Procedure

Title:

Engineering Change
Management Procedure

Unique Identifier:

240-53114002

Alternative Reference
Number:

N/A

Area of Applicability:

Eskom Holding SOC

Limited

Documentation Type:

Procedure

Revision:

Total Pages:

33

Next Review Date:

January 2016

Disclosure Classification:

CONTROLLED
DISCLOSURE

Compiled by

Functional Responsibility

Authorised by

..

..

..

S. Jagjiwan

W. Majola

M. Koko

Integration Engineer:
Systems Integration (B2B
Assistant Process
Champion)

Senior General Manager:

Engineering

Divisional Executive: Group

Technology

Date:

Date:

Date:

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CONTENTS
Page
1. INTRODUCTION ...................................................................................................................................................... 3
2. SUPPORTING CLAUSES ........................................................................................................................................ 3
2.1 SCOPE .............................................................................................................................................................. 3
2.2 NORMATIVE/INFORMATIVE REFERENCES .................................................................................................. 3
2.3 DEFINITIONS .................................................................................................................................................... 5
2.4 ABBREVIATIONS .............................................................................................................................................. 6
2.5 ROLES AND RESPONSIBILITIES .................................................................................................................... 7
2.6 PROCESS FOR MONITORING ...................................................................................................................... 10
2.7 RELATED/SUPPORTING DOCUMENTS ....................................................................................................... 10
3. ENGINEERING CHANGE MANAGEMENT PROCEDURE .................................................................................. 10
3.1 OBJECTIVES .................................................................................................................................................. 10
3.2 ENGINEERING CHANGE MANAGEMENT (ECM) PROCESS ...................................................................... 11
3.3 ECM PROCEDURE ......................................................................................................................................... 14
3.4 DECISION CRITERIA ..................................................................................................................................... 26
4. AUTHORISATION .................................................................................................................................................. 29
5. REVISIONS ............................................................................................................................................................ 29
6. DEVELOPMENT TEAM ......................................................................................................................................... 29
7. ACKNOWLEDGEMENTS ...................................................................................................................................... 30
APPENDIX A : TEMPORARY ECM DOCUMENTATION ......................................................................................... 31
APPENDIX B : EXECUTION ROUTE DECISION CRITERIA ................................................................................... 32

FIGURES
Figure 1 Engineering Change Management Procedure (Overview) ................................................................. 12
Figure 2 Originate Engineering Change .............................................................................................................. 15
Figure 3 Process Engineering Change................................................................................................................ 19
Figure 4 Implement Engineering Change............................................................................................................ 22
Figure 5 Close Engineering Change .................................................................................................................... 24
Figure 6 Close out Engineering Change ............................................................................................................. 25

TABLES
Table 1 CCCC Members .......................................................................................................................................... 9
Table 2 SCCC Members .......................................................................................................................................... 9

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1. INTRODUCTION
The control and execution of engineering changes on existing assets is critical in ensuring sustainable
performance. All engineering changes must be correctly prepared, motivated, reviewed, approved and
controlled.
This procedure defines a standardised process for all Eskom Generation and Transmission operational
assets that shall be followed for the review, classification and implementation of an engineering change
to existing Eskom assets.

2. SUPPORTING CLAUSES
2.1 SCOPE
The need for an engineering change on an existing Eskom asset must be captured through SAP ECM
(Engineering Change Management) and follow due process for resolution. This procedure provides for
the registration of engineering changes and for reporting on the status of engineering changes while the
actual engineering design work is processed outside of SAP ECM using Eskom engineering governance
practices.
The approach for design reviews shall provide assurance that the systematic evaluation of proposed
solutions adhere to project, regulatory, client, and quality standards and requirements as stipulated in the
Design Review Procedure [4].
2.1.1 Purpose
The overriding purpose for this procedure is to ensure that Eskom assets shall be managed in such a
way as to enable sustainable achievement of its business goals. It must be adopted in order to provide
an effective process for controlling changes to plant, plant structures or technical documentation, and to
manage any changes to a baseline in a controlled manner. Any proposed changes shall be traced
thereby controlling the integrity of the configuration and demonstrate compliance with auditable
traceability.
2.1.2 Applicability
This procedure shall apply to all personnel involved in engineering changes executed on existing Eskom
operational assets within the Generation and Transmission environment, where the design is not
performed using SmartPlant Owner Operator (SPO). All parties interfacing with or working on Eskom
Holdings SOC Limited assets are required to comply.
Note:
This procedure has been developed based on the principles of the automated Control Configuration
Changes PCM that will be rolled out at a later stage. When SPO becomes available, this procedure will
be updated to show the interface between SPO and SAP ECM.
The Eskom Project Lifecycle Model (PLCM) stage gates apply in conjunction with this procedure for all
projects.
2.2 NORMATIVE/INFORMATIVE REFERENCES
Parties using this document shall apply the most recent edition of the documents listed in the following
paragraphs.

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2.2.1 Normative
[1]

240-4332798, Engineering Policy

[2]

240-59266984, Engineering Change Management Central Change Control Committee

Generation Terms of Reference

[3]

240-59266979, Engineering Change Management Site Change Control Committee Generation

Terms of Reference

[4]

240-53113685, Design Review Procedure

[5]

240-53114026, Project Engineering Change Procedure.

2.2.2 Informative
[6]

240-51093273, Process Control Manual (PCM) Control Configuration Changes

[7]

474-190, Design Base Standard.

