RC1259595

#1 WALS CLOSE OFF PETER ODILI ROAD TRANS-AMADI,

PORTHARCOURT RIVERS STATE NIGERIA

DOC No: NISNL/MOC/OP/001

HEALTH & SAFETY POLICY

MANAGEMENT OF CHANGE PROCEDURE

Remark

Rev DATE Description Prepared By Reviewed By Approve By

01 27-01-2021 Issue For Internal Review ANIEKAN A. DUMBARI N. AUSTIN E.

 DOC No:
NISNL/MOC/OP/001

MANAGEMENT OF CHANGE PROCEDURE

TABLE OF CONTENT

1. GENERAL

2. SCOPE

3. REFERENCE

4. DEFINITION OF TERMS

5. PROCEDURE

6. ATTACHMENT

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1.0 General
The purpose of this procedure is to insure that all process changes in NISNL are
carried out without system failure. Any changes or amendments to NISNL
Quality System are planned, controlled and implemented to ensure effectiveness
and efficiency in NISNL services.

2.0 SCOPE
The scope of the procedure covers all process in NISNL undergoing change of
any kind. Process and change management provides facts for management
review decisions.

3.0 REFERENCE:

NISNL Quality manual- Doc No: NISNL/QM/001

ISO 9001 :2000 QMS Requirements.
Document control Procedure-Doc. No: NISNL/QA/MP/001

4.0 DEFINITIONS OF TERMS

NISNL Net Core Integrated Services Nigeria Limited

QMS Quality Management System
QMR Quality Management Representative
QA Quality Assurance
MCP Management of change Procedure
ISO International organization for standardization
QA/QC Quality Assurance/Quality Control
PM Process management
CM Change management

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5.0 Procedure

5.1 General:
No matter how well planned, a quality system will need to change sooner
or later. Management of the process and the change is therefore both
possible and essential. However, Management of change must be carried out in
a formal and effective way to avoid any breakdown of the processes and
document control principles hence the QMR has the responsibility to give some
practical advice on how to make smooth changes to a quality system. The QMR
has the discretion to take action on urgent issues which however is to be
approved by the managing director prior to referring the matter for management
review.

5.2 The Need For Change:

The quality system has change either to continue to match the changing
environment where they work or to translate into practice the commitment to
quality improvement. A system that does not change is almost certainly not
effective as it could be. Change is positive sign for growth in an organization.

Control of change to NISNL quality system could result from the following

1. To perform services better.

2. To perform new services
3. To perform fewer activities
4. To match changes in the standard.

5.2.1 To perform services better:

Improvements to the system are to deal with deficiencies identified and also
analyzed corrective measures. One outcome of a corrective action is a
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recommendation to change a defective procedure or process of the system.

Procedure are written to match particular processes and if such processes
change, it may be necessary to amend the related procedure to improve
operating efficiency.

5.2.2 To perform new services:

NISNL will need to perform many sort of new things. These include adding new
services/products and possibly new processes to produce them hence need for
new or revised procedures or other documents of the quality system to cover
and control the expanded operations. The QMR should give advice and
leadership on careful judgment to prevent complexity by ensuring defined
procedures that have present relevance to the system.

5.2.3 To perform fewer activities:

There may be reduction in activities and scope; activities may be contracted out
or outsource hence some part of the quality system are on longer relevant to the
operation and can be taken out. In addition, some procedure serve no useful
purpose although the related activities remains. Such procedures may be found
to have no practical impact on NISNL quality system.

5.2.4 To match change in the standard:

Although it is assumes that the system is assessed to meet ISO 9001:2000
requirements. It is important to consider whether the pruned system will still
meet the standard.

The three (5.2.1, 5.2.2, 5.2.3) reasons above for changes should all produce real
benefits to NISNL. The system should be improved after the change than before
the change. However, the change to match the standard demands keeping
tracks of such standard and matching change to the updated revision of
standards.

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5.3 MANAGEMENT OF CHANGE PROCESS:

Uniformity is an essential feature in NISNL quality system. All who are required
to follow a procedure or “controlled document” must follow the same version of
the procedure or “controlled document.” However keeping
“Controlled document” controlled is essential when a system is changed. NISNL
document control procedure Doc. No: NISNL/QA/MP/001 is part of the means of
ensuring that change documentation is controlled the right way.

5.4 Management change process:

Here how changes are to be made to a quality system needs to be define within
the system hence this procedure.

5.4.1 Authorization:
Any change must be authorized in an agreed and defined way. Suggestion for
change may come from any process or person but authorization is reserved for
management review or directed to a quality management representative.
However, the managing director or his designate approves of these changes. All
changes are the result of a specific corrective action or as requested through
Amendment/Change Request form. This enables tracing back to specific
corrective action and reason for the change to be identified.

5.4.2 Document Drafting:

The QMR shall make drafts of change and check of the procedure before final
printing. The style and formatting of the revised draft should match the original
version and the rest of the system. The QMR should keep an amended record
that shall indicate the dates and revised pages. QMR shall that the specific
change made a document are highlighted in some way. Highlighting may be
achieved by marking the margin of a text with a vertical line. Only the most
recent changes are identified in this way. Any previous markings are removed.
The staff using the document also will need to understand the changes made.

