Enablon Training – Management of Change (MoC)

Gagan Rehal
Enablon Lead
Agenda

• Management of Change
• Enablon MoC
• Overview
• Workflow explained (workflow steps, tasks involved in each step, actors in workflow)
• Change form explained.
• Initial Approval
• How to complete risk assessments and checklists.
• How to create and assign action plans.
• Change Documents
• MOC reports – Standard reports, custom reports using report factory.
• MOC Sample Dashboard.
What is Management of Change (MOC)?
What is Management of Change (MOC)?
• MOC is a systematic approach used to manage any modification to process conditions,
organisational structure, work practices, plant & equipment, systems and materials that are
outside the documented design and operating practices, that have the potential of adverse impact
on Quality, Cost, Volume, Process Safety, Safety, Health and Environment.

Change Management

Current Change Future

Change Management
When is ‘MOC’ required?

Any time there are:

• Modifications or minor additions to process equipment, business systems (procedural or software),

infrastructure / non-process equipment

• Changes to process control and / or instrumentation (includes control strategies)

• Changes in specifications including changes to critical process operating limits

• Alterations to safety systems (interlocks, shutdowns, fire or explosion suppression, etc.)

• Changes in production & maintenance procedures, raw material / component specifications or

sourcing

• Alterations or new connections to utilities systems (air, electrical, gas, water, steam, etc.)
When is ‘MOC’ not required?

When the change is a direct replacement in kind, in other words nothing has been changed,
this can include:

• An item (equipment, chemical, procedure, etc.) that meets the design specification of the item it is
replacing, this can be an identical replacement or any other alternative specifically provided for in
the design specification, as long as the alternative does not in any way adversely affect the use of
the item or associated items.

Note that everything must be identical, same wattage, same resistance, same capacity, size,
controls, etc. but the brand or supplier may be different
Why use ‘MOC’?

MoC provides a framework to follow to minimise change related risks and ensures an appropriate
level of management approval and involvement is enforced.
Minimise unplanned adverse impacts on system:
• Integrity
• Security
• Stability
• Reliability
Ensure changes have
• Adequate resources
• Been planned, are managed and communicated to impacted workers.
• The correct level of technical review
• Accuracy of modifications
• Testing of system / plant & equipment
When is ‘MOC’ required? – Example

Change

• Two filter bags were replaced in the protein plant dust

collector.

Incident

• After normal production an operator detected a burning

odour when taking samples near the dust collector.

• The supervisor was informed and came to inspect, however

before he could inspect there was an explosion inside the
dust collector.

• The dust collector was significantly damaged but there was

no damage to external equipment or injury to people.
 When is ‘MOC’ required? – Example

Direct Cause

• The filter bags that were installed had a higher electrostatic

resistance value than the standard bags.

• This caused a static build-up on the bags resulting in a spark

which caused dust in the collector to ignite.
Enablon Management of Change
Enablon MoC
Change
Management
• Help management to centralize and manage simple and complex change requests.

• Minimize risk and improve the safety of processes at their facilities.

• Registering and tracking of all change requests.

• Central repository to access important, up-to-date documentation.

• Ability to communicate operational requirements.

• Ability to conduct risk assessments.

• Ability to create actions and tasks/Actions to manage the implementation process.

 Enablon MoC Workflow
Change
Management

Change Request

Emergency Change

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
PLAN DO CLOSE
 Change Initiator - Request

Role The person who identifies and recommends a change.

Could be the Owner of the Change
Task Description of the change
(Provides)
Type of change e.g. equipment, process, hardware, software etc.
Context and Justification for the Change
Cost (significant change will require a preliminary budget approval, this may be identified by the change
Initiator)
Change Benefits
Who will be impacted and how this will be managed and communicated
Timing of the change, when it is to be implemented and completed
Contingency plan if it doesn’t work
Is change is temporary, permanent or emergency
Submit change to Gatekeeper for Initial Approval
Workflow Change Request
Stage
 Gate Keeper – Initial Approval
Gate Keeping

Role Gives approval to proceed, develop and review further; or else reject the change.
Area manager, supervisor of respective budget, department head

Task Reviews and determines:

What the requirements are and initial action
Assign risks to be assessed for Change.
Analysis required before change occurs (e.g. impact assessment; analysis)
Evaluation required during the Change (e.g. safety review, documentation, training etc)
Requirement to evaluate effectiveness of change at completion.
Assign Change owner to carry out Analysis & Implementation.
Approve or Reject the proposed change
Workflow Gatekeeping
Stage
 Change Owner - Analysis Change Owner

Role This person could also be the Initiator of the Change.

Supervisor or Area Manager
Oversees through to completion.
Leads the Change Development Team
Communicates, prior to, during and post change implementation.
Task Responsible for:
Complete impact assessment and additional analysis as required.
Complete risk assessments assigned for Change.
Complete any other requirements assigned to Change.
Ensure new documents, procedures, training, are effective
Submit the change to the Change Approver for Implementation/Pre change approval
Change cannot be Submitted until all actions and assigned items has been completed.
Workflow Analysis
Stage
 Gatekeeper - Pre-change Approval Pre-change

Role Respective Department Head or Site Manager (a Site Senior Leadership Team Member).
Area manager, supervisor of respective budget, department head
Gives the Final Approval for the Change to be implemented.
Task Reviews and determines
Everything has been completed correctly
Risks factor associated with the Change
Review completed Impact assessment
Approve for Implementation or Reject if further work is required
OR
Include Review committee by adding Reviewers and submitting for Group approval for Significant changes
Workflow Pre change Approval
Stage
 Reviewers - Pre-change Approval (Group) Pre-change

Role Senior Management, Technical Heads, Country Heads Etc.

