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Oil India Limited LPG Department

MANAGEMENT OF CHANGE

Ref: OISD GDN- 178


Any changes in the processing units/ facilities may have the potential to destabilise existing safety and to introduce new hazards. The hazards connected with any change are to be identified and controlled efficiently through an appropriate hazard management system.


The aims of the ‘CHANGE MANAGEMENT’ are to lay down procedures covering various aspects of change and to address the following :

Minimise the mishaps caused due to non-compliance of procedures Improve optimisation and utilisation of facilities Decrease downtime Increase favourable public opinion Increase knowledge of plants and process activities


The procedures to be adopted for systemic management of : change of process / technologies change of hardware excluding replacements (of same specification and kind) change of software changes of personnel change of chemicals and catalysts change of operating procedures change in working environment


TYPES OF CHANGES :

The need for change arises out of various reasons like:

Operational flexibility

Energy conservation

Capacity augmentation

Improvement of product specification

Yield improvement

Compliance with statutory rules and regulations


The various types of changes that take place in a process unit and related facilities are detailed below : Equipment changes like addition, alteration or removal of an equipment or a part of it from the plant Modifications in piping system and process equipment Replacement of equipment or machinery that differs from the original equipment Change in metallurgy Change in normal operating procedure, start-up, shut down and emergency handling procedures.


Introduction of new catalysts, additives, corrosion agents, solvents in extraction processes etc. Change in instrument which may include pressure, temperatures, flow, set points, alarm points, speed, logic and control parameters. Mechanical process or instrument system changes made to increase production rates. Change of software in a computerised environment. Introduction of operation or maintenance personnel who are new in respect of the process. Any other change requiring original design review including service change and changing pipeline scrapper station / delivery station to pumping or pumping and storage tank station.


PROCEDURES TO IMPLEMENT CHANGES

There should be a formal procedure which requires all modifications to be authorised by competent persons and a standard method of making the safety assessment. There should also be a system of inspection of modifications by a competent person to make sure the work has been done as intended and is complete. The competent persons shall be nominated and notified by the management of respective organisations / units. Implementation of any modification / change shall not be done without the formal approval of the said competent persons. There should be a system of documentation to record the change and there should be adequate training so that all personnel concerned understood the system of control.


In general, any modification shall cover the following as minimum : Origination of modification proposal Design philosophy Scrutiny and approval procedure / safety assessment Execution of the modification job Training of the operating / maintenance personnel on proposed modification Commissioning Updating of documents in line with the modification Approved handing over / taking over procedure Post commissioning review As built record


Origination of Modification Proposal : There is a possibility of introduction of new hazards as the safeguard’s built in original design are changed. Therefore, the following queries shall always be answered/ considered before finalising any proposal :

Is it necessary ?

Is it economical ?

How will the change impact the people and the work environment ?


Will people be able to construct / implement and operate "the change" and work with "the change" within an acceptable level of risk ?

How will "the change" impact inspection & maintenance activities ?

Is "the change" going to adversely affect excess / ingress for operation, inspection, maintenance, emergencies etc. ?

Is there a better alternative?


This necessitates the following to be checked before finalising any such modification proposal : The technical basis for the proposed change Impact of change on safety, health and working environment Modification to operating procedures Authorisation requirements by the competent persons nominated and notified by the management for the proposed change


Design Philosophy The design philosophy shall include both process design information and mechanical design information.

The process design information should include : a block flow diagram or a simplified process flow diagram the process chemistry with relief system and where process design material and energy balances are available environmental requirements like safety, health and environment


The mechanical design information should include :

materials of construction

piping and instrumentation diagram (P&ID)

area classification

design codes and standards employed

equipment and piping specifications


Scrutiny/Approval Procedure

Design shall be completed in two stages : In the first stage, Basic design shall be completed In the second stage detail engineering shall be completed. Second stage shall be taken up only after verification of first stage design.


Execution of the Modification Job Procedures

Modification shall be taken up for implementation only after availability of “Approved for Construction” documents and materials as per the bill of materials and approval of statutory authority for the modification wherever applicable.


Training of the Operating/ Maintenance Personnel on Proposed Modification

The operating and maintenance personnel who are responsible for operating and maintaining the plant/facility shall be trained on the possible impact of the modification. This training should include safe practices to be adopted after the proposed modification. Contract employees whose job tasks will be affected by the change in the process shall be informed of and trained in proposed changes prior to the start-up of the process. The plant manager or his authorised person to brief and train the contractor personnel who will be associated with this change.


Updating of Documents in line with Modifications

Design basis, assumptions and important points of design, bill of materials shall be provided in the design document. The operating and maintenance manuals are required to be reviewed in line with the modifications. Changes if any need to be incorporated prior to the commissioning of the plant/facility. The Layouts, P&IDs, utility drawings, loop / one line drawings, emergency response plan and PFDs are also to be updated to incorporate changes arising out of the modification. Necessary updation of disaster management plan to be carried out for the proposed modification


Handing Over and Taking Over procedure

There should be a transparent handing over procedure by the executing departments/agencies to the operating department/agencies. This should include transfer of Facilities, Hardware, Manuals, Drawings etc. Similarly department/agencies taking over the facilities should also have a procedure for the same.

Commissioning

Plants/facilities shall be commissioned after the job carried out is cleared by multidisciplinary group approved by management and completion certificate is available. Licence from statutory authority, wherever applicable, is obtained.


Post Commissioning Review

After commissioning of the new/modified facility, safety check-list to be prepared in view of modification / change before conducting any test run for evaluating the modified facility. Subsequently, a test run shall be conducted to evaluate whether the modification have achieved its desired objective or not. The results of such test run shall be recorded.

As-built Records

All modification records generated from the proposal stage to commissioning stage including design review, construction documents statutory approval shall be preserved in approved and accepted locations for quick references. As-built documents shall be prepared incorporating all the approved site changes.


Change of personnel

Introduction of personnel who is new to the process may introduce new hazards. Therefore each employee before being involved in operating newly assigned process shall be trained in an overview of the process and in the operating procedures. The employer shall ascertain that each employee involved in operating a process has received and understood the required training. A record shall be prepared containing the identity of the employee, date of training and the means used to verify that the employee understood the training.


Additional checks For change in normal operation procedure, start-up, shutdown and emergency handling procedure Carrying out changes of logic or interlocks set point and process conditions

For carrying out changes of software

For any other changes requiring original design review including service change