Procedure

Title: Engineering Change Unique Identifier: 240-53114002

Management Procedure

Alternative Reference N/A

Number:

Area of Applicability: Eskom Holding SOC

Limited

Documentation Type: Procedure

Revision: 2

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: Senior General Manager: Divisional Executive: Group
Systems Integration (B2B Engineering Technology
Assistant Process
Champion)

Date: Date: Date:

 Unique Identifier: 240-53114002
Engineering Change Management Procedure
Revision: 2
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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 Responsibility
Central Change Control A committee/individual appointed by the Senior General Manager
Committee (CCCC) 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
Change Coordinator The person(s) in charge of managing the permanent or temporary
(CC) 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.
Plant Engineering The ECSA professionally registered person (engineer/technologist)
Change Authority with the authority to authorise emergency change requests that arise
(PECA) 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)
Design Review The members of this Committee responsibilities include:
Committee (DRC) 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 Typically an appropriate ECSA professionally registered person
Work Lead (EDWL) (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 A committee/individual at an Eskom plant appointed by the Manager
Committee (SCCC) 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
System Engineer / A competent and qualified site/plant-based discipline or System/Plant
Engineer, who has the training, technical qualification and expert
Plant Engineer
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 Their responsibilities include:
Delivery Unit Registration and management of all Engineering Work Requests
(EWR) that fall within Plant Engineering.
(Work Allocation Centre)
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 - Change Coordinator
- System Engineer Validates CCCC - Central Change Control Committee
- Shift Manager Approves ECN - Engineering Change Notice
- Plant EC Authority Authorises ECO - Engineering Change Order
- Changes are implemented ECR - Engineering Change Request
EWR - Engineering Work Request
1
EDWL - Engineering Design Work Lead
Create Emergency PTE - Plan Technical Effort
ECR ROC - Required Operational Capability
Emergency change goes through the ECM SCCC - Site Change Control Committee
process to evaluate impact of changes and to SE - System Engineer
relevant committees for validation SRD - Stakeholder Requirements Definition
CRA WAC - Work Allocation Centre

1 2 3 4 5 5 6
Concept Design
Create ECN Route ECN Evaluate ECN Create ECR Concept Design Review Review ECR
(Approve)

Anyone with SAP The Change Coordinator SE Prioritises Change CC Registers ECR EWR is sent to WAC to Design Review CCCC: Authorise
access can create routes and notifies and Performs Root Cause SE Formalises ROC request resources for Level 1,2 Committee Design - Level 1, 2
an ECN responsible SE Analysis/Investigation/ SCCC: Authorise
Assessment SCCC Approve ECR SE/EDWL compiles SRD Design - Level 3
Approve
SE/EDWL completes Design

DRA ERA HOA FRA

7 8 7 8 9 10
Basic Design
Detailed Design
Basic Design Review Detailed Design Implement Finalise
Review
(Approve)

SE/EDWL Design Review SE/EDWL Design Review Configuration Training is completed

Completes Design Committee Completes Design Committee Approve
design
CCCC: Authorise
Design - Level 1, 2
SCCC: Authorise
Design - Level 3
Approve for Site
Implementation
Level 1, 2, 3
Information is
Handover completed
updated
SCCC approves close of
The change is
the Engineering Change
Implemented and
Commissioned
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:
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)

5. 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 Additional Information

(Site / Central)
Additional Action
Approve ECR
Committee

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

ISSUE
Reject Emergency
Emergency Change Approval
Change Form
Reject Reject Reject

Perform Root Validate Approved Authorise

Create Emergency Emergency Cause Analysis/ Emergency
Emergency Execute
Change Approval Change Validation Investigation/ Change
Change Approval Emergency Work
Manual Activities

Assessment Authorisation

Compile Required
Operational
Maintenance or System Engineer System Engineer Shift Manager Plant Engineering Change Maintenance Capability
Engineering Authority
Required
Operational AND
Emergency Capability
Emergency
Decide on validity Perform Root
of Engineering Cause Analysis/
Approve
Change Investigation/
Notification Assessment
System Engineer
Reject Process
Report Engineering
Change

System Engineer System Engineer

Register
Close Emergency
Emergency
ECR and Register Reject Engineering Link Required
new ECN
Change Request Operational Capability
Link Emergency to Engineering
Change Form Change Request
Record Root Cause
Emergency Provide Required Put In Input required
Analysis Finding
ECR Information Progress information from
and Priority
Emergency ECN
- Description
Emergency - Reason for Change SAP ECM
IW 22
SAP ECM
Change CC 32
SAP ECM Activities

Normal Allocate and notify Coordinator Change

Load Engineering SAP ECM SAP ECM
Responsible Coordinator
Change OR AND IW 22 IW 22
Person (SE) and
Notification
Department System Engineer System Engineer
Responsibility
Matrix Set Execution Update ECR
Update ECR as per
Provide reason for Route (Project or System and User
Register SCCC instructions
rejection / Close ECN PM WO) status
Engineering
SAP ECM proposed solution
SAP ECM Change Request User: PREP
IW 21 IW 22 System: Approve
Cancelation/ ECR
Originator Change Coordinator Rejection Form
Input required
information from ECN
This can be any person with SAP
Classify according to SAP ECM SAP ECM SAP ECM
access, typically an Operator or
SAP ECM SAP ECM SAP ECM Plant Classification - SAP CC32 CC 32 CC 32
Maintenance personnel
IW 22 IW 22 IW 22 ABC
Change Change Change
System Engineer Change Coordinator Change Coordinator Coordinator Coordinator
Coordinator

