Change of HSE Management Procedure

6 MITSUBISHI • Mirsubisl.
1i HITACHI KJNKJ SHARVO THALES

-"' Hl!Jl11V1NDusTR1Es. LTD.
....... Corpomt1on Inspire the Nc>.:t
CHAN GEOFHSE MANAGEMENTPROCEDURE
Employer:
Qatar Rail Company
Tender No: Project Title:
RTC/075/2013 Metro Phase 1 Systems, Rolling Stock and
Trackwork
Document Title:
CHANGE OF HSE MANAGEMENT PROCEDURE
2 04 May 2016 Second issue

1 08 Dec. 2015 First issue
REV. DATE DESCRIPTION
,........._ ,
APPROVED APPROVED H.Nitf�j�
-
REVIEWED DVE REVIEW N/A
PREPARED REVIEWED T. Ito 'J. ()ti I
PREPARED T. Anderson �
)
v
SUBSYSTEM SECTION PROJECT
DOCUMENT No.: REVISION

M01 O-MSI-HSE-OO-PR0-020·11 2
CC:
(M01O-MSI-DCM-OO-FRM-00001 Rev.2, 07/09/2015)
Page 1 of 12
M010-MSI-HSE-OO-PR0-02011 Rev.2
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TABLEOF CONTENTS
1. PURPOSE ...................................................................................................................... 3
2. SCOPE ........................................................................................................................... 3
3. DEFINITIONS ................................................................................................................ 3
3.1 CHANGE ........................................................................................................................ 3
3.2 CHANGE IS NOT ........................................................................................................... 4
3.3 COMPETENT PERSON ................................................................................................ 4
4. REFERENCES ............................................................................................................... 4
5. RESPONSIBILITIES ...................................................................................................... 5
5.1 PROJECT DIRECTOR................................................................................................... 5
5.2 CONTRUCTION MANAGER ........................................................................................ 5
5.3 AREA MANAGERS ....................................................................................................... 5
5.4 HEALTH AND SAFETY MANAGER .............................................................................. 6
5.5 MANAGEMENT OF CHANGE REGISTER ADMINISTRATION .................................. 6
5.6 CONTRACTORS ........................................................................................................... 6
5.7 CONTRATOR APPROVES OF CHANGE CHECK LIST............................................... 7
6. REQUIREMENTS .......................................................................................................... 7
6.1 OVERVIEW .................................................................................................................... 7
6.2 MANAGEMENT OF CHANGE ....................................................................................... 8
6.3 APPLICATION PROCEDURE ..................................................................................... 10
6.4 PROCEDURE .............................................................................................................. 10
6.5 PROJECT JUSTIFICATION/HAZARD IDENTIFICATION ........................................... 11
6.6 COMPLETION OF CHANGE ....................................................................................... 11
7. RECORDS ................................................................................................................... 11
8. SUPPORTING DOCUMENTS ..................................................................................... 12
9. CHANGE MANAGEMENT ........................................................................................... 12
10. ATTACHEMENTS ........................................................................................................ 12
11. APPENDIX ................................................................................................................... 12
Page 2 of 12
M01O-MSI-HSE-OO-PR0-02011 Rev.2
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1. PURPOSE
In line with the MMHKT Management of change Standard this procedure sets out the
process for the control of change in the work place to ensure that proposed changes
(permanent and/or temporary) do not give rise to unacceptable risk to people's health,
safety, damage to the environment or community.
This management of change procedure controls the way we make changes and
enforce the risk ranking system to ensure moderate or higher ranked risks are
managed to prevent:
• Serious injury to the safety and health of our employees.
• Equipment damage.
The management of change process will take into consideration planned or unplanned
changes and whether these changes are sudden or gradual.
This procedure applies to all personnel and contractors working on MMHKT projects.
All main contractors shall implement an own Management of change Procedure
consistent with the intent of this procedure.
1. SCOPE
N/A
2. DEFINITIONS
2.1 CHANGE
Can be any modification made to any of the following:
Plant and Equipment Configuration Personnel Competencies Requirements

Layout/architecture of buildings, plant and
Process Standards.
Equipment.
Operating procedures. Individual roles and responsibilities
Design and construction: Changes
during construction drawings not Site planning and ground control.
approved by the designer.
Page 3 of 12
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Maintenance procedures. Feedstock used.

