Change Control for processes & products

#1
I have just joined a new company and they have a very complex change control process. The process is so complex that we have multiple internal audit and third party finding for not following our own procedures. The team and I have decided to simplify the process and basically start over.

My question to this group is can someone send me a basic work instruction or procedure, with applicable forms for a process and product change to help me get started?

Thanks!
Go Irish!
 
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Maaran

Starting to get Involved
#3
I have just joined a new company and they have a very complex change control process. The process is so complex that we have multiple internal audit and third party finding for not following our own procedures. The team and I have decided to simplify the process and basically start over.

My question to this group is can someone send me a basic work instruction or procedure, with applicable forms for a process and product change to help me get started?

Thanks!
Go Irish!
What kind of company industry you are works ?
If metal manufacturing i can provide to you for your improvement.
 

John Predmore

Trusted Information Resource
#4
My suggestion is to put aside the multi-page documents of detailed procedural paragraphs. Make a list of inputs and outputs which you absolutely must have. Outline what you want to accomplish using a flow-chart. Start at a high level, with fewer than 10 boxes. Then add detail as necessary, showing where decision points and contingent branches are in the process. It may be quicker to sketch on a white-board, or write steps on post-it notes which can be easily moved and rearranged. Where you feel the need to annotate the flow-chart with details of roles or criteria, these details can be added on the side as text-notes. As soon as your flowchart looks like a tangle of spaghetti loops, ask yourself what is the most logical progression and are all the many steps equally crucial to successful completion of the task?

All of my company's procedures are depicted as flow-charts, and every one of these fit on a single page. Try to avoid writing a procedure to fill out a form -- the form should be self-documenting to explain what information goes on which line, with a page 2 of detailed instructions if absolutely necessary. Once a flow-chart expands and becomes too broad or complex to fit on a single page, break up into sub-procedures. There are software programs to facilitate flowcharts, so all the boxes are uniform size and spacing.

An extension on the simple idea of a flowchart is to use swim-lanes which shows the sequence moving between columns depicting who (which department) does which steps in the sequence.
 
#5
What kind of company industry you are works ?
If metal manufacturing i can provide to you for your improvement.
Primarily for commercial products, mostly home use, with a very small amount of food grade and cosmetic applications which we run primarily on a controlled prototype area of the operation. I realize our industries are radically different but I think we can learn from best practices within an outside our industry. I would be interested to see your approach.

Thanks!
ND Fan
 

Tagin

Trusted Information Resource
#6
Primarily for commercial products, mostly home use, with a very small amount of food grade and cosmetic applications which we run primarily on a controlled prototype area of the operation. I realize our industries are radically different but I think we can learn from best practices within an outside our industry. I would be interested to see your approach.

Thanks!
ND Fan
You still haven't mentioned the standards and/or regulatory bodies which are auditing you and giving you these findings.
 

Maaran

Starting to get Involved
#7
Primarily for commercial products, mostly home use, with a very small amount of food grade and cosmetic applications which we run primarily on a controlled prototype area of the operation. I realize our industries are radically different but I think we can learn from best practices within an outside our industry. I would be interested to see your approach.

Thanks!
ND Fan
@ND fan During an audit conducted by an internal auditor, what are the findings in your department?
 
#8
Few steps that make an effective change control process as below:

1. Change request initiation - In the initiation phase of the change control process, a change is requested. For example, a creative deliverable is taking longer than anticipated. A request would then be made to adjust the deliverable due date. Various fields you might include in a change request form such as Project Name, Date, Request description, Requested by, Change owner, Priority, Impact of change, Deadlines. comments, etc. The fields you include will depend on how thorough you want your change log to be and the type of changes you come across.

2. Change request assessment - Once the request has been filled out and the initial form has been submitted and approved, the request will then be assessed. This is different from the initial form submission since the assessment is when the actual change will be evaluated. The information will likely be assessed by a project or department lead, who will review details such as the resources needed, the impact of the request, and who the request should be passed on to. If the change request passes the initial assessment, it will then be passed on to the analysis phase where an actual decision will be made.

3. Change request analysis - The change impact analysis phase is where there will be a final decision on whether the request is approved or denied by the appropriate project lead. An approved change request will require sign off, and from there, be communicated to the team and continue through the rest of the five-phase process. If the change request is denied, it should also be documented on the change log. While communicating a denied request to the team isn’t necessary, it could be helpful in order to prevent confusion.

4. Change request implementation - If the change request is approved, the process will move on to the implementation phase.

5. Change request closure - Once the request has been documented, disseminated, and implemented, the request is ready to be closed. In the closing phase, any documentation, change logs, and communication should be stored in a shared space that can be accessed later on.
 
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