Document Change

Control
Prepared by KOGS for Oil Services Ltd
Erbil Office
Gazna Road
Kurdistan, Iraq
www.kogs.co

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 1

Approved by: W.Turner Date: 21/10/2019
Document Change Control

Prepared by Name: Aaron Trindall Position: QEHSS Manager

Reviewed / Verified by Name: James Gordon Position: Regional Manager

Approval Authority Name: Wayne Turner Position: Chief Operating Officer

Revision History
Revision
Date Revised by Verified by Description of changes
No.
1 21/10/19 Aaron Trindall J.Gordon First Addition

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 2

Approved by: W.Turner Date: 21/10/2019
 Table of Contents

1 PURPOSE 4
2 SCOPE 4
3 RESPONSIBILITIES 4
4 DEFINITIONS4
5 REFERENCES 8

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 3

Approved by: W.Turner Date: 21/10/2019
1 PURPOSE
This procedure describes the methods for initiation, review, approval, implementation and completion
of all KOGS QHSE Document Change Control requests.

2 SCOPE
This procedure applies to all business units and support services activities under KOGS

3 RESPONSIBILITY
The QHSE Department is responsible for implementation of this procedure.
.
4 DEFINITIONS
Terms Definition
A planned or un-planned (emergency based), permanent or temporary
Change: modification, addition or deletion of a facility, equipment, process, product,
systems or service
a set of procedures by which change to formal documentation, qualified or
validated processes, systems, equipment or components are developed,
Change Control:
approved and implemented to ensure that the qualified or validated state is
maintained.
Emergency Emergency changes are changes needed due to any occurrence requiring
Changes: urgent action.
Any change that has the potential to impact on the customer product or system,
or that may require regulatory action by KOGS of the customer. These
Major Changes:
changes need to be approved by Senior Management in KOGS and the
Customer (s).
Any change that is not anticipated to have the potential for any significant
Minor Changes: impact on the customer product or system, or that may require regulatory
action.
Temporary Any planned departure from a process or system defined by QHSE that will not
Changes: have significant impact on the state of the customer product or system.

4.1 Sources of Changes

Changes can be initiated from within KOGS, e.g. IT, Admin and QHSE, etc.
Internal
Customer and change committee’s approval is only required if there is impact of
Sources:
change on customer’s product or system.
Changes can be initiated from an outside source e.g. customer, local authority,
External
etc. In case of changes requested by customer, change committee review is not
Sources:
required.

4.2 Classification of Changes

4.2.1 Change of KOGS’s Licence (Either by own accord or from action by Licensing
Authority)
4.2.2 Change to IT or any other electronic system (Impacting on customer
products/system)
4.2.3 Facility Transfer or major structural change / facility alteration where products are
stored.
4.2.4 Change of automated system, equipment which has a direct impact on product
quality/service.
4.2.5 Change of control system
Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 4

Approved by: W.Turner Date: 21/10/2019
 4.2.6 Change of Management Representative (Responsible person / QHSE Person)
4.2.7 Change in any approved customer
4.2.8 Any change requested by external third party (i.e., customer)

NOTE: Contractual requirements are addressed under the respective work instructions and are
to be read in conjunction with this procedure. Where there is a conflict between contract
terms and standard procedure, then the contract requirements shall prevail. This procedure
does not apply to changes to controlled documents.

4.3 Change Initiation

The initiator will start the change control process by completing scope, extent and other details
mentioned in Section A of the Change Control Request form. The Change Control Request, the
required information includes;
a) Department / Facility / Site Impacted
b) Type of Change
c) Change Classification
d) Service Effected
e) Description and justification of the change.
f) Impact of the change on facility, equipment, process, systems, service, and / or departments.
g) Impact of Change h) Supporting Material / Information

The Initiator will provide supporting documentation to describe the current process, facilities, utilities,
equipment or systems that will be affected by the change. The reference of documents shall be
mentioned in the change control form for maintaining traceability and change history.

