KOC.GE.

049 - Management of Change for Project HSE

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Management of Change for Project HSE

Document Number: KOC.GE.049

Document Document
TL Q&HSE (MP&TS) TL Standards
Author: Coordinator:

Approved by: KOC HSEMS Procedures Sub-Committee

Scope: KOC HSEMS Implementation Committee

Original Issue Document

March 9, 2014 Tier 3
Date: Control tier:
Revision/Review Next Review
March 9, 2014 March 8, 2017
Date: Date:

1.0 Purpose/Scope
Projects undergo several changes during its lifecycle. While project alternatives and
changes are considered actively during the Front End of the project; (that is during
Identification and Concept Selection stages) once the Front End Engineering Design
(FEED) is finalized, any changes will have impact on the project. Such changes are
routinely monitored and controlled by existing project management practices in KOC.

The ‘Changes To the Project’ (CTTP) Form(Appendix C) (used by Major Project

Controlling Team and ‘Authorization for SCOW Change at CPP/BP Design Stage’
(Appendix D)handled by Project Management Teams (Controlling Teams) in the
respective Asset Groups are processes to implement the same.

Further, the Project Gate System (PGS) is the governing framework used by KOC for
selecting, planning and managing capital programs / projects in a consistent and
disciplined manner.

This Management of Change for Project HSE is intended to ensure that all HSE impacts
due to changes to projects after Gate Closures are reviewed and any risks involved are
mitigated prior to approval of the changes,

To this purpose, the procedure interfaces with the CTTP / Authorization of Scope of
Change and PGS processes and focuses on actions required to review changes,
identify and analyze HSE impacts and mitigate any risks involved.

The procedure will also supplement the PGS process by defining and tracking the
impacts on HSE due to changes in projects.

The request for change may arise from any source, called the Initiator of the proposed
change, and can be from any directorates, Contractors/Vendors or other stakeholders
of the Company. This Management of Change for Project HSE establishes the
requirements necessary to identify and control potential hazards or effects associated
with change. The procedure will further ensure that the impacts due to such changes
affecting the environment as well as the health and safety of personnel or potential
hazard to plant and equipment is properly recognized, reviewed, mitigated,
communicated and documented.
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This procedure is associated with frozen or finalized baseline documentation and hence
excludes Stage1 (Identification) and Stage 2 (Concept Selection) stages of the project.

Concession Requests and waivers to HSE requirements from contractors shall be

handled as per existing procedures. Additionally, the contractor shall complete the form
MOCP-1 in Appendix F and submit the same along with such requests.

2.0 Definitions
2.1 Management of Change for Project HSE: For the purpose of applying the procedure
a change to the project will be considered in the following two cases:

2.1.1 After closure of Gate 3.1:

When ‘Changes To The Projects (CTTP)’ Form (for Major Projects) given in Appendix
C or ‘Authorization for SCOW Change at CPP/BP Design Stage’ Form (for Project
Management Teams) given in Appendix D is initiated by concerned Teams.

2.1.2 After closure of Gate 3.2: (Stage 4 – Project Execution)

When there are changes to the project proposed by KOC or Contractor.

Changes shall include changes to scope, specifications, Standards / RPs / HSEMS

Procedures, equipment design, facilities layout, input data and outlet requirements,
Concession Requests, Waivers to HSE requirements etc.

3.0 General Requirements

KOC HSE Management System Guide – Element HSE 06, Management of Change.
KPC Document PO.KPC.004.04.1 – HSE Management System Guideline, Element 9,
Management of Change.

4.0 Key Responsibilities

Roles & responsibilities of KOC Teams as well as that of the contractor (for changes in projects
during Stage 4) are given below. The same are depicted as flowcharts in Appendices A & B.

