OPERATIONAL EXCELLENCE

PCGB MANAGEMENT SYSTEM

(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

Procedure

02 Health, Safety, Security and Environment

Management

08 Transportation Safety Management

Module 04 - Management of Change

Document Ref. No.: [ReferenceNoLabel]

Revision: 0

Published: [LastReviewDateLabel]

Next revision date: [NextReviewDateLabel]

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Page 1 of 20
 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

TABLE OF CONTENTS

1.0 PURPOSE ...............................................................................................................................................3

2.0 SCOPE ....................................................................................................................................................3

3.0 PERFORMANCE MEASUREMENTS .................................................................................................3

4.0 PROCEDURE / MOC PROCESS .......................................................................................................5

5.0 MOC PERSONNEL, ROLES AND RESPONSIBILITIES.............................................................6

6.0 TYPES OF CHANGES DEFIITIONS AND DURATION .............................................................7

7.0 S&D MOC LIST OF DOCUMENTS ..................................................................................................8

7.0 DOCUMENT HISTORY .....................................................................................................................20

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

1.0 PURPOSE

Management of Change (MOC) is a best practice used to ensure that safety, health, and
environmental risks and hazards are properly controlled when an organization makes changes to
their facilities, equipment, operations, or personnel. This module requires that management of
change procedures be developed to address all changes associated with the Land Transportation
business. Management of Change (MOC) is a structured system to manage changes in the Land
Transportation business so that the changes are recognized, communicated, evaluated, approved
and recorded properly.

2.0 SCOPE

This Module provides the procedures and tools required to manage all changes associated with
the Land Transportation business under PETRONAS Chemicals Marketing (Labuan) Ltd (PCML). It
addresses the following areas:

i. Pilot and Personnel

a. Pilot Task change

b. Personnel change (as stated as critical position in Module 1)

ii. Vehicle / equipment specification design

iii. Transporter change

iv. Work Procedures related Module 11 RTOG

v. Authorized Route

The requirement stated in this module will take precedence if contradictory to PETRONAS Technical
Standard (PTS).

3.0 PERFORMANCE MEASUREMENTS

Performance measurements is to ensure that MOC is being done correctly and status of MOC is
being tracked and monitored to minimize any risk involved in MOC. It is also to ensure that
transporter and PCML management is aware on MOC. List of performance management are as per
below;

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

Measurement for Implementation

Process Validation KPI
& Assurance
1) MOC Responsibilities are a) Changes request is available and NIL
Request assigned to ensure correct in scope.
Form changes occur as planned b) Third (3rd) Party acknowledgement
and are communicated is signed and accepted part of
with stakeholders communication process.
c) Area owner is signed accept
responsibility of changes.
d) MOC Forms on specific changes are
available together with request
form

2) MOC Form Changes are reviewed by a) Transporter and/or PCML a) Transporter

approval appropriate level of management have approved the management to
approving authorities given changes in accordance to LOA (for approve MOC 5
the anticipated risks Transporter only) working days
associated with the change b) Originator cannot sign as reviewer after submission
as per MOC Request Form and approver b) PCML to approve
c) Acceptance and close-out column MOC 5 working
must be sign by higher position days after
than the originator. submission

3) MOC content Content is well and clearly a) Correct categorization NIL

and timeline explained together with risk b) Proper Risk assessment is done if
assessment/pictures/ applicable
diagram/ timeline c) Pictures/diagram and/or relevant
whichever is applicable. documents is attached with form

4) MOC Log Changes is recorded and List of MOC and status summary is NIL
well documented available and updated

5) MOC status To ensure change a) Delivery report during MOC timeline NIL
report management plan is well b) Evidence of status update
executed and properly close communication to PCML after MOC
within timeline timeline is completed
c) Documentation supporting closing
of MOC

6) MOC Minimize operational- Incidents related to MOC Number of

performance related incidents resulting operational
indicator from failure to identify and incidents related to
manage change hence MOC.
showing MOC effectiveness

7) MOC To avoid MOC being a way List of MOC and justification MOC Trending
reoccurrence to not adhere to RTOG

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

4.0 PROCEDURE / MOC PROCESS

Below is the procedure and processes for Management of Change (MOC) request as a guideline
for Change originator.

