Description

What Is the Change Management Procedure in IMS?

Purpose

The purpose of this IMS Procedure for Change Management is to define the structured execution method for initiating, assessing, approving, implementing, and reviewing changes within the Integrated Management System. The procedure ensures all changes are systematically managed to minimize risk and maintain system integrity.

Scope

This change management procedure applies to all functions and departments within the organization that are involved in or affected by changes in processes, products, documentation, equipment, personnel, or legal and regulatory requirements related to the IMS (Integrated Management System), including ISO 9001, ISO 14001, and ISO 45001 standards.

Definitions

• Change Management: A systematic approach to managing transitions that affect the IMS.

• IMS (Integrated Management System): A unified system integrating multiple ISO standards.

• Execution Method: The formal process of controlling and implementing change.

• Control of Change: Ensuring all changes are evaluated and approved before implementation.

• Stakeholders: Individuals or groups affected by the change.

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Implementation of Procedure

1. Initiation of Change
   Any employee, department head, or member of top management may propose a change related to the Integrated Management System. The proposed change shall be documented using the Change Request Form.

2. Registration of Change Request
   The Change Management Form is submitted to the IMS Coordinator, who registers the request and assigns it a unique reference number.

3. Preliminary Evaluation
   The IMS Coordinator conducts an initial review to determine the relevance, necessity, and category of the change (e.g., process, document, equipment, policy, or legal requirement).

4. Impact Assessment
   A cross-functional team (including quality, environment, safety, and relevant departments) evaluates the potential impact of the change. A Change Impact Assessment Template is completed to assess:

   • Risk to product quality

   • Environmental or OH&S impact

   • Compliance with legal and other requirements

   • Required resources and training

   • Potential disruption to ongoing processes

5. Approval of Change
   The change and its impact assessment are submitted to top management or the designated authority for approval. Only approved changes may proceed to implementation.

6. Planning and Communication
   An implementation plan is developed, including required actions, responsibilities, deadlines, and necessary training. All relevant stakeholders are notified in advance using appropriate communication channels.

7. Implementation of Change
   The approved change is executed according to the implementation plan. Any modifications to documents, procedures, equipment, or processes are completed in a controlled manner.

8. Monitoring and Verification
   Post-implementation, the change is monitored to ensure it was implemented correctly and meets intended objectives. Verification may include audits, inspections, or performance reviews.

9. Documentation and Recordkeeping
   All forms, approvals, and evidence related to the change are retained. The Change Log Register is updated, and lessons learned are documented.

10. Review and Closure
    The IMS Coordinator conducts a final review and formally closes the change request. Effectiveness and residual risks are reviewed in management review meetings if required.

References

• ISO 9001:2015 – Clause 6.3

• ISO 14001:2015 – Clause 6.1.4, 8.1

• ISO 45001:2018 – Clause 8.1.3

• Risk Assessment Procedure

Related Documents

• Change Management Form

• Action related to changes

• Change Notification Form