4.1 Management of Change for Project HSE (After Closure of Gate 3.1-FEED
Stage)
Responsible Team Action required
4.1.1 Initiator of the Change  Propose changes to the project scope,
specification, etc. as defined in 2.1..1 &
2.1.2. (Procedures as per Project Gate
System requirements)
4.1.2  Approves in principle for the proposed
Asset OTS (Requesting Team) changes
4.1.3 Controlling Team  Receives request
(Major Projects / Project
Management /Any other KOC
Controlling Team)

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4.1.4 Controlling Team  Evaluates the request as per existing PGS
(Major Projects / Project Procedures
Management /Any other KOC  Checks the appropriate box in CTTP
Controlling Team /SCOW Authorization Form if there is any
impact on HSE due to the proposed
changes
 Impact on HSE.
Fill in Form MOCP-1 for Assessing &
Identifying actions

 No impact on HSE.
Proceed as per existing procedures &
PGS.
4.1.5 Controlling Team  Conduct Meeting with concerned Teams to
(Major Projects / review the Form- MOCP-1 and finalize
Project Management/any other actions.
KOC Controlling Team
Signs at Section A.6 of the Form & attaches
the same to CTTP/SCOW Authorization
Form.
 Participation by Q&HSE
(MP&TSD)Team(if the project handled by
Major project)Requesting Team, OTS &
Asset HSE
4.1.6 Requesting Team  Authorization of actions by signing at
Section B of the Form
4.1.7 Controlling Team  Receives the Form and attaches the same
(Major Projects / to the documentation required for
Project Management / any other reopening Gate 3.1 & forwards to Project
KOC Team Review Committee (PRC) for approval
4.1.8 Project Review Committee  Approval for reopening Gate 3.1 from
(PRC) PRC.
Proceed as per PGS procedures.
4.1.9 Controlling Team  Implement review Team action items as
(Major Projects / per Form MOCP-1
Project Management/any other
KOC Team  Close out action items as per Form
MOCP-1 & Complete Section C of MOCP-
1

4.2 After closure of Gate 3.2 (Stage 4 – Project Execution):

When there are changes to the project proposed by KOC or Contractor.

Responsible entity Action required for
4.2.1 Initiator  Proposes changes to the project scope /
(KOC / Contractor) design
4.2.2 Contractor  Fills in Form MOCP-2 for assessing &
identifying HSE impacts and sign.

Attaches Form MOCP-2 with the change

request and submits the same to KOC.

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4.2.3 Team Leader Controlling Team  Team Leader Controlling Team in
consultation with concerned HSE Teams /
PMC/OTS Team reviews and comments
on the contractor’s change request.
Agreement or non-agreement with
contractor’s proposal.

In case of non-agreement the Form

MOCP-2 is returned to contractor with
comments for resubmittal.
4.2.4 Team Leader Controlling Team  In case of agreement Team Leader
Controlling Team signs Section B of the
Form & include action items if any – as
part of contractor scope & proceed as per
existing contractual procedures
4.2.5 Contractor  Close out action items
4.2.6 Team Leader Controlling Team  Verifies close out action items.

5.0 Procedure

5.1 Changes to the project after closure of Gate 3.1

5.1.1 Major Projects (If the project handled by Major Project)

During course of a project after closure of Gate 3.1, the ‘Changes to the Projects
(CTTP)’ form (Appendix C) is initiated by the concerned Major Projects Team whenever
there is any change to the project scope / technical specifications. In the CTTP Form, if
answer to the ‘HSE Impact’ item is yes, then Form MOCP-1– Assessment & Action for
HSE Impacts attached as Appendix E to the procedure has to be filled.

Meeting shall be conducted with all stake holders for review of the completed Form
MOCP-1 and finalization of actions. Form MOCP-1 shall be signed by the Engineer in
charge of design (PMC) and by the Team Leader of the Controlling Team.

The Form MOCP-1 shall be attached to the CTTP form and forwarded to Requesting
Team.

Requesting Team approves the CTTP form and the Form MOCP-1. On receipt of the
approval, Team Leader (Controlling Team) attaches the approved CTTP form and Form
MOCP-1, to the documentation required to reopen the Gate 3.1 and submits the same
to Project Review Committee.

