standard operating procedure area no.:...

Systems & AdministrationSTANDARD OPERATING PROCEDURE

Area No.: 8000 - General Document #: MANC-002-0811

Revision: 2Task Title: SOP Management of Change

FOR DOCUMENT CONTROL USE ONLY:Next Review: 1 year from Area Manager Authorized Signature Date belowEffective Date: See Area Manager Authorized Signature Date below

Template #: DCON-004.1-0610 R2 This is not a controlled document when printedOnly documents located on the Diavik Intranet are deemed ‘official’.

of 1

1 REFERENCES/RELATED DOCUMENTS

MANC-003-0811 - MOC Procedure Overview – Located in: HSEQMS Wheel Element 11

MANC-004-0811 - MOC Training Presentation – Located in: HSEQMS Wheel Element 11

MANC-005-0610 – Rio Tinto MOC System User Guide – Located in: HSEQMS Wheel Element 11

Revision History

Revision Revision Description Date of Revision Author

0 Original Issue 11-Aug-2010 M. Gustafson

1 Revision template / procedure for new MOCCEA System

30-Aug-2011 M. Gustafson

2 Updated department name, area manager authorization and procedural steps

21-Apr-14 M. Connors

Authorized By:

Area Supervisor Moira Gustafson Date:

Area Manager: Sally Settle Date:

(Document owners will be prompted annually to update content; however, changes may or may not result.)

Systems & Administration

STANDARD OPERATING PROCEDURE

Management of Change

Document #: MANC-002-0811 R2 This is not a controlled document when printed

Effective Date: See Area Manager Authorized Signature Date on Page 1Only documents located on the Diavik Intranet are deemed ‘official’.

Template #: DCON-004-0610 R2

of 2

Description

The purpose of the Management of Change (MOC) System is to manage change requests. The MOC

System ensures there is proper communication and training to manage change.







of 3

2 PURPOSE

The purpose of the Management of Change (MOC) System is to manage change requests. The MOC

System ensures there is proper communication and training to manage change.

3 SCOPE

3.1 Scope of Procedure

An MOC is required to be logged in the system if the change is going to:

Cause injury to personnel or damage equipment

Require personnel to be trained or re-trained

Affect how we do our jobs

New stock code requests

3.2 Scope of Activities

Originated: Originator creates the Change Request.

The originator is responsible for the MOC from creation to closing.

Assigned: Awaiting approval: Emails are sent out to persons who must approve or disapprove it.

If disapproved by any approver, the originator is notified via email and has the option to

revise or cancel the MOC.

If approved by all approvers, the originator is notified via email.

Approved: Need to implement.

Originator completes and acquires all documentation.

Originator or others implement the change.

Originator completes the Post Audit.

Originator completes the Check Off.

Originator clicks the button at the bottom of the change request to send it to the

Coordinator, Systems.

Coordinator, Systems inspects the Change Request to make sure all documentation is in

place.

If Approved, the Change Request is closed.

If Disapproved, the Change Request is returned to the Originator due to missing documentation.

4 DEFINITIONS

N/A







of 4

5 RESPONSIBILITIES

a) MOC SYSTEM ADMINISTRATORS – AREA MANAGERS

The Area Managers will serve as the MOC System Administrators within their plant or plant area.

Responsibilities are:

Ensuring the MOC system is in compliance with the DDMI Standard and implemented within

their area of responsibility.

Ensuring all personnel are trained in identifying change and how to initiate the MOC

Procedure.

Managing consistency of changes in their area.

Tracking EMOC’s until change situation is returned to the original state or replaced with a

MOC.

Auditing MOC records to verify timely, final closure of MOCs in their area.

b) MOC ORIGINATOR – AREA SUPERVISORS AND ABOVE OR DESIGNEE

The Originator is the cradle to the grave owner of the change and is the primary person responsible for

managing the change through to completion audit and closeout. This includes:

Obtaining a tracking number automatically provided by the MOC System when the Change

Request is created.

Identifying level of approval required and obtaining appropriate approval. (See Level of

Approval list below).

Reviewing or facilitating the review of regulatory and company standards relating to the

change.

Facilitating studies and testing, vendor or expert assistance (where required).

Evaluating or facilitating the evaluation of consequence of failure and alternate back up plans.

Performing the assessment of the change, including Risk Assessments and Environmental

Impacts Assessments. Assessments must involve the workforce affected by the change and

appropriate resources who can competently assess the change in their area of responsibility.

Main contact throughout the MOC process for reviews and arranging employee involvement.

Finalizing the review and implementing the change.

Informing personnel of the change and ensuring training is provided to affected personnel.

Auditing the implementation of the change to ensure full intent and purpose of the change is

being met.

Ensuring hard copies of all MOC related documents and drawings are properly document

controlled and attached.

c) AREA SUPERINTENDENTS

The Area Superintendent is the first party accountable for the change. Responsibilities are:

Ensuring changes are implemented in compliance with the MOC Safety Standard.

Approving changes before they are implemented.

Organizing studies and testing, vendor or expert assistance (where required).

Ensuring the change is adequately communicated and training is complete.







of 5

Verifying the final closure of EMOC’s within reasonable time frame.

d) MOC APPROVERS

MOC Approval is granted by persons with assigned authority to approve changes within their areas of

responsibility. Responsibilities include:

Reviewing scope of the change and work involved.