[8]

240-49104739, Registration Procedure for Engineering Work

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2.3 DEFINITIONS
2.3.1 Approve: The functional responsible person determines if the document is fit for purpose and
approves the document content and therefore takes responsibility and accountability for the
document content.
2.3.2 Asset/Plant: Machinery, property, buildings, vehicles and other items and related systems that
have a distinct and quantifiable business function or service.
2.3.3 Authorise: The document authoriser authorises the release and application of the document and
is accountable for document implementation.
2.3.4 Baseline: A baseline is a consistent set of plant configuration information or documentation at an
established point in time. This would have been formally reviewed and agreed upon and that would
henceforth serve as the basis for further development that can only be changed through formal
change control procedures (engineering change management)
2.3.5 Design Base: The Design Base of an Asset is the combination of those key design outputs that
define the functions, capabilities, capacities, physical sizes and dimensions (Physical Base), limits
and set points, shutdown and start-up sequences, normal and out of normal operations (Operating
Technical Specification) and maintenance elements (Maintenance Base); that are required for the
asset to meet its required performance, reliability and availability within the limits of the external
constraints.
2.3.6 Emergency Change: Any permanent or temporary change that needs to be evaluated or
assessed and requires immediate response. The change must be implemented immediately (<1
week) in order to prevent imminent system failure, safety, environmental or regulatory risk and
needs to be introduced to prevent system disruption.
2.3.7 Engineering Change: Any permanent or temporary change, deletion or addition to any system,
equipment, structure including permanent changes to operating/protection/control set points,
software and technical documentation which will result in any deviation from the established
Design Base. This includes the replacement of SSC components with equivalent components of a
different make or type.
2.3.8 Engineering Change Classification: The categorisation of an engineering change is dependent
on the level to which it affects safety, the environment, reliability, availability and costs.
2.3.9 Engineering Change Management: Engineering Change Management ensures all engineering
changes are correctly prepared, motivated, reviewed, approved, controlled and recorded.
2.3.10 Engineering Change Prioritisation: Selection criteria as part of the Engineering Change
process that will guide the engineer and the change control committees on the priority of the
engineering change into different levels.

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2.4 ABBREVIATIONS
Abbreviation

Description

CC

Change Coordinator

CCCC

Central Change Control Committee

CRA

Concept Release Approval

DMS

Document Management System

DRA

Definition Release Approval

DRC

Design Review Committee

EC

Engineering Change

ECM

Engineering Change Management

ECN

Engineering Change Notification

ECO

Engineering Change Order

ECR

Engineering Change Request

EDWL

Engineering Design Work Lead

ERA

Execution Release Approval

EWRF

Engineering Work Request Form

FRA

Finalisation Release Approval

MoM

Minutes of Meeting

PCM

Process Control Manual

PECA

Plant Engineering Change Authority

PLCM

Project Life Cycle Model

PM

Plant Maintenance

PRE

Pre-Project Approval

PTE

Plan Technical Effort

RACI

Responsible, Accountable, Consulted, Informed

ROC

Required Operational Capability

SCCC

Site Change Control Committee

SE

System Engineer/Plant Engineer

SEM

Site Engineering Manager

SM

Senior Manager

SPO

Smart Plant Enterprise Owner Operator

SRD

Stakeholder Requirements Definition

SSC

System Structure or Component

ToR

Terms of Reference

WAC

Work Allocation Centre

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2.5 ROLES AND RESPONSIBILITIES

Role
Central Change Control
Committee (CCCC)

Change Coordinator
(CC)

Plant Engineering
Change Authority
(PECA)

Design Review
Committee (DRC)

Responsibility
A committee/individual appointed by the Senior General Manager
Engineering. Their responsibilities include:
Authorising the proposed design for Level 1 and Level 2
engineering changes
Authorising the engineering change based on the principles, use of
technologies, and alignment to the process and procedure
Confirming the engineering change impact (change classification,
environmental assessment, risk ranking, priority and technical
content, etc.)
Performing change level classifications
Periodical reviews of audit reports on Level 3 changes from SCCC
The person(s) in charge of managing the permanent or temporary
configuration changes to structures, systems, components or technical
content of prescriptive or descriptive documentation that form part of
the design and/or asset base and updating SAP ECM to reflect the
latest status of an EC. The CC must ensure the minutes/decisions
made by the SCCC and CCCC are recorded on the system and stored
in a central location. All decision documents should be linked to the
ECR on SAP ECM.
The ECSA professionally registered person (engineer/technologist)
with the authority to authorise emergency change requests that arise
outside the normal Engineering Change process. This person ensures
that proper engineering practices and technical governance,
irrespective of the discipline, are followed in this process. This
authority may be delegated to the Site Engineering Manager (SEM)
who will authorise the engineering change but may further delegate
the responsibility to another individual in certain instances (e.g. if the
SEM is not registered or is unable to perform this role)
The members of this Committee responsibilities include:
Concurrence with the design review procedure and processes
applied to the engineering design or engineering change
Ensuring that all design input has been adequately considered. In
particular to ensure that the engineering change has been
adequately reviewed with regard to interface issues between
various disciplines, contractors etc.
Ensuring that all review cycles have been complied to
Making recommendations regarding EC approval
The nomination of additional independent reviewers if considered
necessary
*The COE manager ensures that his/her respective Design Review
Committee (DRC) is in place, properly constituted and representative of all
relevant COE stakeholders as required per End-of-Phase design review and
ensures implementation and compliance to the Design Review Procedure [4].

