HCP-8000-PL-Z-3303 P3 S03 Change Management Rev 0

HAIL CREEK
COAL PROJECT
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APPROVED G Morgan Construction Manager ~ /1.. , ."""-
REV
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DATE REVISION DESCRIPTION BY
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10/12/01 I Issued for Review
14/01/02 I Issued for Use
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HAIL CREEK
COAL PROJECT

Hail Creek Coal Project

Safety Management Systems Manual Rev 0
Part 3, Section 3, Change Management Page: i of I
HCP-8000-PL-Z-3303
Table of Contents
1 PURPOSE & SCOPE 1
2 DEFINITIONS 1
2.1 CHANGE 1
2.2 NEW CONSTRUCTION OR MODIFICATION 1
2.3 COMPETENT PERSON 1
2.4 INITIATOR OF CHANGE 2
3 ROLES AND RESPONSIBILITIES 2
3.1 SITE SENIOR EXECUTIVE (SSE) 2
3.2 PROJECT CONSTRUCTION MANAGER 2
3.3 PROJECT SAFETY MANAGER 2
3.4 PERSON WITH AUTHORITY TO APPROVE CHANGE 2
4 PROCEDURES 3
4.1 IDENTIFYING CHANGE 3
4.2 FLOWCHART FOR CONTROL OF CHANGE 4
4.3 CHANGE CONTROL 5
4.4 APPROVAL PROCESS 7
4.4.1 SPECIFY THE CHANGE 7
4.4.2 ASSESSMENT OF THE CHANGE 7
4.4.3 APPROVAL 7
4.5 IMPLEMENTATION OF CHANGE 7
4.6 FILLING OUT THE CHANGE APPROVAL FORM 8
5 REFERENCES 10
ANNEXURE 1: CAPITAL EXPENDITURE/DISPOSAL APPLICATION 1
ANNEXURE 2: CHANGE APPROVAL FORM 1
ANNEXURE 3: ACCEPTANCE CHECK & IMPLEMENTATION REVIEW 1
ANNEXURE 4: CHANGE OF ROLE APPROVAL FORM 2

HAIL CREEK
COAL PROJECT


Part 3, Section 3, Change Management Page: 1 of 13
HCP-8000-PL-Z-3303
1 PURPOSE & SCOPE

This procedure sets out the required processes for control of change in the work place to
ensure that proposed changes do not give rise to unacceptable risk to our health, safety,
asset and the environment.

Change management will be controlled in two parts:

a. Specific activities for which change control processes are mandatory
b. Activities resulting in change where there is a moderate or higher risk of:

- Seriously affecting the health and safety of persons to the extent that medical
treatment will be required;
- Severely damaging equipment or the environment;
- Interrupting production for more than one day, or significantly affecting quality.

The change management controls will apply having regard to the fact that change may be:

a. Planned;
b. Sudden or gradual change.

This procedure applies to all personnel and activities within the Hail Creek Coal Project.

2 DEFINITIONS
2.1 CHANGE

Is a modification made to an existing unit of plant, system or entity from its current
design or state. Change encompasses Document or Procedural Change Control
including records, approvals, revisions and control of information. It excludes normal
repairs or other activities to restore functionality.
2.2 NEW CONSTRUCTION OR MODIFICATION

Results in a change to the function of plant, equipment or infrastructure. Constructions or
modifications require drawings, calculations, and construction instructions that fully define
the installation or modification. This includes any civil, structural, hydraulic, pneumatic
and electrical design, and commissioning details where appropriate.
2.3 COMPETENT PERSON

Is a person who has the demonstrated skill and knowledge to work within the limits
defined by their skills and to assess the risk and follow procedures and design instructions
associated with the proposed change.

HCP-8000-PL-Z-3303
2.4 INITIATOR OF CHANGE

Is a person who assesses, classifies and initiates any change consistent with the Change
Management System. Initiator may not always be the assessor as change can be
initiated by any Project Team Member.