Programmable electronic system
Materials used their composition and properties.
software
Departure of contractors from site
Organisation structures and Responsibilities including commissioning and
handover.
Other as determined by the Project Director Standard construction procedures
2.2 CHANGE IS NOT
• Change associated with day-to-day construction progress.

• A step in the evolutionary development of design.
• A modified work method to achieve the design intent.
• A variation to a contract to complete work that is within the scope
of the project.
• A change to a procedure to accommodate circumstances that are
isolated or happen rarely. This is subject to a risk assessment and
modified method statement. If the risk is high then, advise the
Project Director.
• An instruction by the Project Director.
2.3 COMPETENT PERSON
Is a person who has the demonstrated skill and knowledge to work within the
limits defined by their skills and to assess the risk?
The competent person MUST sign off on the risk ranking in Section 4 of the
Management of Change Application Form.
Note:
• Where the Project Director deems it necessary to escalate a
change then they will notify the Client.
• Contractor Managers have the authority to approve changes within
their delegated authority as per Section 5.2 of this procedure.
3. REFERENCES
N/A
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4. RESPONSIBILITIES
MMHKT Directors and Construction Managers to ensure this Safe Work

Procedure is customized developed, implemented and compliance measured
on all MMHKT projects.
4.1 PROJECT DIRECTOR
• Will approve technical experts to approve change based on their

qualifications, skill competencies e.g. electrical personnel, previous
experience, legal requirements and Management Position.
• Will ensure contractors establish a management of change process and
register based on the principles of this document.
• Will establish a register for recording and tracking change and assign
the responsibility for the upkeep of the system.
• Will escalate high risk changes where necessary to involve the client.
• Will provide a list of changes submitted each month to the QR/PMC
safety management meeting.
4.2 CONSTRUCTION MANAGER
• Substitute for the Project Directors when requested.

• Support contractors with the implementation of this procedure.
• Ensure that management of change procedures are followed.
• Ensure ALL PERSONNEL have an understanding of this procedure and
Supervisors and managers participate in its application.
• Communicate change review outcomes to relevant persons. In the case
where changes are not approved, this MUST be communicated. Initiate
and maintain a formal review management of change system.
4.3 AREA MANAGERS
• Will support the change initiator with technical evaluation where

appropriate.
• Will check and have authority to approve changes with a risk rating of 5
or 6.
• Will present higher risk projects (=>7) to the Site Manager or Leadership
Team for assessment and approval.
• Will monitor the management of change process of their contractors via
weekly contractor meetings.
Page 5 of 12
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• Will ensure contractors have implemented a process consistent with this

procedure.
4.4 HEALTH AND SAFETY MANAGER
• Will assist the Construction Manager with the implementation of this

procedure.
• Will audit the effectiveness of the Management of change Process.
• Will provide training as necessary to enhance site understanding of the
Management of change Process.
• Will complete regular inspections of contractors Management of change
Registers.
• Will ensure changes are communicated either site-wide or to those
people directly affected by the change both at prestart meetings and in
information bulletins.
4.5 MANAGEMENT OFCHANGE REGISTER ADMINISTRATION ( CMRA}
• Is the Office Administrator to the Site Project Director or a main

contractor?
• The Document Controller will register Management of Change
Application Forms and assign numbers.
• Where required, will arrange presentations to be given to the Leadership
Team.
• Changes communicated either site-wide or to those people directly
affected shall be verified by placing a copy of the communication in the
Management of change Register.
4.6 CONTRACTORS
• Will establish a Management of change process consistent with the intent of

this procedure.
• Will establish a register for recording and tracking change.
• Will manage and approve change consistent with the risk rankings in Table
2.
• Where an Office Administrator does not exist then the Contractor Manager
will assign responsibility for the upkeep or the Management of change
Register.
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4.7 CONTRATOR APPROVES OF CHANGE CHECK LIST
The Site or Project Director will ensure:

• Changes are consistent with safety management system
• Input by the work force occurs.
• Risk assessments are correct or recommend further hazard studies.
• Justification or controls proposed deliver the required outcome, plus risk
reduction or mitigation.
• Legislative requirements are met including Australian Standards or other
institutional/ international recognized standards.
• Persons/company making the change is competent.
• No new hazards are introduced that affect the safety and health of the
workforce or any operational integrity of the project.
• Revisions of master drawings, original procedures and flowcharts etc.
are updated and referenced in the appropriate document control
procedure.
• Changes are either approved or rejected. In the case of rejection
reasons MUST be given.
• Costs are in line with business goals.
• If the change warrants training then this is scheduled.
5. REQUIREMENTS
5.1 OVERVIEW
Management of Change is one of the most important procedures on any

construction site. Insufficient review or ineffective communication of change
leads to serious accidents and injury.
This procedure is risk based and you will need to need to have completed the
risk competency training. If you are not competent in the risk assessment
process complete the form leaving the risk calculation to a competent person.
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CHANGE OF HSE MANAGEMENT PROCEDURE
Procedure Key Points

Change relates to most systems, processes and equipment. Guidelines are set out in
the following table.
(a) Plant and equipment configuration. (I) Programmable Electronic system
software.
( b) Process Standards.
(j) Layout/architecture of buildings, plant
(c) Operating procedures.
and equipment.
(d) Design and construction:
(k) Individual roles and responsibility.
(Changes during construction to
drawings not approved by the (I) Site planning and ground control.
designer). (m) Departure of contractors from site
(e) Maintenance procedures. including commissioning and
(f) Feedstock used. handover.
(n ) Standard commissioning procedures.
(g) Organization structures and
responsibilities (o) Materials used their composition and
properties.
(h) Personnel competency requirements
Change Management Application Form is attached, and an example is shown in

Section 7 of this procedure.
Personnel Delegated to Approve Change are as per the following table.
Risk Calculator Ranking Authorized Person

=> 7 Project Director*/ Leadership Team
5 or6 Area Managers
=< 4 Contractor Managers or their Leadership Team
Applications requiring Project Director Approval shall be submitted to their Office

Administrator for scheduling at the next Management Team Meeting. If urgent then
separate arrangements will need to be made.
The Office Administrator to the Project Director for each sub-contracting company and
the Document Control will maintain a register of their Management of Change
Applications.
When applications are approved then the changes can be implemented.
Changes with an original risk score of 7 or above - once implemented will be reviewed
at a predetermined later date to determine if the change is working as expected and no
new hazards have been introduced.
5.2 MANAGEMENT OF CHANGE
The Project Construction Manager will ensure all personnel are familiar with the
work flow in Figure 1.
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FIGURE 1 - MANAGEMENT OF CHANGE WORK FLOW
CalSult wth
Omge lnitiacr t--------1�
TErllnica E>q:iert
Yes
Risk= 5cr6
Yes No
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Rajster wth the Rajster wth the Regster wth the

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Page 9 of 12
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5.3 APPLICATION PROCEDURE
When considering a change to any system, equipment or process as defined in Table 1

the initiator of the change shall follow this procedure.
• Together with the nominated person approved by the Site or Project
Director the Management of Change Application Form, ensuring the risk
ranking assessment component of the form is completed.
• The risk ranking is then applied to the rules in Table 2 below. Table 2
defines the Contractor Management Level or Leadership Team authorised
to approve a change.
Table 2:
Risk Calculator Ranking Authorised Person

=> 7 Site or Project Director*/ Leadership Team
5 or6 Area Managers
=< 4 Contractor Managers or their Leadership Team
The Site or Project Leader may refer the change to the Leadership Team or the
client as an option to the reviews. Similarly with the contractor Managers.
• Exceptions:
Changes that are permanent and affect the site, OR, changes that affect
other companies MUST BE approved by the Site or Project Director and
may be escalated to the client.
5.4 PROCEDURE
• Complete the Management of change Application Form, attached.