Engineering Design
Work Lead (EDWL)

Typically an appropriate ECSA professionally registered person

(engineer/technologist, P15-P18) who is designated through the work
allocation process. He/She is delegated with the authority to perform
the following functions:
Ensure that all steps are performed according to procedure
Perform a further technical review, if required, of the feasibility

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study and/or the engineering change package

Put together an engineering team led by himself/herself, who is
responsible for ensuring that Level 1 and Level 2 classified
Engineering Change Requests have been subjected to the
appropriate review cycles and are acceptable for implementation.
It may have, as its members, specialists and/or external consultant
personnel on an ad hoc basis
Perform conceptual, basic and detail design (if applicable)
Coordinate compilation of a design report including all the
necessary supporting documents for loading onto Hyperwave or
Legacy Document Management System (DMS)
Package the initial detail review thereof

* If the EDWL is not ECSA professionally registered, the assigned EDWL

may complete the design under the supervision of an ECSA professionally

registered person. The registered person will be accountable for all tasks to
be completed by EDWL.

Site Change Control

Committee (SCCC)

System Engineer /
Plant Engineer

A committee/individual at an Eskom plant appointed by the Manager

of the Asset who:
Approve L1, 2, 3 Engineering Change Requests
Set execution route (Project (PLCM) or Work order (PM))
Ratify change level classifications and priority
Indicate whether a change is temporary or permanent
Indicate whether there is regulatory or environmental impact
Forward Level 1 and 2 changes to the Work Allocation Centre for
delegation
Authorize L1, 2, 3 changes for implementation
Approve the close of L1, 2, 3 engineering changes that have been
finalised
Periodically report details of Level 3 changes to the Central
Control Change Committee
A competent and qualified site/plant-based discipline or System/Plant
Engineer, who has the training, technical qualification and expert
knowledge of the plant or systems affected by the engineering
change. His/her function is:
To prepare the engineering change
Preparation of an engineering change report (e.g. root cause
analysis, investigation report, assessment report) and stakeholder
request
Member of the Design Review Committee
*The responsibilities of the EDWL can be delegated to the System/ Plant
Engineer.

Engineering Work
Delivery Unit
(Work Allocation Centre)

Their responsibilities include:

Registration and management of all Engineering Work Requests
(EWR) that fall within Plant Engineering.
Appointment of EDWL and Lead Discipline Engineers (LDE) for
Level 1 and Level 2.
* For Level 3 engineering changes, the EDWL will be appointed on site [1]
and may be able to perform the concept design (with delegated authority from
the relevant manager), however in cases where there is no professionally
registered individual, within the same discipline who can perform the role of
an EDWL, the WAC can be used to allocate the EDWL.

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2.5.1 Committee Roles

The typical constitution of committee members can be seen in Table 1 and Table 2.
Table 1 CCCC Members
Designation

Role

SM: Systems Integration

Chairperson

SM: Auxiliaries & Chemical

Member

SM: Civil & Hydro

Member

SM: Electrical and C&I

Member

SM: Power Plant

Member

SM: Production Integration Engineering Coal

Member

SM: Production Integration Engineering Peaking

Member

Manager: Design Base Management

Member

Change Co-ordinator: Configuration Management

Committee Secretary

Table 2 SCCC Members

Designation

Role

Power Station Engineering Manager

Chairperson

Design and Spec Manager

Member

Operations (Shift/Ops Manager)

Member

Maintenance Representative

Member

Finance Representative

Member

Outage Management Representative

Member

Environmental Representative

Member

Project Engineering Representative

Member

Safety Representative

Member

Change Co-ordinator: Configuration Management

Committee Secretary

Note: This table shows the minimum members for the SCCC, additional members can be included.

The Engineering Design Work Lead (EDWL) will ensure the Design Review Committee (DRC) is formed
with relevant members at the end of each design phase. The DRC members will be appointed based on
the subject matter and disciplines affected. The Work Allocation Centre will assist with the appointment
of the EDWL; however the identification of the resources for DRC will be the responsibility of the relevant
COE Manager Design Review Procedure [4]. The DRC must comply with the Design Review Procedure

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[4] and include the relevant SE, as well as the site project engineer(s) who will be responsible for the
implementation.

Note: All Committees must operate in accordance with the Terms of Reference (ToR) applicable to them
[2][3].
2.6 PROCESS FOR MONITORING

Compliance to SAP ECM process will be compulsory for all Eskom Generation and Transmission
sites/plants.

All engineering changes will originate and be tracked through SAP ECM. The responsibility to update
status changes on SAP ECM will be plant specific.

Each plant needs to provide and maintain an engineering change folder in an approved document
management database (Hyperwave or legacy DMS) that contains the engineering change
notification/request to be reviewed locally and centrally. All relevant documentation will be linked to
the ECR on SAP ECM.

A report of all Level 1 and 2 engineering changes shall be visible to and managed by the Central
Control Change Committee (CCCC) to facilitate the exchange of information.

Periodically, Level 3 changes authorized by the Site Change Control Committee (SCCC) will be
reviewed by the CCCC.

All designs shall be executed and reviewed according to the responsibility matrix as stipulated in the
Design Review Procedure [4]

The CCCC will monitor adherence to this procedure.

2.7 RELATED/SUPPORTING DOCUMENTS

N/A

3. ENGINEERING CHANGE MANAGEMENT PROCEDURE

3.1 OBJECTIVES
The objectives are:
1. Ensure the effective management of all engineering changes to increase plant reliability and
availability over the full lifecycle of the asset and to reduce business risk.
2. Ensure a consistent approach is used for the classification and prioritisation of all engineering
changes
3. Ensure the process/procedure and tools (SAP ECM) used for plant engineering changes and
change management across all plant is standardised

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3.2 ENGINEERING CHANGE MANAGEMENT (ECM) PROCESS

The activities to be followed during the ECM process are show in the overview process in Figure 1
below.