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

5.0 MOC PERSONNEL, ROLES AND RESPONSIBILITIES

Below are the roles and responsibilities for Management of Change (MOC);

Roles Responsibilities

Any operation staff from PCML or Transporter to recognize a change and

Change Originator
initiate a change request must fill-in the MOC Request Form to proceed
with the change request.
i. Review and endorse the MOC request from originator.
ii. Identify and communicate MOC issues/ problems/ opportunities for
improvement and follow-up with resolution and implementation.
iii. Give feedbacks, suggest improvements & collectively make decision
Contract Owner
in MOC processes
iv. Responsible to check all related supporting documents completion
before approve and endorsed the MOC request form.
v. He/She should reject any incomplete MOC request form submitted.
i. PCML HSE who shall be custodian for all MOC documentation and
process.
ii. He/She shall be responsible to get endorsement from PCG HSE
PCML HSE
Technical Authority (TP) on MOC after contract owner review.
iii. He/She shall be responsible for keep track of all MOC status and
maintain master hardcopy of complete MOC documents.
i. Review and approve on the complete MOC request form
PCML Head Supply ii. Ensure MOC compliance within the S&D and MOC audit processes
& Distribution remain intact.
(Operation) iii. Perform management reviews of MOC process.
iv. Ensure compliance to regulatory requirement.
Person in Charge (PIC) to implement the change.

Area Owner He/She shall be responsible to communicate with all other parties involved
under his/her custodian.
Other department/ division/ 3rd party acknowledgment affected
Third (3rd) Party by/involved in the change request.
Parties involved need to review the change request form and sign off.

Module owner  Own and maintain the module in OEMS

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

 Communicate with stakeholders for any development or revision of

the module
 Perform review as per L3 document requirement and get the
endorsement and approval as per LOA
 Provides training or guidance on MOC to all area personnel involved
in MOC.
 Accountable for conducting MOC audit process and communicating
the results.

6.0 TYPES OF CHANGES DEFINITIONS AND DURATION

MOC shall be applied when the needs of operations demands for some changes. There are
several types of MOC and the classifications are below;

Type of Change Definition Duration

Permanent It is intended to be in place on a "permanent" basis. Permanent
Change Should be well planned/executed change which normally
involved high level management to review and approve.

Temporary Changes to meet a special purpose for a short duration, 1 to 6 months

Change remediate risk, improve efficiency or permit continued
operation until a permanent change can be developed and
implemented.

Emergency Changes to meet a special purpose for a short duration, Up to 1 month

Change remediate risk, improve efficiency or permit continued
operation until a permanent change can be developed and
implemented. Only the below changes is considered;

i. Authorized Route /Stop point change during

journey
ii. Pilot change during journey
iii. Vehicle Change during journey

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

7.0 S&D MOC LIST OF DOCUMENTS

6.1 MOC List Documents

No Document No. Document Title Term SPOT

1 S&D/P&P/MOC/02 MOC Request Form  
2 S&D/P&P/ MOC/03 Delivery Route Change  
3 S&D/P&P/MOC/04 Pilot Task Change  
4 S&D/P&P/MOC/05 Equipment Change  
5 S&D/P&P/MOC/06 Loading and Discharging Change 
6 S&D/P&P/MOC/07 Transporters Management Change 
7 S&D/P&P/MOC/08 Personnel Change 
8 S&D/P&P/MOC/09 Work Procedure Change  
9 S&D/P&P/MOC/10 RTOG Changes or Deviations  

6.1.1. MOC Request Form

The originator needs to fill in this header request form and attach together with
either one of the MOC form in 6.2 to 6.10 below, depending on type of change. The
request form is separated into 6 parts which are;

 Identification –Originator particulars and MOC changed type

 Description – Originator to fill in explanation of the MOC request
 3rd Party Acknowledgment – name, sign off and date of other parties who
directly involved from the MOC requested
 Proposal and Acceptance – to be filled by Manager in charge. He/She can also
write down any additional proposals and accept/reject the MOC request and sign
off accordingly.
 Change Package Requirement – Originator to fill and attached proper
documents for PCML Contract Owner Manager and Head of Operation’s view and
approval.
 Close Out and Review – Sign off by all parties involved to agree on the MOC
requested.

Please refer to next page on how to fill the MOC Request Form. For actual form,
please refer to Appendix 6.2 below.

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

Document No. :

S&D MANAGEMENT OF CHANGE (MOC) - REQUEST FORM Revision No. :

:
Page No.