Gives the Final Approval for the Significant change to be implemented.

Task Reviews and determines whether

Change can be Implemented or further work is required.
Everything has been completed correctly
Risks factor associated with the Change is acceptable.
Review completed Impact assessment
Approve for Implementation or Reject if further work is required
Workflow Pre change Approval (Group)
Stage
 Change Owner -Implementation Change Owner

Role This person could also be the Initiator of the Change.

Supervisor or Area Manager
Oversees through to completion.
Leads the Change Development Team
Communicates, prior to, during and post change implementation.
Task Responsible for:
Implementing the change.
Add & assign actions for completion.
Ensuring new documents, procedures, training, are effective.
Post-change evaluation checklists assigned & completed, (e.g. Pre-Start-up Safety Review (PSSR), Pre –
Start-up Environment review (PSER)).
Submit the change to the Change Approver for review and close out.
Change cannot be Submitted until all actions are closed, all analysis and evaluation has been completed.
Workflow Implementation
Stage
 Gatekeeper & Initiator - Post Change Approval
Post-change

Role Respective Department Head or Site Manager (a Site Senior Leadership Team Member).
Area manager, supervisor of respective budget, department head.
Change Initiator also needs to sign off for close out of Change.
Task Reviews and determines
Everything has been completed correctly
If it is a temporary change, hand-back to normal operational state or change to a permanent change
Assign follow-up actions for review (e.g. review change in 6mths for effectiveness)
If change has been effectively implemented & mark change as Implemented
Approve and close out in Enablon
or Reject if further work is required
Workflow Post change Approval
Stage
 Enablon MoC Workflow
Change
Management

Change Request

Emergency Change

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
PLAN DO CLOSE
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Enablon MoC – Change
Change
Management

• Change Menu Path

Change →Initiation → Change Register • Click on Add a new Change Button
Enablon MoC – Change Form
Change
Management

Provides the context and justification for the

change:
• Identifies the source of the change and
location/ sub location details for change.
• Identifies what type of change is occurring
(e.g. equipment, process, hardware,
software, etc.)
• Provides a description, justification and
contingency plan if it doesn’t work
• Identifies who will be impacted and indicates
timing for the change
• Nature of Change
• Gatekeeper required for approval
Enablon MoC – Change Form
Change
Management

Cost Fields
• Currency
• Estimated Cost
• Actual Cost
• AFCE Reference number
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Enablon MoC – Initial Approval
Change
Management

Reviews the information provided and

determines:
• Who the change owner will be
• Assign the requirements and the initial
actions they needs to be undertaken.
• What analysis is required before the
change can occur (e.g. Risk assessment;
analysis checklists; etc.)
• Validate change request for Pre change
Analysis
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Enablon MoC – Analysis (Change Owner)
Change
Management
Enablon MoC – Risk Assessment
Analysis (Change Owner) Change
Management
Enablon MoC – Checklists
Analysis (Change Owner) Change
Management
Enablon MoC – Checklists
Analysis (Change Owner) Change
Management
Enablon MoC – Action plans
Change
Management
Adding Action plans

Adding Action plan for Pre Change Requirements

Adding Action plan against checklist questions

Enablon MoC – Change Documents
Change
Management

• A new document library is created for each change program

• Any document, video, photo, etc. can be centrally stored and accessible to users participating in
the change.
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Pre Change Approval
Change
Management

Task Reviews and determines

Everything has been completed correctly
Risks factor associated with the Change
Review completed Impact assessment
Approve for Implementation or Reject if further work is required

Workflow Pre change Approval

Stage
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Change Owner - Implementation
Change
Management

Task Responsible for:

Implementing the change.
Add & assign actions for completion.
Ensuring new documents, procedures, training, are effective.
Post-change evaluation checklists assigned & completed, (e.g. Pre-Start-up Safety Review (PSSR), Pre –
Start-up Environment review (PSER)).
Submit the change to the Change Approver for review and close out.
Change cannot be Submitted until all actions are closed, all analysis and evaluation has been completed.

Workflow Implementation
Stage
 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Enablon MoC – Change Approval & Close out
Change
Management

• Review all items completed as part of change implementation.

• Mark Change as Implemented by ticking Change implementation performed.
• Select Implementation End date.

• Create follow up (if required) & assign Gatekeeper as in charge of follow up.
• Gatekeeper will be able to add action plans against follow up assigned to them even
after change is closed.
• Approve the change for close out.

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 Enablon MoC Workflow
Change
Management

Change Request

Pre-Change Approval Change Owner Post-Change Approval

Gate Keeping Change Owner Approved
(Implementation)
(Analysis)

Post-Change
Discarded Pre- Change Approval Approval (Group)
(Group)
Enablon MoC Reports & Dashboard
Enablon MoC – Sample Reports
Change
• Changes Schedule • No of Changes by Change Type Management
Enablon MoC – Sample Dashboard
Change
Management
Thank you