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Engineering Change Management Procedure (Overview)

CC CCCC ECN ECO ECR EWR EDWL PTE ROC SCCC SE SRD WAC -

- System Engineer Validates

- Shift Manager Approves
- Plant EC Authority Authorises
- Changes are implemented
1
Create Emergency
ECR
Emergency change goes through the ECM
process to evaluate impact of changes and to
relevant committees for validation
CRA

Create ECN

Route ECN

Anyone with SAP

access can create
an ECN

Evaluate ECN

The Change Coordinator

routes and notifies
responsible SE

SE Prioritises Change
and Performs Root Cause
Analysis/Investigation/
Assessment

5
Concept Design
Review
(Approve)

5
Create ECR

CC Registers ECR

Change Coordinator
Central Change Control Committee
Engineering Change Notice
Engineering Change Order
Engineering Change Request
Engineering Work Request
Engineering Design Work Lead
Plan Technical Effort
Required Operational Capability
Site Change Control Committee
System Engineer
Stakeholder Requirements Definition
Work Allocation Centre

Concept Design

SE Formalises ROC

EWR is sent to WAC to

request resources for Level 1,2

SCCC Approve ECR

SE/EDWL compiles SRD

6
Review ECR

CCCC: Authorise
Design - Level 1, 2

Design Review
Committee

SCCC: Authorise
Design - Level 3
Approve

SE/EDWL completes Design

DRA

ERA
8

7
Basic Design

SE/EDWL
Completes Design

HOA
7

Basic Design
Review
(Approve)
Design Review
Committee

Detailed Design

SE/EDWL
Completes Design

Detailed Design
Review

10

9
Implement

Design Review
Committee Approve
design

Configuration
Information is
updated

CCCC: Authorise
Design - Level 1, 2

The change is
Implemented and
Commissioned

SCCC: Authorise
Design - Level 3
Approve for Site
Implementation
Level 1, 2, 3

FRA

Finalise

Training is completed
Handover completed
SCCC approves close of
the Engineering Change
Engineering Change is
Closed

Note:

Design Stages include PTE

The CCCC reviews reports on Level 3 changes and ensures Engineering

changes are classified correctly

The DRC is made up of the multi-discipline team that is completing the design
and other required members as per design review procedure

The design work can be completed by an external party, however these will
need to be reviewed by Eskom DRC
SAP STATUS UPDATES

All blue coloured process blocks are updated in SAP

Figure 1 Engineering Change Management Procedure (Overview)

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3.2.1 ECM Process Overview

1.

Any authorised Eskom employee with SAP ECM access can create an Engineering Change
Notification (ECN) (Normal or Emergency). Typically the ECN is created by an operator or
maintenance personnel. There are two types of engineering changes.
1) Normal Engineering Change - Follows the process as illustrated in Figure 1.
2) Emergency Engineering Change - Implemented once authorised by the Plant Engineering
Change Authority (PECA), after which, it follows the normal engineering change process as
illustrated in Figure 1 to evaluate the impact of the change.

2.

The Change Coordinator (CC) enters the employee number and department of the responsible
person (System/Plant Engineer) by updating the ECN in SAP ECM. The CC then notifies the SE of
the Engineering Change Notification (ECN).

3.

The System/Plant Engineer evaluates the ECN by performing a validity check and completing a root
cause analysis/investigation report/impact assessment report. This may have been completed prior
to the engineering change being loaded on SAP ECM. The System/Plant Engineer will ensure the
information is incorporated on SAP ECM. The ECN is then updated with these findings, priority and
basic ECR information.

4.

The CC registers an ECR by entering the ECR information provided in the ECN (Title, reason for
change, and preliminarily classification i.e. Level 1, 2, or 3 according to plant classification - SAP
ABC indicator).
The System/Plant Engineer then defines and completes the Required Operational Capability (ROC).
The SCCC approve the ECR (Level 1, 2 and 3) by:

5.

Confirming the priority and classification

Indicating whether it is a temporary or permanent change
Indicating regulatory and environmental impact and;
Setting the execution route (PLCM/PM)

The System Engineer (SE) will complete the Engineering Work Request Form (EWRF) for the Level
1 and 2 engineering changes and submit the EWRF and ROC to the Work Allocation Centre (WAC).
An Engineering Design Work Lead (EDWL) will be appointed and he/she compiles the Stakeholder
Requirements Definition (SRD) document. The EDWL also plans and compiles or coordinates the
Concept Design. The Concept Design is presented to the Design Review Committee (DRC) who
then approves the design.

6.

The SCCC (Level 3) and the CCCC (Level 1 and 2) reviews the ECR, Concept design and the
supporting documentation and authorises to proceed to basic/detail design.

7.

The EDWL plans and compiles or coordinates the Basic, and/or Detail Design.

8.

After completion the DRC reviews the Basic and/or Detail Design.
The CCCC authorise the Level 1 and 2 Detail Designs prior to the SCCC authorising Level 1, 2, 3
ECRs for implementation.

9.

Configuration Information is verified and corrected, and the SAP ECM Master Data is updated to
ensure it accurately reflects the existing plant after which the change is Implemented and
Commissioned.

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10. Operations and maintenance staff are made aware of and trained on the changes to the effected
plant. The SCCC approves the close of the engineering change and the engineering change is
closed.
Note: All manual activities for each phase must be completed in accordance with the Project Life Cycle
Model (PLCM).
3.3 ECM PROCEDURE
The ECM procedure consists of Originating, Processing, Implementing, and Close Engineering
Changes.
3.3.1 Originate Engineering Change
The process for originating an engineering change consists of the following four sub-systems: Create
ECN, Route ECN, Evaluate ECN, and Create ECR, as shown in Figure 2.