3 ROLES AND RESPONSIBILITIES
3.1 SITE SENIOR EXECUTIVE (SSE)

The SSE will:

Ensure effective implementation of this standard.
3.2 PROJECT CONSTRUCTION MANAGER

The Project Construction Manager will:

Ensure the change management procedures and document controls are established
and implemented;
Designate and then ensure any person responsible for the authorization of change
is competent;
Ensure all persons, understand the change authorization protocols;
Communicate change outcomes to relevant persons. In case change has not been
approved, this must be communicated as well;
Initiate formal review of implemented changes after an appropriate period.

3.3 PROJECT SAFETY MANAGER

The Project Safety Manager will:

Ensure the system is regularly audited against the standard;
Arrange required training and education to identify change and the need to
understand it.
3.4 PERSON WITH AUTHORITY TO APPROVE CHANGE

The person with authority to approve change will:

Assess and authorise change consistent with this change management standard
and processes;
Ensure that any person making the change is authorized and competent to do so;
Ensure revision of drawings, operating procedures maintenance requirements and
/or emergency procedures are updated and referenced in the appropriate area;

HCP-8000-PL-Z-3303
Sign off to approve the implementation review or reject, in case of rejection specify
deficiencies.

4 PROCEDURES
4.1 IDENTIFYING CHANGE

The Project Construction Manager will develop a training program for all employees and
contractors to be competent to identify what constitutes a change and how to initiate the
change management approval process outlined in this standard.

HCP-8000-PL-Z-3303

4.2 FLOWCHART FOR CONTROL OF CHANGE

Review the change
after implementation
Identify and document
residual Risk resulting from
the change
Use annexure 3
Yes
Low or Very
Low
Moderate, High or Very
High Risk
Initiatechangeapproval form
Is
mandatory change
control
required?
Assess the Risk
No
Detail the changes required
and explain the benef its
Is a hazard
study or expert
assessment
required?
Approve / Reject / Trial
the change
Register the
change in First
Priority
Yes
No
For physical or procedural
change, use annexure 2,
For Organisation change,
use annexure 4
Use risk
calculator
Project Construction
Manager to appoint a
person to authorise
the change
Competent persons
Initiator
Authority to Approve
Competent Persons
Assess the changes
Organisation
Production
Maintenance
Engineeri ng
Safety
Environment
As appropriate
Implement the change

(Capital approval may
also be required)
Use annexure 1

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
4.3 CHANGE CONTROL

Table 4.3 (a) Approval for Change

Area Technical
Assessment
Construction
Assessment
Projects Procurement Area Manager Project
Manager
Client
Representative
General
Manager
CHPP

CHPP Design S Newland G Morgan G Carvell G Flynn P Hicks B Jones R Herringe R Hannigan
CHP Construct S Newland/
Sedgmen
G Morgan G Carvell G Flynn P Hicks B Jones R Herringe R Hannigan
Stacker Construct S Newland G Morgan G Carvell G Flynn P Hicks B Jones R Herringe R Hannigan
R Hannigan
Dragline
Dragline Supply &
Erect
S.Newland G Morgan G Carvell R Wise P Hicks B Jones D Lamb R Hannigan
Transportable S.Newland G Morgan G Carvell R Wise P Hicks B Jones D Lamb R Hannigan
Substation S.Newland G Morgan G Carvell R Wise P Hicks B Jones D Lamb R Hannigan
Trailing Cables S.Newland G Morgan G Carvell R Wise P Hicks B Jones D Lamb R Hannigan
Buckets S.Newland G Morgan G Carvell R Wise P Hicks B Jones D Lamb R Hannigan