Designation : Fill in for filing Date:

Originator: Department : Contact no:
purposes
Division :

Particular of originator
Changed type (please tick box)
Identification

Classification: Nature: Durations of the Type:

 Low changes  Route  Transporter
 Medium  Permanent  Pilot Task  Personnel
 High  Temporary  Equipment  Procedure
 Emergency  Facility  Loading/Discharging
Point
 Others
The magnitude of the
change as per
PETRONAS RAM in Title: Location:
RTOG 5
Refer types of Type of change
MOC

Description:
Description details

Describe and justify the

need to change

Justification: Please attach drawing or related evidences together with detail timeline and Risk assessment.

Estimated start date: Estimated completion date: Change duration (for

temporary/emergency):

Other parties who will

impact to this change
Other department/division/3rd Parties acknowledgement:
acknowledgeme

Signature Date
3rd party

1.
nt

Tick () either

proposal accepted or
2. rejected

 Proposed change accepted

 Proposed change rejected (provide written explanation to originator)
Proposal and acceptance

Remarks:
Change originator (according
to LOA) to sign off during
request
Change Originator; Area Owner ; Approved by;

Name : Name : Name :

Signature : Signature : Signature :

Date Date Date :

Contract Owner; Endorsed by (PCG TP HSE); Approval by (Head S&D Operation);

Name : Name : Name :

Signature : Signature : Signature :

Date : Date : Date :

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

:
Document No.
S&D MANAGEMENT OF CHANGE (MOC) - REQUEST
FORM (Page 2) Revision No. :

Page No. :

Question Yes No Notes or Comments

Write Yes or No,
1. Change management checklist (separate checklist required) : whichever
applicable
If yes, please attach:
 Roles

 Process
 Route
 Pilot Task

 Equipment
 Facility
Write notes for
 Transporters Management further
Change package requirements

explanation
 Personnel
 Procedure
 Loading Point
2. Risk/Hazard assessment checklist (refer RHM/SHM):
If yes, please attach:
 Route segment Tick () whichever applicable
 Site layout and attached new RHM or SHM

 Loading or Discharging Point

 Hazard Effect Register
3. Impact to current operating procedures : If the MOC impact current
operating procedures
Will procedures need to be changed, updated and communicated?
 Type of change
 Parties affected
If yes, what functions/department/division.
4. Impact to :
 Personnel Circle if required
change package
If yes, will training be provided?
 Physical security
 Human factors Name, signature
and date after all
 Business control action items has
 Product quality been closed
out/completed
Required change package items completed and attached? YES/NO
Close out and

Originator: Date
Review

(signature)
Area owner : Date
(name and signature)
Manager : Date
(name and signature)

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

6.1.2. Delivery Route Change

The form will be used for any change of the current authorized route and a new
authorized route for delivery purposes. Originator must attach this form together
with the MOC Request Form in 6.2 upon submission. Other related documents must
also include in this form for review and reference. For actual form, please refer to
Appendix 6.3.

:
Document No.
S&D MANAGEMENT OF CHANGE (MOC) - Delivery
route change Revision No. :
Document No. and :
Page
revision No. No.
must
align with MOC
request form
Request date : Name : Category :

Designation :  eitherNew Route

Tick ()
 of newRoute change
change
Details of Originator route or existing
route
Change type : Risk category :

 Permanent  High Level of risk involved due

to change
 Temporary  Medium
 Emergency  Low

Delivery route change request checklist items

Sign off
Completion date

1 New route or change to route identified, including primary and alternate route

2 Risk assessment performed prior to first delivery or use of route (please attach
related document)
Agreed completion
date and sign off
3 New route card developed or existing route card updated

4 Transporter notified of the new/changed route

5 RTPs notified or communicated on the new/changed route

Name, signature and date after
all action items has been
6 Delivery trip times and distances updated and communicated to Scheduler
closed out/completed

Checklist completion confirmation (to attach with the Change Request Form and file)

Name : Signature : Designation : Date :

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

6.1.3. Pilot Task Change

The form will be used for any change of the current task perform by Pilot,
Transporters and PCML staffs when conducting daily work. Originator must attach
this form together with the MOC Request Form in 6.2 upon submission. Other
related documents must also include in this form for review and reference.
For actual form, please refer to Appendix 6.4.