Once approval for re-opening the Gate 3.1 is received the action in Form MOCP-1 shall
be implemented.
The change shall be accordance with Appendix-A – Management of Change for Project
HSE – Flow Chart (After Closure of Gate 3.1).

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5.1.2 For Projects handled by Project Management Teams with Asset Groups:

The ‘Authorization of SCOW Change at CPP/BP Design Stage’ (Appendix D) is initiated

by Team Leader Project Management (Controlling Teams) on receipt of request for
change to the project after closure of Gate 3.1. If there are any HSE impacts identified
in the same, then Form MOCP-1, (attached as Appendix-E) – “Assessment & Action for
HSE Impacts” shall be filled and attached to the ‘Authorization of SCOW Change at
CPP/BP Design Stage’ form.

Meeting shall be conducted with all stakeholders for review of the completed form
PHSE-1 and finalization of actions. Form MOCP-1 shall be signed by the Engineer in
charge of design and by Team Leader Project Management Requesting Team.

Requesting Team approves the ‘Authorization to SCOW change’ Form as well as Form
MOCP-1 & the approved forms. Same are attached to the documentation required to
reopen the Gate 3.1 and submitted to the Project Review Committee.

Once approval for reopening the Gate 3.1 is received, the actions in Form MOCP-1 shall
be implemented. Please see, Appendix-A – Management of Change for Project HSE –
Flowchart (After closure of Gate 3.1) for further workflow.

5.2 Changes to the Project after Closure of Gate 3.2

Stage 4 – Project Execution

5.2.1 After Closure of Gate 3.2, the contract is awarded and the project execution stage
starts. Changes to the project during project execution can be from KOC or the
Contractor.
In both the cases, a formal change notification shall be initiated by the contractor as per
existing project management practices. Additionally, the contractor shall be requested
to fill in the form MOCP-2 – Assessment & Actions for HSE impacts attached as
Appendix F and attach it along with the change notification. It shall be responsibility of
the contractor to fill in Form MOCP-2 and attach it with the change notifications.

5.2.2 Team Leader (Controlling Team) reviews the contractor’s notification and the
completed form MOCP-2 as per existing procedures. If there is an agreement on
contractors notification, then action items identified Form MOCP-2 are taken up and
implemented.
The change shall accordance with Appendix-B – Management of Change for Project
HSE-Stage 4 – Flow Chart for the further workflow.

5.3 Review Meeting

The meeting proposed in 5.1.1 and 5.1.2 should be conducted to assess the HSE
impacts associated with implementing the proposed change

The level of detail for such meeting should be appropriate for the complexity of the
proposed change and for the potential hazard the change poses. The meeting should
recommend any additional PHA studies including Fault Tree Analysis, Failure Modes
and Effects Criticality Analysis, HAZOP, Safety Integrity Level Assessment,
Environmental Impact Assessment, etc., as found appropriate and necessary to ensure
identification of HSE risks and its mitigation. Results of the meeting should be
documented.

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5.4 Authorization

The change must be authorized prior to implementation. Approval to implement the

proposed change is contingent upon the following pre-implementation actions/tasks:
 All necessary Engineering, Health, Safety, and Environmental reviews are
completed.
 Hazards/risks and consequences identified through the reviews are
appropriately addressed.
 Regulatory requirements/approvals are satisfied.
 All affected personnel are informed of the change and trained as necessary.
 Documentation of the changes and reviews are completed.

5.5 Documentation, Follow-up, Final Verification & Close Out

Controlling Team should ensure that the documentation is in proper order and follow up
on the implementation process to ensure it is carried out as authorized.

Project HSE Plan shall be suitably updated to include the actions, if any arising out of
application of this procedure.

Project HSE Review (PHSER) checklists shall be updated to include closure of

recommendations coming out of any HSE studies conducted after Gate 3.1 & Gate 3.2.

After the change has been implemented, Controlling Team must verify the following
(post-implementation tasks) & close out the management of change process:
 Changes are performed as intended.
 All affected personnel are aware of the change.
 Essential training requirements are carried out.
 Documentation is prepared properly and in order.
 All Relevant Documents and Drawings are revised/ updated.