Infrastructure
Mine Access Road S Newland/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Water Pipeline S Newland/GHD G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Temporary Substation S Newland/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hanni gan
66 kv Transmission
Line
S Newland/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Bulk Earthworks S Newland/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Industrial Buildings D Lynch/
NBRS&P
G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Nebo Houses D Lynch/
NBRS&P
G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Run off Management S Newland/TBA G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Infrastructure Services S Newland/TBA G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Mine Pit Power J Ball/TBA G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Temporary
Communications
J Ball/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Permanent
Communications
J Ball/SKM G Morgan G Carvell G Flynn D Lynch B Jones J Datson R Hannigan
Rail Line Early Works D Lynch/GHD G Morgan G Carvell G Flynn D Lynch B Jones R Herringe R Hannigan
Rail Line D Lynch/GHD G Morgan G Carvell G Flynn D Lynch B Jones R Herringe R Hannigan
Camp/Village S Newland/TBA G Morgan G Carvell G Flynn D Lynch B Jones R Herringe R Hannigan
Mine Pit Development S Newland/TBA G Morgan G Carvell G Flynn D Lynch B Jones R Herringe R Hannigan
Mackay Office S Newland/TBA G Morgan G Carvell G Flynn D Lynch B Jones P. Davies R Hannigan
Health & Safety J Eddy G Morgan N/A G Flynn P Hicks/D Lynch B Jones P Davies R Hannigan
Environment A Longbon G Morgan N/A G Flynn P Hicks/D Lynch B Jones P Davies R Hannigan

Change Management based on Risk

There will be proposed changes, not specified in table 4.3 (a), which may pose an unacceptable risk. These proposed changes would require a
preliminary risk assessment, based on the risk matrix, as part of the approval process before proceeding with the change.

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
4.4 APPROVAL PROCESS

4.4.1 SPECIFY THE CHANGE

All proposals for change must be on the required form (Annexure 2)

and will clearly identify:

a. The current position;
b. What initiated the change;
c. The purpose of the change;
d. The expected outcome from the change; and,
e. The system to be used to test results of the change.

4.4.2 ASSESSMENT OF THE CHANGE

The assessment will be carried out by the initiator or by persons nominated in table 4.3(a).

The assessment must, where applicable, identify:

a. All hazards associated with the proposed change;
b. Control mechanisms to eliminate or minimise the risks;
c. Standards to be used;
d. Controls to be required;
e. Further studies to be carried out, e.g. hazard studies;
f. Regulatory requirements which must be met; and,
g. If a change is subject to trial the duration and measures for the trial.

4.4.3 APPROVAL

Approval for the change will be by persons authorised as set out in table 4.3 (a) or
designated by the Project Construction Manager. Where the change requires capital
approval the Capital Approval form, Annexure 1, must also be authorised.
4.5 IMPLEMENTATION OF CHANGE

Only persons competent to effect the required change must carry out the implementation
of approved changes.

Prior to handing over a physical change for normal use, an acceptance check shall be
carried out to ensure:

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
The changes have been carried out in accordance with the authorised change
proposal;
All actions from the review process, including any studies called for have been
satisfactorily completed and all outcomes included; and,
The physical change has not introduced any unforeseen risks.

Appropriate information on the change will be released and training provided related to the
change to all those affected by the change.

The revision of drawings, operating procedures, maintenance requirements and
emergency procedures shall be carried out.

A formal review will be carried out for all changes, except organisation changes, using the
form in Annexure 3, in order to assess the actual impact of the change against the
intended impact and the reasons for any deviation.
4.6 FILLING OUT THE CHANGE APPROVAL FORM

(a) Initial detail

1. Select the type of change being proposed and tick the appropriate box.
2. Write the name of the initiator who came up with the proposal to make the change.
This allows the Line Manager to contact the initiator and get more information or
provide feedback.
3. Fill out the equipment details such as;
- Equipment Type;
- Equipment number;
- Location.

(b) Specify the proposed Change

Describe the change you want. Be specific and where possible attach diagrams,
sketches, drawings, and MSDS sheets, SOP etc. also briefly describe why the change is
necessary.

Indicate how the proposed change came about. This will provide some context for the
change.

(c) Perform Risk Assessment

Identify the main hazards that could be presented by the proposed change then use the
risk calculator provided in the Project Risk Management Plan HCP-8000-PL-Z-001 to
assess the risk presented by the proposed change.

