SAMPLE COMPANY Page 1 of 6 SOP # 04-3 Revision: 0 Prepared by: _ Effective Date: Approved by: _ Title: Engineering Change/Document Change Control Policy: The Control of changes to devices, processes and the associated master records is one of the most important elements of a quality assurance system. Therefore, it is company policy that all changes MUST be made according to approved Engineering Change/Document Change Control Notices. Purpose: The purpose of this procedure is to outline the steps and responsibilities to request changes to products or processes and the implementation of those changes to assure an orderly, controlled and a 100% effective change to all aspects of the manufacture of a device and all related documentation. Scope: This procedure applies to all manufacturing processes and products manufactured by the Company. Specifically, Change Control applies to: components, including software; labeling and packaging; devices; processes; production equipment; manufacturing materials; and all associated documentation such as standard operating and quality assurance procedures, data forms and product-specific documentation. These documents constitute the Device Master Record. Therefore much of the discussion herein is centered around the Device Master Record. These procedures are to be followed From the time the master record is first released for production of a device for all changes to the in-process device or the associated manufacturing processes through implementation of changes to all appropriate documents. Significance: Change Control is a Complex process. However, failure to have an adequate change control system can have equally "Complex" results. Inadequate change control can expose the Company to product liability actions, result in product recalls, cause confusion internally and to customers and is a serious violation of the Good Manufacturing Practices regulation. ENGINEERING CHANGE/DOCUMENT CHANGE CONTROL Page 2 of 6 Procedures: 1.0 Request for Design and/or Process Changes 1.1 All personnel in the Company are encouraged to be involved in product and process improvement. To facilitate this process and to allow management to assign priorities to various tasks, a Request for Engineering Action (REA) form (Exhibit 1) should be used for all intended or desired changes. 1.2 The REA form should be completed by the originator with as much detail as necessary to adequately describe the reason for request and proposed recommendations. Additional documentation can be attached to provide increased clarity or further information. 1.3 The REA will then be forwarded to Engineering, where a sequential REA # will be assigned for tracking purposes. Engineering and the Company's President will be responsible for evaluating the viability of the request. 1.4 A meeting will be set to review, evaluate and determine the proposed plan for implementation or resolution of the REA. The following functional areas will be evaluated for the impact of the REA. A. Product Management - Product Management shall be evaluated to determine the effect of changes on marketability, field information, catalogs, price lists, data sheets, and gross profit margin. Product Management must verify the suitability of each change in the international as well as the domestic marketplace. B. Field Service - Field Service shall be evaluated to determine the: time required to implement the change in the field; availability of components and assemblies for retrofit; impact of the change on service manuals; and adjustments to service stock. Field Service will make the changes in the areas under their jurisdiction and pass other defined tasks to appropriate departments. C. Quality Assurance - Quality Assurance shall be evaluated to determine the effect of all changes on test requirements and on overall quality of our products plus compliance with customer, corporate and regulatory agency requirements. ENGINEERING CHANGE/DOCUMENT CHANGE CONTROL Page 3 of 6 D. Manufacturing - Manufacturing shall be evaluated to determine component and raw material availability, break-in point, effect on material-on-order, material- in-process and material-in-stock. Manufacturing shall determine total cost to the Manufacturing Department of implementing each change. E. Engineering - Engineering is responsible for making certain that the change is technically feasible and complies with appropriate company and customer specifications and with accepted standards. Every major change must be fully tested and the results documented by Engineering before it becomes a change order. A change may be tried in Manufacturing on a limited pilot production basis before final approval and implementation in full-scale production. None of the trial units may be shipped until the change has received final approval. If, as the result of such trial production, the change is altered or modified before final approval, all of the trial units must be changed to the final form before shipment. F. Finance - Finance shall be evaluated to make certain that all financial aspects have been considered. 1.5 For minor product/process changes and/or changes in documentation only, the REA process may be skipped and the change implemented by the ECN and DCC procedures of this SOP. 2.0 Engineering Change Notice and Document Change Control 2.1 Upon successful evaluation design, development, testing and authorization of a change, an ECN (Exhibit 2) will be completed to "order" the change and begin implementation. 2.2 Part I of the ECN will be completed, authorized and assigned a sequential number for tracking, logging, and filing purposes. 2.3 To implement a change and ensure that all related documentation is updated, the Document Change Control (Part II) must be completed. The Engineering documentation section shall have overall responsibility for coordinating, scheduling and executing documentation changes. 2.4 When updating documentation the designated individuals will also be responsible for purging all originals and working copies of the obsolete documentation to avoid any confusion or misuse of the wrong document. A copy of the obsolete document will be retained and stored as appropriate for archive files.