4.4 Head of Department (or Designee) Approval

4.4.1 After completing the required details, the initiator will sign the form along with date,
and obtains approval of the Head of Department (HOD) requesting the change (or
appointed designee) in section D.
4.4.2 The HOD reviews the request in line with his responsibilities and consults with
affected functions for input, then signs and dates Section D of the Change Control
Request form to confirm his approval.
4.4.3 On the other hand, HOD reviews the change control request with the initiator and
determines whether the proposed change is major and will impact customer’s product
or system. If yes then the change control committee will be formed and review the
proposed change. All such changes must also obtain customer’s approval.
4.4.4 In case of internal changes, that will not have any impact on customer’s product /
system, customers or change committee review will not be required. The change will
be preceded by HOD and closed.
4.4.5 In case of external changes initiated by the customer, the change control shall be
initiated and reviewed only by the customer for alignment. For all customer requested
changes, change committee involved is not required.

4.5 QHSE Review and Approval

4.5.1 For all change controls, after obtaining approval from HOD, the initiator will submit the
form to QHSE department, who will review the form and supportive documents for
accuracy and completeness. In case of any discrepancy, the form will be returned to
the initiator for necessary correction.
4.5.2 Once the form is approved by QHSE, QHSE will assign a unique number to the
request and update details of change initiated in Change Control Summary Log and
submit the form to change committee for approval.
4.5.3 Following method is used to allocate unique code to the change control form; YYYY-
NNN
Where; For example, first change of year 2019 will be coded 2019-001 and second change
will be 2019-002.

4.5.4 Amendments to the change control throughout its implementation may be required.
These need to be tracked on the database and an amendment reference number
Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 5

Approved by: W.Turner Date: 21/10/2019
 provided on the document that cross-references to the change control number. The
following will be applied: First amendment to the change would be .01, second .02
etc, e.g. first amendment 2016-001 is 2016-001.01; second amendment is 2016-
001.02 etc.

4.6 Change Evaluation by Change Control Committee

4.6.1 If the change is major impacting customer’s products and system and / or impacts on
more than one department in KOGS, QHSE shall arrange a Change Control
Committee meeting. The Change Control Committee shall review the change control
request.
4.6.2 The committee shall recommend if any additional actions are required such as update
of license / approval from regulatory authorities, major structural changes etc.
4.6.3 The committee Team shall review risk assessment to identify the impact of the
change or request for additional activities to reduce the risk before making the
change. Personnel safety will also be considered.
4.6.4 All such decisions should be documented in the minutes of the committee meeting.
The minutes of the meeting are stored with the original Change Control Request
form.
4.6.5 Once the review is completed by change control committee, the change control is
communicated to the customer.
4.6.6 As mentioned in 4.5.4, where there is no impact on customer’s product / system,
customers or change committee review will not be required

4.7 Customer Communication

4.7.1 Once change control and supporting documents reviewed, change control is shared
with the customer (where appropriate) or for approval (in accordance with contract
terms).
4.7.2 The developed implementation project plan shall be shared with customer to provide
customer an overview of change implementation activities and timeline to complete
the change. (Refer clause 4.9 for implementation plan).
4.7.3 In case the customer raises any concern on the change control activities, the change
control is amended as mentioned in clause 4.6.4.
4.7.4 In case the customer rejects the change control, the proposed change is closed and
updated in Change Control Summary Log by QHSE.

4.8 Change Project Implementation Plan

For all initiated change controls, a change implementation plan is required to be developed using,
Change Project Implementation Plan. The Initiator develops the plan with the assistance of all
interested parties of change control. The plan should also include;

a) The Customer/s involved.

b) The systems involved.
c) Controls to ensure safety of products (if product quality can be impacted by this change).
d) Schedule of any Regulatory or Statutory approvals.
e) Schedule of validation / qualification work and approval of validation reports.
f) SOP’s that will be required to be written or revised. Changes as part of Document Control to
specific Customer SOP’s / WI’s / F’s that requires Customer sign off refer Request for New
Document Creation / Amendment/ Cancellation.
g) A Training plan.
h) Quality Control testing for technical changes (If applicable)

4.8.1 The Initiator submits the plan to the HOD or change control committee (as applicable)
who will review and approve the plan. A copy is attached to the Change Control
Request Form Section E.
4.8.2 Any changes to the implementation plan will be reviewed and approved by the
Change Control Committee / HOD as required.