• Assign the risk ranking score.
• If the change has a risk score => 7 then register the change with the Site
or Project Director Management of change Register Administrator
(CMRA). The Site or Project Director MUST approve the change. An
expert on the proposed change is expected to be at all Management of
change reviews/meetings.
For changes =<6 the change can be approved by the delegated authorised authority
and registered on the relevant contractors "own" Management of change Register. It is
mandatory that each main contractor shall establish a forum for discussing and
approving changes.
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Where the change has a risk ranking of less than, or equal to 4 and point 3 is not
impacted then the contracting company shall initiate the change through their own
Management of change Procedure.
CHANGES SHALL BE COMMUNICATED EITHER SITE WIDE OR TO THOSE
PEOPLE DIRECTLY AFFECTED BY THE CHANGE BOTH AT PRESTART
MEETINGS AND IN INFORMATION BULLETINS.
5.5 PROJECT JUSTIFICATION/HAZARD IDENTIFICATION
• Like any project - solid justifications/hazard identification and

approximate cost and cost savings are required. A good project
description with supporting data will make the review process easier.
• Describe the outcomes in terms of:
• Health/Safety/Community improvement or Environment waste
reductions in the elimination, control or substitution of hazards.
• Maintenance increased reliability, reduced repair time or
increased component life.
• Construction: reduced delays and construction time.
• Financial data: should have a return on investment as the
approver in most cases will want to know the returns.
• Technical data: any HAZOPS, HAZIDS, WHAT IF reviews etc. if
available.
Add whatever attachments are necessary to help make your case.
5.6 COMPLETION OF CHANGE
At the completion of the change the following MUST have occurred:

• Acceptance checks completed.
• Signed off:
• No further unforeseen risks have been introduced.
• The change has delivered what was intended? If not, why not?
• All drawings, emergency procedures, operating and maintenance
procedures training records updated and closed out.
• Review of the change at a nominated later date confirms the change is
working as intended.
6. RECORDS
N/A
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M01 O-MSI-HSE-OO-PR0-02011 Rev.2
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7. SUPPORTING DOCUMENTS
M01 O-MSI-HSE-OO-FRM-03019 Change of HSE Management Application

Form
8. CHANGE MANAGEMENT
In the case of non-routine circumstances including environmental, scope and

process changes, change management considerations must be incorporated with
the above mentioned procedure. This change management process is detailed in
M01 O-MSI-HSE-OO-PR0-03019 Change of Management Procedure.
9. ATTACHEMENTS
Change Management Application Form

M01 O-MSI-HSE-OO-FRM-03019
10. APPENDIX
N/A
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M01 O-MSI-HSE-OO-PR0-02011 Rev.2
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Change of HSE Management Application Form
1. INITIATOR: Date:
l No.
Circle the change
(a) Plant and equipment configuration (i) Personnel competency
(b) Process Standards. requirements.
(c) Operating procedures. (j) Programmable Electronic system
software.
(d) Design and construction: (changes
during construction to IFC drawings (k) LayouUarchitecture of buildings,
not approved by the designer). plant and equipment.
(e) Maintenance procedures. (I) Individual roles and responsibility
(f) Materials used their composition (m)Site planning and ground control
and properties. (n) Departure of contractors from site
(g) Feedstock used. including commissioning and
handover.
(h) Organization structures and
responsibilities. (o) Standard construction procedures.
Description (include equipment number, location, SOP number etc.):
Move diesel fuel storage tank, equipment number XYZ due to the extension of
The new car park located on the south side of the MMHKT JV office.
2. CHANGE DESCRIPTION
Brief describe the proposed change and list attachments:
The new proposed location is between the MMHKT JV office and the main road
To site located on the north I west side of the MMHKT JV office.
3. CHANGE INITIATED FROM:

Incident, Improvement idea, Safety Observation, Hazard study or
other:
Is this a mandatory requirement: Yes No. If yes go to 5.

Is a hazard analysis required: Yes No.? If no go to 5.
MOlO-MSI-HSE-OO-FRM-03019 Rev.1 {01-May-2016 Page 1 of 3

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4. SAFETY REVIEW AND RISK ASSESSMENT PRE CHANGE

Risk Ranking : Likelihood: moderate I Consequences : high J Score: 7
Comment: Risk assessment shows this tank is too hazardous to leave in its current
position due to the tight turn vehicles have to make in the immediate vicinity of the tank.
Additional Hazards Created by the Change

Describe:
Storage exposed to more traffic and location is closer to the building than before by 2
meters
Mitigated by: Heavy barricading, fire wall, and concrete containment area
5. ESTIMATED COST OF THE CHANGE
Item Costs AQR Comment

Design QR1500
MMHKT JV Labour QR2500
Contract Labour QR4500
Materials QR6000
Other
Contingency 10% QR1450
Total QR15950
6. PRODUCTION LOST Comment
Downtime for change Nil