Each Form MOCP-1 or MOCP-2 in shall be designated a unique number utilizing the
following numbering system to maintain uniformity:

< MOCP/Dxx/Pyyyy /Dzzzz../2xxx/000 >

Where,
 “MOCP” denotes KOC Management of Change for Project HSE
 “Dxx” denotes the Directorate that requests the change in the projects
 “Pyyyy” denotes the Project where the change applies
 “Dzzzz..” denotes the primary Document (including Drawing) under consideration
for the change for project ;
 “2xxx” denotes the year; and
 “000” is the serial number in sequence

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6.0 Key Documents / Tools / References

 Management of change HSE Element KOC.GE.006
 KPC Document PO.KPC.004.04.1 HSE Management system Guideline,
Element 9, Management of change
 Procedure for Project HSE review(PHSER) Doc No.KOC.GE.050
 KOC Project Gate System Manual Version 3.1
 Project Gate System (PGS) Link
http://mykocportal.kockw.com/sites/PG/PG/Project%20Gate%20System%2
0%20PGS/PGS_Process_Manual_v.3.1_22.11.2011.pdf
 Other related project gate system process guidelines
http://mykocportal.kockw.com/sites/PG/CPPC/OP/Shared%20Documents/
Forms/AllItems.aspx
 OSHA (Occupational Safety &Heath Administration) 29CFR General
industry Standard
 Appendix A: Management of Change for Project HSE: Flowchart (After
Closure of Gate 3.1-FEED Stage)
 Appendix B: Management of Change for Project HSE: (Stage 4: Project
Execution)Flow Chart for Assessing HSE Impact due to
Changes in Scope during Detailed Engineering / Construction
 Appendix C: REQUEST FOR CHANGE TO THE PROJECTS
 Appendix D: AUTHORIZATION OF SCOW CHANGE AFTER FEED
STAGE
 Appendix E: Form MOCP-1
 Appendix F: Form MOCP-2

7.0 Abbreviations

CR : Concession Request
CTTP : Changes To The Project
SCOW : Scope of Work
PRC : Project Review Committee
PGS : Project Gate System
MP : Major Project
PM : Project Management
PHA : Process Hazard Analysis
PMC : Project Management Consultant
OTS : Operations Technical Services
MOCP-1: Management of Change for Project Form-1
MOCP-2: Management of Change for Project Form-2

8.0 HSE Records (Retention period)

 CTTP Or Authorization of SCOW Change at CPP/BP Design Stage-Form

(Appendix-C & D) (5 years)
 MOCP-1 & MOCP-2 duly filled (Appendix-E & F) (5 Years)
 Relevant transmittals/correspondences (5 years)

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Review and Revision Log

Review/Revision Revision Details

Date
July 18, 2013 Draft circulated to the HSEMS Procedures Sub-committee for review
and comments.
March 9, 2014 Final procedure approved and issued for implementation

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Appendix A - Management of Change for Project HSE: Flowchart (After Closure of Gate 3.1-FEED Stage)
RESPONSIBILITY ACTION BY
Initiator of the Change Originator of the
Propose changes to the project scope Change/Initiator
(Procedures as per Project Gate System requirements)
1.0

Asset OTS Team Leader

(Requesting Team) (Asset OTS)
1.1 No 1.2 (Requesting Team)
Approves
in principle for
Modify Reject
the proposed
changes
Yes
Controlling Team Team Leader
(Major Projects/Project (Controlling Team)
Management/Other) Receives request 1.3 (Major Projects/Project
Management/Other

Controlling Team
(Major Projects/Project
Management/Other)
• Evaluates the request as per existing PGS Procedures Team Leader
1.4 (Controlling Team)
• Checks the appropriate box in CTTP /SCOW Authorization Form if there is any impact
on HSE due to the proposed changes (Major Projects/Project
Management/Other)

1.5.1 1.5.2
Impact on HSE. No impact on HSE.

