Understanding Change Management Forms

Main Change Management Form

This is the primary form for managing significant changes that require a comprehensive assessment and approval process. It guides you through several key information gathering stages:

• Initial Proposal & Evaluation: Outline your proposed change and provide initial information that helps determine its complexity and potential impact. The 'Type of Report' you select here is important as it tailors subsequent fields to your specific kind of change (e.g., a document change versus an engineering change).
• Detailed Assessment & Scope Definition: If the initial evaluation indicates a need for more thorough review (e.g., based on risk or impact), further sections will appear. Here, you'll provide in-depth reasons for the change, assess risks, define the scope, and detail potential costs and outcomes.
• Implementation Planning: This involves linking to or outlining plans for carrying out the change, including any legal, communication, or training requirements.
• Review Stages: After implementation, there are sections to document the review of the change's execution and its overall effectiveness.

Basic Change Management Form

For less complex changes that don't require the extensive detail or multi-stage review of the main form, the "Basic Change Management" form offers a simpler alternative with a more direct workflow (typically 'Draft' to 'Complete'). It captures the essential details needed for these straightforward changes.

Supporting Forms

Several specialized supporting forms are used in conjunction with the main "Change Management" form to capture specific types of information. These are typically linked from the main change request. Their purposes include:

• Detailed Implementation Plan: To outline specific activities, resources, responsibilities, and timelines for implementing an approved change.
• Technical Experts to be consulted: To record details of technical specialists consulted during the assessment.
• Change Costs: To document the various financial costs associated with a proposed change.
• Expected Outcomes: To define the targets for the change and how they will be monitored.
• Legal Requirements: To note any legal, licensing, or permit obligations.
• Communication Action Plan: To outline how the change will be communicated to stakeholders.
• Stop or Review Points: To define critical junctures where further assessment or approval is needed during the change process.
• Training Action Plan: To detail any training required as part of the change.
• Changes / Deviations / Hazards, Risks, Threats / Lesson Communication Plan: These forms are used during the "Implementation Review" phase to document what actually occurred versus what was planned, any deviations, unforeseen issues, and lessons learned.

Refer to the 'Linking Records' guide (under "General Features") for more on how to link these supporting forms to a main change request.