Document No. :
S&D MANAGEMENT OF CHANGE (MOC) - RTP Task :
change Revision No.
Document No. and
Page No.
revision No.must :
align with MOC
request form
Request date : Name : Category :
 Truck type
Tick Equipment
() either
Designation :  Other
change of new
route or existing
route
Change type : Risk category :
 Permanent  High Details of Originator

 Temporary  Medium
 Emergency  Low Level of risk involved due
to change

RTP task change request checklist items

Duration of Change
Completion date Sign off

1 RTP qualified to perform new task :

- Rigid vs semi-trailer unit
- Solid vs Liquid Agreed completion
date and sign off
- Package vs Bulk
- Loading vs Lashing
- Other (please specify)

Required training completed (please attach documentation)

2 Upon completion of the above items, obtain approval from appropriate authority
Name, signature and
date after all action
level items has been closed
out/completed

Checklist completion confirmation (to attach with the Change Request Form and file)
Name : Signature : Designation : Date :

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

6.1.4. Equipment Change

The form will be filled for any change of the current equipment used by RTP,
Transporters or PCML staffs when conducting daily job. The equipment change
must comply with minimum RTOG requirement. Originator must specify what type
of equipment change involved. Originator must also attach this form together with
the MOC Request Form in 6.2 upon submission. Other related documents must also
include in this form for review and reference. For actual form, please refer to
Appendix 6.5.

Document No. :
S&D MANAGEMENT OF CHANGE (MOC) - Document
:
Equipment change Revision No.
No. and
revision No.
must align
:
Pagewith
No. MOC
request form

Request date : Name : Category :

 Truck
Tick () category
Designation :  Trailer
of equipment
change involved
 ER equipment
Change type : Risk category :  Hose equipment
 Permanent  High Details 
of Originator
OTC/GPS
 Temporary  Medium  Other
 Emergency  Low
Level of risk
involved
Equipment change request checklist items due to
Completion
change Sign off
date
Duration of Change
1 Equipment or specification reviewed to ensure compliance with minimum RTOG
requirement

Agreed
2 Training required as a result of new equipment or modification identified and completion date
and sign off
completed (please attach the training communication information i.e. date,
attendance, changes identified)
- New procedure identified has been completed and updated
- Equipment and familiarization and operation training conducted

3 Procedural changes required as a result of new equipment or modification identified

and completed (please attach revised procedures)
- Loading/Off-loading procedures
- Inspection and maintenance procedures
- Emergency response procedures
- Driving articulated vs rigid
- Others (please attach list)

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

4 Risk /Hazard assessments performed and completed

- Loading hazard assessment
- Route segment hazard assessment
- Delivery site hazard assessment

JSA must be conducted

5 Equipment maintenance requirements are identified to capture the risk and
- Final inspection is checked to ensure compliance to original order hazard involved

specification e.g. tare weight, size, RTOG, etc

- Service and warranty providers identified
- Equipment safety / Operational checks are performed.
Equipment use must
be OEM or OEM
6 Safety and security devices e.g. OTC/GPS Certified

- Ensure that new supplier able to provide minimum RTOG requirement

- Able to access to the information

Checklist completion confirmation (to attach with the Change Request Form and file)
Name : Signature : Designation : Date :
Name, signature and
date after all action
items has been closed
out/completed

6.1.5. Transporters Management Change

The form will be used for any change of the current transporters. Originator must
specify what category of transporters change involved. Originator must also attach
this form together with the MOC Request Form in 6.2 upon submission. Other
related documents must also include in this form for review and reference. For
Document No.
actual form, please refer to Appendix 6.7. and revision No.
must align with
MOC request
form
Tick () category of
:
Transporter change
Document No.
S&D MANAGEMENT OF CHANGE (MOC) -
Details of Originator Level of risk involved due
Transporters Change Revision No.
to change
:

Page No. :

Request date : Name : Category :

Duration of Change
 Current Term contract
Transporter
Designation :  Previous Term Contract
Transporter
Change type : Risk category :
 Permanent  High
 Temporary  Medium
 Low
Transporter change request checklist items

