Change management procedure

ISO management system procedures and forms

Introduction and purpose

The purpose of the change management procedure is to establish a standard approach to applying changes to production and the QMS. Changes require thorough planning, careful monitoring, and follow‐up evaluation to reduce negative impact to the user community and to increase the value of vital information resources.

This is done through a formal process of recording, assessment, authorization, scheduling and comprehensive communication around all changes.

Application and scope

The change management procedure has been developed to assist in meeting the requirements of Clause 6.3 of ISO 9001:2026 and Clause 6.3 of ISO 14001:2026 - Planning of changes (Clause 8.1.3 Management of change in ISO 45001:2018) and applies to all physical, process, procedural, personnel and organizational changes within existing operational assets.

Every identified change and its impact on the management system needs to be evaluated, using a risk-based approach. As such, organizations must ensure that changes to their management system are planned and implemented in a controlled manner taking into account:

1. The reason for the change; e.g., the context of the organization (4.1), needs of interested parties (4.2), customer feedback, complaints analysis, audit results, performance trends, risk reduction, or realizing an opportunity (6.1), continual improvement, organizational growth, launch of new products/services, organizational restructuring etc.
2. Assessing the purpose of the change(s) and potential impact using a risk-based thinking approach to ensure the integrity of the management system is maintained i.e., focus on priorities, avoid disruption, ensure business continuity, maintain product/service reliability, protect the customer, maintain capability, continue to meet internal/external requirements etc.
3. The determination of the resources and information required to enable the change such as people, knowledge acquisition, infrastructure, environment, budget, trials/tests, ongoing monitoring, structured reviews, etc.
4. The determination of responsibility and authority for the change e.g., process owner, lead process users, customers, end-users, etc., including the necessary communication, training, and ongoing review to ensure the change is effective (i.e., the planned activities continue to be realized and planned results are being achieved).

The change management procedure procedure includes three essential form templates referenced from the procedure, supplied in .docx and .xlsx formats that can be retained as hard or soft copies.

Request for Change Form

Change management procedure templates, help organizations formally control and document changes to their management systems. A Change Request Form (also called Request for Change or RFC form) is the formal document used to propose and document a change to an organization's processes, products, systems, documentation, or other controlled elements. The change request form is the foundation of controlled change management. Taking time to complete it thoroughly prevents problems later and increases the likelihood of approval and successful implementation. It is the starting point of the change management process.

Change Management Assessment Form

A Change Management Assessment form is a document used to systematically evaluate and analyze a proposed change before it is approved and implemented. The assessment form is a detailed evaluation tool that helps organizations understand the full scope, impact, and risks of a change. Think of it this way: RFC asks "What do we want to change?" while the assessment asks "What will this change do for us?".

The assessment form would be the critical middle step that ensures changes are thoroughly evaluated before approval and implementation, helping organizations avoid costly mistakes and maintain system integrity.

Change Request Log

A Change Request Log (also called a Change Log or Change Register) is a master document or database that tracks all change requests submitted within an organization from initiation through completion. It serves as a centralized record-keeping tool for managing and monitoring changes over time.

All routine, minor, major, and emergency changes, and their evaluations and approvals, should be documented to allow customers to understand what was changed, the reason it was done, and the process that was used to make a change. Record the nature of each change request and the actions taken to approve and implement them. Change and its status should be tracked in the change request log and supported by a unique identification code.

This makes it easy to maintain an organized, professional record of all organizational changes while ensuring nothing falls through the cracks.

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Prepared using MS Office, the change management procedure and forms are fully editable. Easily amend the headers, footers, text, turtle diagrams, process maps, and layout style to suit your business's formatting requirements.

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