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Change Control
Committee
(Site / Central)

Additional Information
Additional Action

Approve ECR

Documentation
- Priority
- Classification
- Execution Route
- Temporary Change
- Regulatory Impact
- Environmental Impact
Site Change Control
Committee
`

ISSUE
Reject Emergency
Change Approval

Manual Activities

Emergency
Change Form

Reject

Reject

Create Emergency
Change Approval

Emergency
Change Validation

Maintenance or
Engineering

System Engineer

Perform Root
Cause Analysis/
Investigation/
Assessment

Reject

Validate

Approved

Authorise

Emergency
Change Approval

Emergency
Change
Authorisation

Shift Manager

Plant Engineering Change

Authority

System Engineer

Execute
Emergency Work

Compile Required
Operational
Capability

Maintenance

Required
Operational
Capability

Emergency

AND

Emergency
Decide on validity
of Engineering
Change
Notification

Approve

Perform Root
Cause Analysis/
Investigation/
Assessment

Reject

System Engineer

System Engineer
Process
Engineering
Change

Report

System Engineer

Close Emergency
ECR and Register
new ECN

Reject

Record Root Cause

Analysis Finding
and Priority

Emergency

Provide Required
ECR Information

SAP ECM Activities

Normal
OR

AND

Link Required
Operational Capability
to Engineering
Change Request

Link Emergency
Change Form

Put In
Progress

Input required
information from
Emergency ECN

- Description
- Reason for Change

Emergency

Load Engineering
Change
Notification

Register
Emergency
Engineering
Change Request

SAP ECM
IW 22
SAP ECM
CC 32

Change
Coordinator

Allocate and notify

Responsible
Person (SE) and
Department

SAP ECM
IW 22
System Engineer

Change
Coordinator

SAP ECM
IW 22
System Engineer

Responsibility
Matrix

SAP ECM
IW 22

SAP ECM
IW 21

Provide reason for

rejection /
proposed solution

This can be any person with SAP

access, typically an Operator or
Maintenance personnel
System Engineer

Create ECN

Route ECN

ECN

ECN

SAP ECM
IW 22

SAP ECM
IW 22
Change Coordinator

ECN

ECN

Input required
information from ECN
Classify according to
Plant Classification - SAP
ABC

Change
Coordinator

Evaluate ECN

Update ECR
System and User
status
User: PREP
System: Approve
ECR

SAP ECM
IW 22

Set Execution
Route (Project or
PM WO)

Update ECR as per

SCCC instructions

Register
Engineering
Change Request

Cancelation/
Rejection Form

Change Coordinator

Originator

Close ECN

SAP ECM
CC32
Change
Coordinator

SAP ECM
CC 32

SAP ECM
CC 32
Change
Coordinator

Change
Coordinator

Create ECR
ECR

ECR

Figure 2 Originate Engineering Change

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ECR

ECR

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3.3.1.1 Create ECN

There are two types of engineering changes.
1. Normal Engineering Change
2. Emergency Engineering Change (see section 3.3.1.5)
Any authorised Eskom employee can create an ECN (Originator) which can be as a result of the
operating process, incident and occurrence or maintenance process. Typically the originator is
operating or maintenance personnel.
3.3.1.2 Route ECN
The Change Coordinator (CC) will view all new ECNs and update the ECNs by selecting the
responsible department and System/Plant Engineer per ECN according to the Responsibility
Matrix. The CC will then notify the responsible person of the allocation.
3.3.1.3 Evaluate ECN
The System/Plant Engineer must accept the SAP ECM notification and evaluate the validity of the
ECN. The ECN is either approved or rejected at this stage.
If Rejected:
The SE must set the user status to rejected
A message will be sent via workflow to notify the Originator of the status of the ECN
The SE must provide a reason for rejection/proposed solution
The engineering change cancellation/rejection form must be completed
The CC will close out the ECN on SAP ECM
If Approved the System/Plant Engineer must:
Set the user status to approved and prioritise the ECN (A message will be sent via workflow
to notify the Originator of the status of the ECN)
Perform/complete a root cause analysis, investigation report or assessment report and
record or attach the report on SAP ECM
Provide required ECR information (ECR Description, reason for change) and put the ECN
in process
3.3.1.4 Create ECR
The CC registers and makes active an ECR on SAP ECM with the information (ECR Description,
reason for change and classification (Level 1, 2, 3) according to plant classification - SAP ABC
indicator) from the ECN Location tab, etc. The System/Plant Engineer compiles the Required
Operational Capability (ROC) document and the CC links this Required Operational Capability
(ROC) and associated documentation to the newly created ECR.
The System/Plant Engineer presents the ECR for authorisation to the SCCC where the:

Priority and classification are ratified

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Engineering Change Management Procedure

Temporary or Permanent change indicated

Regulatory and environmental impact indicated

Execution route (PLCM/PM) is set

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The CC will then update ECR statuses as follows:

User status:
o Status: PRE Pre-Project Approval

System status: Check ECR, ECR Checked and ECR Approved

3.3.1.5 Emergency Engineering Change

In the case of an Emergency engineering change notification:
1. The operator will load an ECN with Notification Type EC and clearly state the notification is
for an emergency change.
2. An emergency change form is completed and the ECN number, generated in SAP ECM, is
recorded on the emergency change form.
3. The SE completes an Engineering Report (Root Cause Analysis/Investigation/Impact
Assessment) to evaluate the impact of the emergency change. The evaluation must include
a design review/risk assessment with all impacted disciplines, indicate whether the change
is permanent or temporary, and identify any safety, configuration, operating and
maintenance or Environmental impact.
4. This form is validated by the System/Plant Engineer, approved by the Shift Manager,
authorised by a Plant Engineering Change Authority and then immediately implemented by
the relevant team.
5. The relevant Emergency Change documentation is attached to the ECR and the
Emergency Change is closed out. The System/Plant Engineer must ensure that the
emergency change form is sent to the CC and ensure that the Emergency change form is
scanned and attached to the ECR on SAP ECM.
The Normal Engineering Change Notification process must be followed thereafter to ensure the
change is properly evaluated and monitored. This process involves the following activities:
1. The CC will register a new ECN and ensure that the Emergency Change ECR information
is attached and/or referred to in the new ECN
2. The CC will route the ECN to the System Engineer who performed the initial validation. The
CC will notify the SE of the allocation.
3. The SE may complete an Engineering Report (Root Cause Analysis/Investigation/Impact
Assessment) to further evaluate the impact of the emergency change, if required. The
evaluation must include a Design Review with all impacted disciplines, indicate whether the
change is permanent or temporary, and identify any safety, configuration, operating and
maintenance or Environmental impact.
4. The SE records the findings on SAP ECM and attaches any relevant documentation.