Production loss Nil
MOlO-MSI-HSE-OO-FRM-03019 Rev.1 (01-May-2016 Page 2 of 3

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6. CHANGE IMPACT YES NO NA
SOP's to be updated. Yes

Communication process used: Email, Formal meetings, Safety
flash
Reviewed by emergency response? Formal review complete Yes
Are chemicals involved? Yes

If yes-what? Diesel fuel, See attached MSDS sheet
Are warranty or maintenance agreements affected? No

If yes-how?
Are drawing updates needed? Yes

If yes-what? Mine drawings updated in transparency
Are contracts affected? No

If yes-reference documents.
Other: Input to change sort from affected workers-comments Yes

attached
7. REVIEW AND AUTHORISATION

Name Signature Date Accept/Reject
Engineering
Construction Manager
Environment
ER
Safety
Area Manager
Authorized by
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6 MITSUBISHI • Mirsubisl.

1i HITACHI KJNKJ SHARVO THALES

CHAN GEOFHSE MANAGEMENTPROCEDURE

CHANGE OF HSE MANAGEMENT PROCEDURE

2 04 May 2016 Second issue

DOCUMENT No.: REVISION

CHAN GEOFHSE MANAGEMENTPROCEDURE

Can be any modification made to any of the following:

Plant and Equipment Configuration Personnel Competencies Requirements

Maintenance procedures. Feedstock used.

2.2 CHANGE IS NOT

• Change associated with day-to-day construction progress.

2.3 COMPETENT PERSON

MMHKT Directors and Construction Managers to ensure this Safe Work

4.1 PROJECT DIRECTOR

• Will approve technical experts to approve change based on their

4.2 CONSTRUCTION MANAGER

• Substitute for the Project Directors when requested.

4.3 AREA MANAGERS

• Will support the change initiator with technical evaluation where

• Will ensure contractors have implemented a process consistent with this

4.4 HEALTH AND SAFETY MANAGER

• Will assist the Construction Manager with the implementation of this

4.5 MANAGEMENT OFCHANGE REGISTER ADMINISTRATION ( CMRA}

• Is the Office Administrator to the Site Project Director or a main

• Will establish a Management of change process consistent with the intent of

4.7 CONTRATOR APPROVES OF CHANGE CHECK LIST

The Site or Project Director will ensure:

Management of Change is one of the most important procedures on any

Procedure Key Points

Change Management Application Form is attached, and an example is shown in

Risk Calculator Ranking Authorized Person

Applications requiring Project Director Approval shall be submitted to their Office

5.2 MANAGEMENT OF CHANGE

FIGURE 1 - MANAGEMENT OF CHANGE WORK FLOW

Rajster wth the Rajster wth the Regster wth the

CHAN GEOFHSE MANAGEMENTPROCEDURE

5.3 APPLICATION PROCEDURE

When considering a change to any system, equipment or process as defined in Table 1

Risk Calculator Ranking Authorised Person

• Complete the Management of change Application Form, attached.

5.5 PROJECT JUSTIFICATION/HAZARD IDENTIFICATION

• Like any project - solid justifications/hazard identification and

Add whatever attachments are necessary to help make your case.

5.6 COMPLETION OF CHANGE

At the completion of the change the following MUST have occurred:

CHAN GEOFHSE MANAGEMENTPROCEDURE

M01 O-MSI-HSE-OO-FRM-03019 Change of HSE Management Application

In the case of non-routine circumstances including environmental, scope and

Change Management Application Form

Change of HSE Management Application Form

Description (include equipment number, location, SOP number etc.):

3. CHANGE INITIATED FROM:

Is this a mandatory requirement: Yes No. If yes go to 5.

MOlO-MSI-HSE-OO-FRM-03019 Rev.1 {01-May-2016 Page 1 of 3

4. SAFETY REVIEW AND RISK ASSESSMENT PRE CHANGE

Additional Hazards Created by the Change

5. ESTIMATED COST OF THE CHANGE

Item Costs AQR Comment

6. PRODUCTION LOST Comment

Downtime for change Nil

MOlO-MSI-HSE-OO-FRM-03019 Rev.1 (01-May-2016 Page 2 of 3

SOP's to be updated. Yes

Reviewed by emergency response? Formal review complete Yes