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 6

Approved by: W.Turner Date: 21/10/2019
 4.8.3 QHSE updates the Change Control Log with the expected change closure date and
provides an update on progress of the implementation activities to the Change
Control Committee if required.
4.8.4 The Initiator ensures that the implementation is carried out and completed based on
the activities and timeline mentioned in implementation plan.

4.9 Change Closure

4.9.1 Changes shall not be made effective until implementation of all activities is completed
and the committee / HOD has reviewed and approved all the change supporting
documentation
4.9.2 In closing out the change or prior to the effective date of the change, the change
committee / HOD shall:

a) Confirm that implementation of all activities have been successfully completed.

b) Confirmed that QHSE has changed the change status to “Closed” on the change control
log / database and on the Change Control form.
c) Notify the Initiator of the closure of the change.
d) Complete Section E of the Change Control Request form.
e) QHSE archived the Change Control Request form and all related documents.

4.10 Emergency Changes

4.10.1 Emergency change control requests should be infrequent and apply only under
justifying circumstances.
4.10.2 The Initiator may request verbal approval from the HOD. If approval is received, the
change can be implemented.
4.10.3 Activities performed to implement an emergency change or repair should be
documented concurrently and approved subsequently in accordance with approved
procedures.
4.10.4 The change control request form must be initiated within the first working day
following verbal approval. Closure must be documented as with all changes.

4.11 Temporary Changes

4.11.1 Temporary changes are managed in the same way as permanent changes.
Conversion of any temporary changes to a permanent change requires an
amendment to the original Change Control Request form and appropriate
implementation plans and rationale.
4.11.2 The change control committee or HOD (as appropriate) shall track the expiration date
to ensure that the intent of the temporary change is activated.

4.12 Amendment to Approved Change Control Request

If amendments are required for an approved Change Control Request Form, the Change Control
Committee / Chairperson shall ensure:

4.12.1 The amendment is rationale & change control committee/HOD approval are fully
documented.
4.12.2 The amendment is uniquely identified & traceable to the original change request
(Clause 4.5.4)
4.12.3 The amendments provide the same level of details as the original plan with regard to
the activities, responsibilities and timing.
4.12.4 If the identity of the Initiator changes, an amendment shall be submitted to the
committee to ensure continuity and accountability for change management.

4.13 Documentation & Tracking of Change Control Records

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 7

Approved by: W.Turner Date: 21/10/2019
 4.13.1 QHSE Depart shall retain Change Control Request forms and supporting documents
according to the QMS Document Control procedure.
4.13.2 Reference documents (such as email communications, customer approvals, risk
assessments etc.) for request, verification and change approvals shall be attached
along with change control.
4.13.3 Reference documents shall be communicated to the customer & retained for future
reference.
4.13.4 All records involving change control shall be retained in archive (Soft copy/scanned
copies) for verification when need arise
4.13.5 Change control records shall permit full reconstruction of change events.
4.13.6 The change control committee / Head of Department shall track each change
request, monitor open change requests that exceed target / completion dates and
periodically report such to KOGS management.
4.13.7 Change control forms and change control log / database can be manual and / or
electronically. Change control form shall be retained as a proof of completion and
traceability
4.13.8 The change control tracking system shall include at a minimum:
a) Number of change control request form and cross reference to any change
control amendments.
b) Change Initiator, change type.
c) Status (open, closed and overdue as a minimum) of any change request.
d) Final approval sign off

5 REFERENCES

Document Doc. Ref.

Master Document List KOGS-REG-021
Development and Control of Documentation KOGS-BMS-PRO-001
Management of Change (MOC) Record KOGS-FOR-080

Prepared by: A. Trindall Ref KOGS-BMS-PRO-002

Verified by: J.Gordon Document Change Control Page - 8

Approved by: W.Turner Date: 21/10/2019