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
If the risk is Moderate, High or Very High then further assessment is required to determine
course of action, formal approval is to be obtained and the remainder of the form needs to
be completed.
(d) Detail the proposed change requirements

Current position describe the position that exists at present or the position we
want to move away from. This section could reference an existing procedure,
drawing or MSDS.
Purpose of the change what is the prime reason to make this change and any
consequences of not doing the modification.
Expected outcome from the change - detail the benefits that this change will
make to the project. Where possible the benefits should be expressed in dollar
savings however, the benefits can be expressed in terms of:
- Safety/Environment - describe the benefits in terms of hazard management
by elimination, control, substitution or separation of the hazard; or,
- Maintenance - describe the benefits in terms of increased reliability, reduced
repair time or increased component life; or,
- Production - describe the benefit in terms of increased production, reduced
delays or reduced process time.

(e) Estimated Cost of Modification

Design Costs;
Labour;
Material;
Other Costs;
Total Cost.

(f) Safety review and assessment

Wherever possible a hazard study should be completed and attached. The safety review
and assessment is offered as a checklist to prompt for hazards and impacts on key
elements of our health, safety and environment management systems. Review each item
and write yes against any item that presents a new hazard or is affected by the change.
Then consider the impact on the affected items or any new hazards presented and then
describe the most likely incident that could result from the change.

(g) Review and authorisation

Refer to table 4.3a

Also if there is any change proposed to mobile equipment or plant that will involve design
or engineering changes, they must be assessed by the appropriate Mechanical or
Electrical Engineer.

This is to prevent any modifications, which may increase component or structural stress,
reduce fatigue life, or overload elements of the equipment.

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303

The appropriate Engineer will obtain clearance from the relevant Supplier or equipment
Manufacturer.

Authorisation

The authorisation will be by the person nominated in the mandatory change table or the
person designated by the Project Construction Manager. The authorised person will
review the recommendations and:

Accept the change to proceed; or,
Reject the change to proceed; or,
Require a trial period for the change.

5 REFERENCES

Rio Tinto Safety Standard A2, Change Management.
Tarong Coal Change Management System.
Coal Mining Safety and Health Act, 1999.

HAIL CREEK
COAL PROJECT


Part 3, Section 3, Change Management
HCP-8000-PL-Z-3303

Annexure 1
Capital Expenditure/Disposal Application

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Annexure 1: Capital Expenditure/Disposal Application
Annexure 1: Capital Expenditure/Disposal Application

CAPITAL EXPENDITURE / DISPOSAL APPLICATION
Site Department
Asset Description
Justification
Location Cost Centre for Depreciation
Completion date Asset Life
G

E

N

E

R

A

L

Functional Location New/Replacement
Summary Note Original Amount
Cost Original Amended Uncommitted to date
Purchase Expenditure type (tick box applicable)
Materials Strip ratio increase
Contractors Replacement / improving
Site Labour Health Safety &Environment
E

X

P

E

N

D

I

T

U

R

E

Total

Product Expansion
Asset No. Functional Location Year of Purchase
Asset Description
D

I

S

P

O

S

A

L

Disposal Method JV Approval Est. Proceeds
Position
Name
(Please Print)
Signature Date
Post Comp.
Audit Y/N
Project Construction
Manager

Safety risks assessed
and minimised

Environmental risks
assessed & minimised

Project Manager A

P

P

R

O

V

A

L

General Manager

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Annexure 2
Change Approval Form

HAIL CREEK
COAL PROJECT


Part 3, Section 3, Change Management Page 1 of 2
HCP-8000-PL-Z-3303
Annexure 2, Change Approval Form
Annexure 2: Change Approval Form

Initiator: Date:

Indicate type of change (tick)
Equipment Equipment Type:
Equipment Number:
Location:

Procedure SOP:

Hazardous Substance

Production Process

Other

SPECIFY THE PROPOSED CHANGE

What?

