 1.12 1.12
Change
Request
Record Change Form
Request 1.13
Change
Register
Figure 2. CHANGE APPROVAL CHAIN

17
Action
Function Description
ID
Change Originator 1.1 The Change Originator shall fill Section B of Change Authorization Form.
Originator Department Manager shall be Manager of Change Originator.

Shall review Change Request as presented by Change Originator and
shall fill Section C of Change Authorization Form. At this point, the
Originator
1.2 Originator Department Manager becomes the Project Manager.
Department Manager
He shall ensure that Section E of Change Authorization Form is properly

filled and applicable documents attached.
HSE IMS office shall issue CAF No. in Section A of Change Authorization
Form.
HSE IMS 1.3
At this point, the Change Request is recorded in the Change Register.
The Change Authorization Committee Members identified shall support

CAC
+ the Originating Department Manager, Operations Manager and Project
Originator Dept Mgr Manager in the evaluation of risks and potential impacts connected with
+ 1.4 change.
Operations Manager
+ CAC Members shall fill as applicable Section D of Change Authorization
Project Manager Form.
CAC
+ The Change Authorization Committee Members identified shall involve
Originator Dept Mgr the Originating Department Manager, Operations Manager and Project
+ 1.5
Manager in the definition of necessary controls to reduce identified risks
Operations Manager
+
and additional actions for the execution of the change.
Project Manager
CAC
+ The Change Authorization Committee Members identified shall involve
Originator Dept Mgr the Originating Department Manager, Operations Manager and Project
+ 1.6
Manager in the joint review of change process, and shall thereafter,
Operations Manager
+
advise accordingly.
Project Manager
18
Action
ID
The Change Authorization Committee Members identified shall reject

Change Request with comments and return Form to Change Originating
Department Manager who shall in turn review comments with Change
CAC 1.7
Originator for a decision to either discontinue with the change process or
implement comments as advised by CAC and continue with the change
process.
Originator Department Manager shall receive notification of rejection of

change request form CAC and review comments with Change Originator
for a decision to either discontinue with the change process or
Originator implement comments as advised by CAC and continue with the change
Department Manager
+ 1.8 process.
Change Originator
Should Change Request be discontinued, the Change Originator shall
send rejected Form to HSE IMS for documentation and close-out of
Change Resister.
CAC
+
Project Manager The Change Authorization Committee Members identified shall ensure
+
that comments raised on previous rejected Change Request are
Operations Manager 1.9
implemented and affirmed by Change Originator, Originating
+
Department Manager, Operations Manager and Project Manager.
Originator Dept Mgr
+
Change Originator
The Change Authorization Committee Members identified shall approve
CAC 1.10 the Change Request and forward MOC documentation to Project
Manager for implementation.
The Project Manager shall ensure the smooth implementation of Change

Project Manager Request.
+ 1.11
The Project Engineer shall be responsible for the monitoring and
Project Engineer
execution of change implementation.
19
Action
ID
On completion of Change Process, the Project Manager or nominee shall
Project Manager sign off Section F, the Completion (close-out) Section of the Form
+ alongside the Acceptance Department Manager or nominee for a formal
Operations Manager 1.12 handover to Operations Manager or nominee.
+
Originator Dept Mgr The Project Manager shall send completed and signed-off Form to HSE
IMS office for documentation and close-out of Change Register.
20
9. Follow Up
9. Follow Up
Drawings
The Project Manager, Contractor, or Area Manager will ensure that drawings are updated
to give as built status at the end of the project or modification of an existing facility. The
Project Manager or Area Manager will also ensure that, where applicable, drawings have
been sent to any Authorities concerned.
Maintenance Procedures
The Assistant Manager, Maintenance will ensure that new and modified facilities together
with their relevant maintenance procedures are established by Operations in the Facility
Maintenance Procedures.
Inspection Schedules
All new items of facilities which require periodic inspection to meet statutory regulations
or company standards such as fired heaters, pressure vessels, lifting gear, electrical
equipment etc., must be added to the Insurance Inspection schedules. Any such items
dismantled or taken out of service as a result of the project or modification shall be
deleted from the schedules.
21
References
References
i. HSE Risks management ‘HSE-DIV-B1-SYSP-001”

ii. HSE IMS Manual “HSE-DIV-C4-REF-001”
iii. HSE Operation Manual “HSE-DIV-C5-OPER-001”
iv. OHSAS 18001: 2007- Occupational Health and Safety Management Systems
v. ISO14001:2004 - Environmental Management System
vi. HSE Minimum Design Requirements e&p Division 1_3_0_7
vii. MSG HSE Annex F – HSE Risk Management
viii. MSG HSE Annex J: Planning, monitoring & reporting of HSE Indicators
ix. Opi-sg-hse-001 e&p HSE Risks Management and Reporting
x. Opi-sg-hse-009 e&p HAZID Methodology
xi. Opi-sg-hse-010 e&p HAZOP Methodology
22
Appendices
Appendix 1. High Risk Change Control Procedure
Methodology
High Risk Change Control Procedure may need several HSE Review Team meetings, at
various identified phases of the change, possibly involving different specialists.
The HSE Representative shall prepare a HSE Checklist, based on the HSE Reference List
adding specific HSE risks or problems. Using this list as a guide/thought provoker,
together with the appropriate checklist(s) below, the review team will identify and
assess the HSE risks posed by the proposed change, and other safety, operational,
health and environmental problems.
Rather than attempt to check details, the team should direct its efforts to the unusual or
sensitive features of the change such as; the use of special equipment, working at
height or the co-ordination of contractors’ personnel.
It is not the team’s job to carry out detailed analysis e.g. HAZOP study, rather to ensure
that such analysis has been adequately carried out if appropriate. The team should
consider whether formal tools such as HAZID, HAZOP, task analysis and critical parts
review are needed.
23
Appendices
Appendix 2. Low Risk Change Control Procedure
A single or more HSE review meetings are to be held to:

i. Review definition and justification from the HSE viewpoint.
ii. Discuss and clarify the precise nature of the change, and the required result (design
output).
iii. Confirm that potential operability problems have been identified and overcome.
iv. Review any environmental considerations e.g. emissions or effluent disposal
v. Confirm that the design takes account of normal operations, the impact on existing
systems, location and layout, access and maintenance.
vi. Confirm that no introduction of hazards or dilution of the design is occurring during
the fabrication and construction phase. A system for receiving, reviewing and
authorising site changes is needed, linked to this procedure.
vii. Identify any schedule consequences i.e. delays or downtime the change may cause.
viii. Ensure that sound procedures are available for the inspection, testing and pre-
commissioning and that they are being fully implemented.
ix. Confirm that the changed equipment will be able to be commissioned and operated
safely.
x. Ensure that all personnel affected by the change are promptly informed of the
consequences.
xi. Ensure that all documents and drawings affected by the change are captured on the
Form.
xii. This meeting is fully documented
24
Appendices
Appendix 3. Guidelines for the Preparation of a CFA
i. Use the form attached

ii. CFA № – HSE IMS will provide the consecutive number
iii. Modification Title – be concise and clear. Please include equipment tag numbers or
line numbers if required.
iv. Reason for the Modification – brief description of the problem / constraint and how
the change will improve the safety of the operation.
v. SD required - Specify what type of shutdown (general, system, and equipment) is
required to carry out the alteration.
vi. Cost Estimate – it is necessary to highlight the costs associated with the modification
including items such as scaffolding, cleaning, painting, materials, etc.
25
Appendices
Appendix 4: Change Authorization Form (CAF)

SECTION A CAF No.
(Issued by HSE-IMS Rep)
Modification Type
Reasons for the

(Change Originator)
SECTION B
modification
Cost (USD) PR
Shutdown Required Production Loss
Commencement Date / HSE Review

Close Out Date Needed
SECTION C
Project Manager Name Signature Date
Approval for Modification

(Change Authorization Committee - CAC)
HSE
Name Signature Date
SECTION D
Production
(if applicable)
Name Signature Date
Engineering
Name Signature Date
Maintenance
/CRV/IEM&E Name Signature Date
SECTION E
(Project Manager)
Documents Attached
CFA Close out

Project Engineer Acceptance Dept Mgr
SECTION F
Action From HSE Review
"As Builts" Updated (by custodian of original

design- POD/CRV/IEME/PD)
Operating Manual Updated
Spare Parts/Equipment Manuals
26
Appendices
Appendix 5. Management of Change Register
Management of Change Register
Approved
Date of Close-
S/No. CAF No. Reason
Request out date
Yes No
27

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System Procedure

Identification of change is a critical step in protecting technical and operational integrity

Criteria for the Establishment of Modification/Change

For the purpose of this procedure, a change is defined as an alteration or modification to

7. Roles and Responsibilities

Operations Managers / Area Managers

Company, Contractor, Sub-contractor, Area Management, Production Manager’s

Originating (Dept.) Assistant Manager/Manager

Originating Manager will be responsible for:

Project Engineer is responsible for:

Appointed Project Manager / Chief Project Engineer

Change Authorization Committee (CAC)

The Change Authorization Committee (CAC) shall responsible for:

Initiation and Endorsement of a Modification Request

Recording the Change Request

Decision on Implementation (CA Committee)

detail what type of change / modification or alteration to the facility is to be performed.

Form approved by the CA Committee shall require modification / alteration of Facility.

On rare occasions, delay may represent an unacceptable risk e.g. if safety/emergency

Detailed HSE Review Procedure

HSE Review Team

HSE Risk Assessment

HSE Controls / Reviews Required

Low HSE Risk High HSE Risk URGENT

Single Review Full

Commissioning & Start up

Figure 1: HSE Review

Review Team Recommendations

Records, Findings and Project HSE File

Authorizing Implementation of the Change

Completion and Acceptance

Request for Change Change

Issuance of CAF Change

Evaluation of risks &

Figure 2. CHANGE APPROVAL CHAIN

Originator Department Manager shall be Manager of Change Originator.

He shall ensure that Section E of Change Authorization Form is properly

The Change Authorization Committee Members identified shall support

The Change Authorization Committee Members identified shall reject

Originator Department Manager shall receive notification of rejection of

The Change Authorization Committee Members identified shall approve

The Project Manager shall ensure the smooth implementation of Change

On completion of Change Process, the Project Manager or nominee shall

i. HSE Risks management ‘HSE-DIV-B1-SYSP-001”

Appendix 1. High Risk Change Control Procedure

Appendix 2. Low Risk Change Control Procedure

A single or more HSE review meetings are to be held to:

Appendix 3. Guidelines for the Preparation of a CFA

i. Use the form attached

Appendix 4: Change Authorization Form (CAF)

Reasons for the

Shutdown Required Production Loss

Commencement Date / HSE Review

Approval for Modification

CFA Close out

Action From HSE Review

"As Builts" Updated (by custodian of original

Operating Manual Updated

Spare Parts/Equipment Manuals

Appendix 5. Management of Change Register

Management of Change Register

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