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5. The SE provides the CC with the required ECR information. The CC registers the ECR and
links the relevant documentation.
The normal process will be followed through to finalisation.
3.3.2 Process Engineering Change
The process for processing an engineering change consists of the following three sub-systems:
Concept Design, Review ECR, and Design as shown in Figure 3.

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Process Engineering Change

Additional Information
Authorisation of
Concept Design
(L1,2)

Change Control Committee

(Site / Central)

Additional Action
Documentation

Authorisation of Detail
Design (L3)
Authorisation for Site
Implementation (L1,2,3)

Authorisation of Detail
Design (L1,2)

Central Change
Control Committee

1, 2

Authorise Concept
Design (L3)

AND

Central Change Control Committee

AND

Site Change Control Committee

1, 2, 3
Level 1, 2
Site` Change
Control Committee

Verify
Classification

Level 3

Central Change
Control Committee

Originate
Engineering
Change

OR

AND

* All manual activities for this phase must

be completed in accordance with the
Project Life Cycle Model (PLCM).

Re-classify
to L1 or L2

Work Allocation

Manual Activities

Confirmed L3

EWR & ROC

OR
SAP PM/
SAP PPM

AND

Plan Technical
Effort

OR
DRA*

Engineering Work
Delivery Unit
(System Integration)
L 1, 2, 3

Plan Basic
Design

L 1, 2
L3
OR

AND

OR

Establish
SRD

Plan Concept
Design

Compile
Concept Design

AND

Compile Basic
Design

AND

EDWL

Approve/Accept
Detail Design

OR

EDWL
EDWL

EDWL

Compile Detail
Design

AND

Implement
Engineering
Change

Approve/Accept
Concept Design

Stakeholder
Requirement
Definition

EDWL

ERA*

Plan Detail
Design

Approve/Accept
Basic Design

EDWL

EDWL

Design Review Committee

EDWL

Design Review Committee

AND

Design Review Committee

AND
AND

Update ECR
User status
User: CRA
Update ECR
User status

Update ECR
User status

SAP ECM Activities

Change
Coordinator

Set Execution
Route
(Project or PM WO)
SAP ECM
CC 32

SAP ECM
CC 32

Ratify
Classification

Change
Coordinator

Change
Coordinator
SAP ECM
CC 32
Change
Coordinator

Load Works
Order
System: Convert
ECR

User: ERA

User: DRA
SAP ECM
CC 32

Update ECR
System and User
status

Update ECR
User status

Update ECR
User status

SAP ECM
CC 32

SAP ECM
CC 32

SAP ECM
CC 32

Change
Coordinator

Change
Coordinator

SAP ECM
CC 32

Change
Coordinator

Link Documentation
& Configuration
Items to ECR

Change
Coordinator

SAP ECM
IW 22
Change
Coordinator

e.g. Bill of Materials, Maintenance

Task List, Drawings

SAP ECM
CC 32
Change
Coordinator

Concept Design
ECR

ECR

Review ECR
ECR

ECR

Design
ECR

ECR

ECR

ECO

Figure 3 Process Engineering Change

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3.3.2.1 Concept Design

The process to follow is dependent on the complexity of the ECR. For Level 1 and 2
engineering changes, the CC/SE must send the ROC report with a EWRF to the central Work
Allocation Centre (Engineering Work Delivery Unit - Systems Integration) department who will
route the work to an appropriate EDWL.
For Level 3 engineering changes, the EDWL will be appointed on site [1] and may be able to
perform the concept design on site (with delegated authority from the relevant manager) or to
bypass concept design if the available information is sufficient.
However, for Level 1, 2 and 3 the design must be reviewed by a Design Review Committee,
after which it will be sent to the SCCC for ratification of the classification and approval that the
governance process has been followed. If the execution method is rejected by the SCCC, the
ECR can be reassigned to an appropriate EDWL to perform the Concept Design.
For Level 1, 2, 3 the EDWL will need to establish the Stakeholder Requirement Definition
(SRD) Baseline. The document must be baselined in accordance with the Design Review
Procedure [4].
The EDWL will then plan the Concept Design and present for CRA.
The CC will then update ECR statuses as follows:

User status: CRA Concept Release Approval

The concept design is then compiled and the engineering change is re-evaluated to ensure it
was classified correctly.

3.3.2.2 Review ECR

The CCCC is responsible for authorising all Level 1 and 2 ECR designs to proceed to basic
and/or detail design. Level 3 ECRs approved by the SCCC move directly to the Basic/Detail
Design phase.
The SCCC is responsible for authorising all Level 3 ECR designs to proceed to basic and/or
detail design.
The CCCC will periodically review audit reports on changes classified as level 3 by the various
SCCCs and may reclassify a Level 3 change at any time, in which case the change must be
brought before the CCCC for the approval of the Concept Design. The central CC will request
a report on level 3 engineering changes on a quarterly basis.
Once the concept design is approved or accepted by the Design Review Committee and
authorised by the SCCC/CCCC, the CC updates the ECR statuses as follows:

User status:
o Baseline Status: CDB Concept Design Baseline

The CC must then link all concept design documentation and Committee Minutes of Meeting
(MoMs) to the ECR.
The SCCC/CCCC also evaluates and may update the execution route; if it changes the CC
must update the execution route on SAP ECM to reflect this decision.