Fill in Form MOCP-1 for Assessing & Proceed as per existing procedures &
Identifying actions PGS
Controlling Team Sr. Engineer (Major
(Major Projects/Project Project
Management/Other) 1.6
Sr. Engineer / Project
Conduct Meeting with concerned Teams to review the Form-MOCP-1 and finalize actions. Management.
Sign at Section A.6 of the Form & attach the same to CTTP/SCOW Authorization Form.
Participation by Q&HSE
Team, Requesting Team,
OTS & Asset HSE

Requesting Team
1.7
Authorization of actions by signing at Section B of the Form Team Leader
Requesting Team

Controlling Team 1.8 Team Leader

(Major Projects/Project Receives the Form and attaches the same to the documentation required for (Controlling Team)
Management/Other) reopening Gate 3.1 & forwards to Project Review Committee (PRC) for approval

Project Review Committee Project Review

(PRC) Committee (PRC

No 1.9
Approval for
Proceed as per PGS
reopening
procedures
Gate 3.1 from
PRC
Yes

Controlling Team Sr. Engineer (Major

Implement review Team action items as per Form MOCP-1 1.10 Project

Sr. Engineer / Project

Management
Close out action items as per Form MOCP-1 & Complete Section C of MOCP-1
1.11

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Appendix B: Management of Change for Project HSE: (Stage 4: Project Execution)

Flow Chart for Assessing HSE Impact due to Changes in Scope during Detailed Engineering /
Construction
RESPONSIBILITY ACTION BY
Initiator Originator
(KOC / Contractor) 2.0 (KOC / Contractor)
Proposes changes to the project scope / design

Contractor Contractor

Fill in Form MOCP-2 for accessing & identifying HSE 2.1

impacts and sign.

Attach with the change request

Controlling Team Team Leader Controlling

Team in Consultation with
2.2 concerned HSE Teams / PMC
Review / Agreement with contractor’s change request

2.3 2.4
Not agreed.
Form returned to
Agree with contractor’s contractor with comments
change request for resubmittal.

Controlling Team TL Controlling Team

2.5
Sign Section B of the Form & include action items if any – as part
of contractor scope & proceed as per existing contractual
procedures
Contractor Contractor

2.6
Close out action items

Controlling Team TL Controlling Team

2.7
Verifies the closure of action
Items by the Contractor

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Appendix C: REQUEST FOR CHANGE TO THE PROJECTS

CONFIDENTIAL
From: Team Leader Major Projects (Controlling Date:
Team)
To: Team Leader Operations Technical Services / Ref.:
Requesting Team

Changes to the Projects

Please make reference to the following Project recommendation changes initiated as per your recent
request.

Controlling Team Major Projects

Project Number:
Project Title:
Recommended Changes:

Reasons for Changes:

Attachments:
(Drawings/References):

HSE Impact Yes No (If yes, please complete Form MOCP-1 as per change Management for HSE, i.e. Project Procedure
Schedule Impact:

Estimated Cost Impact (including

All costs – Contractor, PMC, etc.):

Projected Resolution Date:

Requesting Team concurrence to

Proceed Need Date:

Cc:

__________________
XXXXXXXXXXXXXX
Please obtain in principle, approval from KOC Management in order to proceed with relevant AFE (‘s).

To: TL Major Projects Date: ____________________

Concurrence to Proceed:
We have reviewed your recommendations and impacts
We have received authorization from KOC management to proceed
Please proceed as per your recommendations and required revision to the relevant AFE’s
Comments:
TL OTS / Requesting Team Signature: Date:______________________
Manager Concerned Asset Group Approval:
Date:______________________

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Appendix D

From: Team Leader – Project Management Date:

(Controlling Team)
To: Team Leader – OTS (Asset) Ref:

AUTHORIZATION OF SCOW CHANGE AFTER FEED STAGE

Part-I : (To be completed by Controlling Team of the project )

Project Title: _________________________________________________
Project No.: EF/______ Budget Ref.: _________________
Change Initiated by: _______________________
(Indicate Requesting Team)