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

Completion date Sign off

1 Transporter Qualified by HSE using the appropriate Transport Audit Checklist as per
RTOG guidelines

2 Contract Transporter Qualified by the Procurement Function

3 Term contract provisions meet the Standard Transportation Agreement :

- Safety policies to include Alcohol and Drug policy
Agreed completion
PCML KPIs date and sign off
- Compliance with law and applicable government regulations
- Incident reporting, investigation and follow-up
- Emergency response planning and availability of support equipment and
personnel
- Minimum RTOG safety specifications for vehicles
Please refer to Module 3
- Minimum qualification and training requirement for RTPs under TRAINING in RTOG
- Right to verify compliance with safety requirements

4 Ensure and verify the Transporter Management has :

- Received the required training as outlined in RTOG
- Employee selection, qualification and training as required in RTOG Section
Please3refer to Module 9
under AUDIT in RTOG

5 First quarterly performance assessment conducted using the Transport Audit

Checklist as per RTOG

6 Obtain approval for change closeout from the appropriate authority level

Name, signature and date

after all action items has
Checklist completion confirmation (to attach with the Change Request Form and file)
been closed out/completed
Name : Signature : Designation : Date :

6.1.6. Personnel Change

The form will be used for any change of the current personnel in charge. Originator
must specify what category of personnel change involved. Originator must also
attach this form together with the MOC Request Form in 6.2 upon submission.
Other related documents must also include in this form for review and reference.
For actual form, please refer to Appendix 6.8.

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

:
Document No.
S&D MANAGEMENT OF CHANGE (MOC) -
Personnel change Revision No. :

Page No. :

Request date : Name : Category :

Document No. and
No. must
revision S&D staff
align with MOC
 formDirect hire
request
Designation :  Third party hire

Change type : Risk category : Tick () category of

 Permanent  High personnel change

 Temporary  Medium
 Emergency  Low Details of Originator

Personnel change request checklist items Level of risk involved

due to change Completion date Sign off

1 Candidate qualified to hold the position based on role criteria and job description
Duration of
2 For Executive and above, Job Handover checklist should be completed Change

3 Candidate’s minimum training completed per training matrix

- Candidate understands incident notification requirements
- Candidate understands emergency response requirements
Agreed completion
date and sign off
4 Communication to all relevant business units of personnel change
- Candidate has contact details of other interface function

5 Candidate has the organization function chart

- Reporting line Name, signature and
date after all action
items has been closed
Checklist completion confirmation (to attach with the Change Request Form and file)
out/completed

Name : Signature : Designation : Date :

6.1.7. Work Procedure Change

The form will be filled for any change of the current work procedure used by RTP,
Transporters and PCML staffs when performing daily job. Originator must specify
what category of work procedure change involved. Originator must also attach
this form together with the MOC Request Form in 6.2 upon submission. Other
related documents must also include in this form for review and reference. For
actual form, please refer to Appendix 6.9.

Internal

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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

:
Document No.
S&D MANAGEMENT OF CHANGE (MOC) - Work
Procedure change Revision No. :

Page No. :

Request date : Name : Category :

Document no and
 noLoading
revision must
Designation :  with MOC
align Off loading
request form
 Driving
Change type : Risk category :  Local procedure
 Permanent  High  RTOG
Tick () category of
 Temporary  Medium personnel change
Others
 Emergency  Low
Procedure change request checklist items Details of Originator

Completion date Sign off

Level of risk
involved due to
1 RTOG change
Any change or update to the RTOG must be approved by Head, S&D.
Duration of
Change
2 Local procedures
Local procedures that deviate from RTOGs must have an approved waiver from
Head, S&D. Agreed completion
- Situation or changes where RTOG couldn’t meet or not covered to coverdate
theand sign off
requirement
- Local procedures is better than RTOG

3 All other procedures

- Loading, Off-loading, Driving.
1. Training requirements resulting from the proposed change areChange of procedure must
be communicated well to
identified and training is completed including determining potential
avoid miscommunication
hazards and prevention or/and mitigation
2. Competency evaluation is performed to measure the RTP’s
understanding of the new procedures and to identify deficiencies in the
training or in the procedure itself
3. Regulatory compliance review performed on new/updated procedure
4. Transport managers are informed and trained in the procedure change
5. Other interface parties are informed and communicated on the new
change

- Others
Name, signature and
1. Regulatory compliance review performed on new/updated proceduredate after all action
2. Transport managers are informed and trained on the new procedurehas been closed
items
out/completed
change
3. Other interface parties are informed and communicated on the new
change