Why?

Initiated from: Incident improvement idea safety observation hazard study risk assessment

Is this a Mandatory Change control item? YES NO

Risk Assessment: Using the Risk calculator, assess the overall risk if this change is implemented?

Overall Risk assessment (Very High, High, Moderate)

If this is a Mandatory Change control item or if the risk assessment is Very High, High or Moderate, complete the form,
and forward to your Line Manager for further assessment and entry to the modification register.

DETAIL PROPOSED CHANGE REQUIREMENTS
Current Position

Purpose of the change

Expected outcome of the change (list any benefits in termof safety / environment / production / maintenance)

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Annexure 2, Change Approval Form

Estimated Cost of Modification
Cost ($) Comment
Design Costs
Labour Costs
Contract Labour
Material Costs
Other Costs
Total Cost

Production Loss and Equipment Downtime
Tonnes /hours Comment
Down time required for change
Production lost due to change

Safety Reviewand Assessment
Is a hazard analysis required Yes No *If yes, please attach the hazard analysis. Go to next section.

What new hazards are created by the proposed change?

Considering the hazards and impacts from the proposed changes what is the most likely incident that could result
from the modification:

Impact of the proposed modification(Please circle Yes, No or NA (Not Applicable)):

Does the modification affect warranty or maintenance agreements? Yes No NA
If so, what is the affect?
Does the modification affect the maintenance work specs? Yes No NA
If so, which work specs?
Does the modification require drawing updates? Yes No NA
If so, which drawings?
Does the modification eliminate any stock items? Yes No NA
If so, which stock items?
Does the modification require stocking new parts? Yes No NA
Does the proposal introduce a new chemical? Yes No NA
If so, attach the MSDS for
If change is rejected comments must be made

Reviewand Authorisation
Name Signature Date
Engineering assessment Accept Reject
Reviewed by Construction Accept Reject
Reviewed by Operations &
Maintenance
Accept Reject
Safety Assessment Accept Reject
Authorised by Accept Reject Trial

Trial period from to Person accountable for trial

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303

Annexure 3
Acceptance Check & Implementation Review

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Annexure 3, Acceptance Check & Implementation Review
Annexure 3: Acceptance Check & Implementation Review

BRIEFLY STATE THE CHANGE IMPLEMENTED:

Implementation review

Implemented by: Date: Change ref No.:

Has the change been implemented as per the approved proposal? Yes No
If not, state differences

Does the modification present any unforeseen hazards? Yes No

Risk Assessment: Using the risk calculator, assess the risk exposure fromthis change

Overall risk assessment (Very High, High, Moderate)

Change records

Has the change been recorded in the change register? Yes No

Have the maintenance work specs been updated? Yes No NA
If so, which Work specs?

Have the required drawings been updated? Yes No NA
If so, which drawings?

Have the required spare parts been updated? Yes No NA

Have all involved work crews been informed of the change? Yes No

If change is rejected comments must be provided

Reviewer Date

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303

Annexure 4
Change of Role Approval Form

HAIL CREEK
COAL PROJECT


HCP-8000-PL-Z-3303
Annexure 4, Change of Role Approval Form
Annexure 4: Change of Role Approval Form

New Role or Change of Role - Approval form

Employee Name Start Date or Transfer date:

Personnel No.

New Role Permanent Transfer Temporary Transfer (Return Date:)

Prior leave approval: from ________________ to ______________ Leave Type:

CURRENT POSITION NEWPOSITION
Position Title

Work Group
Cost Centre
Supervisor
Phone Extension No Change NewNumber
Mobile phone Yes/No New number/ transfer
Email Distribution Groups No Change NewGroup

Safety assessment

Date of last medical

Does a medical need to be done as per the required standard? Yes No

If yes, when?

Role description complete? Yes No

If No, to be written by whom:

Safety accountabilities for leadership position to be explained by

Date required:

HCP-8000-PL-Z-3303 P3 S03 Change Management Rev 0

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