Change Initiation Reference: ____________________________ Dated: ____________

Change Request No.: ________________
Brief Description of Change Requested:
(Attach additional sheets, Drawings, Documents, if required)
Quantum of Change: Minor Significant
(Please Tick ) Minor: No Design Schedule & Cost Impact) Significant: Change will cause Design Schedule & Cost Impact)
Impact on HSE Studies already completed Yes No (If yes, please complete Form MOCP-1)
Impact on Design Schedule & on Overall Project Schedule: _____ (weeks / months) Revised
Design Completion Date: ________
Prepared by: ____________________________ Date: ___________________
(Name & Signature) Planning Engineer
Notes:
Prepared by: ______________ Reviewed by: _____________
(Name & Signature) (Name & Signature)
Design Engineer Sr. Engr.
Date: _ ________ Date: _________

__________________________________
Team Leader Project Management (Controlling Team)
cc: File

From: Team Leader OTS (Asset)

To : Team Leader Project Management (Controlling Team)

Part II: OTS Team Approval to Proceed with Change

The Changes and their Design Schedule impacts are (Please Tick ) Authorized Persons for
Approvals:
Accepted. Please proceed with the changes in design.
Minor:
Team Leader – OTS (Asset)
Rejected.
Authorized Person: Significant:
Manager– (Concerned Asset
Group)
_________________________________
(Signature & Date)

cc: TL – Requesting Team / Planning Team / File

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Appendix E
Form: MOCP-1

Management of Change for Project HSE (After Closure of Gate 3.1-FEED Stage)
Attachment to: CTTP / SCOW Authorization
Assessment & Actions for HSE impacts
Project No. & Stage: Previous Gate
(PGS) closed:
A. Assessment of the requested change
1. Brief description of the changes:

2. Engineering Disciplines affected by the changes:

Process Mechanical HVAC Instrumentation & Controls

Electrical Architecture Civil & Structural Others-Specify:

3. Brief description of the impacts to HSE
3.1 Health

3.2 Safety

3.3 Environment

3.4 Others:

4. HSE Studies that need to be revisited.

Initial/Final EIA HAZID HAZOP QRA SIL Other PHAs
Specify:
5. Briefly state the actions planned [Will it be Addendums to the studies, Separate studies etc.]

6. Estimated time & Cost for action under 4:

Name & Sign. of Sr. Engineer-In–Charge of design: Date: Team Leader (Controlling Team):
Date:

B. Authorization
Concurrence to Proceed as per 5 above: Team Leader (Requesting Team) Date:
C. Action Taken Report:
1. Studies revisited:
2. Recommendations closed:
Name & Sign. of Sr. Engineer In –Charge of design: Date Team Leader(Controlling Team) Date:

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Appendix F
Form: MOCP-2

Management of Change for Project HSE (After Closure of Gate 3.2-Project Execution) Attachment to
Change Notification
Assessment & Actions for HSE impacts (To be filled by the Contractor)

Project No. & Stage: Previous Gate (PGS) closed:

A. Assessment of the requested change
1. Brief description of the changes:

2. Engineering Disciplines affected by the changes:

Process Mechanical HVAC Instrumentation & Controls

Electrical Architecture Civil & Structural Others-Specify:

3. Brief description of the impacts to HSE
3.1 Health

3.2 Safety

3.3 Environment

3.4 Others:

4. HSE Studies that need to be revisited.

Initial/Final EIA HAZID HAZOP QRA SIL Other PHAs Specify:
5. Briefly state the actions planned [Will it be Addendums to the studies, Separate studies etc.]

Name & Signature of Contractor’s Representative: Date:

B. Authorization
Concurrence to Proceed as per 5 above: Team Leader (Controlling Team). Date:
C. Action Taken Report:
1. Studies revisited:

2. Recommendations closed:
Name & Signature of Contractor’s Representative:

3. Verified: Team Leader (Controlling Team)

Major Project / Project Management Date:

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