Checklist completion confirmation (to attach with the Change Request Form and file)
Name : Signature : Designation : Date :

Internal

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Date & time printed 14 February 2020, 4:11 PM
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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

6.1.9 RTOG Changes or Deviation

In order to ensure continuous improvement and continued identification and

development of best practice, a process must exist for RTOG’s procedures
to be changed, updated, and improved. Since RTOG is controlled by S&D,
any change or deviation from the procedures must be reviewed and
approved by the appropriate level of Management.

i) Introduction

Changes to RTOG are requested when PCML believe there is a better or

new best practice to the ones currently provided in the RTOG manual.
RTOG Changes are requested in the same manner as any other request
change in PCML which is thru the MOC Form.

The Change Originator will complete a MOC RTOG Change or Deviation

Request Form and submit to PCML for further action. PCML team will:

 Review the request.

 Determine whether the requested change is warranted, with
cost implications if any.
 Obtain advice from PCG HSE (if applicable).
S&D Operation Head shall review the Change Request and determine
whether it should be endorsed and approved. Request which is not
endorsed will be returned with a written explanation as to why the
request was rejected.

Endorsed change request will be reviewed and determined whether it

should be adopted and being incorporated into the RTOG manual. PCML
P&P shall ensure the process follow OEMS Document Flow and training
will be conducted to roll out and implement the change.

ii) Deviation to RTOG

It is recognized that law or some other special circumstances may

prohibit some operations from fully incorporating/adopting RTOG
requirements. Therefore, it is essential to have a review and waiver

Internal

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Date & time printed 14 February 2020, 4:11 PM
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 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

process for Transporters that identify requirements they cannot comply

with.

When RTOG requirements are provided to the Transporters, they should

conduct a self-assessment to determine whether they can comply with
the requirement and to identify the reason for not being able to comply.
The self-assessment should include:

 Legal reviews
 Risk/Hazard Assessment
 Incident Prevention Observations
 Equipment/Facility compatibility
If after the self-assessment, the Transporters identifies a requirement
that cannot be met within a reasonable time frame, they should
complete the RTOG Waiver Request Form and submit it to the PCML P&P
Head who will:

 Review the request

 Determine whether the requested waiver is warranted.
 Obtain advice from PCG HSE (if applicable).
S&D Operation Head shall review the request and determine whether it
should be approved or not. Request which is not approved will be
returned to the Transporter with a written explanation as to why the
request was rejected and an instruction to develop an action plan to
comply with the RTOG requirement as soon as possible.

Approved request will be returned to the PCML HSE Executive who will:

 Forward the approved/updated RTOG sections to the

Transporters and track progress towards implementation.
 Log and monitor the approved waivers and share the progress
in the Transport Safety Committee Meeting on quarterly basis.
Approved requests are valid for 12 months and must be renewed
annually. The Transport Safety Committee should endeavor to adopt
best practices and phase out local deviations and exceptions as soon as
possible.

Internal

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Date & time printed 14 February 2020, 4:11 PM
Page 19 of 20
 OPERATIONAL EXCELLENCE
PCGB MANAGEMENT SYSTEM
(OEMS)

PC Marketing Labuan Supply and Distribution

Administrative
02 Health, Safety, Security and Environment Management
Procedure
0208-L3 Module 04 - Management of Change

6.1.11 MOC Log

The MOC log shall be kept in a shared file by PCML HSE for future reference.
All approved waiver request shall be updated in the log on timely basis.
S&D P&P Manager shall provide remarks (if any) in the log. This log may
be reviewed in the Transport Safety Committee meeting or any other
platform. For actual form, please refer to Appendix 6.10.

RTOG MOC LOG

TRANSPORTER :
CONTRACT DETAILS :
LAST UPDATED :

Last date updated Area owner

Document Revision RTOG Type of Category Change Risk Approval Expiration Area Status Remarks
No No Module Changes Type Category Date Date Owner

Change Status of change/

RTOG Module effected expired date waiver requested

7.0 DOCUMENT HISTORY

Revision No. Description of Amendments/Changes

Document Authorisation

Author: Zureen Alimi Laham Date: 9 August, 2019

Reviewer: [ReviewerLabel] Date: [ReviewDateLabel]

Approver: [Approver] Date: [LastReviewDateLabel]

Internal

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Date & time printed 14 February 2020, 4:11 PM
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