Create ECN Route ECN Evaluate ECN Create ECR

ECN ECN ECN ECN ECR ECR ECR ECR

Figure 2 Originate Engineering Change

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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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Temporary or Permanent change indicated

Regulatory and environmental impact indicated
Execution route (PLCM/PM) is set
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
Additional Action Concept Design
(L1,2)
Authorisation of Detail
Change Control Committee

Documentation Authorisation of Detail Design (L3)

Design (L1,2) Authorisation for Site
Implementation (L1,2,3)
(Site / Central)

Central Change 3
Control Committee 1, 2

Authorise Concept Central Change Control Committee

AND AND Site Change Control Committee
Design (L3)

1, 2, 3

Level 1, 2

Site` Change
Control Committee Verify
Classification

Level 3

Central Change
Control Committee

Originate OR Confirmed L3 AND

Engineering * All manual activities for this phase must
Change
be completed in accordance with the
Project Life Cycle Model (PLCM).
Re-classify
Work Allocation to L1 or L2

EWR & ROC

Manual Activities

OR
SAP PM/ Plan Technical
AND OR
SAP PPM Effort
DRA* ERA*

Engineering Work
Delivery Unit Plan Basic Compile Basic Approve/Accept Plan Detail Compile Detail Approve/Accept
(System Integration) AND AND OR
Design Design Basic Design Design Design Detail Design
L 1, 2, 3 L 1, 2
Implement
Engineering
L3 Change
Establish Plan Concept Compile Approve/Accept
OR AND OR AND EDWL
SRD Design Concept Design Concept Design

Stakeholder EDWL EDWL Design Review Committee EDWL EDWL Design Review Committee
Requirement
Definition

AND
EDWL EDWL EDWL Design Review Committee
AND
AND

Update ECR
User status

User: CRA
Update ECR
Update ECR Update ECR Update ECR Load Works
System and User
User status User status User status Order
status

User: DRA User: ERA System: Convert

SAP ECM Set Execution ECR
Update ECR
CC 32 Route
User status
(Project or PM WO)
Change
Coordinator
SAP ECM Activities

SAP ECM SAP ECM SAP ECM SAP ECM SAP ECM
Ratify
CC 32 CC 32 CC 32 CC 32 CC 32
Classification
Change Change Change Change Change
Coordinator Coordinator Coordinator Coordinator Coordinator

SAP ECM SAP ECM

CC 32 CC 32
Change Change Link Documentation
Coordinator Coordinator & Configuration
SAP ECM Items to ECR
IW 22
Change
Coordinator
e.g. Bill of Materials, Maintenance
Task List, Drawings
SAP ECM
CC 32
Change
Coordinator

Concept Design Review ECR Design

ECR ECR ECR ECR 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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Implement Engineering Change

Additional Information
Change Control Committee

Additional Action

Documentation
(Site / Central)

Update
Configuration
information
Manual Activities

Process
Engineering AND
Change Close
EDWL Configuration Manager Engineering
Change

Plan the Project

Implement Solution AND Commissioning
Implementation

Commissioning
Procedure Template

Safety Clearance
Certificate

Test Data Sheet

EDWL Procurement
Maintenance
Contractor

Link Documentation
& Configuration Update ECR User
Items to ECR status
SAP ECM Activities

e.g. Bill of Materials,

Maintenance Task List,
Drawings SAP ECM SAP ECM
CC 32 CC 32

Change Change
Coordinator Coordinator

Implement Engineering Change

ECO ECO ECO ECO ECO ECO

Figure 4 Implement Engineering Change

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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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Close Engineering Change

Change Control Committee
Additional Information

Additional Action
(Site / Central)

Documentation

Update Execute outstanding

Configuration Operations & Approve Close of
information Maintenance Engineering Change
training

Close Engineering
Change Form

FRA*
No END
Manual Activities

EDWL Configuration Manager Training Officer Site Change Control Committee * All manual activities for this phase must
be completed in accordance with the
No Yes Project Life Cycle Model (PLCM).

Verify Operations & Operations &

Implement Configuration Maintenance Maintenance training
Engineering Verification and CM Accurate Yes training complete executed?
Change Correction

Final Configuration
Control Sheet

Training Manager
Configuration Manager

Update ECR System Update ECR User Change ECR to Update ECR System Close and Complete
Complete ECO
and User status status Inactive status ECN
SAP ECM Activities

User: HOA User: FRA System: Release ECO

SAP ECM SAP ECM SAP ECM SAP ECM SAP ECM SAP ECM
CC 32 CC 32 CC 32 CC 32 CC 32 CC 32

Change Change Change Change Change Change

Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator

Close Engineering Change

ECO ECO ECO ECO ECN (close)

Figure 5 Close Engineering Change

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Close Out Engineering Change

Change Control Committee
(Site / Central)
Manual Activities

ECR to be Closed

Provide reason for

rejection / proposed Close ECN/ECR
solution

Cancelation/
SAP ECM Activities

Rejection Form

SAP ECM SAP ECM

CC 32 CC 32

Change Change
Coordinator 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 1 G Olukune First Issue
Updates from initial roll-out for
January 2013 1.1 S. Jagjiwan/ D. Fransman
Comments Review
Updates from the system changes and
August 2013 2 S. Jagjiwan 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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Danie Louw
Jaco van Staden
Grace Olukune

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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