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5.4.3 Document printing:

Once the document is redrafted and approved by the managing director, a copy
is printed out and photocopies made of required number equal to the number of
approved controlled copies in circulation and a copy for record purpose shall be
kept.

5.4.4 Document Distribution:

The QMR or his designate substitutes the new version of the document for the
old. The old version document is destroyed except for any sets kept for record
purposes which must be stamped “obsolete: ref copy”. The register or form of
the distributed copes is signed by the recipient and the replaced superseded
version returned to the QHSE office. The changed document distribution needs
to be completed in a defined period or by a certain date.

5.4.5 Recording Changes:

A running record of all changes made to NISNL quality system is to be kept.
If changes were recommended through corrective action process, the relevant
corrective action references are to be kept.

5.4.6 Communicating Changes:

Communicating changes in NISNL Quality system to Management and staff
shall be through:
1. Memos, circulars or notice highlighting the changes made.
2. In-house Quality system awareness training.

5.4.7 Assessing Changes:

The final step in the change process is to assess whether or not the new
procedure or document are working effectively. This shall be done through
internal Audit process. Every corrective action raised with respect to change
shall be closed out. This shall be established through follow-up internal audit
process.

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5.5 Implementation of change management

Process management improves NISNL organizational performance on day-by-
day basis. Change management enforces the implementation of process
management.

NISNL management is responsible for making change decision ensuring its

implementation through the QMR. However, the following quality should be built
into NISNL system.

1. Leadership that guides enable and demand process management.

2. Flexibility in running NISNL business and making changes.
3. A change model that provides logical, disciplined steps (i.e. procedures) for
implementing process management.

NISNL provides Dual-Track management system, no change initiative occurs in

isolation, the change initiative most go on while NISNL services are interrupted.

5.6 Change Management Phases

Simple three (3) phase model can be used as partway for implementation of
process management hence running the day to day operations to meet business
targets.

The phases are:

Phase 1: The Quality Team builds and educates the personnel on process management,
and also the process enterprise and the needed level of process maturity.

Phase 2: The Quality Team conducts initial trials of process management and enterprise
concept and techniques in selected work process.

Phase 3: The Quality Team integrates process thinking into day-to-day operations of the
company.
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5.6.1 Pathway for Transition To Process Management

Phase 1 a. Understanding the process management as it relates to our
Awareness and company (NISNL).
education on the process
enterprise.
b. Develop awareness of company needs for the next level process
thinking action.
c. Develop rational for moving process management to the next
level.
d. Leaders select and agree to pathway for transitioning to the
process enterprise.
e. Develop process management champions,
f. Conduct informal process management assessment using a
capability maturity approach.
g. Conduct next level process management awareness/education.
h. Develop business case for phase II trail.

Phase II a. Formally assess process management needs and current

Initial trail of process capability/maturity level.
enterprise concept and
techniques
b Pinpoint and assess strategic work process and target the
needed capability maturity level.
c Develop pilot projects around core work process to both “learn
and do”.
d Conduct just in-time process enterprise training of pilot teams.
e Making sure pilot result are put into action.
f Launch other process management project in other parts of
NISNL based on need
g Develop business case for phase III implementation of target
level.

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Phase III a. Develop implementation plans/time line/measures/goals including

Integration of process the target process management capability maturity level.
thinking and transition to
the process enterprise.
b Incorporated process management measures and objectives into
performance management system (goals and rewards)
c Formalize and integrate process management tools.
d Identify and maintain an organizational environment supportive of
targeted level of process management.
e Modify work processes for process management effectiveness.
f Take direct action as needed to raise the process management
capacity maturity level to target.
g Measure process management results.

There are four possible that can happen during implementation of process management;
three of which are bad.

1 Flawed process management content and invalid change

management:
This leads to organizational damage, wrong ideas about a process
management that are fortunately not implemented.

2 Flawed process management content and valid change

management:
This leads to organization disaster; spreading ideas and practices
that bring failure, not helping the organization to get better results.

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3 Valid process management content and invalid change management;

This leads to organizational results boondoggle. A waste of time and
money and a turn-off to the organization about process management
value.

4 Valid process management content and valid change management:

This leads to organization results that come from more effective
efficient business.

5.6.2 Process/Change Management Matrix

GOOD Boondoggle Success

Damage Disaster
BAD
BAD GOOD

Change Management

NISNL implements a “run-the-business” and “change the business” perspectives, the

process management and the change management are joined together to enable success
from process management.

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5.0 Attachment
Attachment #1 - Amendment/Change Request form
Ref. No:
AMENDMENT/CHANGE REQUEST FORM Sht.:
Date:
Document No: Rev: Date:
DETAILS OF AMENDMENT/CHANGE REQUEST
S/N Sheet Section Clause/para. Change Propose

Nature of process:

Comments/Further Details:

Requested By: Reviewed by:

Name: ……………………………… Name: …………………………………
Position: …………………………… Position: ………………………………
Signature: ………………………….. Signature: …………………………….
Date: ………………………………… Date: …………………………………..
Amendment/Change Required: Approved By:
Yes No Name: ………………………………...
Reasons: Position: ………………………………
Signature……………………………..
Date: ………………………………….

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