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3.3.2.3 Design
Based on the complexity of the required design work, and recommendation from the
Committees, the EDWL can progress to Basic Design or straight to Detail Design.
The EDWL will plan the Basic Design and present for DRA.
The CC then updates the ECR statuses as follows:

User status:
o Status: DRA Definition Release Approval

On completion of the Basic Design, a DRC reviews the design.

Once approved or accepted, the CC links all design documentation and updates the ECR
statuses as follows:

User status:
o Baseline Status: BDB Basic Design Baseline

The EDWL will plan the Detail Design and present for ERA.
The CC then updates the ECR statuses as follows:

User status:
o Status: ERA Execution Release Approval

The EDWL will then complete the Detail Design after which the DRC reviews the design. Once
approved or accepted, the relevant committee will authorise the implementation of the detail
design (CCCC - Level 1 and 2, SCCC Level 3). The SCCC must then authorise Levels 1, 2
and 3 for site implementation. Once authorised, the CC links all design documentation and
updates the ECR statuses as follows:

User status:
o Baseline Status: ARB Acquisition Requirements Baseline
CAB Contract Award Baseline
DFB Design Freeze Baseline
IDB Integrated Design Baseline

System Status: Approve ECR and Convert ECR

The CC then loads a Works Order onto SAP ECM.

3.3.3 Implement Engineering Change
The process for implementing an engineering change is shown in Figure 4

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Change Control Committee

(Site / Central)

Implement Engineering Change

Additional Information
Additional Action
Documentation

Manual Activities

Update
Configuration
information

Process
Engineering
Change

AND
EDWL

Close
Engineering
Change

Configuration Manager

Plan the Project

Implementation

Implement Solution

AND

Commissioning

Commissioning
Procedure Template
Safety Clearance
Certificate
EDWL

Test Data Sheet

Procurement
Maintenance
Contractor

SAP ECM Activities

Link Documentation
& Configuration
Items to ECR

e.g. Bill of Materials,

Maintenance Task List,
Drawings

Update ECR User

status

SAP ECM
CC 32

SAP ECM
CC 32
Change
Coordinator

Change
Coordinator

Implement Engineering Change

ECO

ECO

ECO

ECO

Figure 4 Implement Engineering Change

ECO

ECO

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3.3.3.1 Implement Engineering Change

After the approval of the designs and the authorisation for site implementation the solution is then
implemented after which commissioning may commence.
Prior to completion of commissioning the EDWL and Configuration Manager must ensure all
Configuration Information is up to date.
The CC updates the ECR statuses as follows:

User status:
o Baseline Status: ABB As-Built Baseline
ACB As-Commissioned Baseline

Note: During the Implementation stage, it may be determined that the baselined detailed design requires
an engineering change/s. When this occurs, the Project Engineering Change Procedure [5] will be
followed to manage the change.
3.3.4 Finalise Engineering Change
The process for Finalisation an engineering change consists of either the Close (Figure 5) or Close-out
of an engineering change (Figure 6).

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Change Control Committee

(Site / Central)

Close Engineering Change

Additional Information
Additional Action
Documentation

Execute outstanding
Operations &
Maintenance
training

Update
Configuration
information

Approve Close of
Engineering Change

Close Engineering
Change Form

Manual Activities

FRA*
No
EDWL

Configuration Manager

END

Training Officer
Yes

No

Implement
Engineering
Change

Configuration
Verification and
Correction

CM Accurate

* All manual activities for this phase must

be completed in accordance with the
Project Life Cycle Model (PLCM).

Site Change Control Committee

Yes

Verify Operations &

Maintenance
training complete

Operations &
Maintenance training
executed?

Final Configuration
Control Sheet

Configuration Manager

Training Manager

SAP ECM Activities

Update ECR System

and User status

Complete ECO

Update ECR User

status

User: HOA

Update ECR System

status

User: FRA

SAP ECM
CC 32

Change
Coordinator

Change ECR to
Inactive

SAP ECM
CC 32

Change
Coordinator

SAP ECM
CC 32

Change
Coordinator

System: Release ECO

SAP ECM
CC 32

SAP ECM
CC 32

Change
Coordinator

Close and Complete

ECN

Change
Coordinator

SAP ECM
CC 32

Change
Coordinator

Close Engineering Change

ECO

ECO

ECO

ECO

ECN (close)

Figure 5 Close Engineering Change

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Manual Activities

Change Control Committee

(Site / Central)

Close Out Engineering Change

ECR to be Closed

SAP ECM Activities

Provide reason for

rejection / proposed
solution

Close ECN/ECR

Cancelation/
Rejection Form

SAP ECM
CC 32

SAP ECM
CC 32
Change
Coordinator

Change
Coordinator

Close Out ECR

ECR

ECR

ECR

Figure 6 Close out Engineering Change

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3.3.4.1 Close Engineering Change

The close engineering change process ensures that the Design Base is updated by ensuring that
the Configuration Information is verified and corrected.
The process also ensures that the operations and maintenance staff are aware of the change and
are trained to operate and maintain the effected plant.
The engineering change is presented to the SCCC and the close of the engineering change is
approved.
On completion of these tasks, the CC can:

Update the ECR statuses as follows:

o User status:
Baseline Status: CONF Config. Data Updated
TRAN Oper. & Main. Training completed
HOB Handover Baseline
Status: HOA Hand Over Approval
o User status:
Status: FRA Finalisation Release Approval
o Makes the ECR Inactive
o System status: Close ECO
o Complete the ECO on SAP ECM, and update statuses to:
System status: Release ECO