Ensuring appropriate studies and tests have been satisfactorily planned.

Verifying regulatory and company standard compliance.

Approving assignment of Designated Expert(s) or Custodian(s) for EMOCs.

Approving changes before they are implemented.

e) QUALITY ASSURANCE (QA) APPROVER

Responsibilities include:

Confirm the viability of the proposal, by reviewing the request details and proposal.

Retention of MOC documentation.

Verifying required documentation is included using appropriate templates and documents

registered.

Verifying final closure of changes within reasonable time frames within the system.

Signing off that all MOC documentation has been received, completing the MOC process.

6 PROCEDURE

6.1 Key HSEQ Aspects

Not applicable

6.2 Tools Required

MOCCEA System







of 6

6.3 Procedural Steps

6.3.1 Accessing the Management of Change Capital Expenditure Approval (MOCCEA) System

To access the MOCCEA system, log on to the Diavik Intranet athttp://intranet.diavik.com/Home.aspx, and under Global Shortcuts select MOC System or go to http://ddmimoc/.

6.3.2 Steps in entering the Change Request or Emergency Change Request in the MOC System:

Select the New Request from the home screen on the MOCCEA System and select either Change

Request or Emergency Change Request or New Stock Code Request.

Work Area of Origination: Click Here to select the Work Area. A drop-down window will appear

with the Work Area of Origination. Select a Work Area and expand to General and select to create

a request.

http://ddmimoc/







of 7







of 8

6.3.3 Change Request Details

Impact Level: Select the appropriate impact level for the change. Impact levels at Diavik are

broken down by the following:

Once you have entered the Work Area and Impact Level the Approvers & Actions tabs appear.

Next enter the Change Type and the Completion Dates.







of 9

Change Type: There are two types of changes: Permanent and Temporary.

Temporary: Select this option if the request is a temporary change that will revert back in the

near future.

Permanent: Select this option if the request is for a permanent change that will not revert back.

Expected Completion Date: The Completion Date must be a current or future date. Remember to

leave enough room to gather feedback, approve cycles, and implementation. (Minimum 7 – 10

days in the future).

Confidential Change Request: Confidential Change Requests can not be searched for by other

users.

This option limits visibility to only

the Originator

Approvers on the Change Request

System Administrators

Proposal for Change: Complete all sections of the Proposal for Change including description of proposed

change, purpose of change, expected outcome, method to test or evaluate results, technical basis, and the

consequences of delaying the change. It is required to enter information into all boxes. If not applicable please put “N/A”.

If you need to add supporting documents, click on the Attachments button after each section.







of 10

6.3.4 Approvers

Next select the Approvers Tab to select the Area Superintendent and add additional approvers if required.

Mandatory Approvers are based on the Work Area and Impact Level you have selected.

You are able to type in the name of the Superintendent of the area to eliminate waiting for Superintendents

on 2X2 rotations to be back on site to approve.

If you would like to add an Approver, simply click +Add Approver to Group.

To delete an inserted approver, click the red X to the right of the name







of 11

6.3.5 Actions

Before submitting your Request for approval you may need to populate the Actions tab. Actions are tasks

that you or others will complete during and at the end of the change request process.

Select the Actions Tab where highlighted below.

.

Click on the “Add” button to add a custom action to the change request. Select the required section from

the drop list below.

Select the actions that are required for your Change Request, upload relevant documents and enter any

comments.

There are two types of actions.







of 12

Constraining Actions: An action that must be completed before the Change Request can be approved.

Ex. Risk Assessment / SQRA

Non-Constraining Action: An action that must be completed before the Change Request can be closed.

Ex. Standard Operating Procedure. (SOP)

6.3.6 Submitting for Approval

Once you have completed the Request Details, Approvers and Actions Tabs you can submit for QA (quality

assurance) approval.







of 13

6.3.7 QA Approval

The Approval phase begins here when an email is automatically sent to the pre-assigned QA Approver (Coordinator, Systems) notifying them that there is a request requiring their attention. The QA Approver confirms the viability of the proposal by carefully reviewing the request details and proposal.

If the QA Approver disapproves your request, the concerns raised must be addressed prior

to resubmitting.

If your request is approved, the request will automatically be advanced to the next approval

phase.

6.3.8 Assessment for Proposed Change

The next phase of the processes title Assessment for Proposed Change and begins with an automated

email being set to the pre-assigned approver.

After review the request the Area Superintendent can approve or disapprove the Change Request.

Remember before this phase can be approved all Constraining Actions must be uploaded and complete.

Return to the Actions Tab and attach any documentation for Constraining Actions and submit for

Constraining Action Approval.







of 14

6.3.9 Approval for Implementation

The next phase is called Approval for Implementation. In this phase all Non-Constraining actions must be

completed. The assigned Approver will check the status of the Non-Constraining Actions and approve the

change request. QA Approval will verify that all documentation is in order and approve for implementation.

Your request has now been implemented and is ready for Close.

7 QUALITY OUTCOMES AND EXPECTATIONS

7.1 Meet HSEQMS Standard Element 11 Management of Change

standard operating procedure area no.:...

Documents