Efficient Electronic Management of Change System for Safety in Industries

ELECTRONIC MANAGEMENTOF CHANGE SYSTEM (eMOC) MANAGEAND CONTROL CHANGESIN MORE EFFICIENTAND CONTROLLED MANNER Mazharuddin Shaikh Safety Engineer, HSE (Gas) Team, Kuwait Oil Company Head- Training Committee American Society of Safety Professional (ASSP), Kuwait Chapter

Objective & Scopes Managing change over the life of a facility is one of the key management systems, that the industry has adopted to identify hazards/ process changes and assess their impact on layers of protection and manage risk. Manual (paper-based) management of change processes rely primarily on human knowledge and interaction among various functional groups, making them highly susceptible to human error. To improve MoC process, a system is required that is less subject to human error. A standardized, Electronic Management of Change (eMoC) system and process is very important to facilitates easy reviews of process changes, update of Process Safety Information (PSI), notification to affected personnel and benefits the business in terms of time and money. This presentation is on how eMoC is beneficial & not on MoC process.

Why Robust MoC System History has shown that uncontrolled changes increases the potential of incidents. Controlled changes is vital to enhancing safety and efficiency 80% of all large scale accidents in the process industries trace their origins back to improper Change or absence of MOC . Change is essential to a company s survival. They have to be able to continuously improve their process and keep up with industry standards. Which system didn t work?

Why Robust MoC System An example of the consequence of poor management of change... On 27 March 1974, workers at the Nypro plant in the UK discovered that a vertical crack in reactor No.5 was leaking cyclohexane. The plant was subsequently shutdown for an investigation. The investigation that followed identified a serious problem with the reactor and the decision was taken to remove it and install a bypass assembly to connect reactors No.4 and No.6 so that the plant could continue production. During the late afternoon on 1 June 1974 a 20 inch bypass system ruptured, which may have been caused by a fire on a nearby 8 inch pipe.. Result: Escape of a large quantity of highly flammable gas. At about 16:53 hours there was a massive vapor cloud explosion which caused extensive damage and started numerous fires on the site Eighteen fatalities occurred in the control room; no one escaped. If taken place on a weekday, 500 workers would have been killed. and all this occurred due to a plant modification occurring without a full assessment of the potential consequences..

Why Management of Change System Fails Management of change system used only for major changes. Backlog of incomplete management of change items. Excessive delay in closing management of change action items to completion. Risk assessments conducted to support decisions already made. Operators find out about changed equipment weeks after the change was made. Management of change item review and approval lack structure and rigor.

Why Management of Change System Fails Management of change item review and approval lack structure and rigor. The management of change process is diluted if accountability is not present. The management of change process is too flexible. MOC is viewed as an engineering department administrative process rather than an analysis of the proposed change for hazards. The system is able to bypass key decision makers because it slows down the process or they ask too many questions. Temporary changes made permanent without management of change.

Business Benefits of eMoC Reducing chances of Human Error (By Automating these functions) Automatic Report Generation Automatic Backup eMoC eMoC Automatic Tracking Automatic Reminders for each Task Automatic flagging Automatic Routing .

Business Benefits All data entered can be reported in a single report Collecting data is much easier Data entered is available in required format like Excel An electronic system made Auditing/ metrics generation easier eMoC is compatible with System requirements Including retention of documents eMoC provides full traceability and auditability as input for meetings, minutes of meeting and decisions can be recorded

Other Benefits It can be linked with Permit to Work System Involve tracking and Improved communications flow. Provide the opportunity to standardize the MOC process. More dependable work flow with programmed feedback loops and recycle of reviews/ authorizations. Easy Notification to affected parties Reliable records. Electronic time stamps to prevent postdating of approvals/ sign-offs/ writing MOCs after the fact. Less need for meetings of MOC reviewers compensate using net meetings. Potentially more cost effective. Electronic files with automatic backup and availability. It saves paper use Environment Friendly. Needs less space

Typical MoC System Flowchart Initiate Change NO Do it As RIK Is it Change Initial Review YES Submit MoC Details for Review NO Safe to Implement? Complete task needed for implementation Hazard Review YES Authorization Review Authorize Change Implement Change Pre Startup Safety Review Close Out Review Monitoring Close out of MoC

Methodology: Constructing eMoC Design The Work Flow Design The Work Flow Identify Each Step Link each Step to next step Develop all definitions Type of work to be covered Expectations from the application Will the application be used for non- engineered changes? Develop a Functional Work scope Develop a Functional Work scope Check all the field on each template function correctly Make it user friendly Build the Prototype Build the Prototype Test the application for Frequent user, casual users and Approvers Conduct Multiple Tests Conduct Multiple Tests Use test feedbacks & Make final adjustments Verify application will work as specified Make Final Revisions Make Final Revisions Identify Target Learners Awareness Training Training on Use Training Training Only after all training and checks are done Communication for roll out Support for questions Roll Out Roll Out Guidelines for MoC - CCPS

Tools to Consider This system can be developed by a combination of mandatory and optional workflow steps. The major parts of the eMOC process tool are (not limited to): 1. Web interface to put links to everything the user would need on one screen. 2. Forms. This includes the MOC form with built-in safety and environmental checklists. 3. The workflows. These use information from the MOC form to automatically route the MOC package. Logic blocks in the workflows make the necessary routing decisions. The performer automatically gets an e-mail note with a link that takes him/her to the correct location. 4. Reports. There are several automatically generated reports that aid in managing and tracking MOC packages. 6. The interactive training place. In this area people can generate training MOC packages and learn how the system operates. 7. The User Manual. This is a reference document. Help is available in the User Manual on almost any topic related to eMOC.

Methodology: On Screen

Methodology: On Screen

MoC Metrics easy to get Number of: Replacement In Kind Requests not initiated MOCs initiated by type MOCs by risk classification (Level I, Level II and Level III) MOCs completed incorrectly Qualified reviewers Temporary MOCs Emergency MOCs PSSR completed Number of open MOCs Total MoC Closed Inprogress Open Rejected

MoC Metrics easy to get Average length of time MOCs are open Approved MoC Status for Teams 100% 90% Number of MOCs in approval / review process 80% 70% Average time (days) to approve MOCs 60% 50% Average time (days) to close MOC after start-up 40% 30% 20% Previous MOCs 10% 0% Team A Team B Team C Team D Closed Inprogress Series 3

Remark eMoC is a tool, not a complete management system. Auditing of the process is still needed to close the loop, although a standardized electronic system can make auditing simpler and faster.

Conclusion eMoC has many advantages compared to paper based MoC which leads to Qualitative and Fast Work subjected to Less Human Error because of bellow reasons: Time Saving Better Monitoring Easier Data Collection with reliable data and Auto back up Easy Assessment and Auditing Cost Effective Environment Friendly Effective and Constant reminder to ensure awareness ADVANCE

Thank You

eMoC Business Process Flow Status Definition Draft Initial entry by initiator no formal status Submitted-Active Formal change request submitted by initiator Screened Formal approval to elaborate the change request Pending Wait status not ready for (final) decision making Potential Wait status trending change prepared for something that might happen (ready for submission to panel) Approved Change approved for implementation Cancelled Change request withdrawn by initiator or cancelled because it is not applicable (can be re-opened on occasion) Rejected Change request rejected by change panel (irreversible) Completed All implementation actions (both primary / secondary changes) have been completed by action parties Confirmed Readiness review has been confirmed by change owner Closed Change closure has been approved by project manager