3.3.4.2 Close out

At any stage during the ECM process, the SE/PE, SCCC, or CCCC, can reject the ECN/ECR.
Once the change has been rejected, the CC must record reason/s for the rejection, proposed
solutions on SAP ECM, and close out the engineering change. The engineering change is closed
out using the cancelation/rejection form.
A review of the engineering change should be conducted by the EDWL at a specified time after the
change is implemented to assess whether the desired and anticipated results of the engineering
change have been realised. Discrepancies to the anticipated results will be investigated and
shared with the SCCC.
3.4 DECISION CRITERIA
Throughout the ECM procedure several key decisions need to be made, these include: the
classification and prioritisation of the engineering change, committee criteria to review for approval
or rejection, the execution routing to effect the change i.e. SAP PM or SAP PPM. To ensure
consistency all key decisions will be based on the standardised criteria discussed in the sections
below.

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3.4.1 Engineering Change Classification and Prioritisation

The classification of engineering changes shall be consistently implemented for systems,
components, structures and parts according to the classification categories (Level 1, 2 and 3) as
below. Furthermore every engineering change will be prioritised according to the following
prioritisation categories (High, Medium and Low).
Engineering change classification is divided into three levels and a SAP ECM drop down menu will
be used to determine the classification.
The classifications and related descriptions provide a guideline for the classification of an
Engineering Change as follows:

Level 1

The impact of a change that results in failure on the plant or has an environmental impact or
compromises personnel safety or major equipment damage

Level 2

The impact of a change that results in a decrease of plant availability and reliability

Level 3

All changes which do not meet the criteria for Level 1 or Level 2.
Components within a system shall be classified with respect to the safety function they fulfil and
these may be different from the overall system or equipment classification. Components with
multiple functions shall be classified according to the function that gives the highest safety
classification.
Level 1 plant shall be subjected to more stringent specifications and processes than Level 2 and
subsequently Level 3 plant to ensure that the processes applied are in line with the plant criticality
level.
3.4.2 Committee Review Criteria
In order to ensure the various committees are consistent in their review of ECRs it is imperative
that the correct information is provided. The committee ensures that proper governance has been
followed and the engineering change package has sufficient data for the informed decision to be
made. As a minimum the package should contain the following:
1. A clearly described summary of the problem/deficiency.
2. Insight into the alternative solutions that were considered and an explanation of the alternative
that was selected.
3. The impact of the modification as well as the risks that were identified.
4. Present evidence that the design was approved and has been reviewed by the DRC according
to the design review procedure [4].
5. All assumptions made during the design, irrespective of the stage of the design.
6. All applicable documentation that was identified and updated or deleted for the purpose of the
Engineering Change.
7. Copies of the decision record that contains the required signatures of the relevant power
station.

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3.4.3 Engineering Change Routing Criteria

Each site is to develop and populate its own RACI that will enable the CC to accurately and
correctly route ECNs to its respective System/Plant Engineer.
The CC will use this RACI to identify the System/Plant Engineer within whose system the ECN
falls.
3.4.4 Project (PPM) or Work Instruction (PM) Decision Criteria
The SCCC decides on the Execution Route of an Engineering Change according to the Decision
criteria in Appendix B: Execution Route Decision Criteria
3.4.5 Appeals Process
If at any stage during the ECM process an ECN is rejected and the Originator/SE feels this is a
valid ECN. The Originator/SE can escalate to relevant discipline manager.

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4. AUTHORISATION
This document has been seen and accepted by:
Name

Designation

D Odendaal

General Manager: Plant Engineering

P Moyo

General Manager: Power Delivery

F Sithole

General Manager: Project Engineering (Acting)

T Mathe

Senior Manager: Power Plant

J Fourie

Senior Manager: Production Engineering Integration Coal (Outside Plant)

D Bhimma

Senior Manager: Production Engineering Integration Coal

E Bierman

Senior Manager: Production Engineering Integration Coal (Turbines)

M Mthembu

Senior Manager: Production Engineering Integration Coal (Boilers)

J. Hector

Senior Manager: Engineering

L Fernandez

Senior Manager: Systems Integration

P Madiba

Senior Manager: Electrical and C&I Engineering

V Pather

Senior Manager: Chemical and Auxiliary Engineering

G Dudenska

Senior Manager: Civil and Hydro Engineering

R Cormack

Senior Manager: Power Delivery

A Jansen

B2B Engineering Tools: Business Architect

5. REVISIONS
Date

Rev.

Compiler

Remarks

17 October 2012

G Olukune

First Issue

January 2013

1.1

S. Jagjiwan/ D. Fransman

Updates from initial roll-out for

Comments Review

August 2013

S. Jagjiwan

Updates from the system changes and

process clarifications, Final Document
for Authorisation

6. DEVELOPMENT TEAM
The following people were involved in the development of this document:

Shamita Jagjiwan

Dustin Fransman

Pieter Meiring

Alida Engelbrecht

Machiel Viljoen
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Engineering Change Management Procedure

Danie Louw

Jaco van Staden

Grace Olukune

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7. ACKNOWLEDGEMENTS
N/A

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APPENDIX A: TEMPORARY ECM DOCUMENTATION

All documentation related to the Engineering Change Management process is stored on
Hyperwave, at the following link:
https://hyperwave.eskom.co.za/0x936e3246_0x038938a6

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APPENDIX B: EXECUTION ROUTE DECISION CRITERIA

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with the authorised version on the database.

When downloaded from the EDMS , this document is uncontrolled and the responsibility rests with the user to ensure it is in line

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